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HomeMy Public PortalAbout20210921 - Select Board - Meeting MinutesTOWN OF HOPKINTON Select Board Meeting Minutes – September 21, 2021 18 Main Street, Hopkinton MA - Room 215/216 6:00 PM Select Board Members Present: Irfan Nasrullah, Chair, Amy Ritterbusch, Vice Chair, Brendan Tedstone, Mary Jo LaFreniere, Muriel Kramer Officials Present: Town Manager Norman Khumalo, Assistant Town Manager Elaine Lazarus CALL TO ORDER : Chair Nasrullah called the public meeting to order at 6:00 PM in Room 215/216 of the Town Hall, stating that Muriel Kramer is participating remotely and all other members of the Board are present in the Town Hall. He confirmed that Muriel Kramer could hear and be heard. He stated that the public has the option of attending the meeting in person or via Zoom, the meeting is being recorded, and all votes will be taken by roll call vote. Irfan Nasrullah entertained a motion to enter into executive session pursuant to M.G.L. c.30A, §21(a) (purpose 3) to consider strategy with respect to collective bargaining relative to DPW, Police, Fire and Library Unions, and negotiations with non-union staff, because an open meeting may have a detrimental effect on the negotiating position of the Board, pursuant to M.G.L. c.30A, §21(a) (purpose 3) to consider litigation strategy with respect to the complaint filed with the Massachusetts Commission Against Discrimination in Anderson v. Town of Hopkinton, MCAD docket number 21WEM01645, because an open meeting would have a detrimental on the Town’s litigation position,to approve executive session Minutes of 9/7/2021, to allow Norman Khumalo and Elaine Lazarus to participate in the discussion, and to convene in Open Session after the conclusion of Executive Session.MOVED by Brendan Tedstone and SECONDED by Amy Ritterbusch.ROLL CALL:Irfan Nasrullah-Yes;Amy Ritterbusch-Yes; Brendan Tedstone-Yes; Mary Jo LaFreniere-Yes; Muriel Kramer-Yes.Vote to Approve :Yes-5, No-0. REOPEN PUBLIC SESSION:Chair Nasrullah reopened the Public Session with the Pledge of Allegiance at 6:30 PM in Room 215/216. PUBLIC FORUM: There were no public comments. CONSENT AGENDA : The Board reviewed the items on the Consent Agenda, and Brendan Tedstone requested to break out the donation items for separate vote.MOVED by Amy Ritterbusch and SECONDED by Brendan Tedstone to approve the Consent Agenda, consisting of approving the Minutes of the September 7, 2021 meeting and approving a Parade Permit for the Wicked 5K Fun Run on October 31, 2021.ROLL CALL:Irfan Nasrullah-Yes; Amy 1 Ritterbusch-Yes; Brendan Tedstone-Yes; Mary Jo LaFreniere-Yes; Muriel Kramer-Yes.Vote to Approve:Yes-5, No-0. Brendan Tedstone thanked the anonymous donor for gifts to the Fire Department, Senior Center and Police Department, noting that they are timely and helpful. Board members expressed their appreciation.MOVED by Brendan Tedstone and SECONDED by Mary Jo LaFreniere to accept a $20,000 donation to the Fire Department, a $25,000 donation to the Senior Center, and a $20,000 donation to the Police Department from anonymous donor(s).ROLL CALL:Irfan Nasrullah-Yes; Amy Ritterbusch-Yes; Brendan Tedstone-Yes; Mary Jo LaFreniere-Yes; Muriel Kramer-Yes.Vote to Approve :Yes-5, No-0. APPOINTMENTS - TOWN EMPLOYEES:Norman Khumalo introduced Renee Chen, who will be moving from Administrative Assistant, Finance, to the Deputy Assessor position. He stated that Ms. Chen has been with the Town for a brief time, but has had a positive impact on colleagues and the community, and has provided excellent customer service. He stated she has passed the first module of the Assessors testing program. Renee Chen described her background and experience, noting that she has been drawn to the duties and responsibilities of the Assessors office, and is excited to grow her career here.MOVED by Amy Ritterbusch and SECONDED by Brendan Tedstone to confirm the Town Manager ’s appointment of Renee Chen as Deputy Assessor.ROLL CALL:Irfan Nasrullah-Yes; Amy Ritterbusch-Yes;Brendan Tedstone-Yes; Mary Jo LaFreniere-Yes; Muriel Kramer-Yes.Vote to Approve:Yes-5, No-0. Norman Khumalo introduced Susan Sadeghi, who will be replacing Stephanie Clifton in an Administrative Assistant, Finance, position. He described her background and experience, noting that she is detail oriented, accurate and professional. Susan Sadeghi described her interest in working in the Finance Dept. Board members welcomed her to the team.MOVED by Amy Ritterbusch and SECONDED by