Selectmen’s Meeting Minutes

3/31/03

 

The Board of Selectmen met this evening at the Easton Town Offices, Selectmen’s Office with Carla Goodwin presiding.  Also in attendance were Patricia Webster, Leo Harlow, Gerard Marsan and Town Administrator Kevin Paicos.  Jeffrey Tufts was not present. (7:10pm)

 

Harlow was not present at this point of the meeting.

 

Minutes 

On Webster’s motion, seconded by Marsan, the Board voted unanimously of those present

to approve General Minutes dated 3/10/03.

On Marsan’s motion, seconded by Webster, the Board voted unanimously of those present to table Executive Session Minutes dated 2/10/03, 2/24/03 and 3/10/03.   

                                                 

Public Participation

Mike Boyle of 32 Day Street spoke on behalf of Town Administrator Kevin Paicos and his service to the Town of Easton.  He noted his involvement with the track team, Boy Scouts, NRT and other areas of the community.  Boyle spoke with regret of Paicos leaving his role of Town Administrator.  He feels the entire process was unfair and filled with animosity.   

 

Announcements/Proclamations

Marsan thanked Paicos for his years of service to the community throughout the 15 years as Town Administrator.  He reiterated his service on volunteer groups as indicated by Boyle.  Paicos served the town well and challenged the Town to service in goals.  Paicos will be remembered for his immense heart and the love of his family, the citizens, the employees, friends and the love of his country.  Marsan presented Paicos with a plaque on behalf of the Board of Selectmen.  Paicos thanked the Board and commented on how proud he is of the employees, boards and committees in the Town of Easton.  He noted the achievements received by MIIA, etc.  He spoke of the Conservation Commission, Fire, Police, DPW, Water Departments and how proud he is of everyone.  Paicos wished his successor the best and offered help in any way possible.  

 

Yard Sale Request – Order of Sons Italy in America

On Webster’s motion, seconded by Harlow, the Board voted unanimously of those present to approve the yard sale request and fee waiver for Saturday 6/22/03.

 

NRT – Request for Fee Waivers

On Webster’s motion, seconded by Marsan, the Board voted unanimously of those present to approve  the request for Building Department fee waivers relating to the folk concert/picnic to be held on 8/17/03.

               

Weekly Landfill Update

M. White and W. Southworth were present.  Webster asked for the status of the change orders.  White explained that nothing has been submitted to date. 

 

Harlow arrived at this point of the meeting (7:20pm).

 

Amendment to Scope of Work – Memorial Cairn Project (Rockery Project)

Chairman G. Galer and E. Hands were present.  Galer explained the project and the need for the contract  (see attached).  He noted that the contract will not require any additional cost to the town.  Marsan questioned changes by using money now instead of the future.  Galer explained and noted that the change  allows different prioritization of  things that would have been done later.

Webster motioned to approve the change order as drafted.  Goodwin questioned the determination by DEM of the historic project.  Galer explained.  Harlow seconded the motion.  The motion was voted unanimously.   Paicos spoke of the recent danger of losing the grant and commented on White and Galer’s work on this effort.  He specifically commended Galer for his work as the town would have been lost $100,000 of the grant money. Galer commended Hands for his work over the last six years on the project.  

 

Resignation- Deputy Warden Precinct 4

On Webster’s motion, seconded by Harlow, the Board voted unanimously to accept with regret the resignation of Robert Leonard, Deputy Warden of Precinct 4 and to send a certificate of appreciation. 

 

Appointment -Deputy Warden Precinct 4

On Webster’s motion, seconded by Harlow, the Board voted unanimously by roll-call to appoint Lorraine Anderson to the position of Deputy Warden of Precinct 4. 

Harlow- Anderson, Webster -Anderson, Goodwin- Anderson, Marsan- Anderson. .

 

Appointment of Interim Town Administrator

Goodwin explained the need to appoint an Interim Town Administrator to serve until the new administrator arrives. 

On Marsan’s motion, seconded by Webster, the Board voted unanimously to appoint M. White as Interim Town Administrator, in accordance with the Town Charter.

Paicos noted the need to settle the salary on this position.  He suggested giving White his present salary in their interim until Carlton arrives.  Marsan motioned to appoint White at the current Town Administrator salary.  Goodwin and Webster noted that this issue will be discussed in Executive Session. They further noted other issues that will need to be addressed.  Marsan suggested voting the current motion in Open Session.  Goodwin again reiterated the need to discuss things further.  There was no second to the motion. 

 

Emergency Item

Webster noted the need to discuss an item in reference to Ch. 40B and to suspend 40B. Mike McHugh of the Mansfield Board of Selectmen asked the Town of Easton to join in their efforts.

