BOS - June 3, 2003 Workshop

BOS - June 3, 2003 Workshop

Postby Suzanne Kane » Mon Nov 10, 2008 9:17 am

Board of Selectmen
Meeting Minutes
June 3, 2003
Approved August 5, 2003


1. Call to Order: Madame Chairman Shirley Mosczynski called the meeting to order at 7:02 pm. In attendance: Paula Brouillette, Rich Preston, Edward Therrien, Executive Administrator Ken Mahony, and Administrative Assistant Suzanne Kane. Other staff and citizens in attendance: Town Accountant Rich Mathieu, Finance Committee Chair Pamela Holmes, Finance Committee Vice Chair William Krauss, Mitch Cohen, Director of Veterans’ Services Ken Trajanowski, Town Auditor Tim Harrison, and Tribune Reporter Tom Mattson. • School Committee Discussion: In the agenda is a letter to the Douglas School Committee, from Ken Mahony, dated May 28, 2003; and a letter to the Douglas School Committee, from Ken Mahony, dated May 21, 2003, re: FY 2002 Foundation reporting errors. Ken Mahony reported that the School Committee stated they were not given enough notice to be able to attend this meeting. There was a consensus of the Board to invite the School Committee to their next meeting. • Memorial Day Parade: Shirley Mosczynski thanked all who marched in the Memorial Day Parade. • Sutton Letter: Shirley Mosczynski announced that the Board of Selectmen were invited to a “How to Hold an Error-Free Public Hearing” workshop from Sutton Town Administrator Patricia E. Nedoroscik, to be held on June 10th at the Sutton Town Hall at 7:00 pm. • ‘Beep Day’ Calls from Parents: Shirley Mosczynski stated that she has been receiving calls from parents concerning ‘Beep Day’. She referred all calls to the School Administration and explained that the Board of Selectmen has no jurisdiction over the School. 3. Citizens Forum: No citizens came forward. 4. Review Annual Appointments: In the agenda packet is a memo to the Boards / Committee Chairs, from Suzanne Kane, dated May 5, 2003, re: Annual Re-Appointments; Listing of all Departments / Members with Term, New Term, Re-Appt. and Board Rec.; Listing of Boards and Committee’s Terms; Letter to Suzanne Kane, from Local Cultural Council Marleen Bacon, dated May 19, 2003, re: Derek Brown, Note from Economic Development Commission Chair Hal Davis; letter to the Board of Selectmen, from the Board of Health, dated May 19, 2003, re: BOH re-appointments; Questionnaire for Applicants for Boards and Commissions for Justin Lapham, dated April 21, 2003 for the Board of Health; Questionnaire for Applicants for Boards and Commissions for Caroline Fulone, dated April 14, 2003, for COA Board; Questionnaire for Applicants for Boards and Commissions for Linda Brown, dated May 7, 2003, for Conservation Commission; Questionnaire for Applicants for Boards and Commissions for Hana Ballou, dated April 10, 2003 for Octoberfest; Questionnaire for Applicants for Boards and Commissions for Scott Reynolds, dated April 10, 2003 for Octoberfest; Questionnaire for Applicants for Boards and Commissions for Carol Macchi, dated May 12, 2003, for Octoberfest; a letter to the Board of Selectmen, from Daniel Podolsky, dated May 16, 2003; a letter to Board of Selectmen, from Donna Kmetz, dated May 8, 2003; a letter to the Zoning Board of Appeals, from David Nadreau, dated April 25, 2003; a letter to the Board of Selectmen, from kent Brotherton, dated May 6, 2003; an email to Suzanne Kane, from Robert Zurowski, dated May 6, 2003, re: Conservation Commission reappointment; a letter to David Nadreau, from ZBA Chair Joseph Fitzpatrick, dated April 17, 2003; a letter to the Board of Selectmen, from Derek Brown, dated April 16, 2003; a letter to Suzanne Kane, from Suzanne Gagnon, dated March 27, 2003; a memo to the Board of Selectmen, Town Clerk, and Octoberfest, from Suzanne Kane, dated April 3, 2003, re: Jack Blatchford; an email to Suzanne Kane, from Jack Blatchford, dated April 17, 2003; an email to Suzanne Kane, from Thomas Devlin, dated April 15, 2003; a letter to the Library Building Committee Members, from Patrick Colonero, dated April 14, 2003; an email to Suzanne Kane, from Marie Martinsen, dated