BOS - August 7, 2007

BOS - August 7, 2007

Postby Suzanne Kane » Wed Aug 01, 2007 1:17 pm

Board of Selectmen
Agenda
August 7, 2007


7:00 pm

1. Call to Order

2. Chairman’s Announcements

3. Citizen’s Forum

7:10 pm
4. Permit Coordinator Interviews
7:10 pm – Kenneth O’Brien
7:25 pm – Daniel Baker
7:40 pm – Cathryn Welch
7:55 pm – James Malley

8:15 pm
5. ZBA Fees

6. Plumbing / Gas Inspector Opening

7. Minutes: Feb. 20, 2007 & Feb. 20, 2007 Exec Session; March 13, 2007

8. Administrator’s Report

9. Old / New Business

10. Adjournment
_____________________________________________________________
Future Agenda Items:
Aug. 21st:
Pine Grove Cemetery; Manchaug Pond; Workers Compensation Policy; Government Study Committee Presentation

TBD: Skate Park Update; Fraud Policy; Personnel Policy; Financial Policy; Award Contract to Auditor; Webster St. 40B

NOTE: Times are estimates unless denoted as a hearing.
_____________________________________________________________
_____________________________________________________________
Douglas Board of Selectmen
Meeting Minutes – August 7, 2007
Approved April 1, 2008

1. Call to Order:
Chairman Mike Hughes called the meeting to order at 7:00 pm in the Resource Room at the Municipal Center.
In attendance: Paula Brouillette, Mitch Cohen, Scott Medeiros, Executive Administrator Michael Guzinski, Administrative Assistant Suzanne Kane. Absent: Vice Chair John Bombara.
Others present: ZBA Chair-Colin Haire, Members-Hal Davis & Dan Heney, Secretary-Chris Mitchell, Town Clerk-Christine Furno, James Malley, Kenneth O’Brien, Daniel Baker, Cathryn Welch
Tribune Reporter-Tom Mattson

2. Chair Announcements: None

3. Citizen’s Forum: No One Came Forward

4. Expedited Permit Coordinator Interviews: Mike H Requested keeping candidate interviews at fifteen minutes each: Kenneth O’Brien, Daniel Baker, Cathryn Welch, James Malley, came forward respectively.
Discussion: All four were excellent candidates and brought something specific to the table. Already over a month into this process, taking another two weeks to make a decision would be a waste of time.
Consensus of the Board: Ms. Welch with two master degrees brings strength and experience with two other states and government, qualifications, objectivity and availability to this position.
Motion – Mitch Cohen the Town of Douglas hire Cathryn Welch as the 43D Coordinator pending negotiations with the Executive Administrator and appropriate reference checks. Seconded- Paula Brouillette.
Further discussion: Also be pending negotiations, set time of 18-24 months and work within the maximum of funds appropriated.
Consensus of the Board: Mike Guzinski come back to the Board with a pay rate by next meeting, and should discussions with Ms. Welch not successfully conclude, Mr. Malley would be the second candidate.
Hal Davis came to the table: Spoke to the State. It is possible to hire more than one person.
Amended Motion- Mitch Cohen that James Malley would be a second choice.
Amended Motion Seconded - Paula Brouillette. All - aye.


5. ZBA Fees: Colin Haire, Dan Heney, Hal Davis came forward (Handouts). Mike H Concerns we’re not collecting everything we potentially could. Colin Reviewed the research done back to FY03. Broke down into number of cases, what the budget was, expenses, and revenue brought in. Shows expenses covered but wages have not. Fees slightly lower than surrounding communities. ZBA will discuss draft fee schedule at next meeting and schedule a public hearing if necessary. Want to promote business in Douglas. Hal reviewed consultant fees, flexibility language could be reviewed by town counsel.
Mike G Counsel strongly recommends a public hearing from a legal prospective and will confirm on flexibility. Discussion: Knowledge of the cost upfront to the developer is important, most realize there is a fee and insure their project is suitable. Distinction on ZBA appeals a separate activity vs. site plan review which is to protect the Town and charging appropriate fees. Expedited Permitting person could also look at this, make sure everything is in sync. Fees reviewed two years ago and anticipating reviewing every two years. Secretary’s wage changed in accordance with Personnel Bylaws. Not particularly cost effective in ’07 for the tax payers to support. Slow down in real estate.
Loss of Records: Colin Minutes discovered missing January 2006. The Chief and Mike were notified. Have 90% of the audio tapes that are being reviewed by Christine and re-doing the minutes. Since have met with Mike (G) and implemented keeping the minutes in a locked file cabinet, a folder goes in Town Clerks office and does not leave that office. If they want to be reviewed, a copy can be taken but does not leave the office. Decision documents also in the Clerks office. Understand the requirement of minutes is of votes taken and attendance. Anticipate the minutes will be caught up pending funding. She has 15 hours a week to work and we try to stay within our budget.
Discussion: If things were stolen from the Town Hall this can not be taken lightly, needs serious investigating. Remaining audio tapes be turned over to the possession of the Executive Administrator and have him decide how best to have them recorded. Prepared to discuss funding as expeditiously as possible. In agreement something needs to be done, re-create the lost minutes as quickly and affordably as we can. Request Mike come back to us with a plan of how we can approach that and what the potential cost would be. The key is we need the minutes and prefer not to spend a lot of money to recreate them. Also have them done electronically. Mike G Clarified Chris came to him. Concern with minutes possibly affected by an appeal, requested she proceed with those with the greatest possible speed within budgetary constraints they had. Older cases they had, over time try to catch up will require additional appropriation.
Consensus of the Board: Have Mike (Guzinski) come up with a plan to re-create minutes and take possession of tapes.

