Minutes of the BOXFORD BOARD OF SELECTMEN TOWN HALL MEETING ROOM #1 March 5, 2018 7:00PM Present: Chuck Costello, Al Vaz, Mary Anne Nay, Barbara Jessel, Peter Perkins Absent: None Others Present: Town Administrator Alan Benson, Assistant to the Town Administrator Susan Inman, Minutes Sec y Judi Stickney, Chief Brian Geiger, Deputy Chief Mike Madden, Laurie Rowen, Firefighter John Rowen, Lt. John Philbin, Wendall Waters, Holly Langer, Scott Novak, Pat Canonica, Paula Fitzsimmons, Joselyn DeMarco, Gridley Losee, Gary Martin 7:05 PM MEETING WITH FIRE DEPARTMENT Chief Brian Geiger, Deputy Chief Mike Madden, Lt. John Philbin, and Firefighter John Rowen met with the Board of Selectmen with updates and information on the following: Recognition of Long-Time Service of Firefighter John Rowen: After Firefighter Rowen provided highlights of his career with the Boxford Fire Department, the Chair read aloud a proclamation in honor of Firefighter John Rowen s retirement from the Fire Department as a call firefighter. Approval of FY '18 Fire Stipend Rates: The Town Administrator provided the Board with some background information and history on the fire stipend rates, noting that the Board had concern about the pay rates for parade duty. A discussion ensued as the Chief provided the Board with information on the proposed increases. After debate, the Board took the following action: On a MOTION made by Vaz, second by Jessel, the Board of Selectmen VOTED unanimously to approve the FY 18 Fire Stipend rates, as written, with clarification around academy training to be provided by Chief Geiger. Review Fire Department Capital Request - West Station Flooring: Chief Geiger provided the Board with information on the capital request to replace the flooring in West Station, at a cost of $19,505, noting that the floor is the original floor which was installed when the station was built. Geiger added that the East Station floor was replaced last year, with the proposal to replace the West Station floor this year. A brief discussion ensued on whether an upstairs office was needed, as well as the existing water damage issues. After discussion, the Board advised the Chief to look into fixing the water issues around the doors before replacing the floors. Review of Fire Department FY '19 Budget Proposal: The Town Administrator provided the Board with information on the proposed Fire Department budget. The Board agreed with the proposed budget. Review Fire Department Capital Request - Replacement of Rescue Vehicle: The Town Administrator provided the Board with information on the quotes provided to replace the current 2003 Rescue vehicle. The Chief provided the Board with a brief presentation on the proposed vehicle. After the Chief s presentation, a discussion ensued on the costs of the customization the Chief is proposing, and March 5, 2018 Page 1
whether all necessary equipment would fit in the new vehicle. After discussion, the Chair requested that all board members meet with the Chief to get answers to their questions. He requested that further discussion be moved to the next meeting s agenda. 8:09 PM COMMITTEE APPOINTMENTS: The Board met with two candidates for appointment to the Sustainability Committee: Pat Canonica: Canonica provided the Board with his background and interest in serving on the Sustainability Committee. Holly Langer: Langer provided the Board with her background and interest in serving on the Sustainability Committee. After a brief discussion, the Board took the following action: On a MOTION made by Vaz, second by Nay, the Board of Selectmen VOTED unanimously by roll call vote to appoint Holly Langer and Pat Canonica to the Sustainability Committee, for a term ending June 30, 2018. 8:13 PM MEETING WITH BOXFORD ATHLETIC ASSOCIATION (BAA): BAA President Scott Novack, and members Gridley Losee and Joselyn DeMarco met with the Board of Selectmen to provide updates and information on the following: Finalize License Agreement for 3-Year Operation of Town Beach: Novak advised the BAA is ready to sign the Agreement with the Town to operate the Town Beach for the next three years. After a brief discussion, the Board took the following action: On a MOTION made by Nay, second by Jessel, the Board of Selectmen VOTED unanimously to approve the License Agreement for Stiles Pond Beach and Recreation Facilities from January 1, 2018 to December 31, 2021, as written. Discuss Food Shack Improvements Warrant Article: The Town Administrator provided the Board with information on the proposed food shack improvements to bring the facility up to current standards. Scott Novak of the BAA advised that the cost would be lower than requested on the capital project request, provided by the DPW Superintendent. After discussion, the Chair requested that the BAA return to a future meeting with a firm quotation for the improvements, as provided by the DPW Superintendent. He also requested that the BAA also consider contributing to the cost of the improvements. 8:38 PM MEETING WITH SUSTAINABILITY COMMITTEE: Gary Martin, Chair of the Sustainability Committee, met with the Board of Selectmen with information and updates on the following: Discuss Proposed Town's Participation in Green Communities Program: Martin provided a brief PowerPoint presentation on the Green Communities initiatives to fund energy reduction projects, noting that the Town needs to adopt the Stretch Code and designate areas for solar zoning. 9:08 PM UPDATE ON TASK FORCE ROADMAP: Selectman Vaz, member of the Task Force, provided the Board with an update, noting that they have added another March 5, 2018 Page 2
