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HomeMy WebLinkAboutSelect Board 08/02/2023Select Board Meeting Minutes August 2, 2023 RECEW Present: Ms. Diana Bren, Chair; Mr. Neil Rhein, Vice -Chair; Mr. Brendan Roc r trP Doherty were present in Meeting Room 3 A/B at Town Hall. Mr. Kevin Dumas, Town ManagerWWI Barry LaCasse, Assistant Town Manager/Finance Director were also present. 1013 AUG 16 P 1- 34 Not Present: Mr. Michael Trowbridge, Sr. MANsrleLo 1. Call To Order Select Board Meeting - Pledge of Allegiance h S,h (;;; USE TTS Ms. Bren, Chair called the meeting to order at 5:4913M. She asked those present to stand for the pledge of allegiance. She then reminded everyone that the meeting was being broadcast live and taped for future broadcast on Mansfield Cable. 2. Presentation of Dementia Friendly Community Ms. Patty Sullivan from Dementia Friendly Massachusetts was present along with Ms. Josephine Madrazo, COA Director. Ms. Sullivan stated that she is working with 115 communities and Mansfield has received this designation in a short period of time. There has been a tremendous amount of support from all departments which will make it a good community for those living in the community with dementia. Ms. Bren thanked everyone for participating and noted that this is a wonderful way to celebrate Mansfield. 3. Town Manager's Report Select Board Questions and Comments on Town Manager's Report Mr. Kevin Dumas began his report stating that the State approved the Fiscal Year 2024 budget and it is awaiting the Governors approval. He stated that Mansfield is left with a $31,000 shortfall which will need to be adjusted in the fall. The Chapter 90 funding provides $724,647.17 for roadway improvements and he then provided a construction update. Mr. Dumas then noted several staff changes followed by notification that the Town received an award from Government Finance Officers Association for its excellence in accounting and financial reporting. He further noted that the Town will have its Bond Rating review meeting and he expects that they will remain at an AA+. Mr. Dumas then provided an update on the cable television cable license. Lastly, he stated that the Town received notification that unsheltered families have been placed at the envision Hotel and the necessary Town departments have been notified and there have been daily check ins at the property, There were no questions or comments from the Select Board. 4. Resident Questions and Comments There were no resident questions or comments. S. Discussion and Consideration to Approve the Change of Officer Application for New England Sportservice, Inc. (Xfinity Center food and beverage; service company) Mr. Al Fera the Manager of the alcohol license was present along with Attorney Mr. Thomas Miller who was attending virtually. Attorney Mille explained that this was a change of the corporate officers for New England Sportservice which is the company that provides the food and beverage service at the Xfinity Center. Mr. Miller noted that nothing was changing at the local level or the day to day operations. Motion: To approve the Change of Officer Application for New England Sportservice Inc. (Roche/Doherty) Passes 4:0 6. Presentation of the 50 West Street Council on Aging Project Concepts with the Municipal Building Committee (MBC) Mr. Doug Annino, Chair of the MBC was present along with Mr. Mike Ahern, Owners Project Manager. Ms. Rachel Young and Mr. Joel Bargmann from the architect firm of BH+A were also present. Mr. Annino provided the background and timeline of what has been done and then asked Mr. Bargmann to come forward and give Select Board Meeting Minutes August 2, 2023 the Board an overview of BH+A. Mr. Bargmann stated that their firm specializes in senior centers and recreation centers. Ms. Young provided a brief presentation which included an explanation of what has been done so far in the design process. The presentation provided images of the potential space along with the site plan and how the building would be positioned at 50 West Street property, The existing COA is 6,000 square feet and the proposed new facility would be 14,400 square feet. Ms. Young also provided information on what would need to be done to have the current COA space transitioned to a Recreation space. The big cost items included a new HVAC system and roof which also serve the library. She then provided a