BOS - July 1, 2003

BOS - July 1, 2003

Postby Suzanne Kane » Mon Nov 10, 2008 9:51 am

Board of Selectmen
Agenda
July 1, 2003


7:00 pm

1. Call to Order

2. Chairman’s Announcements

3. Citizens Forum

7:15 pm
4. Pole Petition – Linden Street (P03-37)

7:30 pm
5. Rt. 16 / Davis Street project

6. GASB 34 – Certification of Minimum Value

7. North St. / C Street intersection

8. Board of Health – Reduction of fees for new residents

9. Main Street

10. Town Meeting Wrap up

11. Annual Report – Award Bid and Request for change in format

12. Goals and Objectives

13. Minutes:
• May 6, 2003 – Regular Session
• June 23, 2003 – Prior to STM

14. Administrators Report

15. Old / New Business

16. Adjournment
_______________________________________________________________________________________
Next Meeting: July 15, 2003
• Roadway plans for School

________________________________________________________________________________________
________________________________________________________________________________________
Board of Selectmen
Meeting Minutes
July 1, 2003
Approved August 5, 2003


1. Call to Order:

Madame Chairman Shirley Mosczynski called the meeting to order at 7:01 pm. In attendance: Paula Brouillette, Rich Preston, Edward Therrien, Executive Administrator Ken Mahony, and Administrative Assistant Suzanne Kane.

Other staff and citizens in attendance: Police Chief Patrick Foley, Town Engineer William Cundiff, Mass Electric SROTR Roger Martinsen, T&G reporter Steve Foskett, Tribune reporter Tom Mattson, Finance Committee Chair Pamela Holmes, Finance Committee Vice Chair William Kraus, Town Accountant Rich Mathieu, Dennis Michalik, Robert and Monica Prunier.

2. Chairman’s Announcements:
Shirley Mosczynski thanked all who were involved with the Town Meeting process. Rich Preston taped the meeting and it is currently being broadcast on cable. She also thanked the Finance Committee for all their hard work through the whole process.
Shirley Mosczynski wished Ardis Parker of 11 Chestnut Street, a Happy Birthday. Ms Parker turned 100 today. Shirley Mosczynski also noted that her family put her back on the census.

3. Citizens Forum:
No citizens came forward.

4. Pole Petition – Linden Street (P03-37):
In the agenda packet is Pole Petition P03-37, dated May 22, 2003, a memo to Town Engineer Bill Cundiff, Building Commissioner Adelle Reynolds, Police Chief Patrick Foley, Highway Superintendent Edward Therrien, and Tree Warden Leon Mosczynski, from Jane Brule, dated June 9, 2003, re: Pole Petition Review – P03-37 Linden Street; memo to the Board of Selectmen, from Police Chief Foley, dated June 12, 2003, re: Correspondence; Town of Douglas Pole and Wire Locations Petition Form, dated June 9, 2003; and a letter to the Abutters, from Jane Brule, dated June 19, 2003. Shirley Mosczynski called the Public Hearing for Pole Petition P03-37 open at 7:15 pm. Mass Electric SROTR Roger Martinsen came before the Board to explain that this petition is to install a new pole, pole number 10-50, to serve two new customers on Linden Street. There were no abutters in the audience. Rich Preston made a motion to close the Public Hearing for Pole Petition P03-37 at 7:17 pm. Paula Brouillette seconded the motion. All – aye. Rich Preston made a motion to approve Pole Petition P03-37 as presented. Paula Brouillette seconded the motion. All – aye.