April 4, 2003, re: Octoberfest 2003; a letter to Suzanne Kane, from Merritt Tetreault, dated March 19, 2003; a letter to Suzanne Kane, from Louis Jussaume; an email to Suzanne Kane, from Bob Murphy, dated March 20, 2003, re: Appt to Housing Partnership Comm; a letter to the Board of Selectmen, from Derek Brown, dated March 9, 2003; a letter to the Board of Selectmen, from Helen Homenick, dated April 3, 2003; an email to Suzanne Kane, from Mitch Cohen, dated June 2, 2003, re: Capital Improvement Committee Appointment requests; a letter to the Board of Selectmen, from Conservation Commission Chair Marylynne Dube; dated June 3, 2003, re: Conservation Commission Appointment; Town of Douglas Local Emergency Planning Committee Membership Roster, dated November 2002; Questionnaire for Applicants for Boards and Commissions for Patrick Colonero, dated June 2, 2003, for Master Plan; and a Questionnaire for Applicants for Boards and Commissions for Mitch Cohen, dated June 2, 2003, for Cable Advisory Committee. There was discussion about getting High School students involved in some of the Committees, like Octoberfest. They were not sure if age was a factor for appointments. The Board will review the material. 5. Snow Removal Overage: Handed out was the Expenditure Report for FY03 Snow and Ice, dated May 30, 2003. Ken Mahony reported that the snow overage will be around $115,000. FEMA reimbursement will be around $25,000 to $30,000. Rich Preston asked if FEMA will cover the overage. Rich Mathieu explained that it has to be applied to the deficit. Finance Committee Chair Pam Holmes explained that on April 10th the Finance Committee voted to allow a $50,000 overage, stating $25,000 was their original vote. Rich Mathieu explained that under MGL, the first vote is enough, no need to do a second. Douglas has done it this way as a practice. Rich Preston made a motion to authorize the total additional expenditure of the Snow and Ice Control Account of $144, 354.94. Paula Brouillette seconded the motion. Edward Therrien abstained. All other members – Aye. 6. Warrant: In the agenda is the Warrant for Special Town Meeting, June 23, 2003; a letter to Ken Mahony, from the Board of Health, dated April 1, 2003, re: Revised Request for Transfer of Funds; a letter to Ken Mahony, from Board of Health, dated March 10, 2003, re: Request for transfer of funds; Verizon Wireless invoice dated April 29, 2003; Town of Douglas Veterans’ Benefits Voucher, dated April 2002; a statement from Sentry Uniform, Inc., dated September 30, 2002; a copy of an invoice from Sentry Uniform & Equipment, Inc. dated April 24, 2002, # 381543; Town of Douglas Fiscal 2002 Encumbrances for Veteran’s Services, dated December 4, 2002; Sample Local Tax Amnesty Program Vote; Bylaw changes for Water / Sewer; and a memo to the Board of Selectmen, from Board of Assessors, dated May 21, 2003, re: Senior Work-off Abatement Program. Shirley Mosczynski called Ken Mahony and had him take some of the items off the warrant since this is supposed to be a clean up. The articles presented are what Mr. Mahony prioritized. Ken Mahony stated that Article 4: Municipal Tax Amnesty Program was made available by the State; he feels we owe it to the residents to raise the money that we need for our budget. He spoke with the Collector, Treasurer, and the Assessors; and stated no one has great enthusiasm to give people a break. If the Board wants him to take this item off the Warrant – he will. Paula Brouillette asked what the current figure is for delinquent taxes. Ken Mahony stated it’s not a great amount of money. Rich Mathieu stated it’s about $7,000 in real estate, approximately the same in personal property taxes, and about $198,000 in Tax Title. Town Treasurer Sharon Brotherton is working on these. Paula Brouillette stated she does not feel this item should be on the Warrant; stating she is not sure this will enforce anyone to pay. Edward Therrien and Rich Preston both see no reason for not having it on. • Article 1: Bond Proceeds – MGL Chapter 44, §20; Board agreed that this Article should stay on the Warrant. • Article 