March 16, 2004
The regular meeting of the Board of Selectmen was held at 7:30 P.M. in the Sharon Town Offices with Chair Norman Katz (arrived at 8:10 P.M.) , Selectmen Walter Joe Roach and David I. Grasfield and Town Administrator Benjamin E. Puritz.
The meeting was called to order at 7:32 P.M.
Next Meeting
The Board will meet next Tuesday starting at 6:00 P.M. both in regular and executive session before continuing its meeting at the Open Forum to discuss Improvements to Town Meeting at 7:30 P.M., at the Community Center Ballroom, 1 Community Center Drive.
2004 Chef’s Classic - Coriander Bistro
This item has been rescheduled at the request of Jill Crawley of Coriander Bistro.
Community Preservation Act (CPA) & MAPC Update
George Bailey, MAPC Representative was here to update the Board with recent meetings concerning the Community Preservation Act. He discussed a meeting with representatives from the State Transportation Department, Environmental Affairs, Economic Affairs, and Department of Housing and Community Development re the Community Preservation Act and monies available for grants to participating communities. He stated that there is 100% matching funds available to participating communities to be used for affordable housing, open space acquisition, historic preservation, recreation and other uses. Changes in the law allow a community to adopt the Act for five years, but Town Meeting could elect a zero % tax increase or contribution for some of the years. Other items discussed included:
Town Meeting has rejected the CPA twice;
there exists a $95 million balance in the fund accumulated by a fee for recording of deeds;
all communities that have participated have received 100% matching funds and it is anticipated that 100% matching funds will continue to be available for a long time;
the CPA would add a 1-3% surcharge onto property tax bills (with an exemption of the first 100,000 valuation);
first step would be putting the CPA on the Warrant for the Annual Town Meeting and then to place on the election ballot for the next year; and,
the initial requirement for long-range planning, the compilation of a Community Development Plan, is almost completed .
Mr. Bailey encouraged the Board to again place an article for the upcoming Annual Town Meeting for the CPA. The Selectmen have requested additional data. Ben Puritz stated that the Warrant for the Annual Town Meeting will be signed in a couple of weeks.
Audit & Cash Reconciliation Update - Matt Angel
Matt Angel of Melanson & Heath, Auditors for the Town, was present to discuss the audit and Cash Reconciliation.
Mr. Angel discussed problems that existed with reconciling bank statements, and with reconciling the cash book with the general ledger. He recommended that:
the Town have a procedure in place for the handling of “bad checks” He recommended that bad checks not be carried for more than one year;
that the Town work more collaboratively with the School Department - provide them with information that is needed to track their records; and,
there be a review of all the reconciling items - and appropriate corrective follow-up..
Mr. Angel emphasized that things are getting much better. In answer to the question, Mr. Angel stated that he has been the auditor for the Town for the past three years. He stated that the first couple of years were “very difficult.” He stated that the last seven-eight months have been “very easy.” Mr. Angel stated that the Audit for the Year 02 has been signed off. Selectman Grasfield asked Mr. Angel as to why he was here this evening. Selectman Grasfield stated that he had originally wanted someone to come in and discuss the two years prior to the last seven-eight months.
Mr. Angel stated that the problems of the last couple of years have been resolved. Questions were raised about an outside accounting firm being brought in to reconcile the cash for 02. Mr. Angel stated that the Town did not need to hire an outside firm for 03. In answer to the question as to why Mr. Angel is on the agenda, Mr. Puritz stated that Mr. Angel was scheduled this evening at the request of Selectman Grasfield. In answer to questions by Selectman Grasfield, Mr. Angel reported on some minor outstanding issues for 03, and stated that “there were two years of problems and now seven-eight months of significant progress.” Selectman Grasfield thanked Mr. Angel for clarifying that.
In answer to the question by Selectman Roach, Mr. Angel stated that 90% of other communities have their audit completed before December. He anticipated that next year the Town of Sharon would have its audit completed before December and that the FY’03 Audit completion delay is primarily due to conversion to the new MUNIS financial software. Questions were asked of the new MUNIS system and the practice of keeping two cash books. Mr. Angel stated that once the MUNIS system is fully implemented, it will help with the cash reconciliation. Town Administrator Ben Puritz stated that the objective is for the Town’s audit to be above-average to excellent on a go-forward basis.
Senior Tax Exemptions - Board of Assessors
This item will be rescheduled as Mark Mazur, Assistant Assessor, canceled due to the snow storm. Selectman Grasfield stated he would like to have this rescheduled for next week or the week after. Town Administrator Ben Puritz reminded the Board that next week is a public forum scheduled at the Community Center Building and that there will not be a full Board at the meeting after that.
