Board of Selectmen Meeting Minutes
May 6, 2019
Prior to the regularly scheduled Select Board meeting, a meeting was held at Town Hall at 5:30pm to walk through the building with Jay Barrett, Architect and Mike Bauer, Contractor. All Selectmen were in attendance along with several members of the community.
The Board requested Jay Barrett provide an overview and identify any pending areas of note or concern. Jay outlined a few areas he encouraged the Select Board to pursue if Trumbull-Nelson will not be managing the project through completion:
The Town should meet with the Fire Marshal’s office to review their plans. The Fire Marshal had previously given permission for the project to continue, without the installation of a sprinkler system, conditional to the Town not acting as the General Contractor for the renovations. Additionally, eventual occupancy on the first floor is limited to business use only, there is to be no storage in the building, and no use of the second floor or basement, until a sprinkler system is installed. The use of professional Architectural, Electrical, Plumbing and Construction Engineering services were also required.
Jay felt all of the engineering and structural work is complete and, if the Town were to transition contractors, the plans are available to support that transition. When asked about the cost of the remaining work Jay felt that Trumbull-Nelson has provided a good cost estimate. He did not believe there would be significant savings realized if different resources were utilized; although he did outline higher overhead costs with a company like Trumbull-Nelson which is offset by the degree of management, supervision and expertise the project would receive.
Jay also recommended the Select Board meet with the Land & Community Heritage Investment Program (LCHIP) as the building received an LCHIP grant which had some requirements tied to it such as preserving wainscoting and potentially restoring the ceiling and trim features on the second floor.
The attendees discussed the remaining work to be done on the exterior which includes installing permanent utility entrances, the septic installation, parking and yard cleanup. On the first-floor partition walls, bathrooms, insulation, sheetrock, finish work and finalizing entryways remains which would allow the Town Office’s to be relocated back to the Town Hall.
The Meeting reconvened at the Bradford Area Community Center at 7:05pm.
Roll Call- John Pfeifle, Michael James, Jason Allen, Karen Hambleton, Town Administrator, and Marilyn Gordon, Treasurer were in attendance
Pledge of Allegiance
Appearances:
- Jay Barrett attended the meeting and discussed the scope of work he would recommend when/if the Town moves forward beyond the activity remaining from the “Mothball” project. Jay indicated he would focus on wrapping up the outside work including disposal of the boulders, installation of the septic and utilities, and general site cleanup to eliminate the construction zone appearance. He reiterated his early comments about engaging the Fire Marshal’s office as well as LCHIP.
- Mark Goldberg was in support of cleaning up the exterior appearance and felt the cistern placement should also be completed. Mark and Chris Frey expressed concern that the Select Board might explore expending the $60,000 appropriated at Town Meeting in 2019. They had voted to support the expenditure with the impression that those funds would be placed in a Trust in 2020 and any future plans would be presented and voted on at Town Meeting. The 2019 appropriation funds were placed in the General Budget and there is nothing that prevents expenditure of that money in 2019. The Select Board is exploring what could be done. Jay will provide the Board with a final Site Plan for the property in June.
- Steve Hall, Town Road Agent, appeared to share information with the Selectmen concerning the ability of the Town to do work on Class VI Roads if work is related to maintaining an emergency lane. Claire James also stated she had recently attended a Road and Bridges conference and had information to share with the Selectmen as well. The Board will review the information provided and discuss it at a future meeting.
- Steve also provided the Selectmen with a quote for $1,777 to replace a garage door at the Town Shed. Since the expenditure is above the $1,500 purchasing threshold, the current policy requires that three quotes be obtained for review. Steve will obtain the other two quotes. Steve also outlined additional costs in the future that will be requested which includes replacement of damaged door panels at $800 and the purchase and installation of power door openers at $1,500 each, with five doors needing openers.
