Board of Selectmen, October 15, 2018
HOLDEN BOARD OF SELECTMEN
MEETING MINUTES
October 15, 2018
6:35PM Memorial Hall
Present: Chairman Geri Herlihy, Jeremy Kurtz, Anthony Renzoni, Tyler Gibbs, Robert Lavigne (6:37PM)
Others Present: Peter Lukes, Town Manager
Stephanie Bacon, Assistant Town Manager
Stephen Madaus, (6:44PM)
Liz Fotos, Town Recorder
Chairman Herlihy called the meeting to order at 6:35PM. The Board stood to recite the Pledge of Allegiance.
- Appointments, Licenses, Permits
Jessica Milliken was present at the meeting. She introduced Vanessa Bumpus and Maria Marrero to the Board of Selectmen in order to be appointed to two positions on the Cultural Commission.
Vanessa Bumpus stated that she had lived in Town for 10 years and had two children in the school system. She stated that she was a museum exhibit designer and she thinks that they can make the Town vibrant and celebrate the Town.
Sel. Renzoni stated that he felt she was a perfect fit for this position.
Maria Marrero stated she is a recent Holden resident and is a retired teacher. She stated that in her time as a teacher she engaged in many cultural activities with music and art. She stated that she felt that culture was integral to the development of children and she welcomes the opportunity to serve.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO APPROVE VANESSA BUMPUS TO THE HOLDEN CULTURAL COUNCIL FOR A THREE YEAR TERM TO EXPIRE 10/15/2021.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOSULY VOTED TO APPROVE MARIA MARRERO TO A THREE YEAR TERM TO THE HOLDEN CULTURAL COUNCIL FOR A THREE YEAR TERM TO EXPIRE 10/15/2021.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO APPROVE THE COMMON VICTUALER FOR THE COLONEY RETIREMENT HOME FOR THE ANNUAL BAZAAR AND BAKESALE ON OCTOBER 27, 2018 FROM 9AM TO 1PM.
Motion by Sel. Renzoni, it was seconded by Sel. Gibbs, it was UNANIMOUSLY VOTED TO APPROVE A PARADE PERMIT FOR HOLDEN CHRISTIAN ACADEMY FOR A 5K THURSDAY NOVEMBER 22 6:30AM – 9:30AM.
- Open/Set/ Close Special Town Meeting Warrant
Mr. Lukes stated that the Town Meeting Warrant was sent last meeting for December 3, 2018.
Sel. Lavigne entered the meeting at 6:37PM.
Motion by Sel. Renzoni, seconded by Sel. Gibbs, it was UNANIMOUSLY VOTED TO OPEN THE SPECIAL TOWN MEETING WARRANT FOR DECEMBER 3, 2018 AS PRESENTED.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO SET THE SPECIAL TOWN MEETING WARRANT FOR DECEMBER 3, 2018 AS PRESENTED.
Sel. Renzoni stated that he does this with the understanding that this can be opened up again in the event that something comes up in the interim.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO CLOSE THE SPECIAL TOWN MEETING WARRANT FOR DECEMBER 3, 2018 AS PRESENTED.
Chairman Herlihy asked if they should take positions on these items today.
Sel. Renzoni stated that he felt that they should hold off until they have figures. He stated that they have another meeting that they can use if needed.
- Open/Set/Close Special Town Election Warrant
Motion by Sel. Renzoni, seconded by Sel. Gibbs, it was UNANIMSOULY VOTED TO OPEN THE DECEMBER 4, 2018 SPECIAL TOWN ELECTION AS PRESENTED.
Motion by Sel. Renzoni, seconded by Sel. Gibbs, it was UNANIMOUSLY VOTED TO SET THE DECEMBER 4, 2018 SPECIAL TOWN ELECTION AS PRESENTED.
Motion by Sel. Renzoni, seconded by Sel. Gibbs, it was UNANIMSOULY VOTED TO CLOSE THE DECEMBER 4, 2018 SPECAIL TOWN ELECTION AS PRESENTED.
Sel. Lavigne asked if this item failed Special Town Meeting were elections still held.
Mr. Lukes replied they were not.
Sel. Lavigne asked how they would let people know; he asked if they could do a reverse 911 call.
Mr. Lukes replied they could.
- Town Manager Update
MMA Annual Meeting: The Mass Municipal Association will be holding its Annual meeting and trade show once again at the Hynes Convention Center January 18 and 19, 2019. It is the largest gathering of municipal officials in the state, and Holden has traditionally been well represented. Those members of the Board of Selectmen who would like to attend can register through my office by email or telephone.
18 Industrial Drive Update: Interior hazardous material removal has been completed at 18 Industrial Drive. Full demolition of the structure is now underway and we expect the entire building to be down within the next week. Crushing and re use of the foundation will occur on site following the structural demolition. The Town is currently soliciting bids for removal of hazardous material from the oil infiltration room, which will be the final part of the factory complex to be removed in the next sixty to ninety days.
