Meeting Minutes June 26, 2018 Chenery Meeting Room

Transcription

1 Meeting Minutes Chenery Meeting Room PRESENT: Selectmen Marcucci, Murby, Peterson; Town Administration Sullivan; Assistant Town Administrator Trierweiler; Town Counsel Cerel; Administrative Assistant Clarke Chairman Marcucci called the meeting to order at 7:05 PM. Chairman Marcucci disclosed that this meeting is being recorded. He asked for a moment of appreciation for our Troops serving in the Middle East and around the world. Executive Session at close of meeting for the purpose of discussing request from law firm to participate in legal Opioid suit; potential litigation regarding dog hearing; potential litigation involving ZBA decision Chairman Marcucci extended congratulations to DPW Director Maurice Goulet, Robert Kennedy, Paul Hinkley and James Nicholson. Each successfully completed all requirements for the Baystate Roads Scholar Program held at the University of MASS at Amherst APPOINTMENTS 7:05 PM Public Hearing - Application of Neal Orczyk to solicit for Renewal by Anderson Windows Mr. Orczyk remarked that he has previously solicited in Medfield. He would like to once again request permission to solicit for three weeks beginning June 27 to July 18 Monday through Thursday and Saturday. He said that he understands soliciting is permitted during daylight hours. Chairman Marcucci advised Mr. Orczyk to notify the Police Department on a daily basis the neighborhoods where his crew will be working. VOTE: On a motion made by Selectman Murby, seconded by Selectman Peterson it was voted unanimously to approve the request by Manager Neal Orczyk to solicit for Renewal by Anderson Windows for three weeks beginning June 27 to July 18 Monday through Thursday and Saturday from 9:00 AM to 7:30 PM DPW Director Maurice Goulet and BETA Group Representative Conrad Leger Present Pavement Management System summary Mr. Leger said that he has been working with Medfield for the past year to develop a pavement program. He would like to present some highlights of what his company recommends. The goal of a pavement management program is to keep good roads in good condition. When you have good staff doing the extra work to maintain the roads that equates to good road ways. There are treatments that will extend the life of a roadway if you catch it at the right time. Maintenance categories: crack seal, fog seal and pothole / utility patching; along with curb to curb surface treatment, i.e. chip seal.

2 Page two The Beta Group recommends a five step approach; 1. Roadway inventory; 2. Field inspection; 3. Existing conditions summary; 4. Capital Improvement Planning and 5. System maintenance. Mr. Leger continued saying his company reassessed Medfield s road inventory. The accepted state s inventory list shows miles; however, they discovered an additional minimal amount that equates to miles. An amount of $3, or a little more should be added to Medfield s Chapter 90 funds for the extra miles. Presently the Town receives about $395,000 in Chapter 90 road repair funds. BETA also analyzed approximately 70 miles of roadway that indicates a road surface rating out of 100. Medfield s roads are good to excellent. Mr. Goulet remarked that we spend about $400,000 to 450,000 a year on road repair. Inflation is not factored into our costs. He feels it is the right amount of money for now. Chairman Marcucci queried as the Town s road quality score is above average, what is the advantage of the program? Mr. Goulet s response was that the program would help identify roads in need of work more effectively, so that our department would do smaller jobs, before they became larger projects. The Selectmen appreciate hearing BETA s report. Cultural Feasibility Study at the State Hospital Site Jean Mineo noted that a $30,000 grant was received from the state s cultural council Town Meeting appropriated $25,000 of matching funds. The Alliance has been looking for additional grant opportunities and reported that the National Endowment for the Arts will be awarding grants up to $200,000 for cultural facilities in the fall. That grant, if we receive it, would be used for the next phase of the project after schematics have been drafted for the Chapel and Infirmary. She went on to say that the Alliance may look for another grant to help incorporate the hospital s former dining hall into the plan. The Chapel and Infirmary may not be enough space so that the dining hall would add to the alignment of the project. Mr. Sullivan queried if the alliance has incorporated operating costs into the equation as they are an important component. Ms. Mineo requested letters of support from the Selectmen to be submitted to MASS Development for the project. Mr. Marcucci responded that the Selectmen s July 10 agenda would consider her request. Medfield Historical Society Building, David Temple President Mr. Temple explained that the year boiler needs to be replaced. He said that the Historical Society got through last winter, however, it will not last another winter. Presently, oil is used for heating and there is an oil tank inside that takes up a lot of space that the society would like to have removed. The better plan is to convert to gas heat. This would require running a gas line from the street to the building. Should this be the way to go the project must be completed before the ground freezes. Mr. Temple continued reporting that a request for bids came back with a price of $11,000 for oil heating and $20,300 for the gas conversion. He

