BOS - March 1, 2005

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BOS - March 1, 2005

Postby Suzanne Kane » Thu Jul 28, 2005 2:24 pm

Board of Selectmen
Agenda
March 1, 2005



6:30 pm
Information Workshop

7:00 pm

1. Call to Order

2. Powers & Sullivan School Audit Review

3. Chairman’s Announcements

4. Citizen’s Forum

5. Town Use: Douglas Axmen Soccer Club, Douglas Family Fun Run

6. FY06 PILOT Resolution

7. Evaluation Form

8. Minutes: February 8, 2005 (Regular and Executive), February 22, 2005

7:45 pm
9. Pedestrian Bridge Update

8:00 pm
10. Continuation of Pole Petition Hearing P04-105.

11. Administrators Report

12. Old / New Business

13. Adjournment

_____________________________________________________________
Future Agenda Items:
March 8th: Budget Workshop (7:00 pm)
March 15th: Warrant Articles
________________________________________________________________________________________________________
________________________________________________________________________________________________________
Board of Selectmen
Meeting Minutes
March 1, 2005
Approved March 15, 2005


Informational Workshop:

Madame Chairman Shirley Mosczynski called the meeting to order at 6:34 pm in the Selectmen’s Office. In attendance: Paula Brouillette, Rich Preston, Executive Administrator Michael Guzinski, and Administrative Assistant Suzanne Kane. David Furno and Edward Therrien were absent.

Other staff and citizens: Town Accountant Rich Mathieu, Police Chief Foley, and Powers & Sullivan auditor Richard Sullivan.

 Police Chief Foley Appointment:
Chief Foley asked to speak to the Board. He reminded the Board that he was appointed Palmitarian to the International Association of Chiefs of Police last November. His term ends in December. There is now an opening for a Vice President at Large. It is a one year term and he is considering running for it. Chief Foley asked for the Boards support so he can get a campaign going. Rich Preston asked if the time commitment would be the same to which Chief Foley answered yes. Consensus of the Board that they did not have a problem with Chief Foley seeking appointment as Vice President at Large for the IACP. Chief Foley stated that he hasn’t made a decision yet but he will let the Board know.

Michael Guzinski gave the Board information on the following:
 Legal issues
 Budget Proposal to Finance Committee
 Executive Administrator “Review Form” item on agenda
 Evergreen Cemetery
 Powers & Sullivan – Draft Audit review

1. Call to Order:
The Board relocated to the Resource Room. Shirley Mosczynski called the meeting to order at 7:01 pm. In attendance: Paula Brouillette, Rich Preston, Executive Administrator Michael Guzinski, and Administrative Assistant Suzanne Kane. David Furno and Edward Therrien were absent.

Other staff and citizens: Town Accountant Rich Mathieu, Town Engineer William Cundiff, Dan Heaney, Mass Electric Sr OTR Roger Martinsen, Tribune Reporter Tom Mattson, and T& G Reporter Steve Foskett.


2. Powers & Sullivan School Audit Review:
In the agenda is a draft copy of the School Audit entitled, “Town of Douglas, Massachusetts, Douglas Public Schools – Report on Agreed-upon Procedures October 2004, Draft copy 2-07-05. Richard Sullivan of Powers & Sullivan came before the Board. Mr. Sullivan reminded the Board that this is the ‘Agreed-upon Procedures’. He stated he spoke with School personnel and administration as well as Town administration. Richard Sullivan went over the report.
Financial Procedure: Richard Sullivan stated concerning financial procedures they seem to be adequate although reporting procedures should be streamlined. He recommends the School looks at additional staff and evaluate the current staffing levels in the business office. He stated this is not a knock on any personnel there; it is meant to help what is there. Mr. Sullivan stated monthly reconciliations should occur between the School and Town. He also recommends consolidating the financial reporting of the School with the rest of the Town. He stated the Town is in the process of installing Munis. Mr. Sullivan stated that might help with a lot of the reporting matters.
 Budget: Richard Sullivan then went over his observations concerning the budget. He stated there is a tremendous amount of information at the School level but he could not find it consolidated in one package. Mr. Sullivan went over his recommendations which included presenting both expenditures and funding sources in one budget document. Develop a standard budget format with a narrative in the front. Document facility needs. Future fiscal planning – a three to five year budget showing anticipated expenses and funding sources. Document expenditure allocations to revolving accounts and standardize monthly reporting of school operations using a report similar to the budget format.
 School Activity: Concerning the School Activity Accounts, Mr. Sullivan stated that overall the School is conforming to Mass General Law. He stated that the Business Office did not take an active roll in the reconciliation between the Principals Accounts and the Town Treasurers. His recommendation is to have the Business Office oversee the monthly reconciliation process.
 Personnel Matters: Richard Sullivan stated there are two locations for personnel matters. He suggests that a new person does not start work until all paperwork is done noting there are times when key personnel records are processed after a person has begun work. His recommendation is to create a system-wide personnel policy handbook. Mr. Sullivan stated there are also two places where salary changes are done and should be centralized.
 Payroll Matters: Concerning payroll, Mr. Sullivan stated there is a lot of duplication in efforts being done. He recommends reducing the manual and duplicative processing of payroll in a decentralized manner.
 Contract and Hiring Matters: Concerning the contract entered into by the Superintendent and the School Principal the concern was did it follow or did it not follow the policies of the School. Mr. Sullivan stated the contract was entered into prior to the School Committee seeing it and a position was created prior to the School Committee seeing it which is against the School policy located on the Schools website. His recommendation is to take a look at all contract policies to make sure this doesn’t happen again. Mr. Sullivan ended by saying his recommendations are only going to be as good as the person implementing them. His hope is that this report and a report written prior to this will not collect dust. There is a lot of good going on and people get overwhelmed when there is not a clear process. Rich Preston stated that when Mr. Sullivan submits a final report he would like to have a joint meeting with the School Committee and asked Mr. Sullivan if he would be available. Mr. Sullivan said he would. Shirley Mosczynski stated that she has spoken to School Committee Chair Shirley Downs and has let her know they are planning to have a meeting to find out what the School Committee will be doing to implement the changes. Paula Brouillette asked about consolidating the reports – do they have the right elements to move forward on that item. Mr. Sullivan stated he has not looked at any chart of accounts and suggests since MUNIS is being implemented; working with the School to make sure they have the accounting structure to produce the reports they need. It’s a matter of understanding the reporting needs of the School. Paula Brouillette stated she is worried and feels that someone with expertise sets up the accounts. Rich Preston stated that what jumps out at him is the items in the Business Office – would it be appropriate for them to outline the pre-requisites for a Business Manager. Rich Preston asked if there is a State recommendation. Richard Sullivan stated MASBO would be the people to get that information from. Shirley Mosczynski stated that what stands out the most is a need for communication – it all comes out of the same pocket; they could save money by doing Mr. Sullivan’s recommendations.

3. Chairman’s Announcements:
No announcements.

4. Citizen’s Forum:
In the agenda packet is a memo to the Board of Selectmen, from Suzanne Kane, dated February 24, 2005, re: Citizen’s Forum Back Up Info; and a packet of information presented by Dennis Bishop. Dennis Bishop had planned to attend the citizen’s forum to go over the information contained in the packet. Shirley Mosczynski suggested Michael Guzinski give the information to the Capital Committee and the School. Consensus of the Board to have Michael Guzinski forward the packet to the Capital Committee and School Committee.

5. Town Use: Douglas Axmen Soccer Club, Douglas Family Fun Run:
In the agenda is an Application for Use of Town Property, from the Douglas Axmen Soccer Club, dated February 6, 2005, and an Application for Use of Town Property, from the Douglas Family Fun Run, dated February 16, 2005.
 Douglas Axmen Soccer Club: Shirley Mosczynski read the application to use the Municipal Center the first Thursday of each Month starting April 7th for club meetings with conditions / restrictions from Chief Foley to park in the parking lot. Rich Preston made a motion to approve the Application for Use of Town Property as presented. Paula Brouillette seconded the motion. All – aye.
 Douglas Family Fun Run: Shirley Mosczynski read the application to use the Municipal Center Resource Room, March 22, 2005 at 7pm with conditions / restrictions from Chief Foley to use the parking lot. Rich Preston made a motion to approve the Application for Use of Town Property as presented. Paula Brouillette seconded the motion. All – aye.

6. FY06 Pilot Resolution:
In the agenda is a FY 2006 PILOT Resolution; and a letter to the Board of Selectmen, from S.T.A.R.. Michael Guzinski stated he was contacted by Stand Together Act Responsibly (S.T.A.R.), which Douglas is a member of concerning Payments in Lieu of Taxes (PILOT). S.T.A.R. recommends that the Towns do a resolution to support increasing PILOT funding stat-wide to $19.5 million in the FY06 budget. Michael Guzinski read the resolution. Rich Preston made a motion to approve the FY 2006 PILOT Resolution as presented. Paula Brouillette seconded the motion. All –aye.

7. Evaluation Form:
In the agenda is an Executive Administrator Evaluation Timeline. Michael Guzinski stated he outlined a proposed timeline for his evaluation. He would also ask the Board to approve a form tonight. Rich Preston stated he would like to add spaces under the comment section. Shirley Mosczynski asked if they wanted Michael Guzinski’s goals listed in the front. Consensus of the Board to use the Sutton version and have Michael Guzinski’s goals at the beginning. Rich Preston stated he would also like Michael Guzinski’s self evaluation and contract included. Rich Preston made a motion to approve the version for an evaluation form as discussed. Paula Brouillette seconded the motion. All – aye.

8. Minutes:
 February 8, 2005 – Regular Session:
Rich Preston approved the minutes of February 8, 2005 – Regular Session as amended. Paula Brouillette seconded the motion. All – aye.
 February 8, 2005 - Executive Session: Rich Preston made a motion to approve the minutes of February 8, 2005 – Executive Session as presented and not release. Paula Brouillette seconded the motion. All – aye.
 February 22, 2005: Rich Preston made a motion to approve the minutes of February 22, 2005 as presented. Paula Brouillette seconded the motion. All – aye.

9. Pedestrian Bridge Update:
In the agenda is a letter to Town Engineer William Cundiff, from Weston & Sampson, dated February 7, 2005, re: Douglas Pedestrian Bridge. Handed out prior to the meeting is a letter to William Cundiff, from BSC Group, dated February 17, 2005, re: Topographic Existing Conditions Survey and Wetland Delineation, Mumford River and North Street, Douglas, MA. William Cundiff came before the Board for an update of the proposed pedestrian bridge on North Street. He stated there are three steps. For this May’s Town Meeting they need to develop a preliminary design. Weston & Sampson’s design fees for scope of services, flagging, permitting, design, construction administration, etc. is estimated to cost $6,000. They also proposed a wetland delineation and survey for around $4,000. BSC Group’s topographic detail survey is estimated at $5,000 for a total of approximately $11,000. William Cundiff stated the Town has worked with BSC Group before. He stated if you look at the two proposals you can see the detail in BSC’s and he would recommend they go with BSC Group for the wetland delineation and survey and Weston & Sampson for the design. William Cundiff stated that after they do the preliminary design they would have to go to Town Meeting for approval. The second step would be to get a final cost for the bridge and bring a definitive design to Fall Town Meeting. William Cundiff stated Weston & Sampson is guessing about $26,000. The third step is construction which would need approval at the Spring Town Meeting in 2006. William Cundiff stated that no eminent domain taking are some of the assumptions. He will be preparing a Warrant Article for the Town Meeting. Paula Brouillette asked if the cost of moving the bridge is included. William Cundiff stated it is – they do not have the costs of fabricating the bridge, the transportation cost is roughly $40,000. Paula Brouillette stated she knows William Cundiff is working on a sidewalk plan and asked if he will be presenting that to Capital. William Cundiff answered no – that is separate, he is working on that in Master Plan. Rich Preston stating it would be about $200,000 total to do in about 15 – 18 months asking if the timetable was a measure of financing and if there was any way to do it sooner. William Cundiff stated they could but he is not sure if it would really help – he would rather be careful and make sure it’s planned properly. Consensus to move forward as presented by William Cundiff. William Cundiff stated that other than the Transportation Enhancement Grant they may be able to use Chapter 90 funds to defray some of the costs and again stated he will draft up a Warrant Article. Paula Brouillette stated that usually when construction projects are done the designing is done through Capital saying maybe that would help.
 Lot 3: Handed out prior to the meeting is a memo to the Board of Selectmen, from William Cundiff, dated March 1, 2005, re: “Lot 3” on Northwest Main Street. William Cundiff stated his assumption as to why Lot 3 did not sell is because of the easement which crosses the property. With that in mind he came up with three options. Using the new Zoning Bylaws “Lot Frontage Exception” section they have reconfigured the lot into a “hammer head” lot. In option 3 there are some wetlands in the back which may impact access to the back land and that is his only concern. Paula Brouillette asked if it would be prudent to look at the wetland issue to access the backland before they make a decision. William Cundiff stated there is no rush from his perspective to move forward. They could look into it and get a comfort level that they have access to the back land. Shirley Mosczynski asked if the difference is $107,840. William Cundiff concurred – they have spent $107,840. If they sell Lot 3 they could get a return. If they use option 2 they could get even more money. Shirley Mosczynski stated she would like time and possibly make a decision at their next meeting. Paula Brouillette asked about the BAN. Michael Guzinski reported they rolled the BAN – they have 5 ½ month left. Paula Brouillette agrees to wait. Rich Preston stated he was ready to make a decision tonight but will wait. He would like to retire the debt. Shirley Mosczynski stated she hopes people realize the land that is left is not open space – it is Town owned land.

10. Continuation of Pole Petition Hearing P04-105:
In the agenda is a letter to the Board of Selectmen, from Mass Electric, dated December 23, 2004, Pole Petition P04-105 – Riedell Road; a memo to William Cundiff, Adelle Reynolds, Chief Foley, Edward Therrien, and Leon Mosczynski, from Jane Brule, dated January 20, 2005, re: Pole Petitions P04-099, P04-100, and P04-105; Notice to Abutters Letter, from Jane Brule, dated February 1, 2005; a memo to the Board of Selectmen, from Jane Brule, dated February 3, 2005, re: Pole Petition – P04-105 Riedell Road; Town of Douglas Pole & Wire Locations Petition Form P04-105; response memo’s for Pole Petition review. Mass Electric Sr OTR Roger Martinsen and Town Engineer William Cundiff came before the Board. Shirley Mosczynski announced that the Hearing for Pole Petition P04-105 opened February 15, 2005 would now continue. William Cundiff reported that since the last meeting he was invited out by Mass Electric to view the area in question. He stated there was confusion with the maps Mass Electric provided for review. He stated the pole locations are 100’ away from the stream. William Cundiff reported that the Conservation Commission was not concerned as long as Mass Electric contacts Conservation Agent Steve Zisk to view the work. Rich Preston made a motion to close the Hearing for Pole Petition P04-105 at 8:07 pm. Paula Brouillette seconded the motion. All – aye. Rich Preston made a motion to approve the Pole Petition P04-105 with the condition that Mass Electric contact Conservation Agent Steve Zisk to view the work. Paula Brouillette seconded the motion. All – aye.

11. Administrators Report:
 Letter from Mass Electric:
Michael Guzinski reported that he received a letter from Mass Electric, dated February 18, 2005 in response to a letter from Senator Moore concerning the power outages in Douglas. Michael Guzinski read the letter. Rich Preston referring to the letters comments that the new wire will be better protected from tree branches and animal contact stated he would think Mass Electric would be more amicable to move the wires underground. Rich Preston stated he would like to see a maintenance plan and schedule and would like them to present a plan of replacement. Consensus of the Board to have Michael Guzinski get that information.
 MEMA: Michael Guzinski reported that the federal government has approved reimbursement of snow removal expenditures from the January 22 – 23, 2005 blizzard.
 Housing Authority Appointment: Michael Guzinski reported that the State has appointed Kenneth Ballou to the Housing Authority for a term ending February 17, 2008. Shirley Mosczynski stated the Housing Authority is going to appeal to extend it to a 5 year appointment.

12. Old / New Business:
New:
 4 Town Meeting:
Paula Brouillette reported that the 4 Town group will be meeting with the area land owners for an update and presentation of an RFP. The meeting will be at the Sutton Senior Center at 7:00 pm on Wednesday, March 9th.
 Future Agenda Items: Shirley Mosczynski went over the future agenda items confirming with Michael Guzinski that the Warrant Articles will be ready for the March 15th meeting. Michael Guzinski confirmed they would be ready.
 Town Facilities: Rich Preston stated they have talked about taking a field trip to view Town facilities. He would like to see the Water Sewer Plant. Michael Guzinski will arrange.

13. Adjournment:
Rich Preston made a motion to adjourn at 8:20 pm. Paula Brouillette seconded the motion. All – aye.


Respectfully submitted,


Suzanne Kane
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