TOWN OF RUTLAND
BOARD OF SELECTMEN MINUTES
Monday, July 20, 2015
Rutland Public Library
6:00 pm
PRESENT: Leroy C. Clark, Chairman, Mr. Walker, Ms. Bacon, Michael S. Pantos. Absent: Sheila Dibb. Also present: Margaret Nartowicz, Town Administrator, and Iris Price from National Grid.
6:00pm Mr. Clark called the meeting to order.
Mr. Pantos made a motion to sign Warrant #2 and Payroll. Mr. Walker 2nd the motion. Vote unanimous.
Mr. Walker made a motion to accept the March 16, 2015 Minutes. Mr. Pantos 2nd the motion. Ms. Bacon abstained. Motion passed.
Mr. Walker made a motion to accept the March 16, 2015 Executive Session Minutes not to be released. Mr. Pantos 2nd the motion. Ms. Bacon abstained. Motion passed.
Mr. Walker made a motion to accept the July 13, 2015 Minutes. Mr. Pantos 2nd the motion for discussion. Mr. Pantos requested that the minutes be approved pending a change to state the individual votes for the Articles. Ms. Bacon abstained. Motion passed.
Mr. Clark opened the Pole Hearing for Turkey Hill Road at 6:10pm. Iris Price introduced herself as the representative from National Grid.
Mr. Kellaher stated that he has checked out the pole locations. He asked Ms. Price to clarify the anchor installation. Ms. Price stated that the 11-5 anchor will be relocated and an existing anchor will be removed.
There being no further discussion, Mr. Clark declared the hearing closed. Mr. Pantos made a motion to accept the petition of National Grid #19026331 dated June 23, 2015 and to locate the two poles on Turkey Hill Road as indicated. Ms. Bacon 2nd the motion. Vote Unanimous.
POLICE: Chief Haapakoski provided a training update stating that officers attended training through MPI on detail safety and reducing collision training. The entire department has been trained on the use of Tasers which will be deployed next week. The part time officers are starting tomorrow with firearms training. Full time officers are already trained. The training council has come out with a new policy that will affect the budget. The officers used to split up the training every other year to spread out the costs. The new rule is mandatory 40 hours of training every single year. In response to Ms. Nartowicz question, the Chief stated that the additional cost would be approximately $5,000. Ms. Bacon requested a copy of the new rule. Mr.
Pantos asked for an explanation of the impact over time. The Chief clarified that there is a period of 16 training weeks where staff can be spread out.
The new car #2 is being built this week. It should be in service within two weeks. It is the same SUV style as the other two. The current car #2 has 166,000 miles on it. Car #5 is out of service with a transmission issue. The estimate is $850 for repair and it should be back in service within two days.
Received approval on a $5,000 grant from MIIA for an evidence tracking system. Pleasantdale and Route 122 have had four accidents in the past three days, with two involving local people and the other two not. Accidents at that intersection are up 22% for the first six months of this year. In the past five years there have been 34 accidents. Traffic counts are done yearly and we should be getting an updated count soon. Regional planning performs the traffic counts. Last time the report showed 8,000 vehicles through that intersection.
Mr. Clark stated that a townsperson come in and complained about losing the passing zones on both north and south side of town. Chief said that new regulations on highway safety may have an impact on that. Mr. Walker asked if there were any no passing signs posted. The chief said that there were none yet, but the state did put more markings on the crosswalks.
Ms. Bacon asked if it was true that if the BOS didn’t approve a speed in a certain zone then a person could fight the ticket. Chief stated that they could, but there is more involved and it must be a town road. He also confirmed that all the current speed zones in town have been approved by the Board.
Mr. Pantos asked if the training was completed for the MIIA credit on the simulator. The Chief said that it is being utilized today and tomorrow. All three departments are involved so the Town will get the credits for that. The TA had the opportunity to participate.
DISPATCH: Mr. DaDalt reported on the resignation and appointment of Matthew Ryel for dispatch. Mr. Ryel did obtain a full time seat at the academy starting in August. Considering the money and time invested in his training and the fact that he has been a good addition to the staff, it makes sense to keep him on. Mr. DaDalt has made it clear to Mr. Ryel that he will pick up some weekend shifts during breaks from his academy training. There were 30 applications received for the advertised position. The grant has ruled out some of the applicants. Final decisions will be made at the end of August.
Keeping the dispatch seats filled is a real challenge as the part time staff is engaged in other employment activities. Mr. DaDalt let the Board know that he will be requesting the addition of another full time dispatcher.
Mr. Walker made a motion to accept the resignation of Mr. Ryel as full time dispatcher with an effective date of July 19, 2015. Mr. Pantos 2nd the motion. Vote unanimous.
Mr. Walker moved to accept the request for appointment of Matthew Ryel to the position of Part Time Dispatcher with an effective rate of pay of $18.35/hour (FY2016 Part Time Dispatcher Rate) effective July 20, 2015. Ms. Bacon 2nd the motion. Vote unanimous.
