BOS - July 22, 2003

BOS - July 22, 2003

Postby Suzanne Kane » Mon Nov 10, 2008 9:56 am

Board of Selectmen
Meeting Agenda
July 22, 2003


7:00 pm

1. Call to order.

2. Chairman’s Announcements

3. Citizens Forum

7.15 pm
4. Meeting with Water / Sewer – Main Street

7:30 pm
5. Request for Sign Permit variance for High School

6. Roadway Plan for Schools

7. Recommendation – North and C Street Intersection

8. Recommendation – Davis Street

9. Safety Committee Minutes

10. Municipal Building Review

11. Software Evaluation Committee

12. Public Works Economic Development Program (PWED) Approval

13. General Code Publishers Contract

14. Minutes:
• April 29, 2003 – Warrant Article Workshop
• May 6, 2003 – Regular Session

15. Goals and Objectives

16. Administrators Report

17. Old / New Business

18. Adjournment
_________________________________________________________________________________________
Next Meeting Agenda Items:
August 5th: Nothing yet
August 19th: Chapter 61A
_________________________________________________________________________________________
_________________________________________________________________________________________
Board of Selectmen
Meeting Minutes
July 22, 2003
Approved August 19, 2003


1. Call to Order:

Madame Chairman Shirley Mosczynski called the meeting to order at 7:00 pm. In attendance: Paula Brouillette, Rich Preston, Ron Forget, Edward Therrien, Executive Administrator Ken Mahony, and Administrative Assistant Suzanne Kane. This meeting was reschedule from July 15, 2003 since there was not a quorum.

Other staff and citizens in attendance: Water / Sewer Commissioners Joe Saster, and Rick Colonero, Water / Sewer System Manager Dennis Croteau, Police Chief Patrick Foley, Town Accountant Rich Mathieu, and Tribune Reporter Tom Mattson.

2. Chairman’s Announcements:
• Baby Delivery:
Shirley Mosczynski congratulated EMT’s Meredith Maybe and Lt. Kent Vinson for their assistance in delivering a baby on July 8, 2003. She was informed that the mother and baby girl were doing fine.
• Zoning Bylaws: Shirley Mosczynski reported that there will be a Public Hearing on August 6, 2003 at 7:00 pm in the Resource Room to review the Zoning Bylaws. She invited anyone interested to come.
• Meeting Attendance: Shirley Mosczynski asked all Selectmen to please notify the Selectmen’s office if they are unable to attend a meeting.
• MIIA Loss Control Program: Shirley Mosczynski congratulated the Boards, Committees, and Departments for their work in the MIIA Loss Control Program. The Town received $9,003.64 in credits towards their FY04 insurance premium.

