Board of Selectmen Meeting Minutes
Monday November 5, 2018
Rutland Public Library
6:00 p.m.
Present: Wayne Walker, Jeff Stillings, Sheila Dibb, Leah Whiteman
Absent: Leroy Clark
Others: Robert Reed – Town Administrator, Abby Benoit – Administrative Assistant
Ms. Dibb opened the meeting at 6:00 p.m. The meeting aired live on Channel 191 and was recorded for YouTube.
The Pledge of Allegiance was recited.
Mr. Stillings moved to approve Warrant #10 and payroll. Mr. Walker 2nd. Vote unanimous.
Mr. Stillings moved to accept the meeting minutes of October 22, 2018. Ms. Whiteman 2nd. Vote 3-0-1.
APPOINTMENTS
6:00 p.m.: Seth Knipe, Fire Chief, Ambulance Receivable Abatements
Chief Knipe presented the FY18 ambulance contractual allowances and write-offs. The amount to write off is $133,843.96 which encompasses 7 years. Contractual allowances amount is $519,779.89 for a total abatement of $653,623.85.
Chief Knipe discussed the amounts billed out and collected. They collected $65,000 more than the projected amount. Contractual allowances are adjustments to the bill, not true write-offs. The write-offs are true write-offs.
Mr. Stillings moved to sign the ambulance abatements as presented for FY 2018. Ms. Whiteman 2nd. Vote unanimous.
Chief Knipe stated the Haunting on Main Street event was successful. The Recreation Department also participated with volunteers to get community service for school. This year will be the 3rd year with Santa deliveries and they already have 170 participants and will be capping it at 200.
Department Updates:
Town Administrator Report, Robert Reed
Mr. Reed discussed the DPW Director search. Two names were forwarded to the Town and interviews will take place this evening.
Regarding the Town Administrator search, Bernie Lynch stated the profile has been completed and they have begun advertising. Mr. Lynch has also been in contact with a few individuals interested in the position.
Special Town Meeting – The budget will be divided into two different articles on the warrant. Mr. Reed provided a spreadsheet of the budget items. The first article (4A) shows the budget that needs to be supplemented from the Annual Town Meeting and the second (4B) is for the additional add-ons for Selectmen Purchased Services to fund a plan to move offices to Community Hall, Town Administrator Salary and recruitment, Police Department Full-Time Wages, and the DPW Superintendent Salary and Purchased Services.
There was discussion about Article 4 being divided into bringing back the budget to make whole from the Annual Town Meeting and the additional items. There was discussion about study money to keep moving forward with the potential Dispatch move.
Ms. Dibb stated that the Finance Committee would have preferred to pull out the items and separate the article even more than it is.
Roof Bids – Mr. Reed stated that he and Mr. Kellaher have reviewed the bids. The contract has been drawn up from Town Counsel. If signed, they will be able to issue a notice to proceed so they can begin with the roof work. Mr. Reed is comfortable with the contract. The low bid was right on the money with the appropriation amount. Attention will need to be paid to the process to make sure there are no change orders.
Ms. Whiteman moved for the Board to approve the contract for roof bids for WPI Construction Inc for the Library and Public Safety Building roofs. Mr. Walker 2nd. Vote unanimous.
NEW BUSINESS
Wachusett Earthday Agreement
Ms. Dibb stated there is an upcoming regional meeting in West Boylston. The meeting is open. Ms. Dibb has been the local representative. There was a gap in the contract because of a change in the board. They want all contracts signed for the 7 member towns prior to the regional meeting in West Boylston.
Mr. Stillings moved to approve the agreement for Wachusett Towns and Wachusett Earthday. Ms. Whiteman 2nd. Vote unanimous.
November 8, 2018 Budget Roundtable
The WRSD FY20 Budget Roundtable discussion will take place between the district and all towns on November 8th at the Holden Senior Center. Ms. Whiteman asked if there was any update on the letter that was created as a result of the last meeting. Mr. Reed stated he is unsure how it will be presented as some towns had concerns with the “3.5% increase” item.
The district will be introducing full-day kindergarten. The first year is not funded by the state, but locally. Regional transportation should also be discussed. A different attempt to fund the high school field may be discussed. Ms. Dibb stated that their research is correct and the field would be a capital item. Ms. Whiteman asked why the district wasn’t more proactive in knowing the lifespan of the field. There was discussion about a more comprehensive line item budget. There was discussion about the retiree health insurance cost and the PEC. The PEC represents every single union and all contracts need to be treated the same, but our district is the only where with a PEC that only dissolves if it self-dissolves.
6:30 p.m.: Director of Public Works Interviews
Candidate – Todd Melanson
Mr. Melanson introduced himself to the Board. Ms. Whiteman informed the candidate that the meeting is recorded.
