Present: Edward Melanson, Harvey Nasuti, John Hathaway, Mary Ellen Brooks
Absent: Donna Putt, Deborah Robbins
Convened 7:35 p.m. in Room 124, Town Hall
Mr. Nasuti nominated Mr. Edward Melanson Chairman Board of Public Works. Mr. Hathaway seconded. Vote in favor unanimous.
Mr. Hathaway nominated Mr. Nasuti vice Chairman. Mr. Melanson seconded. Vote in favor unanimous.
Mr. Melanson indicated he would like the minutes of each meeting forwarded via E-Mail to the members before the next meeting. This affords each member an opportunity to review and comment and be ready to discuss at next meeting.
Ms. Deborah Robbins arrived at 7:45 pm.
Mr. Melanson discussed the possibility of future meetings being taped. Ms. Brooks indicated the Water Department has a tape recorder which could be used for next meeting.
The Board discussed having meetings every other week.
Highway Department and Water Department invoices were discussed. All Board Members have been sworn in with the Town Clerk. The Water Department invoices need to be signed by at least three members of the five member Board of Public Works.
Ms. Brooks presented the Board with the Water Department invoices requiring signature.
The Board will request to review the Highway Department invoices.
An action for Ms. Brooks is to invite Mr. Butch Vito to next Board of Public Works meeting which the Board would want to meet at the Highway Department on October 27, 2004, at 5:30 pm.
Mr. Melanson discussed the open public forum opportunity for anyone from the public to address the Board at a meeting. Also discussed was the need to close open forum in order for the Board to address and discuss mission business. Mr. Melanson addressed the possibility of rotating each Board member on a weekly basis to be available to address input and questions from the public. The rotating concept was shelved for future discussion.
Mr. Melanson discussed the need to create a web page with a place for comments. Discussion by the Board as to the legality of responding electronically to the public’s comments and the possibility of putting a disclaimer on the web page. The Board discussed the need to come up with an updated synopsis, one for Water and one for Highway, for the web page.
Mr. Nasuti asked if there were any other applicants left over from the last selection of Water Superintendent. Ms. Robbins addressed this question. Ms. Robbins indicated the last time the former Water Commissioners hired a Water Superintendent their first choice was using his selection as a bargaining chip with his employer. The second choice was Paul Anderson and there were no other note worthy candidates. Ms. Brooks presented the Board the Water Superintendent position description.
Mr. Nasuti provided the Board a copy of his former position description as Director Department of Public Works in Franklin for a guideline.
Mr. Melanson indicated the DPW Director position would be filled utilizing a 3 year contract coordinated with the Personnel Board.
The Board discussed the need to establish an RFP for water services. Mr. Melanson requested Ms. Brooks find out from WhiteWater, Inc., current contracted water service company, if they’re on the State’s bid list for services the Town if currently receiving. Ms. Brooks was asked to bring to next meeting the current Agreement between WhiteWater, Inc. and the Water Department.
Mr. Hathaway suggested the DPW Director have hands on for the Water Superintendent. Mr. Nasuti was asked if it is required that the Highway Superintendent have certifications as is required of the Water Superintendent. Mr. Nasuti indicated the only certification that he was aware of would be relevant to certified arborists for Tree Warden.
Mr. Nasuti suggested the Board fill the Water Superintendent position first. The Board discussed the salary for Water Superintendent position already budgeted by the Water Department whereas DPW Director position requires a by-law for funding. The Board discussed drafting a by-law for either a Special Town Meeting in the Spring or the Annual Town Meeting in May 2005.
Mr. Melanson indicated he thought both Superintendents and the DPW Director should be combined under one roof.
Mr. John Olivieri, Norfolk resident, asked the Board where it is written how much money would the fines the DEP would impose on the Water Department if not in compliance. Mr. Olivieri stated he talked to DEP and asked the question historically how much in fines had the DEP imposed upon any non- compliance violation and it was minimal. Mr. Olivieri wants to see the file that states the amount the fines would be.
Ms. Ellen Friedman, Norfolk resident, asked the Board to advertise both positions, Water Superintendent and DPW Director, at the same time.
Mr. Melanson indicated he would like to see a DPW Director hired first but there is funding in place now for a Water Superintendent and no funding in place for a DPW Director.
Mr. Hathaway indicated an amendment to transfer money to fund position is a possibility. Board will readdress at a later date.
Mr. Melanson requested all Board members to review both Water Superintendent and Mr. Nasuti’s copy of DPW Director for discussion at next meeting. Mr. Melanson will E-mail to Board members both position descriptions.
Ms. Robbins suggested DPW Director pay be more than the Superintendents of Water and Highway.
An Action Item get surrounding Town salary and requirements for DPW Director.
Mr. Melanson indicated according to American Water Works Association (AWWA) salary is approximately $75,000 per annum for Director of DPW.
Mr. Hathaway indicated the Personnel Board has a list numerous salaried positions.
Ms. Robbins informed the Board that the Water Department pays for support received from other Town Departments through a mechanism called Indirect Costs. The Finance Department deducts from the Water Department Indirect Fund Account monies for various Departments, (i.e.,Treasurer, Assessors, Town Clerk, Finance, Fringe Benefits, Municipal Finance Expenses, etc.)
Mr. Melanson informed the Board that water rate setting will be coming up soon. He noticed that fire protection was not paid for. This may be something that can be pursued later.
Mr. Melanson said he hesitates to sit down with the Personnel Board until he has more info on position, i.e. salary, position description, etc.
Mr. Hathaway stated he is adjusting a transfer article at Town Meeting October 26, 2004, for money to move from Water Salary Account to Expense Account due to the fact there is no Water Superintendent but rather a contracted service that is being funded out of the Expense Account. This could also be done in at the Spring Town Meeting.
Mr. Melanson indicted he doesn’t want to go to the October Town Meeting not knowing a salary for DPW Director.
The Board of Public Works signed the Water Department invoices.
Ms. Robbins made a motion to have Mr. Hathaway sign all Water Department salary related documents. Mr. Nasuti seconded. Vote in favor was unanimous.
Mr. Melanson asked Ms. Brooks to explain the day to day oversight and operation the Water Department staff endures without the Water Superintendent. Ms. Brooks explained the Maintenance Operators, 2 men, receive their direction and work assignments from the Acting Superintendent, Russell Tierney, Whitewater, Inc. A Complaint/Action form, provided by Mr. Tierney, is utilized by the Water Department staff. This form is used to track work assigned by Mr. Tierney and/or telephone requests received by Water Department Office staff. (i.e. water mark-outs, shut-offs, water line inspections, water meter installations, emergency circumstances acted on, etc.) The Maintenance Operators and the office staff have 24/7 access to Mr. Tierney and/or his company. The Water Department staff made sure the fall meter readings were
complete and water bills were forwarded on time. Payments are starting to be received.
Mr. Nasuti commented on flushing the water system at night versus during the day. Mr. Nasuti stated this is how it was done when he worked in Franklin and the complaints were minimal.
Meeting Adjouned at 9:45 pm.
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