3. Citizens Forum:
No citizens came forward.

4. Meeting with Water / Sewer – Main Street:
In the agenda packet is a letter to the Water / Sewer Commission and the Water / Sewer Department, from Administrative Secretary Jane Brule, dated July 7, 2003; letter to Fay, Spoffard & Thorndike, Inc. Dennis Boucher, from J. Cougler, Inc. Thomas Amorello, dated June 27, 2003, re: Rt. 16 Resurfacing, Douglas, MA; Water Main Improvements – 2002, Construction Cost Estimates, dated June 23, 2003; and Fay, Spofford & Thorndike, LLC Punch List of Tasks to be Completed. Water / Sewer Commissioners Joe Saster, and Rick Colonero, and Water / Sewer System Manager Dennis Croteau came before the Board at the Boards request. Joe Saster started out by saying that this was not the type of meeting he wanted. He wanted the right people who could answer the Selectmen’s questions which he felt should include, the Town Accountant, School Committee, Finance Committee, and Town Treasurer. He stated that the Towns people feel the Water / Sewer Commission asked for the water main expansion when in fact it was on the Capital Plan. He stated this main was put in now because of the New School and now they are saying the paving should be up to Water / Sewer. He feels it is everyone’s problem, not just Water / Sewer. Shirley Mosczynski explained that the joint meeting was called because questions keep coming up with how the paving would be paid for. They asked for this meeting to get a status. Dennis Croteau stated that under USDA, they would not pay for edge to edge paving because it was not in the contract. After the site settles, they will grind, seal, and put down 1 ½ inches of top. They had estimated the cost for trench patch at $70,764.00, which they could use. USDA will pay in full if they keep using the present contractor. The quote for resurfacing came in at $37,016.00 over the estimate for the trench patch. Also, any work that has to be done in respect to re-building, costs associated with that work are not in the contract. Line painting is also not in the contract. Dennis Croteau stated that he has looked at other ways to fund the edge to edge paving; he does not feel it should come from free cash. He stated that Water / Sewer can not foot the whole bill, it would not be fair to the users. Dennis Croteau also pointed out that if there was still plans for Down Town Improvements, maybe they shouldn’t do edge to edge paving. Shirley Mosczynski stated he made a good point. Dennis Croteau stated he felt that late fall would be a good time to patch and line, then let it sit over winter. Rich Preston asked for conformation that with edge to edge paving they would be short $37, 000, and then asked Ken Mahony if there has been any discussion for additional funding. Ken Mahony stated they could ask the School for the money out of their contingency fund, stating what you take from one you loose from another. Rich Preston asked if they considered Chapter 90 funds. Ken Mahony stated that other streets are scheduled for the Chapter 90 funds. Rich Preston wanted confirmation that those items would come before the Board to which Ken Mahony answered ‘Yes’. Rich Preston asked Dennis Croteau when and how he would pave. Dennis Croteau stated he would pave from Franklin Street to West Street, then come back in the spring and pave everything. Rich Preston stated that sounded reasonable and stated they could possibly come up with additional funding by then. Ron Forget stated they should find out about Down Town Improvement. He stated it should be done curb to curb. He agreed they should let it settle, but then come back and do the job right. He stated it’s our center of Town, if they need to get the funding from Free Cash; he has no problem with doing it. Edward Therrien also concurred with waiting until spring but feels the first patch should go from Franklin Street to Hunt’s Pond. Ken Mahony asked Dennis Croteau that if he could come up with additional money from change orders; would he be willing to put that money forward. Dennis Croteau stated that any money from change orders stays with the contract; besides the change orders still may not cover the $37,000. Shirley Mosczynski stated that the Board still does not have a list of roads that are scheduled for work in FY04 as well as what was worked on in FY03. Ken Mahony stated he has a map but forgot to bring it to the meeting. He will go over it with them later. Rick Colonero asked Edward Therrien for his contractors for line painting so the Water / Sewer Commission can find out the cost per foot. Ken Mahony asked Edward Therrien to give the list to him and he will give it to Water / Sewer when he meets with them tomorrow. Shirley Mosczynski stated that Dennis Croteau brought up a good point concerning the Down Town Improvement; they need to see the final report and look at Grants. Ken Mahony reported that Town Engineer Bill Cundiff said he had distributed the final report, but he has not seen it. Shirley Mosczynski stated the Board needs to have Bill Cundiff in for an update and suggested they schedule it for their next meeting. The Board concurred.

