October 7, 2003
The regular meeting of the Board of Selectmen was held at 7:30 P.M. in the Sharon Town Offices with Chair Norman Katz and Selectmen Walter Joe Roach and David I. Grasfield and Town Administrator Benjamin E. Puritz.
The meeting was called to order at 7:40 P.M.
Minutes
VOTED: (Roach/Grasfield) Voted unanimously to approve the Executive Session minutes of September 30, 2003 as presented and the regular session minutes as corrected:
P. 2 Health Insurance Utilization Review
change: “new program with lower premiums, high deductibles, use of health care trust with unused funds that can roll over”
To: “new program with lower premiums, high deductibles, use of medical savings account with unused funds that can roll over
P. 3 Rattlesnake Hill State Funding
Correct Mr. Arguimbau to Ms. Arguimbau
Change: “It was stated that the State is not permitted to provide funds for no more than the appraised price.”
To: “It was stated that the State is not permitted to provide funds for more than the appraised price.”
Correct: “what are efforts are” to “what our efforts are”
P. 4 Capital Outlay Proposal - DPW
Add: Language re review of vehicles and that Selectman Grasfield asked questions as to the needs for requested vehicles and possible alternatives:
There was a discussion regarding vehicles. The following items are being requested:
1. Bucket (Tree) Truck, cost estimate: $120,000.
2. Backhoe, cost estimate: $80,000.
3. Wash Facility Equipment, cost estimate: $30,000.
Selectman Grasfield asked questions re need for replacement vehicles and possible alternatives.
In answer to the question, Mr. Hooper replied that three backhoes are necessary as there are three separate working crews. In answer to the question re alternative use of a tree service, Mr. Hooper stated that DPW needs the capacity to provide services on demand. Selectman Grasfield stated that at $120,000 (for the Tree Truck) it is worth looking into.
Water Department Capital Projects
Eric R. Hooper, Superintendent of Public Works, presented the proposed schedule of Water Department Capital Projects. The Board reviewed the Memo as prepared by Mr. Hooper and dated September 30, 2003 on this subject.
The Five-Year Plan of Capital Projects is in the process of being revised. Two new items have been included in the revised five-year plan: replacement of A/C main under Edge Hill Road and Tiot Street for maintenance reasons and construction of an iron and manganese treatment facility at Well #6. The schedule assumes that the High Pressure Service District remains under design and that the pump station location and storage tank location and size have not been finalized pending resolution of the proposed 40B development off Mountain Street. A major revision to last year’s proposed five-year plan is the final scheduling of main upgrade projects in the high pressure district waiting for the resolution of the Rattlesnake Hill development issue.
Revenue generated from the sale of water will be used to fund projects.
Capital Projects for FY05 include:
Outside source: MWRA Feasibility: $25,000
Aquaria Feasibility $25,000
Exploratory Test Well: $50,000
Radio read meter system (year 1 of 2_year program at $300,000 per year)
(On-going replacement of heads of meters - lower costs than anticipated)
A/C pipe replacement $600,000 - Edge Hill Road
(Replacement of Asbestos Cement Pipes)
Property Purchase: Maskwonicut Street - MBTA Property Close to Well #4
(Back-up site for Well) $500,000 (subject to appraisal)
Infrastructure Upgrade: Pine Street Loop $200,000 (Carry-Over from FY’04)
(Project will help with pressure problems)
System Maintenance: On-going leak detection $50,000
High Pressure Service District - no money requested for this year - designs will change according to how Rattlesnake Hill is developed.
In answer to the question by resident Alice Cheyer, Mr. Hooper explained the need for a redundant well. He related that our ability to pump is limited by permit issued by the Department of Environmental Protection (DEP) and that our capacity would be increased by an increase in population.
The Board reviewed current projects as well as tentatively identified projects for FY’06 - FY’10.
Budget Review - Elections/Registration - Marlene Chused
The Board reviewed the Preliminary FY’05 Budget for Elections/Registration in the amounts of $83,953 as a level budget and $85,094 with a 3% salary increase factored therein.
This budget is based on three elections in FY’05.
Budget Review - Sign - Ben Puritz
The Board reviewed the Preliminary FY’05 Budget for Sign in the amount of $50.00 primary, plus, and minus. The $50 is considered a place holder as this committee is inactive, and it is suggested that this function be transferred to the Planning Board as it presently has review of signs for the P.O. Square Area.
Budget Review - Animal Inspector - Ed Little
The Board reviewed the Preliminary FY’05 Budget for Animal Inspector in the amount of $3,000 primary, $ 3,090 plus, and $3,000 minus.
Mr. Little discussed the functions and duties of the Animal Inspector.
Reappointment to Norfolk County Advisory Board
VOTED: (Roach/Grasfield) Voted unanimously to reappoint Edwin S. Little to the Norfolk County Advisory Board. Appointment to expire: September 04.
