SELECTBOARD MINUTES
Regular Meeting
April 29, 2008
6:30 p.m.
Present: Nancy Allen, Christine Durgin, Rick Marsh
Others present: Joe Mitko (ADN), Administrative Coordinator Dale Bull, AFC chair Dave Davis, Chip Bull, Sgt. Dana Cooley
Chair Nancy Allen called the meeting to order at 6:30 p.m.
1. MINUTES
Christine Durgin moved to accept for purposes of discussion the minutes of April 22, 2008. Rick Marsh seconded the motion. With amendments, the Board VOTED UNANIMOUSLY.
2. MEETING WITH BANDSTAND COMMITTEE
Bandstand Committee rep. Chip Bull met with the Board to give an update for restoration and renovation of the Bandstand. Selectboard chair Nancy stated that as she is a member of several Town committees involved with the Bandstand, she would recuse herself from any decisions made tonight. Chip Bull read a memo he provided the Selectboard. He further stated that the Committee has spoken with a restoration expert who suggests that the structure be leased to a non-profit, as it would be able to proceed with renovations unburdened by some of the fiscal restraints which apply to municipal projects. The Historical Society has indicated a preliminary interest in assisting in this project. A leasing period of at least four to five years was discussed. Chip Bull asked that the Committee be allowed to talk with Town Counsel regarding the following: Can the structure be leased by the Town to the Historical Society, can potential liability continue to be covered under the Town’s blanket insurance policy, and is there a mechanism for the transfer of the $15,000 currently held by the Town to the Historical Society? Christine Durgin moved to grant permission to the Bandstand Restoration and Maintenance Committee to seek Town Counsel opinion for the leasing of the Bandstand by the Historical Society or other non-profit agency, would liability continue to be covered under the town’s blanket insurance policy during the leasing period, and is there a mechanism for the transfer of $15,000 currently held by the Town to the Historical Society or other non-profit agency for use in the work on the Bandstand? Rick Marsh seconded the motion. With Nancy Allen abstaining, Christine Durgin and Rick Marsh VOTED IN THE AFFIRMATIVE. The Board asked that they and Town Counsel be informed as to other towns which have used non-profits for this type of work.
3. OPEN TOWN HALL PAINTING BID 7:30 P.M.
Four bids for painting of the Town Hall were received. Rick Marsh opened and read bids as follows:
J & D Painting, North Adams, MA Base bid $51,400, Alt #1 $21,600, Alt #2 $30,200
Alpha Contracting, Dedham, MA Base bid $46,000, Alt #1 $ 8,000, Alt #2 $34,000
Diversified Const., Belchertown, MA Base bid $59,560, Alt #1 $24,400, Alt #2 $18,000
M & J Painting, Medford, MA Base bid $62,000, Alt #1 $28,300, Alt #2 $49,100**
**It was noted that this bid was received after the noon deadline on April 25, 2008, and cannot be considered.
The Board agreed to take the bids under advisement and to assure that bidding process requirements have been met.
4. TOWN HALL WINDOWS/DOOR ESTIMATES
No bids were received. This matter will be revisited at a later date.
5. ROAD MATERIAL BIDS
Norman LaPointe submitted his recommendations for awarding of the road materials bid. Christine Durgin moved to accept the following bids: Massachusetts Broken Stone Company, Berlin, MA, 3/8” Trap Rock delivered $17.00, plant $15, Bituminous Concrete I, price/ton plant $55.00, in place machine $64.90; Sealcoating, Inc., Hingham, MA, crack sealing, various roads, per gal in place $6.78 PG, and per gal in place $10.99 Extendo-Pave; Comer Contracting, Inc., various cutback liquid bituminous materials applied per gal $3.09, and various emulsions liquid bituminous materials applied per gal $2.69. Rick marsh seconded the motion and VOTED UNANIMOUSLY.
6. MEETING WITH POLICE BUILDING COMMITTEE FOR UPDATE
Police Building Committee member Sgt. Dana Cooley met with the Board to give an update. He stated that the Committee met yesterday and received a very good reference on a decam evaluation of a bidder. The Committee voted to go forward letting the bidder know that there is only so much money, no change orders can occur, and the Police Building Committee will work within the budget and three major tasks will be assumed by volunteers. It was agreed that I additional information is available by the next regularly scheduled meeting, Building Committee will meet again with the Selectboard.
7. TOWN HALL KITCHEN SINK
References for a bidder are being requested. This matter will be revisited when that information is received.
8. TRANSFER STATION BY-LAW AMENDMENT
Discussion ensued regarding a change to the Transfer Station by-law and location of the sticker. One suggestion was to provide an alternative location, possibly on a card placed on the dashboard. The mobility of this card was discussed and it was agreed that the card could be passed on to non-residents of the Town. Dale Bull will check with the Registry for any limits on the placement of stickers. The matter will be revisited at the next regularly scheduled meeting.
9. JUNE 2 STM/ATM WARRANT
The June 2, 2008, Special and Annual Town Meeting draft warrants were reviewed. Article l. on the Special Town Meeting warrant includes a figure of $51,948 from available funds to eliminate the 2008 snow and Ice Account deficit.