On Harlow’s motion, seconded by Webster, the Board voted 3-1 to discuss the 40B issue under emergency conditions. Marsan opposed.

Goodwin read the attached letter. She noted that the letter was sent in January, 2003. 

Paicos noted that McHugh indicated to him that the achievement of affordable housing is a vital step in helping with affordable housing throughout the state.  Paicos and McHugh believe that the task force is probably a good idea as vigorous acts will be needed by the cities and towns.  Goodwin noted that she personally talked to McHugh and he noted that Easton is the only town that has not signed on to this effort.  Paicos believes we should sign on but put the muscle on to the MMA with the support of all the cities and towns.  Webster noted that this issue has been brought up through the Bristol County Selectmen’s Association and the inability of short staffing to respond to the complexity of dealing with Ch. 40B plans.

Webster motioned to sign on to the letter and go through the proper channels.  Harlow seconded the motion.  Marsan felt that this item should be discussed on a regular agenda and not on as an emergency item.  He noted he was not against the request but disagrees with it coming on as an emergency item.  Goodwin noted that this issue has been pending since January 16th and it has become a matter of emergency in the last week.  

The Board voted unanimously on the motion.

 

FY’04 Budget Presentation

The Department Heads were present.

Paicos noted the budget information provided to the Board.  Paicos thanked the Department Heads and Boards and Committees who did an enormous amount of work in getting the budget drafted and balanced.  Paicos referred to the FY’04 Budget Executive Summary (see attached).  He noted that he now suggests using $600,000 in reserves because of the Southeastern Regional School assessment figures instead of the $500,000 that was originally recommended by the Board.  He noted that the School Superintendent is aware of the issue if the school budget increased by 2 or 3%.  The school budget may have to be reduced or the Selectmen will need to use more reserves.  He referred to the caution by Representative Rogers of using the Governor’s budget.  Paicos suggested not looking to the legislature to bail out the cities and towns and the town should be prepared to not receive any more in local aid.  He noted that in July or August we may be faced again with using too much in reserves, causing major layoffs.  He noted that he has presented a level funded budget to the Board.  He referred to the FY’04 Cherry Sheet Analysis prepared by the Town Accountant.  Paicos cautioned the Board on increasing revenue projections on new car sales this year.  Paicos referred to his memo regarding revolving account activity to date and recommendations.  He specifically spoke of the Recreation Department Revolving Accounts and the hope to bring in sufficient receipts to become self supporting.  He urged the Board not to take anything out of this fund.  The Recreation Program Director will be paid directly by the Revolving Account.  Paicos also referred to the  public safety departments.  He spoke of the proposal of the part time Police Chief.  He also commented on Chief Stone’s request not to cut overtime spending and his recommendation.  He noted that if this was a normal year, we may not have to have any station closings.  Fire Chief Tom Stone was present and noted we were closed 99 days and 75 night shifts, roughly 1/3 of this year.  Paicos urged the Board to look at Stone’s projections.  Paicos spoke of the DPW budget and the current proposal.  There are no cuts proposed except one clerical position.  Paicos also spoke of the proposal of the new Land Use Department and the transfer of the Assistant Town Administrator position to become the head of the new department and the Town Planner position will be eliminated.  He spoke of the loss of time for projects that currently took place in the Administrator’s Office.  Webster asked where the proposed lost clerical position will take place in the new Land Use Department.  Paicos explained that the employee may not have been notified so it would not be practical to discuss in open session now.  Harlow asked about the consolidation.  Paicos explained how they have been meeting with the staff and Board’s to explain the proposal.  Paicos noted that the proposal is suggested as an alternative to cutting positions and services, while consolidating.   Paicos also referred to the Police budget and noted that he eliminated the crossing guard funding in the police budget.  He will explain this in further detail. He feels that the funding of crossing guards should be shared by the school department and we need to look at how many crossing guards are really needed.   He recommends getting $10,000 can come from property liability insurance account and also $10,000 from the Board of Health can be transferred from the Restaurant Revolving Account.  This will free up $20,000 to be shifted over to the Police Dept.  Webster questioned a new part time clerical position in the police budget.  Paicos explained the loss of the full time position last year and it is not working out.  Paicos indicated that one secretary cannot service the entire Police Department.  Paicos is in support of this proposal of a new part time secretary.  Goodwin asked to discuss the Assistant Town Administrator and the Land Use Department.  Goodwin noted that our current Assistant Town Administrator happens to be an excellent Town Planner.  She noted that this can only work because she has the experience.  Paicos echoed her thoughts and noted her skill and the innovation.  Paicos referred to the Veterans’ Director and the reclassification request.  In closing, he noted it will not be a simple budget and has been difficult to get the balanced budget this year.  He again spoke of new innovations of the new Land Use Department and part time Police Chief position, and realizes that other cuts may be proposed.  He spoke of the Police Chief’s memo and the FY’04 capital budget memo (see attached).  He gave highlights of the proposed requests.  He gave recommendations of bonding money.  Paicos noted that we haven’t done any capital spending in over three years. 