5. Rt. 16 / Davis Street Project:
In the agenda packet is a copy of the proposed relocation of Davis Street; an email to Ken Mahony and Suzanne Kane, from Bill Cundiff, dated June 2, 2003, re: Rt. 16 Table, with Route 16 Re-alignment Property Easement List attachment, dated June 2, 2003; a letter to Richard Rydant and Philip Nyberg of CMRPC, Michael Splaine and Steve McLaughlin of Mass Highway, and Jim Noyes of Greenman-Pederson, Inc. from Ken Mahony, dated April 7, 2003, re: Route 16 Intersection Re-alignment project, Douglas, MA TIP Funding Year FY04; a letter to Mr. and Mrs. Robert Prunier, from Bill Cundiff, dated May 29, 2002, re: Northeast Main St. & Davis St. Intersection Re-alignment; and a map of the 1st proposed intersection change. Handed out at the meeting is a letter to Bill Cundiff, from James Noyes Greenman-Pedersen, Inc., dated June 30, 2003, re: Davis Street Reconstruction Project; and a letter to Dennis Boucher Fay, Spoffard & Thorndike, Inc., from Thomas Amorello J. Cougler, Inc., dated June 24, 2003, re: Water Main Improvements, Douglas, MA. Shirley Mosczynski stated that this item was on the Town Warrant and was defeated. A couple of the Selectmen wanted to revisit and possibly salvage parts of the project. Bill Cundiff came to the Board to give an overview of the chain of events. He explained that the original re-design from Greenman-Pedersen, Inc. (GPI) was to change the shape to a “T” intersection. The disadvantages to this were that due to grade changes, the design would create large retaining walls and would require taking a small piece of the Prunier property. Construction costs would exceed the $800,000 from Mass Highway. The engineers then recommended a third option which would relocate Davis Street to the east by approximately 200 feet downhill on Northeast Main Street. This option would require taking more land from Prunier, but gets them away from the wall issue and was turned down at Town Meeting. Bill Cundiff contacted GPI to let them know the Article failed. GPI came up with a fourth option which would reconstruct Davis Street in two phases. The first phase would include the portion of Davis Street to the south of the intersection, keeping the High School entrance as most important; and the second phase would reconstruct the intersection using either option 2 or 3. Ken Mahony stated that option 2 (with the wall) they object to strongly, not just because of the cost, but they would own it and have to maintain it. Rich Preston asked if there was an option that came to the top of the list. Bill Cundiff stated that if they could work with the land owners, he would suggest the realignment option, if not then option 1, leaving the intersection as is, is the better. Paula Brouillette reported that she had spoken to Bill Cundiff after the Town Meeting, and for this to even be considered to be done; bid documents have to be done by August 1st. Edward Therrien suggested they try settling the issue with the residents first. Shirley Mosczynski asked if this item whent before the Safety Committee. Ken Mahony stated that the Safety Committee was not in existence then, but everyone has been talking about it. Police Chief Foley stated that there have been many accidents or near accidents at this intersection. He feels there are ways to work this problem out and suggested clearing some of the brush. Bill Cundiff stated the problem today is people traveling west have to break their necks to see up Northeast Main Street. He feels the solution is a T-intersection. He stated they could do a sight line easement similar to the one done on West and Grove Street. Pam Holmes stated that after listening to Chief Foley that it seems that it would have been a good idea that this was reviewed by the Safety Committee. Robert Prunier, 7 Davis Street, stated that Chief Foley has a good idea. He said he is not opposed to taking some of his land, but not the middle of his property for the amount they offered. Dennis Michalik, 415 Northeast Main Street, feels part of the problem is speed and the T-intersection is a good idea. Paula Brouillette stated they need to make a resolution by the 15th. Bill Cundiff stated the Engineer has approval from Mass Highway for 75% of the design. They still need endorsement of 25% before it can go out to bid. Rich Preston thanked the Prunier’s for coming in. He stated that if he were in the same position, he would do exactly what they did. He asked if he was correct in thinking that Mr. Prunier was open to option 3 (T-Intersection) if the price for his land was fair and reasonable. Mr. Prunier stated that he has a son who owns land in back of him who is very upset, and therefore is not in favor of the Town taking the middle of his land. Rich Preston then suggested they clean up the intersection. Shirley Mosczynski feels the issue should still go before the Safety Committee and would like their recommendations at the Boards next meeting. Rich Preston made a motion to have the Safety Committee review and make recommendations to the Board for their July 15th meeting; specifically with the idea of removing trees and poles to improve the sight line looking west on Northeast Main Street and Davis Street. Paula Brouillette seconded the motion. All – aye.

