Board of Selectmen Meeting Minutes
December 17, 2018
Rutland Public Library
4:45 p.m.
Present: Sheila Dibb, Wayne Walker, Jeff Stillings, Leah Whiteman, Skip Clark
Others: Robert Reed, Interim Town Administrator and Abby Benoit, Administrative Secretary
Opening of meeting by Chair, Sheila Dibb, at 4:46 p.m., televised live on channel 191 and YouTube.
Pledge of Allegiance was recited.
Town Administrator Interviews
Mike Nicholson
Mr. Nicholson was introduced to the Board.
Mr. Nicholson is currently the Executive Aide to the Mayor in Gardner, it is a foundation for him to be able to help other communities in Worcester County to grow and succeed. The growth in Rutland has interested him. He discussed the Heights Property and his experience with a similar property.
Ms. Dibb asked Mr. Nicholson about his role in the financial planning process. He is part of the budget process currently from start to finish and discussed the procedure in Gardner. He is familiar with town meeting form of government. He was also in charge of formalizing financial policies and reviews expenditure report and department head meetings to discuss revenue and expense trends. Gardner has never passed an override and they work within tax levy. Most recently an override failed for approximately 600,000, they are in the process of moving things around. He discussed his grant writing experience for fiber optic. The current total Gardner budget is 62 million, approximately 40 percent is school. Typical free cash is normally 1.6-1.8 million. He further
discussed free cash use and the practices in Gardner and stabilization with the Bond ratings.
Ms. Dibb asked about Gardner’s worst case financial situation. He discussed a situation that could have resulted in the reduction of 18 employees, but they were able to use other means.
Mr. Clark joined the meeting at 5:00 p.m.
Ms. Dibb asked about how he could assist with residential growth. He discussed the community feel and the option to limit new building permits each year to slow down growth and progress so it is a less immediate impact on services and school assessments. He also discussed the new residents and existing residents still feeling like one community. He discussed reviewing the existing zoning code. Gardner is currently approximately 95% on water and sewer. He discussed that the water/sewer moratorium could compliment limiting new building permits.
Ms. Dibb asked about management style. He discussed collaboration and respect, department heads are the experts in their field. He talked about personal connection and building a rapport.
There was discussion about goal setting with departments and processes. Mr. Nicholson discussed goals that needed to be put aside and projects that have been successful. There was discussion about policy implementation and union negotiations. There was discussion about working with the Select Board and his current roles and maintaining opening communication.
Mr. Stillings asked Mike where he would see himself if 5-10 years. Mr. Nicholson would see himself in Rutland and discussed loyalty and dedication.
Mr. Nicholson asked about the solar proposals in Rutland and what the process is in Rutland. Ms. Dibb advised him of the solar committee and by laws and the two municipal properties.
Ms. Dibb asked Mr. Nicholson about transition. He understands it would be a challenge but anything new is. He has a network that he feels confident with asking for help and believes it would be a smooth transition. He discussed his background with grant writing.
The Board thanked Mr. Nicholson.
Mr. Clark moved treasury warrant 13. Mr. Walker 2nd. Vote unanimous.
Ms. Whiteman moved to approve 11/26/2018, Mr. Stillings 2nd. Vote unanimous.
Ms. Whiteman moved to approve 12/03/2018. Mr. Stillings 2nd. Vote unanimous.
Department Updates:
Town Administrator Report, Robert Reed
Mr. Reed stated that he is working on RFP’s, one including the Heights Property and for the analysis of community hall in preparation for the move. It was put in the central registrar. The RFP for the Heights Property is for the bulk of the property, it is more flexible than the original RFP. There will also be an option for lease.
Mr. Reed discussed the phone upgrade, with the Boards approval he is ready to move forward with Crocker to continue with the upgrade.
Ms. Whiteman moved that the Board authorize Mr. Reed to move forward with phone upgrades with Crocker Communications. Mr. Stillings 2nd. Vote unanimous.
Mr. Reed discussed the roof project for Glenwood and Naquag schools. There are still outstanding questions. Mr. Reed recommended approving the license agreements pending all questions being answered and approval of Beth Greenblatt, solar consultant. Mr. Reed stated that with the two schools, the revenue will go to the school department, there is the benefit that Solect will put a new roof on central tree as part of the solar panel project on the school. There was discussion about any warranty on the roof.
