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March 30, 2015
TOWN OF RUTLAND - BOARD OF SELECTMEN

Monday, March 30, 2015

Rutland Public Library

6:00 pm

Present: Michael S. Pantos, Chairman, Joseph Becker, Mr. Walker A. Walker, Leroy C. Clark, Sheila Dibb, Diane M. Cook, Administrative Secretary  

Call to order at 6:00pm by Mr. Pantos.

OPEN SESSION: The Board introduced themselves to Heather Budrewicz. (Ms. Budrewicz is a candidate for the Town Administrator position.)

Ms. Budrewicz shared some information about herself and noted that Town Administrator’s all have different backgrounds. She is a UNH graduate then graduated from law school. At that point she had not decided what to do with her career. She worked with Americorps, then did some pro bono work before finding that the Town Administrator position in Sunderland was a perfect fit.

When asked about leadership style, Ms. Budrewicz stated that communication is the key. She indicated that her leadership style is flexible. She works with people and determines what their skills are and what works for them.

Ms. Budrewicz said that in the 1st six months communication would be the most important. She would meet with board members to determine goals and find out where they have been and where they are. She would perform an analysis of the personnel system and develop a personnel procedures book. She would be sure the pay classification charts up to date along with job descriptions and an employee review system. In the 2nd 6 months, she would tackle finances and budgeting.  

Ms. Budrewicz stated that her greatest challenge would be to determine and compare the Board’s goals with a consensus as to the priorities; review the current resources and make sure they go as far as they can, then balance all together.

Boards are not unanimous on the direction they take. Ms. Budrewicz believes that a Town Administrator must generally be prepared as much as possible for anything. Ultimately the BOS has the final say. Sometimes the idea needs to be revisited more than once in order to present all the information and facts.

Over time, the Town Administrator and the Board of Selectmen must build trust so the Board of Selectmen will learn to trust the opinion of the Town Administrator. As Town Administrator, she would be sure to keep consistent contact with the Chair and meet with each Board member.

On the topic of overrides and stabilization, Ms. Budrewicz would gather information through meetings and surveys to present to the community so they can make educated decisions.

Citizens expect public official to be accessible, Ms. Budrewicz would be available utilizing all forms of communications means. Her style regarding disagreements or conflict is to bring all key players to the table.  

The Town of South Hampton recently adopted a 360 performance review for all department heads. While this is right for some, it does not fit all.  

Ms. Budrewicz has limited dealings with Solar Energy Farms, but would utilize resources to find the answers.

Ms. Budrewicz has never been asked to leave a position and currently works for a five member board. She continues to build their trust and to help in the areas where they need guidance. She relies a lot on the surrounding communities for a group approach. She would do the same with town bodies not under direct management of the Town Administrator. She would establish a good relationship with all committees and that will provide a way to work with the departments. Ms. Budrewicz believes in adapting to your environment.  

Ms. Budrewicz then asked the Board how it envisions transitioning over to a Town Administrator. What does the board feel is its biggest concern or problem facing the town currently?  

  1. The town needs an overall big picture.  
  2. 3 yr, 5 yr and capital requirements
  3. Ever-increasing growth in the town and how do we keep up with it?
  4. Communications.
This concluded the interview and Ms. Budrewicz was told that she could expect the Board to get back to her within two weeks after all the interviews were completed.

Mr. Clark made a motion to sign Treasury Warrant #20 and Payroll. Ms. Dibb 2nd the motion. Vote unanimous.


The following two votes are made to clarify items that were voted upon at last meeting:

Ms. Dibb made a motion to approve the run/walk as presented by Elizabeth Doyle at the March 16th meeting. It was affirmed that the Police detail time is being donated and Ms. Doyle would obtain the requisite insurance. Mr. Walker 2nd the motion. Vote unanimous.

Ms. Dibb made a motion to approve the appointment of Mr. Clark and Ms. Pease as Inspectors of Animals for the Commonwealth of Massachusetts. Mr. Clark abstained. Mr. Walker 2nd the motion. Vote unanimous.

RDIC – Mike Sullivan

  • Mr. Sullivan stated that they are at the meeting for 2 reasons. First they found out that Article 36 was removed from the ballot. The RDIC has worked tirelessly to remain transparent. To find out that this article was voted off with no communication to the Board shows complete disregard to their efforts and that voting the article off without a discussion is not working together. They are working in the town’s best interest and feel that there is complete disregard with that they do.  
  • Ms. Dibb said that in looking at article request, there was not enough back up information provided. Discussion ensued.
Mr. Becker stated that now that the back-up information has been presented he would like to make a motion that Article 36 be placed back on the ballot. There was a misunderstanding as to the readiness of the article, but it has been made obvious that they are ready. Mr. Clark 2nd the motion. Vote unanimous.

