BOS - August 19, 2008

BOS - August 19, 2008

Postby Suzanne Kane » Thu Aug 14, 2008 11:59 am

Board of Selectmen
Meeting Agenda
August 19, 2008


7:00 pm

• Call to Order

1. Joint Appointment w/School Committee, Appointment – Cultural Council

• Chairman’s Announcements

• Citizen’s Forum

7:15 pm
2. 43D Special Permit Tracking Software

7:20 pm
3. Street Acceptance – Whispering Pine

7:30 pm
4. Street Acceptance – Fairway View Drive

7:40 pm
5. Street Acceptance – Hilltop

7:50 pm
6. Pole Petition Hearing – Gilboa Court # 4647988

8:00 pm
7. Class II Application – Douglas Auto Brokers

8. Library Building Plan

9. Appoint an Excavation & Trench Permitting Authority

10. Fire Dpt. Study Proposal

11. Minutes.: Oct. 16, ‘07; Oct. 30, ‘07; Nov. 6, ‘07; March 4, ‘08 Exec. Session Aug. 5, ‘08

12. Administrators Report

13. Old / New Business

14. Executive Session – Collective Bargaining

15. Adjournment
_____________________________________________________________
Future Agendas
Sept. 16th
BVCC – Update on Regional Infrastructure Mapping
TBD: Policies; Water/Sewer; EDC; Anonymous Letters

Note: Times are estimates unless denoted as a Hearing.
_____________________________________________________________
_____________________________________________________________
Board of Selectmen
Meeting Minutes
August 19, 2008
Approved September 2, 2008


• Call to Order:

Chairman Michael Hughes called the meeting to order at 7:00 pm. In attendance: John Bombara, Paula Brouillette, Mitch Cohen, Scott Medeiros, Executive Administrator Michael Guzinski, and Administrative Assistant Suzanne Kane.

Other Staff and citizens: School Superintendent Nancy Lane, School Business Mgr. Dean Iacobucci, School Committee Chair Shirley Downs, School Committee Vice Chair Michael Belleville, School Committee member Leslie Breault, School Committee member Scott Yacino, Library Trustee Chair Joseph Biagioni, Library Trustee Vice Chair Merritt “Pete” Tetreault, Library Trustee Ellie Chesebrough, Library Trustee Ramona Lachapelle, Library Trustee Cindy Grimshaw, Library Director Ann Carlsson, Fire Chief Don Gonynor, Town Engineer William Cundiff, Building Commissioner Adelle Reynolds, National Grid SR. Design Technician Roger Martinsen, National Grid Sr Design Technician Brenda Marshall, Randy Kibbe, Kevin Bliss, William Joseph, John Tedeschi, Daniel Stack, Shirley Mosczynski, Sarah McConnell, and Tribune reporter Tom Mattson.

• Chairman’s Announcements:
No announcements.

1. Joint Appointment w/School Committee, Appointment – Cultural Council:
• School Committee:
In the agenda packet is an Application for Boards/Commission from Linda Schultheiss, dated August 14, 2008, for School Committee; an Application for Boards/Commissions from Sarah McConnell, dated August 8, 2008, for School Committee, an Application for Boards/Commission from Thomas Devlin, dated August 9, 2008, for School Committee, and emailed Monday, August 18, 2008, a letter from Thomas Devlin, dated August 15, 2008, re: School Committee Vacancy. The School Committee and Nancy Lane joined the meeting. School Committee Chair Shirley Downs called her Board to order at 7:02 pm. Thomas Devlin and Linda Schultheiss were both out of state on vacation and unable to attend the meeting. The School Committee had wished to interview all candidates. Discussion ensued as to whether to proceed or not. Consensus to continue. Sarah McConnell joined the meeting and was interviewed. Discussion ensued as to each members choice and why. Mitch Cohen made a motion to appoint Thomas Devlin to the School Committee for a term until the next election. Paula Brouillette called for a “Point of Order” questioning the appointing process - the last time a vacancy was filled on the School Committee it was done by a roll call vote. Roll Call Vote: Mitch Cohen – Thomas Devlin, Paula Brouillette – Thomas Devlin, Michael Hughes – Sarah McConnell, John Bombara – Sarah McConnell, Scott Medeiros – Sarah McConnell, Leslie Breault – Sarah McConnell, Scott Yacino – Sarah McConnell, Shirley Downs – Thomas Devlin, and Michael Belleville – Thomas Devlin for a total of Sarah McConnell – 5, Thomas Devlin – 4. Sarah McConnell was appointed until the next election. The School Committee adjourned Scott Yacino made a motion at 7:33 pm to adjourn. Michael Belleville seconded the motion. All – aye. Paula Brouillette asked to go on record saying she hopes that in the future the Town operates in a non-partisan manner – getting the best job done for the Town.
• Cultural Council: In the agenda is an Application for Boards/Commissions from Leslie Breault, dated August 4, 2008, for the Cultural Council. Suzanne Kane reported that the Cultural Council was in support of this appointment. Scott Medeiros made a motion to appoint Leslie Breault to the Cultural Council for a term ending June 30, 2011. Mitch Cohen seconded the motion. All – aye.

