Board of Selectmen, October 3, 2016
HOLDEN BOARD OF SELECTMEN
MEETING MINUTES
October 3, 2016
6:41PM Memorial Hall
Present: Chairman Anthony Renzoni, Jeremy Kurtz, Geri Herlihy, Tim Ethier, Erik Scheinfeldt
Others Present: Jacquelyn Kelly, Town Manager
Peter Lukes, Assistant Town Manager
Stephen Madaus, Town Counsel
Liz Fotos, Town Recorder
Chairman Renzoni called the meeting to order at 6:41. The Board stood to recite the Pledge of Allegiance.
- Appointments, Licenses, Permits
Motion by Sel. Kurtz, seconded by Sel. Scheinfeldt, it was UNANIMOUSLY VOTED TO APPROVE AN APPLICATION BY LAURIA KAMATARIS ON BEHALF OF MAYO SCHOOL PTA FOR A COMMON VICTUALER BAKE SALE LICENSE TO RAISE MONEY FOR STUDENT ENRICHMENT ON SATURDAY, OCTOBER 22, 2016 FROM 9:30 AM TO 3:30PM.
Motion by Sel. Kurtz, seconded by Sel. Herlihy, it was UNANIMOUSLY VOTED TO APPROVE LAURIA KAMATARIS’ APPLICATION ON BEHALF OF MAYO SCHOOL PTA FOR A PUBLIC ENTERTAINMENT LICENSE- ADMISSION FEE, FOR A CRAFT FAIR TO RAISE MONEY FOR STUDENT ENRICHMENT ON SATURDAY, OCTOBER 22, 2016 FROM 9:30AM TO 3:30PM.
- Appointment of Montachusett Regional Vocational School District Committee Representative
Motion by Sel. Kurtz, seconded by Sel. Ethier, it was UNANIMOUSLY VOTED TO APPROVE MR. JAMES COURNOYER’S REAPPOINTMENT AS HOLDEN’S REPRESENTATIVE TO THE MONTACHUSETT REGIONAL VOACATIONAL SCHOOL DISTRICT COMMITTEE FOR A FOUR-YEAR TERM STARTING NOVEMBER 15, 2016. (Voted by 6-0 vote of Board of Selectmen and Town Moderator)
The Board asked the Town Manager to add information on Montachusett Regional Vocational School District Open House days to the Town’s website in addition to the electronic signs in town.
- Halloween Hours- October 31, 2016 5-8PM
Motion by Sel. Kurtz, seconded by Sel. Herlihy, it was UNANIMOUSLY VOTED TO APPROVE THE HALLOWEEN TRICK-OR-TREAT HOURS ON MONDAY, OCTOBER 31, 2016 FROM 5PM TO 8PM.
- Town Manager’s Update
Mountview Open House and Ribbon Cutting: As a reminder, there will be a Ribbon Cutting Ceremony and Open House to celebrate the new Mountview Middle School on Saturday, October 15, 2016 at 9AM. The public is invited and encouraged to attend.
Early Voting Schedule-November 8, 2016 Election: For the first time, there will be opportunities for voters to cast their votes before Election Day. Enclosed is a schedule for early voting which will be held from October 24 to November 4, 2016 at the Town Clerk’s Office, 1196 Main Street, Holden. Voters will be able to go to the Town Clerk’s Office and cast their ballots in a voting booth. The early voting will be available during the Town Clerk’s normal business hours as follows:
10/24/16 8AM to 4PM 10/31/16 8AM to 4PM
10/25/16 8AM to 7PM 11/1/16 8AM to 7PM
10/26/16 8AM to 4PM 11/2/16 8AM to 4PM
10/27/16 8AM to 4PM 11/3/16 8AM to 4PM
10/28/16 8AM to 12PM 11/4/16 8AM to 12PM
More information is available on the website www.holdenma.gov. The last day to register to vote is October 19, 2016. The Clerk’s Office will be open from 8AM to 8PM.
- Citizen’s Address
Chairman Renzoni interrupted Town Manager’s update to call for Citizen Address. No members of the public were present.
Town Manager Update Cont.
