Board of Selectmen
Monday August 27, 2018
Rutland Public Library
6:00 p.m.
Present: Sheila Dibb, Jeffrey Stillings, Wayne Walker, Leah Whiteman, Leroy Clark (joined the meeting at 6:20 p.m.)
Others: Margaret Nartowicz – Town Administrator, Abby Benoit – Administrative Assistant
Ms. Dibb opened the meeting at 6:00 p.m. The meeting was recorded for airing on Channel 191 and on YouTube.
Mr. Walker moved to sign Treasury Warrant #5 and payroll. Mr. Stillings 2nd. Vote unanimous.
Mr. Stillings moved to accept the meeting minutes of August 13, 2018 with correction. Ms. Whiteman 2nd. Vote 3-0-1.
Mr. Stillings moved to accept the meeting minutes of July 30, 2018. Mr. Walker 2nd. Vote unanimous.
APPOINTMENTS
6:00 p.m.: Mike Moriarty, RRECC Director, Building Expansion, Relation and Renovation Plan
Mr. Moriarty wished to discuss with the Board the space needs of the Dispatch center. RRECC is looking at the Town Annex as an expansion site. Expansion would increase consoles from 3 to 11. Dispatch needs more space to further reduce assessments. They will not look at adding more communities until there is space to accommodate. Adding Warren in January will max out capacity. There are 3 other towns that have expressed interest with coming on board. Mr. Moriarty doesn’t want to speak to anyone formally until they can be accommodated.
Currently the third desk is smaller than desks one and two. There are fewer monitors for that position. They currently occupy 540 square feet in the Public Safety Building. Mr. Moriarty presented the proposed floor plan for the Annex. The total square footage is 1400. It would add about 200-300 feet to the communication floor. The current plan does not yet include the Building Department office space which would include a proposed training or kitchen area. The Vault would still be open to Town Hall for records and would be secured by key-card access. State grant funding would also cover the kitchen and training room. The timeline for the project would be to apply for the grant in March 2019 for FY 2020. They are awarded around October. Work could begin in November and the center could be in service around March 2020.
Ms. Nartowicz asked if the grants can be carried forward. Mr. Moriarty advised they can be extended from year to year.
The furniture is $314,711.67 but he does not have numbers for the construction, flooring, and IT. There would be no cost to Rutland, it would all be under State 911 grant.
Mr. Moriarty stated that bringing on Warren in January would save Rutland $38,082.60, this includes savings from difference in salary under the grant for 6 months and a difference in extra support. He recommends using some of the savings to start an RRECC capital fund.
Ms. Nartowicz asked about debt service contributions from the other towns for the public safety buildings.
Ms. Dibb asked real square footage. Ms. Nartowicz asked how big the center can grow. Mr. Moriarty stated it is dependent on the size of the Town. It is fair to say that the center can triple the population served. The construction would include window replacement and the removal of one wall. New lighting would need to be put in and there is a raised floor. All cost would be applied for under the development grant for the state to fund.
Mr. Clark joined the meeting.
There was discussion about public access. Currently the three other towns are done through a call box.
6:15 p.m.: St. Patrick’s Parish, One Day Liquor License
Father Jim Boland introduced himself to the Board. He is requesting a one-day liquor license for September 29th, with a rain date of the 30th. There was discussion about the fee for a rain date.
Mr. Stillings moved to approve the one-day liquor license for St. Patrick’s Parish for September 29th with a rain date of September 30th. Mr. Clark 2nd. Vote unanimous.
Mr. Stillings moved to waive the one-day liquor license fee. Mr. Clark 2nd. Vote unanimous.
Ms. Dibb discussed the fee waiver for non-profit groups.
Capital Improvement Planning Committee (CIPC) Appointment
Mitch Ruscitti, Brintnal Lane, introduced himself. He is interested in serving on the CIPC. Mr. Ruscitti has a long history of working in government. He has met with the group and it is something he would like to be part of. Joe Becker, Vice Chair of CIPC, stated CIPC voted unanimously to appoint Mr. Ruscitti to the committee.
Ms. Whiteman moved to appoint Mitch Ruscitti to CIPC per recommendation. Mr. Walker 2nd. Vote unanimous.
