HomeMy Public PortalAbout20091208 - Select Board - Meeting MinutesBoard of Selectmen Meeting; December 8, 2009 Page 1
TOWN OF HOPKINTON
BOARD OF SELECTMEN
MINUTES OF MEETING
December 8, 2009
A meeting of the Hopkinton Board of Selectmen was held on Tuesday, December 8, 2009
at Town Hall, 18 Main Street, Hopkinton Massachusetts. Selectmen present: Brian Herr,
Michelle Gates, Matthew Zettek, RJ Dourney and Todd Cestari. Administrative
personnel in attendance: Town Manager Norman Khumalo, Assistant Geri Holland and
Human Resources Director Maryrose DeGroot.
CALL TO ORDER: The meeting was called to order at 6:30 PM in Room 215.
Chairman Herr opened the public meeting with the Pledge of Allegiance.
PUBLIC FORUM: Mrs. Mary Pratt reviewed issues discussed at the recent MAPC
meeting, including the Quinn Bill and other unfunded mandates and some new
requirements of the State Ethics Commission.
ACCOMPLISHMENTS: ►Mr. Dourney announced that Planning Director Elaine
Lazarus, the Planning Board, the Land Use Study Committee and the Sasaki Associate
Team were recognized by the Massachusetts Chapter of the American Planning
Association and will receive the 2009 Outstanding Planning Award for the East
Hopkinton Master Plan. ►Mr. Cestari announced that Lt. Flannery of the HPD
completed an advanced police management course funded through a grant. ►Mr. Zettek
announced that the Fire Department was awarded a $44,000.00 grant to fund on-duty
staffing in FY2011.
APPROVAL OF CONSENT AGENDA: Items considered within the Consent Agenda
include: a) approval of Public Session meeting minutes from November 24, 2009; b)
approval of a road race request for the Max Performance 2010 Triathlon at Hopkinton
State Park on May 9, 2010 and September 12, 2010; c) appointment of Matthew
Marshquist to the Sustainable Green Committee for a one-year term. MOTION by Mr.
Zettek to approve the Consent Agenda SECONDED by Mr. Dourney. VOTE to
Approve: Unanimous.
PROCLAMATIONS: MOTION by Mr. Zettek that the Board of Selectmen endorse
the selection by the Hopkinton Chamber of Commerce of Ken Driscoll as an exceptional
citizen SECONDED by Mr. Dourney. VOTE to Approve: Unanimous. MOTION by
Mr. Zettek that the Board of Selectmen endorses the selection by the Hopkinton Chamber
of Commerce of Police Chief Tom Irvin as an exceptional citizen SECONDED by Mr.
Dourney. VOTE to Approve: Unanimous. The citations will be presented to the
gentlemen at an event at the Hopkinton Country Club on December 10, 2009.
PRESENTATIONS/DISCUSSIONS: Spring Street Drainage
DPW Director JT Gaucher said there has been a 20-year drainage problem at the
intersection of Spring and Cunningham Streets, where runoff floods two properties on
Board of Selectmen Meeting; December 8, 2009 Page 2
Wood Street. The DPW plans to reroute drainage to the Fruit Street wells. The owners
of the properties through which the Town seeks easements have consented to the Orders
of Taking. The design work will be done in-house. MOTION by Mr. Zettek that the
Board of Selectmen vote to approve the Order of Taking, the Easement, the Confirmation
of Acceptance of Agreement as to Eminent Domain Taking, and Exhibit B (easement
description) for the property owned by Joseph E. and Annette E. Nealon located at 326
Wood Street SECONDED by Mrs. Gates. VOTE to Approve: Unanimous.
MOTION by Mr. Zettek that the Board of Selectmen vote to approve the Order of
Taking, the Easement, the Confirmation of Acceptance of Agreement as to Eminent
Domain Taking and Exhibit B (easement description) for the property owned by Stephen
W. and Jean M. Hynes located at 328 Wood Street SECONDED by Mrs. Gates. VOTE
to Approve: Unanimous.
FUTURE AGENDA ITEMS: ►Mr. Dourney repeated his request for a presentation by
the Economic Development Committee and the Chamber of Commerce regarding
initiatives to assist industries and small businesses in Town. Mr. Khumalo confirmed
that he has forwarded grant information to the Chamber of Commerce and plans to have
regular discussions with Chamber members. ►Mrs. Gates said Superintendent James
Lynch of Keefe Technical School wishes to address the Board in February.
LIAISON REPORTS: ►Mrs. Gates said the Housing Committee met to reorganize its
priorities to ensure that residents are informed about affordable housing opportunities, to
review affordable housing proposals and to work with the ZBA to ensure that residents’
needs are met. The Committee also seeks to use surveys in the creation of a strategy.