cost estimate for the COA at $16 million and $3 million for the recreation department and $1.4 million for a new roof at Hope Street. Mr. Rhein asked if the costs included furniture and everything, Mr. Annino responded that it included everything. Mr. Roche stated that it was an exciting project and asked about having intergenerational activities at the location. Mr. Annino responded that he believed it would be open to all Mansfield residents. Ms. Doherty wanted to thank everyone for the hours spent on this and noted that BH+A is a great architecture firm and they leave nothing undiscussed. She then asked if this would help get Mansfield get the age friendly designation. Ms. Sullivan was still present and stated that the other half of her job is the age friendly designation for communities and she can provide information on what is necessary for the building and construction of a new facility in order to reach that designation. Ms. Doherty stated that it is a hefty price tag and asked if there were any ways to reduce costs like an early release package. Mr. Annino responded that when building the highway and public safety complex there were several early release packages and Mr. Ahern stated that the tower could be taken down, the building demolished and the soil improvements. Mr. Rhein stated that the $3 million cost for the Recreation reconfiguration seems overpriced. Ms. Young responded that it includes a new HVAC system that also serves the library, reconfiguring the spaces and there is an option to scale back and use the existing walls. Ms. Bren asked about the slide that showed the senior center with estimates and bid and wanted to know where Mansfield was in comparison. Ms. Young responded that Scituate would be a good comparison size wise however the project was completed just as COVID was beginning. Mr. Dumas then provided an update on potential funding sources for the project. Ms. Sally Fehervari of 86 Lawndale Road came forward and asked if there would be additional programming and staff. She also noted that it would be great to have evening programming. 7. Discussion and Consideration to Approve Flag Policy Ms, Bren noted that the draft of the policy was in the packet and then opened it up to Board members comments. Mr. Roche asked Mr. LaCasse if the one provided was similar to the one from the last meeting and he responded that it was and there were only two minor changes. He stated that the first change was on the first page the case referenced was underlined and on the second page the last sentence of the Order of Precedence item added the words "and fourth, the POW/MIA flag." Ms. Doherty asked if this policy was using similar language to the banner policy and was confused because it looks like the Board could do something and the Town Manager could do something and in the banner policy it is up to the Board. She stated that she was not ready to act on this tonight and wanted to hear more information. Ms. Doherty questioned why the policy was needed and how it was going to be inclusive to everyone and not just to some. Mr. LaCasse explained why a flag policy was needed and what Town Counsel's recommendation was. He stated that the Town should adopt a policy so that the flag poles on Town owned property are not considered a forum for free speech it is supposed to be the speech of government. Ms. Doherty stated that she would like it be an approval by the Select Board and not the Town Manager. Mr. Rhein agreed that we need a policy but approval should be from the Select Board and not the Town Manager. The Board had more discussion and then Ms. Bren asked for this to be on the next agenda. 8. Discussion and Consideration to Add Part -Time Civilian Traffic Controller and Highway Operations Manager to the Special Municipal Employee List Ms. Doherty explained that this allows for someone to have two positions within the Town. Mr. Rhein added that it was not adding new positions. Select Board Meeting Minutes August 2, 2023 Motion: To approve the addition of the Part -Time Civilian Traffic Controller and the Highway Operations Manager job positions to the Special Municipal Employee List. (Roche/Doherty) Passes 4:0 9. Discussion of Review Approach of Select Board Policies Ms. Bren stated that there are about fifty-two policies and out of the list twenty-six are electronic and have been updated in the past two fiscal years. She noted