Ms. Dibb called Mr. Moriarty back to continue the Dispatch discussion. Ms. Dibb asked about not having a Dispatch counter. Mr. Moriarty stated the other communities don’t have anyone live in their buildings. He stated as they get busier they might not have a person available to get up and serve the counter. Nashoba Valley does not have a counter and they serve 7 communities. Worcester does not have a dispatch counter, but the police department is available. Dispatchers will have less time to serve a window. Unless someone is hired specifically to work a window they will be busy servicing calls.
Chief Nick Monaco stated he has seen what Barre and Hubbardston are dealing with and it works okay. Police has an admin during business hours, but outside of business hours they would need to adapt.
They are not at a staffing level to put an officer in there.
The Board asked if a counter can be worked into the plan.
Mr. Walker asked how the Building Department would be accessed. Mr. Moriarty stated they would be moved as well.
Ms. Dibb asked what the Board thinks of the move. Mr. Stillings stated a solution is needed for where other departments would be moved.
There was discussion about how committed the Town is to allowing RRECC to grow.
Mr. Clark is supportive. Mr. Walker stated this pushes the Town in the direction that it should have been going a long time ago.
Ms. Nartowicz stated that Spencer chose not to come on because the facility could not grow.
Mr. Stillings asked how the town would pay for the displaced departments. Ms. Nartowicz stated the $38,000 would be the tip of the iceberg as far as cost. Restrooms need renovation, additional ADA work needs to be done. They cannot do a complete ADA renovation without an elevator. It would likely be minor fixes – the floor, restrooms, and partitioning spaces to allow everyone to grow.
There was discussion about using the upstairs space at Community Hall with ADA accommodation
and without a person having to go upstairs. Without the upstairs space, Community Hall would not be usable.
The cost for an elevator would be approximately $300,000.
Gary Kellaher, DPW, stated he agrees that RRECC should grow, but we do not have the room. The people that need to be relocated should be relocated first. They have put in for capital improvement before for downstairs of Town Hall. Downstairs would’ve been $40,000. Structurally the building is in good shape. It must be handicap accessible. To rehabilitate without an elevator is roughly $700,000. It would take approximately $1 million to restore the space and put in an elevator.
To fix the floor upstairs would be relatively inexpensive - $5-10,000 for floor repair depending on patch versus replacement.
Dick Williams, Planning Board, stated all plans and records upstairs are supposed to be digitized.
There is enough room upstairs for a file room and office space.
Renovation of the restrooms would include a complete gut. The $700,000 estimate included offices on the main floor and lower level. Renovation is roughly $173 per square foot. The basement is 1800 square feet.
Peter Craine, 6 Nates Way, stated there would be space opening up in the Public Safety Building. Ms. Dibb and Ms. Nartowicz stated there is already a need for space for fire and police.
Ms. Nartowicz stated typically the general government departments are centered in one location. It would be nice to have everyone situated together.
Norm Anderson, Planning Board, discussed concerns with the basement, space, and ADA compliance.
Carol Martens, Pleasantdale Rd, suggested the topic needs a committee with a roundtable discussion.
Rebecca Tuttle, Treasurer/Collector, stated all Town buildings need to be assessed. There needs to be a complete solution looking at the entire picture of the Town.
Mr. Williams discussed parking concerns.
Ms. Dibb stated the Board has heard back regarding the Building Review Committee. The next meeting will be to set a charge for the committee. Harry Sechman stated it is not in CIPC’s charge. Ms. Whiteman discussed grant money for rehabbing old Town buildings.
Ms. Nartowicz stated the Town may want to consider a professional assessment with the money reallocated at the start of FY20. Ms. Dibb stated Green Communities grants are also available.
Ms. Dibb questioned whether, while there is long-term planning, would the Board like to take action of Mr. Moriarty’s request tonight.
Mr. Stilling stated there is only half of a proposal and another half of the problem to consider. If the Town can get money to renovate Community Hall, there would be no problem.
Ms. Nartowicz asked what the Board’s thoughts are on a committee to discuss potential grant funding. The task force could identify clear targets, funding, space needs. A professional assessment would be a contract with a consultant. The Town Planner may be able to assist with grant funding. The timeline is November 2019. Fall Town Meeting would not be too aggressive for a time to fund an assessment. Mr. Moriarty stated the project can be pushed to another grant cycle, but assessments would continue to rise.
