SELECTBOARD MINUTES
Regular Meeting
April 22, 2008
6:30 p.m.
Present: Nancy Allen, Christine Durgin, Rick Marsh
Others present: Joe Mitko (ADN), Administrative Coordinator Dale Bull, Dana Kennan, Denis Legare, Dana Cooley, AFC members Dave Davis, Ross France, Fred Richards, Bob Bellefeuille, and Jim Regan, Bart Wendell, Diana Cooley
Chair Nancy Allen called the meeting to order at 6:30 P.M.
1. MINUTES
Rick Marsh moved to accept for purposes of discussion the minutes of April 15, 2008. Christine Durgin seconded the motion. With amendments, the Board VOTED UNANIMOUSLY.
2. MEETING WITH BOA RE: NICHEWAUG TAX BILL
BOA chair Dana Kennan met with the Selectboard regarding the FY08 tax bill for the Nichewaug Inn in the amount of $3,118.89. He noted that at the time of the sale of the Inn to the Town, DEAL, LLC paid taxes in arrears only back to December 31, 2006. Taxes for the owner of record as of January 1, 2007, (DEAL, LLC) were not paid. He further stated that the Board of Assessors could have done a reapportionment at the time of the sale upon written request by both the seller and the buyer, but that was not received by the BOA. After discussion, it was agreed that as owners of record, DEAL, LLC can be asked to pay the tax bill or the bill can be paid from monies coming form The Trustees of Reservations. Dana Kennan stated that a bill with a request for abatement was sent to DEAL in November, but there has been no response. He further stated that the bill belongs to DEAL. Nancy Allen and Dana Kennan will attempt to make a conference call to DEAL. If no contact is made, a letter will be created by the Selectboard.
3. MEETING WITH POLICE BUILDING COMMITTEE
Police Building Committee members Chief Denis Legare and Sgt. Dana Cooley met with the Board to discuss the bids for the renovation of the Police Station that were opened earlier in the day. The bids included a base bid, plus alternate (1) for ceiling tiles and floors; alternate (2) for painting, and alternate (3) for paving the side drive. Bids received were RAC Builders, Inc., Agawam, MA for $245,000, plus alternate (1) for $11,000; J. Colangelo & Son, West Boylston, MA for $347,659, plus alternates (1) for $7,644, (2), $8,841, and (3) $14,833; P&P General Contactors, Webster, MA for $274,895, plus alternates (1) for $6,795, (2) $4,300, and (3) $7,800; and Construction Dynamics, Inc., Fitchburg, MA for $322,116, plus alternates (1) for $11,000, (2) $6,000, and (3) $6,500.
Chief Legare noted that the Department had agreed prior to bid openings that if bids came in too high, some or all of the alternate work would be done by Department members. After taking out estimates expenses for this work, there would only be about $15,000 left for contingency expenses. All agreed that this figure was too low. Reinhardt Associates had informed the Committee that on a project this small, there should be at least a 20% contingency.
As Reinhardt had estimated a bid of approximately $200,000, and the lowest bid came in at over $45,000, Nancy Allen requested an estimate from Reinhardt, along with construction documents. After meeting with Reinhardt, the Building Committee will revisit the matter and decide what should be pulled. Chief Legare noted that an addendum was sent out after the design was complete noting that a steel beam must be put up to support the roof. Dana Cooley stated that he had thought of some ways to save. Within the next week or so, the Committee will meet again with the Selectboard to give an update.
4. MEETING WITH AFC RE: FY09 BUDGET
Dave Davis stated that at this time there is a $73,000+ deficit and that the FY09 budget will be worse than this year and the Town will need to put sufficient money into the Stabilization Fund for next year. There is presently approximately $154,000 is that Fund, but it is still not up to the suggested 8%. The AFC has allowed for a 3% wage increase for all employees. After review of the draft ATM warrant, the AFC has suggested the following eliminations: $2,000 for the Accountant’s Assistant, $5,000 in the Police Crime Watch, $200 for the Animal Control Assistant, Fire Department salaries adjusted to 3% in “Others”. Christine Durgin asked what the figures would be if salaries were level-funded and this being an alternative to laying employees off. Dave Davis stated that increases amount to $19,000, being $8,000 for Highway Department occasional workers, and that could be cut to $4,000. By eliminating $2,000 in the Fire Department, that brings the figure down to $13,000. Staggered salary increases based on anniversary hire dates were discussed but it was noted this money would still have to be included in the FY09 budget. Dave Davis noted the amount of work that would be required by someone to come up with anniversary dates and that there is no one to do this job.
The State-mandated $2,500 Hearings Enforcement Officer salary was discussed. The Police Chief is the current Hearings Enforcement Officer. It is noted that the salary is mandated, but to date, no work has been required. Nancy Allen discussed the possibility of giving this salary to the Fire Chief, as she stated he is underpaid. She asked that Dale Bull ascertain if there is any reason this could not occur, and also who else might be eligible for the Hearings Enforcement Officer position. Rick Marsh questioned the $2,500 being taken from the Police Chief and his possible removal as Hearings Enforcement Officer.
The AFC suggested increasing the Snow and Ice Account to $40,000. Eleven thousand five hundred dollars ($11,500) for mandated wells and testing at the Transfer Station was discussed and it was noted that that figure was not included in the initial $73,000+ deficit. Salary freezes were discussed.