Composting and Brush Chipping: The DPW will be offering Saturday residential composting and brush chipping events through December as follows:
October 22 November 12
October 29 November 19
November 5 December 3
Hours of operation are 8AM to 2:30PM, weather permitting. Composting materials will be accepted at the former Landfill (River Street), and brush chipping will be done at the DPW Adams Road facility due to the Asian Longhorned Beetle quarantine area. More information including restrictions is available on the Town’s Web site www.holdenma.gov.
275th I want to congratulate the 275th for the Fireworks Display. It was absolutely fantastic and it was beautiful night. The sky was clear and the fireworks were fabulous so I wanted to thank the 275th for its work.
2016 Holiday Hours: In the past, the Board of Selectmen has allowed town business offices to close the day after Thanksgiving. The closing has not had a negative impact on the public as this is typically a quiet day for customer traffic. The gesture by the Selectmen is greatly appreciated by the employees and has, in my opinion, a positive influence on morale.
Should the Board concur with this recommendation, I suggest that you adopt the following vote to apply this time-off expressly to non-essential personnel only (not public safety employees who are essential personnel).
Motion by Sel. Kurtz, seconded by Sel. Ethier, it was AS A GESTURE OF GOOD WILL AT THE HOLIDAY SEASON, THE SELECTEMEN VOTE UNANIMOUSLY TO CLOSE TOWN BUSINESS OFFICES FOR ONLY NON-ESSENTIAL PERSONNEL ON FRIDAY, NOVEMBER 25, 2016. ONLY ESSENTIAL PUBLIC SAFETY EMPLOYESS WHO ARE SCHEDULED TO WORK OR WHO ACUTALLY WORK ON THESE DAYS WILL BE ELIGIBLE TO RECEIVE UP TO EIGHT (8) HOURS OF COMPENSATORY TIME OFF AT THE DISCRETION OF THE TOWN MANAGER.
- DPW Building Facility Committee
Ms. Kelly told the Committee that she appreciated its work and that it has really made some critical decisions and headway so far.
Dan Nason, Chairman of the DPW Facility Committee, was present at the meeting. He introduced the other members present, Jim Kempton, Jack Cross, Eugene Stirchak, Mark Johnson. Additionally John Woodsmall, DPW Director and Ryan Mouradian, DPW, were present as well along with two engineers from Weston and Sampson.
Mr. Nason took the Board through the past year and the meetings that they had conducted. He stated that they had worked on land acquisition, design of the building as well as conducted various assessments of the current facility. He stated that they analyzed the space both inside and outside so that they were able to determine what would be needed for a new facility.
Mr. Nason stated that the Committee did a RFQ and from there selected Weston and Sampson Engineers, Inc. to work with on the project. He stated that in April of 2016 they had a warrant article for the Annual Town Meeting placed in order to fund a Due Diligence Site Analysis. In April of 2016, Weston and Sampson conducted a Fatal Flaws Analysis and at the end of that process it was determined that 18 Industrial Drive was the preferred site.
Mr. Nason stated that in July, the Committee did a space needs and reviewed each space and voted on it. He stated that in August, they worked on Phase 1 of the Environment Analysis and it was determined that it would cost about $1 million to clean up the site.
Mr. Nason stated that is the gist of what occurred during the last year and that they wished to request a Special Town Meeting in order to acquire the property at 18 Industrial Drive.
Chairman Renzoni thanked the Committee. He stated that he thinks that although it is two matters they do need to focus on the land acquisition first.
Sel. Ethier stated that he thinks this is the ideal spot in Town for a DPW Facility. He stated that he feels the property at 18 Industrial Drive is valuable for the town regardless of the DPW Facility so he thinks that acquiring it is a good idea. He stated he is supportive of this and thinks it is the ideal place for the facility.
Sel. Herlihy asked for the operation costs to be outlined.
Mr. Woodsmall stated that they are collecting utility data. He stated that they were still trying to get numbers on gas and that it looks to be about $2,500/ month for electrical costs.
Mr. Woodsmall stated that the other cost would be $35,000/year for ongoing site monitoring for the three disposal sites on property if there was nothing done to the property immediately.
Chairman Renzoni asked if they had an estimate for gas.
Mr. Woodsmall replied that they are working on it and it could be over $10,000/month in the winter.