DPW: Mr. Kellaher confirmed that the state is working on the signage for the roads and that there have been changes in the regulations regarding striping.
The intra-departmental transfer for the Building Department is because of a shortfall in clerical wages. There has been no Alternate Building Inspector so there is money available in the salary budget. Mr. Kellaher is working with Mr. Cassanelli to assist him in getting accustomed to the budgeting process.
Ms. Bacon made a motion to transfer $129.50 from Account #001-241-5120-000 Building Inspector Alternate Account to Account #001-241-5130-000 Building Clerical Account. Mr. Pantos 2nd the motion. Vote unanimous.
Mr. Kellaher reported that the DPW is working on a priority construction list. Chapter 90 roads - Hillside and Prescott are being worked on now. Once that is complete they will move onto a series of dirt roads with the milling products. These projects will go right up to school starts, then they will move into Forest Hill and Christmas Tree Lane. They have the parking lot for the fire station as well.
The Town Administrator asked about the catch basin culvert cleaning and testing and how that is tied to the new storm water permit. Mr. Kellaher responded that since 2008, we are part of this culvert storm water coalition for small towns that don’t have a lot of money for repairs. We are replacing existing infrastructure, not repairing.
Mr. Kellaher stated that there is no permit process in place. We are part of the Central Massachusetts Regional Stormwater Coalition but they haven’t helped us in this matter. The project includes full depth reclamation, culvert pipe replacement, paving and line striping. It is expected to begin the project before school. The impact to the side roads should be minimal.
As for the dirt roads, Barrack is complete and Mr. Kellaher is pleased with how it came out. Bushy is graded and Irish will follow. The DPW will be purchasing millings to finish Drury as Drury is under the Chapter 90 program.
Mr. Kellaher expressed concern with the water draw from Muschopauge. It is used for fire department purposes. We are currently permitted for 280 thousand gallons per day but we are at 380 thousand gallons per day (GPD). The DEP allows a grace period for being over the allotted amount. Unaccounted water is currently 38% which is unacceptable. DEP will not consider issuing a permit for more of a water draw until unaccounted water draw is explained. Mr. Walker asked if there was calculation formulas. Mr. Kellaher said that they have found figures allotted to the Heights from old records. Current calculations are generally 110 gallons per bedroom per day. Mr. Walker asked about undeveloped land. Mr. Kellaher said that a review of all eligible parcels of
property which could be tied into sewer is underway. Forest Hill drive is not currently in the calculations. Ms. Bacon asked how long the town has known about this problem. Mr. Kellaher stated that he brought it up with the first Bryce Lemon project.
Mr. Kellaher is reviewing information from STAR Buildings (solar) regarding possible solar panels for town buildings. The least amount of time our roof can last is 20 years. The Town Administrator let the Board know that there is a grant application out which could provide funds for this solar technical assistance.
Mr. Sean Moore from 3 Edson Avenue introduced himself and asked about the water main break across the street from his home. Mr. Kellaher said that leak is being addressed. They had to wait for the new budget in order to purchase pavement. There is also long time leak in cemetery that is being taken care of.
CORRESPONDENCE: The Town Administrator explained that the Massachusetts Department of Transportation (Mass DOT) has requested a signature on the Title VI/Nondiscrimination Assurance Requirement letter. This letter is a community’s commitment not to discriminate in any program, service or activity supported by federal financial assistance.
Mr. Pantos made a motion to approve the chairman to sign the Massachusetts Department of Transportation (Mass DOT) Title VI/Nondiscrimination Assurance Requirement letter Mr. Walker 2nd the motion. Vote unanimous.
NEW BUSINESS: Restriction of underwater cameras at the Town Pool - The Town Administrator discussed the current brief policy which states that no cameras are allowed within the pool area and suggested that there could be different measures put in place such as signing in a log for permission to use a camera. The Board and the Town Administrator agreed that in addition to personal concerns, social media creates another level of concern.
Ms. Bacon referenced a complaint from 2014. Ms. Nartowicz and Ms. Bacon both referenced a recent concern about the existing policy that was registered. Mr. Moore identified himself as the person who recently raised a concern about the policy. Mr. Moore was filming his twin boys as they are learning to swim and he wanted to be able to capture the moment. Mr. Moore made reference to an incident earlier in the day where a mother was filming her child in the baby pool and the guard asking her to stop. Mr. Moore feels that the current policy is a knee jerk reaction to an incident with some teenagers last year that had an underwater camera. Responsible people should not be punished for that.
All agreed that the town needs to protect the safety of those at the pool without going overboard.
Ms. Bacon feels it should be a case by case. Mr. Moore stated that signs in the locker room are totally understandable, but outside in the public is too much. Ms. Bacon and Mr. Pantos agreed that underwater cameras should be prohibited but that no cameras is going too far. Mr. Walker agrees and stated that we must protect the town.
It was suggested that the Life guards could address the individual or could call the police down. Mr. Walker said calling the police down would embarrass the lifeguards and other people.
