Board of Selectmen, September 10, 2018
HOLDEN BOARD OF SELECTMEN
MEETING MINUTES
September 10, 2018
6:35PM Memorial Hall
Present: Chairman Geri Herlihy, Jeremy Kurtz (6:39PM), Anthony Renzoni, Tyler Gibbs, Robert Lavigne
Others Present: Peter Lukes, Town Manager
Stephanie Bacon, Assistant Town Manager
Stephen Madaus, (6:37PM)
Liz Fotos, Town Recorder
Chairman Herlihy called the meeting to order at 6:35PM. The Board stood to recite the Pledge of Allegiance.
Chairman Herlihy thanked the Town Manager for the new tables; she stated that they looked great.
Mr. Lukes replied that the Department of Corrections made them.
- Appointments, Licenses, and Permits
Motion by Sel. Lavigne, seconded by Sel. Renzoni, it was UNANIMOUSLY VOTED TO APPROVE KATHERINE MILLS ON BEHALF OF HOLDEN CROP HUNGER WALK FOR A PARADE PERMIT TO RAISE MONEY FOR CHURCH WORLD SERVICE ON SUNDAY, OCTOBER 14, 2018 FROM 1:00PM TO 4:30PM.
A Motion was made by Sel. Renzoni and seconded by Sel. Gibbs regarding a Public Entertainment License and a Beer and Wine License for Summit Wynds Farm. The matter was opened for discussion.
Mr. Lukes stated that the applicants had met with Chief Armstrong, Chief Hall, and other people in Town regarding the expectations surrounding the event.
Mr. Madaus entered the meeting at 6:37PM.
Sel. Renzoni stated that the event looked great and that it should be fun.
Sel. Lavigne asked about the beer and wine being served on October 4, 2018.
Mr. Lukes replied it was not being served on that day. He invited the applicant up to address any concerns the Board had.
Amy Parker from Summit Wynds stated that they were not having beer or wine on that Thursday, only on Friday, Saturday, and Sunday. She stated that they were looking to have an event that focused on agriculture. She stated that they would have art vendors and a food truck. She stated that they wanted to have a family friendly event over Columbus Day weekend where people can pick lavender and have a good time on the grounds. She stated they were going to do classes on wreath making, have acoustic music as well.
Sel. Kurtz entered the meeting at 6:39PM.
Ms. Parker stated that the Thursday events would be very calm and would consist of artists painting in the fields and it was not open to the public.
Motion by Sel. Renzoni, seconded by Sel. Lavigne, it was UNANIMOUSLY VOTED TO APPROVE AMY PARKER ON BEHALF OF SUMMIT WYNDS, INC FOR A PUBLIC ENTERTAINMENT LICENSE FOR A 4 DAY EVENT TO RAISE AWARENESS OF THE PRODUCTS AND SERVICES OFFERED AT THE FARM ON THURSDAY, OCTOBER 4TH THROUGH MONDAY OCTOBER 8, 2018
Motion by Sel. Renzoni, seconded by Sel. Lavigne, it was UNANIMOUSLY VOTED TO APPROVE THE BEER AND WINE LICENSE FOR AMY PARKER ON BEHALF OF SUMMIT WYNDS, INC ON OCTOBER 5, 2018 FROM 3:00PM -8:00PM, AND OCTOBER 6TH -8TH FROM 10:00AM TO 4:00PM.
Motion by Sel. Renzoni, seconded by Sel. Lavigne, it was UNANIMOUSLY VOTED TO APPROVE A PARADE PERMIT FOR DANIELLE LUSSIER ON BEHALF OF DAVIS HIL ELEMENTARY SCHOOL PTA FOR A 5K DRAGON DASH FUND RAISER ON SUNDAY, OCTOBER 14, 2018 FROM 12:00PM-1:30PM.