- Claire James and Devin Pendleton appeared to discuss the purchase of a tent for Town use to eliminate the need to rent tents in the future. They recommend purchasing a 30’x50’ and provided three quotes, the lowest of which was $5,280. If approved, the suggested the tent could be purchased with funds from the Independence Day Trust Fund and Parks and Recreation Revolving account. Mark Goldberg asked that the Town follow up on any requirements with the Fire Marshal and Municipal Association to determine if there are any liability concerns. Chris Frey also asked the Board to consider whether this would ever be “loaned out” and what liability concerns might arise. The Board stated this would be used for Town use only and will research any other concerns. John will review the quote and product details to verify the pricing and quality seems appropriate.
Public Input:
There was no public input
Regular Business:
- Minutes from the April 29th meeting were reviewed.
Motion: John Pfeifle motioned to approve the minutes.
Second: Michael James
Decision: vote 3-0 in favor
- Account payables and the payroll manifest were approved and signed.
- Jason Allen proposed bringing the subject of a Business Development pamphlet to the Economic Development Committee who will meet Thursday, May 9th at 6:00pm. Michael and Karen will be in attendance and will raise the subject. Karen will also research what other towns have published and put together a rough draft for review.
- The Board signed a contract with Municipal Resources Inc. for the amount of $5,000 to recruit a new Fire Chief, which is recommended by Mark Goldberg.
Motion: Jason Allen motioned to engage MRI.
Second: Michael James
Decision: vote 3-0 in favor
- The Board briefly reviewed the Tax Incentive Relief program outline and committed to reviewing the information in detail for discussion at the next Select Board meeting.
- The Board signed a waste hauler contract to renew disposal services with Naughton and Sons through the end of 2019.
Motion: Michael James motioned to sign the Naughton and Sons contract.
Second: John Pfeifle
Decision: vote 3-0 in favor
- The Board approved a reimbursement request for replacement keys made for the tractor at the Transfer Station.
- The Board signed a request to make a withdrawal against the Town’s Tax Anticipation Note for funding resources required prior to the receipt of property taxes.
- Karen updated the Selectmen on a denial notice from the insurance company regarding a claim made that a basketball hoop in the BACC parking lot fell and damaged a vehicle. Karen will follow up with the Police Chief as to whether or not he thinks the hoop caused the damage. The Select Board would like to consider removing the hoops all together.
- An outstanding balance of $8,323.87 remains on the books for past ambulance services and the auditor has recommended the Town write this expense off. The Board agreed although they did request a follow up letter be sent to the individuals with outstanding balances concerning their debt to the Town.
- Karen presented the Board with a copy of a new simplified Building Permit application that has replaced the old form.
- Karen also updated the Board that a pending Shoreline Permission letter for the Bement Bridge project had been received.
- The mobile/modular home across from the Post Office is being prepared for relocation.
- Jason shared a follow up on his conversation with Eversource regarding the trimming of trees on Cilley Lane. Eversource has not identified any issues with trees in that location and will not be doing any work. Any work initiated would be at the expense of the property owner.
- The Board reviewed a letter addressed to the property owner of 18 Massasecum Avenue outlining concerns with the property’s condition.
- A new location has been identified for the Calcium Chloride tank at the Town Garage to address safety and visual concerns.
- Michael would like to review the Town Audit results. The 2018 audit is still under way and the final report is typically issued in late July or early August. Karen will resend the 2017 Town Audit report to the Board for review.
- The Board plans to add the following items to the agenda for next week’s discussion:
- Purchasing Policy
- Tax Incentive Program
- Tent Liability
- Status of Masonic Hall – Purchase and Sales Agreement as well as whether the sellers believe the building will be ready to transfer by the closing date. Karen will also get an update on obtaining a clear title.
- Karen will follow up with Bob Stewart regarding any concerns that may exist with renewing the septic system permit utilizing the existing placement for the Town Hall.
- Jason Allen provided Michael with some information regarding live streaming and identified Henniker and Hopkinton as examples of solutions that have been implemented. The Board will continue to review options for Live Streaming.
Motion: Michael James motion to adjourn at 8:30pm.
Second: Jason Allen
Decision: vote 3-0 in favor
The next Selectmen’s meeting will be held on Monday, May 13th, 2019, at 7:00pm at the Bradford Area Community Center.
Minutes submitted by Laurie Colburn, Recording Secretary