Town of Warwick Selectboard August 1, 2016 Minutes Members present: Dawn Magi, Lawrence Pruyne Member Absent: James Erviti Others present: Town Secretary and Town Clerk Rosa Fratangelo, Highway Superintendent Larry Delaney, Broadband Committee member Miryam Williamson, Finance Committee member Steve Ruggiero, Jared Robinson (Athol Daily News) I. Call to Order Chair Magi called the meeting to order at 6:04 pm in the Town Hall. II. Minutes Pruyne MOVED to approve the minutes of July 18, 2016 as printed. Magi SECONDED. Motion CARRIED 2-0-0. III.Presentations and Discussions 1. Audit Update --Magi said that Scanlon firm had completed the FY 15 independent audit after being on site for six business days. She noted that the audit cost $12,500.00 and not the previously agreed upon $15,000.00. Pruyne MOVED to invite the CPA firm to make a presentation to the Board. Magi SECONDED. Motion CARRIED 2-0-0. 2. Update Recycled Product Purchasing Policy--Magi noted that the policy is common sense and when asked said that there were no real changes from past policies. Pruyne MOVED to accept the Recycled Product Purchasing Policy. Magi SECONDED. Motion CARRIED 2-0-0. 3. Surplus Property Declaration--The old kitchen range from the Town Hall kitchen has been replaced. Pruyne MOVED to declare the old Town Hall electric kitchen range surplus property to be sold. Magi SECONDED. Motion CARRIED 2-0-0. Finance Committee member Steve Ruggiero suggested listing it on a website that municipalities use to advertise surplus property for sale and get away from Coordinator Young selling the Town's surplus property on eBay. 4. Highway Department: Chapter 90 Backhoe Purchase --Highway Superintendent Larry Delaney said to word this as a backhoe purchase is premature as we are not yet ready to buy a new backhoe. He noted that the 2000 New Holland machine has 5,000 hours on it but has multiple operating issues. He said that there is a problem with the hydraulics, an issue with the brakes, and the motor runs hot as well. Delaney said that on Friday, July 29th the machine ran for less than two hours on Quarry Road before it overheated and stopped working. He said that the dealer estimate to repair the brakes is between $8,000.00 and $10,000.00, and noted if the hydraulic pump needs replacing it would cost an additional $5,000.00. Delaney pointed out that the motor may be overheating due to the hydraulic problem, or it could be a separate issue, and at this point it is unknown what all may be wrong with the backhoe. Delaney said that he had checked prices on some used equipment that had between 900 and 2,000 hours on them and cost around $60,000.00 with no warranty. He said that under a State bid a new John Deere with a 4-year warranty costs $106,000.00, which is a straight purchase price before any consideration of a trade-in. Delaney said that this is a much more rugged machine than the New Holland, and that it can be paid for with Chapter 90 funds. After Delaney said that he needed someone to test the hydraulic system because water got into it, Ruggiero offered to help find possible repair sources. Delaney said he would continue to look for machines to try out on site. 5. Inter-Municipal Agreement: Orange Ambulance Update--As Selectboard Chair Magi had previously signed the MOA, and the invoice has been paid by the Town, but the Orange Selectboard Chair rejected the contract. Both Miryam Williamson and Steve Ruggiero said that if the contract was signed and the invoice paid, there is an agreement in place. 6. Public Records--Magi said that Coordinator Young had recommended we do not charge for fewer than 100 copies under the Public Records law changes that will take effect January 1, 2017. Town Clerk Fratangelo explained to the Board that at least one Records Access Officer (RAO) must be appointed prior to the first of the year and that most towns are appointing the Town Clerk. She said that she would be willing to be appointed Records Access Officer, and asked that Boards and Committees be sent a memo asking them to designate one member to be appointed a RAO so that if the Town Clerk receives a public records request for which another department, Board or Committee is in charge, she can contact a specific person to streamline the response to the request. Magi said that she would draft a memo to Department heads, Boards and Committees. 7. Personnel Policy: Comp. Time--Magi asked Delaney if the Highway employees must give notice to him as their supervisor before taking comp. time. Delaney said that there is nothing written in the Personnel Policy that they have to give notice, and said that he has come in just before 6 a.m. on a work day to find a voicemail message that someone is taking the day off for comp. time. Delaney said that he wanted to have 24 hours notice fro a single day off. Magi said that there should be a form to fill out for a comp. time request. Both Magi and Pruyne wanted more than 24 hours notice to give Delaney more time to plan a work schedule for the week. Steve Ruggiero suggested 1 week's notice for any comp. time unless it is an emergency. Delaney noted that there was never an issue with comp. time until this Spring. Magi said that she is still working on personnel policies. 8. Planning Board--Magi said that Planning Board Chair Ted Cady had submitted a memo requesting the Selectboard's review. The memo included examples of various (non-criminal) civil dispositions of violations of the law, for which citations can be written. Magi said that this was a good idea to see if additional by-laws could apply to the Town, and wanted to contact Cady to have him make a presentation to the Board. Magi noted that any proposed by-law requires a vote by Town Meeting. 9. Broadband--Miryam Williamson said that the Broadband Committee will be meeting on Monday, August 8th and would have a report for the Board's next meeting on August 15th. 10. Selectboard Reports--No reports this meeting. 11. Coordinator Report--Nothing was added to the written Coordinator report. 12. Public Comment--Williamson asked about 2-sided copies for the meeting packets to save on ink and paper. Magi said she will check with Coordinator Young, as she thought there had been issues of paper jams while using the 2-sided print feature. Williamson pointed out that if the copier is jamming then it needs to be cleaned. 13. New and Other Business Unanticipated at Time of Meeting Posting--Delaney said that there are trees slated to be cut on Northfield Road, and that the abutter, Mr. Ratte, would like to keep the wood as is his right. Delaney noted that Mr. Ratte had asked the wood be left on the landing around the corner from the work area, which would actually be of benefit to the Highway Department. There was a consensus of the Board that this was acceptable. IV.Adjournment At 6:47 p.m., Pruyne MOVED to adjourn. Magi SECONDED. Motion CARRIED 2-0-0. Documents consulted at this meeting: *Draft Minutes of Selectboard meeting of July 18, 2016 *Coordinator Report *Town of Warwick Recycled Product Purchasing Policy *Memo to Selectboard from Planning Board Chair Ted Cady dated July 20, 2016 Re: (Non- Criminal) Civil Disposition of Violations of Law *Town of Warwick FY 2017 General Fund Expenditure Report *Pioneer Valley Regional School District FY 17 Final Budget