Selectmen’s
Meeting Minutes
6/2/03
The Board of Selectmen met this evening at the Selectmen’s Office, 136 Elm Street with Chairman Gerard Marsan presiding. Also in attendance were Jeffrey Tufts, Carla Goodwin, John Haederle and Interim Town Administrator Martha White. (7:15pm) Patricia Webster was not present.
Announcements
Marsan commented on behalf of the Board on the Town Administrator position. He referred to the comment and speculation on the procedure to be taken in moving forward for a new TA. Marsan feels that the Board should adopt a measured and delivered process. He noted that we have an experienced TA filling the position currently and it has been somewhat of a luxury to have White serving in this capacity because of her experience. He acknowledged that the budget that has been submitted was White’s budget and the Board understood and agreed that White would appropriately be submitting the budget to town meeting. The new TA would not have had appropriate time to move forward with the budget process . As Chair, Marsan noted his job is to guide and require a course to move forward and access the priorities with the Board. He feels that the search process must take second place to the financial team and other issues to put forward a budget for town meeting. The Board has been focusing on the most important duty in keeping the priorities straight. He noted that we will continue moving forward in presenting articles and the budget to town meeting. At the same time, all board members are seeking input on what the process should be in going forward with hiring a new TA. This time gives us opportunity to seek ideas in that area of moving forward. Marsan is comfortable with how the Board is handling the situation and again noted it gives us time with White in place to see what the process should be in moving forward. He noted the process is deliberative and we are moving forward at a pace that will allow us to move forward after town meeting.
Public Participation
None
Minutes
On Goodwin’s motion, seconded by Haederle, the Board voted unanimously to approve General Minutes dated 4/14/03 as amended.
Temple Chayai Shalom Yard Sale Request
On Tufts’ motion, seconded by Haederle, the Board voted unanimously to approve the yard sale request for 6/8/03 and the fee waiver.
Weekly Landfill Report
Chairman Henry Mehler was present. White referred to the report and noted some lingering odor issues. Progress has been going well. Weekend activity will be taking place over the next few weekends. Goodwin questioned and asked for clarification of some of the expenses. White explained. Goodwin explained that the unused bond funds will be used and invoices will be directed to the DPW. Mehler commented on some of the expenses and referred to the change orders. He is unclear if bonding is necessary. White indicated that some are one-time expenditures. Mehler noted that more change orders will be necessary. The board acknowledged that there may be more as we move forward with the closure.
Meeting with Board of Health re: Budget
Chairman Robert Kane, Member Gil Heino and Director Wade Saucier were present. White referred to the attached memo proposing an increase in fees for dumpster permits with the hope of maintaining the part time clerical staff. White referred to the food service revolving account and noted 37% of the part-time secretary’s work is dealing with food service. Since the last Board meeting, the Board of Health has come up with other revenue generating ideas. After much discussion with the Chairman and the Director, White applauded the Board of Health and their efforts to generate additional revenues. A memo was distributed to the Board regarding this issue. Saucier explained the new ideas. Dumpster increase, not returning fees for soil classification and percolation, increasing new construction septic permit fees and charging fees for public hearings were suggested as revenue generating ideas. Tufts asked what the Board of Health has been bringing in revenue per year. Saucier noted that the revenues have been regressing and the reasons for that was that the Board of Health previously voted to decrease funds for repair to the homeowners and we have been returned funds that have not been used. Tufts asked specifically about dumpster, food service revenues, etc. Saucier was not sure specifically of those revenues. Tufts asked what the relationship between the total revenue and the total expense would be. Tufts expressed concern with Board of Health offering services that should not be considered optional and we should be providing some level of service. Haederle asked for clarification of the fees. Saucier explained. Kane also expressed the importance of the services that the Board of Health must provide. Goodwin applauded the Board of Health and their ideas on increasing revenues and trying to keep the employee. Goodwin expressed concern with the increase in septic fees. The inspection and variance fees would be taxing the citizens double. Goodwin suggested that we reduce the hours of the employee and work throughout the year on the numbers and look at the numbers as to what is reasonable. The fees should be proportionate to what the Board of Health can offer and also not being to prohibitive to the citizens, especially relating to septic problems. Kane also agreed that he doesn’t agree with the fee for variances. Kane noted that the Board of Health really hasn’t discussed this issue. He noted no resistance from the builders when building a new home. Goodwin reiterated that we should reduce and continue to look at ways to increase where we can reasonable. Marsan noted that the real issue is how to respond as a group when we have inadequate revenues to pay for the needs of the Board of Health. Marsan noted the Land Use and Permitting Department proposal and the resources being shared by one department to another. Marsan also hopes to move forward with the reorganization of the Land Use and Department and the sharing of information with at least minimal cross training with phone coverage. Marsan would be in favor with a method of money being left in the budget even if we have lesser hours and continue to find ways to bring the Board of Health into the fold while protecting the privacy issues that the Board of Health discussed at one of the recent meetings. Fees should be looked at more often to see if they adequately cover the demands that need to be met. Kane noted that the reduced hours will be difficult and the part-time person covering the position is already trained on the job. Saucier noted that the full time clerical will need to take over some of the time that the part time has lost and he will be out on the field less to cover office functions impacted by the reduction of the position. Saucier reiterated that the builders are willing to pay the extra fees. Marsan asked the Board to address the issues raised by the Board. Marsan suggested we work with the Board of Health regarding the issues and talk about sharing of job functions with other employees. Saucier noted we are looking for $13,000 to keep her employed and they have offered funds to cover. He spoke of her longevity and the office pool may not be able to cover the tasks.
