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HomeMy WebLinkAboutBOS MINUTES 09-21-2016Board of Selectmen Minutes September 21, 2016 7�n RECEIVED Present: Jess Aptowitz, Chairman; Frank DelVecchio, Vice -Chairman; William Ross, Town Manager. Steve Schoonveld; remotely. Absent: Georentino 1. Meeting Called To Order At 7:00 p.m. 9AN OCt -b A 11: 09 Chairman Aptowitz called the meeting to order at 7:00 p.m. The ChairmaQ�r� r�89Qy®ne that the meeting is being broadcast live and taped for future broadcast on Mansfield I#(ChUHTtrge were any members of the audience recording, to which there was no response. Chairman Aptowitz has approved the request by Selectman Schoonveld to participate remotely due to travel. 2. Presentation by Chief Ronald Sellon and Superintendent Zeff Gianetti on Mansfield Public School's Resource Officer Program and Problem Oriented Police Program by Sergeant Brian Thibeault Present before the Board this evening are Police Chief Ron Sellon and Superintendent Zeff Gianetti. Superintendent Gianetti began by explaining due to a recent change in the law the School Department must now evaluate the School Resource Officer Program on an annual basis (via memorandum of understanding). A general overview of program has already been given to the School Board/Committee. Chief Sellon noted that since 2013, when the SRO Program was re -implemented, a number of issues have been identified by School administration officials 1) when the SRO is unavailable resources were not available to school administrations. The Chief has now allocated a small group of trained officers who are able to step in (part-time capacity) and act as SRO when assigned SRO is absent 2) the Department has had its Crime Analyst identify the highest call volume (in weeks) to ensure assignment of additional officers to assist the SRO during those busy times. The program will continue to monitor results. Mr. DelVecchio looked for clarification of those part-time officers assigned to full time during those high call volume weeks. Chief Sellon clarified these officers are already full-time officers just shifted over to the SRO program. Chief Sellon explained the foundation of this program is not playing "gotcha" and being in the business of catching kids doing something wrong but to assist children and families going through difficulties and connecting them to the resources to aid. He commended the work of Detective Wright which Chairman Aptowitz wholeheartedly agreed. Mr. DelVecchio remembers this program to initially be controversial and commended Chief Sellon and Superintendent Gianetti for making it work. Mr. Trowbridge, as a former School Committee member, felt this to be a great program and has seen first-hand the assistance provided to students and families. Mr. Schoonveld thanked both gentlemen for their work and for the presentation. Mr. Ross was happy to see this program re -instated. Mr. Ross and the Board referenced the recent announcement by Superintendent Gianetti on his retirement. Both Mr. Ross and the Board greatly appreciated both the work done by Superintendent Gianneti as well as the great working relationship mentored by Superintendent Gianetti. All felt his presence will be greatly missed. Chief Sellon and Sergeant Thibeault then presented the Problem Oriented Police Program. Chief Sellon introduced/explained the nature of the Problem Oriented Police Program, established in June of 2015, to the Board noting it is a non-traditional, proactive approach to identify underlying problems for ongoing issues. Mansfield Police uses the program by identifying frequent calls for service (CFS) generators such as quality of life issues, addictions (working with Norton and Attleboro with similar programs) and domestic abuse or arguments. The goal is to ultimately reduce these calls. The program Board Of Selectmen's Meeting September 21, 2016 Page I of 7 began with one Sergeant and four Officers dedicated on a pail -time basis. There is currently an open spot within the program. Implementation of the program was done through the Department participating in a familiarization process with Attleboro's unit in order to understand the dynamics between the two communities where issues from one will bleed over into the other. Sergeant Thibeault explained that representatives of the program introduced themselves through Town referencing property managers, Town Officials/Departments and loss prevention/businesses (retail crime is on the rise). He felt this created a team approach. Chief Sellon noted the introduction of the Crime