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HomeMy WebLinkAboutBOS MINUTES 06-29-2016Board of Selectmen Minutes June 29, 2016 Present: Jess Aptowitz, Chairman; Frank DelVecchio, Vice - Chairman, Michael Trgwb'ridge, Clerk; George Dentin, Steve Schoonveld, and William Ross, Town Manager. , I i I Chairman Aptowitz called the meeting to order at 7:45p.m. The Chairman reminded everyone that the meeting is being broadcast live and taped for future broadcast on Mansfield Cable. He- -asked if there were any members of the audience recording, to which there was no one r T Present before the Board is Niegel Dabare, 23 Horace Street, who is a member of Troop 7 in Foxboro. Niegel is seeking permission to construct five mile stones on the World War lI Vet Memorial Trail beginning at the entrance on Fruit Street through the third mile. The markers will be approximately four feet high with a base of one foot, painted in white reflective paint/black lettering and will face the direction of traffic. Neigel is asking the Board to be the official sponsor of the project through approval of the construction. Mr. Dentine, liked this project and felt it to be prudent, especially for late evening walkers /joggers. Mr. Schoonveld asked where the financing of the project was coming from to which Niegel explained he will be reaching out to local businesses, group using the path (running clubs) as well as personal financing. Mr. Trowbridge was concerned with the footings and weight of those and asked that the Town Manager ensure Niegel works with Rick Alves, Town Engineer and ensure the design is accurate. Mr. Trowbridge also offered his assistance with proper measurements of the miles. Mr. DelVecchio was impressed with Niegel's presentation and felt him to be well spoken. Motion: To approve /sponsor the Eagle Scout project allowing Town Manager signoff after proper inspection of mile marker footings by Town officials (Trowbridge /Schoonveld) PASSES 5:0 Present before the Board are Carl Lambrecht, Chairman, Lou Andrews, Treasurer and Howard Fiske. Mr. Lambrecht first addressed the situation with Airport Management as King Aviation filed for bankruptcy last March. King Aviation had been supplying airport management, fuel services, flight training and manager of tie downs in Quadrant 1 for the Airport. The Commission's immediate action was to maintain a safe operating environment and was able to work out a temporary agreement with former King Aviation employee and Airport Manager, Bob Welch, to continue his services as Airport Manager to provide proper airport services. Mr. Welch created two separate companies 1) providing airport management services and 2) providing fuel services. The Commission will maintain the management of the hanger and tie down rents in the quadrant and hoped to attract a flight training school, especially with the new administration building. Secondly, Mr. Lambrecht reported that the new Airport Administration building has been completed on schedule and on budget and they have moved in. There was a ribbon cutting Board Of Selectmen's Meeting June 29, 2016 Page 1 of 7 ceremony on June 251h with tours and there have been visits from 120 Parks and Recreation campers. Mr. Schoonveld asked what the Commission felt the next few years would be about to which Mr. Lambrecht noted the Commission is still working on ongoing obstruction mitigation, taxiway reconstruction, pavement maintenance and rails (approach system into main runway). He noted the Commission meets with the FAA and MassDOT to present its capital improvement plan. Mr. Schoonveld asked now that the revenue is coming straight to the Commission is that a gain to which Mr. Andrews reported it just added an administrative function. Mr. Dentino walked through the new building with Mr. Andrews noting he liked the construction mentioning the lobby and the space for a restaurant. Mr. Dentino also asked for the function of the helicopters to which Mr. Andrews noted it is the National Guard. Mr. Trowbridge attended the ribbon cutting where he felt the new building to be beautiful. Mr. Delvecchio felt the residents will be pleasantly surprised as it is an attractive building. Chairman Aptowitz asked how many take -offs and landings in a year to which Mr. Andrews thought it to be approximately 30,000. The Chairman thought that number would surprise most residents. The Chairman thought the building to be interesting and beautiful. Lou Andrews, president of the Natural Resources Trust of Mansfield, presented a book of 160 stories about Mansfield by Harry Chase, local Town historian to the Board. Through a donation from the Non - Profit Gift Fund the NRT was able to offset some of the printing costs. The book will be available on the NRT's website (www.nrtma.or ) with quite a few donated to the library 's�T'nr?l, M l l? Fa"t 1 � 9 ° f23 G 9) i ° I i 1 � ® � ff C 1 �`3- p Kl� Board meeting (total expenses, comparison of costs). Mr. Dentino asked if Mr. Trowbridge has received all information requested. Mr. Trowbridge then read from a statement, which has been made a part of the record, summarizing that he did not request the agenda item for placement on