Present: Edward Melanson, Harvey Nasuti, John Hathaway, Deborah Robbins, Remo Vito, and Mary Ellen Brooks
Absent: Donna Putt
Convened 5:35 p.m. at the Highway Department, 33 Medway Branch
Mr. Melanson made a motion to open the meeting. Mr. Nasuti second. Vote in favor unanimous.
Mr. Melanson discussed the need for some formality in handling the Board of Public Works Meetings to insure they move forward at a continuous pace. After the last meeting, Ms. Putt had suggested to follow Roberts Rules. Mr. Melanson indicated public input is welcomed at that part of the meeting designated for it and other issues could be discussed after the meeting.
Ms. Donna Putt arrived at 5:40 p.m.
The next item on the Agenda discussed is to Review and Approve previous meeting minutes of October 27, 2004. Ms. Brooks informed Mr. Melanson the draft minutes are near completion and will be forward via e-mail to the Board members. Mr. Nasuti made a motion to table the reading of the October 27, 2004 Minutes until the next Board meeting. Ms. Robbins second. Vote unanimous in favor.
The Open Public Forum began. Mr. Melanson solicited Mr. John Olivieri, as the only person present from the public, for any comments or questions at this time. Mr. Olivieri indicated he had nothing at this time and Mr. Melanson closed the Public Forum and continued with the meeting.
Mr. Melanson indicated the Board had not made any progress with any of the old business from last meeting but solicited any discussion the other Board members may want to address. No comments from any of the Board Members.
Mr. Melanson moved on to the next Agenda item of New Business. Mr. Melanson reiterated that this meeting was primarily to discuss and get a better understanding of the issues and concerns of the Highway Superintendent.
Mr. Vito stated he and his Department are concerned they have lost some reporting direction and communication has just seemed to stop. Mr. Vito asked for contact numbers for the Board members needed when emergency situations arise. Ms. Putt asked Mr. Vito with whom has the communication broken down. Mr. Vito’s response was the Board of Selectmen and the Town Administrator. Mr. Vito went on to say that everything seemed to switch over to the Board of Public Works. He went on to state his concerns with liability issues and the need for Town Counsel’s input. Mr. Vito had drafted a list of items such as the day to day oversight of the Water Department and some organizational proposals.
Ms. Robbins asked Mr. Vito how emergency situations were handled under the Board of Selectmen. Mr. Vito explained his process of responding to emergency situations such as adverse weather conditions. Mr. Nasuti interjected, nothing has changed with the day to day operation of Mr. Vito’s Department, he’s in charge, but reports to BPW instead of Selectmen. Mr. Nasuti went on to say that in time the Board will need to prioritize the Water system and pull them in under. Mr. Vito suggested one Board Member be designated as a liaison, as was Mr. John McFeeley for the Board of Selectman.
Mr. Vito indicating he’ll be shutting some projects down for the winter.
Mr. Vito told the Board the packet he gave them at the last meeting included the schedule for the road projects and their funding sources targeted to do up to June 2005.
Mr. Melanson asked the Board members if it was possible to get together a list for Mr. Vito to include day phone numbers, e-mail addresses, etc., provide info to Ms. Brooks for typing and distribution.
Mr. Melanson suggested the selection of a liaison for Mr. Vito to call when necessary in lieu of trying to call the whole Board which wouldn’t be efficient. Mr. Melanson asked Mr. Nasuti if he would be the liaison. Mr. Nasuti accepted. Ms. Putt moved Mr. Nasuti be appointed liaison between the Board of Public Works and the Highway Department. Mr. Melanson second. Vote in favor four. Mr. Nasuti abstained from vote.
Mr. Melanson requested Mr. Vito provide the Board with a one page synopsis describing each project. Mr. Melanson wants included the status of each project today; where it’s going; percentage of money spent on the project; any anticipated problems forth coming; percentage of project complete.
Mr. Vito informed the Board projects will be closing down for the winter and the only immediate concern is the $60,000 needed to correct a wall cut from the Library Project. Mr. Vito explained to the Board the history of this wall and his recommendation to go forward to fix the wall, use Chapter 90 funds, and recapture the money later to put back into roads. Mr. Vito asked the Board to contact the Board of Selectmen or even the Advisory Board for support, indicating we are using our Chapter 90 money but we need it reimbursed to us in the Spring. Mr. Vito informed the Board he thought it was time to solicit the Board of Selectmen on their thoughts on how to recoup this money and put it toward the roads.
Ms. Robbins made a motion to allow Mr. Vito to proceed to negotiate having the wall constructed, knowing the money would come out of Chapter 90 funds, in the hope to recoup at a later date. Ms. Putt second. Votes in favor unanimous.