Chair Katz arrived.
Selectmen Grasfield stated that a decision does not require a full board and that time is of the essence.
Minutes
VOTED: (Roach/Grasfield) Voted unanimously to approve the Executive Session Minutes of March 9, 2004 within Executive Session and to approve the minutes of March 9, 2004 as corrected:
Page 2 - Under Mountain Street Repair - Menotti Giorgio
Para 2, 3rd Sentence:
Change: “Selectman Grasfield concurred that this road is a dangerous situation, but recommended dealing with other sections of the road as well as the section in front of Mr. Giorgio’s house.”
To: “Selectman Grasfield concurred that this road is a dangerous situation, and recommended the immediate repair of the section in front of Mr. Giorgio’s house as well as the other two similar spots and further recommended scheduling a public hearing.”
Para 6 re Vote:
Selectman Grasfield stated that as he wanted the vote to be conditioned upon having a public hearing, he voted “nay.”
Correct to read: VOTED: (Roach/Katz) Voted 2-1 (Grasfield opposed) to do the necessary repairs to this section of Mountain Street and that we put some type of binder on the road when weather permits.
Under Change in Beach/Boat Stickers
Page 4
Add at end of last sentence: “ ...and request rationale for the proposed increases.”
Under Sharon Teen Center Funding
Page 5 - end of last sentence:
Delete: “...and to charge a fee to its participants to reduce its costs.”
Zoning Board of Appeals
This item has been deferred. Selectman Grasfield was not on the Board when Mr. Lee Wernick was interviewed, and Selectman Grasfield requested that Mr. Wernick be scheduled for an interview prior to the Board’s voting to appoint a new member.
Contract for Water Supply Pre-screening Evaluation
The Board reviewed Memorandum from Eric R. Hooper, Superintendent of Public Works, dated March 15, 2004, responding to questions raised at the last meeting re awarding contract in the amount of $4,800 to ESS Group, to perform the Scope of Work as attached to Mr. Hooper’s Memorandum of March 5, 2004.
The Water Department solicited proposals from engineering consulting firms to perform a water supply pre-screening evaluation for four sites identified by the Water Management Advisory Committee (WMAC) and a fifth site added in the Briggs Pond/Puds Pond area. With regard to the Gobbi property, it states that, “The proposed scope does not necessarily require access to the specified property,” and, “the information could be gained by observations taken near the property in question.”
MOTION: (Roach) to award the contract to ESS Group, Sandwich, MA in the amount of $4,800.
MOTION NOT CARRIED.
Selectman Grasfield stated that he does not support this motion. He referenced a report from Weston & Sampson Engineers from 1997 indicating that the Canton Street property has been previously evaluated and that the next step for this site would be full-blown pump testing. Paul Lauenstein of the WMAC stated that, “David has a point.” Town Administrator Ben Puritz stated that it is his understanding that WMAC joined with Water Department in recommending the evaluation of all the five sites. Ben Puritz further explained the need for water quality data after review of forthcoming additional water quality data from the cemetery.
Paul Lauenstein stated that the WMAC did vote in December for the exploratory well sites and to do the pre-screening (including Canton St. site) as the cost would be very negligible. There was a discussion as to the benefit of being able to compare “site by site.” Mr. Lauenstein, stated, that on that basis, “I am not opposed.”
VOTED: (Roach/Katz) Voted 2 - 1 (Grasfield opposed) to award the contract to ESS Group, Sandwich, MA in the amount of $4,800 (authorizing Eric Hooper to sign on behalf of the Board).
Selectman Grasfield requested that Eric R. Hooper, Superintendent of Public Works be invited in to discuss funds remaining for Exploratory Well Drilling. Town Administrator Ben Puritz stated that there would be an update coming, including information from the Cemetery Water Quality Analysis. Selectman Grasfield asked why the Water Quality Analysis from 1997 was not sufficient. Mr. Puritz discussed the need to test for a larger well site than previously which will be more representative of underlying aquifer characteristics. The result from the exploratory wells are not necessarily representative of the aquifer characteristics and data will be more reliably ascertained from the cemetery irrigation system results. Selectman Grasfield requested that Mr. Hooper discuss this before the
Board.
