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HomeMy Public PortalAboutSupt. Search Subcommittee -- 9/29/2014 Minutes a oft£Waj), t , , �9 Town of Brewster Office S of: t ,, ��%•; 2198 Main Street Board of Selectmen t, i! Town Administrator : ' • Brewster, MA 02631-1898 r :Ij ii'` fq'f Phone: (508) 896-3701 - -_-_-- �' Fax: (508) 896-8089 n. uxniNUnu+u�►� MINUTES OF THE BOARD OF SELECTMEN REGULAR SESSION MEETING DATE: September 29,2014 TIME: 6:45 P.M. PLACE: Brewster Town Office Building, 2198 Main Street PRESENT: Selectman deRuyter, Chairman Foley, Selectman Hughes, Selectman Dickson, Selectman Norton, Town Administrator Charles L. Sumner, Assistant Town Administrator Jillian Douglass, Jeff Eldredge, Kathy Lambert, Chief Moran, Mark O'Brien, Peter Ervin, Chris Miller, Liza Argo, Jeff Odell, Chuck Hanson, Ed Swiniarski, Deane Keuch, Rich Eldred, Chris Powicki, Cindy Bingham Call t9 Order Chairman Foley called the meeting to order at 6:46pm Executive Session Chairman Foley announced that the Board would be going into executive session to conduct strategy for contract negotiations with nonunion personnel. Selectman Hughes moved that the Board dissolve open session and go into executive session at 6:46 pm to conduct strategy for contract negotiations with nonunion personnel and to return to open session, Selectman deRuyter second. The Board voted unanimously: Selectman Hughes —Yes, Selectman Dickson—Yes, Selectman deRuyter—Yes, Selectman Norton—Yes, Chairman Foley—Yes Selectman Hughes moved to dissolve Executive Session and return to open session at 6:56 pm Selectman Dickson second. The Board voted unanimously: Selectman Hughes—Yes, Selectman Dickson—Yes, Selectman deRuyter—Yes,Selectman Norton—Yes, Chairman Foley—Yes Citizens Forum Mr. John Lamb from Crosby Lane, representing Seascape East Association, asked about the plan to double the beach parking between Crosby & Linnell. He is asking if there have been any changes to the plan and when will there be a public meeting. Chairman Foley stated that there was a brief meeting with the Commissioner of the MA Department of Conservation and Recreation, as he was on Cape. The meeting took place at Crosby Mansion. The Town presented what they heard from the Townspeople and the engineers plan. Some he liked, some they did not. Chairman Foley asked that Towns people put any questions in writing and stated that the www.town.brewster.ma. BoS 09.29.14 Page 1 of 7 public meeting will take place in October. Mr. Lamb also stated that this project will take a long time; is there a short term plan or alternative plans?Now is the time to look at neighborhood parking for next summer and perhaps a shuttle bus. Review,Approve and Sign Amendment to Town Administrator's Contract Selectman Hughes stated that Mr. Sumner is in the process of retiring as the Town Administrator for Brewster. He has proposed a contract amendment that provides the Town with the opportunity to use his expertise during the search for a new Town Administrator. Mr. Sumner will carry over his accrued vacation leave, allowing retirement in January 2016,but allowing him to take vacation leave as of October 2015. The amendment has been reviewed by the Board and Town Labor Counsel. This sets the Town up for success in hiring a new Town Administrator, who will be able to start before budget season. Selectman Dickson stated that the change is minor and will allow him to accrue his vacation time. The timing works well for both Mr. Sumner and a new Town Administrator. Mr. Sumner stated that he has worked in Brewster for 30 years and thanked all the Selectmen that he has worked with. This is part of the reason for starting the search now. He feels it would be a disservice to Brewster to leave the job in the month of January, in the middle of a budget season. Selectman Dickson moved to approve the amended contract, Selectman deRuyter second. Selectman Norton stated that the change in the contract is minor,but the fact that Charlie is stepping down is major. The Board voted 5-Yes, 0-No. Review & Approve Special Event License for Eldredge Farm Jeff Eldredge stated that this is the fourth year having this event. He wanted to have fundraisers to help families in need. He is using the Harwich and Dennis Rotary clubs to disperse the funds and has a committee to organize the event. It is locals helping locals, it is a fundraiser,but he does not want to exclude folks that cannot afford to donate. He has signs for parking and directions on how to enter and exit the farm. There are games and hayrides for children. His neighbor allows him to use the neighboring bog for parking. There is a parking attendan to direct parking based on how long someone may be attending the event. It is on the northern 4 acre section of the property. The beneficiaries of the fundraiser are anyone who finds themselves in trouble financially due to unforeseen circumstances. In the past money has been given to those who may need heating oil, etc. Ms. Douglass stated that this was circulated to other department heads. Chief Moran had concerns on access and parking. Ms. Douglass worked on a plan that she will share with Chief Moran in terms of how to access the property should there be a need. Mr. Eldredge went over the activities for the children, which include an egg toss, sack race,hayrides, a dirt