Town of Warwick Selectboard June 2, 2008 Minutes Members present: Patricia Lemon, Rick Abbott, Nick Arguimbau Others present: David Young, Rosa Calcari, Miryam Williamson, Jon Calcari, George Day, Rita McConville, Andrea Woods, Terry Kemerer, Janet Conover, Paula Lundgren (Athol Daily News) I. Call to Order Chairman Lemon called the Meeting to order at 6:10pm at the Town Hall. II. Minutes Abbott MOVED to accept the minutes of the May 20 meeting as printed. Arguimbau SECONDED. VOTED UNAMINOUSLY. III. Presentations/Discussions 1. Warwick Community School Telephone System Proposals—The board reviewed three proposals from Michael J. Nolan. Young noted that the company responsible for the current phone system at the school has gone out of business. He proposed that the funding source be Capital Stabilization, per a previous vote for these improvements. The new system is composed of used parts from a reputable source. This system, which will improve communication and safety within the school, also provides for an intercom linking the office and classrooms, and Young expects it to be installed by the start of the 2008-2009 school year. Lemon MOVED to approve $2,840.00 from Capital Stabilization for the stipulated proposal from Michael J. Nolan. Arguimbau SECONDED. VOTED UNANIMOUSLY. 2. Job Description and Employee Evaluation: Town Coordinator - While Arguimbau reviewed the job description, George Day said that the clock faces need to be painted. He said that he would get a quote from the contractor hired by Charlie Brown to paint the Unitarian Church. Day assured the Board that there is enough money left in the clock repair account to cover the cost of the painting, and said he will bring the quote before the Board at a future meeting. Lemon inquired about the fountain in front of the Library, which had stopped working earlier in the day. Day said he had found a blockage and cleared it out, curing the problem and allowing the fountain to once again function properly. Lemon initiated the board's review of the proposed revisions of the Town Coordinator job description. She said she has observed David Young work many extra hours, and feels that this necessary work should be properly compensated. Young said he has often worked more than 20 hours a week, but kept it under 30 hours. He prefers to say that the Town is not just paying for hours worked, but rather getting more hours and work done for the money spent. Lemon MOVED to change the Town Coordinator job description from 20 hours to 30 hours per week with 3 hours in the office per weekday. Abbott SECONDED. VOTED UNANIMOUSLY. The discussion moved to the addition of a strong preference that the Town Coordinator be a long-term town resident to the Selection Guidelines. Young said that despite conventional wisdom that one does not work in one's own town, he has found it beneficial to be a long-term resident of Warwick. He also said he wondered if it could be challenged. Lemon said she doubted that a preference could be challenged. Young suggested that the long-term residence portion of the phrase be eliminated. Abbott said he preferred that alternative. Arguimbau said he was in favor of the long-term residence as a preference because of the nature of the town and the fact that a tiny town like Warwick suffers in an open market. Lemon MOVED that the phrase "long-term residence in the town that affords knowledge of its residents and recent history and an understanding of it social mores, strongly preferred" be added to the Town Coordinator job description. Arguimbau SECONDED. Abbott MOVED an amendment to the motion, eliminating "long-term residence in the town that affords" portion of the phrase. NO SECOND. MOTION FAILED. Vote Taken on the original Motion. Lemon: AYE; Argumbau: AYE; Abbott: NAY. VOTED 2 to 1. Lemon MOVED to adopt the Town Coordinator job description as printed. Abbott SECONDED. VOTED UNANIMOUSLY. The discussion then turned its focus to the employee evaluation form. Abbott had developed an alternative Warwick Employee Performance Evaluation Process. Young, while acknowledging the merits of Abbott's proposal, said that staying with the current form will expedite the current process prior to reappointments for FY09, which must be done this month. Young invited "input, not just praise" from the Board in its evaluation of his job performance. Lemon commended Young's availability and willingness to keep her informed of every issue requiring the Board's attention. Arguimbau said the Finance Committee could not have done without Young throughout the budget process, noting Young's going out of his way to get done what needed to be done regardless of the hours it took, and observing that this is not just a job for Young. Abbott called Young a hard-charging, take-action, get-things-done person who also thinks of the future. Lemon asked Young if he had any problems with the way he is supervised by the Board, to which he responded that he did not. He asked for constant feedback so that he can insure his work is dealing with the priorities of the Board. Young said he accepted the Board's evaluation. Lemon requested that the board leave the employee evaluation discussion briefly to address the appointment of Board of Health member Rita McConville as Recycling Coordinator so she need not stay for the remainder of the meeting. Lemon MOVED to appoint Rita McConville as Recycling Coordinator, with a term commencing July 1, 2008 and ending June 30, 2009. Abbott SECONDED. VOTED UNANIMOUSLY. The Board returned to its examination of Abbott's employee evaluation proposal. Arguimbau wanted to include, where applicable, the interaction between supervisor and supervisee. He also wanted to focus on goals that would be agreed upon by both parties, reviewed and assessed regularly, accompanied by the setting of new goals. Lemon offered to incorporate the agreed-upon items into the document and circulate it for correction and editing. 