SELECT BOARD Meeting Notes July 27, 2021

• There is a table of my acronyms at the end of these notes. I have a few acronyms of my own:

SB=Select Board, CH=Community Hall, SH=Sawyer Hall, JR=Jacobs Road

• Usual disclaimer: these are my notes and in no way official.

 
6:05—Hawlemont Regionalization Study Team Update

• The team’s goal is to get an agreement into the hands of the SB, and the Hawlemont School Committee and the three towns of Hawley, Charlemont, and Heath.
• OPED is a significant issue [some type of retirement liability if Heath leaves the Mohawk School District].  Question asked by study team: Is it worthwhile to determine this liability?
• Ken Rocke is working to condense a large amount of information into a manageable format.

 
7:45—Fire House Conditions, Nick Anzuoni

• Ongoing Fire Station problems, had to throw out gear due to mo.ld
• Animal investigation [racoons] is a problem with chewing on things and odor from urination.
• Need to make the place more livable in the short term.
• Robyn to meet with Nick about pest control and ventilation in the bay area.
• Around 12 to 14 fire fighters now, but fluctuates somewhat.

 
COVID-19 Municipal Protocol, Concerns
Reopening Offices – Next Steps, Protocol

• Discussion on how to use Sawyer Hall.
• Safest & most cost effective plan for the town is to use JR. It’s in best interest of the town and employees.
• Cost of retrofitting CH and SH is not worth it when we already have an adequate facility. Good to have supervision in there.  Hilma, Tim, a SB member, and maybe one other to create a working group to come up with a plan in tow weeks for the move.
• Important items to consider for move:
  • IT pieces—phones and internet.
  • Need to determine how this will work w Jonathan’s theatre program and Police Chief.
  • Commercial kitchen use.
• Motion made and passed to relocate offices to JR.

 
Mask-wearing policy for public buildings

• Will continue with mask policy as is, masks inside and distancing outside

 
Road closure request

• Harry Hallman and art group requested to close off the road in front of CH during art reception, on the Sunday of Labor Day weekend.  Motion passed.

Charlemont IGA (Inter-Governmental Agreement) Amendment

• Related to Heath broadband serving an additional edge case in Charlemont. MLB voted to recommend.

Road conditions

•  HWY Dept – Rowe Rd has been rebuilt and reopened; the cost has been submitted to MEMA for reimbursement.
• 8A has a section of road washed out which will need repair

 
Police Department revised job descriptions

• John reviewed job description for Police Officers and Chief.
• All will be required to complete a new [state mandated?] training at $1000 per person.
• Revised descriptions were approved.

Board of Health Meeting Request

• Request by BoH for a joint meeting with the SB without other business.
• SB response - not perceived as an emergency and not necessary to have it be a dedicated meeting.
• Any Heath Fair issues within the SB purview (Ag Society is not part of town government) can be dealt with at a regular meeting.

Special Projects—CH Doors, Salt Shed repair

• Robyn will have numbers soon for salt shed rebuild.
• Hilma spoke with Carson Ovitt who is coming to remeasure the CH doors. Needs to remove the inside trim and look at roof leak. If he can repair roof, he’ll do it. Robyn recommends Carson speak with John Lively who is doing the door hardware.

FY22 Board, Committee and Position Appointments

• Sue Lively appointed to the COA.

Senior Center/Council on Aging

• Eileen Lively has returned feedback comments on Senior Center Coordinator position
• New COA will be scheduled to meet with the SB in two weeks if they are ready

Hilltown Theatre Long-term Lease

• No updates

Green Communities Update

• Brian & Tim removed some paneling covering duct work for Roger Harris to inspect HVAC system.
• Dept of Energy will not allow the Town to charge engineering cost to the grant so it needs to be part of another proposal.

Ag Society put in a request for a permit to pour alcohol - Approved

• Hours of noon to 9 PM Saturday, noon to 4 PM Sunday
• Ag Society wants to do it themselves are in process of getting required insurance

Town Coordinator’s Report Not Already Covered

• Hilma was contacted about setting up a business account so each department can order directly rather than go through Hilma
• Ken Gilbert raised issue that street numbers need to be visible. Three out of four town buildings do not have street numbers on them. Hilma to look into options other than the blue sign for the buildings.
• Sawyer Hall phones were nonfunctional on Saturday. Axia [phone company?]came midafternoon.  Cause was battery backup went down.
• Hilma met with Pam Porter on rental agreement policy and document will be updated.
• Spoke with a Crocker technician on phones at JR. Hilma to take a phone to JR and then call Crocker technician so they can troubleshoot. Brian said the phones require power through an adapter to work.