2: Board of Health – Request for Transfer of Funds; the Board agreed this Article should stay on the Warrant. • Article 3: Prior Year Bills: the Board agreed this Article should stay on the Warrant. • Article 5: Condemnation – Rt. 16 Land; Ken Mahony would like the person who will speak on this Article to be completely informed. He stated $80,000 will have to be paid for the land. He stated the land we are taking is un-buildable and there are sanitation problems. Pam Holmes asked if the property has been appraised to which Mr. Mahony answered, “Yes”. He stated this will give the Town a net savings of $200,000 above Government cost, and a $71,000 reduction in cost of blasting. • Article 6: Disposition of Free Cash; Paula Brouillette stated that at the Capital Committee Meeting they talked about finding a way to fund the Air Packs from the FY04 budget. Pam Holmes questioned if this was redundant since there is a Capital Item for it and suggested it should go with the 10 year borrowing. Consensus of the Board to take out the Accounting Software. • Article 7: Accounting Dept transfer of funds; the Board agreed this Article should stay on the Warrant. • Article 8: Interdepartmental transfer; Paula Brouillette stated these were the kind of issues she was hoping to get from the quarterly updates and said she will make recommendations on how the quarterly updates should be handled. There was also a question because these accounts were already voted on at Town Meeting – should they be amendments now. Rich Mathieu stated the Selectmen’s wages was voted as a salary amount, not an individual salary. He does not feel it needs to be voted as an amendment. Rich Preston stated he feels they are covered by the wording. Shirley Mosczynski asked Ken Mahony to follow up on the wording. • Article 9: Veterans Department Transfer; the Board agreed this Article should stay on the Warrant. • Article 10: Senior Work – Off Program; Ken Mahony reported that there was an error when this was voted at Town Meeting. This article corrects that. The Board agreed this Article should stay on the Warrant. Rich Preston made a motion to open the Warrant for the June 23, 2003 Special Town Meeting at 6:00 pm. Paula Brouillette seconded the motion. All – aye. Rich Preston made a motion to insert the articles as amended and close the Warrant for the June 23, 2003 Special Town Meeting. Paula Brouillette seconded the motion. All – aye. 7. Ken Trajanowski – Veteran’s Director: Item taken out of order after Item 5 due to extra time. In the agenda packet is a letter to Northbridge Town Manager William F. Williams, from Kenneth J. Trajanowski, dated April 14, 2003; résumé of Kenneth J. Trajanowski; Certificate of Proficiency for Kenneth Trajanowski, from the State of Rhode Island and Providence Plantations Department of Labor and Training; fax to Ken Mahony, from William Williams, dated April 14, 2003; letter to Ken Mahony, from Uxbridge Town Manager Allan Klepper, date May 9, 2003; letter to Allan Klepper, from Veterans Service Officer A.J. Mastroianni, dated April 30, 2003; letter to Ken Trajanowski, from William Williams, dated May 8, 2003; an agreement between the Towns of Northbridge, Uxbridge, and Douglas, for a Veterans’ Service Agent, and an article from the Worcester Telegram entitled “Director appointed for Veterans services – Office serves three towns in valley”. Ken Trajanowski came before the Board to introduce himself as our new Veterans’ Director. He stated he served 13 years in the Navy. Ken Mahony reported that Ken Trajanowski met with the Department Heads last week. Ken Mahony stated that he is looking forward to giving better service to the veterans and getting the appropriate paperwork to the State. Rich Preston suggested putting something on cable. Pam Holmes asked if he is going to have office hours in Douglas. Mr. Trajanowski answered, “No”, but he will meet with residents on a ‘need’ basis. Rich Preston made a motion to appoint Ken Trajanowski as Veterans’ Director, for a term of one year ending June 30, 2004. Paula Brouillette seconded he motion. All – aye.