Chairman Renzoni stated that it would be different in the warm months versus the cold ones. He asked if $60,000/ year in gas expenses plus $2,500/month was a good starting point.
Mr. Woodsmall agreed it was.
Sel. Ethier asked what the expenses were currently at DPW.
Mr. Woodsmall replied that he did not know them off the top of his head but would get them to the Board. He said that you needed to factor in the difference of sizes of the two locations though.
Sel. Ethier asked what would happen to the Adams Road facility.
Ms. Kelly stated that there was a fire substation located at the same building that would remain there and that there were no plans to sell it at this point.
Chairman Renzoni asked what the condition of the substation was and if the Town would need to upgrade it in the foreseeable future.
Ms. Kelly replied that it would probably need to be updated at some point.
Sel. Kurtz stated that he liked the site for future growth of the Town. He stated that if the Town approved acquiring the land it would be about $150,000/ year ($110,000 in gas and electric plus the $40,000 in lost taxes). He stated that it would be a hit to the Town especially if we acquired the land and were not able to approve the DPW site immediately. He stated that other sites like the public safety building took a long time for the Town to approve and he is not sure that the Town is ready to swallow this project at the moment.
Mr. Nason stated that the loss of tax revenue is one thing but that there is limited sites in town that would work for a DPW site. He stated that there was nothing available that had a less tax impact unless you look at a residential property and no one wants that in their backyard. He stated that he understood that there would be a tax impact but that would be one of the costs if they were to move forward with the building.
Sel. Kurtz stated that he didn’t disagree with the spot he just thinks the Committee needs to get out there and sell the project to the public because the public knows nothing about DPW or the project. He stated people don’t know the urgency of this project. He stated Mountview was in the public for 18-24 months before the vote and he thinks this is project is lacking that. He stated that the Town has a history of not supporting these projects and without the public knowledge he is not sure that the public will pass this.
Chairman Renzoni stated that they all feel as though this is going to be the best spot but that he thinks with the implications to the budget they need to get a better grip on the Hazmat stuff. He asked to what degree of certainty can the committee say that $1 million will remediate the spots. He stated he wants to be assured that the million will cover the cost.
Mr. Woodsmall replied that it was not a hard number. He stated that they have a firm estimate with the help of the LSP from Weston and Sampson, and he is familiar with the site and has reviewed the documentation and paperwork before coming up with the $1 million estimate.
Mr. Nason stated that he understood that these projects are not like school projects as far as getting public approval. He stated that the Committee recognizes that they need to get out more public information but that the property became available and they don’t want to lose it.
Chairman Renzoni asked about the liability insurance.
Jeff Albert, Weston and Sampson, stated that the way the insurance would work is that if something new was uncovered it would provide insurance for the clean up of additional findings. He stated it would protect the Town. He stated that there are no indications that there is anything additional on the site.
Chairman Renzoni asked what the odds were that they would find something additional on the site.
Mr. Albert replied that they could not give the Board odds but they have a lot of good information and they are not going into a fresh site and guessing. He stated they feel as though the limits are well defined.
Mr. Nason stated regarding insurance, it is cost-cap insurance so anything found beyond what they know about is paid for by insurance.
Sel. Herlihy asked if they had a quote on the insurance yet.
Mr. Woodsmall replied they are still waiting on a more accurate quote.
Sel. Ethier stated that Weston and Sampson reviewed the property as did DEP. He stated that he feels as though they have two opinions. He stated that the property is assessed at about $2.5 million but they are selling it at nothing but the remediation that is estimated at about $1 million. He stated it is a bargain and he thinks the Town should move on it.
Chairman Renzoni stated he was on board getting the property but he thinks Town Meeting is going to need more information.
Sel. Kurtz stated he would support the land but he would caution the Committee that the Town would not look favorably on dirty land. He stated he thinks that they need more information on the clean up to pass town meeting. He asked if they have looked at the state’s Super Funds to see if there are funds available for the clean up.
Mr. Woodsmall replied that the Town was not eligible for the Super Funds but that they will be looking for any and all grants that they could apply for.
Sel. Ethier stated that the Committee had done so much work thus far and that he thinks this is a sellable project but that now the Committee needs to do that.
Chairman Renzoni agreed and stated that they need more data.