Motion by Sel. Renzoni, seconded by Sel. Kurtz, it was UNANIMOUSLY VOTED TO APPROVE LAURIA KAMATARIS ON BEHALF OF MAYO ELEMENTARY PTA FOR A PUBLIC ENTERTAINMENT LICENSE FOR A CRAFT FAIR FOR STUDENT ENRICHMENT ON SATRDAY OCTOBER 20, 2018 FROM 9:30AM TO 3:30PM.
Motion by Sel. Lavigne, seconded by Sel. Renzoni, it was UNANIMOUSLY VOTED TO APPROVE THE MAY PTA FOR A COMMON VIC LICENSE FOR A BAKE SALE ON SATURDAY OCTOBER 20, 2018.
- Contract Review Interim HMLD GM
Mr. Lukes stated that this was asked to be put on the agenda. He stated that the Board had initially agreed on this while a new General Manager was being hired with a review to be done on a three month term. He stated that a replacement should be hired in the next 30 days so if the Board wished to vote they could but it would not be necessary to do so.
Sel. Lavigne stated that the original motion was to have Mr. Lukes serve as an interim General Manager for HMLD until the time that a new GM was hired.
Mr. Lukes stated that the agenda item was to approve the contract amendment.
Sel. Lavigne stated that the amendment read for a three month time to continue until the Board finds a replacement.
Sel. Renzoni stated that he thought there was a three month limit so that they would be forced to go in and evaluate the progress and ensure that this was being seen through quickly.
Mr. Lukes stated that the contract indicated that there would be a review.
Sel. Renzoni asked how much more time they were looking at before they knew if the candidate was eligible.
Mr. Lukes stated that the committee had been moving quickly and they had been scheduling interviews. He stated that they were hoping to extend an offer by the week after that and then enter into negotiations so it could be 3-30 days depending on the candidate. He stated that by the end of October someone should be in place.
Sel. Renzoni stated that he was okay with leaving it as it was but would like an update at the first meeting in October to have a better understanding as to where they stood. He stated that if at the first meeting in October they did not have a candidate to move forward with they could go into Executive Session, however he felt as thought they were moving in the right direction.
Sel. Kurtz agreed.
- Town Manager Update
2018 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. Lavigne, seconded by Sel. Renzoni, it was UNANIMOUSLY VOTED AS A GESTURE OF GOOD WILL AT THE HOLIDAY SEASON, TO CLOSE THE TOWN BUSINESS OFFICES FOR ONLY NON-ESSENTIAL PERSONNEL ON FRIDAY, NOVEMBER 23, 2018. ONLY ESSENTIAL PUBLIC SAFETY EMPLOYEES WHO ARE SCHEDULED TO WORK OR WHO ACTUALLY 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.
HMLD Monthly Report: Enclosed is an HMLD monthly report for the periods ending June and July, 2018, prepared by the Town Managers Office and Lori Rose, Town Accountant.
Holden Days: The Wachusett Area Chamber of Commerce held its annual Holden Days festival on Saturday, August 25. It was probably the most well attended Holden Days ever, drawing an estimated 8,000 people to the center of town. Included in your packet is a letter from Chamber Director Jen Stanovich thanking the Town, our departments, and employees for their support and assistance in making this event so successful.
Thank you to fire, police, and DPW, you did the town proud on that day.
Recycling Dividends Program Grant: Your packet contains a letter from Governor Baker and Lt. Governor Polito awarding the Town $11,000 in grant funding through the sustainable Materials Recovery Program. The only requirement on the funds is that Holden spend it toward our recycling efforts and programs.
Community Compact Best Practices: The Town was recognized by Lt. Governor Karyn Polito for completing our original Community Compact in the category of citizen Engagement through better use of Information Technology. A letter from the Lt. Governor is attached in your packets. We plan to turn our sites to a new Community Compact with a sharper focus on receiving grant funding from the Commonwealth for potential improvements in recreation facilities and/ or improvements and upgrades to some of our capital assets.