Capital Outlay Review - Digital Photocopier - Ben Puritz
Ben Puritz presented a Capital Outlay Proposal for a New Photocopier for FY’06 in the amount of $20,000.
Request for Out-of-State Travel - Chief Bernstein
The Board reviewed a request for Out-of-State Travel for Officer Richard Derry to attend the armorer school located at the Sigarms Academy in Epping, in New Hampshire.
VOTED: (Roach/Grasfield) Voted unanimously to approve Out-of-State Travel for Richard Derry to travel on October 23 - 24, 2003 at a cost of $1,000.00
Request for Donation Account - Commemorative Tree Program
The Board reviewed correspondence from Linda Badoian, dated October 3, 2003. The Commemorative Tree Program deals with the planting of trees commemorating a person, place or event indicated on a plaque hanging in the Town Offices lobby. Her desire it to name the trees planted this spring at Sharon Memorial Beach Park as individual commemorative trees. At a cost of $125 donation a tree will be “named.” Ms. Badoian is requesting that a donation account be established for the 22 or so trees planted this year that are within the category of shade trees and that the proceeds from said Commemorative Tree donations be utilized for related plaque recognition and for landscaping improvements for the Memorial Beach Park at Lake Massapoag.
VOTED: (Roach/Grasfield) Voted unanimously to accept the Commemorative Tree Program and to set up Donation Account as requested in Ms. Badoian’s October 3, 2003 letter.
Appoint Capital Outlay Chair
Selectman Grasfield recommended that being that Chair Katz has expressed his eagerness to get “new blood” and that the Board of Selectmen is only allowed to consider merit, that it is his opinion that Jim Goldsmith was definitely the better qualified candidate on the merit. Selectman Roach stated that he has a different opinion and as Allen Garf has served on the Capital Outlay for the past three years, “I feel that Mr. Garf would be the best for the job.” Selectman Grasfield suggested that Mr. Garf be appointed to serve as the Selectmen’s designee on the Capital Outlay Committee. Chair Katz suggested that this appointment of a Selectmen’s designee be considered as an agenda item for at the next meeting and that they only vote tonight
on the Chair’s position.
VOTED: (Roach/Katz) Voted 2-1 (Grasfield opposed) to appoint Allen Garf as Chair of the Capital Outlay Committee for a one-year appointment.
Selectmen’s Policies
Selectman Grasfield highlighted certain sections of the Selectmen’s Policies for further discussion, to include:
Policy Number 1 III.D:
“A unanimous affirmative vote of the full Board (3_0) is necessary to adopt a policy or procedure.” – Selectman Grasfield feels that this is a little daunting.
Policy Number 1 V.A:
“ The Board is responsible for supervising the departments of the general government that are not supervised by the Finance Committee or School Committee. The Board has delegated this responsibility to the Town Administrator, and in so doing is committed to refraining from becoming involved in the day to day operation of the departments. Despite this lack of direct involvement, Selectmen should be vigorous in performing their oversight duties.” -- Selectman Grasfield stated that he does not agree with the bolded portion of the policy.
Policy Number 1 V.B.
“At the first meeting following the annual town election, the Board shall elect one of its members as chairperson for a one year term, and another of its members as clerk for a one year term.
The tradition of the Board is to select the member whose term is next due to expire as chairperson, and to select the member whose term is due to expire in two years as clerk.
Selectman Grasfield thought it was an “unfair advantage” to make the incumbent the Chair and that the Chair should be “the best person to be the Chair.”
Policy Number 1 VI. A:
“The primary duties of the Town Administrator shall be the day_to_day administration of the general government, preparation of Town budgets, supervising and evaluating the performance of department heads, preparing the Selectmen's weekly agenda and attending weekly Selectmen's meetings, supervising labor negotiations, overseeing relationships with town counsel, and personnel administrator. The Town Administrator shall also work with the Selectmen in the formulation of policy. – Selectmen Grasfield stated that he thought the Selectmen should have direct oversight over Town Counsel”.
Policy Number 1 VI. C:
“The Selectmen may choose to delegate additional duties to the Town Administrator. However, in no case shall the duties delegated to the Town Administrator be fewer than those enumerated above.”
Policy Number 1 VII. B:
“It shall be the responsibility of the Town Administrator, with the advice of the Chairman of the Board of Selectmen, to set the agenda for meetings; however, any member of the Board may place items on the agenda. In preparing the agenda, the Town Administrator shall take care to include all appointments as scheduled, any items that were continued from prior meetings, and all significant incoming correspondence.”
Selectman Grasfield stated that he had trouble getting items on the agenda.
Ben Puritz later stated that he objected to the inference that items requested to be placed on the agenda were not on the agenda. He suggested that Selectman Grasfield call or EMail him when he wants something scheduled and it will be on the agenda.