that there are eight that have been sent to Human Resources and there are about eighteen that are not electronic and have not been reviewed in a long period of time. She stated that she would like to propose that the newer ones from 2020 onward be put aside and focus on the ones that are very old. She then asked the Board members for their thoughts on how to approach them. Ms, Doherty stated that there are several that can be eliminated and some can be condensed and agreed with holding off of any that are 2020 or newer. Mr. Rhein suggested batching them in groups and recommended beginning with the policies that need to be eliminated. He then suggested looking at other communities and work towards creating a policy manual. Mr. Roche stated that there were several financial policies and if we should include the Finance Committee. Ms. Bren stated that she is going to go through the list and bucket them in categories and come back at next meeting or first agenda in September. 10. Select Board Member Committee and Liaison Updates Mr. Rhein and Mr. Roche had no updates. Ms. Doherty stated that her people at the COA are motivated and active, she then noted that the Board of Library Trustees have not met and she has been away for the Airport Commission meetings. Ms. Doherty then asked Mr. Dumas who cleans the memorials and noted that Keach Memorial is red due to manganese. Mr. Dumas responded that it is the well water that causes that and will speak with the DPW office to see if there is treatment for it however it will come back unless the irrigation system is upgraded to use Town water and not well water. Ms. Bren stated that the Budget Subcommittee is scheduled to meet on September 13th at 6PM at and then there is a Tri-Board meeting that is with the full School Committee, Finance Committee and Select Board members. 11. Resident Questions and Comments There were no resident questions and comments. 12. Review and Approve Consent Agenda All items on the Consent Agenda may be adopted with a single motion. Any member of the Select Board may request that an item be withdrawn from the Consent Agenda for separate consideration in which case that item will be voted on separately from the remainder of the Consent Agenda. All licenses have been routed through Town Hall Departments and any conditions have been noted below. A. Vote to Approve Meeting Minutes: • July 18, 2023 • July 19, 2023 B. Vote to Approve Warrants: • Town Vendor Warrant No. 24004T in the amount of $2,610,568.75 • Electric Vendor Warrant No. 24004E in the amount of $21,046.20 • School Vendor Warrant No. 24004S in the amount of $450,244.80 • Town Vendor Warrant No. 24005T in the amount of $1,048,817.31 • Electric Vendor Warrant No. 24005E in the amount of $57,480.96 C. Consideration of Permits and Licenses: • 2023 Water Installers License for Rowean Construction LLC. • Banner Request from Mansfield Youth Basketball Association D. Consideration of Certificates and Proclamations: Motion: To approve the consent agenda. (Roche/Rhein) Passes 4:0 Select Board Meeting Minutes August 2, 2023 13. Consideration and Approval of Town Payroll Warrants: • Town Payroll/Town Medicaid Payroll 23055PT in the amount of $68,951.07 Motion: To approve Town Payroll/Town Medicaid Payroll 23055PT in the amount of $68,951.07. (Roche/Rhein) Passes 4:0 • School Payroll/School Medicaid Payroll 23055PS in the amount of $1,129,921.86 Motion: To approve School Payroll/School Medicaid Payroll 23055PS in the amount of $1,129,921.86. (Roche/Rhein) Passes 3:0:1 Doherty Abstained • School Deductions Vendor Payroll 23055SV in the amount of $409,247.63 Motion: To approve School Deductions Vendor Payroll 23055SV in the amount of $409,247.63. (Roche/Rhein) Passes 4:0 • Town Payroll/Town Medicaid Payroll 24003PT in the amount of $931,444.82 Motion: To approve Town Payroll/Town Medicaid Payroll 24003PT in the amount of $931,444.82. (Roche/Rhein) Passes 4:0 • Town Deductions Vendor Payroll 24003TV in the amount of $ 305,574.32 Motion: To approve Town Deductions Vendor Payroll 24003TV in the amount of $ 305,574.32. (Roche/Rhein) Passes 4:0 • School Payroll/School Medicaid Payroll 24003PS in the amount of $340,156.12 Motion: To approve School Payroll/School Medicaid Payroll 24003PS in the amount of $340,156.12. (Roche/Rhein) Passes 3:0:1 Doherty Abstained • School Deductions Vendor Payroll 24003SV in the amount of $19,692.26 Motion: To approve School Deductions Vendor Payroll 24003SV in the amount of $19,692.26. (Roche/Rhein) Passes 4:0 • Town Payroll/Town Medicaid Payroll 24005PT in the amount of $1,167,583.82 Motion: To approve Town Payroll/Town Medicaid Payroll 24005PT in the amount of $1,167,583.82. (Roche/Rhein) Passes 4:0 • Town Deductions Vendor Payroll 24005TV in the amount of $349,935.80 Motion: To approve Town Deductions Vendor Payroll 24005TV in the amount of $349,935.80. (Roche/Rhein) Passes 4:0 • School Payroll/School Medicaid Payroll 24005PS in the amount of $1,560,954.14 Motion: To approve School Payroll/School Medicaid Payroll 24005PS in the amount of $1,560,954.14 (Roche/Rhein) Passes 3:0:1 Doherty Abstained • School Deductions Vendor Payroll 24005SV in the amount of $450,082.05 Motion: To approve School Deductions Vendor Payroll 24005SV in the amount of $450,082.05. (Roche/Rhein) Passes 4:0 14. Correspondence • Resignation Letter from Ronald Greene from the Diversity, Equity and Inclusion Committee (DEI) Mr. Roche stated that there was an email from Mr. Ronald Greene resigning from the DEI Committee. 15. Select Board Member's Comments and Questions Mr. Rhein congratulated Mr. LaCasse and his team for the financial reporting award. He then gave a shout out to police and fire working the Xfinity Center for the Jason Aldean concert that was difficult because they had to evacuate and then bring everyone back inside the venue and there was lots of heavy drinking. Mr. Rhein then stated that in his neighborhood there is lots of dead Ash trees due to an insect and that residents can reach out if they have a question as to whether or not a tree is Town property or personal property. Mr. Rhein then stated he was on South Common for a spring event and the gazebo had some graffiti and railings that needed repair. Select Board Meeting Minutes August 2, 2023 Mr. Roche stated that it is good to hear about the high definition channel with the new Comcast Cable contract. He also wanted to thank police and fire for their work at the Xfinity Center because it has been very busy season. Lastly, he stated that they will be holding the next round of interviews for vacancies on boards and committees soon. Ms. Doherty stated that she is sorry to see Mr. Greene leaving the D, E and I Committee and asked what was going on with that committee. Mr. Dumas noted that the consultant had major surgery and has a twelve -week long recovery. Ms. Bren added that he is a prenominal consultant to work with and thanks everyone on the committee for their patience. Ms. Doherty then stated that it was nice to attend Marc Goyette retirement ceremony and he was very touched by the Boards proclamation. She then stated that police and fire do a great job at the Xfinity Center. Ms. Bren asked about the sale of the fire station and Mr. Dumas responded that we are just waiting for a date of the closing. Ms. Bren then provided clarification on an item from the last meeting in regards to the Select Boards packet of documentation and posting it online. She stated that she consulted with legal counsel and there is no legal requirement by the Town to post the meeting packet on the website and the Town is not in any violation of any open meeting laws. 16. Any items not anticipated by the Chair 48 hours prior to this meeting Motion: To approve the 2023 Drainlayers License for HM Lopes. (Roche/Doherty) Passes 4:0 Mr. Dumas then asked to take a few moments to have a brief discussion about the COA presentation. He stated that he wanted to informally poll the Board for their support to continue in the design process. 17. Adjourn Motion: To adjourn the August 2, 2023 Select Board meeting at 8:1413M. (Rhein/Doherty) Passes 4:0 Sign ture Minutes prepared by Carrie Champagne Documents used in meeting: Date 1. Change of Officer Application for New England Sportservice, Inc. 2. PowerPoint Presentation for the Design Project for 50 West Street for a COA facility 3. Draft of Flag Policy 4. Letter from HR Director Jocelyn LeMaire for APT Civilian Traffic Controller and Highway Operations Manager to the Special Employee List 5. Meeting Minutes of July 18, 2023 and July 19, 2023 6. Water Installers Application Rowean Construction LLC 7. Banner Request Application for Mansfield Youth Basketball Association 8. Email from Ronald Greene 9. Drainlayer's Application for HM Lopes Select Board Meeting Minutes August 2, 2023