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HomeMy WebLinkAboutmin brd of selectmen 06/13/01 Present: RECEIVED TOWt,! eLf:: S OFF ICE Board of Selectmen Minutes of 0 I JUN 2 I AM 9: 4 I June 13, 2001 HA~JSFIELD Chairman Louis P. Amoruso, Chairman; Michael W. McCue, t1e~~;S~PeHUSETTS Chairman Bradford E. Wills; and Selectmen David W. McCarter and Daniel Donovan. Town Manager John D'Agostino r The meeting was called to order at 7:10 p.m., followed by the Pledge of Allegiance to the Flag. Selectman McCarter left the meeting to attend the Middle School Band Concert at the Tweeter Center in which his daughter was playing. Town Manager John D'Agostino reviewed information prepared for the orientation of new selectmen and advised the Selectmen of the department head presentations that will take place later in the meeting. Tours of the large departments are also taking place, with r Fire, Police and DPW scheduled for this Saturday. Topics presented were: practical tips for newly elected and seasoned selectmen; leadership topics for selectmen; working as a team for community productivity and effectiveness; roles and responsibilities of the Selectmen and the Town Manager; a team oriented job description providing a definitive outline of Selectmen and the Town Manager; policy development; primary duties and qualifications of the Municipal Manager; Board ethics; and Board self-evaluation, which Chairman Amoruso said he would like to have the Board do prior to doing the Town Manager's evaluation next year. Chairman Amoruso noted the importance of listening to everyone and not "tuning out" when the same people get up repeatedly and say the same thing, as they are always worth listening to and you never know when they might present a great idea. Selectman Donovan suggested that a time limit be imposed, and people at Town Meeting should not get up repeatedly. Town Manager D'Agostino also updated the Selectmen on the newly prepared organizational chart and reviewed the content of the Policy Book. Selectman Donovan suggested adding another section to the Policy Book for the Light r-, Department. Town Manager D'Agostino noted the "Miscellaneous Policy" section of the manual is difficult to navigate and advised the Selectmen of new technology the Board of Selectmen Minutes of June 13, 2001 1 r Town is exploring for presentation at the Fall Special Town Meeting for the identification and retrieval of information by employees and the public. Shaun P. Burke, Planning Director and Advisor to the Fair Housing Committee, was present, along with members of the Fair Housing Committee, to announce the winners of their recent poster contest. Ron Webster, Chairman of the Fair Housing Committee advised the Selectmen of their annual contest for sixth graders, coordinated by Linda Swallow at the Qualters Middle School, and introduced the winners. The winning posters were displayed and Chairman Amoruso presented the winners with certificates from the Selectmen. r · Grand Prize Winner - Haylee Tallarida - $100 savings bond from North Easton Savings Bank · 1st Prize Winner - Emily O'Sullivan - Soccer Ball from Grogan-Marciano Sporting Goods and a $10 gift certificate from Bookends (accepted by Linda Swallow because Emily was participating in a band concert at the Tweeter Center) · 2nd Prize Winner - Melanie Bowdish - five video rentals from Video Mania · 3rd Prize Winner - Tyler Nelson - Soccer Ball from Grogan-Marciano Sporting Goods · Warrant No. 51 in the amount of $2,900,445.79 Motion: To approve and sign (Wills-Donovan) 4-0 with Selectman McCarter not present Passes · Minutes of June 6,2001 Motion : To approve (Donovan-Wills) 4-0 with Selectman McCarter not present Passes · Request for Transfer from Reserve Fund of $27,082.69 by Police Chief Arthur M. O'Neill due to unanticipated increases in the cost of heat, electricity and r motor fuel Board of Selectmen Minutes of June 13, 2001 2 r This is the transfer request approved last week, minus the telephone increase of $3,700 which was not approved. The form has been redone and needs only a vote to sign.. Motion: To sign the Reserve Fund Transfer request in the amount of $27,082.69 recommending approval of the transfer request to the Finance Committee (Wills-Donovan) 4-0 with Selectman McCarter not present Passes · Memorandum from Betty Amicone, DPW Office Manager, requesting Selectmen to sign the HED-077 form from MassHighway, notifying them how much the Town intends to spend in FY2001 for maintaining, constructing and policing streets and roadways. The form is necessary to complete in order to receive credit on our Cherry Sheet. Motion: To sign form HED-077 (Donovan-Wills) 4-0 with Selectman McCarter not present Passes · Letter from Conn Kavanaugh Rosenthal Peisch & Ford with 3 copies of the r Settlement Agreements and Mutual Releases to be signed relative to Suburban Middlesex Insulation Co., Inc. v. Town of Mansfield, et al. Motion: To sign (Wills-Donovan) 3-0-1 with Selectman McCarter not present and Clerk McCue abstaining Passes · Letter from a resident regarding the behavior of teenagers hanging around after school in the area of the newly remodeled playground at Memorial Park and police response to her complaint. The letter was forwarded to the Police Department and the Recreation Commission. Chairman Amoruso noted the effort which has gone into the project and noted the importance of maintaining it as a valuable resource for all our residents. · Vice Chairman Wills noted the Town Manager is working on a policy regarding loaning and/or borrowing of town equipment. The Town Manager provided each member with a copy of the policy and noted that no impropriety had taken place following investigation of a complaint