First Day of School: Wachusett Regional School District opened their school year on August 28. On the recommendation of Chief Armstrong the Town activated our Emergency Operations Center in order to run practice drills for camera access to the High School and Middle School, as well as networking our capabilities between Police, Fire, Schools, State Police, DPW and our IT staff in Holden and in the WRSD. The process flowed smoothly and our efforts were met with great response on social media from parents and residents. Many thanks to the Department Heads involved, the Mass State Police and Superintendent Darryll McCall.
Year-To-Date Revenue and Expenditure Reports: Attached are the Year-to-Date Revenue and Expenditure reports for the period ending June and July, 2018 prepared by Lori Rose, Town Accountant.
Family Fun Fall Festival: The Friends of Eagle Lake have planned a Fall Festival event at Eagle Lake, set for Saturday, September 15 from 11:00AM to 3:00PM. Events include horseshoes, bean bag toss tournament, volleyball and balloon toss, tug of war, kids’ obstacle course, sand castle contest, face painting, kayaking, and basketball. The event is free and open to the public.
- Selectmen Miscellaneous
Sel. Lavigne stated that the Kids in the Kommunity have been reconvened. He stated that Bob Chaplin has restarted this separate from Mountview and they had a kick off event at Kaitlyn Stone Playground. He stated that the playground looks amazing and he was glad to have the organization back.
Chairman Herlihy stated the Mayo Craft Fair was a great event and fundraiser and she hoped everyone attended this fun day.
- Selectmen Subcommittees
Sel. Lavigne stated that the Light Department Search Committee have met and have had the first round of interviews. He stated the Committee will meet again to go over the criteria and see if they want to revisit any candidate or move any different people forward.
Sel. Renzoni stated that Fin Com met with the DPW Building Committee to discuss the proposal for 18 Industrial Drive. He stated that Fin Com listened to their presentations and did not take a position on it yet but they will be getting back together shortly.
Sel. Renzoni stated that the VA Committee will meet this fall.
Sel. Renzoni stated that the Master Plan Committee will have a Visioning Workshop coming up on Saturday September 22, 2018 from 3:00PM to 5:00PM at the High School. He stated that all the information is on the website. He stated the Committee is doing a lot of work and anyone interested could reach out to himself or the Committee.
Sel. Kurtz: none
Chairman Herlihy stated that next week there will be a Gardening Committee meeting to recognize and speak about their progress.
Chairman Herlihy stated that the DPW Committee was present today to give an update to the Board.
Sel. Gibbs: none.
- Citizens Address
None
- HFD/SAFER Grant Discussion
Chief Hall was present at the meeting. He thanked the Board for inviting him to come in and he passed out a presentation to the Board for review. He stated that he took over as Fire Chief in January of this year and he had some goals/objectives that he wished to accomplish. He stated the first goal was to do a Strategic Plan for the Department. He stated there was no vision for the next 5-10 years for the Department, which is typical in Public Safety, and he wanted to remedy that. He stated that he also wanted to get accredited as a Fire Department because he felt that would make the Department stronger.
Chief Hall stated that he got a Committee of Fire Fighters and Officers together to decide on the best course of action. He stated that during that time the SAFER Grant, which was a staffing grant became available and it allowed them to put the data together in conjunction with their findings and submit it for approval. He stated they were awarded the grant and that it was a difficult grant to get as FEMA puts it out to 300 recipients nationwide. He stated that they put in for Federal Grants on an annual basis but they were excited to receive this one as it allowed them to take the Fire Department forward. He stated that this would change operations on a daily basis and better utilize the funds in a response capacity.
Chief Hall stated that once the grant was awarded they have 30 days to accept it and that as of tonight they were at day 18. He stated after that they have 180 days to begin recruitment and 6 months to fill the positions. He stated that they wanted to do a staffing analysis and they went back to 2009. He stated they did not go further than that because before that there was not an ambulance and not a lot of full time employees so the data was not great. He stated that they also looked at Call Fire Fighters and the Departments ability to reach National Standards.