Mr. Melanson graduated from North Adams State and worked in water labs for 18 years, as well as doing 12 years in the service. He enjoys working with residents and communities and fitting things together. He discussed his experience in the service, resident assistance, and his background in solar and municipal solar array in Chelmsford. He is passionate about what he does and his ability to communicate.
Ms. Dibb asked how many houses Mr. Melanson has visited and what the difference is in I&I. Mr. Melanson has visited many of the 8,600 house connections in Chelmsford. There are 200 miles of water main and they do 100% leak detection annually. They went from 29% to below 10% and have been below 10% for 10 years.
Ms. Dibb asked Mr. Melanson why he would like to work in Rutland. Mr. Melanson grew up in Billerica when it was more active farms. He likes having the ability to know the people where he works and feels he would have a good person-to-person relationship in a small town.
Ms. Dibb asked about the best use of Chapter 90 funds. Mr. Melanson would start by looking at maintaining culverts, which can help avoid road damage and costs. Mr. Melanson discussed his experience with pavement and management planning and winter operations.
Mr. Stilling sasked how many people Mr. Melanson currently manages. Mr. Melanson crosses over between water and distribution with 25 full-time employees between the two. In his time in the service, he had 25 soldiers under him. He does not come from a union shop but feels it would be a good fit because there is a contract.
Mr. Stillings asked if Mr. Melanson currently has hire/fire ability. Mr. Melanson stated he has input, but ultimately it comes down to the Super and the Board.
Mr. Melanson discussed budgeting experience and how he would go about building a budget for Rutland.
Ms. Dibb asked about snow and ice as the weather in Rutland can be very different from the weather in Townsend of Chelmsford. Mr. Melanson discussed adopting a hydrant program and coordinating set routes for snow removal. He would have to see how the map is coordinated and how staff is assigned.
Ms. Dibb asked about technology and social media presence. Mr. Melanson believes municipalities should have a social media presence for information purposes only. People generally go to Facebook for information. Ms. Dibb confirmed there is a social media policy, but it is not currently relevant to the DPW. Mr. Melanson discussed GIS for emergency response planning and site drawings for individual houses. He discussed efficiency and technology providing the ability to make a job easier.
Ms. Dibb asked what Mr. Melanson would do in his first 100 days in Rutland. Mr. Melanson would like to see more of the Town. He stated he drove to the meeting at night in the rain. He’d like to visit local restaurants and take in the environment.
Mr. Stillings asked how Mr. Melanson is with promptly returning phone calls. Mr. Melanson stated as long as there isn’t an emergency, returning after-hours calls is the first thing he does in the morning.
Mr. Stillings asked about Mr. Melanson’s experience and success with grant-writing. Mr. Melanson stated his biggest grant was for a solar array for $2.3 million. He has brought in approximately $168,000 in other grants. He has personally written 4 grants over his 12-year professional career and is familiar with the state system where they are listed.
Mr. Melanson asked if applicants would have the opportunity to meet department heads and ask questions. It would not be prohibited if a candidate reached out.
Mr. Melanson also asked what the Board expects the right candidate to maintain or advance. Ms. Dibb discussed Rutland’s rapid growth and the current water & sewer moratorium. The Board is currently in the process of trying to figure out the best next step for Rutland.
The Board thanked Mr. Melanson for coming out.
The Board recessed at 7:26 to resume at 7:30.
The Board returned at 7:31 p.m.
Candidate – Joseph Buckley
Mr. Buckley introduced himself to the Board. He has been working in Public Works since 1995 and currently lives in Worcester. He enjoys the service industry. Mr. Buckley currently works for the City of Worcester and is a certified engineer.
Ms. Dibb asked why Mr. Buckley is interested in Rutland and why he feels he is ready for the challenge of being the Town’s next Public Works Director. Mr. Buckley has worked as an assistant director for 15 years in a smaller environment. This position would be a promotion and would provide challenges he doesn’t see every day.
Ms. Dibb asked Mr. Buckley to describe the role of the DPW Director, it’s duties, and how it would align with his own management style. Mr. Buckley discussed the DPW Director’s need to make decisions hourly and daily, to react to small things like potholes and also be planning for larger things like failed roadways. He grew up in Holden and is familiar with the growth in Rutland. He believes the town will continue to grow as will the demands. There are two things in play: tired infrastructure and increased population. It will be important to maximize existing resources and make long-term plans. Mr. Buckley is in operations and is used to being on the ground. He tries to get out and talk to all staff at least once a day. He discussed being approachable and consistent as a manager.
Ms. Dibb asked about asset management and assuring resources are adequate to fund a DPW Capital Plan. Mr. Buckley discussed the GIS current inventory and GIS being a critical tool allowing you to flag problems. He would need to get a consultant on board.
