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Welcome to the Town of Chilmark, MA
Selectmen's Meeting Minutes 06/19/12
Chilmark Board of Selectmen    June 19, 2012    Meeting Minutes

Present: Warren Doty, Bill Rossi, Jonathan Mayhew, Tim Carroll, Jonathan Revere,
Emily Day, Marshall Carroll III, Bradley Carroll, Chuck Hodgkinson, Rob Lionetti, Heather Lionetti, Brian Cioffi, Elizabeth Elway, Melissa Moore, Dennis Jason, Andy Goldman, James Weiss, Remy Tumin, Jim Hickey.

Minutes:
Draft minutes from the June 5, 2012 were reviewed, amendments were made. Mr. Doty moved to approve minutes as amended. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes

Squibnocket Beach Parking Lot:
Selectmen’s office has received a quote from John Keene Excavation to repair the Squibnocket parking lot in the amount of $5,800. Mr. Doty said if the lot needs to be closed for a day to ensure the repairs are completed that will happen. Mrs. Day said the repairs need to be completed before the end of this fiscal year June 30, 2012 because this is being paid from a FY2012 warrant.

Mr. Rossi moved to approve that John Keene Excavation repair the Squibnocket parking lot, Mr. Doty seconded the motion. SO VOTED: 3 Ayes

Up Island Regional School District:
The Selectmen’s office has received two applications for the open seat vacated by Perry Ambulos on the Up Island Regional School District Committee. Interviews of Melissa Moore and Robert Lionette were held.

Chairman Mayhew thanked both Mrs. Moore and Mr. Lionette for their interest in the position on the UIRSDC. The Selectmen will consider both of their interviews and make a decision and vote at their next regular scheduled meeting July 3, 2012. The next scheduled UIRSDC meeting is for July 23, 2012

Preschool Bathroom Memorandum of Understanding:
Chilmark Town Meeting has: appropriated $25,000, accepted a pledge of $2,500 from
the Chilmark Town Affairs Council, and a contribution of $14,000 from the Friends of the Chilmark PreSchool to construct this addition. This bathroom will benefit the Preschool program by reducing staffing and other inconveniences to escort students to remote bathrooms in the building.

The Town Affairs Council will utilize the bathroom during their summer preschool operations. The Chilmark Elementary School will be able to restrict access to the general building during the summer months improving security and simplifying cleaning and maintenance projects

Up Island Regional School District agrees to undertake the regular maintenance and repair to the Preschool Bathroom as part of the usual and regular maintenance of the Chilmark School.

Mr. Doty moved to approve the Memorandum of Understanding, Mr. Rossi seconded the motion. SO VOTED: 3 Ayes

Preschool Bathroom IFB:
Executive Secretary Tim Carroll recommended that the Selectmen reject the low bid and award the project to Knight Builders. Mr. Carroll has completed the post bid opening procedure and from the reference checks completed for both bidders and discussion with counsel gives this recommendation.

Mr. Doty moved to reject the low bid and award Preschool Bathroom Project to Knight Builders. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes

Menemsha Harbor Advisory Committee:
The Selectmen reviewed the suggestions from the Harbor Advisory Committee.  They discussed the options and recommendations presented by the Harbor Advisory Committee. Selectman Mayhew said that overall the recommendations looked good.

The Selectmen discussed the importance of approving a single concise Phase III plan to bring to a Special Town Meeting that the voters can either approve or not.

There was extensive discussion about the materials to be used, safety, durability, costs over time, the height recommendations, locations and the tide effects. Recommendations from the HAC are as follows:

#1 Transient Dock: the plan is to combine a concrete floating dock that transitions from a 10 foot wood dock with railing, to an aluminum ramp connection to the concrete transient floating dock.   The Selectmen agreed on concrete floats for the Transient “Yacht” Dock that included a pedestrian friendly access from Dutcher Dock.