3 Page three did a reference check for the proposed contractor, AAlanco Services and find them very reputable. The Society will contribute funds to cover the cost of the installation. The contract must be signed by the Select Chair. Vote: On a motion made by Selectman Murby, seconded by Selectman Peterson, it was voted unanimously to authorize Chairman Marcucci to sign the contract with AAlanco Service Corp., Westborough, MA to install a gas fired furnace at the Library Annex, Historical Society Building and in the amount of $20,300; contract includes the removal of the existing oil tank A brief conversation ensued regarding the appointment of a Town Historian. Selectmen request Mr. Temple place a notice in the Society s newsletter that we are in search of a Town Historian. Peter Bean and Christopher McMahon, Boston Realty Advisors Selectman Murby remarked that he had preliminary discussion with them about how the Town is going about developing a plan for the hospital site. He continued saying that in his mind the important question is do we hire a master developer to help with a plan or do the plan on our own. Mr. Murby remarked that in his discussions with Messrs. Bean and McMahon, he thought they had a valuable perspective the Town and the Selectmen should consider as they evaluate the proposed Master Plan for Medfield State Hospital. Chris is a Medfield resident and Peter is a Westwood resident. They have been working together for about 15 years. Also present are master planning committee members Bill Massaro, Randy Karg, Brandi Erb, Lucille Fisher, Gil Rodgers, Jean Mineo. They have been working on a master plan for at least two years. Peter and Chris agree that the site is an amazing beautiful piece of property and that the Town has given an extreme amount of time and funds to come up with a plan that could satisfy the residents not just for today but how will it look in 100 years. Peter said that they are not here with any solutions but perhaps can give some insight as to how to lay out a process. There are two ways to look at disposition; a vision from the residents (consensus of the Town); or sell the property with a plan in place. From a real estate perspective, it is just a hill of dirt. The challenge is how a developer will look at it. Gil Rodgers asked about their experience with historic credits. Peter responded by saying historic credits are very specific. The requirements can be very stringent, such as, if an elevator is part of the plan, does this help or hinder? He continued saying that he is not familiar with historic credits and suggests talking with an expert in the field to address the Town s concerns.