6. GASB34 – Certification of Minimum Value:

In the agenda is a memo to the Board of Selectmen, from Rich Mathieu, dated June 26, 2003, re: GASB#34 Thresholds; and a copy of table 1 Bureau Recommended Capital Assets, Depreciation and Estimated Useful Lives. Rich Preston started out by thanking Rich Mathieu for bringing the Town on line with GASB34 (Governmental Accounting Standards Board). Rich Mathieu stated he is still working on it, but it is getting close. He explained that the Selectmen are required to ratify the dollar thresholds for reporting on the GASB#34 statement. He explained that the Department of Revenue considers Douglas a Tier 2 community so we would use the recommended figures in that category on the table 1 Bureau Recommended Capital Assets, Depreciation and Estimated Useful Lives in the agenda. Shirley Mosczynski asked Finance Committee Chair Pam Holmes if she had any comment. Pam Holmes stated that she has not seen the packet. After Shirley Mosczynski gave her a copy, Pam Holmes asked that in the future, any financial documents be courtesy copied to the Finance Committee. Rich Mathieu and Ken Mahony concurred. Paula Brouillette made a motion to accept the GASB Tier 2 recommendation as presented. Rich Preston seconded the motion. All – aye.

7. North St. / C Street intersection:
In the agenda packet is a map showing the intersection of North and C Streets. Taken out of order after Citizens Forum due to time. Police Chief Foley came before the Board to explain that Marie Martinsen, owner of Mainly Maries at this intersection is having problems with motorists using her property as a turn around. She is concerned for the safety of her customers and would like the island moved. Chief Foley stated the Safety Committee looked at moving the island but it will cost too much. They feel one solution is putting a guard rail in her first driveway but they are still working on other solutions. Tomorrow he and Bill Cundiff will go out and measure the road; he will have recommendations at the Selectmen’s next meeting.

8. Board of Health – Reduction of fees for new residents:
In the agenda packet is a letter to the Board of Selectmen, from the Board of Health, dated June 24, 2003, re: Recycling/Transfer Station. In their letter, the Board of Health stated that they had asked the Board of Selectmen earlier to approve their recommendation to reduce the rates for new residents but did not recall getting an answer. Paula Brouillette asked if this item was acted on. Suzanne Kane stated that she had looked through minutes and could find no action. The Board of Health would like to reduce the rates as follows: 4-6 months to the end of the six month period – Full price, 2-4 months to the end of the six month period - $70.00, 0-2 months to the end of the six month period - $35.00. Rich Preston made reference to the part of the letter talking about the Board of Health’s meeting of June 16, 2003. He went to this meeting where they discussed the Pay-As-You-Throw program. He reported that after careful consideration, the Board of Health decided to keep the operations the way they are. Rich Preston made a motion to approve the fee schedule as presented. Paula Brouillette seconded the motion. All – aye.

9. Main Street:
In the agenda packet is a letter to the Board of Selectmen, from Ken Mahony, dated June 27, 2003, re: Main St. Paving. In reference to his letter, Shirley Mosczynski asked Mr. Mahony to put his figures into a spreadsheet and check with DOR to see if monies can be taken out of where he has stated. Edward Therrien asked if the Water / Sewer Commission has been informed. Ken Mahony answered that they have not been informed about the letter. Shirley Mosczynski agrees with Edward Therrien that the Water / Sewer Commission should receive a copy of his letter. Paula Brouillette asked if they know what the cost is to pave Main Street. Ken Mahony stated that Edward Therrien has come up with a number but there are a number of ways to do it. Paula Brouillette commented that the information in the letter is a lot of data. What she would also like to see is project costs, where they will be funded from, all pieces they need to know. They need to make sure Main Street is fully functional before winter. Rich Preston stated that it would have been helpful if the Water / Sewer Commissioners were here, it could have enhanced the conversation. He then went on to say that he understands that the project requires settling before it can be paved and asked if this was true. He was told yes, then he asked if they could come up with options to get the roads paved by September. He also asked Edward Therrien if there were still plans to paint the lines and crosswalks. Edward Therrien stated it would be a waste of money, it costs around $5,000 each time the painters are called out. Bill Cundiff stated that it typically takes three months to one year for settlement. Pam Holmes asked Edward Therrien if there was a lesser type of cross walk to put in. Edward Therrien suggested just painting the white lines. Shirley Mosczynski suggested also putting “Plastic Guy” out. Ken Mahony stated that they talked about it at the Safety Committee meeting. Rich Preston suggested pursuing painting the lines, but come up with a definitive plan and involve Water / Sewer. Shirley Mosczynski asked the Board if it was her understanding that the Board feels the Town is responsible for temporary painting. There was a consensus of the Board that the Town is responsible for the temporary painting. Shirley Mosczynski asked if they could meet with Water / Sewer at their next meeting. Ken Mahony answered yes and then explained that Rich Mathieu would be meeting with Water / Sewer tomorrow. Rich Preston asked that this item be placed on the next agenda and invite Water / Sewer.

