Town of Warwick Selectboard November 7, 2016 DRAFT Minutes Members present: Dawn Magi, Lawrence Pruyne Member via Remote Participation: James Erviti (as of 6:07 p.m.) Others present: Town Coordinator David Young, Town Secretary and Town Clerk Rosa Fratangelo, Highway Superintendent Larry Delaney, Assessor's Clerk and Treasurer Beth Gilgun, Planning Board Chair Ted Cady I. Call to Order Chair Magi called the meeting to order at 6:02 pm in the Town Hall. II. Minutes Pruyne noted that the adjournment vote should read "Motion carried 2-0-0. Instead of 3-0-0. Pruyne MOVED to approve the minutes of October 24, 2016 as corrected. Magi SECONDED. Motion CARRIED 2-0-0. III.Presentations and Discussions 1. Assessor's New Software --Young said that the Assessors recommend this type of software and many other towns are also going to the iasWorld software. He pointed out that this is the only option for the software migration to be paid for by the State. Assessor's Clerk Beth Gilgun said that this software is available on all computers and approved of the change to this brand of software. Pruyne MOVED to approve adoption of new Assessors' software from iasWorld and to authorize the Chair to sign related documents. Magi SECONDED. Motion CARRIED 2-0-0. 2. Meeting with Bernardston Selectboard and School Committee Members--Young said that the Bernardston Town Coordinator recently Emailed on behalf of that town's Selectboard inviting our Selectboard members to a meeting with Selectmen, Finance Committee and School Committee members about the FY 18 Pioneer budget. Magi said that she had spoken with Brian of the Northfield Selectboard who told her he thought it was too early and that his town's Board members won't attend. Young said that he is interested in pursuing this from a School Committee member's perspective. Jim Erviti joined the meeting via remote participation. Young declared that there was a quorum physically present in the room and reminded the Board that they would have to do a roll call vote for each motion because of the remote participation of a voting member. Magi said that she was inclined to meet early and felt it was a good idea; Erviti concurred. There was a consensus of the Board to agree to an early meeting with Bernardston. 3. Letter to DOR About Revolving Funds--Young said that the Selectboard has too much potential appropriated revolving fund control. He explained that revolving funds cannot exceed 10% of the tax levy, and no single department can oversee funds with potential over 1% of the tax levy. The May 2, 2016 Annual Town Meeting vote allowed the potential amount of revolving fund accounts under Selectboard control to exceed 1% of the tax levy, so the Board must send a letter to the DOR agreeing to cap some accounts. Young proposed lowering the Highway equipment rental fund from $15,000.00 to $5,000.00 and decrease the Livestock fees from $2,000.00 to $1,900.00. He also said that he plans to put the Livestock fund under the Police Department and equipment rental under the Highway Department beginning with FY 18. Pruyne MOVED to approve and sign a letter about Town revolving funds to the department of Revenue that says despite Town Meeting vote, the Selectboard agrees to cap or limit Highway equipment rental revolving account to $5,000.00 and Livestock fees to $1,900.00 for FY 17. Erviti SECONDED. Motion CARRIED 3-0-0: Magi - AYE; Pruyne - AYE; Erviti - AYE. 4. Town Hall Heat Pump--Young said that he has questions about the level of training Royal Steam Heater Company's installers have. He explained that the higher their level of training the longer the warranty, and he is seeking the best warranty possible. Young said that the only bid received was from Royal Steam in the amount of $24,640.00, considerably higher than an informal estimate of $13,000.00 previously given by another company There was a consensus of the Board to wait for further information before acting. 5. Chapter 90 -- Highway Superintendent Larry Delaney said that they tried out five machines: two John Deere models, one Case, one JCB and one Caterpillar. He said that the John Deere 410L best meets the Department's requirements as it is a heavier duty machine than the current backhoe. Delaney said that the 2000 New Holland 555E backhoe will bring $15,000.00 in trade-in. The Chapter 90 project amount for the new backhoe is $84,475.00. An additional $20,000.00 will be used from available Highway capital equipment funds to round out the full purchase price of $104, 475.00 after trade-in. Erviti MOVED to approve the purchase of the John Deere 410L including trade-in of the used backhoe and to sign the Chapter 90 project request. Motion CARRIED 3-0-0: Magi - AYE; Pruyne - AYE; Erviti - AYE 6. Selectboard Reports--Magi said that she attended a FRCOG meeting last week and received a 17-page update of municipal laws regarding the financial modernization act. She also reported that there would be upcoming workshops on Public Records law, leasing public land for farming, and public health. 