TOWN OF RUTLAND
BOARD OF SELECTMEN MINUTES
Monday, November 23, 2015
Rutland Public Library
6:00 pm
6:03pm Mr. Clark called the meeting to order. Filmed by cable on Channel 191.
Present: Skip Clark, Wayne Walker, Sheila Dibb, Mike Pantos, and Ms. Bacon-arrived at beginning of Open Session
Others: Margaret Nartowicz, Town Administrator
Mr. Walker made a motion to sign Warrant #11T and Payroll. Mr. Pantos 2nd the motion. Vote – Mr. Clark aye, Mr. Walker aye, Ms. Dibb aye, Mr. Pantos aye.
Ms. Dibb made a motion to accept the minutes of October 26, 2015, Mr. Walker 2nd the motion. Vote – Mr. Clark aye, Mr. Walker aye, Ms. Dibb aye, Mr. Pantos aye.
OPEN SESSION:
RRECC Updates – Director Nicholas DaDalt provided updates on staffing and training. Ms. Dibb questioned single dispatcher overnight shift coverage in the center. Mr. DaDalt stated that 2-on 24/7 staffing would require significantly more mandatory overtime than already implemented during temporary staff vacancies and new employee training. He said he steps in during times of need when it is warranted and he looks forward to having the center fully staffed. Mr. Pantos asked about use of part-time labor pool. Mr. DaDalt stated he uses part-time staff whenever he can, but most of those staff members have full-time jobs elsewhere, limiting their availability. He added that a 5-year plan should look at additional full-time staffing to assure staffing consistency, and in the meantime, he’d
like to see how the center performs with the new fully trained full-time staff. Town Administrator will monitor RRECC staffing. Mr. DaDalt discussed successes of the CodeRED notification system since its implementation over the summer. He provided updates on grant programs including a development grant that will fund upgrades to the center. Discussion ensued regarding grant reimbursement timelines.
Town Treasurer/Collector - Employee appointment recommendation. Rebecca Tuttle presented her recommended Town Administrator appointment of Lynn Thomas as Collections Assistant at 16 hours per week. Ms. Thomas will work a total of 35 hours per week, with her Assistant Town Clerk position at 19 hours per week. Ms. Tuttle and Town Clerk Anita Carlson have discussed and agreed upon Ms. Thomas’ weekly work schedule. Ms. Nartowicz informed the Board that the appointment will result in cost impacts due to benefits eligibility. She also noted that this is an important step toward cross training in various general government functions to achieve a more efficient, customer friendly “central services” structure.
FIRE DEPARTMENT - Fire Chief Bradley Weber reported that call volume is up and continues to increase.
The Girl Scouts will sponsor a community bonfire on January 15th at the Heights property to support the food pantry. The Fire Department will assist in the preparations and will be on site during the event.
Chief Weber reported that the Rutland Fire Department was one of several departments that responded to the recent Sweet Pea Animal Shelter fire. Fund raisers will be held to help the shelter rebuild.
Two individuals have recently graduated from the fire academy. A ceremonial helmet presentation will be held in the near future.
FY16 Wages – Chief Weber reports that payroll is expected to be over budget by $49,000 by the end of the year. He explained that the monthly wage detail tracking reports clearly show the impact of contract wage and shift fill/backfill obligations on wage accounts.
Mr. Pantos asked about Ambulance billing and annual write-offs. This has not been done on a routine basis in prior years, but will be established as a calendar-driven item at the start of each future fiscal year. Discussion ensued regarding budgeting, ambulance receivables and billing. Ms. Nartowicz and Chief Weber will consult with the Town Accountant on all outstanding amounts to be abated.
IT Director updates – 23 resumes were received and the search team has conducted interviews on 7 finalists. Training will be required, particularly with CJIS system. The RRECC expert IT consultant will assist with training, and new director will also receive customized training for CJIS. Team decided on 2 top candidates. Until the IT Director is hired, Chief Weber and RRECC Director DaDalt will assist with technology issues. Several town IT systems have been upgraded, so most are in good shape. It is expected that IT Director will be in place in January.
Ms. Dibb made a motion to accept the regular meeting minutes of October 15, 2015. Ms. Bacon 2nd the motion. Vote unanimous.
Ms. Dibb made a motion to accept the session #1 Executive Session minutes of October 15, 2015 under ¶1, not to be released. Ms. Bacon 2nd the motion. Vote unanimous.
Ms. Dibb made a motion to accept the session #2 Executive Session minutes of October 15, 2015 under ¶1, not to be released. Ms. Bacon 2nd the motion. Vote unanimous.
DPW:
Sewer – Superintendent Gary Kellaher reported that the Forest Hill/Christmas Tree sewer line work is done and was completed under budget. Mr. Kellaher is working with Ms. Tuttle on betterment fees to be charged to all property owners potentially benefiting from the new main. Individual connection fees for each property will be charged in addition to the betterment fees. Residents will have the option of paying the betterment fees over time or in a lump sum payment.
Roads Update - Lines are painted and shoulders are done.
Equipment Update - The 2 used trucks have arrived. One was included in the purchase as a parts truck, but the crew has been able to repair it is in good operating condition for the winter.
Solar Update - Site walks were held at a few select parcels for potential municipal solar development.
