Select Board Meeting Notes 2020/01/12

Notes from 2020-01-05 SB Meeting
​Building Maintenance
Budget
COVID-19 Municipal Protocol, Concerns, Updates
Hawlemont-Heath School Regionalization for Elementary Students
Heath Historical Society request for 5 Ledge Road
Green Communities Grant
​Click on "Read More" to see notes on these topics.

Building Maintenance

• Salt Shed repair – per Brian the building inspector wants stamped drawings for the repair work.
• 3 Ledge Road shed demolition is progressing. No rodents were found, trash bags were intact, dumpster is there and is half full.
• Community Hall Doors – a quote is in the works, but there is a delay from the company supplying the doors getting back to the contractor, Carson Ovitt, with pricing.
• Community Hall Stairs – quote for full replacement of concrete portion of stairs was $4000, rails would be in addition ( estimated $1,500)  Need to see if money is available.
• Sawyer Hall doors – talked about replacing double interior doors with single. Doors are the end of fire wall.  Mail boxes have no fire wall as they go directly through to the post office.  A single door would require building a fire wall around it.   

Budget

• Alice Wozniack from the Finance Committee proposed  grouping of accounts to allow department heads more flexibility in handing expenses and to eliminate need for Special Town Meetings to move money from one account to another. The Town Accountant says this model is used in Colrain and that the accounting software can provide information on all accounts.
• Ned Wolf said we need a plan in place that keeps everyone updated on the budget in real time so everyone is on the same page.
• CARES (Coronavirus Aid, Relief, and Economic Security)  act spending is running a deficit and we need to submit a request for reimbursement. Gloria would like to know what types of expenditures are approved and what is not approved.

 
COVID-19 Municipal Protocol, Concerns, Updates

• A letter was sent out to town employees regarding their work environment during COVID.
• Recap by Robyn: there is a plan to temporarily close the 2nd floor of Sawyer during PO hours, employees offered 3 options for a temporary work environment: work at home, work at Sawyer during off hours, move to Jacobs Rd. Employees need to assess how a move affects their needs dealing with the public.  Employees were told to use Zoom meetings or other methods when possible. This is a temporary relocation, and the Select Board will revisit in June, This COVID need does not stop Select Board from having discussions regarding how to use buildings in the future.
• Employee COVID plans:
  • Assessor planning to move as soon as possible.
  • Town Clerk will move next, but will also work from home as much as possible.
  • Melanie and Dave the accountants can work off hours at Sawyer Hall and at home. They are willing to work at Jacobs Road if that becomes necessary. 
  • Charlene needs to know if Post Office customers need to sign in.
  • Board of Health  clerk would like to work from home and access 2nd floor during off hours.
  • Items needing resolution: (1) Accountants, Post Office, and Library need use of a copier, (2) IT and phones issues need to be resolved at Jacobs Rd if necessary, (3) move dates need to be finalized.
• School age children have decreased at the school building due to change to hybrid model.
• There is a rental space request for Mon and Wed from 6 to 9 at Community Hall,  but there is no ventilation. Jacobs Road is available.
• There is a request to put an indoor hot spot at Jacobs Rd by an outside agency. Select Board would need to clarify if use would be wider than the Heath community.  There may be additional benefits such as cubicles that should be explored.
• Use of Jacobs Road has been school related to date plus a TriWire rental of a room at the end of the building with its own entry. There was discussion of non-school use as a possibility with all rooms ventilated, the amount of space available, and the reduction in use by the school.

 
Hawlemont-Heath School Regionalization for Elementary Students

• Many delays in finalizing due to COVID and new superintendent.
• Many steps need to be taken to be ready for a vote.
• Bob Gruen and Budge Litchfield need access to town counsel at times.
• All financials need to be redone as they are over a year old.

 
Heath Historical Society request for 5 Ledge Road - better weather is needed for site assessment for any wetlands issues.
Green Communities grant – only have one bid for work on Community Hall (insulation, I think).  Should have at least 3, but the Select Board is just not getting them.