Board of Selectmen Minutes

Board of Selectmen                              Present:        Curtis Plante

November 20, 2008                                               Kenneth F. Troup

Stanley Wysocki

Michelle Ciccolo, Interim Town Administrator

                                                Linda L. Day, Town Secretary

The Board of Selectmen met at the Town Hall at 7:00 p.m.

PROPERTY TAX CLASSIFICATION

Present:  Board of Assessor member Jeff Nichols and Associate Assessor David Manzello

A public hearing was held with the Board of Assessors to determine the property tax classification for the FY09 tax rate.  The valuation for Future Electronics does not change because it is unoccupied.  New growth was projected at $216,462 for FY09 with approximately 20% being attributable to the one time court decision for the Verizon tax land lines which has not been approved by the Department of Revenue.  The tax rate will be set after approval is received from Department of Revenue.  Mr. Lindsay requested that the Board of Assessors keep the Advisory Committee informed of all information.    On a motion made by Troup and seconded by Wysocki, the Board of Selectmen voted to maintain a single rate as recommended by the Board of Assessors.  (Plante – yes, Troup – yes, Wysocki – yes)

FORCE MAIN PROJECT

Present:  Mark Sprague, member of the Board of Health and Wastewater Treatment Plant Committee

The MassDEP has requested that the connections from all buildings to the proposed low pressure sewer system be designed and shown on the permit drawings.

The design of the Houghton Building connection was not included in the original contract with Onsite Engineering, Inc.  Onsite Engineering, Inc. is requesting an amendment to their contract of $1,500, over and above the original contract price of $39,800, to cover the costs associated with the design of the Houghton Building connection.  The request also included an additional $500 for the inclusion of the Houghton Building pump station as an alternate in the force main bidding documents and $700 for the construction administrator services associated with the Houghton Building pump station if an alternate is selected by the Town which appears to be a potential future expense.   Of the $39,800, there is a $6,000 credit due back to the town related to the electrical design allocation.  On a motion made by Troup and seconded by Wysocki, the Board of Selectmen voted to grant an additional amount of $2,000 for the sewer force main project. (Plante – yes, Troup – yes, Wysocki – yes)

OUT OF GRADE PAY FOR TOWN SECRETARY

In the absence of a full time town administrator, Ms. Day, Town Secretary has accepted approximately 50 to 60% of the responsibilities and duties of the Town Administrator. Ms. Day has done a fantastic job with handling the needs of the Board of Selectmen and the town.  Ms. Ciccolo provided a letter of review of the responsibilities and duties of Ms. Day and has consulted with Donna Madden, Treasurer and HR Director.  On a motion made by Troup and seconded by Wysocki, an increase of $7.73 per hour was approved retroactive to August 23, 2008 and will continue until the start date of a new Town Administrator.  The recommendation to continue this rate of pay until the new Town Administrator has been in the position for approximately 1 month was deferred with the option of addressing at a later date.  (Plante – yes, Troup – yes, Wysocki – yes)

LIGHTS AT TOWN HALL

Mr. Brown budgeted $7,500 for additional lighting in the Town Hall parking lot.  Since the closure of the library, the solar lighting installed in the parking lot of the library has been moved to the parking lot of the town hall.  Mr.

Brown was asked to research and provide the Board of Selectmen with cost estimates for the additional spot lights and motion sensors.

LIBRARY BUILDING PROJECT

Present:  Library Trustees Roland Ochsenbein, Chris Sterling, Library Construction Committee members Panny Gerken, Board of Health members Andrea Gilbert, Chris Rogers, OPM Richard Marks, Gene Schrager, GS Environmental consultant and Building Inspector Michael Sauvageau

Library building permit application:  A joint meeting of Board of Selectmen and the Library Construction Committee was held to discuss the status of the library building permit. Mr. Marks reported that water quality sampling was done on October 21, 2008 and test results indicated that the sampling passed all Massachusetts drinking water standards for all that was tested. The Board of Health was provided with a copy of the test results for review.  Mr. Schrager confirmed that there is no indication from the data received that any additional treatment will be required.  Mr. Sprague, Chairman of the Board of Health stated that normally DEP requires that there is no construction until the water supply has been fully approved.  DEP is willing to waive the requirement on this municipal project as long as the town agrees to proceed at their own risk.  The Board of Health asked that Board of Selectmen be responsible for granting the approval to proceed at their own risk.  Mr. Sprague stated that in talking with DEP this morning they made it very clear that the 1,000 gallons per day is a hard limit and suggested we look at places in both buildings to use other potable or non-potable water instead of public water supply.  Mr. Marks stated that they have very little need for water but have considered installing low flow toilets and metered faucets.  They anticipate their usage to be well under 100-200 gallons per day.