• Safety Committee Meeting Minutes: Shirley Mosczynski asked Ken Mahony to have the Safety Committee Minutes for their next meeting.

10. Town Meeting Wrap up:
Paula Brouillette asked to have this on the agenda. She stated she has concerns that the revenues from the State are dropping. The Town made significant increases in the ’04 Budget that we can’t make. She feels the Board needs to start the process now for the ’05 Budget. She stated the School has increased their operational budget with a one time $980,000 and she has concerns. Ken Mahony stated he wrote a draft today on the budget process, which he gave to Rich Mathieu for review. His plan is to sit down with the Board of Selectmen and the Finance Committee and go over his suggestion on how to do the budget. He would like to get the suggestions in writing and will get them out tomorrow or Thursday. Paula Brouillette stated that she heard the same thing last year; she feels the Board of Selectmen need to start managing the process, they can not use the same process again. Rich Preston suggested the Board have a workshop to develop a collective process, policy and time table. Shirley Mosczynski stated they need a process done sooner, she stated that Rich Mathieu is looking to start no later then the end of December and she has concerns. She stated that the Finance Committee should be informed of all changes. She said she spoke to Finance Committee Chair Pam Holmes about putting their meeting on cable so the public can see how hard they work. She stated the Board should meet with the Finance Committee and the Personnel Board to come to common ground. Shirley Mosczynski stated that no article should be allowed on the warrant unless ALL backup material is supplied. Rich Preston stated he wants to make sure they are meeting the requirements of the General Bylaws in respect to the Finance Committee, stating the Bylaws state each Department, Officers, Boards and Committees are supposed to submit a budget to the Finance Committee; he asked Pam Holmes if this is happening. Pam Holmes stated that it is not; she explained that the Finance Committee has been allowing the process to run through the Town Administrator and the Town Accountant, but they have not been getting the information. She stated this would be a good time to send a letter out explaining the process. Consensus of the Board was to have a Work Shop to come up with a process, then meet with the Finance Committee and the Personal Board.

11. Annual Report – Award Bid and Request for change in format:
In the agenda packet is a memo to the Board of Selectmen, from Suzanne Kane, dated June 26, 2003, re: Annual Report; Price Quote from Palsons, dated June 18, 2003; Price Quote from Old Colony, dated June 26, 2003; and a Price Quote from Curry Printing, dated June 19, 2003. Suzanne Kane explained that she and Ken Mahony were recommending the bid award to go to Palsons, they not only came in lower, but they were very helpful in supplying examples of 8.5 X 11 books after they learned that she was going to approach the Board about changing the format from 6 x 9 to the 8.5 x 11 size. Suzanne Kane explained that her reasons for requesting the format change are because the larger books are easier to read, they are easier to format, especially items like spread sheets and graphs. And the book size would be half the size and there for half the price. Paula Brouillette asked if the Reports were available on the Douglas Website. Suzanne Kane explained that there are four versions on the site. Rich Preston made a motion to approve option 3, 8.5 x 11 Report with approximately 100 pages, perfect bind with glossy cover color photo, quantity 600 for $1,979.70, as presented. Paula Brouillette seconded the motion. All – aye.

12. Goals and Objectives:
In the agenda packet is the Executive Administrator – 2003 Annual Goals, dated June 26, 2003. Paula Brouillette explained that she had wanted a new column added for ‘Revised Completion Date’ because some of the dates were changed from the original list. This was not done; Suzanne Kane will provide for the next meeting. She stated that at the last meeting there was some discussion about pushing some of the dates out; she does not feel they should. She stated Ken Mahony should know how to do them and they need these items to be complete. Rich Preston clarified his argument was that if they were adding something new to a goal, then they would give him more time. Paula Brouillette stated that if there are items that the Administrator needs additional information on he should come to them. Shirley Mosczynski qualified that statement by saying it should be done in the form of a memo. Paula Brouillette stated that as an example, the item to increase the tax base; there should be ongoing information coming to them, Ken Mahony should not be waiting for the completion date. Shirley Mosczynski stated that all of the items are ongoing and should be being worked on; not waiting for the completion date.