• 43D Special Permit Tracking Software:
In the agenda is a Memo to Michael Guzinski, from Economic Development/Permit Coordinator Cathryn Welch, dated August 13, 2008, re: M.G.L. 43D Permit Tracking Software and an email to Suzanne Kane, from Cathryn Welch, dated August 13, 2008m subject: Bid S1213490 PO# Geo XH updated pricing. This item was postponed.

3. Street Acceptance – Whispering Pine:
In the agenda is an Acceptance document for the “Whispering Pines” subdivision, signed by the Conservation Commission; a letter to Michael Guzinski, from Town Council Jonathan Eichman, dated August 14, 2008, re: Town of Douglas – Whispering Pines; and plans for Whispering Pines received December 26, 2004. Scott Medeiros recused himself and left the room. William Cundiff and Randy Kibbe joined the meeting. William Cundiff confirmed that all required documents were submitted and all outstanding issues satisfied. Paula Brouillette made a motion to accept the fee interest in New Port Drive. Mitch Cohen seconded the motion. All – aye. Mitch Cohen made a motion to approve the easements associated with Whispering Pine Subdivision. Paula Brouillette seconded the motion. All – aye. Mr. Kibbe presented a title certification for the project.

4. Street Acceptance – Fairway View Drive:
In the agenda is a letter to the Board of Selectmen, from Town Council Jonathan Eichman, dated August 14, 2008, re: Town of Douglas – Fairway View Estates; and a copy of plans for Fairway View Estates subdivision. After recusing himself, Scott Medeiros remained out of the room. William Cundiff and Kevin Bliss joined the meeting. William Cundiff confirmed that all required documents were submitted and all outstanding issues satisfied. Paula Brouillette made a motion to accept the fee interest for Fairway View Drive. Mitch Cohen seconded the motion. All – aye. John Bombara made a motion to accept the drainage easements for Fairway View Estates. Mitch Cohen seconded the motion. All – aye. Mr. Bliss presented a title certification for the project.

5. Street Acceptance – Hilltop:
In the agenda is a letter to the Board of Selectmen, from Town Council, dated August 14, 2008, re: Town of Douglas – Hilltop Estates; and a copy of plans for Hilltop Estates. Handed out at the meeting is a letter to the Board of Selectmen, from Town Council Jonathan Eichman, dated August 19, 2008, re: Town of Douglas – Hilltop Estates.
After recusing himself, Scott Medeiros remained out of the room. William Cundiff, William Joseph, and John Tedeschi joined the meeting. William Cundiff confirmed that all required documents were submitted and all outstanding issues satisfied. Mitch Cohen made a motion to accept Hilltop Drive, Summit Circle, and Pinnacle Way as public ways by accepting their fee interests. John Bombara seconded the motion. All – aye. John Bombara made a motion to accept drainage easements associated with Hill Top Estates Subdivision. Mitch Cohen seconded the motion. All – aye. There was no signature page for the Board to sign – to satisfy the 120 day deadline they must be signed before September 1st. Consensus of the Board to have William Cundiff bring the signature pages to the Selectmen’s office the next day for signatures.
Scott Medeiros returned to the meeting.

• Street Acceptance Policy: (Discussed after Pole petition due to time.) Some of the information and documentation for the street acceptances were not provided until the meeting. Feeling this could lead to errors and put the Board at risk Paula Brouillette made a motion to only accept complete and full information for street acceptances information must be available 30 days prior to the Annual Town Meeting or it will not go on the warrant – deferring to the Town Engineer as to what is complete. Mitch Cohen seconded the motion. Mitch Cohen, reminding the Board that they have 120 days after Town Meeting to clean up issues, amended the motion to set the deadline to the date at the close of the Annual Town Warrant. Paula Brouillette seconded the motion. Discussion ensued – should this go through the multi step process for establishing a policy? Paula Brouillette and Mitch Cohen withdrew their motions. Paula Brouillette made a motion to instruct Michael Guzinski to prepare a policy regarding acceptance of public ways with a deadline to be determined relative to the Annual Town Warrant. Scott Medeiros seconded the motion. All – aye. Michael Guzinski will have for their next meeting.