Sel. Renzoni stated that Mr. Lukes stated that it would be completed in 60-90 days.
Mr. Lukes stated that they were currently moving certain parts.
Sel. Renzoni stated that he had not seen anything move offsite.
Mr. Madaus entered the meeting at 6:44PM.
Mr. Lukes stated that it was ongoing.
Eagle Lake Dam Study: The Town has successfully bid the project for a structural engineering study of the Eagle Lake Dam. The funding for this study was approved by Town Meeting last year. We are currently in the process of completing the legalities that will allow the contractor to access the property by seeking permission from the property owners. Assuming that permission to enter the property is granted the contractor will begin boring, testing and structural study of the dam within the next few weeks.
Fire Department Trick or Treating: On Tuesday October 30th, the Holden Fire Department will be hosting the first ever Halloween Party open to the town residents at the Public Safety Building. The party will run from 5:30PM-7:00PM the event includes: costume judging, kids games, an egg drop and “trick or treating” around the building. Pizzas are being donated by Papa Gino’s of Holden. The event is being coordinated and run by members of the Holden Professional Fire Fighters and the Holden Association of Fire Fighters.
Introduction of new HMLD General Manager: Jane Parenteau, the incoming General Manager of Holden Municipal Light Department will be introduced to staff, public officials and the general public at a reception to be hold on Monday, October 22 at 2:00PM a the Holden Municipal Light Department Community Room. Select Board members are asked to attend as Light Commissioners, as is anyone with an interest in meeting our new Department Head. Mrs. Parenteau is scheduled to start work at her new position one week after the event.
Letter to WRSD: The regional meeting of Select Boards and Finance Committees that has hosted in Holden last month resolved for my office to draft a letter on behalf of the Wachusett Region Towns that expressed our concerns to the Wachusett Regional School District for the budget in FY 20. I drafted the letter based on those suggestion and it has been sent to the regional Town Administrators in order to solicit any further input from the participating towns To date, Sterling has signed on to the letter as it was drafted. The Select Board in Princeton has done the same and we are waiting for the Finance Committee to approve as well. Obviously Holden has signed on to the letter as drafted. My office has not yet heard back from Paxton. Rutland Select Board has asked for significant changes, and I don’t anticipate that they can be included in the same letter, although I will encourage them to send a letter of their own that details thaw they would like to see in FY 20 in order to give the WRSD some guidance in the upcoming budget process. I will check in with Paxton this week and if they cannot come to a consensus I will suggest that they do the same as Rutland.
Sel. Renzoni asked if it was worth it to knock off the recommendation for the budget cap if there was not a 5 town consensus to it. He asked if someone should go see the Board of Selectmen from the other towns. Sel. Renzoni asked if they spoke about OPEB in the meeting.
Mr. Lukes replied they did but not a lot. He stated that it is something that will have a huge impact but that there is not a lot that can be done to change it.
Sel. Renzoni stated that OPEB was a big concern and he is glad that the district acknowledged that there is a problem but wait and see is not a plan.
Chairman Herlihy asked when the roundtable was.
Mr. Lukes replied it was on the 8th.
Sel. Lavigne stated that he was not against this conversation but it was not solely up to them to decide what goes in and out of this letter.
Sel. Renzoni stated that the Board had not yet voted on it as they were waiting for Fin Com. He stated that maybe going forward they can consider changing the language or possibly have two letters sent. He stated his fear with two letters was pitting the towns against each other.
- Set Trick or Treat Hours, 5-8PM
Motion by Sel. Renzoni, seconded by Sel. Lavigne, it was UNANIMOSULY VOTED TO SET THE TOWN OF HOLDEN HALLOWEEN TRICK OR TREATING HOURS FROM 5-8PM ON OCTOBER 31, 2018.
- Selectmen Minutes
None
- Selectmen Miscellaneous
Sel. Lavigne stated that when speaking with some people in Wachusett Flag Football, the field behind Mayo was a swamp. He stated that he would like to have the conversation about what they can do to take the field offline or put some money into the drainage for this field. He stated that we were currently 10 days without rain and the field was still under water. He stated that he wanted to have this conversation because the fields were getting a lot of use.
Mr. Lukes replied that some fields were coming offline next year and there was a rotation plan but he would have to look into which fields they were.
Sel. Renzoni asked what the Recreation Directors plans were on field rotation and how she saw the next ten years. He stated that the irrigation was out of the ground on the baseball side as well.
Chairman Herlihy stated that the kids at Mayo couldn’t go out to recess because of the fields.
Sel. Renzoni stated that these fields got a lot of daily use and should be looked at.
Sel. Lavigne stated that it was going to take more than putting down more material. He stated that he wanted to make sure no one got hurt.
Sel. Renzoni: none
Sel. Gibbs: none
Chairman Herlihy stated that the Mayo Craft Fair was this coming Saturday from 9:30-3:30.
