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HomeMy Public PortalAbout20090106 - Select Board - Meeting MinutesBoard of Selectmen members present: Brian Herr, Chairman; Mary Pratt, Vice -Chairwoman; Michael Shepard; Matt Zettek; Member absent: RJ Dourney Others Present: Casey Kadlik, HCAM; Michael Morton, MetroWest News; Robert Falcione, HopNews; High School Students: Jaclyn Van; Abby Markinac; and James Regan; Heidi Kriger, Finance Director; Geoffrey MacDonald, School Business Finance Director; Brian Main, Facilities Director; Roland Butzke, Siemens Building Technologies, Inc.; Carolyn Dykema, State Representative Elect; Gary T. Daugherty, Interim Town Manager; Geri Holland, Executive Assistant to the Town Manager Open Public Meeting (Room 215/off camera) Mr. Herr opened the public meeting. Selectmen's Minutes: 9/23 (ES); 9/29 (ES); 10/2 (ES); 10/7; 10/28; 11/18; 11/18 (ES); 11/25; 11/25 (ES); 12/2; 12/9 Vote: Mr. Herr entertained a motion to approve the September 23, 2008 Selectmen's Executive Session minutes. So moved Mr. Shepard. Second Mr. Zettek. Unanimously voted. Vote: Mr. Herr entertained a motion to approve the September 29, 2008 Selectmen's Executive Session minutes. So moved Mr. Shepard. Second Mr. Zettek. Unanimously voted. Vote: Mr. Herr entertained a motion to approve the October 2, 2008 Executive Session minutes. So moved Mr. Shepard. Second Zettek. Unanimously voted. Vote: Mr. Herr entertained a motion to approve the October 7, 2008 Selectmen's minutes. So moved Mr. Shepard. Second Mr. Zettek. Unanimously voted. Vote: Mr. Herr entertained a motion to approve the October 28, 2008 Selectmen's minutes. So moved Mr. Shepard. Second Mr. Zettek. Unanimously voted. Vote: Mr. Herr entertained a motion to approve the November 18, 2008 Selectmen's minutes. So moved Mr. Zettek. Second Mrs. Pratt. Unanimously voted. (Mr. Shepard noted that he was not present at this meeting.) Vote: Mr. Herr entertained a motion to approve the November 18, 2008 Executive Session minutes. So moved Mr. Zettek. Second Mrs. Pratt. Unanimously voted. (Mr. Shepard abstained from this vote as he was not present at this meeting.) Vote: Mr. Herr entertained a motion to approve the November 25, 2008 Selectmen's minutes. So moved Mr. Shepard. Second Mrs. Pratt. Unanimously voted. (Mr. Zettek abstained from this vote as he was not present at this meeting.) Vote: Mr. Herr entertained a motion to approve the November 25, 2008 Executive Session minutes. So moved Mr. Shepard. Second Mrs. Pratt. Unanimously voted. (Mr. Zettek abstained from this vote as he was not present at this meeting.) Vote: Mr. Herr entertained a motion to approve the December 2, 2008 Selectmen's minutes. So moved Mr. Shepard. Second Mr. Zettek. Unanimously voted. Vote: Mr. Herr entertained a motion to approve the December 9, 2008 Selectmen's Executive Session minutes. So moved Mr. Shepard. Second Mr. Zettek. Unanimously voted. Mr. Herr stated that the District Attorney's Office mandated that the Selectmen vote to release the September 23, 2008 Executive Session minutes, September 29, 2008 Executive Session minutes; and October 2, 2008 Executive Session minutes. Bos Minutes January 6, 2009.doc 1 Vote: Mr. Herr entertained a motion to release the September 23, 2008 Executive Session minutes. So moved Mr. Shepard. Second Mr. Zettek. The votes follow: Mr. Herr: yes; Mr. Shepard: yes; Mr. Zettek: yes; Mrs. Pratt did not vote. The vote is 3-0. So voted. Vote: Mr. Herr entertained a motion to release the September 29, 2008 Executive Session minutes. So moved Mr. Shepard. Second Mr. Zettek. The votes follow: Mr. Herr: yes; Mr. Shepard: yes; Mr. Zettek: yes; Mrs. Pratt did not vote. The vote is 3-0. So voted. Vote: Mr. Herr entertained a motion to release the October 2, 2008 Executive Session minutes. So moved Mr. Shepard. Second Mr. Zettek. The votes follow: Mr. Herr: yes; Mr. Shepard: yes; Mr. Zettek: yes; Mrs. Pratt did not vote. The vote is 3-0. So voted. Mr. Shepard requested that the Board of Selectmen review executive session minutes to consider whether or not to release them. • MetroWest RTA resignation: Fire Chief Gary Daugherty Vote: Mr. Herr entertained a motion to accept with regret Fire Chief Gary Daugherty's resignation as the Town's representative on the MetroWest Regional Transportation Authority effective immediately. So moved Mrs. Pratt. Second Mr. Zettek. Unanimously voted. The Board requested Mr. Daugherty to submit a list of potential candidates to fill the RTA vacancy. 