BOS - December 20, 2011

BOS - December 20, 2011

Postby Suzanne Kane » Fri Dec 16, 2011 10:05 am

December 20, 2011 Agenda.doc
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BOARD OF SELECTMEN
MEETING MINUTES
December 20 2011
Approved January 10, 2012


• Call to Order
Mr. Bonin called the meeting to order at 7:00 PM in the Resource Room of the Municipal Center.

ATTENDENCE:
Board: Tim Bonin (Chairman), Mike Hughes, Mitch Cohen, Hal Davis, Jeffrey LaPorte, Suzanne Kane (Administrative Assistant), Michael Guzinski (Town Administrator).
Other Staff and Citizens: Jeanne Lovett (Financial Director), Deb Young (USI), William Cundiff (Town Engineer), Adelle Reynolds (Building Commissioner), Fire Chief Vinson, Charlie Van Voorhis (Durland Van Voorhis), and John Furno (Highway Superintendent), Bob Josey (Water and Sewer Commissioner) and Bob Sullivan (W/S Superintendent), Ann Carlsson (Library Director). Ellie Chesebrough, Joe Biagioni, Barbara Van Reed and Betty Holden (Library Trustees), Art Griffin (employee).

• Chairman’s Announcements (00:10)
There were no announcements.

• Citizen’s Forum (00:14)
No citizens came forward.

1. Discuss Health Insurance/Dental Insurance – Debra Young – USI (00:19)
In the agenda is a memo from Mr. Guzinski dated 12/15/11 and related information.
Mr. Guzinski noted the proposed change in the dental insurance provider, which was recommended by the Town Insurance Advisory Committee. Ms. Deb Young, Insurance Advisor, joined the meeting. She discussed the renewal for the medical insurance. She noted that the renewal has always been March 1, however, for budgetary reasons the Town is now changing the renewal date to July 1. She discussed the process of the carriers quoting to adjust for this change. She noted low increases quoted. Some discussion held. Ms. Young discussed the process of getting quotes on the dental insurance to provide more dental dollars for the employees. Discussion held. Mr. Hughes made a motion to authorize the Town Administrator to proceed with the process of making the insurance change. Mr. Cohen seconded the motion. All – Aye.

2. Discuss Design Contract for Library Project – Town Engineer (12:50)
In the agenda is a letter from Durland Van Voorhis dated 12/12/11 and related information.
Mr. Cundiff and Mr. Van Voorhis joined the meeting. Mr. Cundiff noted that he has been working with the Building Facilities Construction Committee and the Library Trustees regarding the Library project. He discussed the process of using estimates provided to them previously as part of the bid documents and the advertisement for the project. He noted that as cost estimates are coming back the estimated cost of the project is 1.6 to 2 million dollars versus 1 million dollars that was advertised. The fees that were expected were in line for the 1 million dollar construction. He noted a letter in the packet that discusses proposals for addressing the difference in the fee versus the scope of the project. Mr. Van Voorhis discussed the options he has put forth. Much discussion held. The Contract for Designer Services for the Library project was reviewed with regard to section 7.2 Designer’s Basic Fee. Mr. Biagioni and Ms. Chesebrough joined the meeting. Further discussion held regarding the process of determining the fee. Mr. Biagioni discussed some of the changes in the project and indicated he felt that they are not significant to the increased estimate. It was indicated that the original estimate was not correct. He noted he would like to see what Mr. Van Voorhis is proposing to be brought forth. A formal meeting of the Trustees will be held this evening to vote on this and he can report back to the Board of Selectmen. Mr. Cundiff reviewed the options presented as well as the process moving forward should the Board so decide. Mr. Cohen made a motion to approve the contract amendment as presented contingent upon a consistent vote by the Library Trustees. Vote: Mr. Hughes, Mr. Cohen, and Mr. Bonin – Aye. Mr. Davis and Mr. LaPorte – No. Mr. Cohen suggested that the Old Elementary School be looked at to determine if the building is structurally sound for making into a Library as well as if it would be eligible for reimbursement from the State. Some discussion held. Mr. Cundiff indicated that current data can be examined for answers and he can report back from there.

3. Finance Policies 4th Reading – Finance Director – Treasurer/Collector (61:19)
Mr. Guzinski indicated that there have been no changes since this was last brought before the Board. Mr. Hughes made a motion to approve the Finance Policies as previously presented. Mr. Cohen seconded the motion. All – Aye.

