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HomeMy WebLinkAbout2009-10-06 Board of Selectmen Minutes Board of Selectmen Meeting October 6, 2009 For ease of archiving, the order that items appear in these Minutes reflects the order in which -the items appeared on the agenda for that meeting, and are not necessarily the order in which any item was taken up by the Board. The meeting convened at 7:00 p.m. in the Selectmen's Meeting Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman Ben Tafoya, Vice Chairman James Bonazoli, Selectmen Stephen Goldy and Richard Schubert (arrived at 7:30 p.m.), Town Manager Peter Hechenbleilmer, Assistant Town Manager/Finance Director Bob LeLacheur, Public Works Director Jeff Zager, Highway Director Mike deBrigard, Public Works Business Administrator Jane Kinsella, Labor Counsel Nathan Kaitz, Office Manager Paula Schena_and_the_following list of interested parties: Tracy Sopchak, Jared Carpenter. Reports and Comments Selectmen's Liaison Reports and Comments — Selectman Stephen Goldy noted that he had one visitor during Office Hours tonight. Vice Chairman James Bonazoli noted that he is trying to reach the Vocational School regarding the Mattera Cabin, Chairman Ben Tafoya noted that October 15th is the deadline for grant proposals to the Cultural Council. The Council will be distributing $4,770 to qualified organizations. He also noted that two volunteers were needed to do the Town Manager's evaluation, and Selectman Stephen Goldy and Vice Chairman James Bonazoli have volunteered. He noted that he attended the RCASA Annual Meeting, and the Photo Voice was very impressive. Town Manager/Assistant Town Manager's Report The Town Manager gave the following report: • If any member of the Board of Selectmen wantsrip 'nted copies of Town Bylaws, Charter, General Bylaws or approved Selectmen's Policies, let me know. Otherwise, they are all available online, and I have a single printed copy at every Board of Selectmen's Meeting. • A letter has been sent to Representative Brad Jones re: double pole elimination. I have already heard back from Verizon on this issue. • The next Financial Forum is 10-14-09 at the Senior Center. • Flu clinics are on hold pending shipment of flu vaccine. • A flyer re: dogs in parks was mailed to approximately 1900 dog owners recently. Unfortunately, some envelopes (estimate 50) were mistakenly mailed empty. • The Board of Selectmen has scheduled discussion on the local option Meals Tax for October 20, 2009 at 8:30 p.m. • Town Meeting Warrant is on the website. The full Town Meeting report will be on the website the last week in October • The most recent YCC is now on the website. Board of Selectmen Meeting—October 6, 2009—Page 2 • The Volunteer Appointment Subcommittee conducted interviews last night. Chairman Ben Tafoya indicated that it was a good process, and they interviewed candidates for Council on Aging, Human Relations Advisory Committee, West Street Historic District Commission and Mystic Valley Elder Services.. A motion by Goidy seconded by Bonazoli to accept the report of the Volunteer Appointment Sub-Committee, and that the Board of Selectmen makes the following appointments to the following Boards, Committees and Commissions: • Council on Aging—Gina L. Nelson—term expiring 6-30-2012 • Human Relations Advisory Committee—Associate—Margaret S. LeLacheur—term expiring 6-30-2010 • West Street Historic District Commission o Virginia Adams—term expiring 6-30-2012 o Priscilla Poehler—term expiring 6-30-2012 o Richard Schubert—term expirint 6-30-2011 • Board of Directors,Mystic Valley Elder Services, Inc.—Rheta C. McKinley—term expiring 9-30-2012 The motion was approved by a vote of 3-0-0. The Assistant Town Manager noted that the Governor has to balance the budget by October 15th, and there could be more State Aid cuts. The plan is to reduce the use of Free Cash from$370,000 to $150,000. Discussion/Action Items FY 2010 Budget Discussion — Filling the Elder/Human Services Position Coordinator of Volunteers; Plowing of Church Parking Lots —The Town Manager noted that as part of the FY 2010 Budget discussion at Town Meeting, Town Meeting restored $19,000 to the budget for the Elder/Human Services position of Coordinator of Volunteers. This position has not been filled because of concerns about ongoing fiscal problems with the State and potential affect on aid. He asked if the Board of Selectmen want him to fill this position at this time. Selectman Stephen Goldy noted that Town Meeting thought it was important to fill this position. He suggested continuing as is, and address Town Meeting in November. The