5. Request for Sign Permit variance for High School:
In the agenda packet is a memo to the Board of Selectmen, from C.M.S. Project Manager Marc Zawatsky, dated July 9, 2003, re: Sign Permit Variance; picture of the sign at the new High School, a letter to SMMA Pramod Handa, from Building Commissioner Adelle Reynolds, dated June 26, 2003, re: Proposed High School Sign; a Sign Application, for the Douglas Public Schools, signed by Concetta Verge; Site Plan of the Sign; and a fax to Marc Zawatsky; from SMMA Pramod Handa, dated June 26, 2003, re: Permit for Building Sign. Ken Mahony reported that the base of the sign is up; they are calling it a wall because there is no lettering on it yet. Rich Preston asked if he was correct in hearing that they have already built the sign, to which Ken Mahony answered ‘Yes’. Rich Preston stated that was upsetting to learn, when the Town has a Sign Bylaw that they expect everyone to abide by. Ken Mahony stated he did not feel it was a conscious thing. He stated that when Guilford of Maine came before the Board for a waiver, he realized the School was also in non-conformity, so he contacted the School. He does not think anyone is upset with the School at this point. Rich Preston stated he was aware the School applied for the sign permit and at that time the sign was not up yet; he heard that they felt they were excluded because they were a Municipal entity. They put the sign up anyway and he feels it is unfortunate, they granted the last waiver; they will more then likely grant this waiver. Ron Forget feels there should have been some inquiry before they put it up, but thinks it looks good; it’s the right size for the area. Ron Forget made a motion to grant a waiver to approve a sign permit for the Douglas High School as it exists. Edward Therrien seconded the motion. Rich Preston abstained, all other members – aye. Paula Brouillette stated that this is the second Sign Permit they have approved a waiver for; the last time she mentioned that the Board look at changing the Bylaw. She stated that she was at the School Building Committee when they stated that if they build it with no words it’s “just a wall”. If this is being used as a loop hole, she feels the Board should address it. Ron Forget stated that if they try to cover every issue in a Bylaw, they could go crazy. Shirley Mosczynski asked Ken Mahony to ask the different departments for input about the Sign Bylaw.

6. Roadway Plan for Schools:
In the agenda packet is a fax to Paula Markle, from Suzanne Kane, dated July 9, 2003, re: School related items on agenda; the fax transmittal; and a letter to the Board of Selectmen, from Connie Verge, dated July 10, 2003. Shirley Mosczynski read the letter from Connie Verge which asked that this item be removed from the Selectmen’s agenda. She stated that she asked for this item because she had been asked by a parent who was concerned about safety. She stated that she hopes the School Committee would use the expertise of the Safety Committee and that there is a representative from the School on the Safety Committee. Ken Mahony stated that he was asked to do an overall plan and went over site maps of the School. He stated the School has been represented at most of the Safety Committee meetings up until School let out. Police Chief Patrick Foley stated that this is something they have been looking at well before Ken Mahony came on board; they don’t want the kids on Davis Street. He feels if the School has concerns, they should have a forum. He agrees with Ken Mahony that there should be a campus plan; need to address it and soon. Shirley Mosczynski stated she is not trying to interfere with the School; she is just concerned. Chief Foley stated they need to get everyone on the same page; if they have concerns, they should address them face to face; not in a letter. Ron Forget stated that he does not feel the School is telling them to keep their hands off because they have invited the Selectmen to the School Committee meeting. Shirley Mosczynski stated that unfortunately it was the same day as their meeting which had to be rescheduled because there was no quorum. Paula Brouillette stated the issue is to keep kids safe. Right now the High School is isolated; there is only one way in and one way out. Ron Forget feels the Safety Committee should be working with the School Committee on this; he has a problem with micro managing the School Committee. They put the Safety Committee together; they are responsible for making sure things are getting done and feels it is appropriate and the right conversations are happening. Chief Foley agrees with Paula Brouillette; if they could guarantee that the kids will keep off of Davis Street. Shirley Mosczynski asked the Board if they wanted the Safety Committee to go further and sit down with the School Officials and get a felling of what they want. Ken Mahony stated that he too was surprised by the letter; they should not wait until something bad happens. He thinks some of the problem is with some of the School Building Committee members. Edward Therrien also stated they can’t wait; kids are going to get hurt. Shirley Mosczynski stated they need a final conclusion by August 19th from the Safety Committee.