pile to play in and a dunk tank. Chief Moran stated that he did speak with Mr. Eldredge and no longer has any concerns. Selectman Norton moved to approve a special event license for Eldredge Farm, Selectman Dickson second. The Board voted 5-Yes, 0-No. Discuss,Review & Sign Amendment to Power Sales Agreement for CVEC Off-Taker Program Liz Argo stated that the Cape and Vineyard Electric Cooperative (CVEC)has found that they have additional net metering credits that they can offer. One of the reasons is Orleans is not participating in the program. This allows Brewster's reservation to increase to 573,836 kWh. Selectman deRuyter asked about the additional projects that may be coming forward. Ms. Argo stated that there is a wind project, located in Plymouth, it will be 4 turbines. Selectman deRuyter also asked if the CVEC Board decided how they will allocate the varying costs of the kWh. Ms. Argo stated that it is a ratio; looking at the net metering credits that an off-taker would like. The Towns get a percent of each project. Selectman deRuyter asked why this amendment is needed if the reservation was up to 1 million. Ms Argo stated that CVEC does not have a pool big enough to fill the Town's or any other Town's complete needs. There is still the chance that the pv projects will produce more than anticipated. Ms. Argo stated that the timeline for the Future Generation Wind project is on a tight timeline and must be signed by November 17t. Chuck Hanson stated that the original contract was written so that an additional kWh reservation would need an amendment to the contract,he is also not sure why as the Town www.town.brewster.ma. BoS Minutes 09-29-14 Page 2 of 7 asked for up to 1 million kWh. He feels that after Town Counsel reviews it, it can be signed. The off taker program is still cheaper than the price of what electricity will be. Ms. Argo stated that the request for kWh will also be reflected in the new contract. Selectman Hughes stated that the amendment states to see exhibit B, but there are no numbers in exhibit B and will they be filled in. Ms. Argo stated that they will be when it is ready for signature. Selectman Hughes was also concerned that this contract is for a long time frame, 20-25 years,if they were to sign up for the future wind project and then more pv projects come along, can the Town get out of the wind contract. Ms. Argo stated that they can, but CVEC does not feel that there will be a better price in additional pv projects. A shorter term contract is more expensive. Chris Powicki stated that he is glad that CVEC brings these forward when there is a change, as it gives the Town the opportunity to examine and change any language in the contract that they feel is necessary. He hopes that the Town will carefully review the Future Wind Generator project and hopes that the public will have a chance to review them as well. Review Technology Capital Requests; Article 3, Item lc & lk Kathy Lambert stated the $50,000 request is the annual request to upgrade computers, software etc. A good portion of this request from last fall was eaten up by a lot of new software purchases. The $50,000 will be used to update Microsoft office,replacing all of the server software. The County is opening up some interesting opportunities to piggy back on their office 365. This would not have any additional hardware costs. The second request is for$161,358. This is for a video return system and live broadcasting at different locations or broadcast on channel 18 and other PEG channels. This is out of cable money and would link the schools and all buildings on this side of the Town, it does not include golf and water as they are too far away at this point. Selectman Norton asked if this would allow Town meeting to be broadcast in another building if you had overflow. It would. Mr. Simmer stated that about$30,000 of this is for improvements to infrastructure for the Town Hall building. Mr. Sumner has spoken to the Chairman of the Cable Advisory Board to discuss this and he is in favor of it. Review & Discuss Fire Department Capital & Special Projects Request- Chief Moran went over his capital requests. The first item is for the new ambulance lease and they will receive the new ambulance in two weeks. This is a different service ambulance and they feel a better ambulance. It is a longer ambulance than the current models. It will be two and a half feet longer. Many of the items are annual lease payments including the apparatus lease and self contained breathing apparatus. The dispatch services are half of the yearly payment,normally there is also a request for CMED, but that will be rolled into the new dispatch services. A new item for this year is a $15,000 request for nozzles, appliances and misc equipment. This is for items that are not covered in the $3000 maintenance line item in the budget. As of right now there is $472,000 in the ambulance receipts account. This will not be a yearly request and there will also be grant application to request the nozzles. Selectman deRuyter stated that the maintenance line item should be looked at during the upcoming budget season if it is not sufficient. Chairman Foley suggested that perhaps some items, for example, gases that more than one department purchases could be combined to get a better price. There has been an addition