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Home My WebLink AboutMBC Minutes 1/20/2009TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE'. ^r Meeting Minutes of January 20,2009 Members Present: William Moore, Chairman Alan Clapp, Clerk Maureen Doherty Julie Hunter Robert Bari), Secretary: Kathleen Reynolds Visitors: None Meeting commenced early at 7:25 PM in the MBC Meeting Room at Town Hall. Chairman Moore wished all a Happy New Year and acknowledged all Members were present. MEMBER APPOINTMENTS AND OFFICER ELECTIONS Member Reappointment Chairman Moore congratulated Bob Barry on his reappointment as an MBC Member, Bob's first full -term appointment. Annual Officer Elections • Alan Clapp nominated William Moore as MBC Chairman. MOTION to elect William Moore as Municipal Building Committee Chairman: A. Clapp/B. Barry, 5 -0 -0. Motion passes unanimously. Bob Barry nominated Alan Clapp for the position of MBC Clerk. MOTION to elect Alan Clapp as Municipal Building Committee Clerk: M. Doherty/J. Hunter, 5 -0 -0. Motion passes unanimously. Annual Committee Representative Appointments • Julie Hunter volunteered as representative to the CIP. MOTION to appoint Julie Hunter as Capital Improvements Program Committee Representative: M. Doherty/B. Barry, 5 -0 -0. Motion passes unanimously. Julie Hunter nominated Maureen Doherty for newly created position as representative to the Board of Selectmen to observe routine and special Board meetings. MOTION to appoint Maureen Doherty as Board of Selectmen Representative: J. Hunter /A. Clapp, 5 -0 -0. Motion passes unanimously. Julie Hunter nominated Bill Moore as Alternate BOS Representative. MOTION to appoint William Moore as Alternate Board of Selectmen Representative: M. Doherty/J. Hunter, 5 -0 -0. Motion passes unanimously. Maureen Doherty nominated Alan Clapp as representative to the School Committee. MOTION to appoint Alan Clapp as Mansfield School Committee Representative: B. Barry/M. Doherty, 5 -0 -0. Motion passes unanimously. TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of January 20, 2009 Page 2 of 4 • Bob Barry volunteered to serve as the DPW Representative for Highway Garage Improvements. The Committee decided the DPW site will remain as named rather than it being referred to as the `Municipal Campus' or `Municipal Complex' as Chairman Moore suggested. MOTION to appoint Robert Barry as Department of Public Works Representative for Highway Garage Improvements: J. Hunter /M. Doherty, 5 -0 -0. Motion passes unanimously. • Bob Barry volunteered to serve as representative to the DPW Water Treatment Plant. MOTION to appoint Robert Barry as Department of Public Works Representative for the Water Treatment Plant: A. Clapp /M. Doherty, 5 -0 -0. Motion passes unanimously. Chairman Moore thanked all Members for their past representative service and for volunteering for this year's placements. Election results for Chairman, Clerk, and CIP Representative will be announced in a memorandum to the attention of the Board of Selectmen with copies to those necessary. PROJECTS SURPLUS Regarding Chairman Moore's February 21, 2006, memorandum concerning the remaining balance in the Jordan Jackson Elementary Project account, Maureen Doherty asked why it was addressed to then - Superintendent of Schools John Moretti, Chairman Moore stated he had since realized the notification should have been sent to the Board of Selectmen. It was decided one memo regarding both the Jordan Jackson Elementary Project and the Mansfield Police Station Project will be sent to the Board of Selectmen with copies to the Chief of Police and the Superintendent of Schools. The Committee intends the outcome of this memo will be for the Board of Selectmen to sponsor an article to transfer the surplus to free cash. As Members agreed, at this time of fiscal constraint $7,000 could be well -used. GENERAL BUSINESS Meeting Minutes - Review and Approve December 2, 2008 Meeting Minutes Comments: • Julie Hunter asked if acknowledgement could be made of her son attending the meeting. No further comments were offered. MOTION to approve minutes as will be amended, made by M. Doherty and seconded by J. Hunter. Vote was 5 -0 -0. Motion passed unanimously. TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of January 20, 2009 Page 3 of 4 Maureen Doherty brought up the subject of the meeting minutes being posted on the Town website. Chairman Moore stated he is opposed to posting MBC meeting minutes on the website since it