8. Tim Harrison – Accountant:
In the agenda packet is the Town of Douglas Management Letter, from Borgatti Harrison & Co., dated June 30, 2003. Town Auditor Tim Harrison came before the board to go over the Financial Statement and the Management Letter. He reported that the separate audit for the Student Activity Account was done and the Management Letter is being drafted now. A copy will go to the Selectmen. He realizes that the period of time that there were no accountants caused some of the problems; they have been resolved but he still had to comment on them in the Management Letter. Paula Brouillette asked about internal auditing to prevent problems for the Town. Mr. Harrison stated that the Town Accountant is our internal auditor. The Board thanked Mr. Harrison for his time.

9. Goals and Objectives:
Shirley Mosczynski stated that this item should only be on the agenda the second Tuesday of each month.

10. Administrators Report:
• Bid for Insurance:
Ken Mahony stated that the bids for Workers Comp. / Property and General Liability will be in next week.
• 8 Linden Street: Ken Mahony reported that they need to assess the property because it is owned by someone. He stated the problem appears to be well contamination. They are looking for Benzene. There is a question if the State will pay for 21E. Mr. Mahony stated that $51,000 taxes are owed on this property.
• Grants: Ken Mahony gave the Board a bio for Carla C. Cataldo, M.P.P. Carla Cataldo is currently working on the Public Works Economic Development Program (PWED). The second area she will be looking at is Water / Sewer, third: Conservation land, and forth: the Skate Park. Rich Preston stated he would like to know what it is that Carla Cataldo does and what resources are available for all the departments. Ken Mahony stated she met with a lot of people last Wednesday. Rich Preston stated he would like to know the process for accessing this resource.

11. Old / New Business:
Old:
• Building Space Review:
It was requested that this item be placed on the agenda for June 17th.
• Weights & Measures: Rich Preston asked Ken Mahony how it is working now that we have hired the Stated to do the inspections. Ken Mahony stated that it is working well. Rich Preston asked if we get any reports to which Ken Mahony stated the Inspector reports to the State, we only get reports of violations. Rich Preston stated that he would like to see the report.
• Main Street Water Upgrade: Ken Mahony stated that the 16” line is charged but has not been connected at North Street. A meeting is scheduled on Thursday to go over the project. They feel the middle of June they should be finished. Ken Mahony stated they will talk Thursday about re-paving. Ken Mahony stated he will give Rich Preston a schedule of funds.
• North and C Street Intersection: Ken Mahony is waiting for Chief Foley to talk to business owner Marie Martinsen. Shirley Mosczynski stated she would like a report at their next meeting.
• Housing Authority: Ken Mahony reported that the new Housing Authority met and went through the mail. He stated they will be going through a training class in June. Ken Mahony stated that he suggested that Pat Manning request an appointment from the Governor.
• Web Site Policy: Ken Mahony stated that Mitch Cohen and Rich Mathieu will be meeting on Friday.
New:
• Safety at School Buildings: Paula Brouillette suggested that the Safety Committee take on this item both for short and long term. There was a consensus of the Board on this.
• School Building Committee: Paula Brouillette stated she took a tour of the new High School. They are currently working on the sign, which is incompliant, and is going to be brought to the Board.
• Four Towns Meeting: Paula Brouillette reported that the Four Towns will be meeting on Friday with an Economic Sub-Committee at UniBank in Whitinsville. Shirley Mosczynski invited Economic Development Chair Hal Davis to this meeting.

12. View Tape:
In the agenda packet is MIIA tool kit “Conducting Public Meetings” - Summary of Video Tape, Open Meeting Law, Executive Session, Public Meeting / Open Meeting Law Resource, and Reporting claims or potential claims to MIIA. The meeting went off camera so that the Board could view a video tape for the MIIA Loss Control Credit Program. The video was called ‘Conducting Public Meetings’ and took 12 minutes to view. The video covered information to avoid a lawsuit by knowing local and state regulations, Open Meeting Laws, and keeping control of the meeting.

13. Adjournment:
Paula Brouillette made a motion to adjourn at 9:55 pm. Rich Preston seconded the motion. All – aye.

Respectfully submitted,



Suzanne Kane
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Suzanne Kane
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