4. Zoning History/Zoning Process – Building Commissioner (62:05)
In the agenda is a memo from Ms. Reynolds dated 11/30/11.
Ms. Reynolds joined the meeting. She noted her letter included in the packet. She discussed the process of making zoning changes as well as the timeline of past changes. Discussion held. Mr. LaPorte suggested that the changes made in 1978 be reviewed to determine if they are still applicable for the needs of today. In addition, a review of Town wide zoning be done. A discussion was held as to what could be involved with such a review. It was suggested to put this before the Planning Board for their input. Mr. Guzinski will send a letter to the Board asking them to review and report back to the Board of Selectmen.
Ms. Reynolds indicated that she would like the Board to review the fee schedule at an upcoming meeting. Due to changes at the State level, fees are being lost. Some discussion held. This will be addressed further at an upcoming meeting.

5. Evaluation of Wind Resource Data at High School Site – Town Engineer (78:42)
In the agenda is the Wind Power Feasibility Study Report.
Mr. Cundiff noted the 6-month report included in the packet for the wind meteorological study. He reviewed the process of obtaining a grant for the feasibility study. He noted that the results show wind speed at the site slightly below what would be considered optimal. However, further data is being reviewed regarding the wind speeds for the region and factors will be adjusted accordingly. He discussed the process moving forward.

6. School Building Project – Water Loop Review – Town Engineer (82:39)
In the agenda is a memo from Mr. Cundiff dated 12/16/11.
Mr. Cundiff reviewed the discussion being held regarding looping the waterline in conjunction with the school building project. He discussed some testing that has been done. The north route is preferred over the south route by the Water Department. The north route does show shallow ledge. He noted the goal to have the Highway Department do some of the work, however they are not able to excavate ledge. Therefore, the estimated cost is approximately $85,000 to have the pipe installed from the end of the school project scope to the existing pipe on Gleason Road. The southern route is about 200 feet longer some amount of ledge is anticipated, however, it is suspected that it could be avoided. The cost for the south route is $47,000 for materials and could be done in-house. He indicated as moving forward the numbers will be better refined. Mr. Cohen noted that some portion of the southern route would be a second alternate for the school building project. If the School Building Committee were financially able to accept alternate two, the cost to them would be higher if the contractor performs the service. Further discussion will have to take place prior to decision time. He noted that the School Building Committee would not be interested in moving forward with alternate two if the Town is not willing to be responsible for the remaining portion. The timeline for decisions was noted.

7. Water Management Agreement/EPA - Water/Sewer Systems Manager (90:04)
In the agenda is a memo from the Water and Sewer Board of Commissioners dated 12/15/11with related water permit information.
Mr. Josey and Mr. Sullivan joined the meeting. Mr. Sullivan noted the settlement agreement included in the packet. He discussed the process of renewing the 20 Year Water Management Act Permit. He discussed the impact to the present water usage of the new requirements associated with the new permit. Town Counsel has recommended this agreement be signed. Mr. Davis made a motion to approve the settlement agreement as presented to the Board. Mr. Cohen seconded the motion. Further discussion held. All – No. It was agreed that Economic Development should have the opportunity to review this.

8. Personnel Policies & Procedures – Change/Correction (107:35)
In the agenda are a memo from Mr. Guzinski dated 12/15/11 and a notice from the Personnel Board.
Mr. Guzinski discussed the recommended change to the Personnel Policies and Procedures that was received by the Board today. Some discussion held. Mr. Cohen made a motion to amend earlier action on approving the Personnel Policies including the change as presented. Mr. Hughes seconded the motion. All – Aye.

9. Appointment Procedure Policy 3rd Reading (111:14)
In the agenda is a Memo from Mr. Guzinski dated 12/15/11 with Board Appointments Policy.
Mr. Guzinski noted the updated appointment Procedure Policy included in the packet. He recommends adoption as written. Mr. Hughes made a motion to adopt as presented. Mr. Cohen seconded the motion. All – Aye.

10. Approve and Sign Common Victuallers Licenses (111:50)
In the agenda is a memo from Ms. Kane dated 12/14/11 and related information.
Ms. Kane discussed the Common Victuallers Licenses. She noted her memo included in the packet, which describes the licensing requirements. Some discussion held. Mr. LaPorte made a motion to approve all Common Victuallers Licenses excluding those that do not need approval and the Little Coffee Bean. Mr. Hughes seconded the motion. All – Aye.

11. Approve and Sign Class II Licenses (114:28)
In the agenda is a memo from Ms. Kane dated 12/15/11 and related information.
Ms. Kane discussed the Class II Licenses. Some discussion held. Mr. Hughes made a motion to approve the Class II Licenses with the exception of All Around Auto. Mr. LaPorte seconded the motion. All – Aye.

12. Approve and Sign Automatic Amusement Licenses (115:23)
In the agenda is a memo from Ms. Kane dated 12/15/11 and related information.
Ms. Kane discussed the Automatic Amusement Licenses. Mr. Hughes made a motion to approve the Automatic Amusement Licenses as presented. Mr. LaPorte seconded the motion. All – Aye.