6. Pole Petition Hearing – Gilboa Court # 4647988:
In the agenda packet is a copy of the Pole Petition for Plan # 4647988; a copy of a letter to abutters, dated July 22, 2008; a Memo to different Boards/Committees for review; Comment from Tree Warden Leon Mosczynski; an Email to Jane Alger, from Highway Clerk MaryBeth Mello, dated July 23, 2008; an email to Jane Alger, from Adelle Reynolds, dated August 13, 2008, subject: Pole Petition; a letter to the Board of Selectmen, from Police Chief Foley, dated July 25, 2008, subject: Pole Petitions; and a copy of the Pole & Wire Location – Petition Form from William Cundiff. National Grid’s Roger Martinson and Brenda Marshall joined the meeting. Michael Hughes opened the Pole Petition hearing at 7:50 pm by reading the “Petition for Joint or Identical Pole Locations”. Roger Martinson explained that this petition is for one new mid-span pole #4-50 to provide electrical service. It will be maintained within the property lines for lot 2 Gilboa Court and be the primary pole for 17 Gilboa Court. No abutters were present. Mitch Cohen made a motion at 7:55 pm to close the Pole Petition Hearing – Gilboa Court # 4647988. Scott Medeiros seconded the motion. All – aye. Scott Medeiros made a motion to approve Pole Petition # 4647988 – Gilboa Court as presented. Paula Brouillette seconded the motion. All – aye.

7. Class II Application – Douglas Auto Brokers:
In the agenda is an Application for a Class II license from Glen MacNeil d/b/a Douglas Auto Brokers, located at 169 Davis Street; an email to Glenn Gilbert, from Suzanne Kane, dated March 17, 2008, subject: Class II License; a Memo for review, from Suzanne Kane, dated August 13, 2008, re: Class II Application; and handed out prior to the meeting and attached to the minutes is a copy of the Douglas Fire Department’s Inspection Report for Douglas Auto Brokers. Daniel Stack and Adelle Reynolds joined the meeting. Suzanne Kane reported that Daniel Stack was opening a business on the property with Jean Chamberlain who also holds a Class II license on the same property. She explained they there can be two license holders as long as each business has its own entrance. She also explained that Jean Chamberlain’s license had a condition limiting 40 vehicles on the premises – Mr. Stack, Ms. Chamberlain, and Building Commissioner Adelle Reynolds would have to work out the details. Adelle Reynolds had asked Mr. Stack to provide a notarized letter from Ms. Chamberlain stating she was willing to reduce her cars allowed to 10, allowing Mr. Stack 30 cars. Mr. Stack did bring the letter in but it was not notarized. (attached to minutes). Suzanne Kane asked the Board to approve the license contingent upon receiving a notarized letter from Ms. Chamberlain. Mitch Cohen made a motion to approve the Class II License Application from Glen MacNeil d/b/a Douglas Auto Brokers located at 169 Davis Street as presented contingent upon receipt of a notarized letter from Jean Chamberlain documenting her acceptance of the conditions changes for numbers of vehicles allowed by each business. Paula Brouillette seconded the motion. All – aye.

8. Library Building Plan:
In the agenda is a letter to the Board of Selectmen, from the Library Trustees, dated June 23, 2008, handed out at the meeting is a copy of the Simon Fairfield Public Library Meeting Minutes from December 7, 2007; a copy of “Additions & Alteration to Simon Fairfield Public Library” – Cost Estimated Up-date, dated December 7, 2007, a copy of floor plans for the proposed alterations, and a copy of Circulation Statistics for Fiscal Years 2007 and 2008 (attached to minutes). Ann Carlsson and the Library Trustees joined the meeting. The Library Trustees asked to be on the agenda requesting the Board of Selectmen to place the Library Building Project on the Capital Plan and putting a priority on it. The Trustees went over the proposed alterations to the library which provides for a new entrance in the back of the building featuring a stairway and elevator, not only giving access to all floors but brings the building into ADA compliance. Other changes would include extra handicapped accessible restrooms, wider walkways between book shelves, handicapped parking, and extra parking to the back of the property. The Board directed the Library Trustees to take their plan to the Capital Improvement Committee and the Building & Facility Committee. It was also suggested that one of their members fill a vacancy on the Capital Improvement Committee. Ann Carlsson went over the circulation statistics describing how busy the library is.