  • Mr. Sullivan stated that the 2nd reason for being here is regarding the question for three RFP’s. There were three RFP’s prepared by Town Counsel. A comment was made by the FinComm to the effect that Town Counsel had made a mistake and thus cost the Town more money in fees. Mr. Sullivan felt that the comment was disparaging and is requesting an apology from FinComm. Mr. Becker stated that an inquiry was made – not a statement. Mr. Becker suggested that the matter be brought up at the next FinComm meeting.
FIRE: Chief Weber

  • Regional IT – Chief Weber has been working with Ms. Lemieux, Town Administrator of the Town of Barre on a regional IT position. The Town of Rutland spent $39,000 for a year with Acuity and is projected to spend $29,000 for the town’s share of the regional position. $81k is the overall projected cost for the position. Rutland, Dispatch and Barre would each have a little more than 12 hours a week (Dispatch is divided by 4). Vacation coverage would be handled through a mutual aid system similar to the Fire Department. Chief Weber plans to reach out to other entities to provide mutual support in case of necessity. Biggest advantage is that this person would address our requirements and needs.  
Other Advantages:

  • Currently no routine service.
  • Same person each time.
  • Maintenance schedule.
  • Upgrade recommendations.
  • Salaried position – no OT.
  • There is CIPC funding for regional projects but the deadline will not work. There is other funding out there and they will try for it.
  • Chief Weber will proceed with the RFP until both towns vote for the position. The new RFP addresses new information and will cost more.
  • Chief Weber asked the Board and the Department Heads present if they understood the process for new emails.
  • FYI – info on servers. Chief Weber stated that the main server needs to be replaced now. He suggests a purchase and install from the same company. It would be $4,714 to replace the server, software licensing $600, and a back-up server upgrade $2,760.
  • Ladder truck has returned after several weeks of being repaired. So money was relocated and there is still a need for more work. Discovered a leak in the tank. Lost 40 gallons of water in 3 days. If leak is close to top then $1,600. If low on the tank, than will be much more than that. It is a 500 gallon fiberglass tank, with no warranty and company is out of business. The other problem is that it will be down again for another couple weeks. Truck is in good shape.  
  • Chief gave a brief report as to recent Fire Department activity.  
POLICE: Chief Haapakoski

  • Audit came back that we are in full compliance with CJIS.
  • Car two has been repaired for a cost of $1,100 and will be back in service tomorrow. Two of the cars radios are starting to go. New replacements are $2,700 apiece. There are two other radios that can be retrofitted as less cost. Next year enough money will be requested for replacement from the grant.
DPW: Gary Kellaher, DPW Superintendent

  • MASS Standard Contract form requested $5,630 which will be used up quickly. Projects will be brought to the board for approval as they come up.
  • SHRED day – Bring municipal records that need to be shredded to Wachusett May 16th cost is labor and trucking, shredding will be free. If the board chooses to have the residents participate. Doing it here it would be $15 a tote then no transport or labor. Recommendation is to bring it to them.  
  • Department wide GPS mapping is estimated to cost $10,200 for the entire town. Not quite ready for town meeting. Will be for special.
  • Applied for a generator from homeland security for the community center.  
  • In Chapter 90 there is $269,000.  
TREASURER: Becky Tuttle, Treasurer/Collector

  • Annual town election ballot and warrant questions: The questions currently drafted are correct in the wording. Total debt excluded for the next 4 years is $330,000 per year. 2016 = $0.45 until 2019 then it would go away. Just need a ballot question to exclude.
4TH OF JULY COMMITTEE: The committee provided a written request for funds, “The amount of $10,000 is requested to help defray the costs in planning the events for our 67th annual celebration in July of 2015.” Ms. Dibb asked if this should be put to the town? The Town used to fund the entire event. Discussion was held as to how to find money for the 4th of July request.

Ms. Dibb made a motion to place an article reflecting the request as noted in the memorandum of March 9, 2105 from the Committee, on the special town meeting warrant for Saturday, May 9, 2015. Mr. Walker 2nd the motion. Vote unanimous.

COA: The Board submitted a written request for appointment to Board of Directors of Carolyn Semon. Mr. Clark made a motion to approve the recommendation of the COA for Carolyn Semon to be appointed to the Board of Directors. Ms. Dibb 2nd the motion. Vote unanimous.

AGRICULTURAL COMMITTEE: A written request was made to recommend alternate members to the board. Mr. Clark made a motion to appoint Mrs. Edris Tracy and Mrs. Debra Carlson to the two new alternate member positions as voted at the November 2014 Special Town Meeting. Ms. Dibb 2nd the motion. Vote unanimous.

RECREATION COMMITTEE: Lisa Farber officially vacated her position on the committee via email on November 13, 2014. A formal resignation has not yet been received and Ms. Farber has officially missed six consecutive session. In accordance with the bylaws, the Board is requesting that her position be deemed vacant. Mr. Clark moved to accept the resignation of Lisa Farbor and to deem the position vacant. Ms. Dibb 2nd the motion. Vote unanimous.

