Present: Ed Melanson, Chairman; Harvey Nasuti, Vice-Chairman; Ellen Friedman, Member; Dan Winslow, Member; Vida Holmes, Member.
Ed Melanson called the meeting to order at 7:05 p.m. at the Town Hall in Room 124.
Mr. Winslow opened with the Open Public Forum portion of the meeting recognizing John Olivieri, who requested the Board publish a record of requests and suggestions he has made at previous meetings. Mr. Olivieri was informed that minutes containing that information have been approved recently, and will be posted on the Town website. Mr. Matt McDonald of the Norfolk Boomerang requested a copy of the contract for the Director of Public Works; Mr. Melanson will email the information to Mr. McDonald, after it is approved by Town Counsel.
Mr. Melanson moved on to review and approval of minutes. Mr. Nasuti made a motion to accept the business meeting minutes of February 6, 2006; February 27, 2006; March 6, 2006; and March 20, 2006 with minor corrections. Mr. Winslow seconded, and it was so voted.
Mr. Melanson continued with the Report from the Department of Public Works Director. Mr. Vito began with discussion of current projects which had begun recently: Cleveland Street; Medway Branch sidewalk; Rockwood Road section with poor pavement is being cold-planed and repaired, hope to pave it next week. Mr. Winslow asked if this was at contractor’s expense, and Mr. Vito confirmed that it was. A brief discussion ensued regarding this contractor.
Mr. Vito continued by stating that he will be meeting with the Capital Committee and Advisory Board this week, finalizing the Capital budget for next year. He hasn’t heard back from Town Counsel on the Cingular Wireless lease; hopes to have additional wireless RFPs ready by the next Board meeting.
Mr. Melanson referred to a discussion from a previous meeting regarding an RFP for a water rate study. Mr. Vito noted that a Scope of Services and Fee Proposal from Dufresne & Henry was included in the packets passed out prior to opening this meeting, and requested that the Board review these, and use them as a basis to develop an RFP. Mr. Vito hopes to get comments before the next meeting, so that a draft RFP can be prepared for the next meeting. Mr. Vito stated that it was his understanding that they were legislated to meet in October to begin the rate-setting process. The October obligation was not confirmed, but Mr. Vito stated that he hopes
to complete the rate study before that time, in order to open it up to public hearing at that time.
Mr. Vito also stated that the Board may want to consider a tiered rate.
Mr. Nasuti brought the Board’s attention to the Annual Town Report; the Board noted that they are not listed in the report, and indicated that they would like to be next year.
Selectman Jonathan Smith stated that the Advisory Board has questions with regard to renegotiating the Solid Waste Contract with 3 years still to go. Ms. Friedman requested information with regard to annual tonnage of solid waste, and actual potential cost savings. Mr. Vito replied that we dispose of approximately 800-1,000 tons per year. The new contract would start out at $63/ton; we are currently paying $75; the maximum per ton cost in the Wheelabrator contract would be $70.50/ton. Ms. Friedman questioned the length of the contract at 20 years; Mr. Vito clarified that there is a renewal clause at 10 years, and language to allow us to get out after 5 years. This is similar to the contract we currently have with Semass; after 10 years, we renegotiated and did not receive favorable rates. We signed on
for 3 more years with Semass to “bridge the gap,” while meeting with Wheelabrator regarding joining the consortium contract. The contract is currently being reviewed by Town Counsel.
Mr. Melanson requested a member to be present at Advisory Board Meeting on Wednesday night. Mr. Vito stated that this is scheduled to come up on the Advisory Board Meeting at 8:00.
Mr. Vito stated that he would like to clarify the statement in the local paper that the Department “found” $200,000.00. Mr. Vito mentioned a memo put out in Fiscal ’06 by Selectmen for all Department Heads to watch the ’06 budget with an eye toward reductions in ‘07. At that time, Mr. Vito discussed the snow deficit with Town Administrator, Jack Hathaway, who asked that we try to cover the deficit within the DPW budget. The first account reviewed was the Snow Revolving account, where we billed developers and King Philip North for services, creating $35,000.00 revenue. Another area where we could contain costs was personal services; hiring was delayed through the winter for open positions. Also, DPW took on some projects which previously were contracted out. These efforts
positioned the Department well for FY ’07 budget proposals.
Mr. Vito moved on to additional budget cuts which have been taken since the first budget proposal for FY’07. Many new maintenance projects we have taken on have been cut out; DPW will provide labor, but cannot supply materials.
