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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