SB Notes from January 26, 2021

Public Comment
There was only one public comment which was a letter from Pam Porter to dispel false impressions concerning foot clinic and learning hub. The letter is available on the home page.
Town Coordinator
Hilma reported on several issues she worked during the week and asked about needed decisions. Much is covered under topics below such as decision on hotspot, the source for funds to pay Carson Ovitt for work at 3 Ledge Road, switch over from analog phones to internet phones at Jacobs Road.
Hilma also reported that minimum wage went up to $13.50 on Jan. 1 and that this only impacts 2 employees.  Gloria says that expense is built into the budget.  The Board voted on the increase  retroactive to Jan. 1, 2021.

Building Maintenance

• Salt shed repair - Brian sent a sketch of the planned truss repair to the structural engineer along with a photo. The contractor, Carson Ovitt,  is ready to begin work when the engineer oks it.
• 3 Ledge Rd Demolition – The total invoice was $6600. Hilma wanted to know what portion might come out of the Board of Health revolving fund which Hilma says has a balance of $8000. Gloria cautioned that all accounts are not reconciled yet.  The fund has a spending cap of $5000. There is $500 that needs to be set aside for known expenses so $4500 could come out of the revolving account and the rest from special projects money.  Board of Health meets next week and will discuss. Brian says we need to pay the bill and not hold it up until we figure out where money should come from.
• Jacobs Road Boiler – The quote to replace bladder for the heating system is $2755 from White Plumbing & Heating. Select Board voted to go forward with the work.
• Sawyer Hall doors – Brian says the doors are good, just the hardware is bad. To replace the doors would require building a fire wall.  Instead, two panic bars could be installed. The decision was made to call John Lively who has already done hardware work for the town.
• Community Hall door repair – The quote from Carson Ovitt to repair the doors is $4,200 for labor and doors but does not include new hardware which will be costly.  The Board will have John Lively look at those doors as well.

All Special Projects work may come to $16,000, but  originally estimated at $15,000. Select Board will wait on the Community Hall door work until sure on the actual salt shed cost.
COVID19 protocol

• Robyn has started protocol guidelines for building use during COVID which will include a list of essential employees and committee members.
• Relocations – The Assistant Assessor, Alice Wozniak is ready to go to Jacobs Road when the phones are set up to use the internet and she is able to retrieve phone messages when not at Sawyer Hall.  Hilma is working from home but will be making a change as is necessary to do her  work.  Mary Sumner, Board of Health clerk, says internet at house is her limiting factor so she tries to work around family hours.  Currently making this schedule work.
• Internet Phone issue – Hilma spoke with a Crocker technician who thinks the problem is that the internet outlets/wires are older so they do not have power which requires separate lines—one for internet and one for electrical.  Devices to supply the power are available at Staples for approximately $50. 
• Mailboxes – Robyn asked if everyone has keys to get in the building to get mail in off hours (after 2 pm).  Highway dept, tax collector, nurse, accessor all have keys.  Other committees are not doing much right now. Hilma had been alerting board chairs to let them know when  they had mail. Brian said some employees can get mail at Jacobs Road during times when Town Coordinator is there.  Hilma will work on the logistics of employee mail boxes.
• Indoor hotspot – The indoor hotspot for underserved towns offered by the Mass Broadband Institute was discussed.  More information on MBI is available at https://www.heathconnects.org/links.html

 
Hilma is only waiting on a SB decision to go forward on hotspot.  She explained to Cornel Robertson what we had at Jacob’s Road and he said we could get stronger and better equipment. There are other benefits to the hotspot that won’t be available unless we commit to installing the hotspot first.
 
The Select Board has the option to decide whether the hotspot is for Heath residents only or a regional hub. Brian feels there is space in the building now that the schools have gone to a hybrid model.  Robyn wants to move forward and accept the hotspot.  People could come in through gym door and times could be scheduled to avoid crossover.  Wednesday is now the only day there are students so the hotspot could be made unavailable on Wednesday.  Gloria is opposed to more people being in the building. Brian says if things change then we change. 
 
The Learning Hub has gone smoothly.  Hilma says there are other towns that set up the hotspot when first offered and she will check on their experience.  Brian and Hilma will work on clarifying any open questions. If the Select Board has the data it needs, it will decide next week on the hotspot.
 