The Board discussed meeting briefly on Thursday.
The Board recessed at 5:57 p.m.
The Board returned from recess at 6:04 p.m.
6:00 p.m. Dori Vecchio
Ms. Vecchio was introduced to the Board.
Ms. Vecchio currently working for the City of Worcester and has been there for twenty years. She has extensive HR, budgeting and finance experience. She has strategically planned her positions to be a town administrator, she also lives close. What is interesting to her is the small size of the town, it is small, unique and special. Working in Worcester it is different and much bigger. She is ready to make the next move in her career. Ms. Vecchio discussed Rutland and current struggles.
Ms. Vecchio explained that she has always managed the departmental budget. Has participated in budget meetings with the city manager and strategy. She has also been in the lower level of the budgeting and worked to put it together. Budgeting is a yearlong process, funding is always a struggle. It is important to always try to maintain reasonable expenditures, when you work with a department head you need to figure out what the needs are of the town. A lot is about prioritizing and communication. Her current budget is 25 million.
Ms. Vecchio discussed the most important thing is to look at cost centers, where are you spending money? You need to look at the priorities of the residents, selectmen and planning, the people need to be heard.
Ms. Vecchio discussed OPEB, free cash and stabilization. These areas need to be maintained and need to continue to increase and fit will help with the bond rating. You also need it to plan ahead. She has prepared multiple department budgets and has participated from a higher level of review. Has always budgeted based on historical expenditures and what inflation will be. Revenue is similar, you should have monthly meetings on the budget. Ms. Dibb asked about the regional school district. She would develop a relationship with the district to see what their budget looks like. You need to be able to anticipate and know why.
There was discussion about growth, she would work with the selectmen and residents to see what they want. She discussed the mixed use while still maintaining the integrity of the town. Development and integrity are both very important.
There needs to be a lot of discussion in regard to the moratorium and the water/sewer boundaries. The town needs to look at all options.
She currently manages 17/18 employees. She has an open-door policy and believes it is the most effective to keep communication. With her current staff she does a lot of training and professional development. It is important to motivate employees and give them guidance and training. Goal setting is important so you feel good when it is done, and it can be used for employees if they need a plan. She has several that she works on every day, currently working on policies and procedures for Human Resources, she has been working on it for years. One goal that had to be set aside was that she wanted to create an employee clinic. Worcester does not have enough room in their current facility. She has been working on the policy manual for 3 years. Policies
continuously need review and amendments, they need to be more competitive and take care of employees.
She is familiar with open meeting law and presented to the board of selectmen in a previous position. She related the relationship to her work in a city manager’s office. The relationship would need to work together for the betterment of the town.
Ms. Vecchio discussed technology, and systems should be kept up to date and secure. It is important to know what individuals want because not everyone will want to use technology, need to balance it out so the information gets out to everybody.
Ms. Vecchio asked about Rutland Heights and the current process of development. There was discussion about the current solar project.
Ms. Vecchio discussed her grant experience and union negotiation experience.
She finds the transition very exciting, she is currently missing the diversity of the work that she is doing. She wants to work with residents, and she is very resourceful.
The Board thanked Ms. Vecchio.
Annual License Renewals
Ms. Whiteman moved to sign and approve~the licenses,~pending all required documents,~for~Rutland Sportsmen’s Club,~Entertainment License,~and~Rufus Putnam House,~Innkeepers License.~~ Ms. Stillings 2nd.~ Vote unanimous.~
Mr. Stillings moved to approve~Common~Victualler’s~licenses,~pending~all required license documents,~for Bedrock Golf Club, Dunkin Donuts, honey Dew #3823, Rutland Pizza, Still Four Corners,~Vasucon, Inc., Dunkin~Donuts, Ladd’s Inc., Yang’s Kitchen, General Rufus Putnam~House,~ KP’s~Restaurant, Toula’s House of Pizza, Heavy~Evies, Rutland Marketplace, Inc., Schultz Country Store &~Barnside~Café.~ Ms. Whiteman 2nd.~ Vote unanimous
Mr. Walker moved to approve all alcohol licenses, pending all required license documents, for Ladd’s Restaurant, Bedrock Golf Club, Mr. Robertson’s Neighborhood Inc., The General Rufus Putnam House, Rutland Sportsman’s Club, Pleasantdale Village, Inc., Main Street Discount Liquors, Vasucon Inc., and Rutland Marketplace. Mr. Clark 2nd. Vote unanimous.