Chief Hall stated that if they look at the graph, their call line has increased along with the increase in population. He stated that since 2010 there was a 12% increase where the state average is 2%. He stated that with the change in population, fire calls increased and EMS calls really increased. He stated that EMS calls jumped 45%. He stated that could be contributed to the medical community, the medical office space, urgent care, and the nursing home. He stated that all these factors contribute to the increase plus the 20,000 cars that go up and down Main Street, which leads to more traffic accidents.
Chief Hall stated that they looked at when they had their calls. He stated that the peak hours were 7AM and 7PM which is when the most people are going through Town. He stated that was the worst staffing time of day. He stated that two calls would wipe them out and then they have to have recall to cover the station. He stated that there is also an issue with the ambulance turn around time to the hospitals. He stated that currently it is between 60-80 minutes and most of that is waiting in the ER. He stated that if the Emergency Rooms are busy they have to wait to turn over patients. Chief Hall stated that there may be additional impact depending on the response to Question 1 on the ballot as well; Patient Staffing to Nurse Ratio.
Chief Hall stated that another thing they looked at was the Inspection Services the Fire Department does. He stated that they were booking two weeks out for these services which could be difficult for residents. He stated there was a 51% increase for inspections since 2012 with all the new homes going up. He stated there are other commercial inspections and things they want to be involved in but they can’t.
Chief Hall stated that Call Firefighters have been the backbone for many years but over the years the requirements have changed dramatically. He stated that now they have to send people to training for 4 months and they are long evenings and weekends often when people get out of their own full time jobs. He stated that since 2012 they have lost 50% of their Call Force. He stated that they try to nurture it but that some people relocate, some don’t like it, and others can’t make the commitment. He stated that the biggest void they have is during the day. Chief Hall stated that this was not just an issue in Holden, it was an issue nationwide.
Chief Halls stated that during the week they have 2.9 Firefighters. He stated that the best time is 7PM to midnight but then the amount drops again after midnight. He stated that they look at employment and they have 4 on duty 24/7 and if one is out they back fill with overtime because they don’t want to drop below that number. He stated that they also cross staff. He stated that Chaffins substations is only on call with 2 engines and no ambulance because there is not enough space.
Chief Hall stated that they also looked at and analyzed response time and the different locations in Town. He stated that looking back at the 2008 Master Plan it was recommended to man the Chaffins station. He stated that looking at the survey that just came back in ‘Emergency Response’ was the #1 priority named.
Chief Hall stated that the grant would be for 6 positions and would have a 75% reimbursement for 2 years salary and 35% benefits. He stated that this is something that would benefit the Town and its residents and would set the Department forward in the future.
Sel. Lavigne thanked Chief Hall for the report. He stated that it answered more questions than he thought he had. He asked what the impact would be for this after year 4. He stated that he didn’t think it would be substantial because the Town would need to increase their staffing regardless. He stated that he did not realize that the ambulances were taking up so of the time. He stated that the previous Chief had stated that it would be a profit center; he asked if they were still in the black.
Chief Hall stated that collections had never dropped and the Department was still making what they said they would.
Sel. Lavigne asked how it worked with staffing the Chaffins Station. He asked how they maintain and operate it.
Chief Hall stated that they would need to adopt more of an urban mentality in that the ambulances were outside and running. He stated that it would be a more difficult proposition because of how it was designed but that they would make it work. He stated that he would also work with DPW to see if they could put an ambulance in there to get it out of the weather but that it was a need on that side of town.
Sel. Lavigne stated that they had invested money in technology that changed the lights. He asked if that changed response times at all.
Chief Hall replied it did not but it did make it safer to get through the lights.
Sel. Lavigne asked Chief Hall to think about the possible new DPW facility or other areas in that section of Town that may be optimal for them to use.