7. Recommendation – North and C Street Intersection:
Police Chief Patrick Foley came to the Board to report that he and Town Engineer Bill Cundiff went out to the location, then came back and met with the Safety Committee. There recommendation was to paint a triangle and put up a “No U-Turn” sign, giving Marie Martinsen the option of blocking the lower entrance. He recommended trying this simple cost effective solution. He will draft a letter to Marie Martinsen. Edward Therrien made a motion to approve the recommendation as presented by Chief Foley for the intersection of North and C Street. Rich Preston seconded the motion. All – aye.


8. Recommendation – Davis Street:
Chief Foley reported that he and Bill Cundiff also looked at the Davis Street intersection. He stated the issue is with the School entrance and the design of the intersection. They looked at a traffic control light which he feels will not work in the winter time. They looked at sight line; removing trees and poles which would work but would be very costly. He thinks over $100,000 but he did not ask Mass Electric. They also discussed extending Davis Street out more, but the engineering review stated that was not feasible. They went with house keeping; clean up all the brush and concentrate on the School entrances; lower the guard rail, clear up signs at the Sokol Hall; or put a flashing light at the Sokol Hall. He recommended doing the simplest thing first and see if it works. Chief Foley also suggested getting the road painted correctly; traffic is increasing and we want to be pro-active. Rich Preston agrees with Chief Foley; stating this is a good first approach and would support a recommendation. Shirley Mosczynski asked if there is a plan; where is the money coming from. Ken Mahony stated the Safety Committee will have to meet again to come up with that. He stated he has been trying to contact Kate Murphy of Mass Highway, but has been unable to. There was a consensus of the Board to clear the brush. Shirley Mosczynski asked the Safety Committee to let them know if they find this is not the solution. It was suggested to look into having the State clean up the brush.

9. Safety Committee Minutes:
In the agenda packet are the Safety Committee Minutes for July 1, 2003. Chief Foley stayed to discuss Safety Committee issues. He brought “Motorized Scooters” to the Boards attention, stating they are not currently regulated. Three years ago the State Registry and Legislators were going to do something but didn’t. He suggests creating a Bylaw and talking to the Legislators. He reported that he will be meeting with the Police Chiefs Commission on Thursday and will bring the subject up there. Rich Preston does not feel the motorized scooters are an issue and recommends the Safety Committee come up with a draft amendment to the Bylaw. Ken Mahony suggested that a Bylaw from the Police Chiefs Commission be used so they are the same in all communities.

10. Municipal Building Review:
Ken Mahony handed out a letter to the Board of Selectmen, dated July22, 2003, re: Space needs review; and a letter to the Board of Selectmen, dated July 22, 2003, re: Suggested Committee responsibilities in Pod structure. Ken Mahony stated he feels it is time to have a workshop on this item. He asked the Board to read the material he just passed out and to get back to him. Rich Preston agrees with Ken Mahony that it is time for a workshop. Shirley Mosczynski suggested a back to back workshop with the Finance Committee and Personnel Board. Paula Brouillette and Rich Preston both feel sooner is better; however they want to keep the workshops separate. Consensus of the Board to have the Building Review Workshop after the Selectmen’s meeting on August 5th.

11. Software Evaluation Committee:
Paula Brouillette made a motion to appoint Betty Therrien to the Software Evaluation Committee for the Accounting Software. There was discussion as to if they needed a vote of Ms Therrien who would be a citizen serving on an in-house committee. Consensus of the Board to appoint Betty Therrien to the Software Evaluation Committee for the Accounting Software. Ken Mahony will send a letter to Ms Therrien.

