HomeMy Public PortalAbout20210302 - Select Board - Meeting MinutesTOWN OF HOPKINTON
Select Board
Meeting Minutes – March 2, 2021
Remote Meeting via Zoom 6:00 PM
Select Board Members Present: Brendan Tedstone, Chair,Irfan Nasrullah, Vice Chair, Brian
Herr, Mary Jo LaFreniere, Amy Ritterbusch
Officials Present: Town Manager Norman Khumalo, Assistant Town Manager Elaine Lazarus
CALL TO ORDER:Mr. Tedstone called the public meeting to order at 6:00 PM. Mr. Tedstone
called the name of each Select Board member. Mr.Nasrullah, Mr. Herr, Ms. LaFreniere and Ms.
Ritterbusch responded affirmatively that they were present and could hear him. Mr. Tedstone
called the names of staff members, and Mr. Khumalo and Ms. Lazarus responded affirmatively
that they were present. Mr. Tedstone listed additional speakers anticipated at the meeting. Mr.
Tedstone stated that the Board is meeting via Zoom Webinar, and if there is anyone attending
who would like to speak during the Public Forum portion of the agenda, they must notify the
meeting host in advance, and could do so by using the “raise hand” feature of Zoom.
Mr. Tedstone stated that the meeting is being conducted remotely consistent with Governor
Baker ’s Executive Order of March 12, 2020, due to the current State of Emergency in the
Commonwealth due to the outbreak of the COVID-19 virus.He noted that in order to mitigate
the transmission of the virus, the Board is complying with the Executive Order that suspends the
requirement of the Open Meeting Law to have all meetings in a publicly accessible physical
location. Mr. Tedstone stated that the Executive Order allows public bodies to meet entirely
remotely as long as the public body makes provisions through adequate, alternative means to
ensure that interested members of the public are provided reasonable access to the deliberations
of the meeting. He noted that this meeting will include public comment. He noted that for this
meeting the Board is convening by video conference via Zoom Webinar as posted on the Town’s
web meeting calendar and the Board’s agenda identifying how the public may join. He stated
that the meeting may also be broadcast by HCAM. He noted that the meeting is being recorded
and some attendees are participating by video conference.Mr. Tedstone stated that all
supporting materials that have been provided to the Board are available on the Town website via
the web meeting calendar, unless otherwise noted.Mr. Tedstone reviewed the ground rules of
the meeting including how speakers, board members and the public may participate. He stated
that all votes taken in the meeting will be conducted by roll call vote.
Board members recited the Pledge of Allegiance.
PUBLIC FORUM: Shaun McAuliffe, Health Director, provided an update on the roles and
responsibilities of the Health Dept. and School Dept.,stating he is concerned there has been a
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misunderstanding. He stated there is a clear delineation of responsibilities between the two,
noting that the Board of Health is responsible for monitoring the health of all residents and
working with the Schools. He stated the Schools are responsible for compliance with the Mass.
Dept. of Elementary and Secondary Education (DESE)including in school buses and community
settings. He stated that DESE guidance clearly states that the School Dept. is directly
responsible for Covid-19 case identification, close contacts and all other relevant
communications to relevant parties and to the school community. He stated that like all such
situations, they must report their findings to the Health Dept. He stated the Health Dept. will
continue to support the School Dept. with their duties as needed, and will work collaboratively
with the schools to monitor family members. He stated that monitoring school students and
teachers is the responsibility of the School Dept.
CONSENT AGENDA AND BOARD/COMMITTEE APPOINTMENTS:MOVED by Mr.
Nasrullah and SECONDED by Ms. LaFreniere to approve the Consent Agenda, consisting of
approval of the Minutes of the 2/23/2021 meeting,to appoint Mohamed Haider to the Capital
Improvement Committee to a term expiring 6/30/2023,and to appoint Sharon O’Reilly to the
Woodville Historic District Commission, to a term expiring 6/30/2023.ROLL CALL:Mr.
Nasrullah-Yes; Mr. Herr-Yes; Ms. LaFreniere-Yes; Ms.Ritterbusch-Yes; Mr. Tedstone-Yes.Vote
to Approve: Yes-5, No-0.
BUDGET AND CAPITAL HEARINGS:The Board heard presentations on FY22 budget
proposals from the Technology, Engineering/Facilities and School Departments, and the Upper
Charles Trail Committee and Trail Coordination and Management Committee:
Josh Grossetti, Technology Director, stated that the IT Department develops a global IT vision
for the Town, including planning, budgeting and implementation,and manages the infrastructure.
