Selectmen’s Meeting Minutes

May 19, 2003

The Board of Selectmen met this evening at the Selectmen’s Office, 136 Elm Street with Chairman Gerard Marsan presiding. Also in attendance were Patricia Webster, Carla Goodwin, John Haederle and Interim Town Administrator Martha White. (7:00pm) Jeffrey Tufts was not present.

On Webster’s motion, seconded by Haederle, the Board voted unanimously by roll-call to go into Executive Session for purpose of discussing non-union personnel, to return to Open Session.

Webster yes, Goodwin yes, Haederle yes, Marsan yes.

Board reconvened Open Session at 7:30pm.

Announcements

Marsan read the attached prepared statement regarding Melinda Carlton’s employment with the Town of Easton.

Minutes

On Goodwin’s motion, seconded by Webster, the Board voted unanimously to approve General Minutes dated 3/31/03.

On Haederle’s motion, seconded by Webster, the Board voted 3-0-1 to approve General Minutes dated 5/12/03. Goodwin abstained.

On Goodwin’s motion, seconded by Haederle, the Board voted unanimously to approve Executive Session Minutes dated 3/31/03.

Weekly Landfill Report

White referred to the weekly memo. Goodwin questioned item #7 on the 2 month time extension. White explained that she is hopeful that the construction will be completed by July 1st and hopes to only extend the completion date one month.

Public Participation

Robert Hicks of 1 Daniel Drive asked the status of the Personnel Plan Review Committee. Webster noted she spoke with the Chairman and they are meeting this week and will be discussing the status of their report and will also consider re-activating their charge.

Meeting with Historical Commission re: Grant Matching Funds for Rockery/Memorial Cairn Project

Reconsideration of Vote on Article 12

Members Greg Galer and Ed Hands were present.

Galer spoke of the DEM grant and moving forward with applying and noted applications are due on June 27^th. This may allow the commission to complete the project. It does require a town match and it would need to be voted at town meeting. The CPA Committee has met and supports $100,000 for the grant match. The money would follow with the regulations of using the CPA money for historic projects. Galer commented that the existing project is moving forward and the contract is being reviewed. White explained that the DEM grant funds need to be expended by June 30^th or we risk losing it. The architect will has the Town sign the contract by the middle of next week. White asked if she could sign the contract on the Board’s behalf. White referred to article 12 of the ATM warrant. She referred to the proposed motion. Galer further explained the project and the current needs. Marsan noted two issues which need action: to support the article and match; authorize the Interim TA to executive the contract.

On Goodwin’s motion, seconded by Haederle, the Board voted unanimously to authorize the Interim TA to sign the contract on behalf of the board. Webster requested a copy of the contract. White agreed to provide the copy of the final version.

On Webster’s motion, seconded by Goodwin, the Board voted unanimously to include and recommend Article 12 as submitted in the packet.

Meeting With Wastewater Management Study Committee re: Project Update

Members Mary Ellen Radovanic and Howard Margulies present. Radovanic updated the Board on the status of the project. She noted the amendment approved by the Board in March 2003. The committee had hoped to have at this point a revised schedule but found that they should meet with the DEP before they move forward. The committee voted not to renew the SEA contract at this time. She referred to the problem of not gaining access to the various sites to do test sites. Haederle asked if the committee has a parcel prioritization in place. Radovanic referred to a draft report showing the review of five of the nine tasks. They have looked at sites based on soil conditions, etc. They have a short list of six sites they would like to do tests on. She explained that some people did allow access, others did not. Haederle would like a draft copy to review at this point. Radovanic noted that it is a work in progress. She will provide a copy for Haederle to review. She noted that the memo is on the web site. Haederle asked about tying into Brockton and the procedure needed to follow at looking at sites in Easton before proceeding. Margulies noted that the property owners do include ConCom and DEM. He indicated that they have been part of the problem of access. Webster asked the status of the outstanding tasks and the budget. Radovanic noted we are on budget and 50% of the actual limit spent and done. There is no way to know how long it will take to finish based on the changes of scope. She again noted the need for direction from DEP. Marsan summarized the intent to not renew the contract. Marsan spoke of the other money available. Radovanic noted the $127,000 spent. Marsan asked how we get the money back. Radovanic explained the interest free loan. She noted the contractual amount of $247,000 with SEA. She again noted that the committee voted not to extend their contract at this time. It was noted that no motion is necessary as the Board voted to extend to June 1^st and no further action is required. Goodwin commended the committee on their work and their diligence. Radovanic spoke on behalf of the Interim TA Martha White, the Water Department, Conservation Commission’s representative and the other town support that had been greatly appreciated.

Update re: Commuter Rail Extension

White referred to the attached letter from the Army Corps of Engineers. It was noted that the file can be re-filed or reactivated at any time. White noted we would be in touch with our Legislatures.

Discussion re: Electric Supply Bids

White noted the complicated issue. White referred to the memo dated 4/1/03 from the Town Administrator. She explained the process of purchasing electricity. She noted that she would be asking that the Board authorize the TA to execute contracts. She noted that we recently participated in a bid process but did not go forward because they realized that the contract would have to be signed within a few hours and the contract was not yet reviewed by Town Counsel. She explained the new request to authorize and sign on soon. She referred to the consultant’s contract and their fee/commission (Bay State Consultants). She referred to the information in the packet and the request to have her act as Chief Procurement Officer on the Board’s behalf. Webster referred to the proposal a few years ago and noted other purchases with cell towers and natural gas. She explained the process.

On Webster’s motion, seconded by Marsan, the Board voted unanimously to allow the Interim TA to accept a bid and enter into it on behalf of the Board.

Haederle questioned if we have been happy with Bay State Consultants and are we happy with the rates.