Regionalization (Withdrawal from Mohawk for Pre K through 6 grade)
Budge Litchfield and Bob Gruen were able to get a grant application in by Jan 25 on very short notice with input from Ken Rocke. The grant money would come into the Select Board and then the regionalization committee  would request funds from the Board to help with legal fees and administrative costs. While the money would come into Heath, it would aid all the towns wishing to withdraw. The committee hopes to have an answer on the grant by the end of February.
 
Budge said that we have an OPED (Other Post Employment Benefits) expense that other towns don’t have. [ Heath school employees who have insurance after retirement or other costs that are paid by the town. I believe this is due to the school closing].  The previous OPED numbers need to be carefully reviewed and verified. Locking in the number is most important.

Budge further stated that the effort had lagged somewhat due to the previous superintendent at Mohawk and COVID.  The current Superintendent supports the idea of getting the necessary funds to help towns move forward.
The goal of regionalization was to have as many kids as possible sharing the same experience, but school choice changes the sense of community. Heath student locations: 31 at Hawlemont, 11 at Rowe, a few others elsewhere [Is there an additional 12 that are also home schooled? And do we pay the district for these students even if they don’t attend public school? Something else to check on.]
 
Mail Protocol
There was a discussion on the logistics of mail handling, what letters required an answer from the Board, what could be grouped for a response, what Hilma could handle, and what should go on the agenda for discussion at a Board meeting.
 
The Board needs a cutoff time to allow them to read mail prior to the meeting.  If Select Board members get email ahead of time, they can respond at the current meeting when possible, and other mail can be put on the agenda for the next week (posted Friday at noon).
The Board determined that mail must arrive by noon Monday to be included in Tuesday email. Robyn will continue to look at packets before meeting and make a brief summary at the meeting.
 
 Budget
Hilma will compile budget requests received from department heads into a worksheet to be done by next Tuesday.  Most department heads have responded with their budget requirements. 
 
The three-year contract to provide health services is coming due and the provider needs to know what towns are going to commit for the next year.
 
Green Community
Bids are due Tuesday for the insulation project at Community Hall. Steve Thane is compiling emails on utilities cost requested by one contractor.

Broadband Borrowing
We need to start borrowing for payments due.
The “True up”  money is spent [More to research].
Brian would like to see expenses so far.
The Board will wait until next week when meeting with MLP for further discussion
 
Mail/Email Packets
Mail from the Board of Health and Building Use Committee wanting to know the building use policies during COVID. ​

• Board of Health is concerned about multiple uses at Jacobs Road
• Learning hub volunteers are concerned about unauthorized entrants and what they should do.
• Response: Select Board is working on a policy for this and will have a draft next week. 

 Resident has sent several concerns and comments on many topics, (1)  Charlene’s safety, (2) use of Jacob’s Road, (3) lack of Select Board response to emails.

• Response: There will be some discussion on whether Hilma could respond or should a response come from the Board. Not sure what was decided, but there will be a response.

Email asking a number of questions regarding use of Jacobs Road versus Community Hall

• Response:

1. Community Hall was allowed for Learning Hub as long as windows could be opened for ventilation and once all fire hazards were removed.
2. The Jacobs Road gym was ventilated when the Learning Hub opened (and still is) and it follows the protocol for student learning.
3. Individual classrooms without ventilation were allowed because they were only used by single family units. All have working ventilation now.
4. Regarding internet at the Community Hall, Northeast IT would not allow the WiFi to be expanded to the Community Hall due to contractual requirements regarding data security. 
5. There was a question as to why Tri-Wire could use a room that did not have ventilation. The reason is that it is a business so follow business rules regarding COVID. [Tri-Wire is at the end of the building farthest away from the Learning Hub with its own entrance and bathroom.  The ventilation is now working in that room.]

Email from Senior  Center Coordinator upset by unauthorized entrants into Jacobs Road during the Foot Clinic later referred to as an inspection.
Response: Put on next week’s agenda: How to we deal with anyone entering building unauthorized.  Gloria offered to call Coordinator to discuss.
 During COVID there is an extra layer of concern.  If inspections are coming out of nowhere and hadn’t happened in the past, then that needs to be addressed.  Brian said people should not have gone into the building without letting anyone know, there was no authorization for an inspection and it did upset people.
 
New Email:

• Suggestion on windows cost and sourcing from Historical Commission to Building Facilities Committee
• Jacobs Rd was brought up as possible vaccine place for FEMA