BOS - January 15, 2008

BOS - January 15, 2008

Postby Suzanne Kane » Mon Jan 14, 2008 2:43 pm

Board of Selectmen
January 15, 2008

7:00 pm
• Call to Order
• Chairman’s Announcements
• Citizen’s Forum
7:10 pm
1. Class II Application

7:15 pm
2. Heritage Corridor Landscape Inventory Program – Request for Support

3. Cable Rate Regulation

4. Highway – Snow & Ice Deficit Spending

5. Presidential Primary Warrant

6. Government Study Discussion

7. Minutes: May 1, 2007; May 15, 2007; and May 15, 2007 Executive Session

8. Building Department Discussion

9. Administrator’s Report

10. Old / New Business

11. Adjournment
Future Agenda Items:
Skate Park Update; Fraud Policy; Personnel Policy; ConCom Water Restrictions:
Financial Policy
Douglas Board of Selectmen
Meeting Minutes
January 15, 2008
Approved October 7, 2008

Call to Order:
Chair Mike Hughes called the meeting to order at 7:05 pm in the Resource Room at the Municipal Center
In attendance: Vice Chair John Bombara, Paula Brouillette, Scott Medeiros, Executive Administrator Michael Guzinski, Administrative Assistant Suzanne Kane
Other Staff and citizens: Tom Devlin-Cable Advisory Committee Chair, Sue Perkins-Open Space Committee Chair and member Fred Fontaine, David Kmetz-Historic Commission Chair, Aaron Roy
T&G Reporter Steve Foskett, Tribune Reporter Tom Mattson

Chair Announcements: None

Citizens Forum: No one came forward.

1. Class II Application (Handout): Mr. Aaron Roy came forward. Suzanne His intentions are to buy vehicles from Craig’s List or at auctions and sell them online. Class II license needed to obtain a dealers plate and participate at auctions. Application is complete, reviewed by Police Chief, Adelle Reynolds Building Inspector, as of December 18, 2007 no taxes owed per Tax Collector Pam Carter. Propose conditions be attached as all others conducting business out of a home.
Motion- Paula Brouillette Approve the Class II License with conditions as noted for Aaron Roy doing business as Roy Automotive. Seconded- John Bombara. All - aye.

2. Heritage Corridor Landscape Inventory Program – Request for Support (Handout/Slide Show Presentation): Sue Perkins came forward. October 2006, the DCR teamed up with Blackstone Valley National Heritage Corridor Commission offered a free program with two consultants to assess our local heritage landscape sites and make recommendations for protecting them. Volunteered to be the local project coordinator. Spent a year looking at eight public and priority sites (see list), proceeded with steps recommended and submitted for grants. Update the 1989 Mass Historical Commission survey of all historical properties, promote conservation, preservation, agricultural cultural restrictions aimed at high priority Chapter 61 land owners. Push Community Preservation Act, adopted by 127 Towns in the State. Perhaps balance growth with preservation, be rewarded with less residential growth that taxes our infra structure and gain more draw for tourists visiting the area, establishing a need for new businesses, involve the schools history departments and inspire kids to be future stewards of this land and historical sites. Douglas is the fastest growing Town in the State, with a projection of 22,500 people. Mr. Kmetz came forward Working with Sue for over a year, a lot of efforts in place, trying to get the downtown Douglas on the MHC registered, didn’t have resources to process information submitted eight years ago. MHC can do archeological and documentation on the sites, toured and want to expand the extent of the Down Town District, hope to have something in place by early February. The District is a designation saying this is of historic significance to the Town itself and Community at large. Paula Brouillette Old Elementary, important you have the opportunity to apply for and access grant funds, put something together so people can see what and how valid the project is, and the funding source. Mike Hughes Commended work being done, have the Boards’ general support and keep the Board informed.

3. Cable Rate Regulation (Handout): Tom Devlin came forward. Requesting a letter be forwarded to DTE and Cable requesting the Town of Douglas be placed under their basic tier rate review-the very basic service the cable company provides to your home-so that at some point in the future this would put us in line with the rest of the State. Currently no competition in Town.
Motion- Scott Medeiros Endorse the letter as written (with typo correction). Seconded- John Bombara.
All - aye.

4. Highway – Snow & Ice Deficit Spending (Handout): Mike Guzinski Probably our worst December on record, letters received from Hwy Supt, John Furno, December 26, 2007 and January 10, 2008, total in outstanding bills $88,500. FinCom, at their meeting last night, approved additional amount up to $150,000. Request the Board approve that amount, if we do reach that point we’ll need another letter.
Motion- Scott Medeiros to deficit spend in the amount of an additional $150,000. Seconded- John Bombara. All - aye.

5. Presidential Primary Warrant: Mike Guzinski Town Clerk requesting the Board signs the Warrant, that Mass has joined with 20 other states in Super Tuesday, February 5, 2008 from 7 am – 8 pm as requested every four years.
Motion- Scott Medeiros Sign the Presidential Primary Warrant as presented. Seconded- Paula Brouillette. All - aye.

6. Government Study Discussion: Mike Guzinski Following Board discussions, reviewed and forwarded the 17 recommendations with a breakdown on each for the Town to implement. Some avenues pursued require action from Selectmen policy, through a Charter Commission, a Special Act or Bylaw establishment. Discussion: Try to put this on the agenda at least once a month for further discussion. Need info and opinions on a Charter, talk as a Board, put effort in and does the Government Study justice put forth by them. Have Mike work with appropriate Boards and Committees on how to implement the pieces. Mike Guzinski Your views are not all that different, need guidance before moving ahead. To be successful the Board needs to be fairly united. Better to start with an informal committee to get things moving and get back to you to debate.

