NB – the Board of Selectmen is catching up on approval of its minutes at tnonight’s meeting.
Board of Selectmen
Tuesday, October 17, 2017
Town House, Chenery Hall
Present: Osler Peterson, Michael Marcucci, Gustave Murby, Michael Sullivan, Mark Cerel, Kristine Trierweiler
Selectmen Peterson called the meeting to order at 7:00 PM and disclosed the meeting was being recorded. A moment of appreciation was taken for our troops serving in the Middle East and around the world.
Selectmen Peterson extended their condolences to the families of Dorcas Owen and Jack O’Toole, two former employees for the Town that passed away this week.
Selectmen Peterson announced the following:
- Medfield Transfer Station and Recycling Committee is seeking new members. Interested residents can contact the Town Hall.
- Arbor Day Celebration will take place on Tuesday, November 7, 2017 at 10:00AM at Montrose School on North Street.
7:00 PM Council on Aging Director Roberta Lynch
Board of Selectmen discussed the vacancy at the COA and the possibility of it being combined with the Veterans Service Officer. Ms. Lynch stated that she did not feel cutting the FT position in ½ would be work for the clients of the COA as it would limit services, duplication some services, and be an administrative challenge to manage. Recruitment would be difficult and add to the inability of Ms. Lynch to attend conferences outside of the building. Ms. Lynch reminded the Board of Selectmen that her department requests had been unmet in terms of personnel requests. A part time receptionist has not been funded; there is no full time building maintenance person. The staff at the COA is doing the shoveling, mowing, etc., and it’s not fair to the employees. Some of the work is outsourced to a private company but that money could be spent elsewhere.
The COA board member Richard Ryder agreed with Ms. Lynch that there would be issues of confidentiality if the staff person was two people versus one. They are fully in support of keeping one Outreach Worker as it is now as job sharing is not effective. This position has been vacant almost eight weeks which is unacceptable and this is the wrong department to try and put the Veterans Agent into.
Selectmen Marcucci said the premise of the discussions would be a FT VSO, assigned to the COA, a second PT employees assigned to the COA as Outreach. Essentially creating a 1.5 position versus the one person the COA structure currently has in place. Selectmen were looking for a hybrid model of a social worker and VSO to meet the law and increase staffing at the COA.
Perry Costas from the COA board disagreed with the idea and suggested that the two positions need to be separate from each other and both should be filled immediately. Ms. Trierweiler confirmed she has spoken with the Boston College Department of Social Work and she had no response from someone who is a licensed social worker as well as a veteran.
Selectmen Murby stated that the Selectmen have not made any decisions but there is overlap in the populations serviced, former VSO Ron Griffin suggested there is a synergy with the COA outreach worker.
Mr. Morrill, resident, stated that the VSO Ron Griffin was extremely helpful to him as well as the Outreach workers and has allowed him to age in place and both of these positions are crucial to the Town.
Selectmen Peterson suggested since the COA was not welcoming of this idea that it might be more appropriate to talk to Youth Outreach to see if they would be interested.
Mr. Sullivan reminded the BOS that there are candidates that have applied for the position and we need to move forward on filling this position to meet our VSO obligations. Selectmen Murby suggested we have more discussions with the State about the inability to fill it with a full time position and ask for consideration of a part time VSO.
Selectmen will look into the other personnel requests including maintenance at the COA. There is a need for a consistent plan for all Town buildings and grounds.
Ron Griffin was present and asked the Selectmen to view the POW/MIA chair in the meeting room. Mr. Griffin gave a brief history of the chair and informed the Selectmen that it represented one less serviceman missing in action. LT Richard Horwitz was lost in the mountains over Northern Italy on 2/28/1945. The LT was from Canton and was buried in West Roxbury earlier today. Mr. Griffin asked that a moment of silence be had for Mr. Horwitz.
7:15 PM Facilities Director Jerry McCarty, Permanent Building Committee, Capital Budget Committee, Medfield Energy Committee
Jerry McCarty presented a twenty year capital that is a culmination of site inspections, information gathering, out sourced engineering. Plan examines existing conditions of items in need of repair and plan for anticipated fixing. Life cycle of items and replacement costs are included in the spreadsheets as part of the plan. One of the major take aways is the need for a roof replacement plan for town buildings.
PBC will be crucial to the next steps of the process which is to determine priority. Additional engineering work will need to be done at Dale Street School as most of the maintenance has been deferred resulting in major expense. Mr. McCarty explained that in prior towns where he has worked, the Facilities Department had a capital repair account to address these items in the capital plan as part of operational expenses every year. The PBC in those towns would weight and prioritize what would be accomplished each year. Without funding it is impossible to address the items in the plan and items that need emergency repairs.
Mr. Sullivan pointed out the plan was developed looking at the energy efficiency of projects as well. Mr. Alinsky, Chair of the Energy Committee, echoed Mike’s comments that the projects identified as part of Green Communities Act have been included in this plan including LED light replacement, building reconditioning, HVAC system upgrades, etc, all things that could tie into the use of the Green Community Funds. Committee is now looking out farther than a five year plan with the help of Mr. McCarty. Mr. McCarty pointed out an example of a GCA project would be the middle school water heater which is at the end of its lifecycle. Town could look for reimbursement on that project through the GCA.