Colleen Corona of 19 Flyaway Pond Drive asked if the Board of Health has done a survey of fees. Saucier noted that some communities are higher and some are lower. White sympathized with the Board of Health and the Director. She noted that the part time inspector position will be funded for next fiscal year. White suggested that the Board of Health may vote to raise the fees but the reality is that the funds may not go to the Board of Health as other departments may need the funds more. She spoke of the DPW and the lack of funding for staff. May of the departments have been feeling the difficulty over the past few years. Marsan noted that White has proposed the elimination of the position and the discussion has taken place this evening and the Board supports the actions that White has taken. He further noted that the Board is supportive of the Board of Health but the Selectmen are not satisfied with the fee response and without the fees being tied to a regular process. Marsan again asked for a collective response to open the situation to work with other departments in job sharing. Kane argued that the fees, if raised, should be going to the Board of Health fund. He suggested that the fees are user fees for services provided by the Board of Health. Kane again noted that it will be a real mistake to lose this employee and the town needs the stability right now. Kane suggested no changes for one year and see what happens. Tufts suggested the middle of the road goal of reduced hours and would like to see analysis on budget vs. fees. Bob Hicks suggested that the user fee should be based on having the services. In closing, Marsan noted that the Board of Selectmen is supporting the budget as presented with hopes of including them in the Land Use and Permitting Department at some point.
Discussion re: Process to be Adopted in Reviewing Current
Personnel Plans and
Contracts
Personnel Plan Review Committee Chairman Jeff Morse and member Caroline Carpentier were present.
Marsan summarized the Board’s intention at this time to decide how to move forward in reviewing the charge originally given to the committee. It was noticed that given the time given to the committee, only the non-union bylaw was reviewed. It was noted that a Personnel Director is recommended. Marsan asked what the process should be moving forward and whether a subcommittee should be formed from here. Haederle commended the committee on the report. Haederle referred to the original charge and reiterated that only the non-union bylaw was reviewed. Haederle feels that until both the union and non-union employee benefits are reviewed, we should not do anything to the 30 or 40 employees affected by the report. Haederle asked if the Committee would be interested in revisiting the issue. Goodwin referred to the 9/23/02 minutes and the goal of having the employees at a 75 percentile in pay. The Board recognized at that time that the non-union should not be the only ones to be affected by that percentage. Goodwin spoke of a wage classification study for the union areas. Goodwin asked if they would consider to be recharged to look at the unions, etc. Goodwin noted that we want to move forward to the next step. Morse will check with the committee and get back to the Board. He noted the time spent during the 14 weeks and the fact that reviewing the union contracts will be a lot of work. Tufts noted the difficulty in making a change in only one area (non union). Morse suggested that in private sector, the benefits and wages are negotiated separately. Morse feels that we need to immediately deal with the merit issue with the non-union. He referred to the Town of Sharon wage study done a few years ago. He also referred to the longevity. Carpentier noted that in the other communities where there is merit, there are also unions, and the unions are dealt with separately. Hicks commended the committee on their report. He encouraged them to continue in some capacity as they are very capable. Hicks also referred to vacation buy back and the fact that it was negotiated out of all union contracts. Marsan suggested that Webster could not be here this evening but would like to discuss this issue. Marsan suggested the following issues to be addresses: the willingness of the Morse to contact the committee to see if they are willing to complete the entire charge; the Selectmen can appoint its own subcommittee to address the broader issue and bring suggestions back to the entire board; recharge the committee if they are willing.
Goodwin further noted that the committee did a great job and felt that the provided information in the area that was immediately needed noting that the non-union are paid at the 90% range. Goodwin also suggested that the Board recharge the committee and have a subcommittee of two board members work with the committee. The goal would be for it not to die. She noted the need in the future for the Selectmen to acknowledge the work in a timely fashion and move forward.
