Marshfield Select Board Approves Charles Sumner as Interim Town Administrator
Schedules Special Vote on $7.4 Million Martinson School Roof Project
MARSHFIELD - October 27 - The Marshfield Select Board voted unanimously to appoint Charles Sumner as interim town administrator and directed town counsel to draft a policy requiring board review of all town meeting warrant articles, following concerns about the last-minute addition of several budgetary items to the recent special town meeting warrant that critics say should have waited for the annual town meeting.
The Full Story
The October 27th meeting began with public comment from resident Greg Kai, who raised procedural concerns about the Martinson School roof project. Kai questioned why the Select Board voted 3-0 in favor of the project on October 10th, only to amend their position days later. He asked whether the board had been “coerced to change their vote” and called for transparency about conversations that occurred between the initial vote and the amended version posted on October 18th.
The board unanimously approved Charles Sumner as interim town administrator. Sumner, who will work three days on-site and one day remotely, told the board he plans to focus immediately on the financial forecast and budgetary process. “We have a lot to do in a very short period of time,” Sumner said, adding that he would be on-site four days per week initially to meet with department heads and employees.
Chairman Eric Kelley raised concerns about the special town meeting process, arguing that many articles on the recent warrant should have waited until the annual town meeting. “I think a lot of the articles on there probably should have waited until the annual town meeting,” Kelley said, noting the lack of coordination among board members before articles were posted. Select Board member Trish Simpson highlighted the challenges created by the part-time office situation and lack of a full-time town administrator, saying the meeting “felt a little disjointed.” The board voted unanimously to instruct town counsel to draft a policy requiring formal board review of all warrant articles following the close of annual and special town meetings.
The bulk of the three-hour meeting focused on an extensive discussion of the $7.4 million Martinson School roof replacement project, which has secured 49.31% reimbursement from the Massachusetts School Building Authority (MSBA) through their Accelerated Repair Program. The project has become contentious due to questions about roofing material selection—specifically whether to use TPO (thermoplastic polyolefin) or EPDM (ethylene propylene diene monomer) roofing.
Superintendent Patrick Sullivan emphasized the urgency of the situation: “We have a failing roof that needs to be replaced,” he told the board, noting that the MSBA Board of Directors would be voting Wednesday on authorizing the project funding agreement. Sullivan warned that it would be “fiscally irresponsible” to lose the opportunity for state funding. The school has met all required timelines for both the town and the MSBA, he added.
Jack Griffin advocated strongly for EPDM roofing material, citing a 40-year warranty product from Verisign that would cost only $38,000 to $50,000 more than the proposed TPO roof. “You’re saving $7 to $16 million to cover inflation,” Griffin argued, explaining that EPDM would eliminate the need to replace the roof again in 20 years. The timing issues arose, Griffin explained, because the interim town administrator never provided capital budget projects to his committee, forcing them to dig out information themselves—resulting in their first meeting occurring after both the Select Board vote and the Advisory Board review.
Construction Manager Ed, who has over 32 years of experience in commercial construction and works for one of Massachusetts’ largest school construction management firms, provided a detailed technical analysis. His company’s internal estimate came in at $6.8 million compared to the architect’s $6.3 million estimate. Ed expressed serious concern about triggering the Massachusetts Architectural Access Board (MAAB) threshold: if construction costs exceed $6.5 million, the town would be required to perform $2-3 million in additional accessibility work including regrading sidewalks, restriping parking lots, and upgrading handicap access throughout the building.
“If we delay this a year, if we stop this, change it, change anything that delays it, next year, it’ll be 3% more than what it is right now,” Ed warned. “3% kicks us over to the $6.5 million cost, which means next year, we’re spending $3 to $4 million more.”
Ed argued that both TPO and EPDM are essentially equivalent modern roofing products. “With the newer materials nowadays, they’re all like 60 mil. They’re equivalent, essentially equivalent products, whether it’s white or black,” he explained. White TPO roofs reflect more sunlight and are better for southern climates with more cooling needs, while black EPDM roofs absorb sun and are more efficient in winter heating. With the project’s planned thick insulation, Ed said the color difference matters less. His primary recommendation was to include both materials as bid alternates to maximize competition and potentially lower costs, noting that with 69 other Massachusetts school roof projects currently underway, contractor availability and pricing would be affected.
Project architect Matt Kozikowski, attending via Zoom, defended the TPO selection for the Martinson School specifically. The main advantage, he explained, is the hot air welded seams: “In the event that there may be some lapses in maintenance...those hot air welded seams do hold up better when there is ponding water.” With EPDM’s glued seams, if the glue has given way, “that’s a perfect entry point for water,” Kozikowski said. TPO also provides better options for the vertical brick wall applications needed at Martinson, where existing through-wall flashings would be buried by the new, code-required thicker insulation.
The architect addressed asbestos concerns, explaining that the 1998 renovation appeared to have thoroughly abated the building. Test cuts found clean wood decks with no 1960s-era roofing materials remaining. “While I wouldn’t say the chance is zero, it seems like it’d at least be pretty low,” Kozikowski said regarding the risk of encountering unexpected hazardous materials.
Fred, the facilities manager, emphasized maintenance protocols already in place, including annual training with contractors and custodians about snow removal and proper roof access. The building has 45 exhaust fans scattered across the roof, requiring regular maintenance access. Walkway pads are installed, and contractors must notify custodians before roof access and have the area inspected afterward. For snow removal, only in extreme conditions—18 inches or three-foot drifts—would qualified roofing crews use plastic shovels to reduce loads to six inches.