last week's agenda and only questioned the total expenses paid to Counsel over the past year, which was not provided in the Board's packet. Chairman Aptowitz explained that the original agenda verbiage was placed by Mr. Ross which Chairman Aptowitz then amended to be more general. He apologized if there was any confusion. Mr. Dentino asked that Mr. Ross provide totals of what the Town has paid to other law firms over time, prior to Deutsche Williams. Mr. Dentino felt this would give Mr. Trowbridge, Mr. DelVecchio and Mr. Schoonveld a better comparison. Mr. Trowbridge stated he is comfortable as he had enough information as he did his own comparison with other communities and felt the Town to be in line. Board Of Selectmen's Meeting June 29, 2016 Page 2 of 7 Chairman Aptowitz explained that the Town is under retainer with Deutsche Williams ($4,500 per month/$54,000 per year) for general services with litigation matters not falling within the daily scope to be additionally billed. Mr. Ross furthered additional billing includes litigation, property and review of contracts (ie Airport) and would be additional charges with any firm. Mr. Ross noted the total for FYI to be approximately $118,000. Mr. Schoonveld asked for the number to date for FYI to which Mr. Ross tough it to be lower. It was noted that labor counsel costs with Murphy Hessey was an additional $89,100.47 and that the Treasurer also has specialized counsel which totals approximately $7,000 and $17,000 for the Assessors. With regards to labor counsel, Murphy Hessey, Mr. Ross felt it to be beneficial to retain them separately as they also handle the School side. Chairman Aptowitz noted the initial contract with Deutsche Williams was for three years and asked for the Boards thoughts. Motion: To approve Deutsche Williams as Town Counsel for one year (Schoonveld /Trowbridge) Discussion: Mr. Dentine, questioned what a one year would include in terms of pricing. Mr. Ross provided a sample contract in the Board's packet noting the pricing and services would be continued from the previous year's contract. Mr. DelVecchio corrected that the initial contract was a three year contract with two one year extensions. Mr. Dentine, asked for the Murphy Hessey work load for the schools to which Mr. Trowbridge noted contract negotiations and bulk of the work for Special Education issues which he noted was significant and at an hourly rate. Mr. DelVecchio was concerned that the Board is hearing about the renewal of a contract for a significant service two weeks prior to expiration. He felt a proper process to be in order and is more comfortable with a one year noting he would also like Town Counsel to be comfortable. Mr. Dentino felt Deutsche Williams has saved the Town for a number of years and always there questioning why the Board would "shop around" now. Mr. Schoonveld felt it important to have a "challenge /RFP process" and in this case there has been a three year contract extended twice with another extension, comparing the situation to the Auditors. Given that the Board is a day away from not having legal counsel he felt an extension of year makes senses but noted a policy /process is warranted going forward. Chairman Aptowitz appreciated the point and felt that if this motion were to pass the process to vet should start immediately. Mr. Schoonveld asked what a proper lead time to be which Mr. Ross explained that depends on 1) May election process and the Board appoints Town Counsel and 2) possibility of a more expensive counsel which would need to be included in Budget and presented in January. Mr. Ross suggested the fall. Mr. Dentino questioned why the Town would want to vet as Deutsche Williams has proven its relationship with the Town as well as providing the best pricing and services. Mr. Schoonveld stated that no one is disputing that. Motion: To approve Deutsche Williams as Town Counsel for one year authorized by the Town Manager (Schoonveld/Trowbridge) PASSES 4:1 Dentino NAY This has been tabled. The discussion began by noting Mr. Trowbridge's suggestion of a numerical grading system has been added. Board Of Selectmen's Meeting June 29, 2016 Page 3 of 7 Mr. Trowbridge wanted to be sure that Mr. Ross was agreeable to the goals, especially the shorter time frame, that were put forth to which he stated he was. Chairman Aptowitz noted that changes could be made through the year if Mr. Ross requested. Mr. Ross felt the goals not only to be for ( him but the Board as well. Mr. DelVecchio suggested combining a few of the goals and then defining the priorities. He noted there was a lot of focus on the Downtown area goals but felt Cabot Business Park to be the area that would generate additional revenue. Mr. Schoonveld agreed these to also be the Board's as well as the Town's goals. Mr. Schoonveld struggled with fitting some goals into the performance appraisal referencing how the Board will weigh the categories (ie decision making, motivates others). Mr. Schoonveld felt it to be a great tool with two distinctive parts and looked for a measurement. Mr. DelVecchio felt it is the Board's responsibility to take the two different perspectives and meld them