of new call fire fighters and this is the reason for the request for $15,000 personnel protective equipment. The current radio system is from 2005 and becoming more difficult to repair,there is also the change to digital. The $30,000 would be set aside to purchase the required new radios, One radio costs $6,300. If the grant does not come through,the department will look at leasing the radio equipment. The department would need approximately 38-43 portable radios. The airbags that are used for extractions have to be replaced every 15 years. This was on the capital plan. There is a request for $10,000 for building maintenance issues. There is only $4,000 left in this account. There was asbestos removed from the building and the pipes must be re-wrapped and there is an estimate of$5,500 for this. There is a request for $30,000 for a staffing study. This study will include a component of staffing. He would like a study on the structure of the organization, the needs of the Town going forward; are the rules and regulations appropriate. This will be an in depth look at the organization and help guide the future of the fire www.town.brewster.ma. BoS Minutes 09-29-14 Page 3of7 department. Selectman Dickson stated that in general doing these types of studies are very helpful. Selectman Norton inquired if this was something the Chief could do himself and was concerned on the cost of the study. Chief Moran stated that he could do it,but it would take a long time; he is also without a deputy. He couldn't do this and his job at the same time. It would also be a fresh set of eyes. In terms of the cost, Chief Moran stated that he has not yet gotten any estimates on the cost,most of the Towns on the Cape have done a study, one Town spent $22,000 on a study. Selectman deRuyter stated that he is not supportive of this request as he feels that the Chief is a very good strategic leader and could do this report. The last request is $40,000 for the Assistance to Firefighters Grant. They did receive a 2013 grant and used it for the personnel escape devices. This application includes the radio grant,personnel protective equipment and the nozzles. There is a 5% match for a local grant and 10% for regional grants. This money would be put away for this. Selectman deRuyter thanked the Chief for his success in receiving grants. The Chief stated they just received two Fire Safety Education grants in the amount of$4,423 and a Senior S.A.F.E grant in the amount of$2,795. Fire Department Regional Dispatch Update Chief Moran stated the Fire Station is already a customer of the Regional dispatch and have been meeting with the sheriff to see what the cost will be and how the operation will be run. Nine of the current 10 Fire Department customers have signed on with the new system. The current cost is $78,000 a year; the new cost would be approximately $58,000. The Police departments are still at odds and working on this. The 10 Fire Chiefs will meet with the Sherriff again,to continue to work on issues. The cost will be based on a per capita cost. He recommends that he Town sign the agreement when it comes through. Mr. Sumner stated that the Sherriff now subsidies the Fire service. Over a three to five year period the cost will increase, but the product is much better than what the Town could do on their own. The Sherriff is using the Middlesex model, which is working well. Mr. Sumner feels this is a great partnership for Brewster. A new facility will be built and over the years more communities will sign up for the service. This line item in the fall Town meeting will not change, but it may be less in the May Town meeting. Review& Discuss Golf Department Capital& Special Projects Request Mark O'Brien went over the department requests. The first is $20,240 for a lightning warning system. Currently there is no warning system, other than sending the rangers out to warn golfers. The Captains is probably one of the few golf courses without a warning system. The current system is attached to the irrigation system which will shut it down. A new system would be a horn system, that is automated, but you can set the parameters. Selectmen deRuyter asked if this would generate any savings on insurance premiums and what might be the maintenance costs. There would be some maintenance to the horns, but minor costs. Ms. Douglass stated that the cost to maintain the system would offset the insurance savings. Selectman deRuyter also asked for a distribution on the Golf Receipts Reserve for Appropations account project for the next 10 years. There is a request for two mowers to replace two existing units; a 2001 unit and 2006 unit.They are used daily. They are on the next year's capital plan, but they feel it is better to move them forward. The 2001 unit is in poor shape. One hours use is equivalent to 77,000 miles on a car. The machines are used 5 days a week, 8 months a year. This would be a 5 year lease, $27,000 per year. To purchase it would be $64,000. There is also a request to replace a 2001 sidewinder mower. The old unit would be kept as backup. There is a request for leasing 4 workman utility vehicles. This is on the capital plan. The current units are from 1999. The old units would be sold as surplus. Selectman Hughes asked about the advantages to leasing a mower as opposed to buying. Mr. O'Brien