BUILDING INSPECTOR: William Cassanelli, Building Inspector

  • Mr. Cassanelli requested to change the procedure on Solar Permits for fees on cancelled projects. After discussion the Board agreed that a specific procedure for all fees should be set out to not issue refunds and that after a fee is paid, they are not refundable across the board for all town applications. Be sure that everyone understands. Mr. Clark recommended going to Town Counsel. Mr. Pantos stated that a memo to the town counsel would be prepared requested information on this matter. Then the request will go back for a vote.
  • Mr. Cassanelli suggested that there be an alternate building inspector. Mr. Walker asked if there is a reciprocation with another town. After discussion, the Board directed Mr. Cassanelli to post, advertise and fill the position.
Mr. Becker made a motion to request the provisional building commissioner go through the process of posting advertising and filling an alternate building commissioner position. Mr. Clark 2nd the motion. Vote unanimous.

BOARD OF ASSESSORS: Diane Peterson, Assessor re: Solar Matters

  • Ms. Peterson explained that she is an employee of regional resource group called RRG Systems. They are a company of appraisers and have worked 25 years for the Town of Berlin. She read the charge to the Solar Committee in the paper and requested to meet with the Board in order to review and discuss her contracted responsibilities to the town specifically in regards to solar matters.  
After discussion, the Board made a recommendation to amend the charge to in order to give the committee the tools they need to move forward.  

Mr. Becker made a motion to revise the charge of the Solar Committee to be entering into negotiations with solar companies and to bring forward the recommended agreements to the BOS. Mr. Clark 2nd the motion. Vote unanimous.

SOLAR ARRAY AT TREASURE VALLEY: Norman Anderson

  • Mr. Anderson reported that he has heard nothing from Treasure Valley yet. In our solar bylaw there is a requirement for a company to provide a decommissioning surety. The original Treasure Valley project was approved, the surety was written up and Treasure Valley was to provide two copies with the provision that they sign and return a copy to us. This did not happen. Nor have we received any of the $60,000 due us.
  • The Board directed that correspondence be drafted to Town Counsel to request Treasure Valley to complete the document and to distribute the money owed the town.
  • Mr. Letsky reported that there are currently agreements for two projects.
NEW BUSINESS:

Open Space Plan – Ms. Dibb

  • In 2010 the Conservation Committee took on the task of reactivating the Open Space Plan. They put an online survey and sent a request for comments from the Department heads. The program has languished and Rutland is the only one of the 140 towns in the Commonwealth that does not have an open space plan. This plan would allow the town to apply for various grants. Ms. Dibb suggested that an informational meeting be set for April 10th. Next would be a public meeting. Once the Open Space Plan is submitted, the town is immediately able to request grants.
Mr. Walker made a motion to set a public meeting for April 10th. Ms. Dibb 2nd the motion. Vote unanimous.

OLD BUSINESS:

  • A letter requesting a copy of the PEC was sent to the district with copies to other towns.
  • Mr. Pantos spoke with Anne Davis regarding the Gold Canes. They are ordering 4 with revised pricing from the school.
  • There is ongoing research and negotiations regarding space for the cable equipment.
  • Town administrator office space and candidate discussion:  
discussion was held regarding office space and different plan layouts.

Mr. Clark likes Ms. Nartowicz and does not feel the need for any further review. Ms. Budrewicz is great, but does not have the seasoned component. Mr. Walker was impressed by both candidates and liked the enthusiasm of the candidate from Grafton. Mr. Pantos liked the enthusiasm of Ms. Budrewicz as well. Mr. Becker agrees, but feels that Ms. Nartowicz brings what the Town is looking for with her nine years’ experience. If you find a town administrator with nine years in the position then you’ve found something good.

Ms. Dibb more impressed with Mr. Willardson than Ms. Budrewicz. Ms. Budrewicz went off topic and had a couple of pieces of wrong information. She just does not have enough experience. Mr. Willardson has worked with a larger community so has more experience that way.

Ms. Nartowicz fits the profile and experience so do we need to go the second round. Mr. Clark - no. Mr. Becker – no; subject to background check. Mr. Walker said Ms. Nartowicz was his #1 choice as well.  

Mr. Becker makes a motion to enter into negotiations with Margaret Nartowicz contingent upon satisfactory background check and contract negotiations. Mr. Clark 2nd. Vote unanimous.


A letter will be sent out to all other candidates thanking them for their interest.

  • Special Town Meeting: Ms. Dibb asked Mr. Kellaher about Article 7 community center parking lot rehab – how much was materials? No operational costs or man hours in that. It’s all materials. Discussion was held on various articles and strategy.

Ms. Dibb made a motion to remove Article 22 from the warrant. Discussion was held. Mr. Becker 2nd the motion. Vote unanimous.

Mr. Walker made a motion to move further discussion on the ballot questions to the next Thursday meeting with FinComm. Mr. Clark 2nd the motion. Vote unanimous.

Mr. Walker moved to convene into EXECUTIVE SESSION for Reason # 3: To discuss strategy with respect to collective bargaining or litigation if an open meeting may have a detrimental effect on the bargaining or litigating position of the public body and the chair so declares – Rutland Police Sergeants Union Contract and to move back into regular session only for purposes adjournment. Mr. Clark 2nd the motion. All aye. Vote unanimous.

Respectfully submitted,


Diane M. Cook, Administrative Secretary

Board of Selectmen - Town of Rutland