Selectmen Peterson asked for comments from the Board of Selectmen:
Concerned when reading the executive summary but reading of the report was a great explanation of why the costs of the plan seem so high. Report is tremendously detailed but concerned there are still some items that need more information. Selectmen Murby would like to see what other funding is available from existing budgets to cover some of the capital expenses. Need to identify the difference between routine maintenance and the capital projects. Projects should not all fall to Facilities Manager; some responsibility lays with other departments and the department heads. Selectmen Murby questioned that Public Safety, DPW, Dwight Derby and the WWTP are not in the plan yet.
Mr. McCarty will be adding those assets to the plan. They are newer assets and didn’t require the research for the older buildings. Facilities budgets have been consolidated, if COA has a building maintenance issue she calls the Facilities Department to handle it. A facilities maintenance person has also been hired to manage the daily routine maintenance items. The budget is new this year and is closely being tracked.
Selectmen discussed setting up a reserve account or stabilization funds to allow the PBC and Mr. McCarty to expend throughout the year on some of these projects that can’t wait for ATM approval every year. Selectmen Murby asked Mr. McCarty to continue to work on the report and refine the capital request amounts so that we can look at them for the Annual Town Meeting. Mr. McCarty agreed while pointing out that the requests will be “school heavy” as they are the biggest buildings in town that are used the most. You can anticipate a 60/40 split in terms of repairs/expenses between school and town buildings.
Mike Quinlan, Chair of PBC stated that is so valuable and Mr. McCarty should be commended on the report. This report reflects years and years of deferred maintenance. This isn’t an issue ready to be solved in April. Town needs to start having conversations about how best to address the issue, add in the other assets and develop a capital funding plan. Selectmen Murby agreed but didn’t want to not address some of these issues in April. An ongoing plan of how to address all the issues will need to be developed.
Selectmen Marcucci cautioned this plan can’t be looked at in isolation. This year’s town meeting will need to look at OPEB, pensions, pavement management, fleet management all together. Should the town be breaking it down into 5, 10 and 15 year segments for funding? Town needs to examine best way to fund all of these issues in terms of bonding, capital expenditures, and map out the lean years where the town can fund more projects. The capital budget committee could be a year round committee working with the PBC as we develop building capital projects and non-building capital projects.
Board of Selectmen thanked everyone for attending the meeting and thanked Jerry McCarty for all his work on this plan.
Mike Quinlan Chairman, Permanent Building Committee
Requests Selectmen’s review of proposed draft charter for Permanent Building Committee
Committee is currently ad hoc without formal governing principles. Committee is looking for approval to have this Charter incorporated into the town bylaws, in order to have a structure so that it memorializes the process. Selectmen have seen this draft before so seeking comments and direction at this point. If the Selectmen approve, it will go to bylaw committee, town counsel and final draft to Town Meeting.
Selectmen Murby asked for clarification on several items
- Charter says all town buildings, is Dwight Derby town building? Yes.
- Volunteers have to be registered voters? Yes, intention is registered voters with expertise in the identified areas.
Selectmen Murby suggested it is okay to appoint non taxpayers whom are willing to serve if they have expertise. Suggested the Committee should have staggered terms of three years versus five years. A flow chart for how the process works may be helpful.
Mr. Quinlan stated the first is to create a formal process of how departments work with the PPBC and Jerry McCarty. If the structure is in the bylaws then Committee can develop policy on process.
Selectmen Marcucci suggested that town employees not be included on this committee. Facilities master plan should be defined as to when updates will occur. Goal is to make it clear in the bylaws that the PPBC is the gate keeper of these projects. A proposed change to Section 1.12 is that it should be filed with the BOS and then referred to the PBC by the BOS.
Selectmen Peterson stated concerns those departments such as the COA says they have their own money for projects but it is a town asset and would like ensure they follow this process. Also, some concerns that some of the recently constructed buildings are starting to need work after only eight years.
Selectmen opened to questions from the audience:
Bill Massaro, Longmeadow Road
Cited concerns that the facilities plan should include MS as they are town owned buildings and repairs are being done. Mike Quinlan suggested once an actual plan for MSH is in place and if they are Town owned facilities then yes they would be Town assets then the PPBC would be overseeing the capital projects related to them.
Selectmen Murby discussed at this point the only building that PPBC should be looking at is the chapel building as it is still the only building that has a plan for the future.
Mike Quinlan thanked the BOS for their time, will incorporate the comments and contact the bylaw review committee for their input.
Town Counsel Mark Cerel requests the Selectmen vote to authorize action regarding encroachment issue within Rockwood Lane.
Selectmen Marcucci went to view the Rockwood Lane basketball hoop, and feels it is in the discretion of the BOS, there is a curb cut that was not approved. There doesn’t seem to be an issue, if there is any damage the homeowners would be liable for the damage. Issue appears to be the equivalent to mail boxes. The benefit of living in a small town is the BOS can make accommodations like this for residents and would favor not asking them to remove it.
Selectmen Murby was concerned permission was not requested to put this in the right of way. Citizens can’t just do what they want on town property and requested the homeowners come speak to the BOS to discuss further. It would appear to be a bad precedent for the Board to set if there is damage to Town property.
Selectmen discussed the possibility for a policy or license agreement that would address liability, accidents, property damage, insurance etc. It could be the neighbors need to have an agreement with each other regarding the roadway. Homeowners will be invited in to discuss the issue.