9. Appoint an Excavation & Trench Permitting Authority:
In the agenda is a Memo to the Board of Selectmen, from Michael Guzinski, dated August 7, 2008, re: Excavation and Trench Safety Regulations – Appointment of Permitting Authority; a Memorandum to the Heads of Fire Departments, from the State Fire Marshal, dated April 1, 2008, subject: Excavation & Trench Safety Regulation; a letter from the Department of Public Safety – Notice of new Regulation – Excavation & Trench Safety Regulation; and a Memorandum to Municipal Clients, from Kopelman & Paige, dated July 23, 2008, re: New Excavation and Trench Safety Regulations. January 1, 2009 new regulations requiring each municipality to designate one or more permitting authorities to be responsible for the issuance of trench permits, the collection of permitting fees, and the enforcement of the trench protection requirements. Michael Guzinski recommends the Board appoint the Highway Superintendent as the permitting authority for trenches on roads and other ways, and the Building Commissioner as the permitting authority for trench sites. He will come back to the Board with a permanent fee structure. Discussion on possibly having the Town Engineer a permitting authority for trenches in subdivision. Consensus to appoint as recommended making changes later if needed. Scott Medeiros made a motion to appoint Excavation & Trench Permitting Authorities as presented by Michael Guzinski. John Bombara seconded the motion. All – aye. This is a permanent appointment.

10. Fire Dpt. Study Proposal:
In the agenda packet is a copy of the “Proposal to conduct a Fire Department Study” dated August 4, 2008, submitted by MMA Consulting Group, Inc. Fire Chief Don Gonynor joined the meeting. Chief Gonynor reported that he had used MMA for a study in 1998 when the Fire Station was built and is satisfied with the proposal. Paula Brouillette stated she would like to see Regionalization and Mutual Aid addressed in the study. Mitch Cohen made a motion to go forward with the MMA Fire Department Study as proposed. John Bombara seconded the motion. All – aye.

11. Minutes:
• October 16, 2007:
John Bombara made a motion to approve the minutes of October 16, 2007. Mitch Cohen seconded the motion. All – aye.
• October 30, 2007: Paula Brouillette made a motion to approve the minutes of October 30, 2007. Scott Medeiros seconded the motion. All – aye.
• November 6, 2007: Scott Medeiros made a motion to approve the minutes of November 6, 2007. Paula Brouillette seconded the motion. All – aye.
• March 4, 2008 Executive Session: Mitch Cohen made a motion to approve and not release the executive session minutes of March 4, 2008. John Bombara seconded the motion. All – aye.
• August 5, 2008: Mitch Cohen made a motion to accept the minutes of August 5, 2008. Scott Medeiros seconded the motion. All – aye with John Bombara abstaining.

12. Administrators Report:
• School Building Committee:
Michael Guzinski reported that the newly formed School Building Committee has met for the third time – things are moving ahead well and they are working on the RFQ.
• Capital Improvement: Michael Guzinski reported that the Capital Committee will be meeting Thursday to re-organize and meet with the Building Facility Construction Committee on the 5 year plan and get it going.

13. Old/New Business:
Old:
• Meeting with EDC:
Paula Brouillette asked when the Board would be meeting with the EDC. Knowing the Board wanted to meet with both EDC and Water/Sewer Michael Guzinski asked which is a priority. The Board feeling both are equal priorities – Michael Guzinski will schedule the committee who can meet for mid September.

New:
• E.N. Jenckes Store:
Paula Brouillette commented on all the work being done at the Jenckes store. The building looks really good and they are continuing to do work on the sky light with funds received from a grant – she feels it’s an asset to the Down Town. They are holding a Farmer’s Market on Saturdays which she feels promotes community.

14. Executive Session – Collective Bargaining:
John Bombara made a motion at 9:13 pm to go into executive session for the purpose of collective bargaining and to return to regular session for the purpose of adjournment. Mitch Cohen seconded the motion. Roll Call Vote: Mitch Cohen – aye, Paula Brouillette – aye, Michael Hughes – aye, John Bombara – aye, Scott Medeiros – aye.

John Bombara made a motion at 9:42 pm to return to regular session for the purpose of adjournment. Mitch Cohen seconded the motion. Roll Call Vote: Mitch Cohen – aye, Paula Brouillette – aye, Michael Hughes – aye, John Bombara – aye, Scott Medeiros – aye.

15. Adjournment:
Mitch Cohen made a motion at 9:42 pm to adjourn. Scott Medeiros seconded the motion. All – aye.


Respectfully submitted;

Suzanne Kane
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Suzanne Kane
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