Town Manager noted that as part of the Selectmen's budget deliberation, the decision was made not to plow church parking lots in the future. However, with the transition of DPW Directors, we never communicated that information to the churches. My intent, unless directed otherwise by the Board of Selectmen, is to inform all of the churches that beginning with the Winter of 2010/2011, the Town will no longer plow their lots. This will give them one year to plan for this change. To implement this change now could present a hardship on the large number of churches in Reading. A motion by Goldy seconded by Schubert that the Board of Selectmen: • Agrees not to direct the Town Manager to proceed with the hiriny, of a Coordinator of Volunteers; and Board of Selectmen Meeting—October 6, 2009—Page 3 • Concurs with the Town Manager's direction to snow plow church parkin lots for the 2009/2010 Winter season, and place the churches on notice that beginning with the 2010/2011 snow plowing season that the Town will no longer plow church parking lots. The motion was approved by a vote of 4-0-0. Acceptance of Conservation Restriction — 134 Fairchild Drive — The Town Manager noted that this is for the Scarano property. The Conservation Commission has approved this and now it needs the Selectmen's approval. A motion by Bonazoli seconded by Goldy to accept the Conservation Restriction at 134 Fairchild Drive, as approved by the Conservation Commission,was approved by a vote of 4-0-0. Cities for Climate Protection Program Committee-- Update— Cities for Climate Protection- Program rotection Program Committee Chairman Tracy Sopchak, and RMLD Energy Efficiency Engineer Jared Carpenter were present. Ms. Sopchalc reviewed the progress to date. She noted that they have teamed up with HEFT to help make homes more energy efficient, and the Light Department has hired an Energy Efficiency Engineer. She also noted that they are putting together kits for the Library that will include a Kill-A-Watt meter for residents to use. Mr. Carpenter noted that he was hired six months ago by the RMLD to work with customers to look for energy saving opportunities. Selectman Richard Schubert asked how people are responding, and Mr. Carpenter noted that the calls come in through customer service, and he works with both residents and commercial customers. Continued Hearing — Personnel Policies — The Town Manager noted that the hearing was continued due to two major issues—adding the Selectmen's mission and values, and also the language regarding the policies not being a contract. Labor Counsel Nathan Kaitz noted that the issue is not whether the Town wants to follow policy or not, the issue is whether the policy is a contract. This is to protect the Town from breech of contract lawsuits. Selectman Stephen Goldy asked if that wording is removed if the Town is still protected, and Mr. Kaitz indicated that the wording adds additional strength to the argument. Selectman Goldy noted that when policies are put in place, employees have to be taken into account, and he is not comfortable with this language. Selectman Richard Schubert noted that.employees are being held to the language in a way that the Town isn't. Mr. Kaitz indicated that this language protects the Town especially from ex-employees. Board of Selectmen Meeting;—October 6, 2009-Page 4 Vice Chairman James Bonazoli noted that if the policies are not binding for the Town, then they are not binding for the employee so why even bother looking at the policies. Mr. Kaitz noted that the intent is to follow the policies,but it is not binding. Selectman Richard Schubert asked what the recourse is for an employee who feels that the policy is violated. Mr. Kaitz indicated that Article 11 is the complaint procedure where an employee can go to their supervisor, the Department Head, the Town Manager, and then the Board of Selectmen if the issue does not get resolved. Selectman Schubert also asked if an employee is required to follow the complaint procedure, and Mr. Kaitz noted that if a complaint goes to court, then the attorney will need to show the procedure was followed. Selectman Stephen Goldy noted that he asked for the Code of Conduct to be included in the policies. He feels that employees need to know what is expected and what happens if they don't follow it. He also noted that the Town has a Code of Conduct for volunteers and we need one for the staff. Chairman Ben Tafoya directed Selectman Stephen Goldy to work with the Town Manager to incorporate the Code of Conduct for the employees. A motion by Bonazoli seconded by Goldy to close the hearing on amendments