Ms. Dibb asked if the Planning Board could provide the requirements for the Planning Board including office space and files.
ConCom should be asked what their current storage uses are and where, as well as the Building Department and RDIC.
Ms. Nartowicz stated the Board should develop a charge and composition before putting it out there. She stated the committees should include departments and stakeholders.
Mr. Walker asked Mr. Moriarty about the existing Building Department space. Mr. Moriarty stated it would be a break room and training room. He is in the process of having the plan finalized for the Building Department space.
Ms. Nartowicz listed FinCom, CIPC, Treasuer/Collector or a Community Hall representative, DPW Director, and representatives from Planning Board, ConCom, Building Inspections, Town Administrator, and Library Trustees for potential inclusion in a committee.
Mr. Williams asked about the Library Trustees regarding use of the back-storage room and whether the Town can use the space. Ms. Dibb stated this should also be part of the task-force.
PUBLIC COMMENT
Paul Mattson, Cable Advisory Committee, stated he and his wife are regular walkers around the center of Town and his wife feels the crosswalks have become very user-friendly.
Mr. Mattson stated there was a second water incident in the Board of Selectmen meeting room. They have been trying to come up with an idea to ease the situation. Cable is putting a lot of money into the Town and Library and wondering if something better can be done with the exit door. The molding and mop board have separated from the wall. A lot of time and effort have gone into the area. The Trustees hold the building and the Town is responsible for outside of the building. They need to look at soffits, grading, and the roof. There is something causing the flooding. The damage should be fixed before additional damage occurs.
On Wednesday night the Cable Advisory Committee will be meeting. Mr. Mattson would like to invite the Board liaison and any other Board member to discuss changes in funding until the situation is remedied.
Ms. Dibb asked what has changed that has caused the flooding. Mr. Mattson stated he is not sure but thinks it should be looked into. The water was coming in from the door. Mr. Mattson will get in touch with Baypath about going repair work for the door frame.
Mr. Kellaher stated he can take the slab off and put in a drain. The roof is out for bids. There is a problem with gutters and downspouts. For now, Mr. Kellaher will put in something to block it and then repair with a French drain.
The outside wall of their original closet is also wet. Water is coming in from the wall. There was discussion about where the water is coming in. Mr. Clark thinks it’s coming in from the foundation. Mr. Kellaher is unsure if there is a perimeter drain.
Dick Williams, 35 Overlook Road, provided a document to the Board regarding piping at the Heights property. Mr. Kellaher stated he applied for a rehab grant from Maple through the Heights to Main Street, then it would become a Town road. Senator Gobi had stated it had gone through the approval process but he never heard anything back. It was approved for $500,000. They need to find out what it would take to take that access road through the school and make it a Town road. Mr. Kellaher isn’t sure that the grant money can be used for school property. Is he can get a copy of the letter he will contact the Senator’s office.
Ms. Nartowicz stated Senator Gobi or Charlie Baker’s office would be able to provide an answer.
Mr. Williams stated after the last meeting he and Kurt Leslie took a walk at the Glenwood School. He believes they may be able to get another field. Also at the top of Rice Hill, approximately 1,000 feet that the Town could go back. At Rutland Heights, between Naquag and Central Tree there should be enough room for another field on the Central Tree side, and the property between the Heights and Central Tree. Mr. Leslie said it is time for the Board to think about where the next school will be and find a spot that can handle another 20 acres. The Town should purchase something now for the future.
Mr. Williams also provided a list of all the Town properties. Whitehall Road is Town-owned but not plowed and there is a 2-acre parcel. If there are 10 or more acres to deforest an outfit will stump, grind, and put paper waste down and turn into agricultural fields.
Department Updates
Nick Monaco, Police Chief, gave a back-to-school update to the Board. Tomorrow is the first day of school. Traffic safety with the school zones will be announced on social media. There is additional staff on duty tomorrow for speed enforcement and foot patrol. They will be following busses and will put up high visibility cones on the crosswalks. Officer Mai Grover has completed her school resource officer school. The school district has just transitioned to the ALICE lockdown program. Chief Monaco just sent two officers to instructor school and a third will be going in October. He is pricing reboundable pedestrian safety signs.
