Present: Edward Melanson, Harvey Nasuti, Jack Hathaway, Remo Vito, Jane Lepardo, Treasurer/Collector, Russell Tierney, WhiteWater, Inc.and Mary Ellen Brooks
Absent: Donna Putt, Deborah Robbins
Convened 6:05 p.m. in Room 124, Town Hall
Mr. Melanson opened the meeting.
Mr. Melanson stated for the record the members in attendance for the meeting are himself, Mr. Jack Hathaway and Mr. Harvey Nasuti. Missing from the meeting are Ms. Donna Putt and Ms. Debbie Robbins.
Mr. Melanson began the Open Public Forum asking Mr. Olivieri if he had any input. Mr. Olivieri mentioned his pleasure in this Committees progress regarding planning and scheduling.
Mr. Nasuti made a motion to accept the Meeting Minutes of March 2, 2005. Mr. Hathaway second. Votes in favor unanimous. So moved.
Mr. Vito discussed the bidding and awarding of vehicles. Mr. Nasuti took exception to the Board getting involved with the bidding/awarding of Police or Fire vehicles. Mr. Melanson explained all the bidding goes through the Department of Public Works. Mr. Hathaway and Mr. Nasuti didn’t think the awarding was part the of the DPW purview. Mr. Melanson pointed out under vehicle maintenance structure centralizing the bidding process similar to the way it is for fuel would be run by Mr. Vito but concurred that awarding of the contract was not up to the DPW. Mr. Nasuti stressed the responsibility of the Department of Public Works vehicles would come under the Board and all other Departments would fall under the Board of Selectmen. Mr. Hathaway explained Mr. Vito’s involvement is due to the centralizing
of the bidding process and agreed the Board should only facilitate the process not award the contract. Mr. Vito explained that under the DPW some functions have been consolidated, e.g., bidding, vehicle maintenance, purchasing, etc. Mr. Melanson stated the involvement in the bidding process should be to scrutinize the bids and then turn that information and recommendations over to the Department Head who in turn will forward to the Board of Selectmen to award. Mr. Vito reiterated his involvement is to include handling the bidding process and then provide the Board of Public Works copies of what he forwards to the Board of Selectmen. Mr. Vito explained the importance of the Board being knowledgeable of this process and it’s relevance to the Vehicle Stabilization Fund and Vehicle Replacement Program.
Mr. Hathaway introduced Ms. Jane Lepardo, Treasurer/Collector, to the Board to explain the overdue water bills and shut off notices. Ms. Lepardo informed the Board the list consists of residents who did not pay their October 2004 bill and did not pay the demand. Ms. Lepardo explained past practice of the Water Department was to send via certified mail shut off notices to people who owed over $200. Ms. Lepardo explained all payments from now forward will be at the Treasurer/Collector Office therefore the notice will reflect that change. Ms. Lepardo also informed the Board she will be reviewing all the different collection policies. Ms. Lepardo wanted the Board as overseers of the Water Department to this point in time to review and sign the list. Ms. Lepardo went on to say her office will be sending out the
notices both certified and regular mail. Ms. Lepardo indicated Mr. Vito’s staff will then go out and do the shut offs if the bills are not paid in full. Mr. Vito questioned the process for shutting off the water. Ms. Lepardo informed Mr. Vito she will be reviewing everything that is done during this process and in all probability make some policy changes in the future. Mr. Hathaway suggested Ms. Lepardo inform the Board in the future before anyone is shut off. Mr. Tierney requested to review the policy of shut offs. Mr. Melanson inquired about the lien process. Ms. Lepardo stated they could be liened on to the tax bill. Mr. Nasuti stated the lien is paid first before any money comes off their tax bill. Ms. Lepardo indicated the notices will have the phone number and address of the Treasurer/Collector. Mr. Vito suggested the Board revisit this process, policies and fees in the future.
Mr. Melanson requested copies of all existing written policies to afford the Board time over the next 2 years to review, consolidate and make any necessary changes.
Mr. Vito requested the Board discuss what items they feel should be handled by the Board of Public Works and what items need to go to the Board of Selectmen. Mr. Melanson stated, based on the statue and the interpretation of Town Counsel, anything to do with the Highway Department comes to the Board of Public Works, i.e. Chapter 90 Funds, etc. Mr. Hathaway indicated the Board of Selectmen are the Road Commissioners. Mr. Hathaway suggested Mr. Vito draft a list of duties and responsibilities then the Board will go through the list indicating which are applicable to BPW or BOS.
The Board discussed a letter dated March 3, 2005 from the Federated Church of Norfolk to hold an Easter sunrise service at the Town Cemetery on Sunday, March 27, 2005 from 6:00 – 7:00 a.m. Mr. Nasuti made a motion to accept the request. Mr. Hathaway second. Vote in favor unanimous. So moved.