meeting to the Task Force meeting schedule to finish their recommendation on the DPW building, and to thoroughly discuss the roadmap to come up with their final recommendations for Town Meeting. He added that a significant outreach program has been developed to inform the voters before Town Meeting, in an effort to minimize discussion at Town Meeting. Vaz advised the Task Force will be meeting on: March 14: Last Task Force meeting for discussing options April 21: Task Force presents their recommendations to the Planning Board April 26: Last Task Force meeting to finalize recommendations for Town Meeting 9:23 PM REPORT OF THE TOWN ADMINISTRATOR: Town Administrator, Alan J. Benson, provided the Board with information and updates on the following: Proposal to Commence Legal Action on 41 Kelsey Road Clean-Up: The Town Administrator advised there have been no updates on this situation and he recommends the Town commence legal action to get things moving. After a brief discussion, the Board took the following action: On a MOTION made by Perkins, second by Jessel, the Board of Selectmen VOTED unanimously to have Town Counsel prepare notice of a hearing before the Board of Selectmen on the condition of the burnt building at 41 Kelsey Road and for those notices to be served on all parties with an ownership interest in 41 Kelsey Road, and upon determination of a date and time by the Chair, to conduct said hearing as soon as possible to determined what steps must be taken to secure the property and issue necessary orders of the Board. After the vote, the Town Administrator advised the Board that the mortgage auction has been scheduled for April 24. 9:26 PM ROUTINES Sign School and Non-School Warrants On a MOTION made by Jessel, second by Perkins, the Board of Selectmen VOTED unanimously to approve Accounts Payable Warrant #18-36S in the amount of $114,722.39. On a MOTION made by Jessel, second by Nay, the Board of Selectmen VOTED unanimously to approve Accounts Payable Warrant #18-36 in the amount of $445,117.61. After Selectman Perkins removed himself from the meeting, on a MOTION made by Jessel, second by Nay, the Board of Selectmen VOTED to approve Payroll Warrant #18-18 in the amount of $518,205.19. Perkins abstained. 9:29 PM ANY OTHER BUSINESS TO COME BEFORE THE BOARD Evaluations: The Chair advised he completed his evaluations today and noticed not all packets contain the same information. He provided recommendations on what should be included in the packets. March 5, 2018 Page 3
9:37 PM ADJOURN With no further business, on a MOTION made by Perkins, second by Vaz, the Board of Selectmen VOTED unanimously to adjourn at 9:37 PM. Respectfully submitted, Minutes Secretary Documents either distributed to the Board of Selectmen before the meeting in a packet or at the meeting: 1. Agenda: March 5, 2018 2. Letter from Board of Selectmen to Director of Municipal Finance, Re: FY2018 Fire Department Pay Rates, 1/5/18 3. Capital Project Request: Department of Public Works: Floor Tile at West Fire Station: $19,505 4. Memo from Town Administrator to Board of Selectmen, Re: Fire Rescue Vehicle, 3/2/18 5. Rescue 2 Project: Hackney Quote: Light Rescue Model LFP0582: $290,000.00 Hackney Quote: Light Rescue Model LR0764: $260,000.00 CW Specialty Vehicles Quote: Rescue Ford F-550 Gas Chassis 4x4: $235,000.00 EVI Quote: Rescue: $260,545.00 Minuteman Fire & Rescue Apparatus, Inc.: Road Rescue 2018 Ford F550: $202,590.00 Wheeled Coach: Freightliner M2 Ext. Cab: $207,777.00 Horton Emergency Vehicles: Greenwood Stock Unit 623 Pass Through Ford Chassis: $247,410.00 PL Custom Emergency Vehicles: Rescue/Ambulance: $205,719.00 6. E-Mail from BAA to Town Administrator, Re: Stiles Pond Beach Update, 2/27/18 7. Insurance Issues Facing Stiles Pond Beach, 1/23/18 8. Town of Boxford License Agreement for Stiles Pond Beach and Recreation Facilities (Draft) 9. Capital Project Request: Department of Public Works: Improvements to Stiles Pond Food Shack: $33,054.75 10. E-Mail from Town Administrator to Assistant to Town Administrator, Re: BAA Town Coordination Items, 2/27/18 11. E-Mail from Holly Langer to Town Administrator, Re: Sustainability Committee, 2/22/18 12. E-Mail from Town Counsel to Town Administrator, et al, Re: Fire destroyed house at 41 Kelsey Road, 12/7/17 13. Memo from Town Administrator to Board of Selectmen, Re: Outstanding Appointments FY 2018, 3/2/18 14. Draft Annual Town Meeting Article List March 5, 2018 Page 4
15. Draft FY19 Budget and Historical Actuals March 5, 2018 Page 5