Mr. Melanson discussed Mr. Vito’s packet the interim organizational structure. Mr. Melanson went on to say that the Board has not discussed anything regarding organization structure, therefore, this item is premature.
Mr. Vito mentioned the requirement to notify the public of the hearing to set the fall water rates, which hasn’t been done. Mr. Melanson stated the requirement had not passed until after the water bills had gone out and if you read the letter of the law this does not have to be done for one year. Mr. Melanson went on to mention the fact that a 3 year rate study had been done and would be reviewed by the Board.
Mr. Melanson stated he e-mailed the Selectmen inquiring about a meeting between both Boards and so far two have responded. Mr. Melanson will take as an action item to invite all three Selectmen or at least the liaison to attend a Board of Public Works meeting.
Mr. Vito stated that under the Emergency Management Plan everything runs through the Selectmen, Town Administrator, Highway Department, etc. Mr. Nasuti feels the Board of Public Works needs to be added to the plan.
Ms. Robbins asked Mr. Vito to explain the standard operating procedure for sanding and plowing. Mr. Vito explained the process starts with the Police notifying the Highway Department regarding the need to sand and the plowing starts after 2 inches. Once the severity of the weather increased, the rest of the components, Police, Fire, Boards of Selectmen and Public Works, etc. will be contacted. Mr. Vito had provided each Board member with the Snow and Ice Manual 2004-2005.
Mr. Vito stated he discussed with Ms. Brooks the process of getting information packets together and forwarded to each Board member. Mr. Vito’s information packets will be delivered to Ms. Brooks by Friday. Ms. Putt suggested the packets be dropped off at each member’s home. Mr. Nasuti suggested the Water Department employees deliver.
The Board discussed having their regular meetings every other Wednesday at 6:00 pm to 8:00 pm starting next week November 10, 2004, at the Town Hall preferably Room 124.
Mr. Melanson discussed the organization charts for FY 05, FY 06 and FY 07 proposed by Mr. Vito. The FY 05 chart looks closer to what may make sense for the first year as discussed on the Ad Hoc Committee. The organization charts will be discussed at a later meeting.
Mr. Hathaway discussed his concerns of one of the two Water Maintenance Operators leaving. Mr. Melanson discussed the issues of union vs non-union positions within both Departments. Ms. Putt recommended this issue be discussed with Town Councel. Mr. Vito stated when this contract was negotiated with the union verbiage to re-open to discuss Water Department employees was included. Mr. Vito explained some of the highlights of the union contract. Mr. Vito provided each Board member with a copy of the Union Contract. Mr. Melanson expressed some concerns of a budget deficiency in salaries should personnel join the union during this Fiscal Year.
Mr. Melanson made a motion to post the position of Water Maintenance Operator, first internally then advertise in various publications. Ms.Putt second. Vote in favor unanimous.
Mr. Melanson discussed making changes to the Water Superintendent position description by just substituting Board of Public Works for Water Commissioners. The Board further discussed the requirements for hiring licensed personnel for both the Water Maintenance Operator and the Water Superintendent positions.
Mr. Vito discussed the Foreman position and Highway Superintendent position.
Ms. Robbins left the meeting at 7:00 pm.
Mr. Vito presented with Board with a Street Opening Permit at Everett Street, which was paved 3 weeks ago, for the Gas Company. Mr. Vito stated there is a 5 year moratorium on opening up streets just paved unless there is an emergency or hardship. Mr. Vito informed the Board the gas companies now has perpetual care on restoration using infrared. Ms. Putt made a motion to deny signing the Street Opening Permit. Mr. Melanson seconded. Vote in favor of deny unanimous.
Mr. Vito informed the Board that annually he submits to the Gas Company a list of all roads intended to be paved.
The Board discussed with Mr. Vito the need to establish some type system enabling the Board oversight, at some level, to review the Highway Department invoices. Mr. Vito has always signed his own invoices. Mr. Melanson is requesting from Mr. Vito a summary sheet for the day-to-day commodities but the original invoices for signature on the big projects.
Mr. Hathaway informed the Board the roundabouts will not be installed before winter.
Mr. Vito brought to the Boards attention Mr. Russell Tierney, Acting Water Superintendent, will be providing the Board information on including water hydrants and gate status, etc. into the mapping, GIS, system. Gurt and Elkunton drafting system using SRF funding.
Ms. Brooks informed the Board that the fixed assets report is presently being created.
Mr. Melanson made a motion to adjourn the meeting. Mr. Nasuti second. Vote unanimous in favor.
Meeting Adjourned at 7:30 p.m.
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