Board of Selectmen Meeting Minutes
Monday September 24, 2018
Rutland Public Library
6:00 p.m.
Present: Wayne Walker, Jeff Stillings, Leroy Clark, Sheila Dibb, Leah Whiteman
Others: Robert Reed – Interim Town Administrator, Abby Benoit – Administrative Secretary
Ms. Dibb opened the meeting at 6:00 p.m. The meeting was recorded for local cable channel 191 and YouTube.
The Pledge of Allegiance was recited.
Mr. Clark moved to approve Warrant #7 and payroll. Mr. Stillings 2nd. Vote unanimous.
Mr. Clark moved to accept the meeting minutes of August 30, 2018. Mr. Walker 2nd. Vote unanimous.
Mr. Clark moved to accept the meeting minutes of September 10th with correction to “u tube”. Mr. Walker 2nd. Vote unanimous.
Department Updates
DPW Superintendent, Gary Kellaher
Summary of Bids, Town Building Roof Replacement – Mr. Kellaher went through the bids. Three people bid, one was not qualified. The remaining two came in over what is budgeted. Mr. Kellaher recommends that the Board reject all bids and put them out again immediately. It was budgeted for $165,000 which was the highest solicited price one year ago. Mr. Kellaher believes it can be reduced to what is allocated. He said there were other companies interested that did not have time to get a bid together.
Mr. Reed agreed with Mr. Kellaher’s recommendation.
Mr. Clark moved to reject all bids for the roofing projects in the Town of Rutland and put it out for rebid. Ms. Whiteman 2nd. Vote unanimous.
APPOINTMENTS
6:00 p.m.: Energy Reduction Plan, Dominique DuTremble, CMRPC
Ms. DuTremble introduced herself. She has been working with the Town for the last 8 months on pursuing Green Communities Designation. One of the final criteria is the adoption of the Energy Reduction Plan. There are 3 primary sections – lay of the land, what is being used for energy, and a strategy to reduce energy use by 20% over 5 years.
A vendor was brought in to provide a no-cost evaluation of Town buildings and some additional strategies were applied to help meet the 20% threshold, which the plan does meet. Some additional opportunities are anticipated that will bring the Town over 20%.
Ms. DuTremble initially developed a plan with all buildings, but the three schools were ultimately removed due to a hang-up of getting the Fuel-Efficient Vehicle Policy adopted by the school district. The schools can be added at a later date. Ms. Dibb asked if this should be pressed. Ms. DuTremble stated it should be considered for the future. Ms. Dibb stated the Board should draft a letter to the School Committee to present the matter. Projects have been prioritized internally by CMRPC. The Town can review the project list – the total project list identified is $296,000 which is less than the designation grant plus one year of competitive funding. The designation grant is given once the application is submitted and designation is complete.
Green Communities doesn’t take solar into account and does not fund solar. In adopting the Energy Reduction Plan the Board is making a commitment. None of the projects are binding and there are various projects that can be picked from. Mr. Reed asked whether amending Criterion 3 to add the schools would delay the grant. Ms. DuTremble stated it would not delay the designation grant. The deadline for the application is October 26th. The Board can adopt the Energy Reduction Plan on the Town’s behalf. This is the final criteria the Town needs for designation.
The anticipated savings per year if the projects are implemented is $53,000.
The Board expressed thanks to Ms. DuTremble and Laura Paradise for their work on the project.
Mr. Stillings moved to adopt the Energy Reduction Plan as presented by CMRPC for Criterion 3 of the Green Communities Application for Designation. Mr. Clark 2nd. Vote unanimous.
6:15 p.m.: Liam Dearden, Eagle Scout Project
Liam Dearden, a sixteen-year-old Rutland resident, introduced himself the Board. He is proposing an Eagle Scout project idea. He would like to beautify and renovate the War Memorial in front of Community Hall. He would like to remove the bushes, put in pavers and add benches. He would also like to add names of Gulf War veterans. The American Legion Post 310 has given their approval. Mr. Dearden is working on acquiring the names of soldiers from Rutland. The memorial is currently only for WWII, Vietnam, and Korea service. Mr. Stillings met with Mr. Dearden and the Legion to look at the monument. It is 4-sided with only 3 plaques. The bushes have grown up more than anticipated and are blocking ¾ of the memorial. Mr. Dearden wants permission from the Town and Legion to proceed so he can go before the Mohegan Council for their blessing.
Dick Williams, 35 Overlook Road, asked Mr. Dearden his troop number. Mr. Dearden is part of Troop 123 of Leicester. He would like to complete the project in Rutland as he is from Rutland. Ms. Dibb asked him to reach out to the Historical Society and keep them in the loop. She will forward their contact information to Mr. Dearden.
There was discussion about the patina on the plaques. The timeline for the project is approximately a year. There will be no cost to the Town. Mr. Dearden is trying to get donations over the winter to start in the spring.