 
Mail & Email Not Already Covered

• MLB Plant Manager wants information on ARPA funding.
• There is a government $1000 grant available for culvert replacement.
• Upcoming paper shredding event. Does Heath want to participate at $250 an hour.
• Resignation notice  from accountant[?], Melanie. 
• Request for a SB member to do a presentation for Keith Sherman at the Fair. Brain will do it.
• Pre-school after school tuition: Sue Lively fine-tuned distribution plan to be more equitable among the 7 children covered and still stay within what was budgeted at Town Meeting.
• Request by HHS for 5 Ledges Rd to put a climate-controlled building on for artifacts.
• FRCOG will give the Town a credit for emergency radio equipment. 

I have a few acronyms of my own: SB=Select Board, CH=Community Hall, SH=SH, JR=Jacobs Road, BoH=Board of Health  
Noteworthy:

• Wi-Valley withdrew pole request.
• Under COVID-19 Municipal Protocol, Concerns, the SB continues to struggle on office location and reopening offices. Looking to get an RFP for third party to advise on space planning.
• Decision was made to keep within the amount budgeted at ATM for pre-school tuition for the afternoon session even though it will not completely cover cost of all enrolled students.
• There is a leak in the roof of Community Hall.
• Lengthy, but worthwhile discussion with Jonathan Diamond on lease for his theater group at Jacobs Road.
• MLB request to use ARPA money to reimburse the stabilization account for the broadband drop subsidy.
• And much more, it was a long meeting.

 
Stove in CH

• Does not meet state codes.
• Donor contacted for removal.

 
BoH Clerk job description: Position on Tape - 7m 11s  

• Background from previous meetings:  BoH has proposed a more extensive role for the clerk position that may cause a significant increase in salary.
• Discussion: Hilma sent out inquiry to STAM, Small Town Administrators, about the job description. If change would require a significant increase in salary it would need to come up at Town Meeting.  SB question: What might FRCOG do in regard to tasks so ensure no overlap in tasks?

 
CH Roof Leak: Position on Tape - 11m 9s  

• A leak has been discovered in 2 places in the roof where shingles have blown off.  
• Brian: Maybe we can do a temporary repair until a project can be done to repair the whole section of the roof where it is  leaking.  Carson Ovitt may be able to do it if a lift were available. Robyn will try to find a roofer, but they are very busy right now.

 
New Door Hardware on CH: Position on Tape - 13m 17s
The new removable mullion installed on the interior doors is more secure than previous door arrangement and SB members  now have keys to the building.
 
Electrical Work : Position on Tape - 13m 38 s
The electrician will start the needed electrical upgrade at the Fire Station garage and install emergency  exit light on 2nd floor of SH and the outside light on SH stairs.
 
Appointments voted in: Position on Tape -  14m 16s
Building Facilities Committee: Tim Lively
Conservation Commission:  Heather Row
COA (Council on Aging):  Margaret Freeman and Cathy Tallen
MLB: Sheila Litchfield and Art Schwenger
Still  have vacancies on several boards and commissions
 
SR Center Coordinator Job Description/Council on Aging  Position on Tape - 16m 42

• Background: This is an open position due to the resignation of Eileen Lively who held the position for 5 years.
• SB needs a scheduled appointment with the COA and needs to get feedback from Eileen  on the Senior Center Coordinator job description. 

 
Land Lease to HHS: Position on Tape - 19m 53s

• HHS want to lease on a small unbuildable lot on Ledge Road for a climate-controlled building to store artifacts.
• Town Council informed SB that this request must be brought before Town Meeting.

 
Meeting with Jonathan Diamond and Building Use Committee
on lease of Jacobs Road for Hilltown Theatre: Position on Tape - 21m 16s

• Jonathan provided background on his program and detailed some future plans.
• Jonathan expressed that his goal is just to continue his current programs without having to renegotiate a lease every 3 months.
• The BUC attended and main concern was the coordination of space sharing.
• Jonathan’s vision includes interaction with police, fire department, the library, and seniors.
• Jonathan had several team members on the call who spoke positively about the space at Jocob’s Road, the program, and the ease with which space can be shared, specifically the gym.
• Robyn: No final decisions tonight, the SB is interested and wants to continue.  Must have a further conversation about what the town needs for space.  Brian would like to work hard to see this happen. Sue and Robyn feel it is a wonderful opportunity for both the town and Jonathan.

 
End of Year Transfers with Finance Committee: Position on Tape - 59m 5s

• Hilma and accountant have differences in accounts. Hilma to work with him. Some invoices debited to an incorrect account.
• Accounts overdrawn: Hilma had $12,403 over, accountant had $12,782 over. The Vehicle Gas and Oil account has enough left over to allow for a transfer from this single account to the overdrawn accounts.
• There was a question on account overdraw for MLP manager.  SB: Who is responsible for this? How do finances work between town and broadband in the future?  The hope is that expenses will come from the running of the business.  MLB and SB need a conversation regarding this soon. SB and MLB need to understand what the responsibilities of the position are.
• Alice: Heath should follow the policy set by DOR. There was no elaboration on the policy.  Robyn agreed.  Alice and accountant worked on cleaning up accounts. 
• FinCom made and passed a motion to accept the transfers based on actual amounts when known. SB did the same.