12. Public Works Economic Development Program (PWED) Approval:
In the agenda packet is a copy of Douglas Business park Cost Estimate, dated July 7, 2003; and a draft copy of the Douglas Business Park Proposal for Design and Construction of Roadway “Commercial Street”, submitted by the Douglas Economic Development Commission, dated July 2003. Ken Mahony reported that another $950,000 was added to the cost estimate; the list did not include poles. Mr. Mahony stated that they have received a letter of support from the Senator. He would like the grant application to go in next week and noted that it is a 100% grant. Shirley Mosczynski asked if anyone sat with Grant Writer Carla Cataldo about questions that were brought up at the Public Hearing. Ken Mahony stated that he and Bill Cundiff did today and Carla Cataldo explained these satisfactorily. There were some changes; for example “Uxbridge” was taken out of page 12. Shirley Mosczynski asked if there was any movement on the 30 acres. Ken Mahony stated that he has not heard from his contact yet. When asked about a title search, Ken Mahony reported that they are looking for a title search right now; Ed Taipale is working on it. Ron Forget made a motion to support and endorse the Public Works Economic Development Grant Application for Douglas Business Park as presented. Rich Preston seconded the motion. All – aye.

13. General Code Publishers Contract:
In the agenda packet is a letter to Janice Brown, from Ken Mahony, dated June 30, 2003, re: Codification of Douglas By-Laws; letter to the Board of Selectmen, from Ken Mahony, dated March 25, 2003, re: Codification of By-Laws; letter to Ken Mahony, from Jennifer Swavely, Account Representative for General Code Publishers, dated July 8, 2003; and Codification Proposal for the Town of Douglas, submitted by General Code Publishers, dated July 8, 2003. Ken Mahony reported that he needs authorization to sign the contract with General Code Publishers for the Codification of the General Bylaws. Ron Forget made a motion to authorize Ken Mahony to sign the contract with General Code Publishers as presented. Paula Brouillette seconded the motion. All – aye.

14. Minutes:
• April 29, 2003 – Warrant Article Workshop:
Rich Preston made a motion to approve the minutes of April 29, 2003 – Warrant Article Workshop as presented. Paula Brouillette seconded the motion. All – aye.

15. Goals and Objectives:
In the agenda is the Executive Administrators – 2003 Annual Goals as of 7/9/2003.
• 5 Year Plan: Ken Mahony asked Paula Brouillette for what she was going to give him on the 5 Year Plan. Paula Brouillette stated she did not have anything to give him.
• Road Plan: Paula Brouillette asked Ken Mahony about the FY04 Road Plan to which Mr. Mahony answered that it was being worked on now. Ken Mahony asked Edward Therrien if he had the Road Plan done yet. Edward Therrien stated that he had already given it to Ken Mahony. Shirley Mosczynski stated that she has only received the Road Plan for FY02. Ken Mahony will look into it.
• North Street Bridge: Paula Brouillette recounted a past discussion on the North Street Bridge / Side Walk issue, wondering if there was any further information. Ken Mahony stated that the bridge is sound and when it came time to put it on the Transportation Improvement Program (TIP); the State was only taking things after ’07 and they didn’t have time to put it in. Paula Brouillette stated she would like to see addressing pedestrians on the bridge in ’04. She asked the Board if her request needed to be formalized or are they in agreement. There was a consensus of the Board to have Ken Mahony look into pedestrians on the North Street Bridge and to come back to the Board in August.
• 5 Year Financial Plan: Ken Mahony reported that the 5 Year Financial Plan has been started. When asked if it will be ready for the 31st, Mr. Mahony answered ‘No’, possibly the 19th.
• 40 B’s: Rich Preston asked about 40 B’s. Ken Mahony stated the two sources for 40 B’s has dried up.
• Recurring Items: Concerning the ¼’ly updates; Paula Brouillette recommended a summary document rather then the volume of paper work being produced. She would like to see where they are against revenues and where they are against expenses; in this way she hopes to be informed about situations like expended budgets before they go to Town floor. Ron Forget disagreed stating they deal with issues when they come up. Paula Brouillette stated she does not what to micro manage, but feels they need to be informed on a ¼‘ly basis. Ken Mahony stated that Rich Mathieu needs to know what they want; what Paula Brouillette stated is not enough. Paula Brouillette stated she will sit down with Rich Mathieu. Shirley Mosczynski stated they used to get a good summary and she will look for an example.