Director Public Works Maurice Goulet requests the Selectmen vote to sign:
Chapter 90–Final Report (1) Resurfacing Green Street, $176,794.72
(2) Resurfacing North Meadows Road $973,773.15
Vote: Selectmen Marcucci made a motion to sign the Chapter 90 as requested by Maurice Goulet, seconded by Selectmen Murby and the vote was unanimous.
Maurice Goulet requested the BOS sign a contract with Environmental Partners Group, for landfill monitoring, $30,600.00
Vote: Selectmen Marcucci made a motion to sign the contract for landfill monitoring as requested by Maurice Goulet, seconded by Selectmen Murby and the vote was unanimous.
Maurice Goulet requested the BOS sign a contract with Eastern Minerals for joint purchase of road salt for 2017-18 to the following: CC $45.20, Solar $45.20 and Treated Salt $62.20
Vote: Selectmen Marcucci made a motion to sign the contract for joint purchase of road salt as requested by Maurice Goulet, seconded by Selectmen Murby and the vote was unanimous.
Town Administrator Merit
Selectmen discussed the process for the Town Administrator merit and the need for a formal evaluation. Ms. Trierweiler reported that a new process will be in place for the following fiscal year. Selectmen Peterson cited concerns that a formal process should be adopted and the BOS are not fulfilling their responsibilities to evaluate the Town Administrator. Goals for the coming year will need to be decided and work with the Annual Calendar is one of those main goals. Selectmen will review the process as proposed and discuss at the next meeting.
Selectman Murby discussed a draft letter in support of cultural uses at MSH. Selectmen agreed letter was fine and Selectmen Peterson will sign.
Selectman Murby discussed updated status of Town Goals. The plan would be to continue to update the goals with the edits that have been received; at this point they are being tracked in one document. Selectmen discussed new edits to be made to the capital maintenance section. Edits identified will be made and Ms. Trierweiler will send out via email to everyone. If additional edits are necessary please send to Ms. Trierweiler before the next meeting.
Annual appointment discussion will be deferred to the next meeting.
Selectmen continued the discussion of the Veterans Service Officer. Retired VSO Ron Griffin stated his concern that for twelve weeks the Town has not named a replacement. Selectmen Murby stated that Town is trying and has tried to locate a district to join, or create shared positions in the Assessors Department and the Council on Aging. The Town is trying to make this work for everyone. It will be discussed at the next meeting.
LICENSES AND PERMITS (CONSENT AGENDA)
Medfield Garden Club requests permission to post signs advertising the annual Greens Sale to take place December 2. Signs in place November 26 to December 2
Matt Triest requests a one-day permit for November 8 event from 5:00 to 8:00 PM at his shop Be Charmed located at 70 North Street
Katie Walsh requests a one-day permit for Holiday Season event at her shop CAPSULE 70 North Street to take place on November 2 6:30 to 8:30 PM
Resident Tom Marie requests permission for sign posting advertising high school boys sign-up for a 3 v 3 tournament on Friday November 10 (added item)
Vote: Selectmen Marcucci made a motion to approve the Consent Agenda as presented, seconded by Selectmen Murby and the vote was unanimous.
TOWN ADMINISTRATOR UPDATE
Mr. Sullivan presented an update on the meeting in Millis regarding the bridge repairs at Bridge Street and Route 109. Maurice Goulet met with the Millis Town Administrator as well as local delegation to discuss the cost sharing arrangement.
Ms. Trierweiler updated the Selectmen on the site visit for 93-95 North Street.
September 19, 2017
Vote: Selectmen Marcucci made a motion to accept the minutes of September 19, 2017 seconded by Selectmen Murby and the vote was unanimous.
Selectmen Marcucci asked Mark Cerel to investigate an MOU for LIP projects including the terms and agreements of the BOS support for a project. The AHT is currently working with several local developers interested in presenting LIP projects to the state. Selectmen Marcucci would like to have draft in place for the December Affordable Housing Trust Board meeting.
Selectmen Marcucci is also working with Chief Meaney on the closing Main Street for the Holiday Stroll. Chief Meaney is working with MEMO to come up with a plan to make the street and event safer for everyone. Chief will update the Board when a plan is in place.
Selectmen Murby provided and update on the ALS study committee. Committee is making progress and optimistic not zero cost to the Town but less than what we originally thought. Committee is meeting with stakeholders including the Medical Review Officer for the Town.
Selectmen Murby attended the annual Board of Selectmen conference and would like to look into and adopt the remote participation statute if possible. Public Records Law is going to continue to be an issue for Town.
Selectmen Peterson also attended the fall BOS meeting and the Mass Municipal Association did a nice job putting the meeting on and the presenters all provided everyone with good discussions.
- Selectmen receive thank you note for taking part in the Library Centennial Celebration
- Copy of appreciation memo regarding Mike Lueders of Lueders Tree and Landscape for tagging trees at Vine Lake Cemetery
- Copy of Town Counsel’s letter to Noon Hill resident regarding Conservation Commission Enforcement Order
Mark Cerel is addressing on Thursday, issue has been going on for months, lack of response, no approvals, has to be something done. Residents will not address and have missed the first two hearings.