4 Page four A lengthy discussion continued that included talking about an RFI versus an RFP; timeline for a project such as this; what the next steps would be after the master plan is voted and approved. Messrs. Bean and McMahon said their advice would be to issue an RFI to get additional developer input on the plan before moving forward. Discussion ended with Peter and Chris offering their assistance and willingness to answer any questions the Town may have. Citizen Comment Resident Robert Rechner / discuss private pumping station on North Street. Selectman Peterson recused from discussion Mr. Rechner opened the discussion by saying there is a force main sewer that serves 22 houses. Initially constructed to serve Deerfield Drive, the main runs up Farm Street and near Blacksmith Drive it joins the Town sewer. We have considered and permitted other residents to tie in the line over the years. Recently he observed work being done for a connection to the private line. He stopped to inquire and learned that as the Johansson property was being sold the buyers wanted the house to tie in to the sewer. Mrs. Johansson then spoke saying she approached the Town for a sewer permit; she did not know it was a private line and it was not mentioned by the Town. She continued, saying that they may lose the buyer for the property and further stated that, in a few days she was moving out of the country permanently. Mr. Rechner said that he recently met with Mr. Sullivan and the DPW Director. His group wants to be cooperative; however he feels they have not been treated fairly by the Town. Association dues help maintain the system. He continued that they have approached the Town to take over the sewer system in the past. Other systems in Town have been accepted, but not theirs. If the Town does take it over, this issue goes away. He noted former Selectman Paul Rhuda followed the rules, got permission and bought into the system. Mr. Sullivan said that should the Town accept the system, the concern would be that, as a public sewer line, developers could tie in. The Town needs to be aware of that possibility. Should the Board of Water and Sewerage want to accept it, it will be necessary to have an inspection to determine the condition of the system before the Town takes it over. He continued saying that we don t have engineering support confirming that the system was properly constructed. More discussion needs to take place to reach some kind of agreement. ACTION ITEM DPW Director Maurice Goulet requests the Selectmen vote to authorize Chairman Marcucci to sign three Southeastern Regional Services Group contracts for Water and Sewer Chemical bids. Although prices have increased slightly, the Town is saving money with these contracts. VOTE: On a motion made by Selectman Murby, seconded by Selectman Peterson it was voted unanimously to authorize Chairman Marcucci sign contracts to purchase Water and Sewer Chemicals from the following vendors: Holland Co., $104,610.00; Roberts Chemicals, $11, and UNIVAR USA, INC., $19, for the period July 1, 2018 to June 30, 2019

5 Page five Rockwood Lane Town Counsel requests the Selectmen vote to sign License, Waiver and Indemnity Agreement regarding the basketball hoop that was installed in Rockwood Lane. Selectman Murby said that it is not only a matter of installing. The basketball hoop in question was installed prior to the Town accepting the road. We want to be certain this is not setting a precedent for any other neighborhood to install a basketball hoop in the public way. Town Counsel assured him it would not set a precedent. Vote: On a motion made and seconded it was voted unanimously to sign License, Waiver and Indemnity Agreement for the basketball hoop installed in the public way on Rockwood Lane Resignation Deputy Chief John Wilhelmi is resigning from the Insurance Advisroy Committee where he has served for the past 10 years. In his letter Deputy Chief Wilhelmi cited the fact that as he is no longer a member of the Police Union he feels it would be unfair to continue as a member of the committee. The Selectmen appreciate his time of service. Appropriation Transfers Vote: On a motion made by Selectman Murby, seconded by Selectman Peterson it was voted unanimously to approve the following Appropriation Transfers and further voted to authorize Chairman Marcucci to sign the forms: Transfer from Town Administrator Salary Expense to Town Accountant Salaries $3,447.31, reason February 2018 raise for Assistant Town Accountant Equipment Repair and Service to Solid Waste Salaries $15,000 to cover additional projects at the Transfer Station Town Administrator Salaries to Town Report $2, to cover the cost of printing the 2018 ATM Warrant Worker s Compensation Insurance to Health Insurance $34,297 to cover final health insurance bill Property and Liability Insurance to Health Insurance $5,508 additional funds to pay final health insurance bill From Indemnification to Health Insurance additional funds of $7,757; these transfers are necessary due to large number of employees who signed up for health insurance during open enrollment Traffic markings to Public Safety Building expenses, $12,000 to cover electric and telephone bills Animal Control Operations to Public Safety Building $3,000 to cover electric and telephone bills Traffic Markings to Police Salaries $43,000 due to officer injuries and open shifts