 

• Pre-school tuition:
  • Mohawk District invoices are sent out 3rd week of July. 
  • Heath needs to determine how much we will pay. 
  • Half a day of pre-school is paid for by a government program. Heath provides financial aid to families that need services in the afternoon.  \
  • In the past few years, the money has not been needed. This year the tuition exceeds what was budgeted.  $12,300 was voted at town meeting for this program, and we are $3000 short for currently enrolled.
  • FinCom recommends staying within budgeted amount.
  • Select Board would like to cover all the cost, but reluctantly approved with a 2 to 1 vote to distribute only the budgeted amount among the currently enrolled children on a per day basis for the number of days of enrollment. Brian was the dissenting vote.

 
Public Comment: Position on Tape - 1h 41m

• Bob Gruen: Pre-school money always varied, impossible to get an exact number, but Heath always managed to cover it.
• Alice: Need more community involvement in education of children. We as a community must do what is in our best financial interest.

 
COVID-19 Municipal Protocol, Concerns: Position on Tape - 1hr 45m

• Stay remote for meetings for now.
• Reopening Offices – an email sent out from Hilma to all depts.

• CH and SH are open for scheduled meetings, Library is open, 2nd floor of SH is not open.
• Offices are spread between homes, SH at certain times, and JR. Need to discuss next steps for offices.
• Robyn concerns: when and where is reopening going to happen. Two types of issues: COVID and building related.
• Reopening offices to the public. Input from workers to Robyn: willing to return if issues related to COVID are resolved. Concerns are for ventilation, space for distancing, clean facilities, cleaning of shared desks.
• Sue L: need to bring our services and records back to a central, safe, and public place.
• Brian: COVID is not over yet, and we need to continue some safety measures.  We need to achieve herd immunity especially among young people.
• Robyn: As the chair it is difficult to interact with people, particularly the Town Coordinator. People have different works hours and locations making it difficult for the public and town government to interact.
• Robyn: Hilma working in SH is counter to the rules the SB set up regarding the 2nd floor. If we are going to extend the time when we are not open to the public, we need to figure out where Hilma is working and that be in one place. Her not being in one place is a challenge for the whole town. If SH is not ready to be open, is there a safe place for Hilma to be at Jacobs Road?  People are not going into SH at this time.  We have all we need at JR to bring people together. 
• Brian: makes sense to at least bring Hilma to JR.
• Sue L: It seems complicated to move Town Coordinator to JR on a temporary basis.  Hilma must have her office equipment to function. If the Town Coordinator office were to be relocated, Hilma phone and printer/copier/scanner are essential. If equipment goes, how does it affect other people at SH.
• Robyn: still would like a comprehensive plan from an outside source to look at what we have and make a plan.  Accessibility is an issue at SH.  Can’t just say that when COVID is over we can go back to the way things were before. Still have other issues in SH of privacy, security, lack of space, ventilation, egress, fire escape, water penetration, parking issues.  Even if library moves to JR how would the space vacated be used.
• Brian: no brainer that the library needs to move.  An interior designer could assist with this. At least one board member needs to come up with a proposal. SB feels they need outside help.
• Robyn: Each member needs to look at the floor plan of JR and come up with their ideas.
• What needs to be resolved before employees are required to come back to work. There is guidance from state and town council.  Robyn feels these are minimal requirements: ventilation, proper spacing, space that is their own.
  • Plan for next meeting:

• Brian to talk to FRCOG about RFP for comprehensive plan for use of space.
• SB members: list of items as requirements for employees to get back to one location.
• Need a comprehensive plan that includes income from JR and use of  CH.
• Send out a short email to each employees with specific questions.

 
Discussion of email by Alice which I did not have a copy of : Position on Tape - 2hrs 17m

• Issue may be that the use of the building is not clear. It is disconcerting to have people in the building without knowledge of their right to be there.
• Discussion:
  • Buildings are not open to the general public; town employees may request use of space through BUC [actually Hilma].
  • A paper calendar is not really an option, can get out of date quickly. There is an online calendar showing who is using town spaces. [https://townofheath.org/p/88/Building-Use-Calendar]
  • It would be helpful if Jonathan as a courtesy could let Alice know he is in the building.
  • Assessor’s office door can be locked if there is an issue of security.
  • Monitoring the building should not fall to Alice. Hilma to send a response to Alice.