Chief Hall replied that Adams Road was a great location. He stated that the Light Department was at capacity but it may be a short term option during the day.
Sel. Renzoni stated that he hears inspection services and asked if they can slice it off and pay for it with the fees generated from inspection.
Chief Hall stated that the former Chief never raised inspection fees because he felt that raising the fees impacted the consumer. He stated that he does not think that they have generated enough money from that, he stated he believed it was about $22,000 which was not enough but with the added staff they would have on duty people that could handle it and break apart that responsibility. He stated it would also allow them to do more training and would allow for a paradigm shift.
Sel. Renzoni suggested looking at other like sized Towns to see what their fees were.
Sel. Renzoni asked if the Call Firefighters were offered a bonus after completion of the academy so they would see that through.
Chief Hall stated that it was $1,500, $750 paid and $750 after a year of service. He stated that they may want to look at that as well and see if they can stop the decline. He stated that if they hire 5 per year and keep 2 that is a good number. He stated that they need to be more diligent with vetting the candidates as well. They require them to be EMT’s and that he feels like a smaller force is easer to manage then keeping people on a roster that are not adding value.
Sel. Lavigne asked if they were starting this tomorrow, would Chief Hall use the Call Firefighter system.
Chief Hall replied he would. He stated that it works but a smaller more focused group would be better he believes.
Sel. Renzoni asked if they did not have a grant for $1 million, if they could add 6 new firefighters to the force in the next few years.
Chief Hall stated that they had been trying since 2017 to put more staff on but they had never made it past Fin Com. He stated that as Fire Chief he sees us hiring but as someone that is setting the budget he can’t answer that. He stated that he does know that this grant will let them be proactive in getting what we need now so that the force hits the ground running and getting these 6 positions. He stated that he understands every department has needs.
Sel. Lavigne stated that it looked like the plan will reduce overtime. He asked what the anticipated savings over 3 – 4 years would be once they staff.
Chief Hall stated that he put together a reallocation for Fin Com. He stated that he did not want to do any cuts because he does not know how training would go. He stated that the way he left it with the Town Manager was that any savings they see would go back to the General Fund.
Chief Hall stated that in FY 21 he predicted a 33% reallocation of the budget. He stated it would be about $53,000 in two years. He stated that in FY 23 it would be 45%.
Sel. Renzoni stated that in year 4 six new firefighters would be the cost of three.
Chief Hall agreed and stated that because they were hiring like that, if they did two new hires at the end of the three year period it would cost more.
Sel. Lavigne asked if they planned for six new recruits or if there is someone that was already trained they would look.
Chief Hall replied that would be fantastic but he was unsure that would happen.
Sel. Lavigne stated that he asked that because of retirement, without lateral transfers the department would be top heavy.
Chief Hall stated that the majority of the career firefighters came in with the ambulance and were mid 30’s to 40’s. He stated that he thinks they are in a good place and don’t think there will be a mass exodus right now. He stated that right now they have a lot of experience and are in a place that they can bring in new people and train.
Sel. Laving asked if there was a lot of natural turnover in the department.
Chief Hall replied that a lot of people don’t stay in the same place forever these days.
Chairman Herlihy asked about OT and asked what happened if someone calls in sick how it impacted the staff.
Chief Hall stated that they have a provision that only one person is off at a time. He stated that about 55% of it comes from cause action.
Chairman Herlihy stated that was where the savings would come from.
Sel. Renzoni stated that to be clear, this was the Town Manager’s business and Fin Com was obligated to look at it because it is a financial matter. He stated that he thinks that the Board should endorse this or not so the Town Manager knows where they stand. He stated that he also thinks that one point that should be recognized is that over a decade ago, this shortage was identified and not addressed. He stated that the Town has known about this issue for a long time. He stated that if they were asked to put on three firefighters at 100% of the cost it would be hard to sell but because they are receiving $1 million over three years and the Chief is able to show that he is reducing over time it is an easier thing to endorse. He stated that he does endorse this and that he thinks the Board should as well.