Contract for Consumer Confidence Report Preparation
The Board reviewed Memorandum from Eric R. Hooper, Superintendent of Public Works, dated March 15, 2004, responding to questions raised at the last meeting re awarding contract to Weston & Sampson in the amount of $2,300 to prepare a Consumer Confidence Report in accordance with Federal EPA Regulation 40 CFR Parts 141 and 142. As a public water supplier the Town is required to prepare a Consumer Confidence Report (CCF) that is distributed to the residents of the Town.
Town Administrator Ben Puritz discussed the supplemental information as provided by Mr. Hooper as to what tasks need to be done for preparation of the Consumer Confidence Report. Mr. Puritz further stated that Weston & Sampson has performed this service satisfactorily in the past.
VOTED: (Roach/Katz) Voted 2 - 1 (Grasfield opposed) to award a contract to Weston & Sampson, Peabody, MA in the amount of $2,300 to prepare a Consumer Confidence Report.
Selectman Grasfield stated that he is opposed as he believes it is a printing job.
After Prom Party
The Board reviewed Letter from Debbi Coran & The Class of 2004, received March 11, 2004 requesting permission to have a toll booth in the Center of Town for fundraising for the After Prom Party. This has been an annual event.
VOTED: (Roach/Grasfield) Voted unanimously to approve the fundraising event for Saturday, May 1, 2004, with a rain date of May 15, 2004 using a “toll booth” set up at the Town Center for the benefit of the Sharon After Prom Program
Request for Limo Service
VOTED: (Roach/Grasfield) Voted unanimously to authorize the Chairman to sign on behalf of the Board a letter addressed to Massachusetts Port Authority stating that:
The Town of Sharon does not have private Limousine/Livery requirements and has no objection to Amir Roshan of 14 Fales Road, Sharon, operating within and through its boundaries.
Household Hazardous Waste Day
Selectman Roach noted correspondence from Alice Cheyer re suggestions for Hazardous Waste Day. He requested that Ms. Cheyer be invited in to discuss.
Freedom of Information Act Request - Norfolk County Commissioners
Selectman Roach noted correspondence from Richard Gray, dated March 15, 2004 with a request for information re Mountain Street. Town Administrator Ben Puritz explained that this was a copy of a letter sent by Mr. Richard Gray to the Norfolk County Commissioners and that the County is obligated to respond.
Finance Committee Seeks New Members
Selectman Grasfield noted EMail from Corey Snow, dated March 11, 2004 asking that resumes from citizens interested in joining the Finance Committee be sent to Corey Snow c/o the Board of Selectmen, Sharon Town Offices.
Meetings
Selectman Grasfield noted Meeting of WMAC this Thursday, March 18 and of the Recreation Advisory Committee on the same night.
Suggestion for Overlay District - Downtown Revitalization
Selectman Grasfield noted correspondence from the law firm of Macchi & Macchi, dated March 15, 2004 re Sharon Center Revitalization and suggested that this be scheduled as an agenda item. Town Administrator Ben Puritz thought it would more appropriately be discussed with members of the Planning Board after its review. He further stated that he has been in contact with the attorney and that it was agreed that it should be forwarded to the Planning Board for its consideration and input.
Southeastern Regional Vocational-Technical School
Selectman Grasfield noted correspondence from the Superintendent of the School, James J. Hager, dated March 11, 2004 re pending bill for determining assessments to return to a cost per pupil based assessment. Town Administrator Ben Puritz updated the Board with recent meeting with Representative Lou Kafka on the subject and proposed legislative changes. Selectman Grasfield stated that we should hear from the proponents in this matter.
Repairs to Mountain Street
Selectman Grasfield noted two letters received requesting that a public hearing be held in reference to the Board’s vote of the previous week to put a binder on a section of Mountain Street. Selectman Roach stated he does not mind having a hearing but that this issue has been talked to death. He further stated that it is within the purview of this Board the right to pave or not to pave Mountain Street, and that he has read both letters and that “there’s nothing new that I haven’t heard three times before.” Selectman Grasfield reminded the Board that they allowed multiple hearings to hear the concerns of the neighbors to a Cell Tower and that, “ having a hearing is the right thing to do.” Chair Katz stated that he is not going to sit for a
hearing as he is not in favor of paving Mountain Street.
MOTION: (Grasfield) to have a hearing on the proposed addition of a binder after the extensive repairs to the section of Mountain Street in front of Mr. Giorgio’s house.
MOTION NOT CARRIED
Executive Session
VOTED: (Roach/Grasfield) Voted unanimously to enter into Executive Session for the purpose of discussing matters of Collective Bargaining and pending litigation and to adjourn at the conclusion thereof.
Roach, aye; Grasfield, aye; and Katz, aye.
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