3. Warwick Sign - Andrea Woods appeared before the Board to recommend that the town purchase an additional packet of 150 letters for the pendant sign her husband, Dale, had recently made and attached to the Women's Guild's new "Welcome to Warwick" Sign on the Town Hall Lawn as a donation to the Trinitarian Congregational Church. The Woods had also purchased two packets of letters for the TCC. On behalf of the TCC, Woods indicated their willingness to have other town groups use both the sign and packets of letters, of which Town Coordinator Young will have custody and authorization to establish priorities if several events are to be posted at the same time. Earlier, Dale Woods had agreed to make a second pendant sign and indicated that he thought he could do so before Old Home Days. Lemon reiterated her earlier request that Dale give the Board a quote for this proposed second pendant sign. 4. Recreation Committee Appointments - Lemon had had a telephone conversation with recreation Committee member David Lambert, in which she was told that the three current members of that committee are all willing to be reappointed. Lemon MOVED that David Lambert, Kerry Cooke, and Erica Cooke be reappointed to the Recreation Committee for a term commencing July 1, 2008, and continuing through June 30, 2009. Arguimbau SECONDED. VOTED UNANIMOUSLY. Lemon asked Terry Kemerer to compile a list of his accomplishments and goals as Tax Collector, to be turned in by Monday, June 9, as a basis for his long-delayed 6-month job evaluation. Lemon MOVED to appoint David Young as Town Coordinator at 30 hours per week, under the job description approved earlier in this meeting, for a term commencing July 1, 2006, and continuing through June 30, 2009. Abbott SECONDED. VOTED UNANIMOUSLY. Lemon asked Young if he accepted the appointment, to which he responded, "Yes". Young then mentioned that it would be a professional courtesy to express intent to reappoint the Accountant and Highway Superintendent, pending employee evaluations. The Board expressed its agreement. 5. National Incident Management Training - Young said that a town official with a higher (400) level of certification is needed to comply with Homeland Security mandates and make the town eligible for their grants. Since training in this particular course this must be done in the classroom, rather than online, and the individuals who would normally take it all serve the town on a volunteer basis, it is unlikely that any of them could be - or should be - persuaded to take it. Highway Superintendent Tim Kilhart is a town employee, an EMT and member of the Orange Fire Department. He is willing to take the 400-level certification course. Young noted that Public Safety grants are highly dependent upon adequate certification by Town personnel, and Kilohertz's certification could satisfy their requirements. Fire Chief Gunnar Lambert is in favor of Kilhart completing the 400-level course, and Young intends to speak with Police Chief Brian Peters as soon as possible. Arguimbau MOVED to have Tim Kilhart complete the 400-level certification on town time, contingent upon the approval of Police Chief Peters. Lemon SECONDED. VOTED UNANIMOUSLY. 6. CDBG Grant Application/Community Development Strategy—Young reported he had sent a letter of interest in response to the Franklin County CDBG's offer of assistance for their next round of funding. Young said there is still much work yet to be done, including updating the town's community development strategy and a project list. 7. Reserve Fund Request and Mary Ann Hastings Fund Expenditure—Young explained that because no revolving account exists for Electrical/Wiring Inspector fees, all fees collected have been going into the General Fund. This Inspector is paid by fees, which currently total $1,365.00 for FY 08. The Inspector is owed, but has not been paid, this amount. This is a current-year bill, and the Accountant recommended a Reserve Fund transfer. Young and the Board concurred that a revolving fund for these fees needs to be established for FY 09, which may possibly be done at a Special Town Meeting. Lemon MOVED the Board request the Finance Committee release $1,365.00 from the Reserve Fund to pay the fees owed to the Electrical/Wiring Inspector for FY 08. Arguimbau SECONDED. VOTED UNANIMOUSLY. Young said a prior year bill for the stipends owed Warwick School Committee members Linda Gale, Mark Maynard, and Heidi Gale for the period December 2008 - June 2007 had not been paid. He suggested, per a conversation with the Accountant, that the Selectboard pay the $349.50 from the Mary Ann Hastings Fund, and seek reimbursement at a future Town meeting. Lemon MOVED the sum of $349.50 be appropriated from the Mary Ann Hastings Fund to pay stipends owing Warwick's members of the Pioneer Regional School Committee through June 30, 2007. Arguimbau SECONDED. VOTED UNANIMOUSLY. 