Ms. Whiteman moved to accept Liam Dearden’s Eagle Scout Project proposal to beautify the war memorial at Community Hall pending detailed plans. Mr. Walker 2nd. Vote unanimous.
PUBLIC COMMENT
No public comment.
Town Administrator Report, Robert Reed
Town Administrator Search – The Board discussed the scope of services for the search process with Bernie Lynch for an expedited process. Mr. Reed discussed the end of the scope of services. There is an additional $700 for advertising. The proposal is a total of $8,700 with a 90-day timeline. They can also help with the negotiation of the contract and timeframe for notice/transition.
Mr. Reed stated this does not include the utilization of the screening committee. There was discussion about timing on background checks – this will be done on the final candidate only. The Board discussed if there would be a screening committee and written exercise. Mr. Reed stated he is not sure a screening committee will add much to the process. In his experience they would probably end up with the same candidates in the end.
Mr. Stillings moved to authorize the Letter of Agreement for Town Administrator with Community Paradigm Associates and to authorize the base contract with $700 in advertising and $175 for a final background check. Mr. Clark 2nd. Vote unanimous.
Marsh Field – the only two remaining items from the last discussion are the insurance requirements in the RFP and the TIP program. Counsel does not have any issue with umbrella coverage of $2 million, which is standard. Mr. Reed has spoken about the TIP program with Mr. Kellaher. The work will not encroach on the field itself, just the parking. Language was added to the RFP to reflect this.
Ms. Whiteman moved for the Town to accept the insurance recommendations of $1 million for occurrences and $2 million aggregate. Mr. Stillings 2nd. Vote unanimous.
Special Town Meeting Date – a memo was sent to all departments about the upcoming Town Meeting. It is up to the Board to decide on a date to move forward. The Free Cash number will not be finalized until the second week of October. Ms. Dibb discussed the options of November 15th and November 19th. The meeting will be posted by October 31st, warrant close date of October 18th and the Board can vote to place the articles on October 22nd or hold a special meeting on October 29th.
Mr. Stillings moved to set the Special Town Meeting date of Monday November 19th at 6:30 p.m. at the Glenwood School, tentative to availability, and open the warrant for the STM effective September 24th to close on October 18, 2018 at 4 p.m. Mr. Clark 2nd. Vote unanimous.
Four articles have been sent by the Planning Board and are being reviewed by Counsel.
The DPW Superintendent search is moving forward. Mr. Reed will get a status update. All of the resumes have been forwarded to the search committee.
Personnel Policies – Mr. Reed gave the Board the draft employee personnel handbook. There may be some additions, particularly in regards to employee benefits. The Board can approve or hold and continue to review. The handbook is the result of a lot of committee work with a consultant, Don Jacobs.
The Board agreed they would like to see it complete but would like to have it as a deadline for the end of the calendar year.
Mr. Clark asked about an interim DPW Superintendent. Mr. Reed needs more information on the timeline for the search committee. There may be someone in before Mr. Kellaher leaves. Mr. Kellaher said there is an internal candidate who has been under his wings, if they choose to have an interim he would recommend this individual. Mr. Kellaher has been working with the internal candidate. There was additional discussion about an interim. Mr. Kellaher is fully dedicated and is available.
OLD BUSINESS
Water Supply
There was discussion about the well on the Heights property. Mr. Kellaher said he has spoken to Mr. Reed and Mr. Sullivan. RDIC has given the Town the blessing to test the water on the Heights property. They are looking at it as a supply. Mr. Kellaher feels any cost should come out of the enterprise. Ms. Dibb stated they aren’t testing for a specific goal, just to see what we have. Ms. Dibb asked about the cost for a well test. Mr. Kellaher stated it will not need to be bidded out. He would like to add it to the warrant.
Mr. Kellaher spoke to MWRA. There is emergency, temporary, or per-supply of water connection. Mr. Kellaher recommends that it be a permanent supply and it would be the sole source with Muschopauge as back-up. There are two choices – one on Route 68 which would need to be pumped to the water treatment plant, and Bernard Rd.
Mr. Kellaher suggested meeting with MWRA. He is currently working on scheduling a meeting. There was discussion about drilling wells. Mr. Kellaher stated we are dangerously close to the permitted amount. Ms. Dibb stated the Board needs maps of the water & sewer districts with department recommendations of where the boundaries are. Mr. Kellaher said the water & sewer districts need to be permanently defined. Mr. Stillings stated he would like a rough cost of the MWRA. Ms. Dibb discussed the timeline of setting the boundaries. There was discussion about the emergency tie in to the MWRA. Regardless, you have to pay for the plumbing. Mr. Williams said CMRPC was working on the outline of the current and expanded sewer zone for build-out analysis.
The drainage repairs at the Library are working so far.
Ms. Dibb signed the letter of adoption to the Green Communities Division.
Mr. Clark moved to adjourn. Mr. Walker 2nd. Vote unanimous.
The meeting adjourned at 7:20 p.m.
Respectfully Submitted,
Abby Benoit
Administrative Secretary
Board of Selectmen
Approved ______
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