- Copy of Noon Hill resident’s response to Town Counsel (added item)
- Copy of Open Meeting Law changes effective October 6, 2017
- Letter from Peter Godwin, Builder regarding good assistance from John Naff, Building Commissioner (added item)
Vote: Selectmen Marcucci made a motion to adjourn the meeting at 9:45PM, seconded by Selectmen Murby and the vote was unanimous.
Board of Selectmen
Tuesday, November 7, 2017, 7:00PM
Present: Osler Peterson, Michael Marcucci, Selectmen Murby, Michael J. Sullivan, Town Counsel Mark Cerel
Meeting was called to order by the Chairman at 7:00PM. Chairman announced the meeting was being recorded. Chairman asked for a moment of appreciation for our Troops serving in the Middle East and around the World. Selectmen extended their condolences to the victims of New York City and Sutherland Springs Texas.
Mike Sullivan asked the Board of Selectmen to acknowledge that Veterans Day is Saturday, November 11, 2017. There is no Veteran’s Day Breakfast this year.
Chairman announced that there will be an executive session at the conclusion of the meeting to discuss pending land acquisition and pending litigation.
Ms. Reed was present to discuss an issue under Citizen Comment portion of our agenda. Ms. Reed wanted to briefly follow up on application and intention to serve on Board of Health. Ms. Reed sent a letter to Mr. Sullivan requesting appointment Ms. Reed is asking for consideration to serve on the BOH as an appointed member.
Selectmen discussed the size of the Board of Health: 3 vs 5 members. The BOH has indicated they are looking for someone with engineering and/or septic background to fill the vacant third spot. Selectmen will discuss the issue with the Board of Health.
Board of Selectmen asked to ratify Animal Control Officers order regarding constraint of dangerous dog at 12 Adams Street.
Mark Cerel stated that there is a tenant in an apartment on Adams Street that has a pit bull, owned by her father in Marshfield, there have been two issues with the dog in Marshfield. It has been here since September and the incidents include a dog killed in Marshfield and a person bit in Pembroke. The dog owner from Marshfield would like Medfield to handle. The owner is leaving Medfield with the dog at the end of November and is agreeable to conditions imposed by the ACO. The other towns have not taken action, State Department of Agriculture does not have jurisdiction but have also weighed in. The letter is an order of the board and the dog will be gone at end of November. If order is violated before then, I would advise a dangerous dog hearing. No incidents in Medfield. The letter was written into the record. Chief Meaney stated that the dog will be licensed per the Animal Control Officer and the owner. The owner has been very receptive to working with the ACO, it is behind three locked doors, muzzled on a leash. Owner has agreed to terms of the letter.
Vote: Motion to adopt the Letter of the Animal Control Officer as read by Selectmen Marcucci as an order of the Board of Selectmen, seconded by Selectmen Murby, and the vote was unanimous.
DPW Director Maurice Goulet requests the Selectmen vote to sign Chapter 90 Forms as follows:
Reimbursement Request for Main and North Street paving, amount $257.837.26
Final Report for project Main and North Street paving $295,861.69
Final Report for FY17 Street Resurfacing $210,404.45
Maurice Goulet stated this is a request for the final reimbursement for North Street and two final reports for the projects.
Vote: Selectmen Marcucci made a motion to authorize the Reimbursement Request for Main and North Street paving, amount $257.837.26 and accept Final Report for project Main and North Street paving $295,861.69 and Final Report for FY17 Street Resurfacing $210,404.45, seconded by Selectmen Murby and the vote was unanimous.
John Naff, Building Commissioner requests the Selectmen vote to appoint Donald J. Colangelo as an additional alternate Building Inspector. Also requests the Selectmen vote to appoint William A. Cooke Jr. as additional alternate Wiring Inspector.
John Naff stated that alternative inspectors from Medway and Westwood are getting busy. We need to bring in more alternates to cover the work here; both local people and can help cover the inspections.
Vote: Selectmen Marcucci made a motion to appoint Donald J. Colangelo as an additional alternate Building Inspector and to appoint William A. Cooke Jr. as additional alternate Wiring Inspector, seconded by Selectmen Murby and the vote is unanimous.
Board of Selectmen received a letter of resignation received from Rebecca Erlichman, Associate member of the ZBA. Sarah Raposa stated that additional associates have been appointed as the resignation was in September. This letter serves to formally acknowledge her resignation.
Ms. Trierweiler requests the Selectmen vote to sign the Local Initiative Project application for Robert Borelli’s affordable housing development at 71 North Street. Mr. Sullivan explained it is located on North Street next to the current development at Jacob Cushman Project. Selectmen Murby stated there have been no negative discussions about this project. This will provide eight of 21 units necessary for second year of safe harbor under the Town’s Affordable Housing Production Plan.
Vote: Selectmen Marcucci made a motion to sign the Local Initiative Project application for Robert Borelli’s affordable housing development at 71 North Street, seconded by Selectmen Murby, and the vote was unanimous.
Selectmen Peterson asked about the project at 93-95 North Street as he is receiving multiple inquiries and letters from abutters. Selectmen Marcucci updated the board that that the item was not on the agenda for the AHT or the BOS tonight, not aware that they are requesting money for the project, and no revisions to the plan have been submitted to the AHT. The AHT and the AHC will both be involved and are currently laying out a formalized process for LIP projects as well as projects looking for funding from AHT.