13. Minutes:
• May 6, 2003 – Regular Session:
Rich Preston approved the minutes of May 6, 2003 as amended. Paula Brouillette seconded the motion. All – aye.
• June 23, 2003 – Prior To STM: Rich Preston approved the minutes of June 23, 2003 as amended. Paula Brouillette seconded the motion. All – aye.

14. Administrators Report:
• Denial of School Sign Permit Application:
Ken Mahony explained that the School Sign Permit was denied. A denial was sent to SMMA and they have been asked to go through the same process as Gilford of Maine; coming to the Selectmen for appeal. Mr. Mahony stated he has been unable to get through to them to set up a date. He will call Mary Stone to contact them and set a meeting for July 15th.
• Monroe Street: Ken Mahony reported that Chief Foley was up to Monroe Street three times today and saw no trucks. Mr. Mahony also asked Conservation to go up and check where the trucks are taking fill and what is being filled in. He has not heard from Steve Zisk yet. Shirley Mosczynski stated that she filled out the Inquiry and Complaint for the resident and his concern was that there is a sign prohibiting anything over 5 tons and he was told by the police that the sign could not be enforced. She would like the Safety Committee to look at the road and see if it should be enforced. Ken Mahony stated he will look at it again, he missed the 5 ton issue. Edward Therrien stated the State governs weight limits. Ken Mahony will give further information.
• School Site Circulation: Ken Mahony stated he is working on this.
• Williams Donut Shop: Ken Mahony stated there is a recommendation against granting a variance for a drive through window. He stated there is a housing complaint that came in from a person living in one of the buildings. He has given the paperwork to Joe Yacino. He stated the Safety Committee is going to hold their opinion on the traffic problem until after the decision on the drive through window.
• Trees on Glen Street: Ken Mahony stated that the Tree Warden has not spoken to Chief Foley about the two trees on Glen Street.
• Rt 16. – Demers: Ken Mahony reported that Mr. Demers had come to him to complain about water on his property. Shirley Mosczynski asked why there is still a problem; she had thought they had solved his problem. Mr. Mahony stated he had learned that at one time Mr. Tusino had repaired his driveway and took out a pipe; that has created a ponding effect in Mr. Demers yard. Edward Therrien stated he does not think this is coming from across the street. Mr. Mahony stated this is not a Town problem, Mr. Demers is just coming asking for direction.
• Walnut Street: Ken Mahony reported that he had received an Inquiry and Complaint that there were no posted speed limit signs on Walnut Street. He said Chief Foley and Edward Therrien will go out and put up a sign. Shirley Mosczynski asked Mr. Mahony if he was going to bring a recommendation back to the Board which they could vote on. Mr. Mahony said he would.

15. Old / New Business:
• Municipal Building Review:
Paula Brouillette asked where Ken Mahony is with the next steps and where does the Board want to go with it. She expressed the need to keep it high on the agenda. Ken Mahony reported that he is trying to work on the organizational charts. Doing this, he is also trying to tie “pods” together which will be used for the Municipal Building Review. Rich Preston stated that what they are looking for is an assessment and asked that one be brought to the next meeting. Specifically looking at what our needs are now and what are needs are five years from now.
• Grants: Paula Brouillette asked Ken Mahony for a written listing of grants that are being worked on and grant areas we are looking at.
• Old State Sign: Rich Preston asked Edward Therrien if he could remove a State sign at the end of Mechanic Street giving direction to the old Douglas center. He stated it is confusing.
• BOS Calendar: Paula Brouillette asked that a notation of the two upcoming union contracts be placed in the BOS Calendar. She would also like a copy of the two contracts – Police and School.
• Accounting Software: Shirley Mosczynski would like to recommend a committee to evaluate the Software for Accounting and asked that it be put on the agenda for the Boards next meeting.

16. Adjournment:
Edward Therrien made a motion to adjourn at 9:20 pm. Paula Brouillette seconded the motion. All – aye.

Respectfully submitted,



Suzanne Kane
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Suzanne Kane
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