7. Minutes:
-May 1, 2007 Hold until next meeting.
-May 15, 2007: Motion- Paula Brouillette Approve the meeting minutes of May 15, 2007 as presented. Seconded- John Bombara. All – aye. Abstain - Scott Medeiros.
-May 15, 2007 Executive Session: Motion- Paula Brouillette Approve the Executive Session meeting minutes of May 15, 2007, and hold. Seconded- John Bombara. All – aye. Abstain - Scott Medeiros.

8. Building Department Discussion (Handout/ 2001-2006 Permits): Scott Medeiros Take a look at fiscal expectations for ’09, issues with the building industry going forward, looking out at the downturn in construction and substantial drop offs in the percentage of major permits. General consensus of the Board from previous discussion, fiscally appropriate to maybe not fill the position of the retiring assistant. and have the Building Inspector whose work load is down, be in the office and when she’s not, have the permits available, entertain regionalizing that position with surrounding towns as we have with the ACO. Discussion: Full to part time, look at the department as a whole and level of service, set up working relationships to make that process work and respond if things pick up again. If able to put a plan together implement before the end of the fiscal year. A reasoned decision is better than one taken too quickly, and not being too quick in reducing expenses when we may have other issues that need to be dealt with. Utilize people to their maximum capacity and give other departments help they need. Paula Brouillette Point of Order: Discussing a person’s job without back up/anecdotal information is not appropriate without having evaluated information before. Overall discussion of a lot of different costs, health insurance only the Board of Selectmen can look at, where we would have a bigger impact if you’re looking at financials. Mike can make recommendations looking at staffing levels for ’09 process and us to discuss, as well as an energy audit. Mike Guzinski Recommend a budget meeting January 29th, contact neighboring communities to see how their Building Department functions, have a follow up meeting with Water / Sewer Commissioners.

9. Administrators Report: Mike Guzinski
-Letter from Police Chief Foley (Handout):
Congratulated the two new officers for their achievements and Police Department for receiving the grants.
-Bond Release – Smith Hill Estates: Request the Board motion to release the bond.
Motion- Scott Medeiros Release the bond for Smith Hill Estates, consistent with the agreement reached with the settlement agreement. Seconded- Paula Brouillette. All - aye.
- Revised MOU: DHCD approved the MOU format, the project needs approval of the Board to execute the revised MOU.
Motion- Scott Medeiros Endorse the revised MOU for North Village. Seconded- Paula Brouillette.
All - aye.

10. Old / New Business:
Old Paula Brouillette-ZBA Fee Policy:
Mike Guzinski Have not received specific information it was approved last Thursday. Paula Brouillette Hope to have fees that cover the ZBA budget, change is difficult and thanked them for the update. Mike Hughes A good example how things can move slowly.
New Paula Brouillette-Aquifer Study: Talked about moving this forward at several meetings. Preliminary conversations with Mike, Bill Cundiff and Expedited Permit Coordinator Cathryn Welch, reasonable to put all significant information we currently have together in house along with outside resources to have an updated aquifer map for fall STM. Would be a 25 - 50 year at least, mechanism looking at the protection of our water and future well sites for our residents. The 3000 homes in Douglas that Water/Sewer supplies 1000 with water, 2000 are private wells. Generous recommending funding 2/3 of the cost of the study by our Municipal Capital Plan-for future discussion, and 1/3 by Water/Sewer Reserved Funds-an appropriate use of funds. Most of the regulation is on public water supply. Opportunity on GIS mapping to be tracking the failure of wells and contamination. Scott Medeiros Aquifer study of the Town, typically does not take into account the quality of your water.
Consensus of the Board: Support the aquifer study.
Paula Brouillette-Free Cash: Annual MMA Meeting, Mass Municipal Association, recently attended by the Board. One break out session was financial policies, Town Government and Free Cash. Can be used as an ongoing revenue source with the contingent that you can use one third of that to use as a revenue source for your next years revenue budget, as long as you take a third of it and float it into Free Cash the next year.
Paula Brouillette-Expedited Permitting Survey: MMA suggested self monitoring and self evaluating your process and getting feedback from residents. Start collecting data: peoples comments & reactions, specific responses to questions on getting permits in Douglas, how they dealt with it and recommendations to make it a better process. Scott Medeiros Continuous quality control, with where strategically developing questions to illicit that type of feedback is a critical piece.
Scott Medeiros-Software for Permit Tracking Update (Email Handout): GEO TMS is the company or name of the soft ware, purchased in 1999, have six licenses, initially paid $16,000, sat idle, stopped paying in 2001/2002, discontinued use, issues with data and compatibility. Building Inspector given around $10,000 needed to allocate to get it up and running. Referencing 43D process, we need to review and discuss whether reasonable to re-implement and pay back fees to get the data converted. Cathryn (Permit Coordinator) informed $5,000, maybe more available in the grant for investing. Mike Guzinski Cathryn, Steve Zisk (Conservation Agent) and Adelle Reynolds (Building Inspector) are researching, maybe have the company in, weigh what their updated program looks like and cost to bring the soft ware package up to where it needs to be with other products out there now. Owning the soft ware already may give us a big financial advantage vs updating.

11. Adjournment: Motion- John Bombara Motion to adjourn at 9:32 pm. Seconded- Paula Brouillette. All – aye.

Respectfully submitted;

Jane L. Alger
Administrative Secretary
Suzanne Kane
Posts: 613
Joined: Wed May 25, 2005 2:01 pm

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