8. Memo of Agreement between Warwick and the DCR for Town use of wireless antenna space on Mt. Grace - The MOA in-kind services section will include the following two sections: The Town of Warwick agrees that its Police Department will provide snowmobile or ATV access on an as-needed basis to service the summit facility in the event of a snowfall that closes the summit access road. The Town of Warwick agrees that its Highway Department will provide and spread crushed stone or other fill material on the access road to the summit site if rain has washes out a portion of the roadway and where boulders may damage vehicle undercarriages. The State Police contact person will be the official advising the Warwick Highway department of a specific need and location for these minor repairs. Young said that the Police and Fire Departments have agreed to point number 1. He asked the Board to approve these two points so that they may be submitted, which will allow for a written agreement be sent back to the Board for review. Lemon MOVED to accept the two points. Arguimbau SECONDED. VOTED UNANIMOUSLY. Lemon noted for the record, that without a written document for the Board to examine, the Selectmen can neither approve nor reject anything. Williamson praised David Young for his patience and persistence in this matter. Young said that there will be expenses in the future that will require funding, but that it will be well worth it to the Town. 9. Selectboard Reports - Abbott said that Tax Collector/Treasurer Terry Kemerer wants to hire an assistant, who would be paid out of his own budget. A brief discussion of the Personnel Policy and proper procedures for hiring an assistant resulted in the decision that Kemerer could nominate his choice, but the Board must appoint the assistant. It was also agreed that the appointee must be acceptable to Kemerer. Abbott MOVED that the Tax Collector/Treasurer work with the Town Coordinator to start the hiring process for an Assistant Tax Collector/Treasurer, in accordance with the Personnel Policy. Lemon SECONDED. VOTED UNANIMOUSLY. Lemon reported on the town's request to be designated an ETA (Economic Target Area), which will allow the Town to apply for funding for which we would otherwise be ineligible. EDIP Project Manager Lauren Jones had informed her that all that was required was an official copy of the appropriate minutes reflecting a previous Selectboard vote from the Town Clerk and that Jeannette Fellows had sent it that morning. Lemon also praised the WCS 4th-grade class, who had gone to Boston to be given an award for their environmental projects. The award was presented in the Statehouse Hall of Flags at the, and thus they noticed that Warwick had no flag on display. At an all-school assembly, the fourth graders took a vote, and sent a letter to the Selectboard informing them that they had voted for the same design overwhelmingly preferred by those who voted in the straw polls at Annual Town meeting and Annual Election. Lemon also reported that Nancy Machado and her husband are moving to Warwick soon, and intend to donate a park bench to the Town in memory of her aunt Evelyn Hoffman, who was active in both the Women's Guild and Town affairs for much of her life here. Given that the Library Trustees felt there were enough benches on the Library grounds, so it would be better placed on the Town Park, Lemon agreed to present this to the Guild for their recommendation on placement of the bench. Arguimbau reported on his meeting with Highway Superintendent Tim Kilhart, during which he completed an inspection of the premises and discussed with Kilhart plans for the new truck and proposed use of Chapter 90 money. Kilhart cannot solidify his plans until the bids for the paving project come in. Abbott said he wants a Chapter 90 plan as part of the long-range capital planning that needs to begin soon, and board members concurred. A discussion ensued about mountain laurel and hobblebushes having been part of the brush cutting done by the Highway crew. Arguimbau said that Kilhart told him he had checked, and been told that, unlike great laurel, mountain laurel was not protected from all cutting. Arguimbau felt that while it may not technically be illegal, he does not want to see mountain laurel being cut. Young added his preference that the hobblebush also be left alone, adding that it has been a matter of local taste to leave the mountain laurel alone. 10. Town Coordinator's Report - Young confirmed that each Board member had received his report via Email. In the interest of time, all agreed that it was not necessary to read the report aloud. IV. Public Comment Conover said that the Town might want to identify who, besides George Day, is looking into the water pipes that run from Mt. Grace to the Library and Town Hall. Young agreed that Day's knowledge should be documented. Conover also publicly acknowledged and thanked Building Inspector Lorne Petrain and Town Counsel Fred Dupere for their progress on zoning enforcement. V. Adjournment Lemon MOVED at 8:15 pm. to adjourn the meeting. Abbott Seconded. VOTED UNANIMOUSLY. Minutes taken by Rosa Fratangelo Calcari and approved June 16, 2008, by the Selectboard. ATTACHMENT Town of Warwick Job Description Job Title: Town Coordinator Reports To: Selectboard Hours: 30 Hours per Week (preferably 3 office hours per weekday plus Monday and other evening meetings plus dedicated hours.) Position Summary Provides management assistance and counsel to the Selectboard in the efficient operation of town business. The Town Coordinator / Clerk to the Selectboard shall act on behalf of the Selectboard in any manner they may assign relating to the administration of the affairs of the town or of any town office or department under their supervision and control. The Town Coordinator is hired by the Selectboard and serves as an at-will employee under their direction. Essential Duties Is responsible for the day to day operation of Town government, including managing the Town Hall on scheduled work days, (e.g. oversee scheduling of auditorium, kitchen, and Boards Room, ensure proper maintenance, draw up a schedule of equipment maintenance, etc.) and setting up and maintaining a filing system for Selectboard papers. Facilitates communication among townspeople, boards, committees, departments, and