Buildings Update - School walk-throughs will be scheduled in the near future. Mr. Kellaher requested that a Board member participate. Ms. Nartowicz will request MIIA inspection reports for reference during the walk-throughs. Mr. Walker offered to participate in the walk-throughs.
C.B. Blair has submitted his application for sewer extension.
Soils Importing Agreement Addendum – Ms. Nartowicz provided a summary of changes. Ms. Dibb made a motion to sign the soils importing project compliance agreement addendum as presented, Mr. Walker 2nd the motion. Vote unanimous. Dick Williams said that the Town has to cross his property in order to get to the Jordan property. He wants to give consent to the Town each time they cross his property. Lighthouse has a 5-year contract with Mr. Williams. Ms. Nartowicz said the DPW Superintendent will contact Mr. Williams by telephone when the Town will cross his property. Town will give Mr. Williams something in writing.
DPW Contract Negotiations – Ms. Nartowicz explained that a first session has tentatively been scheduled for December 8th. Mr. Pantos made a motion to appoint Skip Clark as the Board’s designee for upcoming contract negotiations. Mr. Walker 2nd the motion. Vote 4-0-1. (Mr. Clark abstained)
CORRESPONDENCE:
Right of First Refusal - Removal of Land from MGL chapter 61A. Meagher property, Emerald Road, Map 34, Block B, Parcel 3. Ms. Bacon read the Waiver of Option and moved to waive option. Mr. Pantos 2nd the motion. Vote unanimous. Waiver of Option was signed by the Board.
Solar PILOT Agreement – Ms. Nartowicz explained that the project will have a 1.323 MW capacity. Agreed upon payment per MW was $17,400. Annual PILOT payment will be $23,020. Ms. Dibb made a motion to enter into PILOT agreement with Pleasantdale Road Solar, LLC as presented. Mr. Pantos 2nd the motion. Vote unanimous. Mr. Pantos made a motion to authorize the Chair to sign the agreement. Ms. Bacon 2nd the motion. Vote unanimous.
PUBLIC COMMENT:
Town Administrator:
6-month feedback meeting discussion. Mr. Pantos suggested scheduling a separate 6-month feedback meeting to give the Board time to review written comments provided by Town Administrator. Discussion regarding meeting format, documents to be used and suggested meeting dates. Meeting to be held Thursday, December 3rd at 6:30 p.m. in the Library. Mr. Kellaher expressed his appreciation for Ms. Nartowicz being in town and her drive to get things done; her willingness to work collaboratively with him and others and to assist with day-to-day operations.
Ms. Nartowicz reported that she has selected Abby Benoit to fill the Board of Selectmen/Town Administrator Administrative Secretary position. Her start date will be December 28th. She will attend an upcoming Board meeting for introductions.
Solar Update – At today’s meeting with Senator Gobi and Representative Ferguson, Ms. Nartowicz expressed concerns that the legislature hasn’t acted on lifting the solar net metering cap, and that municipalities need the revenue stream, new jobs and energy savings solar developments can create. The Town must continue to look at virtual net metering in the event municipal solar development isn’t possible.
Budget/Finance update – Ms. Nartowicz has been working on preliminary revenue projections in coordination with the Treasurer and Accountant.
Shared Planner Position – Mr. Williams explained that with grant assistance, the Planning Board looks forward to getting the Planner started. The initiative is being facilitated by CMRPC and the Planner will be shared with Barre. The program was made possible through the Community Compact. Norm Anderson expressed concern with the 6-month initial term proposed for the shared planner program, and the funding necessary to sustain the program. Ms. Dibb felt that 6-month is a good start. Ms. Nartowicz said that CMRPC, Rutland and Barre are committed to continuing to look at funding possibilities to sustain the program into the coming fiscal year and beyond in order to have the program become a model for other communities. Mr. Anderson noted the progress on many items since the Town
Administrator started. Brief discussion ensued.
Agenda Policy & Procedures and Use of Legal Counsel Policy – Ms. Nartowicz presented draft policy for Board’s review and approval at an upcoming meeting. Ms. Dibb explained that the Board has never appointed Special Counsel, and that it should be included in annual appointments. Mr. Pantos would like to see that Board member requests to contact Legal Counsel should go through the Board Chair. Mr. Kellaher commented on his prior authorization to work with Town Counsel as needed. Brief discussion ensued regarding outlined steps in the policy. Use of Legal Counsel policy will be circulated to all departments for comment before bringing it back to the Board for review and approval.
Senior Tax Work-Off Program – Ms. Nartowicz discussed using HUD low-income thresholds for income thresholds under the program. She suggested using a hybrid approach where income and non-income qualified participants could participate. Ms. Dibb wanted clarification as to preference given for income-qualified participants. Ms. Nartowicz will mark up the guidelines for Board approval at an upcoming meeting.
Financial Management and Debt Policy – Ms. Nartowicz explained that she received comments from CIPC and has incorporated those comments in the draft policy. She reviewed draft changes throughout the document. Discussion ensued regarding debt restructuring, practices and goals. Ms. Nartowicz will forward the draft to the Finance Committee for review.
ADJOURNMENT:
Ms. Dibb made a motion to adjourn. Mr. Walker 2nd the motion. Vote unanimous. Meeting adjourned at 8:35 p.m.
Respectfully submitted,
Margaret Z. Nartowicz
Town Administrator
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