13. Approve and Sign Entertainment License (115:52)
In the agenda is a memo from Ms. Kane dated 12/15/11 and related information.
Ms. Kane discussed the Entertainment License for Black Lab. Some discussion held. Mr. Hughes made a motion to approve the Entertainment License for Black Lab. Mr. LaPorte seconded the motion. All – Aye.

2. Discuss Design contract for Library Project – Town Engineer (Continued) (116:51)
Mr. Biagioni joined the meeting to report on the Trustee Meeting. He noted that the Trustees voted in favor of adopting the final contract documents and proceeding with Durland Van Voorhis. They wish to move forward as discussed by the Building Facilities Construction Committee and not go with a smaller project or a compromised one.
A short recess was taken at this time.

14. Town Website (118:30)
In the agenda is a memo from Mr. Guzinski dated 12/15/11.
Mr. Cohen gave a brief description of the present web site. He thanked Pam Chisum for input into the revised web site. He reviewed the new web site design including what is available. He discussed the next phase moving forward. Some discussion held regarding timeline for implementation.

15. Charter Cable Negotiations – Appoint Special Counsel (135:58)
In the agenda is a memo from Mr. Guzinski dated 12/15/11 and related information.
Mr. Cohen discussed the Cable Committee’s recommendation to appoint Attorney William Solomon as Special Counsel for the negotiation of a new Cable License Agreement with Charter. He explained the purpose of the Cable License Agreement. He indicated that this could cost approximate $6,000 to $15,000 and discussed methods for funding. He discussed the process moving forward. Mr. Davis made a motion to approve the recommendation of the Cable Committee to appoint Attorney Solomon as Special Counsel to expire on execution of the contract. Mr. Hughes seconded the motion. All – Aye.

16. Discuss Town Hall Hours/Service Survey (145:47)
In the agenda are memos from Mr. Guzinski dated 12/15/11 and 12/20/10.
Mr. Guzinski noted the memo included in the packet, which gives background information regarding the hours of the Municipal Center. It is his recommendation at this time to retain the present hours in the Municipal Center. Some discussion held. It was the consensus of the Board to keep the hours the same at this time. However, it was noted that this could be revisited.
Mr. Guzinski noted that as a result of the last meeting, included in the pack is information to address getting feedback from the community. He felt that if the Board would like to receive more comprehensive information, he would recommend that the Board discuss what the goals of that would be including a survey. It was the consensus of the Board that the suggestion box would work. Discussion held regarding the process. Mr. Guzinski will move forward with preparing the forms to be used. Any input can be sent to him. Discussion held regarding location including on the web site.

17. Goals (160:19)
Discussion was held regarding the goals and the process of moving forward. Members will rank top five for the next meeting.

18. Administrator’s Report (163:45)
Mr. Guzinski had nothing further to report.

19. Old/New Business (162:59)
OLD BUSINESS
Mr. Bonin suggested that a report on the progress of the School Building Committee be given at each meeting. Mr. Cohen indicated that could be done. He reported that the Committee is presently in the bidding process. Subcontractor bids are due January 6, 2012. General Contractor bids are due January 20, 2012. He suggested a joint meeting with the School Building Committee and the Board of Selectmen for authorizing the contract on January 31, 2012. Mr. Guzinski noted that the next meeting of the Board of Selectmen is January 3, 2012 he suggests eliminating that date and meeting January 10 and 31, 2012. Mr. Cohen discussed the process for opening bids.
NEW BUSINESS
Mr. Cohen noted that cable recorded the press conference with the Police Department regarding the recent drug arrest. He commended the Police Department for the professionalism exhibited. This has been the most widely watched video ever.

20. Executive Session - Consider Acquisition of Real Property
Mr. Hughes made a motion to go into Executive Session at 10:00 PM for the purpose of considering acquisition of real property and to return to regular session for the purpose of adjournment. Mr. Cohen seconded the motion. Roll Call Vote: Tim Bonin – Aye, Hal Davis – Aye, Mitch Cohen – Aye, Jeffrey LaPorte – Aye, Mike Hughes - Aye.
Mr. Cohen made a motion to come out of Executive Session for the purpose of adjournment at 10:39 PM. Mr. Davis seconded the motion. Roll Call Vote: Tim Bonin – Aye, Hal Davis – Aye, Mitch Cohen – Aye, Jeffrey LaPorte – Aye, Mike Hughes - Aye.

21. Adjournment
Mr. Cohen made a motion to adjourn the meeting at 10:39 PM. Mr. Hughes seconded the motion. All – Aye.

Respectfully submitted,


Lisa Lannon
Recording Secretary
Suzanne Kane
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