6 Page six Animal Control Operations to Animal Control Salaries $1,576 Fire and Rescue Administration Salaries to Fire & Rescue Operations Salaries, $30,900 to cover over run Fire and Rescue Operations Expenses/Contracted services $2,500 Fire and Rescue Operations Expenses / Gasoline to Fire & Rescue Operations Salaries, $5,000 to cover the over run line item Fire and Rescue Administration Operations Expenses dues & memberships to Fire & Rescue Operations Salaries to cover insufficient funds Commonwealth Grant Ms. Trierweiler reported to the Board that the Town has been awarded a $10,000 grant and will use it for a software program from ClearGov. The program will allow Medfield residents to view department budgets. The Selectmen responded that there are other programs that may be more suitable for Medfield. Ms. Trierweiler explained that we could use ClearGov on a one year trial basis and cancel if we are not happy. At the end of the year, if there is sufficient evidence that people are using the program, we can cancel ClearGov. Board of Water and Sewerage A request was received from the Board to meet with the Selectmen to discuss their concerns regarding what effect the development of the state hospital will have on water and sewerage infrastructure. Selectmen advised the board to come to the July 10 meeting for discussion. Future meeting dates Selectmen agree to meet July 10 with the hospital committee in attendance; July 17 business only /no appointments; regular meeting on July 31 Police Search Committee Previously Ms. Trierweiler reported that five members of the Fire Chief Search Committee are willing to serve on the committee for Police Chief. The Selectmen requested letters of interest from residents be forwarded to Town Hall for consideration for the four openings. Mel Seibolt, Paul Goldense, Russell O Neill and Jason Hreczuck submitted letters. Vote: On a motion made by Selectman Murby, seconded by Selectman Peterson it was voted unanimously to appoint Mel Seibolt, Paul Goldense, Russell O Neill, Jason Hreczuck, Fire Chief William Carrico, Jeffrey Marsden, Maurice Goulet, Rachel Brown, Robert Conlon and Kristine Trierweiler, ex officio to the Police Search Committee and further voted to appoint member Robert Conlon as acting chair to call the first meeting

7 Page seven Town Administrator Mr. Sullivan announced his plan to retire in early January The Selectmen expressed their gratitude for his 44 years of service. Chairman Marcucci said that he hope everyone will have an opportunity to formally say thank you. Mr. Sullivan said no need, just a verbal thank you. A brief discussion ensued as to whether a search firm should be hired for his successor or look within for continuity. Mr. Peterson feels that as we have never done this before, a consultant should be hired. Mr. Marcucci offered that he assumes we would tell the consultant what we want and they would help us find the candidate. We do know that Michael s successor must have a strong financial background as his knowledge of the budget process is impressive. Mr. Sullivan added that we have a strong financial team, Treasurer Georgia Colivas, Town Account Joy Ricciuto, Asst. Town Accountant Matthew Violette, Assessor Yvonne Remilard, all who would assist in financial matters. He offered to be available on a volunteer basis to help with the 2019 Annual Town Meeting Warrant. Selectmen agreed to think about how to approach the search and to continue their discussion at the July 17 meeting. Licenses and Permits (Consent Agenda) Granted as noted by the Chair: Medfield High School Student Council to hold a car wash behind Town Hall on Sunday September 30, 2018 with the stipulation that an adult must be present. This stipulation was made after a problem arose with a past car wash when someone put water into the mailbox behind Town Hall. Meeting Minutes Vote: On a motion made and seconded it was voted unanimously to approve the minutes of December 5 and December 7, 2017 and March 20, 2018, May 22 and 29 as edited; hold for future meeting to vote minutes of February 27 and April 10, 2018 Town Administrator Update Mr. Sullivan reported that paving on Route 109 from Causeway Street to the Charles River will begin July 2. One traffic lane will be open. Selectmen Report Mr. Peterson had no report Mr. Murby had no report Selectman Marcucci attended the June 16 Eagle Scout Court of Honor for Samuel Evans. Very impressive accomplishment

8 Page eight Executive Session A motion was made at 10:35 PM to go into executive session for the purpose of discussing request to participate in an Opioid lawsuit; potential litigation regarding a dog hearing; potential litigation involving a ZBA decision; and to not resume in open session at the end of the executive session. Roll call vote was unanimous. Respectfully submitted, Evelyn Clarke