stated that it is really for cash flow purposes. Mr. Sumner stated that they will look at different financing options. The last item is $8,000 for the purchase of veticut reels. This was not on the capital plan. These will add in the maintenance of the turf. It works on dethatching. This may also aid in the reduction of fertilizer use on the course. It will also increase the efficiency of the watering program. Chairman Foley asked where the commission was on golf fees. Mr. O'Brien stated that the discussion has begun. He also stated that he has had many compliments on the condition of the course and thanked Mr. Ervin www.town.brewster.ma. BoS Minutes 09-29-14 Page 4of7 for his work. The club champion, Dave Houghton achieved a State title. Mr. O'Brien stated that he just won the MA State Senior Amateur Championship. He is 70 years old, and was one of the oldest competitors. He has won the super senior division many times. They also had several members compete in the Women's Golf Association of Massachusetts couples tournament; a couple from Captains won. Selectman deRuyter also asked for a budget vs actual for 2014 and for the summer season. Peter Ervin gave credit to his staff for their hard work and help. Review & Discuss Department of Natural Resources Capital & Special Projects Request Chris Miller stated that the first item is $10,000 for maintenance of the Natural Resources buildings. There are leaks in the office building as well as the garage building. Some of this work will be done in house, some by the Tech School and some will be contracted out for. There is a$10,000 request for Conservation land management. This will be used to fund various projects on conservation land, such as trail management, installing kiosk, sand fencing on landings etc. There is a$10,000 request for Breakwater beach parking lot. The department received two grants for this project,this amount will be used for the engineering phase of the project and also contingency if needed. There is a request for $4,000 for signs as they need to be updated or replaced from year to year. The last request is for $27,000 for the Millsites for continued work on the site. Discuss Need for Repairs at Long Pond & Fisherman's Landing Chris Miller stated that Fishermans Landing is owned by both the State and the Town. The area has some significant storm water issues. Since they are looking at storm water issues they decided to see if they could look at any other issues. There was a conversation with the State access board, which is really concerned with boat access. It would require the reconfiguration of the north side for cars only and the south side would be for trailers. This would also help with handicapped access. The access board seems to think it would work. It does need to go to Conservation. If it goes forward, it would be in the spring and it is hoped that the State could fund some of the project. Mr. Sumner stated that the Town appropriated $40,000 for this and has spent approximately $10,000. He wants to make sure the Board is comfortable with the project before any more of the money is spent. Selectman Hughes stated that Sheep Pond/Fishermans Landing is one of the higher quality pondd and to look at storm water issues will help keep it that way. Chris Miller stated that the berm had to be removed and he is not sure the basins are catching all the storm water. In regards to Long Pond, the ramp is in need of work. The State was approached about repairing the ramp in exchange for access. This would give up some control to the State and there would need to be more trailer parking. The State has not committed to anything at this time. Chairman Foley stated that he has an issue with giving up some of the control and believes that this issue is negotiable. Half of the pond is in Harwich so it is difficult to control what goes on in the Town. Any agreement cannot take away Harwich's rights and this issue should be discussed with Harwich, as it will affect them as well. Chris Miller stated that the Brewster ramp will also be in shallow water and should not change what can be launched from there. Chairman Foley stated that the Police Department used to have a boat to patrol the pond, but budget constraints have taken that away,perhaps this could be an opportunity to get funds back for this. Chris Miller stated that is a possibility, but the State is more concerned with fishing access. Selectman Norton stated that he is not inclined to give the Town's rights away and it may not be worth it. Selectman Hughes agrees, but with State funding, it usually just stipulates that the Town cannot refuse the right of use to anyone. Mr. Miller stated that the State can also weigh in on the cost of parking permits. Mr. Sumner stated that he wanted to inform the Board of this possibility and he will get more information from the State and get a better understanding of what we gain and what we lose. We will also contact Harwich for their feedback. The ramp at Long Pond is in very poor shape and something must be done. If the Town receives a State grant, the project could possibly be worked on before the next summer season. www.town.brewster.ma. BoS Minutes 09-29-14 Page 5of7 Review& Discuss November 17, 2014 Special Town Meeting Warrant Articles Mr. Sumner stated that he and Selectman deRuyter and Lisa Souve