Town of Aquinnah

Aquinnah Board of Selectmen
Minutes of Meeting 6/20/2017
Aquinnah Town Hall Selectmen’s Meeting Room
Members present: Chairman Jim Newman, Gary Haley and Julianne Vanderhoop
Also present: Town Administrator Adam Wilson, Fire Chief Simon Bollin, Wendy Swolinzky, Webmaster Liz Withham, Adrianna Ignacio, Personnel Chairman Kathy Newman, DPW Director Jay Smalley, Hollis Smith, Vern Welch, Berta Welch, Harbormaster Brian Vanderhoop
The meeting began at 5:30 pm.
1st on the agenda under Old Business was a review of minutes from 6/6. Julianne made a motion to accept the minutes from June 6th. Gary seconded. The Board voted 3 – 0 in favor. The motion passed.
-Next on the agenda was a meeting with the Personnel Committee and their recommendation for a hire of the front desk/ board asst. position. Kathy talked about the need to have a new position that combines front desk work and serving as a board administrator to the planning board and other committees.
Julianne made a motion to appoint Sofia Welch to the position. Gary seconded.
The Board voted 3 – 0 in favor. The motion passed.
-Next on the agenda for Old Business was a meeting with the representatives from the Aquinnah Cultural Center and a discussion of a new lease fee agreement to go with the renewal. Berta talked about the need for maintenance of the building and a punch list being put together for Jay. There was discussion about what needs to be done to finish the upstairs area and other maintenance concerns. Adrianna asked what the ACC is responsible for and what the town should do. Juli said the maintenance should be on a schedule. Jay said that the problems with the Homestead is the windows and vermin infestation.
-Adam talked about resources needed, within or outside of the town, to save the building. There was discussion about payments going from $10K to $5K to $2,500 the last two years. Jim asked if they can continue to pay $2,500. Berta said they can. Jim asked Jay if the BOS can have a walk through. There was discussion about utilizing the MV Preservation Trust to take over the building and how it maintains structures such as Alley’s General Store. Berta said she felt that using the PT wasn’t a good option because of the loss of control. She said PT did inquire about ownership.
Julianne motioned to approve another lease for five years for $2,500 per year. Gary seconded.
The Board voted 3 – 0 in favor. The motion passed.
-There was further discussion about weddings at the homestead.
-Next on the agenda for New Business was a meeting with the 10K Road Race Committee and a request for a banner to be put up at the circle.
Julianne motioned to approve the banner on town property at the circle. Gary seconded.
The Board voted 3 – 0 in favor. The motion passed.
-Next on the agenda was a review of Board/Committee reappointments for 2017 – 18. Jim said there was one change involving Carlos Montoya and the local land bank advisory board. A selectmen’s rep was needed as well. Jim said the town should advertise for the available committee slots
Julianne motioned to approve the slate of appointments as presented. Gary seconded.
The Board voted 3 – 0 in favor. The motion passed.

-Last on the New Business Agenda was a review of two employment agreements retaining the services of Giselle Gauthier for grant writing services for the Art Place America Grant and grants for Lighthouse restoration work. Julianne motioned to approve employment agreements for Gisele Gauthier for $1,500 and $2,500 to be paid from the Lighthouse Gift and CPC Administrative funds . Gary seconded.
The Board voted 3 – 0 in favor. The motion passed.
-In Other Business, the board had their annual meeting with the Menemsha Lease Lot Holders. Jim said he has talked to Counsel and the provision that assignment can go to family members is in both the Cliff and Menemsha leases. Road maintenance was discussed. Jay said that Chilmark has always taken care of the road but with the line change, only half of the road is now being maintained. Jay said this is more maintenance he has to take care of. Vern asked if the lease lot holders could also put down material. Chip said the Coast Guard should also pay for maintenance since they use the road the most.
-In Other Business, There was discussion about the idea of town hall having only a four day work week. The Board, by consensus, took the suggestion under advisement until the next meeting
-In Other Business, Liz talked about the training budget proposal she has submitted. She said that her discussion with Town Accountant Emily day established the town’s financial ability to pay her $3,900 for all the training she feels the town employee’s need. She based it on who needs training the most with web site board posting requirements. She went through the different people who post on the web site and the requirement the Town Clerk has in keeping town records. She recommended the police and fire departments as well. Jim asked can this be group training? She said different postings work for different departments. There was a discussion about Sibel, Randhi and Paul having access to the town’s facebook page as well as the police department having their own. The selectmen wanted training to be group vs individual. Jim said there can be a savings by doing group training. There was discussion about who posts what and if separate training is needed. Liz explained that the protocols are different. Adam said to do Web Site 101 and then go onto individual training for those who need it. Simon said the initial group training is preferable and questions can be answered for everyone. Liz said she would start with general training.
Julianne motioned to approve the proposed budget as presented by Liz for $3,800. Gary seconded.
The Board voted 3 – 0 in favor. The motion passed.
-In Other Business, Simon said he and Jay are going off to see the new pumper truck and take delivery by next Tuesday. He said it has already gone through its 1st service.
-In Other Business, Juli said Nancy Leport was willing to become a member of the Parks & Rec Committee.
-In Other Business, Juli asked Jim and Gary if she could put a 4’ fence 6’ away from the building she owns at the circle so that patrons don’t see her maintenance equipment behind the building. The fence would be on town property. She also asked on the on the other side of the building to be able to level off the area so that she could put a bench seat for eating or staying out of the wind. The Board, by consensus, agreed to allowing the changes the town owned property area around her building. Juli to ask Peter Temple whether or not the fence needs pb approval as well.
-In Other Business, Brian asked that his unused vacation time from FY ’17 be carried over to FY ’18. Julianne motioned to approve the vacation carry over for the Harbormaster. Gary seconded.
The Board voted 3 – 0 in favor. The motion passed.
-There was discussion about putting out more Quahog seed and getting a permit for the W. Basin dredging. He thanked the police for enforcing protection for horseshoe crabs going through the current moon cycle.

-There was discussion about when the repairs to West Basin will occur from the dredging mistakes that followed JWay’s failed dredge attempts. There was discussion about a clean-up at the herring run area because it is a wind driven place for garbage to collect. Jay said he can bring 2 trucks down for a collection day.
-Jim asked if there was anything else to come before the board. Hearing none, a motion was made and seconded to adjourn.
The Board voted 3 – 0 in favor. The motion passed. -The meeting ended at 6:50 pm.