Brendan Tedstone to confirm the Town Manager ’s appointment of Susan Sadeghi as Administrative Assistant, Finance.ROLL CALL:Irfan Nasrullah-Yes; Amy Ritterbusch-Yes; Brendan Tedstone-Yes; Mary Jo LaFreniere-Yes; Muriel Kramer-Yes.Vote to Approve :Yes-5, No-0. Norman Khumalo introduced Laurie St. John, who will be replacing Renee Chen. He described her background and experience. Board members welcomed Ms. St. John, who stated that she is excited to learn everything that she can in the position.MOVED by Amy Ritterbusch and SECONDED by Brendan Tedstone to confirm the Town Manager ’s appointment of Laurie St. John as Administrative Assistant, Finance.ROLL CALL:Irfan Nasrullah-Yes; Amy Ritterbusch-Yes; Brendan Tedstone-Yes; Mary Jo LaFreniere-Yes; Muriel Kramer-Yes.Vote to Approve:Yes-5, No-0. CENTER SCHOOL UPDATE - PERMANENT BUILDING COMMITTEE :Dan McIntyre, Chair, Permanent Building Committee, reviewed the process and recommendations of the Center School ReUse Advisory Team (CSRAT). He noted that because some time has passed since the recommendations were made, a new needs assessment should be undertaken. He reviewed the existing conditions of the site, which is about 12 acres in total, and split by a parcel owned by Eversource. He reviewed with the Board options that the PBC has considered: 2 1.Rehab of the existing structure as it currently exists. Dan McIntyre stated that it isn’t the best use of the property, there are a lot of challenges in rehabbing an existing structure, and it can’t meet all of the identified needs. He stated it is challenging to make it meet code and ADA compliance. 2.Demolish 1950’s addition and rehab the two remaining structures as separate buildings. He stated there could be municipal offices in the front and Parks & Rec. in the rear. He stated it isn’t the best use, but it is the least cost option. 3.Meet all CSRAT identified needs by retaining the front portion, demolishing the rest, and constructing a new addition. He stated the concept includes two gyms for Parks & Rec. and a soccer field, which could be a revenue opportunity. He stated the PBC has not voted to recommend a particular option, but may lean toward this one. Dan McIntyre stated there are no cost estimates for the options, but the Town should expect about $20 million no matter what is done. He noted there are hazardous materials that will cost $1,000,000 to remove, the site slopes down from the street and ADA compliance is a challenge with the existing building. He stated it appears most people want to save the front building, and it will be expensive to rehab. He noted that parking and stormwater also must be managed. He noted that the Select Board asked them to look at options that would reduce costs, and realtors have indicated that the highest and best use of the site is housing. He noted that a public-private partnership could bring benefits that reduce the Town’s costs, perhaps by $3 to $7 million. He reviewed housing concepts for the property, including single family and multi-family homes. He stated the PBC is planning to issue an RFI to private developers to see what kind of interest there is, and a full RFP would follow if the Town decides that an option is feasible. Mary Jo LaFreniere asked about the housing component and whether it could be in conjunction with the Housing Authority or government agency. Dan McIntyre stated that senior and/or affordable housing may be an option. Muriel Kramer asked whether Town Department Heads would be asked about their thoughts on the public-private partnership and the housing proposed, and Mr. McIntyre stated that at this time, they would be asked about department needs. Irfan Nasrullah stated that affordable housing should be considered, and there are funds available to assist with that. He asked how a partnership would work. Mr. McIntyre stated they will need more information, but he understands that the developer undertakes the work. He stated the timeline is to finish the needs assessment by the end of fall and issue an RFI by the end of the year. In response to a question, Dave Daltorio, Town Engineer/Facilities Coordinator, stated there are plans to winterize the building and use it as cold storage. He stated that without restrooms, the gym can’t be used, and Parks & Rec. has been kept apprised. He noted that the capital costs to improve and repair the building systems is more than 6 figures. COVID-19 UPDATE:Shaun McAuliffe, Public Health Director,provided an update on the Town’s response to the Covid-19 pandemic. He noted that the vaccination rates in Hopkinton are outstanding, and it has paid off. He stated the metrics have been consistent, with most new cases being travel related. He stated the Health Dept. will be providing information to the public on testing locations. 