2009 Tax Credit Applicants • Vote: Mr. Herr entertained a motion to approve the following applicants to the 2009 Tax Credit program: Maxine Adams (effective April ls`); Karen Adelman; David Almy; Helen & Pat Baratta; Veronica Bilodeau; Betty Branagan; Jean Brooks; Mary Brown; Ralph & Tine Cass; Ann Marie Crownfield; Donna Deneen; Sadie Drapeau; Blanch Driscoll; Barbara Druvins; Billie Flannery; Mary Gilson; Grace Gradie; Marilyn Greeno; Mary Hayward; William & Jean Hayward; Bob House; Pauline Knorr; David Laquidara; Charlotte Lemoine; June Mackin; Virginia Mahar; Anne Marcy; Charlotte Marquedant; Candance Matthew; Beverly McIntyre; Carol Mecagni; David Minkle; Frederick Mosley; David Nelson; Ed O'Leary; John Palitsch; Joyce Plucker; George Reimann; William Robinson; Alma Rousseau; Beryl & Jean Sachs; Jim & Gerri Silvestro; Phyllis Smith; Barbara Sullivan; Harold & Lil Tolstrup; Roderick Townar; Carol Walsh; Jean Warden; Mary Wise; Marge Wright; Ruth Yeslow; Margaret Zilembo; William Hayward; Mary Harrington. So moved Mrs. Pratt. Second Mr. Zettek. Unanimously voted. Accept gifts into the Ambulance Gift Account Vote: Mr. Herr entertained a motion to accept gifts into the Ambulance Gift Account from Philip and Cecile Bedard for $50.00; Flora Busconi for $10.00; Rachel Holmes for $25.00; and Frances and Victoria McBride for $40.00. So moved Mrs. Pratt. Second Mr. Shepard. Unanimously voted. Downtown Revitalization Committee Resignation Vote: Mr. Herr entertained a motion to accept with regret Anne Mattina's resignation from the Downtown Revitalization Committee effective immediately. So moved Mrs. Pratt. Second Mr. Dourney. Unanimously voted. Future Agenda Items Mrs. Pratt requested to invite NStar to a meeting to present an energy review plan. Public Meeting Policy This issue is tabled until the next meeting. Bos Minutes January 6, 2009.doc 2 Stand for the Pledge of Allegiance (Room 215: live TV coverame by HCAM) 7:00 p.m. Mr. Herr invited everyone to stand for the Pledge of Allegiance. Public Forum Mrs. Pratt wished to remind residents that the MA Registry of Motor Vehicles will no longer send a renewal reminder in advance and that it's their responsibility for keeping track of their expiration date in renewing their driver's license. Open Annual Town Meeting Warrant Vote: Mr. Herr entertained a motion to open the May 4, 2009 Annual Town Meeting Warrant; all warrant articles and petition articles are due at the Town Manager's Office on Thursday, March 5, 2009 at 4:30 p.m. So moved Mr. Shepard. Second Mrs. Pratt. Unanimously voted. Mrs. Pratt reiterated that anyone coming in for a town article that required a public hearing to be aware that there are guidelines to be followed. Readout Mail Mr. Herr read a letter from the Town of Kingston's Town Administrator requesting the Town of Hopkinton's support to amend the Community Preservation Act, MA General Law, Ch. 44B by filing legislation to allow community preservation funds to be utilized for Green Energy Initiatives. \ Mr. Zettek read an announcement from the Youth Commission of the 2°a Annual Day of Giving Back scheduled on Martin Luther King Day, Monday, January 19th with a Kick -Off Breakfast at 9 a.m. State Representative Elect Carolyn Dykema The member of the Board welcomed State Representative Elect, Carolyn Dykema. Ms. Dykema addressed the FY' 10 budget crisis including the Governor's mid year budget cuts of one billion dollars which would affect local aid. Other areas of interest that were discussed included transportation issues. The Board thanked Ms. Dykema for her attendance. It was noted that Ms. Dykema's term as State Representative would commence the next day. Fire Chief Replacement Process/Acting Fire Chief Mr. Daugherty informed the Board of Selectmen that his last day as the Fire Chief and Interim Town Manager is Friday, Janaury 23 at 5 p.m. The Board of Selectmen requested Mr. Daugherty to present his resignation letter for readout at the Selectmen's January 20th meeting. Mr. Daugherty said that according to State law and Acting Fire Chief would need to be named and he recommended Fire Deputy Chief P. Kenneth Clark. He added that Deputy Chief Clark is willing to step up to this position. Mr. Herr brought up the issue of what compensation the Baord would offer Mr. Clark, and Mr. Daugherty responded that he has not spoken to Mr. Clark about compensation, but that historically, an additional 5% to 10% is given. Mr. Daugherty said that he could speak to Mr. Clark about this. Mr. Shepard said that he would not be willing to vote any more compensation that he is receiving as the Acting Fire Chief. Mr. Herr said that he would contact Mr. Clark about offering him the Acting Fire Chief position and that the Board would formalize this at the January 20th Selectmen's meeting. Vote: Mrs. Pratt motioned to offer Fire Deputy P. Kenneth Clark the position of Acting Fire Chief for compensation that he is currently at. Second Mr. Zettek. Unanimously voted. Mr. Herr said that he would telephone Mr. Clark the next day and write an acceptance letter effective January 23, 2009. Bos Minutes January 6, 2009.doc 3 Town Enemy Overview: Siemens Group,: Brian Main, Facilities Director Before beginning the presentation from Mr. Roland Butzke, Facilities Consultant for Siemens Building Technology, Chairman, Brian Herr, disclosed that he had previously worked with Siemens Building Technologies, Inc. and that presently; he does not perform any business with them. Mrs. Pratt recommended for Mr. Herr to disclose this information at the Town Clerk's Office. Mr. Herr agreed with Mrs. Pratt's recommendation. Mr. Butzke gave a summary of Siemens' and energy efficiency programs and scope of work recommended by them for the Fire and