Sel. Kurtz: none
- Citizens Address
None
- Selectmen Subcommittee
Sel. Renzoni stated that the VA Committee was posted for tomorrow evening. He stated that the Legion would be there too. He stated that they will have a Poppy Sale on Sunday, November 11, 2018 to help Veterans in need over the holidays.
Sel. Renzoni stated that the Master Plan Steering Committee met last week but had no quorum. He stated that they had a lot of good ideas and input and outreach and they were looking to have an outline for the 2019 Master Plan at their next meeting. He stated that the next event they would be at was the tree lighting on December 1, 2018 and they wanted to reach out to the community to discuss the goals that they were zeroing in on.
Sel. Renzoni stated that he will go to the Fin Com meeting where they take position for the proposed DPW Facility.
- Town Manager Evaluation
Sel. Lavigne stated that he wanted to preface this conversation with the fact that when doing these evaluations, there is a natural inclination to go towards and elementary grading and he wants to make sure that everyone watching knew that this was not done in that manner. He stated that he wanted to be clear with everyone that “meets expectations” is an incredibly good rating. He stated that meeting those expectations is excellent and that Mr. Lukes is currently exceeding most of the expectations set. He congratulated Mr. Lukes and stated that he wanted to make sure that everyone at home knew the great value of work that was being done.
Sel. Renzoni stated that we are now in the 18th month with Mr. Lukes and the Town is moving in a positive direction.
Chairman Herlihy stated that she wanted to outline some of the areas that the Board felt Mr. Lukes was exceeding expectations. She stated that the Financial Management and working with Fin Com was one of those areas. She stated that this is one of the best relationships Town Manager has had with Fin Com and the budget process has been very streamlined. She stated the budget is also very easy to understand and is broken down appropriately.
Chairman Herlihy stated that another category Mr. Lukes exceeded expectations was in overall leadership. She stated that he anticipated and analyzed problems and came up with solutions.
Chairman Herlihy stated another place that Mr. Lukes received high marks was Response to Community Concerns. She stated the community has been very impressed with how quickly Mr. Lukes gets back to them and listens to whatever concerns come up. She stated he has been very visible and approachable.
Sel. Lavigne stated that for those at home, the evaluation has about 50 sets of criteria with 5 people voting. He stated that in those 250, about 40 of those things were “not observed” things such as handling staff, etc. He stated that in the 206 they have left to score, 190 were “exceeds” or “exceptional”. He thanked Mr. Lukes for his hard work and stated that the Board appreciated what he has done.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO ACCEPT THE TOWN MANAGER EVALUATION AS PRESENTED.
Sel. Kurtz bought up the report and how they could change it in the future.
Sel. Lavigne stated that this has been something that past Boards had also struggled with. He stated that there are a lot of questions that can be argued that the Board has oversight of however it is hard to grade the Manager of them. He suggested having the Chair reach out to the MMA and see if they have any suggestions as to how to evaluate things of this nature.
Sel. Renzoni stated that this evaluation had evolved over time. He stated that this was used to give more narrative to the Manager.
Sel. Lavigne stated that they had tried a lot of different grading systems in the past but that this could possibly use some updating.
Sel. Renzoni suggested that Sel. Lavigne and the current chair could tackle this.
Chairman Herlihy stated that she had started to look at other Towns as well.
Sel. Lavigne stated that other Towns could also be struggling with this and suggested working with the MMA.
Motion by Sel. Renzoni, seconded by Sel. Lavigne, it was UNANIMOUSLY VOTED TO AUTHORIZE THE CHAIR TO SIT AND PRESENT THIS EVALULATION/ FINAL REVIEW TO THE TOWN MANAGER.
Motion by Sel. Renzoni, seconded by Sel. Gibbs, it was UNANIMOUSLY VOTED TO AUTHORIZE THE CHAIR AND ONE OTHER BOARD MEMBER TO SPEAK ABOUT AN ANNUAL PAY INCREASE WITH THE TOWN MANAGER AND REPORT BACK TO THE BOARD THEIR FINDINGS.
Sel. Lavigne stated that the Board usually went into Executive Session for these matters but that the Town Manager agreed to certain terms so it was easier to authorize the Chair to speak to the Town Manager.
Mr. Lukes thanked the Board for their kind words regarding the evaluation. He stated that he looked forward to reading it. Mr. Lukes stated that this had been a great team effort and it was great to work with this Board along with the Department Heads, employees and staff, and the Assistant Town Manager and his office staff. He stated that he appreciates all the hard work and it has been a pleasure working with everyone.
Sel. Renzoni stated that the Board needed to set a Goal Setting session sooner rather than later.
Motion by Sel. Renzoni, seconded by Sel. Lavigne, it was UNANIMOUSLY VOTED TO ADJORN THE OCTOBER 15, 2018 BOARD OF SELECTMEN MEETING AT 7:18PM.
APPROVED: __December 17, 2018_______