Chief Mnaco stated the Fall Special Town Meeting will possibly have a request for light-up crosswalk signs.
DPW Superintendent, Gary Kellaher
Winter Operations Approval and Acceptance
Mr. Clark moved to accept the Winter Operations Plan. Mr. Stillings 2nd. Vote unanimous.
Mr. Kellaher stated he has completed several interviews. He has interviewed 3 for a custodial position and will be recommending Jaime Bove to the position.
The equipment operator laborer applicant turned down the job. The union has agreed to bring in other applicants with only one license if they obtain the other license needed within 6 months. They will be trained by the Town, but the license will be paid for by the employee.
Ms. Nartowicz stated there needs to be some type of memorandum of agreement. There was a discussion about the police training. The Board asked that the union put an agreement in writing.
CORRESPONDENCE
DCR, Division of Water Supply Protection
The Board received a letter from John Scannell at DCR regarding a partial payment of the 4th quarter bill. Mr. Kellaher stated that the City of Worcester and DCR have a different budget cycle. All projections are based on what they tell him versus reality. For the last two years it has come in much higher. With a combination of funding it will be paid, it just needs to go to Town Meeting. Ms. Dibb discussed the response letter. Mr. Kellaher stated a lot has to come into play with the water sewer rate study.
Mr. Clark moved for the Chair to sign the letter to DCR for reasons of non-payment and to inform when payment will be made. Mr. Stillings 2nd. Vote unanimous.
OLD BUSINESS
Charnock Hill Road
Ms. Dibb stated that 4 weeks ago a letter was sent in response from the Board. There was a conversation between the builder and Mr. Kellaher. Two weeks ago, Mr. Kellaher asked about support from the Board for the full pave. Mr. Kellaher stated a letter was composed two weeks ago and was ready to send out. Legal put together a cease and desist order. Mr. Kellaher met with the contractor, Quinn Engineering, the paving company, and Mr. Blair. Legal is concerned about the language “as close to original as possible.” If they did the work the way they wanted it could be construed as “as close to original as possible.: At the site meeting, the work has been started. The sides of the road will be dug, re-graveled, and compacted, and a top coat edge-to-edge 22 feet wide as recommended by engineering. It will be done this week. Charnock will
be repaved this week, 22 feet wide, what it was. Ms. Dibb asked what the difference is. Mr. Kellaher stated it is not being reclaimed as he would have done, it is being leveled and repaved.
Mr. Kellaher stated we are getting better than what it was prior to construction.
Ms. Nartowicz asked about the road construction regulations and if the language can be changed to remove “as close to original as possible” and change to “must be restored to original or better condition.”
There was discussion about a police detail for the paving. Police Chief Monaco will look at it tomorrow.
There was discussion about why it wasn’t done before school starts.
The Board thanked Mr. Kellaher.
NEW BUSINESS
Street Sign Requests, Kenwood Drive, Paddock Road
Requests were received for speed limit signs with a recommendation for a 30-mph sign on Kenwood heading towards Main St. and one at the end of Kenwood. Speed limit signs were requested on Paddock Road.
Mr. Stillings moved to approve the recommendations for speed limit signs – 2 on Kenwood Drive and 2 on Paddock Road. Mr. Walker 2nd. Vote 4-0-1. Motion passed.
There was discussion about the process of street sign requests. The police department will help announce a change. Chief Monaco discussed stopping trucks versus cars. There was discussion about deputing citizens. Chief Monaco stated if there are descriptions of speeding vehicles they can call the police department.
Ms. Whiteman stated that people are running through the school bus stop signs. Citations can be issued through witness information for make, model, year, and plate. School busses do not have dash board cameras.
Ice Storm 10th Anniversary
Ms. Dibb has a proposal for the Board to review. She was thinking it would be nice to have a goal of planting 10 trees before the anniversary of the 2008 ice storm. Ms. Dibb reviewed details about the project. Mr. Stillings asked if there is a place in Town that needs trees.
Ms. Whiteman moved to go forward with the Town of Rutland 10th Anniversary Memorialization of the Ice Storm. Mr. Clark 2nd. Vote 4-0-1.