received recently. The letter prepared by Clerk McCue will be sent to the complainant by the Chairman. r Board of Selectmen Minutes of June 13, 2001 3 r · Planning. Conservation. Building. Health and Recreation Richard Lewis, Conservation and Environmental Planner; Bertram M. Cook, Inspector of Buildings/Zoning Enforcement Officer; Scott Leite, Health Agent; Lorilee Fish, Park and Recreation Director; and Shaun P. Burke, Director of Planning and Development, were present to review the functions of their departments. Shaun Burke explained his primary functions are to provide technical review of plans submitted; draft zoning by-law amendments; develop subdivision regulations; and oversee and advise on scenic road permits. He also noted his role as Fair Housing Director; MCAD Coordinator; advisor to the Capital Improvements Committee. Fostering better communications between boards and departments is a primary goal of his department. r Scott Leite stated he deals with bodily functions and health issues, protecting the public from "noxious influences affecting life and health", doing inspections and permitting; environmental health; addressing nuisance issues ranging from noise to piles of manure as defined by the Commonwealth; contracting with nursing services for community health; household hazardous waste. Their goal is to help the people of Mansfield get through the miasma of regulations. Bert Cook said he issues permits, enforces zoning, and generally assists people in getting through the permitting process. The Building Department's goal is to work with people. He outlined the various staff of his department and noted their functions. Dick Lewis administers the Massachusetts Wetlands Protection Act and the Mansfield Wetland Protection By-Law; performs administrative work for the Zoning Board of Appeals; assists the Conservation Commission in the management of conservation land; works with the Commission and other town departments on acquisition projects; and works closely with other department heads in permitting projects. His department goals are to continue working with town officials, community conservation organizations, and to complete the 2001 Open Space and Recreation Plan. r Lorilee Fish provided a summer entertainment calendar with programs they run, a community calendar information listing, 2001 use of facilities form, park and recreation accomplishments since 1995, and an inventory of Town-owned property. She reminded everyone of the rededication of Memorial Park at 6:30 p.m. tomorrow and the June 2]fh Duck Race at Fulton Pond at 7:30 p.m., with the Board of Selectmen Minutes of June 13, 2001 4 r first summer movie at 9:00 p.m. on the South Common, featuring "Chicken Run" in keeping with their poultry theme of the evening. · Treasurer/Collector. Town Accountant. Assessors Office. Town Clerk Richard Boucher, Treasurer/Collector; Bea Kearney, Town Accountant; and Ed O'Neil, Assistant Assessor/Office Manager were present to discuss the roles and functions of their departments. The Town Clerk was away at a conference and unable to attend. Ed O'Neill noted they keep a record of all property in Mansfield, both real and personal, prepare excise tax bills for motor vehicles, and are in the process of revaluation at the present time. He noted upon completion of the revaluation they plan to post the information on the website. Their goal is to work with the public and send out timely tax bills. Vice Chairman Wills asked about the possibility of issuing quarterly tax bills, which was deferred to the Treasurer/Collector. Vice Chairman Wills requested a listing of Town-owned vehicles. r Bea Kearney noted she's been here for almost five years and reviewed the staffing in her department. She is responsible for keeping the accounts and records for the town and reporting on appropriations and expenses on a monthly basis. She maintains all contracts, keeps a record of Town debt, and approves the bills and prepares the warrant in accordance with the regulations of 30B. She also reviewed her reporting functions to the State and noted she coordinates the audit and works on the budget. She performs various reconciliation functions to provide accurate statements. Selectman Donovan asked about the "fixed assets" comment in the auditors report and was advised there are only three communities currently maintaining fixed assets. In FY2002 we will be required to do that and the way of reporting will change. When the auditors' management report is received, they will be scheduled to make a presentation to the Selectmen. She works closely with department heads to control expenses and keep them in line with appropriations. ,r Richard Boucher noted his functions are set by Mass General Laws-taking charge of all funds and paying town bills, and he also serves as the tax collector; processes tax bills, municipal liens; collects bills; does the bills for all town departments, including the school department; has instituted the drop-off box for bill payment; processes all refunds; administers all the town health and life insurance; files tax titles to collect overdue taxes; handles the payroll; does investments of excess funds, earning $350,000-$375,00 per year; pays police details; does betterments and liens; posts all road and construction bonds; and provides customer service by phone and at the counter. He reviewed the Board of Selectmen Minutes of June 13, 2001 5 ,--- staffing in his department. Other Town departments, with the exception of the School Department, provide in-kind services for bill payment services provided by his department. · DPW (Water. Wastewater. HiQhway. Special Projects) and EnQineering Kurt Gaffney, Water Operations Manager; Ken Hackett, Water Pollution Control Facility Manager; John Sullivan, Town Engineer; Mike Ahern, Manager of Public Buildings and Special Projects; Mark Cook, Highway Operations Manager; and Lee Azinheira, DPW Director. Mr. Azinheira noted their biggest challenge is providing the high level of service expected while staying within the budget constraints. His major goal is the implementation of a GIS system. He reviewed the functions of the water operations division, noting they are responsible for the treatment and quality of the water, as well as the maintenance and repair of the distribution system. He reviewed their day-to-day operations, projects to be completed within the next year, staffing, and long-term goals. 