►Mrs. Gates reported that Superintendent Lynch anticipates a $306,000.00 revenue
shortfall in FY2010 due to statewide cuts in regional school transportation funding and
Chapter 70 funding. He will not ask towns within the Keefe Technical School district to
increase their assessments, but plans to make cuts. ►Mr. Dourney reported that there are
several fine candidates being considered to replace retiring Police Chief Tom Irvin and
that the process to fill the position is moving forward. ► Mr. Cestari said three
consultants are being considered by the Elementary School Building Committee for
design work. He also announced that the Hopkinton Marathon Committee will conduct
its first meeting in preparation for the 2010 race at the Fire Station on December 9.
Meetings will be held on the second Wednesday of each month leading up to the event.
Residents who wish to volunteer for the Marathon may register to do so online.
HOPKINTON FIRE DEPARTMENT PROMOTION: Fire Chief Ken Clark
presented newly appointed Lieutenant Thomas Poirier and attached the pin for this
designation on Lt. Poirier’s uniform. Lt. Poirier was congratulated by Board and
Administration members.
SPECIAL TOWN MEETING: Article 3
Ms. Cindy Chesmore of the Council on Aging announced that the Council will withdraw
Article 3 to expand the Senior Center parking lot from the Special Town Meeting
Warrant in recognition of current budget restraints. The Appropriations Committee voted
Board of Selectmen Meeting; December 8, 2009 Page 3
to take no action on December 3. Chairman Herr and Mr. Dourney acknowledged that a
larger lot is needed and that such an appropriation should be considered when financing
is available. MOTION by Mr. Zettek that the Board of Selectmen takes no action on
Article 3 SECONDED by Mrs. Gates. VOTE to Approve: Unanimous.
TOWN MANAGER’S REPORT: IT Review
Mr. Christopher McClure, IT Director for the Town of Westford was introduced to
explain how improved technology can increase efficiency and reap cost savings. The
plan calls for building out the fiber network infrastructure and improving applications.
Mr. McClure suggested that an internet based telephone system can quickly save
Hopkinton money, adding that such a system enabled Westford to cut its bill in half.
School Superintendent Jack Phelan concurred, saying this type of system worked well
when piloted in the school district. Mr. Khumalo said improvements like this are
necessary in the overall plan to streamline operations, save money, and improve
efficiency and customer service. Mr. Khumalo requested the Board’s authorization to use
$160,000.00 identified in the license agreement with Verizon. He will soon offer a
proposal as to how the money should be used. Mr. Dourney noted that technology needs
in the schools should be a priority. MOTION by Mr. Dourney that the Board of
Selectmen authorizes the Town Manager to access $160,000.00 in the Verizon gift
account SECONDED by Mrs. Gates. VOTE to Approve: Unanimous.
Solid Waste Management and Recycling Review
Mr. Khumalo reported that Hopkinton is recycling 30% of its waste and is doing well in
managing and enforcing its waste removal contract. He proposed using a provision in the
contract to reduce the number of barrels allowed per household from four to two. Such a
measure would encourage increased recycling and could save the Town about $50,000.00
in the short term. Those residents who generate more waste can work out individual
arrangements with the contractor, participate in a sticker program for extra barrels, or
purchase special trash bags at a local store. Curbside collection of one item of furniture
per household will still be permitted. Mr. Khumalo will request that the Board take
action at the next meeting.
Town Engineer
Mr. Khumalo recommended that the Facilities Director position be changed to Town
Engineer. He said it would be better from a risk management perspective to employ such
a person to manage the Town’s buildings, grounds and other assets and could result in
general insurance cost savings. Mr. Khumalo said the Town Engineer would not negate
the need for outside engineering services, but would use his or her discretion on the need
to contract out for various projects. Mrs. DeGroot added that the Town Engineer would
assist all department heads in assessing such needs.
Finance/Town Clerk Consolidation
A preliminary concept plan was presented for consolidating administrative functions
among the finance and Town Clerk offices. The Accounting Department will stay the
same. The Assessor’s Office would reduce by eight hours the workweek of one
employee (Assistant Assessor). In the Treasurer/Collector’s Office, the full-time
Board of Selectmen Meeting; December 8, 2009 Page 4
Administrative Assistant position would be eliminated, while the part-time (25
hours/week) Administrative Assistant would be upgraded to Assistant
Treasurer/Collector. A 19-hour/week Administrative Assistant position will be
eliminated in the Town Clerk’s Office. In Human Resources, the hours of the Total
Compensation Coordinator will be reduced from 35 to 30. The Town Manager’s Office
will also cut eight hours between its two support positions. Support staff will be cross-
trained to assist throughout finance departments. Mr. Khumalo said a public meeting will
be conducted on the final proposal. He estimates that between $83,000.00 and
$100,000.00 could be saved annually, not including benefits.
OLD BUSINESS: NONE
ADJOURN: MOTION by Mr. Dourney to adjourn SECONDED by Mr. Zettek.
VOTE to Approve: Unanimous. Meeting adjourned at 8:40PM.
Respectfully Submitted,
Elizabeth Aghababian, Recording Secretary
Accepted 12/22/09