6. Plumbing / Gas Inspector Opening: Mike H read Joe Saster’s letter of resignation and publicly tahnked him for his 37 years as of sept 1st open.
Consensus of the Board: Mike to post the position in the newspaper, put on the towns website with deadline of late August. Paula Brouillette to pull alternate candidate applications and notify them.


7. Minutes: February 20, 2007: Motion - Mitch Cohen accept the minutes of February 20, 2007 as presented. Seconded – Paula Brouillette. All - aye. Abstain - Scott Medeiros.
Executive Session February 20, 2007: Motion - Mitch Cohen move that the Executive Session meeting minutes of February 20, 2007 be approved but retained. Seconded - Paula Brouillette.. All - aye. Abstain - Scott Medeiros
March 13, 2007: Motion - Paula Brouillette approve the minutes of March 13, 2007 as amended. Seconded - Mitch Cohen. All - aye. Abstain - Scott Medeiros.

8. Administrators Report: Mike G
Post Office/Senior Center Parking Lot:
Work nearing completion, still have to on an overlay coat os asphalt down as well as the lines. Discussion and recommendatioin of theTown Engineer regarding the collection of water in the corner of the existing parking lot, swaille should connect together. Fire Deparatment recommended six additional bollards around the existing propane tank in conjunction with the proposed fencing. Total cost would be $4000 and fallswithin appropriation at tonw meeting. Recommendthe board approve a change order to complete the work. Total cost of the project. Is $39K for athat project. Work to be completed before school starts as planned.
Motion- Mitch Cohen to approve the Change Order. Seconded- Paula Brouillette. All - aye.

9. Old / New Business:
Old - Scott Medeiros
sign in front of the Fire Station can not be read. The reason it was moved from potentially being on Main Street was a conflict with traffic. Question how far back it is from the street, obstruction of telephone poles, consideration of the size of letters are small makes it unclear to read, consideration of the speed limit there. Interior lighting is sufficient.
Mike G Understand the lettering size is standard per the contractor based on sightlines and expected sight distances.
Mike (Guzinski) to check the letter size on the sign.

New: Paula Brouillette – Capital Plan from the School: Letter in from SBA. Concerned we missed the window of opportunity this summer to do anything in the schools. Recommend Mike talk with Dean to get a five year capital plan whether with state or town funds and get back to us on the renovations of the two oldest school buildings and how to present it to taxpayers. Believe we need to start that work next summer, this is something that can not wait, realize they have a lot to do. Some issues require a bidding process. Elementary school will not have any type of funding or reimbursement because of the cafetorium added during the high school project, and probably not paid out of the capital plan because that cost would eat up all of the money. Middle School is the one with the most issues right now.
Consensus of the Board Have Mike talk to Dean by the end of September regarding a five year plan from the school.
-40B on Webster Street-Paula Brouillette:
Need options from Bill Cundiff (Town Engineer) to develop our strategy and schedule for next agenda prior to having the applicant come back again who is looking for a LIP in this process. Formally decide what’s in the best interest for the Town.
Consensus of the Board Wait for the plans and have Mike contact the owner and Town Engineer to come in the near future.
-Passing of Mike Valliere-Mitch Cohen: Recognize his passing a couple weeks ago. Mike served the Town well and was on the Conservation Commission. Donations may be made to the Jr. Conservation Camp. This will also be posted on cable per the request of the family.

10. Adjournment- Scott Medeiros motion to adjourn at 9:32 pm.
Seconded – Paula Brouillette. All – aye.

Respectfully Submitted;


Jane L. Alger
Administrative Secretary
Suzanne Kane
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