has never been done and no one has ever requested a copy; he questioned what committees and boards presently post their minutes. Maureen informed that only the Board of Selectmen currently post their meeting minutes but that the town of Sharon posted all meeting minutes when she was employed there: She liked it and it was something different, with all on the website if needed. Bill explained his reasoning in not posting is that anyone with a question about an MBC issue may attend a meeting or place a telephone call so the Chairman is given opportunity to explain what transpired rather than leave open to interpretation. Alan Clapp asked if any boards or committees post their meeting agendas. Maureen answered that some have, though Bill responded the Board of Selectmen agenda is often the only one he sees posted. Julie Hunter asked if the MBC bad ever been involved in lawsuits and if Committee notes were used and found acceptable. Bill responded the MBC had been involved in a project lawsuit but that field reports, not MBC meeting minutes, were used in the discovery process. At Bill suggesting the Town website be researched, Maureen said she had by asking the Board of Selectmen Chairman: Chairman Levine replied items may be posted as Town server room is available, unsure if there would be room for all committees and boards to post, and stating there is no Town policy regarding posting. Alan proposed following suit with other departments, not being the only one posting minutes. Being asked his opinion, Bob suggested leaving the process as is, it not being a `groundbreaking' issue. Julie recommended waiting until another department begins posting their meeting minutes before considering the MBC posting. In response, Maureen asked that her approved meeting minutes copies be electronically sent to her, so as not to waste paper. Approved October meeting minutes will be distributed at the next MBC meeting, with requested electronic copies sent timely. Invoice Approval Two W.B. Mason invoices totaling $16.95 for office supplies were presented. MOTION to approve payment of invoices made by J. Hunter and seconded by A. Clapp. Vote was 5 -0 -0. Motion passed unanimously. Office Telephone Chairman Moore informed Committee Members the MBC office telephone number has been returned to the original (508) 261 -7480. TOWN OF MANSFIELD MUNICIPAL BUILDING COMMITTEE Meeting Minutes of January 20, 2009 Page 4 of 4 Correspondence Chairman Moore relayed that Lee Azinheira, the DPW Director, was hosting an Open House the following night, Wednesday, December 21, from 5 to 7 pm. Lee also called Bill to extend a personal invitation to the MBC as guests of honor. In response to Julie's question on who is invited to this event, Bill responded the Town Manager, Board of Selectmen, Municipal Building Committee, as well as the public, are invited. Terms and Conditions Standard Boilerplate Chairman Moore stated he had been in contact with Town Counsel Robert Mangiaratti, as well as Town Manager John D'Agostino, regarding the MBC creating a standard terms and conditions boilerplate. Both are supportive of the endeavor, with Mr. D'Agostino suggesting Lee Azinheira and Mike Ahern of the DPW and Walter Parker from the Schools are contacted for input. Resulting from a discussion on creating this form, Chairman Moore stated he would send out a starting point for all to respond to him with their continents; Members' areas of expertise would be addressed for creation of terms and conditions for both professional services and contractors. Member Doherty objected to this plan as she considers it a violation of the Open Meeting Law. Based on this, it was agreed that only draft documents for review would be sent by e -mail, and all subsequent discussions and exchange of comments would occur at future meetings. Training Maureen Doherty printed for all present a copy of the Massachusetts Certified Public Purchasing Official Program, as Kathy is slated to take this training; the course participant must have one year of full -time public procurement experience. Chairman Moore decided, with the current budget constraints and the administrative secretary position not providing the experience required, approval for Kathy to take this course would not be sought. Next MBC Meeting is tentatively scheduled for February 24, 2009, at 7:30 PM at Town Hall. MOTION to adjourn was made at 9:13 PM. Respectfully submitted, Kathleen Travers Reynolds, Secretary C��_ �A/AA Alan Clapp, Clerk I Date