Goodwin asked for guidance from the Board on how to proceed.  She referred to the next meeting.  Webster commented that we need to look with reservation on using reserves and notes the Board’s stand as of  last week.  She expressed concern with using the Governor’s budget.  She now feels even more concerned.  Webster asked the Board to carefully consider when using reserves.  She realizes that it will mean more cuts.  She appreciates Paicos efforts in putting the budget together.  We need to set priorities and see how to proceed.  She feels that we should plan for cuts as opposed to having to cut mid way fiscal year.  Webster has concerns with the part time Police Chief concept.  She noted that our country is at war and security is important to us and believes that this may not be a time not to have full time leadership in this department.  Harlow also has difficult with the concept of part time Police Chief and questioned the legality.  Paicos noted that there is nothing in statute or bylaw that specifies the amount of hours.  Paicos noted that the law requires you must have a chief but doesn’t specify the hours.  Paicos noted that the Chief is willing to stay on full time if that is what the Board desires.  He has offered this as an alternative.  If the Board doesn’t support the proposal, they will need to come up with another place to cut to make up that difference.  Marsan noted that we will have an extraordinary challenge ahead.  This budget is innovative, and it seems to take into consideration unique qualities in people we have now.  We should address the current situation but we may need to realize that it may only work with the current people we have now.  It may be a temporary situation and we will need to plan for the future.  He is interested in pursuing the new ideas but noted that we must make decisions knowing we are doing this with the current people.  He appreciates the offer of the current Police Chief.  Marsan also noted that we also have to be thinking of our other budget, more realistic with what may occur if the numbers come back worse than we are predicting.  Marsan is also appreciative of Kevin, Department Heads and all that have helped with the budget process.  Goodwin suggested that the Board consider mindfully what has been put before us.  She also noted that we need to get the School Committee to work with us to help with plan “b”.  Goodwin asked to have the Selectmen Chairman have a dialogue with School Committee and Fincom as soon as possible.  Goodwin also noted that we need to decide if we are going to go line by line or in another fashion.  Webster suggested that considering the changes, we plan to bring in all the departments to see what the needs are appropriately.  We need to understand the proposal even if it means more meetings.  Goodwin also suggested that the Department Heads be brought it when we bring up a change.  Harlow noted that the planning fees have been increased and the developers are already been complaining that they are not getting their plans looked at in a timely manner.  He questioned if this is the way to proceed now giving this information.  He also expressed concern with the Assistant Town Administrator actually taking on the  Town Planner responsibilities.  Goodwin suggested that Tufts schedule the appropriate departments together based on the proposed new ideas.  Harlow also felt that we should meet every week until town meeting.  Goodwin complimented Paicos on his extraordinary job in preparing the budget.  Fincom member Bob Hicks expressed concern with the amount of reserve funds that have been referred to.  He suggested that the Town Administrator give the current balances and a projection of what free cash may be at the end of the fiscal year.  Hicks feels that 2005 will be as difficult as 2004.    Paicos noted that the balances are in the Revenue Forecast and there may be a slight variation.  Paicos specifically noted how impossible it is to predict free cash.   Goodwin thanked the Department Heads for attending the budget presentation.

 

Town Administrator’s Notes

None

 

Press Notes

None

 

Selectmen’s Notes

Harlow asked Paicos about a drainage problem on Kenneth Road and if we have enforcement power.  Paicos noted we have the power to enforce and a fine may be issued.  He noted the typical problem if the homeowners has water on their property with nowhere to put it.  Harlow disagreed that this issue should take place.  Harlow has received complaints from the neighbors and the icing situation in the winter months.  Paicos asked Harlow to give White the address of the property.  White noted that this particular issue is currently being worked on. Chief Bates noted that they do take these issues to court and are handling them as needed.

 

On Webster’s motion, seconded by Harlow, the Board voted unanimously by roll-call to  go into Executive Session, not to return to Open Session.

Harlow yes, Webster yes, Goodwin yes, Marsan yes. (9:05pm).

 

 

Respectfully submitted:

 

Mary McCarthy

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                                                                                                APPROVED

 

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                                                                                                DATE