Ms. Dibb asked what Mr. Buckley feels the best use of Chapter 90 funds is. Mr. Buckley stated in Worcester the funds are usually there to make sure the sewer lines don’t collapse, but the bottom line is it needs to go to roadway work.
Ms. Dibb asked about Mr. Buckley’s familiarity with the latest water quality standards and sewer discharge regulations, as well as his familiarity with Rutland’s sewer and water system. Mr. Buckley stated regulations are a chronic concern that will not go away. He can speak broadly about Rutland and is aware there is a collection system serving 30-40 that goes to Upper Blackstone. It is expensive, but better off. A lot of water is well, and the water drawn from Muschopauge is managed in-house.
Ms. Dibb asked about Mr. Buckley’s experience working with state and federal officials and with submitting grants to said agencies. Mr. Buckley has not done grant submittals in a long time but works with officials frequently. They have looked at a lot of grants, but often they can borrow money cheaper or at the same cost and grants weren’t worth it. The time involved sometimes outweighs what is received for funds. He has had better luck supporting local groups working on grants or doing in-kind services.
Ms. Dibb asked about Mr. Buckley’s experience in developing and maintaining a pavement management plan, as well as his views on road management and maintenance, and snow and ice operations. Rutland has 100 miles of roadway. Mr. Buckley stated it’s unfortunate that roadways and snow and ice are frequently on the forefront of people’s minds. He would need to start with inventory or paved versus unpaved and Commonwealth road versus Town roads. He managed almost 100 miles of side street work. It’s a thankless job and there are never enough resources, but he has experience with it.
Ms. Dibb discussed the rapidly changing technology in the delivery of public services, including social media, and asked Mr. Buckley his views and experience using these technologies and how they could be used to enhance services in Rutland. Mr. Buckley believes it would be necessary in Rutland and discussed setting up a simple Facebook page for announcements on road closures and water line problems. Mr. Stillings asked Mr. Buckley’s procedure for returning phone calls. He would call back and determine what is going on and send someone out as quickly as possible. He works for the residents and would respond right away.
Ms. Dibb asked about Mr. Buckley’s experience with building and presenting a budget to an appointing or appropriating authority or a citizen public forum. Mr. Buckley stated most of his budget work goes directly to in-house staff. He has been successful with capital equipment and has developed a plan for O&M. Ms. Dibb discussed direct town meeting budget process. Mr. Buckley discussed having thick skin and making the best decisions you can. Ms. Dibb asked about current resources that he has now and how he would foresee handling Rutland without those resources.
Mr. Buckley went through it about 5 years ago. He had to learn how to write contracts and put out bids. Mr. Stillings asked how many people he supervises. Mr. Buckley currently supervises 50 people. Mr. Stillings asked why Mr. Buckley why he would want to leave his current position. Mr. Buckley feels it would be different and that it’s good to look forward and try something new. He has gone as far as he can go in Worcester and wants to keep going.
Ms. Whiteman asked about his engineer experience coming into play as a DPW Super versus looking into outside support. He stated you would still want to go outside for it. He discussed that the PE stamp is meant to be a competency test of sorts. You would still want the outside services, but he would be able to speak the language.
Ms. Dibb asked Mr. Buckley what his favorite interview question would be. Mr. Buckley’s favorite question to ask is “why do you want this job and what would you bring to the table?” Mr. Buckley stated he has 20-25 years of public works experience to bring to the table. He wants to challenge of running the whole thing from the top. He’s not far from here and believes in being on the ground and asking questions.
Ms. Dibb asked if Mr. Buckley has any questions for the Board. Mr. Buckley asked about employees. Ms. Dibb stated there is a water division and sewer division, both under enterprise funds. In DPW direct employees there is a foreman and five full-time. It is wildly understaffed. At the point where there are not enough drivers to man the equipment in the winter. There was discussion about hiring out to do the work. Mr. Buckley asked where the rest of the staff falls. There are also 2 clerical staff and 2 custodial.
Ms. Dibb discussed Rutland working under dire budgetary concerns and DPW bearing the brunt of the budget cuts each year. Currently, the Town is in a situation where the upcoming budget cycle will need to look at the current staffing and recommend updates. DPW is down 3 men from where they were 10 years ago. They have added roads and diminished the staff.
There was discussion about the regional school district and the funding battle.
Ms. Whiteman asked about Mr. Buckley’s plan for his first 100 days. He would want to get through snow and ice first and hope nothing breaks in the meantime. Mr. Walker stated the system is old and is repaired in-house.