Sel. Lavigne stated that he agreed. He stated that the report was very comprehensive and made it so much easier to support this.
Mr. Lukes stated that he had been over this proposal quite a bit with Chief Hall. He stated that he had made it clear that if the numbers don’t man out there would have to be lay offs. He stated that Chief Hall was very confident in his numbers and that Mr. Lukes was as well. He stated that he thinks this is a great opportunity and that this was worked out in a collaborative manner with Fin Com, the Board, himself and the Fire Department.
Chairman Herlihy stated that she thinks that this is about more than just money, it is about public safety as well.
Motion by Sel. Lavigne, seconded by Sel. Renzoni, it was UNANIMOUSLY VOTED TO SUPPORT THE HFD/SAFER GRANT AS PRESENTED.
- DPW Facility Committee Presentation
Dan Nason, DPW Building Facility Committee was present at the meeting.
Mr. Nason stated that the Committee has been meeting for three years, since September 2015 and since that time they have mad a lot of progress. He stated that they have made multiple visits to other DPW Sites and as a community they had accepted the property at 18 Industrial Drive. He stated that they have worked with consultants to develop preliminary design plans and have also worked in greater detail. He stated that this was such an important project for the town. He stated that it was for the DPW employees who have worked for many years. He stated that over the last 60 years, infrastructure has increased, roadways have increased, plowing, water, sewage, drainage, sewer pump stations, municipal buildings, schools, and more have all increased and changed and DPW has not. He stated vehicles have all changed and are more specialized and the garage is cramped housing its over $6 million in equipment. Mr. Nason stated that the current DPW Facility is past its useful life.
Mr. Nason stated that the plans in front of the Board have a cost estimate as well. He thanked the team for all their work and stated that many of them were DPW professionals. He stated that the Board can see the proposed facility with details of the space and that the total project was $18 million dollars for a 43K SQ FT facility.
Sel. Renzoni thanked Mr. Nason for coming out. He stated that he assumed that the Committee was asking for a Town Meeting in the future, he asked when they though they were ready for it.
Mr. Nason replied that he was going to speak with the Town Manager but that they were thinking November.
Sel. Renzoni stated that he saw the presentation and he appreciated all the work that went into it. He asked if they had 20% of the drawing completed.
Weston and Sampson was present and confirmed that about 20% of the drawing had been completed.
Sel. Renzoni stated that the cost of the project was $18.5 million. He stated that they had wiped out the IIF for funds and that the demo was currently going great.
Mr. Nason stated that the project manager was working with the LSP to be able to crush on site and use the materials as fill. He stated that will show a huge savings and the low bid for this work was just under $400,000.
Sel. Renzoni asked why the number was $18.5 million not $18 million.
Mr. Nason stated that they had done a lot of revisions but never made it down to the $18 million number. He stated that he believed when the project started in front of this Board the number was under $20 Million, he stated he is unsure where the $18 million number came from.
Sel. Renzoni stated that it came from the fact that they had looked at all the other projects in Town. He stated that we were almost done with the pool, but that they have to look at all the capital expenses and that the $18 million number was not arbitrary, it was one that was best absorbed by people. He stated that he is not stuck on it but he wants to understand how we got here.
Mr. Nason stated that they also have savings they can apply and that this was a moving target so they were hopeful that as they continue on this they will have a better understanding in square footage cost and they can bring it forward if there is a change.
Sel. Renzoni replied that he was not arguing, but that the Board may be having this conversation as early as the coming Monday so they need to decide in the next few weeks.
Sel. Lavigne asked about the specifics of the canopy and its functionality.
Mr. Nason replied that it was a bay.
Sel. Lavigne stated that it was 14 bays; he asked what the purpose was and what type of equipment was being stored.
Mr. Nason replied that it could be any critical pieces including anything with hydraulics or anything that needed to be heated or respond to emergencies.