#2 Fuel Dock plan is to replace what is there with same. The one change that the engineers recommend to the HAC is to raise the height of the fixed wooden dock 8 to 12 inches to accommodate the tides. This would be achieved with a ramp spanning the first twenty feet of the forty foot long fuel dock.  Selectmen Rossi moved to approve the fuel dock design as a fixed timber finger pier 40 feet long, at the same angle and location, but at an elevation 8 – 12 inches higher than the Dutcher Dock. Mr. Doty seconded the motion. SO VOTED: 3 Ayes

The Charter Dock was discussed.   Mr. Doty recommended a modified plan of moving one piling and to use the short aluminum ramp the town already owns from the West Dock project. This modification would improve the dock with minimal costs. It was agreed to also replace the two bad pilings on the back of the Charter Dock.  Selectmen Rossi moved to approve this plan, Chairman Mayhew seconded the motion. SO VOTED: 3 Ayes

Marshall Carroll III spoke passionately of the importance of the transient dock to be constructed using wooden planking instead of the approved concrete. Marshall Carroll appealed to the Selectmen for time to address the residents on such a big impact decision. Marshall Carroll also asked the Selectmen if some of the money that the Sea Port Advisory Council is granting could be allocated to the fishermen and Chilmark residents that lost property in the July 12, 2010 dock fire.   Chairman Mayhew encouraged Marshall to build support for an alternate plan if that was his choice.

Tim Carroll asked that the Selectmen pick a date for the Special Town Meeting to vote on the Phase III plan. Mr. Doty recommended that the Special Town Meeting coincide with the Summer Program posted Town Meeting in August 2012.  Mr. Carroll will speak with summer program directors to confirm a date. This Special Town Meeting warrant will only address Phase 3 dock projects and a Community Preservation Act funding article for Year-Round Rental Assistance.

Harbor Appointment of Employee:
The Selectmen’s Office has received a request from Harbor Master Dennis Jason asking that they appoint Emmet Ross as an Assistant Wharfinger for this 2012 season.   Mr. Doty moved to appoint Emmett Ross as Assistant Wharfinger. Mr. Rossi seconded the motion.
SO VOTED: 3 Ayes

Harbor Slip Assignments:
Selectmen’s office has received notification from the Harbor Department that Bruce Slater and Bob Merry are giving up their slips and that the next persons on the waiting list are Mariah Cullen and Peter Harrison.   Mr. Doty moved to approve this slip assignment change recommended by the Harbor Department. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes

Police Department:
Chief Cioffi was present with Elizabeth Elwell to request that the Selectmen appoint Ms. Elwell to a new full-time 40 hour a week position on the Chilmark Police Department. The Selectmen spoke appreciatory about Ms. Elwell’s past performance and said they were very pleased with her record.  Mr. Rossi said that the Selectmen have received a recommendation from the Human Resource Board of Chilmark in support of Ms. Elwell as the new full-time officer at the Chilmark Police department.

Mr. Rossi moved to approve the appointment of Elizabeth Elwell as a full-time Chilmark Police Officer, Mr. Doty seconded the motion.  SO VOTED: 3Ayes  

Dukes County Pest Management Invoice:
Tim Carroll explained the history of an invoice from the County for mosquito testing.  The Board of Health spoke of this matter during the Finance Advisory Board hearings this past January. The Board of Health did not want the testing samples (of mosquitoes) to be taken last season in Chilmark for fear of triggering a State mandated spraying of pesticides. Mr. Doty spoke of his strong opinion against spraying as well.  Mr. Rossi moved to pay invoice with the understanding that Chilmark does not participate in this study from now on unless the Board of Health specifically requests it of the Dukes County Pest Management. Mr. Mayhew seconded the motion. SO VOTED: 3 Ayes

The Vineyard Conservation Society:
The VCS requested the Selectmen’s office read the following information aloud at this Board of Selectmen meeting:
“The Vineyard Conservation Society invites the community to join us on Tuesday, June 26, 2012 at 5:00 PM at the Wakeman Conservation Center off Lambert's Cove Road in Vineyard Haven, for our 47th Annual Meeting of the Board and Membership. This year's meeting features a presentation by landscape designer and native plant specialist Kristin Henriksen. Kris will address lawn and landscape care that nurtures native plant species and protects natural resources like our coastal ponds. Come and learn how the community can care for our Island.”