to the Personnel Policies was approved by a vote of 4-0-0. A motion by Bonazoli seconded by Goldy to approve the amendments to the Personnel Policies was approved by a vote of 4-0-0. Request to Clear Sidewalks—Fox Run Lane—The Town Manager noted that the Town does not plow sidewalks on Fox Run Lane. Monette Verrier is the only homeowner on the street that clears the sidewalk. Children are walking in the road and it is a safety issue. It was also noted that plows clear snow onto the sidewalks. Public Works Director Jeff Zager noted it makes sense to add this street to the list. Highway Director Mike deBrigard noted that the Town maintains the drop off, and will plow the sidewalks on one side of Fox Run Lane. Selectman Richard Schubert noted that property owners need to ask the people who plow them not to put the snow on the sidewalks. The Town Manager noted that the sidewalks on the easterly side of Fox Run Lane will be plowed by the Town and a note will be sent to the residents. Report on Sidewalk Snow Plowing — Public Works Director Jeff Zager, Highway Director Mike deBrigard and Public Works Business Administrator Jane Kinsella were present. Jeff Zager noted that he drafted a policy for sidewalk snow plowing so there is a process in place going forward. Board of Selectmen Meeting—October 6, 2009—Page 5 The Town Manager noted that they reviewed the list and found that we were plowing sidewalks that kids weren't using anymore. The list needs to be reviewed once a year. Selectman Richard Schubert suggested that Public Works inform the residents up front before changes are made. Mike deBrigard noted that if equipment breaks down, then they fall back to another snap to do the highest priorities first. Selectman Richard Schubert suggested that the sidewalk maps be put on the website with a statement that if something happens, there is an alternative plan. Review Roads Program — Public Works Director Jeff Zager and Highway Director Mike deBrigard reviewed the status of the Roadway Capital Program. . Review DPW Study- Progress to Date - Jeff Zager noted that training and succession planning is first on the list. In the area of equipment and vehicle maintenance, his intent is to put a small lift in the third bay and that will help with efficiency. The garage area will be cleaned up. Certain things can be done short-term, but long-term is a different story. He also noted that nobody is doing regionalization, but he will investigate it. They have also implemented a tracking system for projects. The Board praised Mike deBrigard and his crew for their work on the Fall Street Faire. The Board also indicated that they would like to meet with Jeff Zager on a quarterly basis. Review of Bancroft and Hartshorn Intersections — The Town Manager noted that the Board had a request for a multi-way stop at this intersection. As an alternative, the Town moved the stop forward, put in a crosswalk and installed a high visible crosswalk sign. He asked if the Board wanted to do anything more. The consensus of the Board was to leave it as is. Review Solid Waste Grant and Process—Jeff Zager noted that the Town received a grant for Solid Waste and Recycling Contract Assistance. This grant entitles us to 80 hours of hands- on assistance by a Municipal Assistance Coordinator. The Coordinator will assist in the preparation of a RFP/Bid for solid waste and recycling collection and then evaluate the proposals. Selectman Richard Schubert indicated that he would like feedback from communities who changed to a one day a week pick up. Review of-Cedar Glen Purchase — The Town Manager noted that Cedar Glen affordable housing expires in 2010. As long as the property is nonconforming, it must remain affordable. The initial proposal is to keep affordable for the next 50 years. He will be meeting with the new owner and report back to the Board. Board of Selectmen Meeting_—October 6 2009—Page 6 Approval of Minutes2009 was A motion by Bonazoli seconded by Goldy to approve the Minutes of July 21, approvedby a vote of 4-0-0. A motion by Bonazoli seconded by Goldy to approve the Minutes of September 17, 2009 was approved by a vote of 4-0-0. _A motion by Bonazoli seconded by Goldy to approve the Minutes of Se tember 29 2009 was approved by a vote of 4-0-0. A motion by Bonazoli seconded by Gold to-approvd the Executive Session Minutes of September 17 2009 as written was approved on a roll call vote with all our members voting oL the affirmative. A motion by Bonazoli seconded by Schubert to adjourn the meeting of October 6, 2009 at 10.00 p.m. was approved by a vote of 4-0-0. Respectfully submitted, 4ecretary