Town of Warwick Selectboard January 3, 2017 Minutes Members present: Dawn Magi, Lawrence Pruyne Member via Remote Participation: James Erviti (joined at 6:02 p.m.) Others present: Town Coordinator David Young, Town Secretary Rosa Fratangelo, Broadband Committee Chair Tom Wyatt, Finance Committee member Steve Ruggiero, Jon Calcari, Jared Robinson (Athol Daily News) I. Call to Order Chair Magi called the meeting to order at 6:00 pm in the Town Hall. II. Minutes Pruyne MOVED to approve the minutes of December 19, 2016 as printed. Magi SECONDED. Motion CARRIED 2-0-0. III.Presentations and Discussions Erviti joined the meeting at 6:02 p.m. via remote participation. 1. Letter re: Pipeline Infrastructure/Energy Future--Young said that he referred the letter to our representative to the Mass Coalition Against the Pipeline Miryam Williamson, who told him all towns are being asked to sign the same letter to our State legislators. Pruyne MOVED to authorize the Chair to sign the letter on behalf of the Town. Erviti SECONDED. Motion CARRIED 3-0-0: Magi - AYE; Pruyne - AYE; Erviti - AYE. 2. Update on Environmental Study on Vacant Property--Young said that he had a one-and-a-half-page letter to FRCOG requesting consideration of the vacant McKnight property on Wendell Road for an initial (historical) environmental study. The Board members present signed the letter. 3. Intent on Vacation Accrual in Draft Personnel Policy--Young explained that the proposed change to the vacation policy allows for the incremental accrual of vacation over time as opposed to all vacation time being available at the beginning of a fiscal year. Young said that he would draft a memo detailing how for FY 18 vacation time accrued prior to July 1, 2017 will be available and going forward accrual would be incremental over time, so no one loses accrued time prior to FY 18 but beginning with FY 18 the new accrual method would be in place. Young reminded everyone that there will be a public hearing on the proposed changes to the Town's Personnel Policy on January 17th during the regularly scheduled Selectboard meeting. 4. Update on Broadband Grant Term Meeting--Broadband Committee Chair Tom Wyatt said that he, David Young and Dawn Magi had a telephone conference with MBI on the terms of the construction grant. He characterized the meeting as productive and explained that the funds will be released to the Town in thirds. Wyatt said that the next step involves ironing out the legal part of the agreement. He said that the first payment would be disbursed within 30 days of the contract signing. Young noted that the funds voted at the 2016 Annual Town Meeting will be borrowed and used only if necessary once the grant funds are expended. 5. Selectboard Report -- Erviti brought up concerns about communication between himself and the Town Accountant. He said that he needs a face to face meeting with the Accountant, as monthly meetings have been put on hold since he was injured last fall. Issues that Erviti and Young want addressed include an evaluation of progress and results of her work since she was given certain directives. Young said that the Accountant had been directed to be caught up by January 1, 2017 and also to develop and post a calendar to identify when she is or is not available to the public. The latter stemmed from the determination that interruptions in her schedule were causing problems with her ability to remain current. Erviti said that the Accountant had been directed to make clear the certain times when she would be open to the public during her regular working hours. Young said that she had been told to develop a list of priorities; Erviti said that he had asked for a weekly list of priorities be Emailed to him but had not received any at all. Magi said that the problems needed to be documented at a meeting and the Accountant asked to sign off on it. Young reiterated that the current situation needs to be evaluated and that neither the calendar nor the priority list has worked out as he had hoped. Young concluded by pointing out that "free cash" has been certified at $106,000.00 for the General Fund, along with a $28,000.00 surplus for Broadband Enterprise fund and a $3,800.00 deficit for the Transfer Station Enterprise Fund. Magi mentioned that the railing alongside the ramp to the recyclable containers is loose and in need of repair. She said that Transfer Station Attendant George Roaf had said that the railing should be welded; Young said he would follow up on the matter. 6. Planning Board Draft Herbicide By-law--Young explained that currently the use of herbicides is not allowed on the roadsides of town public ways, and the Planning Board has drafted a change in the by-law that would allow herbicides to be used. He said that copies were given to the Selectboard, Conservation Commission and Tree Warden for review and comments. This would be placed on the Annual Town Meeting warrant as by-laws require a Town Meeting vote. 7. Coordinator Report --There was nothing added to the Coordinator's printed report. 8. Public Comment--Wyatt said that since Warwick has withdrawn from WiredWest those who had made a deposit are now due refunds. He said he will follow up with anyone who is experiencing difficulty obtaining a refund. Ruggiero asked about when the Finance Committee usually begins meeting to discuss the upcoming budget. Young said that historically meetings begin once he gets things going after the Highway and PVRSD budgets are available, as these make up over 80% of the Town's omnibus budget. Young reminded everyone of the joint meeting at the Bernardston Senior Center at 6:30 p.m. on January 10th. The Selectboards, Financed Committees and School Committee members of all four member towns have been invited to this meeting to participate in the discussion of the town's assessments for FY 18. 9. New and Other Business Unanticipated at Time of Meeting Posting --None. 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 December 19, 2016 *Coordinator Report dated December 29, 2016 *Letter to Speaker DeLeo, Senate President Rosenberg and Honorable Members of the Massachusetts State Legislature from Warwick Selectboard dated January 3, 2017 Re: Gas Pipeline infrastructure and clean energy future *Draft of Town Meeting Article allowing Spot Herbicide treatment along Roads to protect walkers and Highway employees dated December 26, 2016 *Email from Planning Board Chair Ted Cady to David Young dated December 26, 2016 Re: Proposed Herbicide By-law *Letter from Bernardston Selectboard to the Selectboards of Northfield, Warwick and Leyden dated December 21, 2016 Re: Joint meeting of PVRSD member town officials *Email from Mary Jane Handy, Director of Accounts at the DOR to Warwick's Treasurer, Coordinator and Accountant dated March 8, 2016 Re: "Free Cash" as of July 1, 2015 *Warwick Broadband Service Financial Summary for the period July 1 to November 30, 2016 *Notice of Unemployment Insurance Contribution Rate for Governmental Entities 2017 dated November 23, 2016 *Municipal Actions and Marijuana Legalization local official workshop on January 12, 2017 *Email from WiredWest to David Young dated December 28, 2016 Re: suggested resolution to Town leaders on regional broadband *Draft Town of Warwick Personnel Policy endorsed by Council July 2016