Mr. Nason stated that there was a cost of remediation on this property but that other sites that were reviewed also had costs associated with them. He stated the second site would have considerable construction costs that would need to be done before the property could even be built upon. He stated other properties would have the cost of the property in addition to the build out so there were other factors to think about.
Chairman Renzoni stated people were going to want answers at town meeting about things such as demo costs, projected project, etc. He asked what the current footprint that DPW was working on at all the sites was. He stated he wanted more data as well before calling a special town meeting.
Chairman Renzoni stated he wanted to know the current operating expenses as well broken down monthly or yearly that they don’t put up a building.
Chairman Renzoni asked outside of the land acquisition, the day that ground is broken to occupancy what is the cost.
Mr. Woodsmall stated that the current game plan was to use about half of the space and half of the office building and that cost was inclusive of everything being done on site, the outside storage, salt sheds, and about $3 million in contingencies as well.
Chairman Renzoni stated that they are going to have to answer the question as to what the Town is going to do with the land once they obtain it. He stated that he understands that they are using a working model but he would like to see a current footprint that DPW is using versus a projected footprint. He stated that he would like to see where they are going because it will help with needs. He stated not regarding land acquisition but he thinks that the building has wiggle room.
Mr. Nason stated that they can get that information.
Chairman Renzoni asked when the Committee was sitting with Fin Com.
Mr. Nason replied they could go a FinCom meeting after a special town meeting is set.
Ms. Kelly stated that it was proper and appropriate for the Building Committee to go before the Select Board, first. After the special town meeting was scheduled, the Fin Com would weigh in or ask for additional information before taking their position.
Chairman Renzoni stated that he would weigh heavily Fin Com’s consideration and he would have a hard time calling for a Town Meeting without the Building Committee first going to Fin Com. He stated they would scrutinize where the project went from $12-15 million to $24 million. He stated that the project has doubled and he suggests that Fin Com be involved.
Sel. Ethier stated that the Board of Selectmen set Special Town Meetings and he thinks that they should do so. He stated that Fin Com should give their recommendation but that it is appropriate to be before the Selectboard first.
Ms. Kelly stated that this meeting was the start of publicizing the DPW Project. She stated that when invited, the Building Committee can meet with Fin Com as well and that could be held on camera to help publicize the project, too. She stated that she understands that the Board may not want to make the decision as to whether or not they support the project before speaking with Fin Com. However, the Building Committee is asking the Board to set a Special Town Meting sometime in the fall with regards to acquiring this land so the discussions and publicity can begin.
Sel. Ethier stated that this was an urgent matter because they could lose out on the land if they did not move quickly enough. He stated that if they acquire the land and the project does not move forward it is still valuable land for the Town. He stated that he thinks they should set the Special Town Meeting.
Chairman Renzoni stated that they could call a joint meeting with the FinCom within 48 hours if everyone wished to do so.
Ms. Kelly stated that the land acquisition was what they were speaking about and she suggested that she thinks they can get a favorable vote on acquisition of the property once the Town Meeting is set and then there is time for everyone to weigh in on the matter.
Chairman Renzoni stated that he feels reluctance to call a special town meeting before they sit with Fin Com. If the Town is going to borrow or appropriate money then Fin Com should be involved. He asked why they (Building Committee) has not met with Fin Com.
Sel. Ethier stated that the first step was to set the Town Meeting and then let Fin Com weigh in. He stated that he agrees once they take control of the property they need to know what the carrying costs are.
Ms. Kelly stated that the vote at Town Meeting would be to authorize the Town to negotiate a purchase and sales with the owner of the property and to acquire the property.
Chairman Renzoni stated he did want to vote on a special town meeting tonight (October 3, 2016) and he has a few follow ups he would like answers to. He stated they could wait the two weeks until the next Board of Selectmen meeting or two days and call a meeting but he wants the Committee to sit in front of Fin Com.
Mr. Nason replied they could wait the two weeks.
Sel. Ethier stated that as a Board he feels they are capable of setting the Town Meeting. He said Fin Com can recommend for or against but that the remediation costs would remain what they were.
Mr. Nason stated that Dave White, Fin Com, was a liaison to the Building Committee.