Analysis in September of 2015 assists the program with: gaining an understanding of the types of crimes and calls for service, familiarized POP activities (ride-alongs, read daily logs), data accuracy and completeness, established people and places generating the most activity, evaluate progress weekly and suggest new people or places based on amount of calls/severity. Chief Sellon noted the POP currently has one sergeant and 3 officers who maintain strong relationships. The program has seen that the calls for service for specific people/places have been reduced. It will continue to establish positive community relations and partnerships with a plan of action and relying on Crime Analyst for weekly stats (identify escalating/deescalating people or places). Sergeant Thibeault walked the Board through a current case study describing how an individual is identified, the problem associated with the individual and how best to render services for not only the individual but the family. Sergeant Thibeault noted the Department is quite happy. Mr. DelVecchio asked for a timeframe with regards to follow up on a case, which Chief Sellon stated it to be dictated by the Department's resources and that a best case scenario would be up to the family and its need/request. Chairman Aptowitz asked for the POP officer schedules where Chief Sellon noted the group is usually scheduled for the 4:00pm — 12:00am shift with Sergeant Thibeault adding that any crisis is immediately addressed no matter time of day. Mr. DelVecchio asked if the data is now in a more organized manner to which Chief Sellon noted he is confident that Erika Baburins, Department's Crime Analyst, after much hard work, has been able to identify and correct any coding errors. Mr. Trowbridge was surprised at the amount of calls and resources dedicated to just one case Mr. Schoonveld with regards to community outreach, asked how or in what ways does the Department engage residents to participate in the program. Chief Sellon noted from a police perspective they need to identify overall core constituencies within the community and meet with them on their terms to discuss the issues while engaging and listening to the discussion. He referenced parent/school groups and Pastor Dave Arruda of the United Methodist Church. Mr. Schoonveld asked for more information with regards to accurate date to which Chief Sellon explained a lot of data is dependent on technological advances (pulling usable clean data from the CAD systems) which will hopefully ease the burden. Chief Sellon introduced the Department's Crime Analyst Erika Baburins to the Board. The Board greatly appreciated the presentation. 3. Decision regarding possible removal of Municipal Building Committee Board Member, Julie Hunter Chairman Aptowitz felt that Ms. Hunter has done tremendous work on this Committee and it pains the entire Board to have to go through this but with all of the upcoming projects and the need for a full Municipal Building Committee the Board of Selectmen must do what is best for the Town and the Committee. Mr. Ross reported that a certified letter was sent, per the Board's request, to Ms. Hunter and receipt has been received with no response from Ms. Hunter. Mr. Trowbridge noted Ms. Hunter has worked Board Of Selectmen's Meeting September 21, 2016 Page 2 of 7 hard for a number of years on the Committee and it is with regret that the Board must take action. Mr. Trowbridge felt that the date for applications should be moved up from October 7°i to October I". Mr. DelVecchio asked that the motion include "with regret". Motion: With regret, to remove Julie Hunter from the Municipal Building Committee for cause, effective September 21, 2016, pursuant to Section 9-7 of the Town of Mansfield Charter; that notice of her removal be sent to her; and that the resulting vacancy be posted, with a deadline for submission of applications of October 1, 2016 (Trowbridge/DelVecchio) Trowbridge AYE, DelVecchio AYE, Schoonveld AYE and Aptowitz AYE PASSES 4:0 The Board asked to schedule the appointment to this Committee for its meeting on October 5'". Mr. DelVecchio reminded to keep that agenda light due to the Downtown Strategy Workshop. 