He noted that they support Town Hall, Police Dept.,Fire Dept., Dept. of Public Works, Parks &
Rec., Library, and Senior Center. He stated that there is an increase proposed for FY22 to
support a full time position that is currently vacant,and to change another position from part
time to full time. He noted that other increases are due to an increase in the support for the
public safety system, platform licensing for GIS and other applications, and for e-permitting. He
stated that one capital item is proposed, replacement of the 4 oldest exterior cameras at the Fire
Dept. and Police Dept.
Dave Daltorio, Town Engineer/Facilities Coordinator,reviewed the Engineering/Facilities
Department role, which includes supporting renovations,capital projects and day to day
operations for all town facilities. He noted that the Department supports the Main Street
Corridor Project and monitors 15 buildings with over 213,000 sq. ft. in total. He noted that
efficiencies have reduced costs for custodial services,and a level service budget is proposed for
FY22. He noted that new energy contracts with solar companies for the Library has saved 15%.
He reviewed capital requests for the replacement of shingles on the Police Station roof, drainage
improvements at EMC Park, and a study for the Center School. He noted that Center School is
still being studied by the Permanent Building Committee (PBC) and the request is for $50,000
for an RFP to seek developer input. He stated they are also looking at places to relocate Town
files currently stored at Center School, given the lack of heat/water after this season. Mr.
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Tedstone asked if a metal roof has been looked at for the Police Station, and Mr. Daltorio stated
it had not. Mr. Tedstone asked whether heat and water are needed for the file storage areas, and
Mr. Daltorio stated it is still a working environment.Mr.. Herr asked if the Center School RFP
would look at public, private use, or town use. Mr.Daltorio stated it would ask for different
scenarios, not just for town use exclusively. It was noted that the Town hasn’t determined future
uses for the building. Ms. Ritterbusch requested that the PBC provide an update to the Select
Board before Town Meeting.
Carol Cavanaugh, School Superintendent, and Susan Rothermich, Director of Finance (Schools),
described the FY22 budget request of the School Department.The Schools budget process was
reviewed, and it was stated that goals include maintaining academic and extracurricular
programs, adding staff to accommodate increases in population, addressing growth and focusing
on student needs. Ms. Cavanaugh stated there are fewer students this year than projected, but it
is still a net gain over last year. She stated that the proposed budget is built based on the number
of students already here, and if there is an increase in enrollment they will need to revisit
personnel requests. She stated that the Town’s per pupil expenditures are less than comparable
communities and the State average. It was stated that the budget request represents a 5.4%
increase, and 80% of the budget is salaries. Mr.Herr asked if there would be additional spending
targeted to the social and emotional well being of students. Ms. Cavanaugh stated there would
be a full time adjustment counselor at the Elmwood School and a board certified analyst who
would work with teachers and students. Mr. Tedstone asked about transportation costs and the
impact of the pandemic. Ms. Rothermich stated that the school bus contract was renegotiated.
Ms. Ritterbusch asked about the proposed budget increase for Zoom, and asked if this would be
necessary if students go back to school full time.Ms. Cavanaugh stated they have budgeted for
all contingencies and they don’t know for sure what will happen in the fall. The School’s capital
requests were reviewed, including HVAC district-wide,boiler replacement at the Middle School,
roof replacements, a new vehicle, and a 4-classroom addition to the Marathon School. Mr. Herr
asked about the cost per sq. ft. for the roof repair district-wide. Mr. Nasrullah asked if modular
classrooms had been looked at for Marathon School.Ms. Rothermich stated the cost is about the
same, but it is more cost effective to add on to Marathon because it can’t be reconfigured for
other grade levels.
Jane Moran, Chair, Upper Charles Trail Committee,stated that the Committee's charge is to
design, engineer and build a trail system from Milford to Ashland. She stated the FY22 budget
request is for $52,300. She stated that funding is primarily used for studies needed for grants
and to facilitate the work.
Peter LaGoy, Chair, Trail Coordination and Management Committee, described the FY22 request
for $25,000 for general maintenance of trails, including mowing and things such as cutting logs,
and for parking lots, which people have expressed the desire for expansion/improvement. He
stated the budget would also cover signage, trail markers, appraisals, and survey plans due to
possible needs to purchase land or easements. Mr.Nasrullah asked where parking would be
expanded, and Mr. LaGoy stated the Pratt Farm, Echo Trail and College Rock Park have been
discussed.