FY2019 Budget meeting /Warrant Committee/Town Departments Boards/Commissions
Chairman Tom Marie gave the opening remarks from the Warrant Committee. He cautioned that while the Revenues and expenses are being closely monitored the services and community expectations are ever changing. The Town is tasked with meeting those changing services with a 62-63 million dollar budget. Local aid is not increasing even though Massachusetts economy is performing well.
Town has major projects on horizon: MSH, OPEB, Norfolk County Retirement, Park and Rec facility, Dale Street School, Iron and Manganese Facility, Expansion of COA Respite Care, Burying Utility Lines, Collective Bargaining for Fire fighters and Teachers, ALS, ongoing 40B, Lot 3, Master Plan, deferred maintenance/Capital Plan, as well as rising Health Insurance costs.
Warrant Committee is asking all departments to be waste adverse and very conservative. Departments will be asked to fully justify the need to add any full time staff. This year the Warrant Committee is diving deeper into historical analysis for budgeting. In recent years we have funded our greatest asset the Medfield Schools at the expense of other departments. This may compromise services from other departments.
The Warrant Committee is the watchdog for the taxpayer, we want long range revenue and expenditure forecasts. In the past we have held the line and we have avoided prop 2 ½ overrides. The Warrant Committee thanked all the department heads for a workshop where the agenda was to discuss cost savings and efficiencies. The Warrant Committee looks forward to working with departments over the next few months as we develop a budget.
Chairman Peterson asked for questions from the Board of Selectmen:
Concerns about funding OPEB and employee costs, in the past it was not attributed to a particular department. We have made a small dent in existing liability but nothing towards future liability. Have you thought about moving it to each department so the full cost of hiring employees is included in that budget? OPEB and health insurance costs should be moved to individual budgets.
Mr. Marie stated that has not been considered at this point, but Committee will talk about it. Selectmen Marcucci suggested feathering it into the budgets. The OPEB deficit reflects this as a promise of benefit to our employees. We should be paying for our benefits to employees as we go.
Selectmen Murby agreed that there is a need to decide how we are going to recognize the full impact of hiring someone. We recognize the current cost in salary, we recognize current benefit cost in terms of paid time off, but we don’t look at long term financial obligation. Retiree health insurance for active employees is the long term commitment. There are issues with how to recognize the long term implications, that can’t easily be recognized from actuarial factors, and then be budgeted. The OPEB Trust Fund is looking at how to manage the trust as well as all the these challenges; we should have a briefing by December for the Board of Selectmen.
Selectmen Peterson suggested another long term budget issue will be the building survey completed by the Facilities Manager, Jerry McCarty. This plan indicated tens of millions of dollars of deferred maintenance that can’t be ignored.
Mr. Sullivan said the unfunded pension liability is also an issue for the Town including Norfolk County and Mass Teachers Retirement. He discussed the long term impacts to local, state and federal budgets. It is an issue that the country needs to address not just Medfield.
Selectmen Murby believes Medfield is in relatively better shape than any other town in the state, not that we don’t have a problem but we have done things to address this, and Medfield’s health care obligation percentage is lower than most towns. Selectmen Murby addressed how the actuaries arrive at their numbers and how it impacts their calculations.
Selectmen Marcucci suggested the Warrant Committee a look at long term planning as it relates to the capital planning. The Town has to address the 20 year capital plan and cannot do that by funding a $350,000 capital budget each year. It may require an update to the scope of the capital budget committee.
Mr. Sullivan reviewed the preliminary articles for the Annual Town Meeting for 2018. Submission of warrant articles and budgets should be received by December 1, 2017. Warrant will close mid-January but any articles requiring legal review need to be submitted ASAP. If articles are not submitted by the deadline they will not be included in the warrant this year.
Mr. Sullivan reviewed the tax rate estimate that showed the Town’s debt is being financed from Free Cash. The amount of free cash used every year is increasing and we are headed for trouble if we continue at this rate. There is significant additional debt that is being discussed tonight.
Selectmen Peterson strongly suggested the Town adopt financial policies as recommended by the Mass Municipal Association.
Board of Water and Sewerage and Maurice Goulet, DPW Director
Bill Harvey, Chairman of Water and Sewerage, have finished the rate setting process, a little later than would have liked, but have a process in place for going forward. Need to look at the expenses and capital plans with rigor and to develop rate setting process that takes several months to complete. Have to keep in mind that this process requires public meetings before the rates are set and the rates are supposed to be set in April in order for that to happen. Need to get information on operating expenses many weeks earlier than we have been able to get them from the Town in order to complete the models for rate setting. Board wants to look several years ahead in terms of rate setting. Starting this week the Water and Sewer Board is working to get this process back on track for the timeline to happen.
Selectmen Marcucci asked what else was needed for rate setting right now. Bill Harvey stated that in looking at the timeline the Board needs to review the capital projects. Maurice stated that information would be available at the next meeting. Bill Harvey stated they need the analysis of the debt to complete the process.
Michael Sullivan stated that the Assistant Town Accountant has developed a model for the Water and Sewerage Board to look at for this collaboration. Bill Harvey said we know what we need to do; we just need to do the tasks sooner than we have doing.