other town entities. Develops budget calendar. Prepares, distributes, collects budget materials. Assists town officials in the preparation of operating and capital budget requests, conducts financial analysis, and maintains the financial spreadsheet. Provides staff assistance to Finance and Capital Planning Committees Researches and prepares grant applications and, as required, administers grants. Provides administrative and planning assistance and coordination to boards and committees regarding Town issues as directed by the Selectboard. Researches, analyzes and prepares reports as required and submits recommendations to the Selectboard. Provides administrative information and assistance and coordination with various boards and committees as directed by the Selectboard. Proposes agenda items and provides supporting documents for Selectboard meetings, posts draft agendas throughout the intervals between meetings as issues arise in coordination with Selectboard chair; attends these and other meetings as required. Receives citizen and employee inquiries and concerns and refers them to the Selectboard for action, as needed, reporting significant incidents and trends to the Selectboard. Serves as Chief Procurement Officer, securing goods and services for the town and preparing information for the Selectboard's review for more costly goods and services. Works with department heads to develop specifications, provide bidding documents, and advertise and coordinate bidding procedures. Monitors all insurance and bonding policies and practices and makes recommendations to the Selectboard. Suggests solutions to municipal problems, based on past experience, state law and local bylaws, factors unique to the local situation and standard management guidelines. Studies provisions of the Massachusetts General Laws related to Town matters and consults with Town Counsel regarding the interpretation and impact of laws and agency regulations when so directed by the Selectboard. Serve as a liaison with local, state, county or federal agencies, committees or departments as the Selectboard directs. Acquires and maintains professional competencies through participation in relevant workshops and seminars. Coordinates annual licensing activities. May assist department heads in resolving personnel issues. Assists the Selectboard in policy development. Supervises non-elected staff as designated by the Selectboard. Monitors operational and fiscal activities. Oversees job evaluation process and develops employee goals and objectives. Serves as point person in charge of central log of municipal computer hardware, software and networks. Develops user information guidelines and policies for computer virus protection and back-up procedures. Provides staff assistance to Broadband Committee Provides staff assistance to Building and Energy Committee Supervisory Responsibilities Supervises Town Secretary, Town Hall Custodian, all volunteers, and any others delegated by the Selectboard. Education, Experience and License Requirements Working knowledge of the procedures and principles of municipal government and public administration preferred. Working knowledge of applicable state and federal laws and regulations, town by-laws and federal and state grants preferred. Excellent oral and written communication skills. Excellent interpersonal skills and ability to work effectively and with tact in dealing with diverse groups of people, including state and federal agency personnel, town officials, employees and citizens. Bachelor's degree in public or business administration or related field or equivalent experience. Three to five years related municipal government, public administration experience, private business experience or a combination thereof strongly preferred. Long-term residence in the town, that affords knowledge of its residents and recent history and an understanding of its social mores, strongly preferred. Computer competency required. Physical Demands The physical demands here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 30 pounds: While performing the duties of this job, the employee is regularly required to sit and move about, squat, bend, reach and twist; use hands to finger, handle or feel objects, tools or controls; reach with hands or arms and talk and hear. Specific visual abilities required by this job include close vision, depth perception and ability to adjust focus. Employee must be able to operate standard office equipment, including but not limited to: personal computer, telephone, calculator, fax machine, typewriter and copy machine. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Continuous contact with, and interruptions by, the public and other Town Hall office workers is an expected part of each workday. Travel outside of Franklin County will be considered a regular part of employment; access to appropriate transportation required; the Town will pay a mileage allowance for travel approved by the Selectboard. Must have ability to adjust work schedule to accommodate periods of extreme activity. Selection Guidelines The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statement of duties does not exclude them from the position of the work that is similar, related or a logical assignment to the position. This job description does not constitute an employment agreement between the employer and employee, and is subject to revision by the employer if there is a change in the needs of the employer and requirements of the job. Affirmative Action: The Town of Warwick is an Equal Opportunity/Affirmative Action Employer. Town Coordinator Previous version Selectboard-approved 10/9/07 Current version Selectboard-revised and -approved 5/21/08