In reviewing the draft warrant, a number of articles may not be recommended for funding. A cleaned-up ATM warrant was not requested at this time from Dale Bull.
Dave Davis asked that the Accountant be contacted to follow-up on where the $30,000 in the Enterprise Fund free cash went to.
The Selectboard and AFC will meet on Monday, April 28 at 6:30 p.m. in the Lower Town Hall to further discuss budgetary issues.
5. MEETING WITH MODERATOR AND TOWN CLERK, RE QUORUM BY-LAW
Moderator Bart Wendell, Town Clerk Diana Cooley, and Dale Bull, as Assistant Town Clerk, met with the Board to discuss their meeting recently concerning changing the ten per cent quorum necessary to hold a Town meeting. Bart Wendell stated he has spoken to other towns about their quorums and noted that Petersham’s is the highest. Some have no quorums at all. He felt there was not need to differentiate between the quorum needed for an annual town meeting versus a special town meeting. Diana Cooley stated that only once has a special Town meeting been forced to another night due to lack of a quorum, but voters spend a lot of time calling friends and family to show up to vote when a quorum has not been reached. The Moderator stated that he would like to see the quorum number changed to five per cent (5%) in the by-law. Diana Cooley stated that this would be a workable number, still providing sufficient representation for the Town. This percentage would still be higher than most towns. The Moderator welcomed suggestions regarding procedural town meeting matters. He will meet with the AFC and the Selectboard again on May 6.
The Moderator stated that his budget is sufficient for FY09.
6. BY-LAW – DUMP STICKERS
The Selectboard reviewed the transfer station by-law article submitted by the Board of Health for amendment at the Annual Town Meeting. The amendment is to increase the cost of motor vehicle stickers to $20 and to provide an alternative to the bumper location for the stickers. The sticker can be affixed to a card, available in the Selectboard’s office, which will include the vehicle license plate number. Rick Marsh noted that these stickers could easily become very mobile and used by out-of-town people. It was agreed by the Board to revisit the wording on this article.
7. DEP LETTER RE: TRANSFER STATION
Dale Bull stated that BOH chair Fifi Scoufopoulos has been in touch with DEP regarding a variance on Special Conditions required for the Town at the Transfer Station, one being the installation of a minimum of three groundwater monitoring wells and the conducting of a minimum of two rounds of ground water and surface water monitoring of adjacent wetlands. The DEP is clear in that this monitoring system should have been completed when the dump located at the Transfer Station was closed a number of years ago. Fifi Scoufopoulos has been in touch with a resident who could provide specs for this work. He also informed her that Middlefield had similar work done about two years ago and he anticipated that it would cost Petersham about $11,500.
8. LETTER OF RESIGNATION
Rick Marsh moved to accept a letter of resignation from George Brunell on the Cemetery Commission. Christine Durgin seconded the motion and VOTED UNANIMOUSLY.
9. APPOINTMENT
Christine Durgin moved to appoint Sandra Tomlin to the Cemetery Commission through June 30, 2009. Rick Marsh seconded the motion and VOTED UNANIMOUSLY.
10. PERMITS
Christine Durgin moved to renew the following business permits and Rick Marsh seconded the motion:
-Lisa Freden, LMCH, for the operation of an office for the practice of psychotherapy located at 6 North Main Street, subject to the special permit signed by the Zoning Board of Appeals, dated February 7, 2006;
-Andrea Borelli, Petersham Package Store, for the sale of soft drinks at 9 Barre Road.
The Board VOTED UNANIMOUSLY.
11. ARBOR DAY
Christine Durgin moved to proclaim April 25, 2008, as Arbor Day in Petersham, a day for the Townspeople to plant, nurture, and celebrate trees. Rick Marsh seconded the motion and VOTED UNANIMOUSLY.
12. MORGAN TRAILER STATUS
Nancy Allen stated that one trailer has been removed from the property at 18 Popple Camp Road, one remains and one has been torn down and remains. The Board had agreed last week not to implement the fines as it appeared that the Morgans were working in good faith and the trailers were going to be gone by week’s end. As total removal did not occur, Christine Durgin moved that a letter be hand-delivered by the Petersham Police Department stating that pursuant to Town by-laws, a fine of $50 per day will be implemented effective April 23, 2008. Rick Marsh seconded the motion. He amended the motion with the proviso that the fine begin with receipt of the hand-delivered letter dated April 23, 2008. Christine Durgin seconded the amendment and VOTED UNANIMOUSLY. Dale Bull will contact the Petersham Police Department for delivery of the letter on April 23, 2008.
13. AUDITOR’S FY07 REPORT
The Board agreed it wants to review the report with AFC before final approval.
14. CORRESPONDENCE
The Board reviewed the following:
15. OTHER BUSINESS
The Board agreed that May meetings will be held the 6th, 13th, 20th, and 27th at 6:00 p.m. The summer meeting schedule will be discussed in early May.
16. ADJOURNMENT
There being no further business, Rick Marsh moved to adjourn. Christine Durgin seconded the motion and VOTED UNANIMOUSLY. The meeting adjourned at 9:45 p.m.
Respectfully submitted,
Fredrik A. Marsh, Clerk