White noted she has not worked with them before but the prior TA has worked and they are regarded as experts. She spoke of the competitiveness. She explained the two-step process and the analysis done on the capacity. The second step was to allow the qualified consultants to bid for the best price. White has good faith in the process. Goodwin asked for further clarification of the role of the consultant. White further explained. Haederle asked what other communities are paying to make sure we are getting the best deal. Webster referred to the May 7^th bid and the price as indicated in the packet.

Approval of Contract for Ultraviolet Disinfection System Installation

White referred to the memos in the packet for the contract of installation of the Ultraviolet Disinfection.

Webster asked about the town meeting vote to approve and if this would be approved under that article. White noted it would be included and is part of the same process.

On Goodwin’s motion, seconded by Webster, the Board voted unanimously to approve the new contract to Nuwater, Inc of Seekonk, MA in the amount of $516,800.

Award of Contracts for DPW Supplies (SERSG bids)

On Webster’s motion, seconded by Goodwin, the Board voted unanimously to award contracts to the bidders listed below for those items for which the Town has solicited bids under the FY’04 SERSG DPW Supplies IFB. This award is conditioned upon the receipt of the appropriate documents specified in the IFB. See attached FY’04 SERSG DPW Supplies List.

ATM Warrant Discussion

Articles 6.

White indicated that the Board will probably vote to dismiss as there may not be any bills for approval. Article 8

White announced that we are waiting to hear from Capital Planning Committee.

Article 14

Marsan reviewed the minutes from the discussion last year. The Board voted to form a subcommittee and that has not occurred yet. The Finance Committee has scheduled a discussion for Wednesday evening. Marsan will discuss this item again at a later date.

Article 15

White indicated that this item is ongoing.

Article 16

White indicated that this item is ongoing

Article 18

White indicated that we are waiting to get more information.

Article 19

No representatives were present– no action taken this evening.

Article 20

White will be working on a proposed motion for town meeting. She referred to the attached recommendation of the COA. The Board discussed the projected cost if the article passed. White feels it can be absorbed within the overlay account.

Webster asked that this information be distributed as a hand-out at town meeting.

Colleen Corona of Flyaway Pond Drive asked the specific amount. White explained that the question has been asked if it can be absorbed within the overlay budget amount.

On Webster’s motion, seconded by Haederle, The board voted unanimously to recommend Article 20 in its amended form.

FY’04 Budget Discussion

White referred to the attached spreadsheets submitted by the Town Accountant. She noted that the last deficit was approximately $278,000. The deficit has been remedied in the following ways. The Board gave guidance that we base it on the Governor’s budget. The Board spoke specifically of the differences in surplus/deficits as things have changed. The new deficit is currently $412. White spoke of the balanced budget and expressed the importance of the big issue of the use of reserves. She spoke of the impact of both school and town budgets. She spoke of layoffs and diminishing services. Both school and town feel strongly that we suffer the consequences rather than dip further into reserves. We cannot anticipate the final cherry sheet. Marsan asked about the reserves presently reflected in our budget and how it compares to what was told to Moody’s. White noted it was the same number. White referred to the spreadsheets on page 4. She referred to the 53^rd payroll and the cost of approximately $100,000. She referred to the memo from the Board of Health proposing to increase fees in efforts to keep the part-time secretarial position. White suggested looking at this objectively and noted that revenues received by any department and they are not departmentally focused based on what they bring in. White regrets the loss of the position proposed. White referred to the loss of revenue in the area of septic review fees. The amount has dropped dramatically. This particular account is not bringing in the type of revenue we would have anticipated. Marsan asked if we have investigated why the fees have dropped. White will look into this issue. Webster noted that we did a review of fees one year ago and noted that we found that we are higher than most other communities. We are not able to give the services based on what we are charging. She expressed concern with the consumer and expressed caution in encouraging departments in this manner. Marsan spoke of the proposal of reorganizing departments. Marsan still feels that we can help the Board of Health if they come into the plan. We should continue to encourage the discussion and express the concerns they have with their records, etc. Webster asked how many hours per week the position is. White responded approximately 17 hours. Webster still feels that they can tap into their revolving account to help fund this position or to help with other clerical needs. Marsan reiterated that we would like to be as helpful as possible with the Board of Health and work to find a way to address the issue in the way of funding. Marsan feels that the dialogue should continue with the Board of Health. Haederle asked about another budget related question relating to the Land Use and Permitting Department and if it would be delayed because of the change in the Town Administrator. Marsan noted that he and Webster will work through some of these issues along with other issues that will be needed relating to budget. Webster asked if we have new information as requested from the Recreation Department on the position. White indicated no new information. Webster asked about the information relating to kenneling. White indicated that she may not have the time between now and town meeting to review. She referred to the analysis done 5 years ago. Webster noted that this is the first year that the Board has not looked at each budget individually. She expressed concern with looking at alternatives if we have to cut again. Marsan noted that we can look at other alternatives to further find savings and a second look if other cuts are needed. Webster and Marsan will be the subcommittee to look at this issue.

Town Administrator’s Notes

White referred to the DPW’s recent accomplishments. She referred to the open house and the recent Annual Hazardous Waste Day. White spoke of storm damages, storm drains, damage of private properties. She spoke of the street sweeping process and the catch basin cleanings. She spoke of street pavings on Prospect to Bay Road, Highland Street, the water main project on Purchase Street, and the resurfacing and line painting. Work on Elm Street is scheduled for June. She also noted the upcoming Canoe River Day.

Press Notes

None

Selectmen’s Notes

Goodwin announced the upcoming Memorial Day Parade.

On Webster’s motion, seconded by Goodwin, the Board voted unanimously to adjourn at 9:10pm.

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APPROVED

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