9:00 p.m. - Selectman McCarter returned to the meeting at this point. r Mr. Gaffney addressed questions about the amount of water main replacement that can be done with the funds appropriated and responded to questions about water pressure. He noted the correlation between the water rates and the improvement of water operations, noting we have one of the lowest rates in the area. The Wastewater Pollution Control Facility is located in the Town of Norton and serves the towns of Mansfield, Foxboro and Mansfield. Within the collection system are eight lift stations, located strategically throughout the town. The lift stations are controlled by a supervisory control and data acquisition (SCADA) system that gives us the ability to remotely monitor and control the stations. He reviewed staffing levels, daily flow, composting of sludge, and other operations and outlined their future challenges, including upgrades to the infrastructure and equipment, expansion of the wastewater treatment capacity, and the development of a comprehensive wastewater management plan covering the next fifteen to twenty years. In response to Selectmen's questions, he updated the Board on the status of the disputed Norton water bill. He also addressed" critical needs" standards and status. r The Highway Division's staffing and responsibilities were reviewed. They are responsible for the maintenance and repair of roadways, signage, sewer collection system, drainage system, parks and commons, athletic fields, Board of Selectmen Minutes of June 13, 2001 6 r cemeteries, and the majority of Town vehicles and equipment. They are also responsible for snow and ice removal on our roadways and for providing 24-hour coverage for emergencies. Major projects scheduled for completion by the end of FY 2002 were reviewed. Future challenges include the ability to continue to provide the current level of service within budget constraints; construction and installation of new above-ground fuel tanks at the Highway Garage; and a long- term challenge is the construction of a new Highway Garage. The Public Buildings/Special Projects Division staffing and responsibilities were reviewed. They are responsible for all HVAC, mechanical, plumbing, electrical, cleaning/custodial and structural components in Town Hall, the Police Station, Fire Station, Library, Highway Garage, Fisher Richardson House, and the buildings at Memorial Park and the Plymouth Street Recreation complexes. They are also responsible for the capital projects throughout town that are administered and supervised by internal staff. Projects completed in FY 2001 were reviewed, and future goals and objectives include the reduction of the number of open projects and the continuation of bringing projects in within budget at an overall savings to the Town. r John Sullivan reviewed his staffing and responsibility, including field survey and layout work, review of subdivision site plans, permitting and inspection of sewer and drainage systems. They are doing more of the design and engineering of Town projects to cut down on the expenses. They have an inflow/infiltration project on-going with the sewer system and are working on meeting the stormwater regulations. The creation of a database for the GIS program is also on-going. They are involved in the Mill Pond Dam reconstruction project; are working with the bond company on the completion of the Route 106 project; working with MassHighway on the Route 106 reconstruction, with the assistance of the design services of VHB; and working on the technical aspects of the Williams Street Bridge. He noted the department's need for increased personnel that is temporarily being met with the services of a summer intern. . Public Safety (Police. Fire and MEMA), Council on AQing and Library Police Chief Arthur M. O'Neill; MEMA Director Robert Button; Fire Chief Edward A. Sliney, Jr.; Gale Farrugia, COA Director; and Janet Campbell, Library Director. r Chief O'Neill reviewed the staffing of the Police Department. They just obtained a three-year grant from the Federal Government for a School Resource Officer starting July 1st. They have a new DARE officer; were recently given a AAA award for 5-years without a pedestrian fatality; and have just completed firearms training with their new weapons. Goals are to Board of Selectmen Minutes of June 13,2001 7 r implement the recommendations of the management study that they feel are practical and useful to them and to prepare future leaders for the Police Department. There are no retirements anticipated within the next year that he is aware of. Public Safety Dispatch consists of nine full-time and one part-time person who are fully trained in handling police, fire and medical emergencies. Gale Farrugia noted the Council on Aging has a seven member board that establishes the policies and procedures for the COA, providing services for elders and assisting them in staying in their homes longer. She outlined the various programs and services offered to the senior population and