Mr. Harvey discussed the Iron Manganese capital project which is a much larger project than the Board has done in the past ten years. Project has evolved into something larger than originally anticipated in both design. Board is still trying to understand if it is a 2 million project or a 12 million dollar project. Board is looking at alternatives to treating the worst well in the system and maybe another source is available by utilizing test wells that are currently being explored.
Mr. Harvey also discussed the repainting project for MT Nebo Water Tower. Work on Nebo was delayed due to the construction of the State Hospital Water Tower. Results of the tests on MT. Nebo to determine costs are expected shortly. A warranty item, the static mixer, will also be addressed at the time of painting. Board is discussing the need for an engineer to write the specifications for the work at the water tower. Estimate of one million dollars would covers the painting inside and outside of the tank, but inspections will determine if the inside needs to be definitively painted.
Selectmen discussed further the timeline for rate setting. Board has all the information necessary but is still looking at the amount of water sold, questions have arisen that the Board has sold a lot less water this cycle due to the weather patterns. Revenue is being examined to determine if there is a shortfall based on the initial projections. Bills were issued in November and the analysis is available from the Water Department and will be reviewed at the next Water and Sewer Board Meeting. Maurice will prepare a draft operating budget by the December Water and Sewer Board Meeting as well as the Warrant Articles: Mt. Nebo and Iron Manganese Engineering/Design. Water and Sewer Board will work with the Warrant Committee on setting up meetings between the two groups. Mr. Harvey will notify the Selectmen
Selectmen Murby questioned the timing of the rate increase for 2018. Concerned that in the past billing cycle rates were increased just before the billing. The process as laid out and presented tonight, will it be a problem to meet any milestones? Mr. Goulet stated that the Board is meeting more often and it should be fine. Mr. Violette stated the iron manganese plant estimates made it hard to predict how the rates should be effected which contributed to the delay in setting the rates. Mr. Harvey agreed that the questions surrounding the iron manganese issue did delay the project but going forward that should be easier to address with the new research that is happening now.
Christian Carpenter recognizes that the town departments involved have other departments to work with as well but with the Board finding it difficult to meet missing a deadline could make it hard for Water and Sewer to meet the deadlines as it could push off things for an additional month. Selectmen discussed the process has to work as laid out or it needs to change.
Mr. Harvey updated the Selectmen on the last item he wished to address. The Water and Sewer Board is updating the rules and regulations. Haven’t been updated since 1995, and they should be available to the public on the website. The fees that are charged and process should be updated as well.
Selectmen Peterson appreciated Mr. Peligian’s spreadsheet on the rate setting process and the variable tool. Is it being used by the Town? Mr. Harvey stated that the tool that Mr. Peligian designed would utilize a 20 year look ahead for the rate structure. It was very advanced and no one here could take it on as a user. The Town is using a five year model that was designed by Mr. Violette which simplified the tool for the town. Mr. Violette said no matter the tool the revenue is always a guess because they are weather dependent.
Selectmen requested notification if the timeline is not being reasonably met for whatever reason.
BOS asked to sign the SERSG contract for DOT Drug Testing
Vote: Selectmen Marcucci made a motion to sign the contract for the SERSG DOT drug testing, seconded by Selectmen Murby, and the vote was unanimous.
BOS asked to review RFP for facilitation services
Selectmen discussed having Steve Nolan review the request at the next state hospital meeting for further clarification. It will be brought back at a later date.
BOS asked to sign license agreement with Draper Labs for use at the MSH property
Vote: Selectmen Marcucci made a motion to sign the license agreement for Draper Labs, seconded by Selectmen Murby, and the vote was unanimous.
BOS asked to award contract for HubTech for risk assessment project in the amount of $15,000 for town’s systems. Selectmen Murby spoke with Ms. Trierweiler who has stated that there are two hacks at the town Hall including the lighting system at the Public Safety building. A second phase will be for the training and protocol system on an ongoing basis.
Vote: Selectmen Marcucci made a motion to sign the contract subject to Mark Cerel’s review and approval, seconded by Selectmen Murby, and the vote was unanimous.
Warrant Committee requests the BOS appoint Abby Marble to the Warrant Committee.
Vote: Selectmen Marcucci made a motion to appoint Abby Marble to the Warrant Committee, seconded by Selectmen Murby, and the vote was unanimous.
Board of Selectmen requested to open the 2018 Annual Town Meeting Warrant
Vote: Selectmen Marcucci made a motion to open the 2018 Annual Town Meeting Warrant, seconded by Selectmen Murby, and the vote was unanimous.
Town Administrator Evaluation
Ms. Trierweiler circulated a form that she recommended be used for the evaluation. Selectmen Peterson distributed items that were collected at MMA meetings for review as well. Both process start with asking the Town Administrator for his goals and self-evaluation. Selectmen Murby suggested that the process going forward should be a set of new goals.
Selectmen discussed with Mark Cerel the laws regarding an evaluation of an employee’s performance in open or closed session. Selectmen Murby had concerns about violations of basic human resources principles. There were no formal goals set for the current year, so Mike will work on listing of accomplishments that occurred over the past years.
Selectmen Peterson would like to see the Annual Calendar put in place so that there is predictability for the residents. During the summer after the town meeting the Selectmen and the Town Administrator should be establishing goals for the coming fiscal year.