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TOWN MANAGER REPORT:Mr. Khumalo updated the Board with respect to the FY22
budget process, noting that what is happening at the federal level is being monitored, and there
may be some funding for items that have been budgeted at the local level.
Mr. Khumalo stated that the Main Street Corridor Project website is up and there has been good
traffic. He stated that today Mr. Daltorio received a request from the contractor to use portions
of Marathon Way as a staging area for the project,and requested the Board's feedback. He noted
that a staging area in that location would reduce the time the contractor is driving around to bring
items in each day, and they won’t want to use areas that are in front of businesses. He noted that
the Town has used Marathon Way for similar purposes before, and the area could be used for
storing equipment and materials intermittently throughout the project, but not in the winter. Ms.
Ritterbusch stated the Common is a picturesque area,and asked if behind Center School could be
used instead. Mr. Daltorio stated that Parks & Rec.uses the area during the summer. He noted
that allowing the contractor to use Marathon Way gains a half day each week of more work time,
which gets the project done quicker. He noted that the area would not be used for storage of
earth materials. Ms. Ritterbusch stated she would like time to think about it, and asked if Parks
& Rec. has weighed in. It was noted that Marathon Way is a roadway, and is not part of the
Common. Mr. Herr stated it’s not going to be a pretty place when they start work, and the
construction will be visible. He stated if the work can be done faster, then the ugliness will be
gone sooner. He stated it is very common to see stored items in the roadway/right of way when
road construction is taking place, and encouraged the Board to allow the use. Mr. Tedstone
asked about other places to store items when work is being done west of the Main St.
intersection, such as on Marshall Ave. He stated he is ok with using Marathon Way if they stay
off the Common and the curbing, if they don’t store earth products, and if they are doing work in
this area. Mr. Daltorio stated they will have two crews, possibly working on both ends of the
project at once. He stated that Marshall Ave. might be used, but Parks & Rec. would need to be
consulted. He stated it is possible they could bring in a 3rd crew if there are enough staging
areas. Mr. Herr asked if the plan has been reviewed with public safety officials, and Mr. Daltorio
stated he will be doing that.MOVED by Mr. Herr and SECONDED by Mr. Nasrullah to
approve the use of Marathon Way as a laydown area intermittently throughout the project until
such time as the work east of the Main St./Cedar St./Grove St. intersection has been completed.
Ms. LaFreniere stated that work will be done in this area anyway so it makes sense. Mr. Herr
recommended a fence along the Common side, at least.ROLL CALL:Mr. Nasrullah-Yes; Mr.
Herr-Yes; Ms. LaFreniere-Yes; Ms. Ritterbusch-Yes;Mr. Tedstone-Yes.Vote to Approve:
Yes-5, No-0.
Mr. Khumalo reminded the Board about the all-hands meeting on March 3 at 6 p.m.
LIAISON REPORTS/BOARD INVITES: Ms. LaFreniere stated she met with the Sustainable
Green Committee and they would like to do something with recycled furniture on Earth Day.
FUTURE BOARD AGENDA ITEMS : Ms. Ritterbusch referred to a request to recognize Girl
Scout Gold Award recipients at a future meeting.
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MOVED by Mr. Nasrullah and SECONDED by Ms. LaFreniere to adjourn the meeting.ROLL
CALL:Mr. Nasrullah-Yes; Mr. Herr-Yes; Ms. LaFreniere-Yes; Ms. Ritterbusch-Yes; Mr.
Tedstone-Yes.Vote to Approve: Yes-5, No-0.
Adjourned: 7:43 PM
Approved: March 16, 2021
Documents used at the meeting:
●Draft Minutes of the February 23, 2021 Select Board meeting
●Board/Committee application submitted by Mohamed Haider
●Letter dated Feb. 18, 202 to whom it may concern,from Greater Boston Real Estate Board
●Memo dated Jan. 26, 2021 to Select Board from Norman Khumalo, re: Fiscal Year (FY) 2022
Comprehensive Budget Transmittal, with attachments
●Town of Hopkinton; FY 2022 General Fund Sources and Uses, February 2, 2021
●Memo dated Feb. 26 , 2021 to Select Board from Norman Khumalo, re: Staff Report - Select
Board March 2, 2021 Meeting
●Script for Remotely Conducted Open Meetings, Select Board 3/2/2021
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