their work with various community agencies. Their most recent offering is assistance with home repairs, which has been added to the tax work-off program. They are working with GA TRA for transportation services and provide information services, advocacy, intergenerational programs, and collaboration with other community agencies. They are working with the Police Department on a grant, with other town departments on additional programs, and are continuing to expand their programs. r Chief Sliney reported they operate two stations at the present time and reviewed their staffing levels. They operate on a four-group system working 24-hour shifts and he reviewed the breakdown of personnel within the groups. They do approximately 1200 emergency medical calls per year in addition to 500 plus fire calls. He advised the Board of EMS changes coming up and detailed various programs offered-fire safety, ice rescue, how to access the emergency system. A two-story "safe" trailer has been purchased through a grant and is used to replicate a fire and teach how to escape from it. The Fire Investigation unit works in conjunction with the State Fire Marshall's office; they train all their basic EMT's. Goals are to complete the installation of the radio fire alarm boxes; complete the paramedic program and hire and/or train four additional paramedics; are looking to obtain new hires for backup services; replacement of equipment and vehicles; and the construction of a new station. They have obtained thermal energy cameras, with two in operation. Bob Button reviewed the function of the Emergency Management Agency of eighty-six volunteers spread over five divisions. He outlined providing emergency power for those requiring oxygen; assisting in snow emergencies; ground safety training for search and rescue operations; and coordination with State and Federal Agencies in obtaining funding after emergencies. Future needs include space for training, meeting, and equipment storage. He noted their direct radio link with Bridgewater and Framingham. r Board of Selectmen Minutes of June 13,2001 8 r Janet Campbell, newly appointed Library Director and 25-year employee, reviewed the various programs offered by the Library for residents of all ages. They will be doing their five-year plan as required by the State this year. They're working with the DPW to make the building more energy efficient and are working on reorganizing space. They also hired a new Children's Librarian this week and are continuing to work with AT&T Broadband to provide internet service. Town Manager D'Agostino noted his pride and pleasure in working with a staff of dedicated professionals such that he hasn't encountered in his many years of working in Town Government. Selectman McCarter and other selectmen noted throughout their time as a selectmen they have never heard a single complaint. Chairman Amoruso thanked them for the amount of work they are able to do with relatively little money, noting their dedication and pledging his support in getting them what they need to do their jobs. Clerk McCue added that as a resident and newly elected selectman he has seen only good things and thanked them for their effort. Vice Chairman Wills r noted his support for the raises proposed for them and thanked them for keeping Mansfield a great town. Selectman Donovan also thanked them and wished them continued success. Chairman Amoruso suggested the Board consider some type of regulations for the conduct of Town Meeting. The formation of the ad-hoc committee was discussed, as to the types of policies and guidelines that can be established and ways to make it more predictable and understandable. Issues discussed were an "ending" time for each session, responding to input from the surveys, and ways to make it more convenient. Town Manager D'Agostino suggested it might be worthwhile to have the Moderator in to discuss the matter further and to ascertain what rules he's using in conducting Town Meeting. Postponement of "reconsideration", and mixing the order of articles by some method were also methods suggested to keep people at Town Meeting once a quorum is reached. Selectman Donovan stated his belief that it's the same people getting up at Town Meeting all the time and attendees are tired of listening to them. In reaction to recent meetings with AT&T Broadband, Chairman Amoruso suggested appointing a committee to oversee the cable license. He noted there is a great deal of dissatisfaction about service, programming, and response and he does not believe r the Selectmen, with their many responsibilities, have the time to adequately devote to it. He also stated his belief that the cable provider's non-compliance is Board of Selectmen Minutes of June 13, 2001 9 r deserving of fines and suggested citizen review and input, in addition to the involvement of the Cable Access Board of Directors, is desirable. The summer schedule was discussed. There will be no meeting July 4th due to the holiday. Selectmen indicated they would like to attend the July 11th Downtown Business Sidewalk Event that falls on a Wednesday night. Meeting on Monday, July 9th, instead of the 11th was suggested, since the Selectmen as Light Commissioners are not scheduled to meet in July. Following discussion the summer meeting schedule was set as follows: Monday, July 9th, Wednesday: July 18th, August ¡st, August 15th and August 29th. Selectman Donovan reported receiving complaints that there are two sinkholes near the storm drains on Court Street between #14 and North Main Street. r Motion: To adjourn at 10:40 p.m. (Donovan-McCue) 5-0 Passes 4/cUJ;øL ~ Signature of Clerk :;(0 ~J ¿//t/ ~éDl Date of Approval r' Board of Selectmen Minutes of June 13,2001 10 4.