Playgrounds
There have been posts on social media about dangerous conditions of the playgrounds, including fencing. Mr. Kellaher stated he has gotten pricing in the past and it has been turned down. Ms. Whiteman asked about the ballpark number. Mr. Kellaher doesn’t have the numbers. There was discussion about a placeholder for the Fall. Ms. Nartowicz asked if construction fence can be put up temporarily.
Harry Sechman stated if it is a dangerous issue, warning tape should go up saying you cannot go in.
Fencing is not a playground requirement.
Mr. Clark moved to remove the fence if MIIA agrees that it is not needed. All fencing would be removed, including posts. Mr. Stillings 2nd. Vote unanimous.
The Community Center playground donors have access to equipment to make space for the playground. They would like to meet to stake it out. Mr. Kellaher stated they can meet with him.
Town Administrator Report, Margaret Nartowicz
Ms. Nartowicz introduced Bob Reed as the Interim Town Administrator. Mr. Reed starts a regular work schedule September 4th.
Mr. Reed introduced himself. He will be working Monday, Tuesday, and Thursday and is looking forward to it. There are a lot of challenges and work to be done. Ms. Nartowicz has brought him up to speed. Ms. Nartowicz stated she will still be available by phone.
Ms. Nartowicz announced that the Town has hired a Town Planner/Community Development Director. David George from Lexington will start full-time on September 10th.
Ms. Nartowicz thanked the Board and the Town for her time in Rutland.
The Board thanked Ms. Nartowicz.
Managed Growth Steering Committee
Mr. Stilling stated all agreed that the committee should be chaired by Ron Barron from CMRPC. They discussed goals and what will be done with the project that CMRPC is working on. They are trying to take an overlay of the Town to rule out what has been built on and what hasn’t yet to come out with what is buildable as a build-out analysis. This year the plan is to work on the build-out and net year work on recommendations. In the end, the committee would be involved with drafting the bylaw, which would go to Town Meeting if the Town would like to move forward. The committee will be meeting every other month moving forward. Mr. Barron will be working with the Planning Board on a map analysis. The analysis includes all properties.
Mr. Sechman stated the build-out analysis will not only include homes but will include infrastructure for capacity use. Ms. Nartowicz stated they are starting with homes and structures, but they will move onto infrastructure. The Town is also looking for an at-large member of this committee.
Shawn Moore, 3 Edson Ave, asked about the next meeting date. The date will be set by Mr. Barron.
WRSD Transportation Budget
Regional transportation was incorrect and under-budgeted because they were including students within the 1.5-mile radius. This will not get reimbursed. They’re not sure how far back this goes. It seems to only go backs a few years, but the district will be responsible for paying back those few years. The district has not reached out to any of the towns. The Board learned from the Superintendent report and most people learned from the Landmark. Joe Scanlon was hired in 2012 out of a regional district. The newspaper referenced Schedule 7, but Schedule 7 has nothing to do with radius. There is MGL Ch. 71. It is the expectation that delegation at the State House will reach out to the Superintendent. The other question regarding Chapter 71 is that it clearly states 1.5-miles measured by a commonly-traveled route. “Commonly-traveled
route” is defined under the DESI website for measurable distances. The new business manager stated they are working with DESI to try to get some answers. The regional Selectboard meeting is coming up. Ms. Dibb asked the Board if they would approve a letter from the Board, signed by the Chair, requesting an explanation and budget detail, as well as receipts for 5-years or at least a year beyond when the courtesy bussing was taking place.
Mr. Stillings moved to approve a letter from the Board, signed by the Chair, to the Wachusett Regional School District. Mr. Clark 2nd. Vote unanimous.
They will need to find out when the district approved courtesy bussing to some students within walking distance for safety. Copies will be submitted to other towns’ Boards and Committees.
Mr. Reed will be meeting with the administrators within the district towns. He stated it’s puzzling that there is so little information coming to the Towns. The hit is for $275,000 and it will be absorbed.
Mr. Stillings moved to adjourn. Mr. Clark 2nd. Vote unanimous.
The meeting adjourned at 8:53 p.m.
Respectfully Submitted,
Abby Benoit
Administrative Secretary
Board of Selectmen
Prepared by Laura Scannell
Approved ______________
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