FY2012 Budget & Articles:
Town Accountant Emily Day was present to notify the Selectmen of the departmental budgets that have deficits.  She explained the process of Chapter 77 to pay for the deficits from other departments. Mrs. Day will notify and work with the Finance Advisory Committee to hold a meeting mid July to process the Chapter 77 items.

Council on Aging:
The Selectmen’s office has received a letter from CoCo Adams requesting to be appointed as the Chilmark representative to the Council on Aging. Joyce Bowker the director of COA contacted Ms. Adams asking if she would consider the position.  Mr. Doty moved to appoint CoCo Adams as the Chilmark representative to the Council on Aging, Mr. Rossi seconded the motion.
SO VOTED: 3 Ayes

Appreciation
Mr. Carroll asked if the Selectmen would like to award a certificate of appreciation to Buddy
Mayhew for his many years of service as Chilmark’s representative to the Council on Aging.

Mr. Rossi moved to sign a certificate of appreciation to Buddy Mayhew for his many years of service as Chilmark’s representative to the Council on Aging. Mr. Doty seconded the motion.  
SO VOTED: 3 Ayes

Mr. Carroll asked if the Selectmen would also approve awarding a certificate of appreciation to Walter Epstein for his many years of commitment to the Chilmark Community Center and our community.  Mr. Rossi moved to award certificate of appreciation to Walter Epstein. Mr. Doty seconded the motion.  SO VOTED: 3 Ayes

Tri Town Ambulance:
Tri Town Ambulance employees involved with an ongoing investigation with the Office of Emergency Medical Service have requested services of counsel. Mr. Jack Collins would be the counsel.  Mr. Rossi moved to approve supporting the Tri Town Ambulance staff in their request for counsel. Mr. Doty seconded the motion. SO VOTED: 3 Ayes

Grin Acres:
The Selectmen were notified by the Conservation Commission of the notice of Remediation Plan because Chilmark is an abutter of this property. Mr. Doty said he is confident that the Conservation Commission will see that the restoration is completed.

Shellfish:
Mr. Carroll has received calls from some of the aquaculture site holders (shellfish grant holders) asking for their permit numbers so they can update the State for their State permits. These people have not begun to work their sites and have not purchased a permit.

Mr. Doty moved to waive the permit fee until the site holders receive their State license. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes

Navigation Aids
Mr. Carroll spoke about the updates he has worked on for the navigational aids in Menemsha Pond for boater safety. Chairman Mayhew suggested Mr. Carroll contact Aquinnah for input and possible cost sharing for next year to replace the town bound posts also.

USCG:
Mr. Carroll said that on July 11th the USCG is having a site visit with potential contractors at the boathouse site.

DAS:
Mr. Carroll reported that some residents of Chilmark and Aquinnah have not had success with their AT&T service since DAS has been running. Mr. Carroll has been trouble shooting with individuals as they contact him. Mr. Carroll said most of the trouble is that the telephone needs to be updated to a newer model.

Mr. Carroll said the Municipal Fiber portion of this project is still being worked on.  He explained that he was using the node fund from ATC to purchase the hardware to complete the fiber optic network between the Aquinnah and Chilmark municipal buildings.  He reported that after the installation of the fiber to municipal buildings was taken out of the node fund, there was approximately $29,000 left to fund the hardware costs.

Chairman Mayhew moved to adjourn. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
At 10:10 pm the Board of Selectmen Meeting was adjourned.

Minutes respectfully submitted by Diana DeBlase        Minutes approved 7/03/12


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Chilmark Town Offices: Chilmark Town Offices: 401 Middle Road, P.O. Box 119 02535-0119
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