16. Administrators Report:
In the agenda packet is a letter to the Board of Selectmen, from Ken Mahony, dated July 9, 2003, re: Requests for info form 1 July Meeting. Ken Mahony directed the Selectmen to his letter in the agenda packet. Most of the items they have already gone over.

17. Old / New Business:
• 2003 Capital Project:
Paula Brouillette asked what the status is on the 2003 Capital Projects; asking if they could get a financial update; are they done. Ken Mahony went over the different projects that $605,000 was appropriated for; the connector road needs 2 ½” of paving; the windows upstairs in the Early Learning Center are complete; at the Old Elementary School the Fire Department is needed to do additional work on the roof – he is not sure if it has been done yet; the Library needs dry wells; and the Old Fire Station has down spouts, but they are not up. Mr. Mahony reported that they are holding $40,000 until the work is complete. Paula Brouillette asked if they are ready to close out, to which Ken Mahony stated, “Yes”. He will put something together. Paula Brouillette reminded Mr. Mahony they need to clear out at Special Town Meeting.
• West Street School House: Edward Therrien asked what the status was of the West Street School House. Shirley Mosczynski stated she thought it was part of Podles private property, but she was not sure. Edward Therrien stated that he thought it belonged to the Town as long as there was a building there, he noticed there is a foundation in. Ken Mahony stated he will check with the Assessors. Shirley Mosczynski also offered to check with the Assessors.
• Podles Letter: Concerning a letter the Board received from Mr. Podles; Edward Therrien stated that Ernie Marks only cleaned out a trench; they did not touch the wall. Edward Therrien stated he will check with Mr. Marks tomorrow and report back to Ken Mahony.
• Cook Street Parking: Rich Preston asked if ‘No Parking’ signs were put up on Cook Street. Edward Therrien stated they did put signs up; he will check and report back.
• Budget Workshop: Shirley Mosczynski would like the Board to meet with the Finance Committee and the Personnel Board about the budget. She is looking at August 12th. Shirley Mosczynski asked Ken Mahony to get a chart of Personnel and what step they are on.
• Boston Post Cane: Shirley Mosczynski reported that the cane is back in the Selectmen’s Office. The oldest citizen, Ardis H. Parker, is in a nursing home. If the Board wishes, she will deliver the cane and plaque on August 6th. The Board concurred and each member signed the plaque.
• CMRPC: Shirley Mosczynski stated that she had received a letter from CMRPC asking the Selectmen to appoint a representative. Paula Brouillette stated she was appointed by the Board during the Annual Appointments. Suzanne Kane concurred.
• Members Conflict on Boards: Shirley Mosczynski asked Ken Mahony if he had gotten an opinion from Town Counsel regarding possible conflict with Board members serving on more then one Board. Ken Mahony stated that he has not received an opinion yet and had reminded him again.
• Police Negotiations: Rich Preston stated the Police Negotiations should get started. The negotiation team last time was the Administrator and two Selectmen, he being one. Ken Mahony stated he feels Chief Foley should be on the team. Rich Preston agreed, but stated he remembered Chief Foley opted out last time. Ron Forget agreed that Chief Foley should be on the team. Rich Preston again stated that last time Chief Foley opted out, but they did work with him. Ken Mahony will find out if Chief Foley is willing to be on the negotiation team and get back to the Board at the next meeting. Rich Preston and Paula Brouillette are willing to serve on the negotiation team.
• Grant Writer: Rich Preston would like Carla Cataldo to come in and talk to the Board. Ken Mahony stated that he had passed out a Biography on Carla Cataldo. Rich Preston stated he did not see it and would like a copy. Ken Mahony will ask Carla Cataldo to come in.

18. Adjournment:
Ron Forget made a motion to adjourn at 9:35 pm. Paula Brouillette seconded the motion. All – aye.



Respectfully submitted,


Suzanne Kane
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