Town of New Salem Selectboard

Meeting Minutes

 January 2, 2018

Stowell Building, New Salem, MA 01355

Convened: 7:00 pm

Present: Randy Gordon, Selectboard Chair; Lisa DeWitt, Wayne Hachey, Selectboard; Nancy Aldrich, Town Coordinator;Kathy Soule-Regine, Broadband Committee

Selectboard Reviewed & Signed the Following:

  • Minutes from December 18, 2017 Selectboard Meeting
  • Vendor and Payroll Warrants
  • Appointment Slip for Dan Grubbs as the representative to FRCOG Electrical Aggregation Committee

Discussion Items

Westfield Gas & Electric Document

Randy reported he had already electronically signed the amendment to the Pole Licensing and Make-Ready Administration agreement between WG&E and the New Salem MLP.

Special Town Meeting Request

Kathy Soule Regine of the Broadband Committee requested that a Special Town Meeting be held to have the Town vote on making the MLP Board elected positions.  The Selectboard agreed to schedule this meeting, selecting February 5th or 12th as possible dates. Nancy Aldrich will contact the Town Clerk and Moderator to check their availability.

Old Academy Building Lease

Nancy Aldrich reported the New Salem Academy Trustees were not available to attend tonight’s meeting.  She will reschedule with them for a later date.

Rabbit Run Sponsorship

The Board discussed Carla Halpern’s request from an earlier meeting to change sponsorship of the Rabbit Run race from the Recreation Committee to another town board or committee, and at the same time to change the beneficiary of the race.  Currently, the proceeds are returned to the Recreation Revolving Fund.  Questions were raised regarding the Rec Committee budget and how their funds were expended.  The Board asked Nancy Aldrich to ask the Town Accountant for a complete listing of expenditures both from the Recreation annual budget as well as the Revolving Fund. They also want a listing of deposits to the Revolving Fund.  Members of the Recreation Committee will be invited to attend the next Selectboard meeting.

Fay Road Bridge Inspection Report

The Board reviewed a copy of the inspection report for the culvert on Fay Road.  There were no critical issues noted in this report.

Annual Report Reminder

Nancy Aldrich reminded the Board that the reminder regarding Annual Reports will be sent to all departments and committees soon.  The Board requested that Nancy write the Selectboard’s report.  In addition, Randy has asked for people to submit photographs to be used on the report cover.  So far, Sue Cloutier has sent in several shots of local wildlife.  The idea of using a collage of photos on the cover was briefly discussed and will be decided at a later time.

Fuel Logs

Nancy reported that quarterly fuel logs have been received from the Police and Fire departments; Highway Department logs are still pending.

Winter Salt Delivery Issues

Due to an earlier bid protest regarding street sweeping, Andrea Woods of the FRCOG purchasing department has requested that towns carefully document any issues with low bidders so that we have back up information should any problems arise in the future.  Recently, Tom Swan had called the low bidder for road salt, Apalachee, for a delivery prior to the recent Christmas storm; they were unable to deliver on time.  The next lowest bidder, Cargill, refused to deliver because the billing and shipping addresses were different.  Finally, he called Eastern Minerals at 11 am and had the delivery by 3 pm the same day.  Andrea has been sent a written explanation of the steps taken.

Employee Evaluation Forms

The Board discussed our employee evaluation forms.  They agreed the forms, in their current state, were not meaningful either to the employees or the supervisors.  In some cases, they also create confusion by seeming to recommend people for raises which they may or may not get, depending on fiscal constraints.   Nancy Aldrich will contact the Personnel Board for their input and to see if they have any compelling reason for keeping the existing forms.

Motion to adjourn was made and seconded at 7:51 pm; motion carried unanimously and meeting adjourned.

Respectfully submitted,

Nancy Aldrich

Town Coordinator