4. Continued Discussion regarding train station parking Mr. DelVecchio requested a continued discussion with regards to train station parking as he felt at the Board's last discussion it was a complicated situation without an ideal solution. Mr. DelVecchio has visited the train station over the past few days noting though not ideal there seems to be a workable yet not ideal situation as no one is taking advantage of the offsite parking. Mr. DelVecchio reminded the Town will have the same issue with non-resident parking once the MBTA begins its construction of ramps and would like to see a proposal put together. Finally, Mr. DelVecchio would like to see the Town begin planning with regards to the TOD (adopted two years ago). Mr. DelVecchio asked for the status of the money designated for the Cleveland 'twist property which has since been sold. Mr. Ross explained that the $200,000 will be released back to the Parking Enterprise Fund and can be re -appropriated by Town Meeting. Furthermore, the $100,000 appropriated to assist in reconstruction of Mansfield Avenue area for parking can be released back as well as the Grant from MassWorks covers the work. This money could be used to investigate alternatives for parking. Chairman Aptowitz informed the Board and residents that he had asked Mr. Ross to have Parking Enforcement Officer, Steve Simmonds, outside of his vehicle (lights on) directing/guiding residents to the FREE parking now being provided temporarily, off site with access to a GATRA shuttle. This will begin tomorrow, Thursday, September 22nd. Mr. Trowbridge asked if the electronic boards could also be utilized to which Mr. Ross will direct Mark Cook, Highway Operations Manager, to have the board placed at the North Common announcing and directing residents to the lot. Mr. Ross explained to the Board that the Town not only lost spaces due to construction (temporarily) but an additional 30 cars were displaced due to the loss of the Mass Glass and the Regent lots. Mr. Ross provided to the Board the new schedule for completion of construction on North Main and Oakland noting it should be completed by the third or fourth week in October. Chairman Aptowitz has received calls from businesses in the area struggling during construction and asked that signage be made available that businesses are still open and asked the public to please continue conducting business in the area. Mr. Trowbridge agreed noting residents are avoiding the area and the Town needs to step in and assist those businesses as the Board and Town did everything to assist during the North Main construction and the dynamics are the same. Mr. Schoonveld liked the fact that the Town appears to be working on a better solution but noted this is the third straight week of talking about parking. Mr. Schoonveld questioned that the Town has known about the construction for months and the timing of the end of summer vacations and kids returning to school. He questioned why a plan to limit the damage was not provided noting he has received dozens of texts, entails and calls. Mr. Ross stated there was recognition there would be a problem but perhaps not to this extent. Mr. Schoonveld is embarrassed that the Town did not seem to do this right. Board Of Selectmen's Meeting September 21, 2016 Page 3 of 7 The Board discussed the need for a review with regards to the Town's ability to increase its violation fee for those non-residents parking in resident spots. 5. Consideration of Lease Agreement for the John Berry School Chairman Aptowitz summarized that Request For Proposals (RFP) was advertised for the lease of the John Berry School resulting in two applicants. At this point Mike Ahern, Buildings and Special Projects, and Mr. Ross have reviewed the RFPs and have provided a recommendation for the Board. Mr. Ross furthered that the RFP, required by State law, was thoroughly vetted by both Town Counsel and the Board. The proposals received were from the Faith Fellowship United Methodist Church and the Hockomock YMCA, which were both reviewed first for compliance with RFP (both meeting all conditions), services provided in the community (both provide excellent services) and finally dollar amounts towards rent: United Methodist Church proposed $500 per year and the YMCA proposed $12,000 per year. Mr. Ross reminded the RFP requires the lessee to cover insurance and operating costs. The Town felt the YMCA had the best proposal from an overall service and return to the Town on the building itself. Mr. Ross felt that Mike Ahern, Special Projects and Buildings, did an excellent job summarizing the proposals. Mr. Schoonveld reviewed the responses to the RFP but had no questions. Mr. Trowbridge felt both proposals to be better than what the Town has been receiving over the past 20 years. Mr. Trowbridge also liked the fact the lease is for ten years with Mr. Ahern noting the lease is for ten years with two five year options at the