3 SELECT BOARD/TOWN MANAGER WEBSITE:Norman Khumalo asked Board members to provide input on the Select Board/Town Manager page of the Town website, so as to make it more interactive and provide more information, and to think about a process that makes it an integral part of the day to day work. Muriel Kramer stated that the tool used for searching for meeting minutes is not user friendly. She expressed the desire for a mechanism for the public to have an ongoing dialogue with the Board through the web page. Amy Ritterbusch suggested a town meeting article tracker, Legacy Farms tracker document, and improvements to the Board/Committee database. Staff will work with Muriel Kramer and Amy Ritterbusch on the web page items. ADA OVERSIGHT COMMITTEE : Norman Khumalo stated that consistent with the Pledge adopted by the Board, re-establishing the ADA Oversight Committee would be a good idea. He noted that the old committee charge referred to a specific focus on a specific project, and this could be revised and the body turned it into a “Commission” that has more status and responsibility. He noted that establishing it as a Commission pursuant to a Town Meeting vote would be the process. Irfan Nasrullah asked about funding for the group, and Mr. Khumalo stated that several options, including grant opportunities, will be explored. Amy Ritterbusch stated that online content also needs to be accessible to all. MOVED by Mary Jo LaFreniere and SECONDED by Brendan Tedstone that the Town Manager develop a revised Charge for the ADA Oversight Committee, and develop a recruitment plan for membership, for Select Board review.ROLL CALL:Irfan Nasrullah-Yes; Amy Ritterbusch-Yes; Brendan Tedstone-Yes; Mary Jo LaFreniere-Yes; Muriel Kramer-Yes. Vote to Approve :Yes-5, No-0. POLICY CONCERNING HOPKINTON LNG FACILITY : Norman Khumalo referred to the draft policy in the meeting packet, which concerns communications regarding the Hopkinton LNG facility on Wilson Street. Mary Jo LaFreniere suggested reporting to the Select Board annually as to the status of activities at the facility, to keep the public informed. Board members noted that the policy will be helpful and fill in gaps of communication without usurping anyone’s authority. MOVED by Amy Ritterbusch and SECONDED by Brendan Tedstone to adopt the “Policy Concerning Hopkinton LNG Facility”.ROLL CALL:Irfan Nasrullah-Yes; Amy Ritterbusch-Yes; Brendan Tedstone-Yes; Mary Jo LaFreniere-Yes; Muriel Kramer-Yes.Vote to Approve:Yes-5, No-0. TOWN MANAGER REPORT: Norman Khumalo referred to his memo to the Board, included in the meeting packet. Irfan Nasrullah left the meeting at this time. Norman Khumalo stated that the Town has received a Chapter 61A Notice of Intent to convert the use of land off Mechanic Street from agricultural to commercial (solar farm), and the Town 4 has a right of first refusal. He stated the timeline to act is such that the Town may need to conduct an appraisal while it obtains feedback from boards/committees and Town Departments. A question was asked as to what happens if the solar lease doesn’t work out and the facility is removed, would the Town have another right of first refusal. It was noted that because rollback taxes would have been received by the Town, it might not. It was stated that Town Counsel would be consulted as to the Town’s options. Brendan Tedstone stated that if the Town passes on its right of first refusal, he would like it to be conditional on having another right of first refusal if the property comes back. Amy Ritterbusch suggested that the Board should hold a public hearing on the issue, even if it is not a required part of the process. Irfan Nasrullah returned to the meeting at this time. Norman Khumalo and Maria Casey, Human Resources Director, provided an update on the Town’s talent acquisition and optimization strategy and process. Mr. Khumalo stated that recruitment is the process of attracting, evaluating and selecting employees for an organization and includes the steps of job analysis, sourcing, screening, selecting and onboarding. He noted that having a consistent recruitment plan optimizes the ability to recruit the best candidate and enhance transparency and credibility of the process. He