Mr. Vito discussed a letter he drafted to the Town of Millis regarding a possible water connection for the purchase of water. Mr. Vito indicated he’ll be discussing a feasibility study with Dufresne-Henry.
Mr. Vito briefed the Board regarding the request for a wireless antennae on the water tank. Mr. Vito informed the Board that at the Annual Town Meeting of October 22, 2002 the Town voted to approve the Water Department to look at wireless connections. On August 30, 2002 an RFP was sent out. Mr. Vito went on to say he talked with Mr. Borrelli regarding the easement to the tank. Mr. Vito also stated he talked with Mr. Kevin Mason of Cingular who indicated they would pay our engineers to review the proposal. Mr. Vito indicated the RFP, after review by the Board, could be updated and sent back out for bid. Mr. Melanson reiterated the need to update the RFP, negotiate with Mr. Borrelli for easement rights, and for the Board to have a separate easement with the wireless company to limit access.
Mr. Vito discussed the Guertin Elkerton & Assoc., Inc. letter dated March 7, 2005 re: Water System GPS Acquisition and GIS Automation. Mr. Vito explained the costs associated with GPS and GIS. Mr. Tierney informed the Board the Water Division will have to bear the cost of locating all the valves. Mr. Nasuti discussed existing map with valve locations on it. Mr. Tierney explained the existing map is not accurate. Mr. Vito explained currently under contract is storm drainage and accessors mapping and the water would be an added layer. Mr. Vito pointed out the current contract could be amended to include the water for $26,500. Mr. Melanson requested this discussion be tabled to the next meeting giving Mr. Tierney ample time to research the costs associated with these tasks.
Mr. Tierney provided the Board an update on the status of the Water Division. Mr. Tierney informed the Board his company is here 4 hours a day covering distribution; Mr. Vito’s staff are doing all requests for service, complaints, etc.; coordinating with Mr. Chris McClure on ADT issues; and lead and copper results for Norfolk Cooperative Nursery School showing “NO DETECT” sent to school. Mr. Tierney advised the Board that Mr. Garry McCarthy, Dufrense-Henry, will be attending the next Board meeting on March 30, 2005, to provide information on Mill River, potential well sites, system capacity and growth potential.
Mr. Nasuti discussed a March 11 meeting he attended with Mr. McCarthy, Dufresne-Henry, Mr. Tierney and Mr. Vito.
Mr. Melanson discussed a handout he provided titled “Active Board Participation Issue”. Mr. Melanson went on to explain the handout is a synopsis of various correspondence he’d forwarded and responses he received from the two Board Members whom have not been actively participating in meetings. Mr. Melanson wanted the record to reflect neither member has responded to the issue. Mr. Melanson went on to say that he’d also addressed Town Counsel requesting options and direction. Town Counsel advises the Special Act makes no provision for replacing the “2 senior water commissioners’. Mr. Nasuti made a motion for the Board of Public Works to go forward to the Board of Selectmen to open the Warrant to post an Article for the Department of Public Works that reads:
ARTICLE#: To see if the Town will vote to petition the General Court to enact special legislation as set forth below. The General Court may make clerical or editorial changes of form only to the bill, unless the Board of Selectmen approves amendments to the bill before enactment by the General Court. The Board of Selectmen is hereby authorized to approve amendments which shall be within the scope of the general public objectives of this petition.
AN ACT TO AMEND CHAPTER 101 OF THE ACTS OF 2004, AUTHORIZING THE TOWN OF NORFOLK TO ESTABLISH A DEPARTMENT OF PUBLIC WORKS.
Be it enacted by the Senate and House of Representatives in General Court assembled and by the authority of the same, as follows:
Section 1. Section 5 of Chapter 101 of the Acts of 2004 is hereby amended by inserting at the end of that section the following sentence: “In the event of a vacancy on the interim board of public works caused by the death or resignation of one of the 2 senior water commissioners, the remaining members shall give written notice thereof, within one month of said vacancy, to the selectmen, who, with the remaining members of such board, shall, after one week’s notice, fill such vacancy by roll call vote. The selectmen shall fill such vacancy if such board fails to give said notice within the time herein specified. A majority of the votes of the officers entitled to vote shall be necessary to such election.”
Section 2. This act shall take effect upon its passage.
Mr. Hathaway second. Vote in favor unanimous. So moved.
Mr. Nasuti to work with Mr. Vito on drafting an updated list of applicants for the three vacancies.
The Board reviewed the Department of Public Works synopsis to be included in the Annual Town Report.
The Board scheduled the next meeting for March 30, 2005.
Mr. Vito discussed with the Board a FY 06 level services budget and a level funded budget for the Highway Division.
Mr. Hathaway made a motion to adjourn. Mr. Nasuti second. Vote in favor unanimous.
Meeting Adjourned at 7:55 p.m.
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