Police Stations, and the Town Hall. He explained the preliminary savings and how to fund the program should the Town accept their proposal. Specifically, no town debt would occur because a third party would pay for the cost of the project and would be paid by the Town's yearly cost saving. If the cost savings is less than anticipated, Siemens would make up the difference. There was a question and answer segment between the members of the Board and Mr. Butzke. Members of the Board thanked Mr. Butzke for attending this meeting and stated that they would consider his program as an option for the Town's future energy savings program. Note: A copy of Siemens' Preliminary Energy conservation Report for the Town of Hopkinton will be filed in the Town Manager's Office. FY'I.0 Budget Overview: Heidi Krieer, Finance Director Mr. Herr began the discussion regarding the budgetary process and invited Heidi Krieger, Finance Director, to give an update regarding this issue. Ms. Kriger reported that all town departments, with the exception of a couple, submitted level -funded budget for FY' 10 which what was requested by the Board of Selectmen. Ms. Kriger talked about some of those issues that were expected to cost.the town additional monies but came in less, such as health insurance which increased 13% and the town, therefore, has $330,000 more than expected. She commented that if all of the budgets come in level funded, there should be enough money in the town's budget. Mr. Daugherty commented that here is no discretionary spending at this time including reduction of training programs. Other issues that will impact the town is a loss of $700,000 in State aid. Ms. Kriger said that within the coming week, she and Mr. Daugherty would be meeting with each department head to review their budgets. Mr. Geoff MacDonald, School Department commented that the School Superintendent eliminated 20 positions from this year's budget. Mr. Daugherty said that he could "throw on the table" to ask contract employees to not receive an increase. Mr. Shepard questioned the issue of offering an early retirement program as an incentive. Mr. Daugherty would speak to the Human Resource Director about researching the feasibility of this program. Mr. Daugherty added that he is looking at bidding out the Town's insurance policies. Mr. Herr suggested amending the Selectmen's budget message to request department heads to go back and see what they could do to reduce their department's budget. He stressed the importance of the town recognizing the importance of not affecting the School and Public Safety Departments budgets. He asked to look at departments and determine if they are not needed and eliminate positions that do not function anymore. He suggested re -structuring departments so to keep public safety and education intact. Mr. Daugherty said that he would be working on a matrix of positions, such as Tree Warden, Animal Control Officer, and would seek to combine them. Some positions, he added, such as the Veteran's Agent are mandated by State law. There was a discussion regarding the reduction of this fiscal year's budget by 5%. Mr. Herr recommended re -structuring the FY'09 budget now. He cited an example such as eliminating the Animal Control Officer position now. Mr. Daugherty talked about eliminated custodial services and explained how to electronically open/close the town hall which would take two years to realize any cost savings. Mr. Herr said to present at the January 20 meeting a reduction in hours, the matrix as talked about by Mr. Daugherty, the possibility of an early retirement plan etc. Mr. Daugherty also said that he is looking at the 53E%2 accounts to discern if there is any way to use this account for other reasons. Mr. Shepard brought up the issue of a PILOT program and suggested sending a letter to participate in this program in lieu of taxes. Bos Minutes January 6, 2009.doc 4 Interim Town Manager Discussion Mr. Herr commented that Chief Daugherty's last day as the Interim Town Manager is Friday, January 23 and asked the Board for their comments in filling this position until a permanent Town Manager is hired. Mrs. Pratt recommended Police Chief Irvin to fill the Interim Town Manager position. Mr. Shepard stated that hiring a manager who has the necessary experience and skills for this position. He suggested contacting the Massachusetts Municipal Association (MMA) to secure a list of former Town Managers who would be willing to step in this position until a permanent Town Manager is. hired. The Board agreed to request the Town's Human Resource Director to contact the MMA for names of potential candidates who would be interested in this position and then to ask Chief Daugherty and Mrs. Pratt to interview those candidates and make a decision for the Board's consideration at the January 20th Selectmen's meeting. Public Session Adjourned: 10:00 p.m. Vote: Mrs. Pratt motioned to adjourn the public meeting. Second Mr. Zettek. Unanimously voted. Respectfully submitted, Geri Holland Executive Assistant to the Town Manager Date Approved: 1/20/09 Bos Minutes January 6, 2009.doc 5