Town's discretion. Mr. DelVecchio asked for the market value of the rent to which Mr. Ross noted it be closer to $30,000 - $35,000 a year but reminded the Town, per the RFP, must take into account the services provided to the community. Chairman Aptowitz reminded that the Board can decide not to accept either RFP as both are below market value. Mr. Trowbridge added that the building is an older building and in need of repairs. Mr. Ahern reminded that there were restrictions in the RFP for use by a non-profit group, which would reduce the fair market value. Mr. Ahern reported that yearly reports from a registered engineer will be required by the lessee. Mr. Schoonveld asked for a figure with regards to repairs to which Mr. Ahern felt the number to be in the tens of thousands. Mr. Ahern confirmed for Mr. Schoonveld that the lessee will own the capital and maintenance costs adding again that the contract includes language for yearly inspections and reports submitted to the Town by a registered engineer. Motion: To approve a lease agreement for the John Berry School with the YMCA based on the proposal submitted for $12,000 per year and covering all maintenance, and executed upon approval of the Board by Town Manager (Trowbridge/Delvecehio) Schoonveld AYE, DelVecchio AYE, Trowbridge AYE and Aptowitz AYE PASSES 4:0 6. Reaffirm Approval of Town of Mansfield Personnel Policies • Policy No. 1 - Prohibited Harassment • Policy No. 2 - Family and Medical Leave • Policy No. 3 - Equal Employment Opportunity • Policy No. 4 - Reasonable Accommodation Requests • Policy No. 5 - Employee Leaves of Absence • Policy No. 6 - Drug and Alcohol Abuse Testing (Dot) • Policy No. 7 - Drug Testing (Non -DOT) and Drug Free Workplace • Policy No. 9 - Vehicle Use Present before the Board is Patti Firing, HR Director. Mr. Trowbridge explained that although the Personnel Handbook was approved at last week's meeting Ms. Firing is in need of a separate motion for the policies as they are an expansion of the Handbook. Ms. Firing explained that Policy No. 8 Computer/Internet Use has been left out in order to have the MIS Director, Sacha Zlatkova, separate that out into Network and Security vs Email and Communication. Board Of Selectmen's Meeting September 21, 2016 Page 4 of 7 Motion: To approve Policy No. I Prohibited Harassment, Policy No. 2 Family and Medical Leave, Policy No. 3 Equal Employment Opportunity, Policy No. 4 Reasonable Accommodation Requests, Policy No. 5 Employee Leaves of Absence, Policy No. 6 Drug and Alcohol Abuse Testing (DOT), Policy No. 7 Drug Testing (Non -DOT) and Drug Free Workplace and Policy No. 9 Vehicle Use (Trowbridge/DelVecchio) Schoonveld AYE, DelVecchio AYE, Trowbridge AYE and Aptowitz AYE PASSES 4:0 It was noted that Mr. Dentino, absent this evening, may want edits to the Vehicle Use Policy to which Ms. Firing explained there will be additional policies for approval and opportunity for Mr. Dentino to weigh in on any changes to that specific policy. Resident Questions and Comments None 8. Review and Approve Consent Agenda This topic was taken out of order at 7:00pin. All items on the Consent Agenda may be adopted with a single motion. Any member of the Board of Selectmen 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. Approval Of Board Of Selectmen Minutes For: • Meeting Of September 14, 2016 b. Vote To Approve Warrants: • Town Vendor Warrant No. 17012T in the amount of $1,754,156.70 • Electric Department Vendor Warrant No. 17012E in the amount of $76,242.75 C. Proclamation • Consideration of Proclamation for Lou Amoroso for Trip to Sister City, Mansfield, Pennsylvania celebrating its 25th Anniversary Licenses and Permits • Consideration of Common Victualler License for SPCAP, Inc. d/b/a Honey Dew Donuts subject to successful routing of town hall departments Mr. DelVecchio requested removal of the September 10 Board of Selectmen minutes from the Consent Agenda, which was granted by the Chair. Motion: To approve the Consent Agenda removing the September 14'h Board of Selectmen minutes (Trowbridge/DelVecchio) Trowbridge AYE, Schoonveld AYE, DelVecchio AYE, Aptowitz AYE PASSES 4:0 Selectman Schoonveld exited the meeting at 8:51pni. 9. Consideration and Approval of Town and School Payroll Warrants • Town Payroll/Town Medicaid Payroll 17012PT in the amount of $370,863.48 Motion: To approve Town Payroll/Town Medicaid Payroll 17012PT in the amount of $370,863.48 (Trowbridge/DelVecchio) PASSES 3:0 • Town Deductions Vendor Payroll 17012TV in the amount of $113,152.80113,152.80 Motion: To approve Town Deductions