Ms. Whiteman discussed the stormwater regulations and asked about Mr. Buckley’s experience with the new regulations. He stated it is not easy and is costly, but he is familiar with the regulations. Ms. Whiteman asking if there is any funding available to offset. Mr. Buckley stated there are a couple of grants available that can be applied for. It is manageable. A lot of it is evaluation right out of the gate, as well as inventory and documentation in the management of infrastructure. The best thing to do is get the report out and not sit on it.
Ms. Dibb asked if it would be challenge changing from working in a city with different funding sources to a small town. Mr. Buckley feels it would be, but it’s a challenge he is up for. He currently has unlimited resources comparatively.
Mr. Buckley discussed roads, sewer, and water and asked about equipment. Ms. Dibb discussed the new Holder Tractor for $69,000 on the upcoming STM warrant. DPW has not seen new equipment since 2012. Mr. Buckley asked about intent to develop a program. Ms. Dibb stated there is intent, but they will also need to help see the process through with the water and sewer moratorium. Ms. Dibb discussed the well at the Heights property and well testing.
There was discussion about support from residents in town.
Ms. Dibb discussed the CMRPC study for build-out numbers.
Mr. Buckley asked about janitors and managing public buildings. The role also oversees the maintenance of the buildings.
The Board thanked Mr. Buckley for coming out to the interview.
Street Sign Request, Intersection of Campbell Street and Glenwood Road
Chief Knipe stated this is the second request for this intersection. The first time he commented that the trees should be cut so people can see around the corner. There has never been an accident at the intersection.
The Board will hold the request until the next meeting.
CORRESPONDENCE
Perambulator
There has been a request for an official perambulation of the Town’s shared borders. Ms. Dibb stated it was discussed years ago. Princeton has an official Town Perambulator who is in the process of coordinating with representatives from each town to meet at and make official the town boundaries.
Ms. Dibb stated the Board can name a Town Perambulator. Mr. Stillings would be honored to do so. The Board will wait until the next meeting when Mr. Clark is present to further discuss.
Ms. Dibb thanked Mr. Reed for coordinating the interviews with the MRI candidates and asked if there are any comments from the Board.
Mr. Stillings stated he would like to hear from the internal candidate.
The internal candidate went through the same process as all MRI candidates. The two candidates interviewed tonight were the top two of all candidates. Mr. Reed stated he has met with the internal candidate and discussed the process. The internal candidate understood that the Board was going forward with interviews. Mr. Stillings feels this should be kept open.
There was discussion about the search and vetting process through MRI. Ms. Dibb feels the Board interviewed a strong candidate tonight. Ms. Whiteman feels the Board just trust the firm and their process. The internal candidate was not excluded from this process.
Ms. Dibb feels the first candidate interviewed during this meeting did not have the boots on the ground experience to be able to come into winter in Rutland. Ms. Dibb added that she has not seen any existing DPW employees speak at Town Meetings or present anything to the Board. She would like to see DPW employees brought to the next level.
Ms. Dibb asked the Board’s thoughts on Mr. Melanson. Mr. Stillings is still leaning toward seeing what else is out there.
Ms. Dibb asked about how to move forward with Mr. Melanson.
Mr. Walker moved to express the Board’s thanks to Mr. Melanson for coming in and to let him know the Board will be going in a different direction. Mr. Stillings 2nd. Vote unanimous.
Mr. Stillings discussed his position on interviewing the internal candidate.
Mr. Reed stated that interviewing another candidate after tonight’s interviews would not send a good signal. The Board needs to be aware of taking the process from a professional search to a political process. Mr. Reed apologized if he is speaking out of turn but wanted to express that the dynamic of the recruitment would change.
Ms. Whiteman stated that if the internal candidate had not been included in the process, she would have pushed for it. There was discussion about Town career advancement and the opportunity to set internal employees up for success.
Mr. Stillings asked Mr. Reed for his thoughts on Mr. Buckley. Mr. Reed feels Mr. Buckley understands the challenge and would apply himself.
Mr. Stillings asked about making a decision without Mr. Clark present. Ms. Whiteman feels the candidates are owed a timely decision.
Mr. Walker discussed internal candidates being interviewed in the past for positions. He is a proponent of bringing people up through the ranks, but the company was hired by the Town to do a job and it would look unprofessional to hire a firm then reach out beyond it.
Ms. Dibb stated she is excited about Mr. Buckley and believes he has a strong background. She likes the idea of having someone from a large organization would be valuable to the Town.
Ms. Whiteman moved that the Board move forward with Joseph Buckley. Mr. Walker 2nd. Vote unanimous.
PUBLIC COMMENT
No public comment.
Ms. Whiteman moved to adjourn the meeting. Mr. Walker 2nd. Vote unanimous.
The meeting adjourned at 8:40 p.m.
Respectfully Submitted,
Abby Benoit
Administrative Secretary
Board of Selectmen
Prepared by Laura Paradise Approved ______
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