Selectboard Meeting Minutes 05/10/2022

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Selectboard Meeting Minutes

Otis Town Hall

Conference Room

Tuesday, May 10, 2022, at 6:30 PM



This meeting is being conducted remotely through Zoom.

Pursuant to the Governor’s March 12, 2020 order suspending certain provisions of the Open Meeting Law, G.L. c. 30A, Sec 18, this meeting is being held via remote participation to the greatest extent possible. Every effort is being made to ensure that any member of the public may access the meeting in real time, via technological means. Agendas will be amended to show the link and participation code to access the meeting no sooner than 48 hours before. Recordings are kept for the sole purpose of drafting minutes and are available by request.


Topic: Selectboard

Time: May 10, 2022 06:30 PM Eastern Time (US and Canada)


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Attendance: Chair Larry Southard, Gary Thomas, Terry Gould, Brandi Page, Frank Tolopko, Gail Gelburd & Joel Meyers. On zoom: Ann O’Connell, Phil Magovern, Celeste Watman, Shaw Izikson, Diane Provenz, Geoffe Jeane, Eric Kreis, & Lynne Geane.


Call to Order: 6:30 PM


Approval of Minutes: The minutes from Apr 12th were reapproved as amended. There were three edits for the 4/26 minutes and they were approved as amended.


Hazard Mitigation Plan: Larry made a motion to adopt the Hazard Mitigation Plan as approved by Fema & Mema. The plan will be good for 5 years. Motion seconded and passed unanimously.


Shared Chief Agreement: The Board expressed their intent to continue with the Shared Chief arrangement. Everyone is very pleased. Larry made a motion to continue, Gary seconded, motion passed unanimously. Becket will execute and forward the updated agreement for signature.


Appointment of Election Workers: Larry made a motion to appoint Ken & Katja Mayer, Kristen Brown, Carol Burke, Tonia Jakubiec, Judy Mabee, Jane Gleason & Lyn Jablonski for the year as election workers. Motion seconded and passed unanimously.


Recreation Department: Patricia Richard is resigning and her last day in the office will be Friday. Terry felt this might be an opportunity to re-evaluate things. The Board would like input from the Rec Commission. They discussed concerns leaving the exercise room open with the building not being staffed. Larry made a motion to temporarily close the exercise room. Motion seconded and passed unanimously. Members from the Historic Commission that have archives stored upstairs expressed that the room is popular and they regularly see people in there.


Article 13 Clarification: The updated number for the matching funds required is $25, 868.00. The moderator copy will be updated with that figure. Gail spoke to say that this article satisfied the match but probably won’t be enough to begin a next phase of work after the foundation work is done. Joel stated they liked the idea of doing the paint and roof because it really stands out to people. Brandi asked for permission to seek quoted for the needed property survey for East Otis Schoolhouse and pay for it out of the legal budget. The Board wanted to confirm with Jeremia we don’t have any unexpected invoices beforehand. Brandi will follow up with Jeremia before seeking quotes.


Transfer of Funds: Larry made a motion pursuant to MGL Ch 44 Sec 33B to transfer $23,000 from town hall contingency to maintenance facilities admin, $6,000 from town hall contingency to maintenance labor, $200,000 from school operating to maintenance property services, and $60,000 from school operating to maintenance erbe contingency. Motion seconded and passed unanimously.


Town Hall Paving Bids: We received four bids for the Town Hall paving. Palmer paving for $107,427.50, Northeast Paving for $102,080.00, Ondrick Materials for $158,152.50 & Williams Paving for $97895.00. Larry made a motion to award the work to Williams Paving as the lowest responsive bidder. Motion seconded and passed unanimously.


Review & Approval of Warrants: Payroll and vendor warrants are on the table for signature.


Not Anticipated: Brandi stated that since we passed the room excise last year we have collected $19,922.45. Terry spoke about a missed ambulance call and her concern about the ongoing staffing issues.


Adjournment: 7:18 PM