Mr. Bill Morris of Nancy Drive suggested putting an age limit on the use of cameras such as no one under 18 or 21 – get someone responsible using the cameras.
The Town Administrator suggested the possibility that, instead of having a no camera policy, some guidelines be established that actually warn users of the pool that posting photos would not be appropriate. The board agreed to defer this matter to the Town Administrator in order to allow more time to investigate different options.
Mr. Pantos said that he had a couple citizens ask why the Snack Shack was not open during the 4th of July celebration activities even though here were quite a few youngsters available to work the Snack Shack. He would like to hear back through the Town Administrator to provide some information as to why it was not open. The pool cover damage is a cost to the REC Department and they should generate income where they can. Mr. Walker said it is a great question and should be asked. Mr. Pantos stated that all the other businesses did great. The Board requested the Town Administrator to obtain more information on this matter along with a plan for moving forward. Mr. Pantos said that folks want to spend their money where it will go back to the town.
Mr. Moore stated that Rutland recreation is a great asset. He heard that the REC department runs in the red and asked why there wasn’t more money allocated by the town. Mr. Pantos suggested that there are groups that fund other organizations that could possibly be developed for REC.
Mr. Kellaher said that he has met with the Town Administrator on several issues, the pool being one of them and agreed that the budget does need to be reviewed. The cover was covered partially by insurance money. Every time a claim has been made the insurance rates are raised. Preventive action should be taken so as to not drive the rates up. Long term strategies are being discussed. The pool is one of the Town’s most expensive infrastructure. Ms. Bacon said the budget used to be a town line item about nine years ago. Mr. Pantos said that five years back there was a full time REC director.
The Town Administrator provided a review of the proposed document distribution policy which is an administrative policy that provides guidelines for how documents will be received and distributed from the Board of Selectmen’s office. Mr. Pantos said that along with the distribution policy, public records requests should be reviewed. In the past someone could walk in and ask for a specific document and it’s been given. There are no records kept. He suggested that a small fee should be charged and that this needs to be rolled out town wide.
The appointment of Joseph Cavan was postponed to wait for the Fire Chief to be present.
The Town Administrator presented the Special Town Meeting Motions in draft form for the
Special Town Meeting on August 3rd. This draft includes specific numbers instead of just stating a ‘sum of money’. Mr. Pantos agreed that for openness and transparency the numbers should be put in since we know what they are.
The Town Administrator stated that there have been several questions regarding the timing of the meeting and that it is happening in the summer. Ms. Nartowicz explained that because of the timing of the school committee’s vote, the town has a requirement to act upon the amended budget according to Chap 71 16B M.G.L. The Town has up until August 7th to act. Mr. Pantos said that the school does have a budget with a 4 town positive vote. The school committee has not acted upon that at this time.
Mr. Pantos made a motion to authorize the Town Administrator to make the figures available at town meeting. Ms. Bacon 2nd the motion. Vote unanimous.
TOWN ADMINISTRATOR UPDATES: Free cash guidelines – Ms. Nartowicz will be talking with the Boards and Committees to review the guidelines. She commented that if transfers are used to fund the operating budgets, there is a serious problem because departments don’t know what their operating costs will be from year to year. The transfers should be funding the stabilization fund and there should be a base left in the current year certified free cash to start the next year off with. Ms. Nartowicz would like to put forth some guidelines to move forward as it will help with the town’s credit rating. Mr. Pantos said this is one of the most important things we could do as it will cover health and financial positions as we move towards FY17 budget preparation. Ms. Pantos
stated that the Finance Committee has expressed their support of this process as well as format for budgeting. This would help the town in end of fiscal year in activity with appropriation transfers.
The next topic presented by the Town Administrator was debt refinancing. She informed the Board that in next couple of weeks, Board members will be given an update on certain debt that the town will be looking towards refinancing. For instance there is a 40 year loan from 25 years back and we should be looking to refinance. This should free up a small amount of money on the budget because some of the debt is not excluded. This should happen in mid-August. Ms. Nartowicz is working Unibank which is the town’s financial advisor.
The Town Administrator responded to a question from Mr. Walker that nothing budget-wise has changed now that that state budget is in place. There is a possibility of a small change in the approximate amount of $7,000.
NEW BUSINESS: Ms. Bacon brought up the general problem many towns are having in dealing with heroin and opiates. Many towns have created a coalition through their representatives. Ms. Bacon stated that if we were to call upon our representatives to create a coalition, it is possible that funding would be made available. The Town Administrator is meeting with both legislators on the 4th and will bring this matter up. Mr. Pantos said that there are new treatments for available for first responders. Ms. Bacon asked about the possibility of funding in the form of a grant. The Town Administrator will follow up with Chief Weber on that topic.
Mr. Pantos made a motion to adjourn. Ms. Bacon 2nd the motion. Vote unanimous.
ADJOURN:
Respectfully submitted,
Diane M. Cook, Administrative Secretary
Board of Selectmen - Town of Rutland
Approved: , 2015
Chairman, Board of Selectmen
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