 
Wi-Valley Pole Application has been withdrawn, Position on Tape - 2h 33m 20s
 
Green Communities: Position on Tape -  2hr 33m  48s

• Waiting on a proposal from Roger [who?] to be an expeditor for HVAC work on CH
• Received final report of solar feasibility study to be discussed at next meeting.

 
MVP (municipal Vulnerability Planning)  planning meeting: Position on Tape -  2h 34m 30s

• Needs a representative to attend. Brian volunteered. Sue was kindly volunteered by Hilma so Sue could become knowledgeable on the subject. 😊   Robyn must attend as local Emergency Committee Rep.

 
Access to Dump Stickers, Position on Tape - 2h 36m 55s

• There are some complaints on being able to get stickers.
• Sue L: If Ken Erho has town addressed envelopes to hand out for people to send in their check, the town could then send out stickers (or some other method for distribution). Sue and Hilma to work on .

 
Town Coordinator Items Not Previously Discussed, Position on Tape - 2h 2-38m 24s
LifePath

• A representative is coming to Heath at the end of July to speak with Hilma and COA on becoming an Age Friendly Community, a federal designation, implemented a lot through COA.  Gives access to grants and additional resources. [LifePath]

Phone Service

• Working with Bill Fontes on what kind of phone service town has and what will be needed in terms of landline services once all buildings are on broadband.

American Recovery Plan fund:

• Town had $207,000 coming in two allotments, but funds are being held back, expected $103,000 in the first allotment, but sent $36,000. Not getting more until the agency allocating more to the towns in Franklin County until it  knows if FRCOG is really a county entity.

Parks & Recs

• Supplied two nice quality picnic tables, Bob Gruen helped to put together.

Tri-wire/WG&E
Lag in getting town buildings online. Hilma spoke with them  and got a commitment to begin immediately.

• Final installation due by end of week.

Hilma Vacation first week of August and Aug 15 to 21

• Sb needs to talk about the office assistant.

 
SB Schedule Meeting Changes

• July 27, August 10, August 24

 
Email, Position on Tape - 2h 45m 56s

• Clarification of mask policy, in person meetings still require masks.
• Eileen Lively to continue coordinating Senior Art and Foot Clinic
• Approve email from Elissa LaRose on Memorandum of Understanding with the FRCOG and technical assistance.
• Bob Dean contract renewal [no info on this]
• Martha Thurber wants a group to put together with chairs of SB and FinCom for a capitol project voted on at Town Meeting [I don’t know what this is].
• Sheila Litchfield requested ARPA money be used to reimbursed stabilization account for the drop money.  Brian thought this might not be in the spirit of the agreement.
• FCSWD update on recycle refunds coming to towns.
• There were a few others I did not capture.

------------------------------
More information on Jonathan Diamond lease for Hilltown theatre group.

• All SB members praised his work and expressed the desire to continue to work with him on a lease agreement.
• Background from Jonathan:10 years doing his workshop, his Recovery Theatre for 5 or 6 years, became Hilltown Drama Club
• Wants a long-term lease: Gym, two Classrooms, and would like the front office. Does not want to have to renegotiate a lease every 3 months. Would like to grow in the space.
• Questions on Proposal
  • Brian: There are other uses that will need to be coordinated with Hilltown, and Hilltown needs to present how the sharing will work.
  • Sue Lively: wants elaboration on growing and timeframe.
  • Jonathan: now workshop is a camp.
    • Youth core program 9th grade thru senior- get a stipend for producing art.
    • Has a youth summer employment $4000  grant from AG [?].
    • In 2 years wants platform tents on soccer field for team building experience where they do community activities
    • May want to move into overnight opportunities in the two years.
    • Outdoors: Recovery intensives may be overnights, wilderness experience, team building
    • Thinking about a classroom for a non-traditional school (proposed a NorthStar West – a school for independent learners)
    • Thinking about a littles-to-middles school program, and an after-school enrichment program.
    • Home at Jacobs Road for at least 4 or 5 years, then may look for their own home.
    • Thinking 10 years down the road
    • Likes sharing the space with Fire Department and Police. Likes the idea of cops and kids, library, and seniors.
    • Would like to see it going for two years as it is and then see how that works, and then maybe try to expand .
  • Robyn: No final decisions tonight. Need to say the SB is interested and want to continue.  Must have a further conversation about what the town needs for space.  Brian would like to work hard to see this happen. Sue and Robyn feel it is a wonderful opportunity for town and Jonathan.
  • Pam Porter (BUC)
    • Have we closed door w Larry & Rebecca?
    • People just starting the recognize the recreational possibilities of the school. Would town lose use of gym?
    • Wants more detail on logistics of sharing space.
  • Jonathan does not see a problem with planned sharing of the gym as well and scheduling.