Selectmen Marcucci agrees time to set goals is after the Town Meeting and then review at the end of the year. Mr. Sullivan has been here 42 years and there has never been a process for his evaluation. Difficult to retrofit a process for someone with that tenure, instead develop a new process for the next Town Administrator.
Mr. Sullivan will give an update on accomplishments for the prior year and the goals for the next six months. Selectmen Murby credited Mike for his service and stated that may not be reflected in a one year project goal but is an ongoing asset for the Town.
Town Wide Goals
Discussion will be continued to next meeting.
Rockwood Lane Basketball Hoop
Selectmen discussed the Selectmen’s authority to allow this type of diversion of public property to private use. Mr. Cerel stated limited authority and can be done under a licensing agreement. The hoop has been installed on town land so Mr. Sullivan questioned the liability for the Town and injuries to people walking in the cul de sac. Selectmen Marcucci asked if the Town has inventoried all incidents of this throughout Town.
Selectmen Murby was concerned a private contractor installed the basketball hoop and made adjustments to the Medfield roadway. His concerns included snow plow operations, dog walkers, safety issues that could arise from this location. Would the Town allow this on the front lawn of someone who doesn’t live in a cul de sac or if one neighborhood puts it up in another neighborhood?
Selectmen Marcucci would like to see a policy in place for a situation like this that is communicated to all residents. It is a discretionary act by the Selectmen, and the Town would be able to recover any cost of damage to town property from the homeowners.
Mr. Cerel has drafted a license agreement and advises that this situation is not allowed unilaterally and should be decided on a case by case basis. Selectmen Peterson suggested that a better location would have been on their own property would have been a better location and is concerned about what precedent this will set. Selectmen Marcucci discussed the need to identify all the areas in Town that this has occurred if we are not going to allow this one on Rockwood.
Vote: Selectmen Murby made a motion to notify the owners of the Rockwood Lane Basketball Hoop and advise them it needs to be removed as it was not authorized by the Town, seconded by Selectmen Peterson, opposed by Selectmen Marcucci. Vote was 2-1.
Selectmen Marcucci asked Mr. Sullivan to have an inventory of all Town Owned property where this type of situation has occurred as well as an update on all laws not being followed in Medfield including the speeding laws. Selectmen continued a discussion regarding the necessity of a policy to allow this type of installation to occur.
Veterans Service Officer
Dawn Alcott sent an email to the Selectmen she is interested in taking on the VSO position in her department. Mr. Sullivan has been in contact with Ron Griffin and there is the potential but needs a few weeks to finalize discussions. It would allow the Town to share a full time VSO with another Town.
Ms. Trierweiler asked that voting on the Annual Appointments be held until the next meeting when she would be present. Selectmen Murby has spoken with Ms. Trierweiler and has sorted, identified and listed the committees that the Selectmen are responsible for appointing. There are over 100 appointed positions and boards in Town. The SWAP collaborative can be removed from the listing and the MSH development Committee should be added to the grouping.
Selectmen Marcucci asked to discuss the MSH Master Planning Committee. It was brought to his attention that Mr. Costello is the listing agent for the 40B Larkin Brothers development on Hospital Road that has been rebranded as Chapel Hill Landing and uses the Lee Chapel in the branding materials. Selectmen Marcucci met with Mr. Costello as well as the MSH Committee and discussed conflict of interest concerns. It was not disclosed to the Selectmen or the MSH Committee and could color the work of the MSH Master Planning Committee.
Committee discussed the timing of the reappointment and the impact. Selectmen Peterson was obligated to talk to the State Ethics Committee for his own property being close to Lot 3. After thinking about it has determined what happens at MSH will have an economic impact on Chapel Hill Landing.
Selectmen Murby appreciates the work that Mr. Costello has done on projects in Town but in this case it appears to be a conflict of interest. At this time we need convey it to Mr. Costello that he is not being reappointed. Mr. Cerel discussed the process of asking the Ethics Commission for an opinion on this situation as well as an opinion on doing any work on the MSH ground going forward. Selectmen Marcucci will contact Mr. Costello and notify him that while no vote has been taken, what the sentiment of the Selectmen is after tonight’s discussion.
Licenses and Permits (Consent Agenda)
Medfield Music Association requests permission to post signs for the following 2017/2018 school year:
Spaghetti with Santa and Guests: Wednesday, December 8, 2017
Ithaca A Cappella Night: Tuesday, January 19, 2018
Jazz Night: Friday, May 4, 2018
Lions Club Member Barbara Gips requests a one-day wine and malt permit for the Holiday Luncheon for Seniors on Sunday, December 10, 2017 Noon to 2:00 PM at the Legion.
William Pope, Exec Director of the Zullo Gallery request a one-day wine and malt beverage permit for live music event Friday November 17. In addition, he requests one-day wine and malt beverage permits for First Thursdays January through June 2018.
Vote: Selectmen Marcucci made a motion to approve the Consent Calendar as presented, seconded by Selectmen Murby, and the vote was unanimous.
Selectmen Marcucci presented the Affordable Housing Trust tracking sheet for potential projects with the AHT. Jim Brand has put it together for the Board and it shows approved projects, items being discussed etc. Next application will be a LIP for 90 North Meadows Road on property with Goddard School. In December the AHT will talk with Lifeworks about a group home proposal in Town. The Trust has recommended $25,000 be expended by the Trust for work related to the expansion of Tilden Village legal review. The timeline for Tilden proposal is most likely two years out.