Mr. Sprague stated that the biggest risk is that DEP has not received the application for the water supply and if they decide to change the rules along the way we are exposed to those risks.  Susan O’Connor of DEP has received all the preliminary pump test data and stated that it looked favorable and confirmed the town could proceed at their own risk.  Mr. Schrager stated that he will prepare the final water quality documents for internal review prior to submitting to DEP.   Mr. Marks stated that by statute the town has 30 days to act on the building permit and if the building permit is not signed within the 30 days the contractor can ask for compensation for the delay.  Mr. Plante noted, and Mr. Sauvageau concurred that when the application was submitted to the Building Inspector it did not have the required signatures and was therefore incomplete.   Mr. Sauvageau, Building Inspector stated that according to the building code he could issue a “foundation only” permit to proceed at our own risk while waiting for the required documentation.  Ms. Gerken recommended that the Selectmen agree to take risk for anything that arises, which she felt would give the Board of Health the comfort level that needed to vote to sign the building permit application.  Mr. Sprague stated that in the end the buildings could not be occupied until the public water supply was approved.  

As a member of the Board of Health and the Library Construction Committee, Mr. Rogers recused himself from the approval of the building permit to avoid any potential conflicts.

On a motion made by Wysocki and seconded by Troup, the Board of Selectmen voted to accept the risks that may be presented to the town for issuance or non issuance of a DEP permit for the water supply well at the Bolton public library and public safety building.  (Plante – yes, Troup – yes, Wysocki – yes)  The fee has been waived for both the library and the public safety center projects.

SIGN REQUESTS

738 Main Street (Library):  Mr. Marks, OPM for the Library project requested permission to place a temporary project sign on the library property located inside of the fence.  The sign will be 4X8 sign on large posts.  On a motion made by Wysocki and seconded by Troup, the Board of Selectmen voted to approve the sign request.  (Plante – yes, Troup – yes, Wysocki – yes)

84 Sampson Road: On a motion made by Troup and seconded by Wysocki, the Board of Selectmen voted to approve the sign requested by Janet Sinclair to place a sign on the outside of the barn located at 84 Sampson Road.  (Plante – yes, Troup – yes, Wysocki – yes)

ENERGY COMMITTEE

Present:  Laura Kischitz, Co-Chairman, Paula Berg and Paul Vasington

The Energy Committee formally requested that the Board of Selectmen designate the Energy Committee as a 7 member committee versus an 8 member committee because it has consistently been difficult to meet the requirement of 5 members being present to make a quorum.  The Committee will continue to have non voting members.

On a motion made by Wysocki and seconded by Troup, the Board of Selectmen voted to approve the designation of a 7 member committee.  (Plante – yes, Troup – yes, Wysocki – yes)

Electricity and fuel audits:  Ms. Kischitz stated that the electricity energy audit was done last December. The Department of Energy Resources (DOER) suggested implementing the electricity results once the fuel audit was completed. Unfortunately the fuel audit has been delayed a number of times and DOER is now requesting that they move forward with implementation of the electricity audit.   The Energy Committee recommended that the Selectmen sign the proposal to allow the Energy Committee to implement the lighting improvements to the Houghton, Town Hall and DPW Buildings.  This will cost an estimated $1,703.46 which is in the Energy Committee’s budget.  The payback on the recommendations is for 8 months and Ms. Kischitz will contact National Grid to confirm how the town will be reimbursed.  On a motion made by Wysocki and seconded by Troup, the Board of Selectmen voted to approve the proposal for the light analysis and energy cost savings proposal.   (Plante – yes, Troup – yes, Wysocki – yes)  The Energy Committee will have a balance of $900 in their budget to implement recommendations as a result of the fuel audit.  Ms. Kischitz stated that it is possible that the fuel audit recommendations will include specifics regarding thermostat settings at certain times of the day plus information regarding the efficiency of the heating systems.   The Energy Committee has made a recommendation for green office practices and discussions have begun with the DPW to be sure there are programmable thermostats in the buildings.  

Ms. Ciccolo suggested that the Committee survey the town offices and discuss the suggested green office practices.  A recommendation to prepare close up procedures to share with the employees would be helpful.  On a motion made by Troup and seconded by Wysocki, the Board of Selectmen voted to endorse the green office practices.   (Plante – yes, Troup – yes, Wysocki – yes)   

Renewal Energy Trust:   The Energy Committee has earned approximately $15,000 through the participation in the Clean Energy Choice Program.  The Committee voted to spend the funds on a 2 kilowatt solar photovoltaic system on one of the elementary school buildings.  Both Ken Tucker and Bill Spratt are supportive of the initiative.   A letter of support from the Board of Selectmen to the Cadmus Group would start the process.  The Energy Committee discussed the pros and cons of the library versus the schools.  Mr. Plante suggested that the Energy Committee look at the public safety center building or the library as an alternate site.   The Energy Committee said it was their collective opinion that the schools would reach more children.  There is software that will allow for the educational opportunities to be brought into the classroom.   On a motion made by Troup and seconded by Wysocki, the Board of Selectmen voted to spend the $15,000 on the 2 kilowatt solar photovoltaic system to be installed on either the Emerson School or Florence Sawyer School.