Sel. Lavigne asked how many pieces like that the Town had.
Mr. Woodsmall replied that the Town had more of those pieces then they had inside space for. He stated that they will also use aisles to store vehicles and that they have about 14 delicate pieces and then about 4-6 additional vehicles.
Sel. Lavigne asked if there was about 18-20 stored inside.
Mr. Nason replied it was about 36 stored inside and they proposed 14 to be stored in the canopy.
Sel. Lavigne asked if they did any analysis showing the savings for maintenance costs and the increase in life expectancy for the equipment to show the cost of that section of the building versus what it will save the Town to see if it is worth the money.
Mr. Nason replied they do have that analysis. He stated that they have to give it to his Committee first and then he will distribute it to the Board.
Sel. Renzoni stated that the space was not the expensive portion of this project; he stated it was just open space. He stated that Sel. Lavigne had asked the question as to where we currently store things. He stated that currently the Town stores at the existing building at 18 Industrial Drive. He stated right now most of the equipment is stored in or under something but now it will be under something the Town owns. He stated that the building will not be heated but it will be climate controlled and is a smart space. He stated that this was short money to protect our fleet and keep them out of the elements.
Jeff Alberti of Weston and Sampson was present at the meeting. He stated that Sel. Renzoni’s point was right on track. He stated that it was inexpensive but was housing the most valuable fleet. He stated that it was a space that was minimally heated and used an infrared heated so you are not heating the air you are heating the slab or vehicle so it then radiates up and thaws them and lets them run quickly. He stated that this was a cost effective system for the space.
Sel. Lavigne asked about the maintenance. He stated that he knew that they were talking about regionalizing maintenance and asked what happened with that.
Mr. Nason stated that there were four bays for maintenance and two to drive-thru.
Sel. Lavigne stated that he was trying to be functional. He asked if the Town had too many issues that we can’t fix at this point.
Mr. Nason replied that there are two doors on the other side so vehicles can be pulled through.
Sel. Lavigne stated that there was 3,600 SQ FT for the workshop space proposed; he asked how much space the DPW currently has.
Mr. Nason replied that we currently have 3,000 SQ FT but that it is in multiple locations.
Sel. Lavigne asked what the Town did with salt now.
Mr. Nason replied that it was in an undersized shed.
Mr. Woodsmall stated that it held about 1,200 tons; so 40x100.
Sel. Lavigne asked how much we used in a season.
Mr. Woodsmall replied about 4,000 tons/ season.
Sel. Lavigne asked how much we could house in the proposed.
Mr. Nason stated that they could probably get about 3,000 tons in there but that you don’t want to store your entire years’ worth at a time.
Sel. Gibbs asked how many acres were left for usable land for other projects.
Mr. Nason replied that this facility would use about 7 acres so the remainder is for the Towns discretion.
Sel. Kurtz thanked the committee and told him it looked as though they were close. He stated that he knows that they have a built in contingency of almost $1 million so that was just under the $18 million mark. He stated that looking at the big open bay, he asked what the proposal was for exhaust from the vehicles. He stated that a problem in the past was removing the exhaust in the building from the larger trucks without losing the heat source.
Mr. Nason stated that the problem that they run into with the DPW not like the fire department because all the trucks were different sizes and the connections were all different. He stated that they only propose to have the exhaust hook up at the mechanics space.
Sel. Kurtz asked if there was some sort of ventilation they could use. He stated it was all diesel trucks and he was looking for the personal safety for those working in the space.
Mr. Alberti, Weston and Sampson stated that for all the vehicle storage there will be sensors in the vent system. He stated that there will be proper air exchange to make sure that the workers have a clean environment under all conditions.
Chairman Herlihy stated that Mr. Woodsmall had been concerned with the turning radius of the trucks in the outside area.
Mr. Nason replied that it had all been looked at.