will start meeting and look at prioritizing the capital requests. There should also be a new fertilizer article that could be ready for fall Town meeting. Town Counsel is working with Chief Koch on a parking bylaw. A line item will be added to the capital requests for recruitment services for a new Town Administrator. Selectman Dickson asked about a timeline of finding a new Town Administrator. Selectman Hughes stated that she spoke with the Collins Center,they stated that first you put together a town profile, and then work on getting resumes and then work with the committee that would be interviewing. There is a flat cost of$14,000, not including travel expenses for center employees and for candidates. The Board needs to set deadlines for the different milestones. The Collins Center is a State agency so the Town does not need to go though the bidding process. The process should take a total of 9-10 months. Review& Approve June 9,2014 Regular Session Meeting Minutes, September 2, 2014 Executive Session Meeting Minutes, September 15, 2014 6:45pm Executive Session Meeting Minutes and September 19,2014 Regular Session Meeting Minutes Selectman Norton moved to approve the June 9, 2014 regular session meeting minutes, Selectman Dickson second. The Board voted 5-Yes, 0-No. Selectman Norton moved to approve the September 2, 2014 executive session meeting minutes, Selectman Dickson second. The Board voted 4-Yes, 0-No, 1-Abstain. Selectman Norton moved to approve the September 15, 2014 6:45pm executive session meeting minutes, Selectman Dickson second. The Board voted 5-Yes, 0-No. Selectman Norton moved to approve the September 19, 2014 regular session meeting minutes, Selectman Dickson second. The Board voted 5-Yes, 0-No. Action Items Selectman Dickson moved to approve action items 1-4 as recommended by Administration, Selectman Norton second. Selectman Hughes asked for the removal of the word `unfounded' in the letter of support for Chatham. The Board voted 5-Yes, 0-No. FYI Items Selectman Hughes made note of item E, notice on the hearing of change of regulations to the Cape Cod Commission. Mr. Sumner made mention of item F,the new director for LCCAT. Mr. Sumner and Ms. Souve met the new director last week and there should also be a new contract with LCCAT in the next month. Liaison Reports Selectman Hughes stated,that she has had good suggestions for the opening on the Government Study Committee. She would like to appoint a woman to replace Peggy Jabalonski. She is working on interviewing candidates and hopes to have an appointment soon. Chairman Foley stated that he attended a meeting of the Outer Cape Health Services; they have plans for upgrades to the Harwich facility and would like to establish a Brewster facility. They are looking for a letter of support for grant funding to construct the new building. He has worked on a letter of support and will forward it to the Board and it can be voted at the next meeting. Selectman deRuyter stated that the Affordable Housing Summit will be held on October 16th from 4pm—6pm at the Orleans Middle School. It will be hosted by Senator Wolf and attended by Representatives Turner& Peake Topics the Chair did not Reasonably Anticipate None www.town.brewster.ma. BoS Minutes 09-29-14 Page 6 of 7 Discuss Possible Future Agenda Items Selectman Hughes would like to have someone from Wellfleet in to discuss their solar project to encourage the installation of solar on homes. They may have received a grant. Medi# Questions Rich Eldred asked the status of the landfill project. Chairman Foley stated that it is functioning and the meters are running,but it hasn't been running long enough for any data yet. Future Meetings October 6 & 20, 2014 Executive Session Chairman Foley announced that the Board would be going into executive session to consider the purchase, exchange, lease or value of real property as an open meeting may have a detrimental effect on the negotiating position of the Town, Tubman Road. Selectman Hughes moved that the Board dissolve open session and go into executive session at 9:37pm to consider the purchase, exchange, lease or value of real property as an open meeting may have a detrimental effect on the negotiating position of the Town and not to return to open session, Selectman Dickson second. The Board voted unanimously: Selectman Dickson—Yes, Selectman Hughes—Yes, Selectman deRuyter— - Yes, Selectman Norton—Yes, Chairman Foley-Yes Respectfully submitted, Susan Broderick Administrative Supervisor Approved: (7 I 1 Si gn ed: )1 E H-T Date Patricia Hughes, Clerk of thOoard of Selectman • Released: Signed: Date , Clerk of the Board of Selectman Accompanying Documents in Packet: agenda,special event application packet from Eldredge Farm,memo from Jillian Douglas on repairs to Long Pond and Fisherman's landing, draft plan for work at Fisherman's landing,November 17,2014 special town meeting warrant financial spreadsheet,warrant vote tracking spreadsheet,June 9,2014 regular session meeting minutes, September 2,2014 executive session meeting minutes, September 15,2015 6:45pm executive session meeting minutes, September 15,2014 9:32pm executive session meeting minutes, September 19,2014 regular session meeting minutes, action items,fyi items www.town.b rewster.ma. 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