The Energy Committee will be writing a letter to the Library Construction Committee encouraging them to become a LEED certified building.

Paul Vasington informed the Board of Selectmen of the Massachusetts legislature that was passed to allow communities to designate “green” thus allowing them to apply for grants for a wide range of energy saving and alternative energy projects.   This program will make available $10 million a year state wide for funding various programs to implement energy efficiency activities.  Ms. Day will check to see if any participants of the Senior Tax Rebate Program would like to help with writing grants.   The Energy Committee will build a data base of the grant availability and deadlines for applying for said grants.

The Energy Committee members will be meeting with the Planning Board to spin off a subcommittee to look at what is involved in the Green Communities Act.

The Energy Committee was congratulated and applauded for their efforts and accomplishments.

Mr. Lindsay cautioned the Energy Committee about spending a significant amount of money in hopes of getting a grant given the risk that the state won’t have the money.

 

The Energy Committee provided a list of past and planned events.  Events coming up include an Energy Lecture Series and the Earth Day Fair.  Ms. Day offered to publish upcoming events on the website for the Energy Committee.

UPDATE FROM THE CAPITAL PLANNING COMMITTEE

Present:  Capital Planning Committee Bob Minardi, member Kerry Hoffman, Barry Joseph and Anita Scheipers

The Capital Committee is preparing to develop the FY10 Capital Program.   The Committee reminded the selectmen that the charge of the Capital Committee is to develop a set of recommendations as to which departmental capital requests should be placed on the warrant for consideration of funding by town meeting voters.  These departmental requests must meet the criteria of at least a $25,000 value and minimum useful life of 5 years.   Mr. Minardi stated that after the Capital Planning Committee was appointed they spent the first year observing the budget process.  During last year’s budget process the Committee met with departments to discuss their capital requests and formulated a list of recommendations which was submitted to the Town Administrator.   This year with the lack of a Town Administrator the Committee has been dormant.  The Selectmen suggested the Committee act independently of the Town Administrator and continue to gather information from the departments to develop a Capital Program.   The Capital Planning Committee agreed to redistribute their capital request forms to all departments requesting any capitals requests to develop the FY10 Capital Program.

 

MOBIL STATION ATM

Present: Martha Remington

Ms. Remington met with the Board of Selectmen to express her concerns with the ATM located at the Mobil Station.  Ms. Remington stated that in the past any change/expansion of use to this business was required to be reviewed by the Board of Selectmen.  She was concerned with this location becoming a convenience store rather than an automotive business.  The Board of Selectmen did not see the ATM as a change or expansion of use.  Ms. Remington stated that the ATM is located inside the store which is only accessible when the gas station is open.  She requested that the sign not be on when the gas station is closed.  The Board of Selectmen agreed to ask the owner to turn the sign off when the gas station is closed. Ms. Remington will research the minutes related to the expansion and report back to the Board of Selectmen.

SURPLUS VEHICLES

Ms. Day reported that the bid opening for the surplus vehicles took plan on November 12, 2008 at 12 noon in the Town Hall.  

Richard Goyette         $567.89

Paul Slade      $777.00

Jay D'Angona    $1,161.51

LeCompteAuto/Truck Repair       $1,377.37

David Byler~    $1,552.76

David Byler     $155.80

David Byler     $305.30

David Byler     $110.50

LeCompteAuto/Truck Repair       $1,077.37

Paul Slade      $1,777.00

Five bids were received for the 1969 Jeep with $1,552.76 being the highest bid. One bid was received for the 1988 Chevy Camaro in the amount of $155. One bid was received for the 1998 Crown Victoria in the amount of $305.30 and three bids were received for the 1971 Tanker with the highest bid being $1,777.00.

On a motion made by Troup and seconded by Wysocki, the Board of Selectmen voted to approve the sale of surplus vehicles to the highest bidders.  (Plante – yes, Troup – yes, Wysocki – yes)

INVOICES

On a motion made by Wysocki and seconded by Troup, the Board of Selectmen voted to approve the Ciccolo Group invoice in the amount of $1,930.50.  (Plante – yes, Troup – yes, Wysocki – yes)

The Board of Selectmen extended their deepest sympathy to the family of Frank Smith who passed away on November 15, 2008.  The Board also welcomed home Iva Wysocki from the hospital.

EXECUTIVE SESSION

On a motion made by Wysocki and seconded by Troup, the Board of Selectmen voted to go into executive session at ---10:30 p.m. under the authority of MGL Chapter 39, Section 23B (3) to discuss contract negotiations of a non union employee.  The Board will not reconvene to open session.  (Roll Call:  Plante - yes, Troup - yes, Wysocki – yes)

Respectfully submitted:  Linda L. Day