Carpentier felt that a more permanent personnel board should be involved in looking at this issue as it will be a long and ongoing task. The Selectmen should consider a more fixed body as another option. Ideally it should be a director but she acknowledged that with the current budget, it may not be possible. Tufts spoke in favor of a personnel director and a committee if it is done correctly. White offered to look into the formation of a personnel board. Carpentier spoke of the Town of Hingham and offered information from their Board to White. A personnel board can be used as a resource as it may have people on it who are personnel directors and attorneys. Marsan will discuss with the board over the next few days on the interest in serving on the subcommittee. The Board can discuss a permanent board option and the possibility of a part time director at some point. Morse noted that the committee supports dismissal of both town meeting articles but stresses the need for a time line. Morse further indicated that the committee was disappointed with the time frame that the Selectmen took in addressing the issue. Haederle suggested setting a distinct time frame in dealing with the recommendations. Hicks encouraged the committee and the Selectmen to move forward as he feels that the current process is costing us a lot of money.
Gift of Land to Selectmen (Lot A. Tanglewood)
Goodwin recused herself and did not participate in discussion or vote. White explained the conveyance.
On Tufts’ motion, seconded by Haederle, the Board voted unanimously of those able to vote, to hereby accept a gift of land from Muhammad Itani, Trustee of Stonebridge Land Development Trust to the Town of Easton as authorized by Article 17 of the Special Town Meeting on February 4, 2002.
Goodwin did not participate in discussion or vote.
Gift of Land to Conservation Commission (Mill Street)
White explained the gift of land.
On Tufts’ motion, seconded by Haederle, the Board voted unanimously to accept a gift of land to the Conservation Commission (Lot 2 on plan entitled “Plan of Land, Theresa Pacella, 80 Mill Street, Easton, MA’ dated July 16, 2002 and recorded in the Bristol County Registry of Deeds Plan Book 407, Page 45).
On Tufts’ motion, seconded by Goodwin, the Board voted unanimously to accept two bids as follows, with the Chair authorized to execute any contract for SERSG bids:
Staples Business Advantage for office supplies (FY’04, 05) and W.B. Mason for paper supplies(FY’04).
ATM Warrant Review
Article 19 - Kevin Paicos was present representing Article 19. He noted the article would supplement activated employees salaries while they are serving the country.
On Goodwin’s motion, seconded by Haederle, the Board voted unanimously to recommend approval and concept pending an actual dollar number prior to town meeting vote.
Article 8 – The Municipal Building Committee could not be present this evening. White explained the intention of the article. Tufts explained some of the needs.
Tufts’ motioned to approve Article 8. Haederle seconded the motion. Goodwin noted that we should need to clarify the funding sources. Marsan noted that there are funds in the DPW to support this article (from previous projects) if approved at town meeting. The Board voted unanimously on the motion.
Article 14 – On Marsan’s motion, seconded by Goodwin, the Board voted unanimously to support the article. It was suggested that the Board meet with different boards prior to making any changes in the future if necessary.
Article 15 – Marsan
motioned to approve Article 15. Haederle seconded the motion which was not
voted at this time.
Article 16 - White noted that no capital budget has been submitted at this point. White hopes to have something in the Board’s packet for this Friday. Marsan asked that White update the Board on Wednesday with any new information. Tufts spoke of other capital recommendations submitted previously. Goodwin noted the lack of a report this close to town meeting. The Capital Planning Committee will be asked to come to the next meeting to discuss their recommendations.
Article 18 – On Tufts’ motion, seconded by Haederle, the Board voted unanimously to recommend.
Article 6 – no action taken.
White updated the Board on the budget. White spoke of the School/Selectmen subcommittee and their efforts of building consensus on the level funded budget. White referred to the budget spreadsheet. The unclassified is presented differently now and has been split out into different areas, per the request of the Finance Committee. White updated the board on the proposed Land Use and Permitting Department. She proposes to create the department through budget but no physical/structural changes will take place while White is still serving as Interim TA. Goodwin commented on the spreadsheet and the excellent job. Goodwin noted that the school does not see their budget level funded, but more as a level service budget.
Article 15 – On Tufts’ motion, seconded by Goodwin, the Board voted unanimously to approve the article and FY’04 budget as presented.
Town Administrator’s Notes
White recently advised the Selectmen on vacancies in the Water Division and the filling of the positions. White will go forward with filling both vacancies. There are a few other vacancies in the DPW due to worker’s comp injuries and suggested we hire temporary personnel to fill these vacancies. We need to fill any vacancies to keep the staffing at the current compliment. White also noted that the former Lincoln Street School, School House Apartments, owned by Doug King won the Mass 2003 Historical Preservation Award.
Press Notes
None
Selectmen’s Notes
None
On Tufts’ motion, seconded by Haederle, the Board voted unanimously to adjourn at 9:45pm.
Respectfully submitted,
Mary McCarthy
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APPROVED
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