Mr. Melanson asked if there were any general budget questions before proceeding with particular budget cuts, as submitted by Mr. Vito to the Board of Selectmen. Mr. Winslow commented that the Police contract has not been finalized, and suggested a plan to reduce Town costs to police details by raising private sector rates. Mr. Vito responded that his office is gathering year-end costs, and total costs paid by the DPW for police details will be available soon; Mr. Vito will also meet with the Police Chief to discuss rates and differentials.
Discussion continued with Mr. Vito outlining specific budget cuts. Many contract services were taken out of the budget, i.e. Pond Street Recreation Center; these services will be maintained in-house. Also all costs for materials like loam, seed, mulch, etc. for new services (Town Hall, Library, Sr. Center, etc.) were taken out, except for fixed costs, such as irrigation maintenance, labor for mowing, cleaning shrubs, etc. Mr. Winslow asked if we could get free mulch from the transfer station. Mr. Vito responded that we do re-use mulch in some areas, but it is not free; the Transfer Station is revenue based, and needs to create revenue for itself. Mr. Vito summarized that all of these cuts put the DPW budget at -1%. Mr. Melanson asked if Mr. Vito was comfortable with such deep cuts. Mr. Vito responded
that he was uncomfortable with the $91,000.00 requested cut for the Road Program, and has instead cut from staffing in the Highway Division, along with the other cuts. Also, there is a slight increase in Chapter 90 this year, allowing us to minimize appropriation requests and making up some of the difference in the Road Program. Mr. Vito emphasized that the Road Program has been running right on schedule, and this is a bad time to cut funding for it. He looked at staffing in Grounds, but the Division is responsible for maintaining additional green spaces now, and there is no way to cut there.
In the Highway Division, one position will be vacated due to retirement in July, and one position will be cut without the need for layoffs.
Mr. Melanson inquired as to the $28,000.00 cut for street sweeping, is it covered elsewhere? Mr. Vito replied that if we get a street sweeper with the vehicle funding, then it will be covered, otherwise, it will not be covered. Mr. Vito also stated that street sweeping was not funded for FY’06, so we need to sweep after July of this year. Mr. Melanson noted that we are mandated to sweep under Phase II Stormwater regulations. Mr. Winslow suggested that we put the money back in the budget, and reappropriate it if the funding for vehicles is approved.
Mr. Smith noted that the DPW budget is not -1% when you factor out the water cuts, which are accounted for on a separate article. Mr. Melanson replied that once you add the sweeper back in, DPW is still at less than 1% increase, not including Water. Discussion continued with regard to street sweeping: how is sand re-used? (used in landfill, loam screening, other), how often is the sweeper used? (6-8 weeks in Spring, then as needed), is it feasible to “share” a sweeper with another town? (no, everyone needs it at the same time in the Spring).
Mr. Melanson confirmed that the Board was in agreement that the sweeper should be added back in to the DPW Budget, and that they are satisfied that all possible cuts have been made. Mr. Vito emphasized that in addition to other cuts, the appropriation for Road Program was reduced by $47,000.00, and expressed his hope that if other funding becomes available throughout the year, this is where it should be applied.
Mr. Melanson moved on to the next agenda item, DPW Superintendent job description. Mr. Melanson questioned if there would be a cost savings if we deferred hiring for one year. Mr. Vito replied that it could probably be deferred for 4 or 5 months, but not for a year. The Superintendent’s job description was discussed; it was clarified the FEMA and Homeland Security functions are covered under the Board of Selectmen’s Emergency Director appointment.
Discussion continued with regard to the audit distributed by Mr. Vito prior to the meeting. The Board was of the understanding that an audit dedicated to only Water, not the whole Town, was done in 2003. Mr. Melanson emphasized that the Board wants to be assured that they did not inherit a heavy load of financial issues, as they did operational issues. Mr. Vito will look into whether a dedicated water audit was ever done.
Discussion continued with regard to the wireless RFPs. Mr. Smith questioned where the income from the wireless antenna will go, and stated that he feels it should go to Water revenues. Mr. Vito stated that first it will go to cover any associated fixed costs. It was restated that a draft RFP for an additional wireless site will be prepared for the next meeting.
Ms. Donna Jones inquired as to the status of the Rte. 115 project. Mr. Vito will provide a full update at the next meeting.
At 8:46 p.m. being no further business Mr. Nasuti made a motion to adjourn the meeting; Mr. Winslow seconded and it was so voted.
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