Vendor Payroll 17012TV in the amount of $113,152.80 (Trowbridge/DelVecchio) PASSES 3:0 • School Deductions Vendor Payroll 17012SV in the amount of $1,617,263.47 Board Of Selectmen's Meeting September 21, 2016 Page 5 of 7 Motion: To approve School Deductions Vendor Payroll 17012SAV in the amount of $1,617,263.47 (Trowbridge/DelVecchio) PASSES 2:0:1PASSES Trowbridge ABSTAIN - • School Payroll/School Medicaid Payroll 17012SV in the amount of $522,127.44 Motion: To approve School Payroll/School Medicaid Payroll 17012SV in the amount of $522,127.44 (Trowbridge/DelVecchio) PASSES 3:0 10. Correspondence None 11. Town Manager's Report Mr. Ross reported that the State has mandated for early voting. Mansfield's times are as follows: • from Monday, October 24'h until Friday, November 4th during normal business hours with extended hours for Friday October 28th until 2:00pm and Saturday October 29°i 8:00am - 2:00pm • at Town Hall Mr. Ross reported that grinding and resurfacing of School Street will begin tomorrow (Thursday, September 22"d). Mr. Ross noted that he will be absent for next week's BOS meeting and Lee Azinheira will be Acting Town Manager. Mr. Ross noted that Mr. Azinheira will be able to report and answer questions regarding Maple Avenue and Winter Street. Mr. Ross reported that Ms. Firing has been working on the Social Media Policy (comparing with the State policy) and has since found a study to aid in development of the Town's policy, which has been forwarded to Town Counsel for review. She hoped to have that ready for the Board to consider at its meeting on September 28'h. The Board was in agreement to move consideration of that DRAFT policy to a meeting AFTER October 5'h. As soon as a response has been received from Town Counsel, Mr. Ross will forward to the Board for review. Mr. Ross repotted that sub bids for the DPW/Public Safety buildings were opened last week and have been analyzed. Mr. Ross distributed to the Board a spreadsheet of estimates referencing the Town is about 8% under. These bids will now be given to the general contractor and will be opened October 6"i. Mr. Ross noted Mr. Ahern went a step further and looked at the worst case scenario, as some bidders drop out, where the Town then moves to 3% under. Mr. Ross noted that New Growth has been certified and distributed a New Growth Component Analysis for FYI 7. Mr. Ross explained that this was budgeted for $900,000 but the actual certified New Growth is $1,154,830. He felt this should be used for the discussion on setting the tax rate and Mr. Ross will put together option. The Board would like to have a discussion scheduled on setting the date for the hearing noting it should include debt for the new complex. Mr. Ross reported that Mr. Stanbrook has been working on that. Chairman Aptowitz asked that Mr. Ross reach out to the Board of Assessors to ensure its attendance. Mr. DelVecchio asked for an analysis on the debt related tax rate. For the meeting on September 28°i the Board will be asked to consider increasing the Water Ban due to the lack of moisture. Mr. Ross felt this to be political to keep the DEP happy. Mr. Ross updated that the Regional Dispatch Committee is currently conducting a radio study to tie the radio systems for the four communities. Mr. Ross noted that not only do all four communities have outdated radio systems and all four are unable to obtain parts for service within the next two or three years. Board Of Selecnneds Meeting September 21, 2016 Page 6 of 7 Mr. Ross noted that State 911 will pay for much of the replacement which is estimated to be $1 million per community. The four communities are Mansfield, Norton, Foxboro and Easton. 12. BOS Questions and Comments Chairman Aptowitz again asked residents to support all the businesses in the construction zone. Their continued patronage is greatly appreciated. Chairman Aptowitz was able to witness the blasting at the new Municipal Complex. 13. Any Items Not Anticipated By the Chairman 48 Hours Prior To This Meeting None MOTION: To adjourn at 9:21pm (Trowbridge/DelVecchio) PASSES: 3.0 i Signature Minutes prepared by: Tracey Whalen Documents used in this meeting: Date Problem Oriented Police Program Presentation Notice of Intent for removal of MBC member Memo of Recommendation of John Berry School Lease Application for Common Victualler License for Honey Dew Donuts Minutes of September 14, 2016 Meeting Proclamation for Lou Amoroso for Trip to Sister City, Mansfield, Pennsylvania celebrating its 25" Anniversary Board Of Selectmen's Meeting September 21, 2016 Page 7 of 7