On the Annual Town Meeting warrant, Article 22. shows an increase of $8,000 from the Consolidated Cemetery Fund I and II to cover the balance of the Care of Cemeteries account. Article 24. reduced the sum for new planting, pruning, and maintenance of trees to $2,500. Article 30. increased funding to the COA by $100 to $850. The AFC will need to provide a figure for deposit into the Stabilization Fund on Article 31. The $12,000 figure will remain for replacement of overhead doors at the Fire Station. Although not recommended, Chief Legare will be asked if he wants to pull articles 41. and 42. to purchase an emergency management storage unit and a speed trailer or leave them on the warrant. Article 43.’s Fire Department cascade system is not recommended and Chief Robinson will be asked the same about pulling the article. Article 44. is not recommended, but will remain for $15,000 for improvements to the exterior of the Town Hall Building, as will Article 45. for $25,000 for improvements to the Town Hall steeple. Articles 44 and 45 remain under discussion.
The warrant will be forwarded to Town Counsel for review.
10. APPOINTMENTS
Rick Marsh moved to appoint David Perkins as Inspector of Animals through April 30, 2009. Christine Durgin seconded the motion and VOTED UNANIMOUSLY.
Rick Marsh moved to appoint Andrew Ohlson as Assistant Inspector of Animals through April 30, 2009. Christine Durgin seconded the motion and VOTED UNANIMOUSLY.
11. PERMITS
Rick Marsh moved to renew the following business permits and Christine Durgin seconded the motion:
-Nadine Coughlan, Polus Center for Social & Economic Development, Inc., for the operation of a general store, business on Sundays, the sale of soft drinks and common victuals;
Martha Cole, Jemal Escape Mechanisms, for a business located at 88 Shaw Road of mail-order/internet order for the sale of safety escape mechanisms for horses.
The Board VOTED UNANIMOUSLY.
Christine Durgin moved to renew the business permit of Fredrik Marsh, Marsh Machine Control Co., for the operation of a consulting office at 16 West Street. Nancy Allen seconded the motion. With Rick Marsh abstaining, Christine Durgin and Nancy Allen VOTED IN THE AFFIRMATIVE.
12. CORRESPONDENCE
The Board reviewed the following:
13. OTHER BUSINESS
Christine Durgin moved to approve a Reserve Fund Transfer for an electricity bill of $124.31 to the Town Barn Account. Rick Marsh seconded the motion and VOTED UNANIMOUSLY.
Norman LaPointe provided the Selectboard with a newspaper article about Permanent Coating which is a treatment for aged or deteriorated vinyl, wood, masonry or aluminum-sided buildings. The ad claims that it is the ideal product for owners who never wan to paint again. With the Town Hall in mind, the Board asked that Dale Bull obtain more information on this product.
It was noted that the Gould Woodlot has been registered and checks have been exchanged.
The FY07 Auditor’s Report was discussed. The Board was in agreement with the Management Letter. Several recommendations by the Auditor will be passed along to appropriate departments. Policies regarding credit card payments employee reimbursements and sales tax reimbursements should be created. He further recommended a payroll study and that the Town Accountant and Tax Collector meet to reconcile files. Rick Marsh asked about job descriptions. It was noted that these are on file in the Selectboard office. A short discussion about quarterly employee review and annual reviews followed.
A charge from Town Counsel regarding a call from the Treasurer about the FY07 audit was questioned by the Board. Nancy Allen stated she will ask the Treasurer about the call. The Board asked that a memo be sent to all Boards and committees reminding them that if there is a need to contact Town Counsel, approval must be received from the Selectboard prior to the contact.
Nancy Allen stated that the ADA project for the Town Hall and Town Office Building is winding down, however, an Amendment #1 to the contract between Margo Jones Architects, Inc. and the Town of Petersham was provided to the Board for signature. The Amendment included correcting a transposition of figures on the original contract, a decrease in the contract total due to the elimination of Task #6, and an increase for the cost of the Hazard Inspection report. Christine Durgin moved that Nancy Allen, Selectboard chair, sign the Amendment #1 to the contract between Margo Jones Architects, Inc. and the Town of Petersham for ADA improvements to Town Buildings. Rick Marsh seconded the motion and VOTED UNANIMOUSLY.
With regard to a memo sent to departments concerning the Selectboard’s suggested increase in fees, Highway Supt. Norman LaPointe responded saying that he was ok with a fee increase to $100 for a driveway permit and he usually performed two to three inspections on a driveway.
The position of Hearings Enforcement Officer was discussed. Under MGL 148A, section 1, 2, and 5, the Fire Chief and the Building Inspector are not eligible for the position as they are the individuals providing the violation notices. Five names were submitted for the position. Rick Marsh asked that his name be added to the list. Nancy Allen suggested Sgt. Cooley and Rick Marsh suggested that interested persons submit information regarding their qualifications. The Board asked to be provided copies of the MGL’s.
Accountant Jean Joel will be requested to provide an illustration of where the Enterprise Fund Free Cash went to and to forward this information to AFC chair Dave Davis.
Christine Durgin moved to send a thank you letter to George Brunelle for his years of service on the Cemetery Commission. Rick Marsh seconded the motion and VOTED UNANIMOUSLY.
The May 6, 2008, Selectboard meeting will begin at 6:30 p.m.
14. ADJOURNMENT
There being no further business, Rick Marsh moved to adjourn. Christine Durgin seconded the motion and VOTED UNANIMOUSLY. The meeting adjourned at 8:50 p.m.
Respectfully submitted,
Fredrik A. Marsh, Clerk