School Committee member Rich Greer urged the board to “push it across the finish line” and get MSBA approval, noting that EPDM “can be problematic” due to attachment mechanisms and shrinkage issues. “If we don’t get approved for funding, we’re going to end up, great, we saved on materials, but the project’s capital expense was twice as much,” Greer said. He suggested the project could be value-engineered later if needed.
Tom Miller, Assistant Superintendent of Business and Finance, clarified the timeline: the town has 90 days after the MSBA vote (Wednesday) to hold a funding decision election, which would place the deadline around January 20th. He noted concerns about the competitive bidding environment and material availability for completing a summer project if the vote is delayed.
Town Clerk Narice Ann Casper advised that organizing a special election requires significant lead time—at minimum 35 days’ notice as required by state law, but preferably two months to account for ballot printing, mailing to voters, and return time. She suggested tentatively planning for January 10th (a Saturday) as the election date, with the board to formally vote on November 4th. The election would cost approximately $12,000.
Chairman Kelley emphasized that no one was attempting to derail the project. “I’d rather have a conversation now at least we know where we are,” he said, explaining that the delayed board formation process meant important questions arose late in the process. He expressed hope that having this discussion now would create “a roadmap, in my opinion, going forward in regards to the next roof projects” at other schools.
In other business, the board unanimously approved Police Chief Tavares’ request to hire one additional lateral transfer officer, making three total transfers, to address overtime concerns following another retirement. The chief reported having approximately 20 applicants with about half qualified and five strong candidates. The board clarified that the chief makes recommendations but the Select Board serves as the appointing authority for police positions.
The board also discussed creating alternate positions on various appointed town committees after residents expressed interest in participating but found committees at full capacity. Town Counsel Bob Galvin explained that most appointed boards could add up to two alternates through a general bylaw amendment, which could be drafted for the spring annual town meeting. The Zoning Board of Appeals already has statutory alternates, and the Conservation Commission would likely require special state legislation. Select Board members unanimously supported the concept, with member Trish noting “it’s a great way to get people involved” and provides institutional knowledge when regular members depart.
The board briefly addressed concerns raised by Barbara Landon regarding unauthorized helicopter rides at a recent car show at the fairgrounds. The rides, which generated noise complaints, were not included in the event permit application. Police Sergeant Mike DiMeo submitted a detailed after-action report with 16 recommendations for future events, covering everything from traffic flow to medical staging. The consensus was that while the inaugural event was well-managed overall, helicopter rides created issues and may not be approved for future similar events. Town Counsel Galvin suggested notifying the fairgrounds that such activities may not be permittable in the future, or could potentially be relocated to the town airport.
Why It Matters
The Martinson School roof replacement represents the single largest capital expenditure Marshfield will face in the near term, and the financing method will directly impact taxpayers. With MSBA reimbursement covering 49.31% of costs—at least $3 million—residents will need to approve how to fund the remaining approximately $4.4 million. The choice between a debt exclusion override and other financing methods will affect property tax bills for years to come. If the MSBA approval is lost or the project is delayed beyond the summer 2026 construction window, costs could escalate by 3% or more, potentially triggering an additional $2-3 million in required accessibility upgrades if the $6.5 million MAAB threshold is exceeded. For a town already facing budget pressures, the stakes of getting this decision right—and getting it done on time—are significant.
Meeting Minutes
Key Motions & Votes
Motion: To adopt updated interim town administrator contract for Charles Sumner. Outcome: Approved. Vote: 3-0 Unanimous. (Timestamp: 6:21)
Motion: To instruct town counsel to draft policy requiring Select Board review of all town meeting warrant articles. Outcome: Approved. Vote: 3-0 Unanimous. (Timestamp: 12:50)
Motion: To authorize police chief to recommend appointment of one additional lateral transfer officer (three total). Outcome: Approved. Vote: 3-0 Unanimous. (Timestamp: 1:52:32)
Motion: To accept open meeting minutes of October 15, 2024. Outcome: Approved. Vote: 3-0 Unanimous. (Timestamp: 1:53:07)
Motion: To adjourn meeting. Outcome: Approved. Vote: 3-0 Unanimous. (Timestamp: 1:53:46)
Public Comment
Greg Kai expressed concerns about the timeline and vote changes regarding the Martinson roof project, questioning whether the board was “coerced” to change their October 10th vote and criticizing the late posting of amended warrant articles. He urged the board to fully discuss why votes changed and to share cost analysis from the Capital Budget Committee with the school department. Kai questioned why the town isn’t pursuing the MSBA accelerated roof program match given the roof project’s long presence on capital plans.
What’s Next
The Select Board will meet November 4th to formally vote on scheduling the special election for the Martinson School roof project financing, with the tentative date of January 10th. The MSBA Board of Directors will vote Wednesday, October 29th, on authorizing the project funding agreement. Town Counsel will draft a bylaw amendment creating alternate positions on town appointed boards for consideration at the spring annual town meeting. Police Chief Tavares will submit ranked recommendations with full applicant information for the three lateral transfer officer positions for Select Board appointment. Interim Town Administrator Charles Sumner will begin work immediately on the financial forecast and FY2026 budget timeline in consultation with the town accountant.