In response to a question from Ben Puritz, Grasfield cited his repeated and specific requests to have the revenue forecast and a discussion of both capital outlay historical borrowing status and borrowing policy moving forward on the agenda.
Policy Number 1 VII. B:
“The agenda shall be divided into four sections: I. Appointments; II. General Business; III. Miscellaneous Correspondence; and IV. Reports and Minutes.”
Selectman Grasfield stated that at times it would be better to schedule General Business items earlier rather than at the end or late at night.
Policy Number 1 VII. G:
“The Town Administrator shall see to it that the completed agenda and correspondence package are copied and delivered to the Selectmen's homes by police courier no later than 24 hours before a scheduled meeting.” – Selectman Grasfield stated that this was not sufficient time to digest the many pages. He suggested that the Board meet every other week and have 3-4 days to digest the information. He also questioned the policy of having the police deliver the agendas.
Ms. Alice Cheyer requested that her correspondence re Policy Number II be considered within this review re Committee Appointments. Selectmen Grasfield stated that he intended to flag this section too:
Policy Number II - II:
A. Before making any appointment, the Selectmen shall cause a notice calling for volunteers to be broadcast on cable T.V. and may request that the Sharon Advocate, Boston Globe (South) and the Patriot Ledger publish the same. The notice shall specify the name of the committee, state how to apply, include a closing date for accepting applications, and give a telephone number where information concerning the duties of the committee and the time commitment necessary may be obtained. Whenever possible, these notices shall be broadcast at least one month prior to the close date.
B. The Selectmen or Town Administrator are encouraged to recruit members for any committee position. Selectman Grasfield flagged this paragraph and stressed the issue that “everyone receive notification of openings at the same time.”
Selectmen’s Goals and Objectives
This item has been deferred until another meeting.
Early Retirement Incentive
The Board reviewed correspondence from the Norfolk County Retirement System, dated September 23, 2003 and the attachment with a list of 28 employees who responded to a survey and a benefit estimation worksheet. There would be an estimated projected increase in the Town’s retirement system appropriation of $95,685.36 for FY 05 if all 28 employees took advantage of the program.
Ben Puritz spoke about statutory timelines re this matter. He stated that the Board could limit its criteria and number of employees allowed to participate but that priority needs to be given to years of service. Selectman Roach stated that since this effected School Department employees, there would need to be a dialogue with the School Department. Selectman Grasfield reiterated his request that the conversation include whether the Town can afford to participate.
Priorities Committee
Selectman Roach discussed a vote taken to rotate the Chair of the Priorities Committee. It was stated that a Selectman will serve as Chair for this fiscal year.
Dates were discussed for the next Priorities Committee meeting. The preliminary revenue forecast will be on the agenda.
Finance Committee Budget Instructions
Selectman Grasfield noted that the Finance Committee Budget Instructions, dated September 29, 2003 were different than the Selectmen’s Instructions requesting that Departments prepare level-funded, -2.5%, and -5% budgets as compared with Ben’s Memo regarding -5%, level and +10%.
Long Range Planning Task Force
Selectman Grasfield noted correspondence from George Bailey, regarding capital planning, dated September 30, 2003 and stated that there were excellent points raised.
Correspondence from Richard Gray
In answer to questions raised by Selectman Grasfield, Mr. Puritz updated the Board with several issues raised by Mr. Gray including clean-up of brush (accomplished), problem with wiring inspector and the on-going issues with the county layout of Mountain Street.
Estates at Borderland
The Board noted a document from FXM Associates, dated July, 2003 entitled Real Estate Market Assessment and Fiscal Impact Analysis. The Board will have an opportunity to provide feedback on this project to the Board of Appeals.
Interim Town Accountant
Selectman Grasfield requested that this be discussed at the next meeting.
Request for Warrant Article - David C. Norris
Selectman Grasfield asked whether this request for prevention of nuisance noise in the morning, dated September 30, 2003 could make the Special Town Meeting Warrant. Ben Puritz stated that items that would go automatically to the Annual Town Meeting unless delay of action would be adverse to the Town. In terms of this particular matter, it is the petitioners intent that it be included on the Annual Town Meeting Warrant.
Monthly Activity Report - Department of Public Works
Selectman Grasfield noted mention of a preliminary review of “source exploration” and requested to see the results.
MMA Annual Conference
Selectmen Roach will sign up to attend the Friday conference. Chair Katz and Selectman Grasfield will check their schedules.
Executive Session
VOTED: (Roach/Grasfield) Voted unanimously to enter into Executive Session for the purpose of discussing matters of Collective Bargaining and Legal matters and, at the conclusion thereof, to adjourn for the evening.
Roach, aye; Grasfield, aye; and Katz, aye.
The Board entered into Executive Session at 9:55 P.M.
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