Sel. Kurtz asked about the gas pump; he asked if it was being moved or if it was staying at Adams Drive.
Mr. Nason stated that there would be one at the Industrial Drive location and it was on the plan.
Sel. Renzoni asked if they can look at the Administrative offices being departmentalized. He asked about the private offices.
Mr. Nason replied that everyone that has an office now will have an office. He stated that there is a need for private spaces as many people have private matters, personnel matters, contractors, and consultants and all that requires privacy. He stated that there is a shared foreman office but everyone else in administration has a private office.
Sel. Renzoni asked if they could add on in the future.
Mr. Nason replied that they were looking into that and that they would have it included in the bid and it will be itemized. He stated that there was some modules so it should be able to be added to.
Sel. Renzoni asked if they should do any more work prior to Town Meeting.
Mr. Nason replied that he is comfortable with where they are. He stated that they have two cost estimates and they are within a good range of each other. He stated that he would like to be further but it costs money to get further.
Sel. Renzoni asked where they were on outreach. He stated that this would be a tough Town Meeting and that he wanted it to pass the first time here and in the ballot box.
Mr. Nason replied that this was not like schools because schools always have support. He stated that they were on the DPW webpage, they had been setting up at various Town events such as Holden Days and speaking to local businesses. He stated that he thinks that the word is getting out.
Sel. Lavigne stated that this was a long time coming and that they appreciate the work of the Committee. He stated that he thinks they are really close and that he is looking forward to seeing the stats for this project.
Sel. Renzoni asked if there was any ideas for the rest of the property development.
Mr. Lukes stated that the rest of the property connects to the Dawson Recreation area in some capacity. He stated that there is some wetlands towards the back but that they are looking into it but that they would ideally look to do some sort of park or athletic fields. He stated that once this project is moving they can look at this and start a new Committee to move the other portion forward.
Sel. Renzoni asked if we pass Town Meeting how long it would be until ribbon cutting.
Mr. Nason stated it would be about 8-10 months of design and then hopefully a little less than 12 months for construction.
The Board thanked the Committee for coming out.
- WRSD Chapter 71 Reimbursement Discussion
Mr. Lukes stated that Dr. McCall was unable to make the meeting tonight but that he had met with him today. He stated that the Superintendent expects more information soon but he does not have anything further at this time.
Chairman Herlihy asked if they spoke about the next fiscal years impact regarding busing.
Mr. Lukes stated that it was explained that if the district did not bus the kids that were within 1.5 miles the school district would still need 49 buses so even by eliminating the closer kids there would be no cost savings.
Sel. Lavigne suggested tabling this matter for next meeting when Dr. McCall would be present and have more information.
Sel. Renzoni agreed and stated that he had some questions he would like answered directly by School Committee.
Sel. Kurtz agreed.
The matter was tabled until the October meeting.
Motion by Sel. Lavigne, seconded by Sel. Renzoni, it was UNANIMOUSLY VOTED BY A ROLL CALL VOTE TO ENTER INTO EXECUTIVE SESSION CITING MGL CHAPTER 30A §21(a) 2 TO DISUCSS PENDING LITIGATION BECAUSE DISCUSSION IN OPEN MEETING COULD HAVE DETRIMENTAL TO THE TOWNS LITIGATION POSITIONS AS THE CHAIR DO SO DECLARES AND TO RETURN TO REGULAR SESSION FOR THE SOLE PURPOSE OF ADJOURNMENT. (Lavigne: yes; Renzoni: yes; Kurtz: yes; Gibbs: yes; Herlihy: yes).
The Board adjourned Executive Session at 8:56 by a unanimous roll call vote and reentered Regular Session.
Motion by Sel. Kurtz, seconded by Sel. Gibbs, it was UNANIMOUSLY VOTED TO ADJORN THE SEPTEMBER 10, 2018 BOARD OF SELECTMEN MEETING AT 8:56PM.
APPROVED: __December 17, 2018 as Amended______