7. Coordinator Report--There was nothing to add to the Coordinator's written report. 8. Public Comment-- None. 9. New and Other Business Unanticipated at Time of Meeting Posting--Town Clerk Rosa Fratangelo asked that the Board appoint several people as Election Workers so that they would be able to count ballots at the November 8th election. Pruyne MOVED to appoint Gordon Ellis, Louise Doud, Elaine Reardon, Linda Strusa and Shauna Lynn Mallet-Smith Election Workers for a term to expire on August 31, 2017. Erviti SECONDED. Motion CARRIED 3-0-0-: Magi – AYE; Pruyne – AYE; Erviti - AYE. 10.Public Shade Tree Hearing--The hearing was scheduled for 6:30 p.m. Magi declared the Shade Tree Hearing open at 6:30 p.m. Larry Delaney explained that there is a large oak tree on Winchester Road across from Joe Mankowsky's property. He showed the Board members photographs of the tree, and Young showed a picture on his cell phone. Delaney said that the tree is split right down the middle. Planning Board Chair Ted Cady said that part of the tree was out over the road. Delaney said that National Grid sent an arborist who tied the two halves of tree together about 50 feet up and removed considerable weight. The tree should be taken down on November 8th. Magi declared the hearing closed at 6:35 p.m. Cady said that Route 78 is not a scenic road so the Planning Board has no role in the vote. Erviti MOVED to have the tree cut based on the information given at the hearing. Pruyne SECONDED. Motion CARRIED 3-0-0: Magi - AYE; Pruyne - AYE; Erviti - AYE. Young asked the Board how to replace the Tree warden, as Brian Miner resignation is effective November 15th. The Board may appoint someone to serve until the May 15, 2017 election. He said that Sharon Matthews may have interest and has served as a Tree Warden in the past; Cady said that she did a good job. Erviti asked if there would be any training for the interim Tree Warden. Young said that he has documents on how the job should be done. Cady said that there is a Tree Warden's manual of which the Planning Board has a copy. He said that former Tree Warden Dana Songer had a copy which he told Cady he gave to Miner. Magi asked Young to follow up with Brian Miner and Sharon Matthews. Erviti asked about changing the position from elected to appointed and control specific criteria for the job. Cady said that an important part of the Tree warden's job is dealing with National Grid and getting as many hazard trees as possible taken down at no cost to the Town. Magi asked that a packet of updated information be put together for the Tree warden going forward. Cady said that a copy of the Scenic Roads Cutting Policy and Tree Warden manual should be given to the interested party. IV.Adjournment At 6:47 p.m., Pruyne MOVED to adjourn. Erviti SECONDED. Motion CARRIED 3-0-0: Magi - AYE; Pruyne - AYE; Erviti - AYE. Documents consulted at this meeting: *Draft Minutes of Selectboard meeting of October 24, 2016 *Coordinator Report dated November 3, 2016 *Suggested Motions *Form for Town of Warwick to declare intention to convert to Tyler Technologies' iasWorld *Letter to Town of Warwick Re: MOU CSC CAMA Software End-of-Life Conversion Deadline *Email from Catherine Marques of MassIT dated November 1, 2016 Re: Tyler iasWorld Webinar *Email from Bernardston Town Coordinator Hugh Campbell dated November 1, 2016 Re: Joint meeting with Bernardston Selectmen *Letter to Bureau of Accounts from dawn Magi dated November 7, 2016 Re: Recap issue with RF *Town of Warwick Schedule A-3 Revolving Funds Ch 44:53E1/2 - Fiscal year 2017 *Letter from Keith R. Dembek of Royal Steam Heater Co. dated November 2, 2016 Re: Warwick Town Hall 3 Ton Four Zone *Bid Package Warwick Town Hall 3Ton Four Zone *Chapter 90 Project Request Contract #51015 for 2016 John Deere 410L Backhoe with Extendahoe and hydraulic thumb *Chapter 90 Environmental Punch List *Letter of Resignation from Brian Miner: Resignation effective November 15, 2016 as Tree Warden and Fence Viewer