Mr. Woodsmall stated that he wanted to clarify that the report before the Board was not comprehensive it was a general overview of things to date and the reasons they are moving forward. He stated it was always the intention of the Committee to flush things out further and then work with any and all boards in Town that have interest in the project.
Sel. Kurtz asked about the cost /sq ft and how it compared to other projects.
Mr. Albert replied that he can put together a summary memo for the Board and that they have done a number of projects similar in scope and that the cost outlined is in line with the costs in Massachusetts.
Sel. Herlihy stated that there are a lot of different departments that encompass DPW and that the Building Committee has looked at every single room through the process.
Mr. Nason replied that they were looking to set the Special Town Meeting for the first week in December.
Chairman Renzoni stated that he supports the project but he wants to see the questions answered. He stated that he knows they will follow up with Fin Com. He stated that while the land acquisition and the building are separate discussions it will be blurred in the community so they will need to be able to answer the questions, as well. He stated that if they all get behind the project he is confident that they can rally the community. He stated he would be happy to schedule the vote.
He thanked the Committee for coming out.
Mr. Woodsmall introduced the Board to a new employee, Ryan Mouradian, Water Sewer Superintendent. He stated he is a Town resident and member of the call fire department as well.
Mr. Mouradian greeted the Board. He stated that they were working hard with leak detection and the water ban and doing everything they could with regards to the water.
- Selectmen Subcommittee
Sel. Scheinfeldt was appointed to work with the Planning Board going forward.
Sel. Kurtz stated that the 275th Committee had a fantastic night of fireworks in Town and it was a wonderful event. He stated that everyone did a great job and they left the fields in great condition. He stated that the Fire Department and Police Department did a great job as well and he thanked them for their efforts. Sel. Kurtz stated that they will have a follow up meeting for wrap up in the near future.
Chairman Renzoni stated that it was a great event and public safety did a great job keeping everyone safe.
The Board thanked the local businesses as well for their help with parking and use of their properties.
Sel. Ethier stated that Ag Com met and spoke about SummitWynds. He stated that they had determined that the State Legal Association deals with this type of agricultural matter and they asked for legal opinions from them on the matter.
Sel. Ethier stated that the EORC is getting up and running and he is hopeful that they will have an agenda and meeting date set shortly.
- Selectmen Minutes
Motion by Sel. Kurtz, seconded by Sel. Herlihy, it was VOTED TO APPROVE THE AUGUST 15, 2016 BOARD OF SELECTMEN: EDUCATIONAL OPTIONS REVIEW COMMITTEE PRE-MEETING MINUTES BY A VOTE OF 3-0-2 (Renzoni: abstain; Scheinfeldt: abstain).
Motion by Sel. Herlihy, seconded by Sel. Ethier, it was VOTED TO APPROVE THE SEPTEMBER 7, 2016 BOARD OF SELECTMEN: EDUCATIONAL OPTIONS REVIEW COMMITTEE PRE-MEETING MINUTES BY A VOTE OF 3-0-2 (Kurtz: abstain; Scheinfeldt: abstain).
Motion by Sel. Kurtz, seconded by Sel. Herlihy, it was UNANIMOUSLY VOTED TO APPROVE THE SEPTEMBER 19, 2016 BOARD OF SELECTMEN MEETING MINUTES AS CORRECTED.
Motion by Sel. Kurtz, seconded by Sel. Scheinfeldt, it was UNANIMOUSLY VOTED TO APPROVE THE SEPTEMBER 19, 2016 BOARD OF SELECTMEN: FY 18 GOAL SETTING PREMEETING AS AMENDED.
- Selectmen Miscellaneous
Sel. Ethier asked about the Assessors’ Office home inspections.
Ms. Kelly replied that the Assessors are required to review all the properties in town every so many years. The data collectors do it section by section.
Sel. Kurtz told Ms. Kelly that there is a flashing light at Mountview throughout the night.
Ms. Kelly stated they would look into it.
Next Meeting:
Motion by Sel. Kurtz, seconded by Sel. Ethier, it was UNANIMOUSLY VOTED TO ADJOURN THE OCTOBER 3, 2016 BOARD OF SELECTMEN MEETING AT 8:33 PM.
APPROVED: _November 7, 2016 (as amended)_____________