The board recessed at 6:47 p.m.
The Board returned from recess at 6:53 p.m.,
Joe Laydon
Mr. Laydon is currently a planner for Grafton and has been there for 5 years. He is local to central MA. Rutland is facing similar challenges to other towns in central MA, where a town is attractive for people to live in. Has been in municipal government for close to 20 years and has been exposed to IT planning, has been the president of the union and involved with the negotiations and personnel. Mr. Laydon has worked a lot with State officials. Within his department he has a staff of 5 and has a broad range of interest.
Mr. Laydon works with the financial team for projections and ways to supplement operation within the department. He has written and received grants. Currently he sits down with all departments to discuss wants and needs through the budget process. Grafton’s current budget is 36 million and they are not at the levy capacity and they have had to have overrides for roads and education.
He discussed working with other towns to discuss strategies and opportunities. He also discussed transparency and engagement with residents.
Free cash should not be used to supplement an operating budget, but used for stabilization and capital needs.
His current budget responsibilities are that he examines accounts within the department, reviews economic development and the department staff increases. There is not any room within the department. This is a day to day responsibility and he is also involved with grants and working with the consultants to make sure that projects stay on track. He submits his annual budget to the town administrator.
There was discussion about growth and evaluating land use policies and general policies for utilities, water and sewer. You can also look at what to do to guide development in a certain way, he also discussed a community preservation committee.
Mr. Laydon discussed that he has an open-door policy and open communication, he wants his department to be the model for other departments.
For goal setting, he works with his team to identify what they want to do and what they think they can accomplish. He also works with the planning board. They use this for the framework.
He discussed his experience in Wayland and reviewing of personnel policies and union negotiations.
He would expect the Board to discuss their goals and expectations as a direct report to the Board of Selectmen. In his experience a lot of things need to be funneled for consensus.
He has worked with an IT department on how departments should set up their website and they established standards. He is currently implementing viewpoint permit tracking and worked with a vendor to prepare a budget.
Mr. Laydon asked about town meeting and the budget and the restoration of the budget with free cash in the fall. He also asked about Green Communities. He also asked about timeframe for the position.
He foresees one of the biggest challenges being that he is a perfectionist, he has seen himself moving into municipal management for a while and is excited about it.
Regional Pedestrian Plan- There is a public meeting, the comment period is still open.
There was discussion about the candidates and their experience.
Ms. Dibb asked if the Board is in a position to narrow it down to 2 candidates.
The Board discussed the candidates and some of the strengths and weaknesses. The Board agreed that the first candidate interviewed very well. Mr. Reed stated that he was impressed with the candidates and the depth of knowledge.
Mr. Lynch said the average tenure of the administrator is 6-7 years.
Mr. Clark moved to offer the position to Mr. Nicholson, Mr. Walker 2nd. Roll call vote; Mr. Clark aye, Mr. Walker aye, Ms. Whiteman aye, Mr. Stillings aye, Ms. Dibb aye.
Mr. Reed will send the existing Town Administrator Agreement to Mr. Nicholson for review.
The Board agreed that Ms. Vecchio is a very strong 2nd.
The Board thanked Mr. Lynch for their work.
Mr. Clark asked where everything was left with Mr. Kellaher.
Mr. Buckley is scheduled to start on December 31st. After he starts Mr. Kellaher come in and meet with him and Mr. Kellaher will be compensated at a per diem rate.
Mr. Clark moved to adjourn. Mr. Stillings 2nd. Vote unanimous.
Board adjourned at 8:04
Respectfully Submitted,
Abby Benoit
Administrative Secretary
Board of Selectmen
Prepared by Laura Paradise Approved ______
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