Currently there are no developments in Town that are impacted by the new bylaw for inclusionary zoning. Selectmen discussed the LCB proposal and the impact on the 40B count for Medfield. Mr. Sullivan discussed statewide zoning changes that are being proposed that could impact Medfield as well.
Selectmen Murby thanked Medfield TV for all of their work. The Selectmen were not able to attend Mr. Centore’s housing presentation at the COA but Selectmen Murby was able to watch it on the Cable 8 Channel and proposed that the Selectmen hold a hearing at the BOS to clarify information and update seniors regarding senior housing and the Medfield State Hospital. Selectmen Murby will work with Ms. Lynch to get a date for a hearing in the afternoon. Selectmen discussed senior housing options: rental vs ownership, floor plans etc.
Selectmen Peterson attended new committee meeting for the Coalition for Suicide Prevention. Interface is a new referral service provided by the Schools and the Police. All Town residents are eligible for the service. Interface is not a crisis team but a referral service.
Lot 3 Discussion
Selectmen Peterson recused himself from the Lot 3 Discussion and moved to the audience.
Selectmen Marcucci asked to discuss Lot 3 with the impending deadline of Warrant Articles. Selectmen Marcucci and Selectmen Murby agreed to talk about the procedure for handling Lot 3 since there is a difference of opinion between them.
Selectmen Murby is on record that commercial development is the appropriate use for Lot 3. Hinkley should be utilized for Hinkley Farm Property. MSH Committee plan for 16 units on the site is a good and a good project for the AHT to delve into community housing. On the other side of the designated wetlands there is another buildable lot on the property that the MSH Committee should be addressing. It is an asset that needs to be included in the discussions. Senior housing format is not an issue on this lot.
Selectmen Murby indicated that Town Meeting has already voted on Lot 3 to sell/lease the property for commercial purposes so no reason to include a warrant article on the 2018 Annual Town Meeting. Selectmen Murby cited the need to diversify the tax base and Icehouse Road has no neighborhood issues and there is a demand for a Fore Kicks type facility. There has been commercial interest in the property. Parks and Recreation are discussing an indoor turf field which is complicated process when there is a commercial developer that is already interested. Kingsbury Club is interested in developing it himself or subleasing the property to get the project completed.
Selectmen Marcucci agrees with Selectmen Murby that it never made sense to transfer Lot 3 to the MSH Committee. The MSHMPC consultant has analyzed the property and a senior housing project is more marketable than a commercial development. It satisfies a Town Goal in providing much needed senior housing, synergy with the Hinkley Property and at a low cost to the Town it addresses the 40B. No reason to rezone Lot 3, but an RFP that could be a proposal for senior housing or could propose the commercial project.
Selectmen Murby discussed conversations with Ms. McCabe, MSH Consultant, regarding her analysis on Lot 3 and what was dictated by the MSH Committee. In 1995 the taxpayers were told the Town was buying these three lots to keep commercial/industrial property in Town. In 2014 the taxpayers voted to proceed with the commercial proposal for the site. The BOS less than a year later referred the property to the MSH Committee. Lot 3 is suitable for a scaled down Fore Kicks facility as an extension of Kingsbury Club.
Selectmen Marcucci agreed with the history of the site as discussed. The RFP could be issued with actual proposals on the revenue, which then the Selectmen could review for the tax benefits vs impact on services. An RFP could be a compromise between the two positions.
Selectmen discussed what the senior population is really looking for in terms of housing and where that should be located: Lot 3 or Downtown. Selectmen Murby doesn’t want to draw housing away from Lot 3 or take commercial property away. Dale Street redevelopment could be an impact to this process as well.
Selectmen discussed the procedure for issuing an RFP and additional votes necessary from a Special Town Meeting in order to utilize the site for senior housing. Selectmen would prefer to enter Town Meeting on a unified front.
Mr. Casey, Chair of the Economic Development Committee, did an RFI in 2014. There were three proposals received in 2014: two senior housing and one Fore Kick type facility. MSHMPC is looking at senior housing due to the location of the CENTER at Medfield. Selectmen discussed the location so far outside of Town may not be the best place for seniors. Mr. Casey asked if the mix of uses at the MSH site would influence the decision for Lot 3. There is commercial space called for at MSH including assisted living and office space. Selectmen discussed other catalyst opportunities and Ms. McCabe’s reluctance for commercial space at MSH. Selectmen discussed the demand for a Fore Kicks facility and the indication from voters that they are interested in that type of facility.
Selectmen were in agreement for an article for Hinkley Property. The TM Article/RFP can include what the contribution could be from the AHT. Selectmen Marcucci will work with COG on drafting the article for Town Meeting.
Selectmen Marcucci opposed rezoning for Lot 3 as it could be done as a Comprehensive Permit. Mr. Cerel confirmed that 2014 Town Meeting Article allowed for a ground lease to a private developer for 99 years.
Board of Selectmen voted to go into Executive Session for the purpose of discussing land acquisition, as having those discussions in open session would have a detrimental effect on the Town’s Position. Selectmen will not resume in open session. Selectmen Marcucci asked for a roll call vote: