BOS - December 6, 2011

BOS - December 6, 2011

Postby Suzanne Kane » Thu Dec 01, 2011 1:40 pm

Board of Selectmen
Agenda
December 6, 2011


7:00 pm
• Call to Order:

• Chairman’s Announcement’s

• Citizen’s Forum

1. Auditor Exit Conference – Melanson Heath & Company

2. Anonymous Letter Policy – 3rd Reading

3. Finance Policies – 3rd Reading

4. Appointment Procedure Policy – 2nd Reading

5. Sign 2012 Liquor License Renewals

6. Approve/Sign PILOT & Net Metering Agreement – Con Edison

7. Approve Tower-Space Use Agreement – Bell Atlantic Mobile of MA Corp., Ltd.

8. Cedar Street Bridge Contract

9. Review Draft Goals

10. Discuss Open Meeting Law – Remote Participation

11. Discuss Town Website

12. Minutes: November 1, 2011; November 15, 2011

13. Administrator’s Report

14. Old/New Business

15. Executive Session – Discuss the Acquisition of Real Property / Contract Negotiations

16. Adjournment
____________________________________________________________________________________________
Future Agenda Items

Dec. 20th: License Renewals – All Others; 6 Month; Wind Data Report

TBD: Discuss Downtown Traffic Study Proposal; Update Master Plan; Housing Plan/Housing Authority; Meeting w/Webster
___________________________________________________________________________________________
___________________________________________________________________________________________

BOARD OF SELECTMEN
MEETING MINUTES
December 6, 2011
Approved January 10, 2012


• Call to Order
Mr. Bonin called the meeting to order at 7:00 PM in the Resource Room of the Municipal Center.

ATTENDENCE:
Board: Tim Bonin (Chairman), Mike Hughes, Mitch Cohen, Hal Davis (arrived at 7:03 PM), Jeffrey LaPorte, Suzanne Kane (Administrative Assistant), Michael Guzinski (Town Administrator).
Other Staff and Citizens: Attorney Rich Bowen, Jeanne Lovett (Financial Director), Cheryl Vaidya (Treasurer/Collector), Susan Spencer (T&G), Frank Biron (Melanson Heath), Officer Mark Dunleavy, Jen Redington (Melanson Heath), Joe Fitzpatrick (DG Clean).

• Chairman’s Announcements (00:07)
Mr. Bonin noted the Police Department received two awards. The AAA of Southern New England has awarded them the Pedestrian Safety Award and The Gold Award in recognition of traffic safety. Congratulations to the Douglas Police Department.

• Citizen’s Forum (01:05)
No citizens came forward.

1. Auditor Exit Conference – Melanson Heath & Company (01:08)
In the packet is a memo from Mr. Guzinski dated 12/1/11 and a letter from Mr. Biron dated 11/4/11.
Frank Biron and Jen Redington joined the meeting and discussed the audit. Mr. Biron noted that there is no management letter as they found only a few minor items. The audit was reviewed in detail. Some discussion held. Staff was commended for a job well done.

2. Anonymous Letter Policy – 3rd Reading (25:23)
In the packet is a memo from Mr. Guzinski dated 12/1/11.
Mr. Guzinski recommended approval of the Anonymous Letter Policy as presented in the packet. Mr. LaPorte made a motion to approve the Anonymous Letter Policy. Mr. Cohen seconded the motion. All – Aye.

3. Finance Policies – 3rd Reading (26:12)
In the packet is a letter from Mr. Guzinski dated 12/1/11 as well as the draft Financial Policies.
Mr. Guzinski noted a few minor changes have been incorporated in the Finance Policies as a result of feedback. Finance recommends approval. Mr. Bonin asked for additional time to review. The Board agrees. This will be brought to the next meeting.

4. Appointment Procedure Policy – 2nd Reading (27:50)
In the packet is a memo from Mr. Guzinski dated 12/1/11 as well as the draft Appointment Procedure Policy.
Mr. Guzinski indicated that regarding the Appointment Procedure Policy; two additional policy options have been put together for the Board’s consideration. Discussion held. Some concern noted regarding the need to conduct interviews on every appointment. The Board agreed that they were leaning toward the third policy. Some suggestions made. This will be brought back before the Board with corrected language.

5. Sign 2012 Liquor License Renewals (37:25)
In the packet is a memo from Ms. Kane dated 12/1/11, a list of All Liquor Licenses, copy of MGL Chapter 138 (Sections 16A and 77), and related correspondence and applications.
Ms. Kane discussed the liquor license renewals. Mr. Cohen made a motion to approve as presented holding the Slovak Club and the Black Lab Lounge until all requirements have been fulfilled. Mr. Hughes seconded the motion. All – Aye.

6. Approve/Sign PILOT & Net Metering Agreement Con Edison (40:36)
In the packet is a memo from Mr. Guzinski dated 12/1/11 and the PILOT Agreement and Net Metering Agreement.
Mr. Guzinski noted the revised PILOT and Net Metering Agreements included in the packet. They have been reviewed and approved by Town Counsel and Mr. Guzinski recommends approval. Mr. Fitzpatrick from DG Clean Power joined the meeting. Some discussion held. Mr. Hughes made a motion to approve the PILOT and Net Metering Agreements as presented. Mr. LaPorte seconded the motion. All – Aye.

7. Approve Tower-Space Use Agreement – Bell Atlantic Mobile of MA Corp., Ltd. (42:33)
In the packet is a contract agreement for Bell Atlantic Mobile.
Mr. Guzinski discussed the Tower-Space Use Agreement. Office Dunleavy is a lead person on the project and joined the meeting. He discussed in further detail. Some discussion held. Mr. Cohen made a motion to approve the Cell Tower Agreement. Mr. LaPorte seconded the motion. All – Aye.

8. Cedar Street Bridge Contract (45:08)
In the packet is a memo from Mr. Guzinski dated 12/1/11and a letter from Maguire Group dated 11/16/11.
Mr. Guzinski reported that after discussion with the Town Engineer and the Highway Superintendent, he is recommending that the design work on Cedar Street Bridge be halted at this time. The current temporary bridge is excellent and there is a five-year occupancy on the bridge. It is felt that Chapter 90 funds could be better used at this time in other areas. He feels it should be reevaluated closer to the five-year time frame. Some discussion held. There was some question as to the weight capacity. Mr. Guzinski will check with Mr. Furno and get back to the Board. It was also suggested that this be referred to the Capital Improvement Committee so that it can be put on the plan. The Board agrees.

9. Review Draft Goals (49:01)
In the packet are the draft goals.
The Draft Goals included in the packet were discussed. It was agreed that a number of goals to focus on be determined and then those goals need to be prioritized. Board members will get their list of top five goals prioritized to Mr. Guzinski. He will bring the results back to the Board at the next meeting.

10. Discuss Open Meeting Law – Remote Participation (56:53)
In the packet is a memo from Mr. Guzinski dated 12/1/11 and related correspondence.
Mr. Guzinski noted recent regulations to the Open Meeting Law regarding remote participation. Attorney Rich Bowen discussed in detail. He described the process moving forward should the Board decide to do so as well as the requirements/procedures involved. Some discussion held. The Board felt they would review again in a couple of months.

11. Discuss Town Website (70:15)
In the packet is a memo from Mr. Guzinski dated 12/1/11.
This was tabled until the next meeting.

12. Minutes: November 1, 2011, November 15, 2011 (70:50)
November 1, 2011: Mr. Hughes made a motion to approve the November 1, 2011 Meeting Minutes as presented. Mr. LaPorte seconded the motion. All – Aye.
November 15, 2011: Mr. Cohen made a motion to approve the November 15, 2011 Meeting Minutes as presented. Mr. LaPorte seconded the motion. All – Aye with Mr. Hughes abstaining.

13. Administrator’s Report (71:40)
In the packet is a memo from Mr. Guzinski dated 12/1/11, the draft annual budget message, the FY13 Budget Timeline.
Mr. Guzinski reported the Annual Budget Message is included in the packet for the Board’s review. It is his plan to send out to the departments within the next two weeks. Some discussion held.
Mr. Guzinski noted that as a result of questions asked at the last meeting regarding the zoning issue, the Building Commissioner has indicated she would be at the next meeting to discuss the issues.
Mr. Guzinski noted that with the regard to the cost of looping the water line, the Town Engineer has been exploring this with the School Building Committee, School Officials and the Water & Sewer Department. Estimates should be available for the next meeting.

14. Old/New Business (76:29)
OLD BUSINESS
Mr. Cohen noted the bid process with regard to the School Building Project that officially begins tomorrow at 2:00 PM. Deadlines are January 6 for subcontractors and January 20 for general contractors. Some discussion held.
NEW BUSINESS
Mr. LaPorte indicated a Town resident who would like the Board to revisit the Town Hall hours contacted him. He also noted that there is not a good way to get feedback from residents regarding their business with the Town. He suggested considering some type of set up on the exits of the Town Hall to allow for the residents to give feedback. It was noted that any feedback could not be anonymous. However, others felt it depended on the content. Discussion held. Mr. Guzinski will look into these issues and bring to a future meeting.

15. Executive Session – Discuss the Acquisition of Real Property/Contract Negotiations
Mr. Hughes made a motion at 8:40 PM to go into Executive Session for the purpose of discussing the acquisition of real property and contract negotiations and to come out of Executive Session for the purpose of adjournment. Mr. Cohen seconded the motion. Roll Call Vote: Tim Bonin – Aye, Hal Davis – Aye, Mitch Cohen – Aye, Jeffrey LaPorte – Aye, Mike Hughes - Aye.
Mr. Cohen made a motion to come out of Executive Session at 9:26 PM and return to regular session for the purpose of adjournment. Mr. LaPorte seconded the motion. Roll Call Vote: Tim Bonin – Aye, Hal Davis – Aye, Mitch Cohen – Aye, Jeffrey LaPorte – Aye, Mike Hughes - Aye.

16. Adjournment
Mr. Cohen made a motion to adjourn the meeting at 9:26 PM. Mr. LaPorte seconded the motion. All – Aye.

Respectfully submitted,


Lisa Lannon
Recording Secretary
Suzanne Kane
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