together into a coherent appraisal. Mr. Ross noted he tends to be results oriented "what has made the community better" or "is the financial house in order" and "meeting goals established in the strategic plan ". He reiterated this is a team effort and what have we done together to make Mansfield better in the past year. Mr. Schoonveld asked what Mr. Ross felt the measurement to be specifically to which he thought 40% Performance Ratings (pages 2 — 7) and 60% Actual Accomplishments (page 9). Mr. Trowbridge did not have a problem with that. It was agreed to go with the document with the measurement suggested. Mr. DelVecchio asked for one more discussion with regards to the goals. Regarding Mr. Ross' FY17 salary adjustment Mr. Schoonveld noted in his five years working with Mr. Ross and has always gained insight and has done a great job. When considering raises Mr. Schoonveld felt it important to look at what staff/colleagues has received as it should be in line with that. Mr. DelVecchio agreed with Mr. Schoonveld noting any frustrations were that the Board was not organized enough but felt it was moving in that direction and any adjustment should be in line with area colleagues. Mr. Trowbridge looked at the Supervisory Union contract with the unit receiving a 3% adjustment and as Mr. Ross had a good evaluation he should be in line for the same. Mr. Ross reported his current salary: $151,749 base salary $ 10,000 electric department $ 6,000 car allowance $167,749 Mr. Ross had Ms. Firing run a comparison (Foxboro, North Attleboro, Norwood) reporting the average base salary to be $160,000 and does not include the electric stipend. Mr. Ross felt 3% to be fair. Motion: To approve a 3% salary increase on the base salary for the Town Manager effective July 1" (DelVecchio /Trowbridge) Discussion: Chairman Aptowitz is not against a raise but is not comfortable with 3 %. Motion: To approve a 3% salary increase on the base salary (DelVecchio /Trowbridge) PASSES 4:1 Aptowitz NAY Board Of Selectmen's Meeting June 29, 2016 Page 4 of 7 Richard Carey, 460 Williams Street, has been maintaining the infiltration basins on his own time and expense near his property due to the limitations of manpower on the Department. Mr. Carey is moving out of the community and wanted to commend the DPW for all the work it's done throughout the Town. He felt they have exceeded the expectations of the general public internalizing a lot of the work typically farmed out all the while using its funds in an fiduciary manner. a. Approval Of Board Of Selectmen Minutes For: • Meeting Of June 22, 2016 b. Vote To Approve Warrants: • Town Vendor Warrant No. 16052T in the amount of $355,667.59 • Electric Department Vendor Warrant No. 16052E in the amount of $29,202.90 • School Department Vendor Warrant No. 16052S in the amount of $184,886.58 c. Licenses And Permits: • Consideration Of Hackney Driver's License For Becky DaCruz For Already Taxi d. Events And Signage: • Consideration Of Event Application For Neighborhood Block Party At Fox Street By Sara And Phil Carnevale, Subject To Public Safety Sign -Off Motion: To approve the Consent Agenda as presented (Trowbridge /Schoonveld) PASSES 5:0 • Town Payroll /Town Medicaid Payroll 16052PT in the amount of $517,582.38 Motion: To approve Town Payroll /Town Medicaid Payroll 16052PT in the amount of $517,582.38 (Trowbridge /Schoonveld) Discussion: In reviewing the Warrant, Chairman Aptowitz noted Mr. Ross has applied for "sick pay /buy back" and questioned if he is eligible. Mr. Ross noted unless something is specifically excluded he follows the Personnel Policies. The discussion focused on the language in Mr. Ross' contract compared to the personnel policies. The Board agreed that this is subject to analysis for future requests. Motion: To approve Town Payroll/Town Medicaid Payroll 16052PT in the amount of $517,582.38 (Trowbridge /Schoonveld) PASSES 3:2 Aptowitz, Dentino NAY • Town Deductions Vendor Payroll 16052TV in the amount of $160,755.68 Motion: To approve Town Deductions — Vendor Payroll 16052TV in the amount of $160,755.68 (DelVeechio /Schoonveld) PASSES 5:0 • School Payroll /School Medicaid Payroll 16052PS in the amount of $1,044,711.64 Motion: To approve Town Payroll /Town Medicaid Payroll 16052PS in the amount of $1,044,711.64 (Trowbridge /Schoonveld) PASSES 4:0:1 Trowbridge ABSTAIN • School Deductions Vendor Payroll 16052SV in the amount of $301,042.04 Motion: To approve School Deductions — Vendor Payroll 16052SV in the amount of $301,042.04 (Trowbridge /Schoonveld) PASSES 5:0 • School Payroll /School Medicaid Payroll 17001PS in the amount of $111,077.33 Motion: To approve Town Payroll /Town Medicaid Payroll 17001PS in the amount of $111,077.33 (Trowbridge /Schoonveld) PASSES 4:0:1 Trowbridge ABSTAIN • School Deductions Vendor Payroll 17001 SV in the amount of $33,062.25 Motion: To approve School Deductions — Vendor Payroll 17001 SV in the amount of $33,062.25 (Trowbridge /Schoonveld) PASSES 5:0 Board Of Selectmen's Meeting June 29, 2016 Page 5 of 7 None. na e o Mr. Ross noted that per the Board's instruction the RFP for the John Barry School has been revised to broaden the age area to serve