noted that the Town Charter is the guiding document, which provides a framework including timing, and the Town also needs to comply with relevant law and collective bargaining agreements. He stated the Town focuses on promoting the position and casting a wide net. He noted that the Town also wants to be fiscally responsible, not offering the highest salary but not the lowest either. Maria Casey outlined the vision of the Human Resources Department, and defined the process that has evolved over the years depending on the community’s need, evaluation of the position and assessment of where the talent is. She stated that the Town strives to improve processes and remain flexible. She noted that the Select Board itself appoints three positions with personal contracts: Police Chief, Fire Chief, Town Manager; and when each position has been vacant, slightly different processes were used depending on the community need at the time. She described a matrix where competitive merit promotion, promoting the position externally, and a hybrid approach are used depending on the need to find the best candidate, reach under-represented groups, retain current employees, achieve established goals related to diversity, inclusion, and belonging, institute fairness and consistency, and allow for life experiences. She stated that the selection process is critical in ensuring continued service delivery excellence and it can be deployed to help meet the Town’s strategic goals within the limits set by law, the Town Charter and bylaws while remaining nimble to meet the changing needs of the Town and the labor market. Muriel Kramer asked about the Deputy Police Chief and Deputy Fire Chief positions, and how the decision is made as to whether it is a competitive merit promotion, promoted externally, or a hybrid approach. Mr. Khumalo stated with respect to the Fire Department, the Town has a Strong Chief, who has appointing authority. He noted that the Town is fortunate that the Fire Chiefs have been collaborative on this process and go through a similar process as with other employees. He noted that with respect to the Police Dept., the process is a bit different, where the Chief works collaboratively with the Town Manager and Human Resources Dept. and makes a 5 recommendation to the Select Board. He stated the Select Board is the appointing authority for all officers, but that isn’t the case in the Fire Dept. Muriel Kramer asked when the decisions were made to hire internally for the Chief positions. Mr. Khumalo noted that every time there are Chief and Deputy Chief openings at the Police Dept. it is a competitive process with multiple applicants, even when it is an internal posting. Ms. Kramer stated that introducing new energy and diversity is important. Amy Ritterbusch asked about a stone wall at 17 Main St. which has fallen into the sidewalk, noting that the stone has to be saved, per the Certificate of Appropriateness issued for the Main Street Corridor Project by the Hopkinton Historic District Commission. It was noted that Eversource work was responsible for the wall falling and Town staff will address the issue. LIAISON REPORTS/BOARD INVITES: Hopkinton Night Out has been rescheduled for Sept. 28, 2021 at 4:30 PM; A new mural is available for viewing at EMC Park; An event saluting the BAA is scheduled for Sept. 23, 202; A town wide composting program is available. FUTURE BOARD AGENDA ITEMS : Irfan Nasrullah distributed a list of board member suggested agenda items, for prioritizing at a future meeting. MOVED by Amy Ritterbusch and SECONDED by Brendan Tedstone to adjourn the meeting. Adjourned: 8:35 PM Approved: October 5, 2021 Documents used at the meeting: ●Minutes of the September 7, 2021 Select Board meeting ●Parade Permit Application submitted by Hopkinton Center for the Arts/Enter Stage Left Theater, and supporting documents, for the Wicked 5K Fun Run event on 10/31/2021 ●Permitting Team Comments, Wicked 5K Fun Run ●Resume and Cover Letter, Renee Chen ●Resume, Laurie St. John ●Resume, Susan Sadeghi ●PowerPoint Presentation - Center School Building & Site Reuse ●Memo dated 9/16/2021 to Select Board from Norman Khumalo, re: Staff Report - ADA Oversight Committee ●Hopkinton Select Board, Policy Concerning Hopkinton LNG Facility (Draft) ●Memo dated 9/16/2021 to Select Board from Norman Khumalo, re: Staff Report - Select Board September 21, 2021 Meeting ●Script & Motions for Hybrid Meeting, Board in Person, Public in Person & Via Zoom; Select Board 9/21/2021 6