as well as to fit all of the community's needs. Mr. Trowbridge asked if Mr. Ross was able to receive the information he requested with regards to renovations and money spent. Mr. Ross did send an email to Ed Hurley and was informed that the CFO was on vacation and information would be forthcoming and he would send it to the Board. Mr. Ross did noted he spoke with Mike Ahern, Buildings and Special Projects as well as Lee Azinheira, DPW Director, who reported the Town has not invested anything to the facility since it took it over. Mr. Trowbridge corrected that the Town participated in the construction of the parking lot. Mr. Ross reported there was a power outage earlier today due to a lightning strike in the area West/Chauncy /Copeland Streets. Power was, reinstated before 7:00pm. Mr. Ross noted a Building Permit was issued to Marco Crugnale for North Common Estates (development across from train station). The fee was slightly over $100,000. Chocolate Factory, LLC have officially closed on the property and will be filing for a building permit after July 1st. Mr. Ross noted that permit fee was expected to be over $500,000. Mr. Ross reported the new water main on West Street has been installed and is in service. Most customers have been moved over. Drainage work has now begun including work in the area adjacent to the Unorthodox Church, designed by Rick Alves, Town Engineer, to alleviate flooding from the spring. Mr. Ross and the Board scheduled a Light Commission meeting for July 25'h focusing on follow up of distributive generation issues previously discussed as well as options on the hedging on purchase power. Mr. Ross noted that the WIFI will be replaced in this building to provide for better speeds. Mr. Ross also noted that instructions to work the air conditioning after hours in the meeting rooms will be placed. Mr. Ross noted the Board will receive the new edition of his Current Affairs report this Friday, July 1st. Mr. Ross questioned whether the Board would like to make its packet available to the public online as many communities do that. He asked the Board to think about considering posting the packet after the Board has received the packet and redacting private information. Mr. Ross reminded that Town Hall will be closed Monday, July 4th `. oinw Mr. DelVecchio commended his colleagues on the work completed on the Town Manager's evaluation tool. He felt it to be a huge step forward. ( Mr. DelVecchio wished everyone a happy and safe July 4th. Board Of Selectmen's Meeting June 29, 2016 Page 6 of 7 Mr. Dentino appreciated the Board and its work as well as the addition of Mr. Schoonveld and Mr. Trowbridge. He felt it important for the Board to stay together and respect each other in order to have the ability to get things done. Mr. Schoonveld felt this to be a good start and very collegial and educational. He reminded that the Board are the policy makers and cannot forget it is the strategy making body as well and felt the Boards and Committees would like to see that from this Board. Chairman Aptowitz commented that the decision made earlier regarding Town Counsel has nothing to do with the performance of the firm and its associates. The Chairman felt Deutsche Williams has done a fantastic job for the Town and this is simply the Board wanting to follow the process. Chairman Aptowitz thanked Mr. Ross for ensuring that the holes on Old Colony were filled as well as the area in front of the mobile station. Chairman Aptowitz would like the personnel policies scheduled for review. As a side note he noted that the ChairmanNice Chairman should be reviewing and signing off on anything outside of normal course of business /payroll for Mr. Ross as there should be an approval process for everyone. Mr. Ross agreed. Chairman Aptowitz would like to have the MBC come in and provide an update on the Public Safety/DPW Complex as well as any other committees. Mr. Ross noted interviews for the openings on the Finance Committee, Planning Board and Canoe River Aquifer are in the process of scheduled within the next two meetings. Mr. Ross noted he needed to follow up with Town Counsel regarding the conflict of the Charter for Canoe River allowing for the Superintendent of the Water Department to sit on that committee which conflicts with Town's Charter which calls for residency. Mr. Trowbridge felt the Canoe River does not fall under the prevue of the Town. Mr. Ross just wants to be clear before moving forward. Chairman Aptowitz reminded that the Board will have a workshop on July 20th where it would like to have the IDC, Finance Committee and Planning Board in. It was decided to have MIS Director Sacha Zhukova present the status of the website at the Board's workshop on July 20th. Due to a scheduling conflict for one of the applicants it was decided to hold off the Finance Committee interviews to July 27th if both applicants can attend. Chairman Aptowitz asked that the carpet in MeetingRoom 3A/B be cleaned and ensure that those it are i3olicina it. None Motion: To adjourn at 9:55pm (Schoonveld /DelVecchio) PASSES 5:0 '7x C 1 Signature /tdw Board Of Selectmen's Meeting June 29, 2016 Page 7 of 7 -I- v3 -1 4a Date