November 22, 2005
The regular meeting of the Board of Selectmen was held at 7:30 P.M. in the Sharon Town Offices with Chair David I. Grasfield, Selectmen William A. Heitin and Walter Joe Roach and Benjamin E. Puritz, Town Administrator.
The meeting was called to order at 7:35 P.M.
Notes from the Chair
Chair Grasfield gave a special welcome to visiting Cub Scout Pack 54. He thanked all those that attended Town Meeting, and the Rotary Club for its 31st Thanksgiving Dinner for seniors.
American Legion - Approve Change to Liquor License
The Board opened a duly advertised hearing under Chapter 238 of the General Laws, for a change to the liquor license for the American Legion at 727 South Main Street. James Testa and Robert Fifield, Liquor License Manager, were present on behalf of the American Legion.
The Board discussed an alteration of the licensed premises that would allow for outdoor service of alcoholic beverages in the back yard of the American Legion Building.
VOTED: (Heitin/Roach) Voted unanimously to allow the alteration of the licensed premises as requested and to forward to the ABCC for its approval.
Martin Luther Day Celebration Committee Request - Chuck Walker
Mr. Walker was present to request that the Board vote to cover all the events by the Martin Luther Day Celebration Committee as town-sponsored events so that they would come under the Town’s liability insurance coverage.
VOTED: (Heitin/Roach) Voted unanimously to declare all of the programs of the Martin Luther Day Celebration Committee, whether part of the celebration week itself each year, or any fundraising or awareness raising events that they may sponsor during the year, as Town of Sharon sponsored events, subject to review by general counsel.
Budget Review - Board of Selectmen - Ben Puritz
The Board reviewed the preliminary 07 Budget for the Board of Selectmen in the amounts of $246,755.00 (level); $253,448.00, plus; and $246,755.00 minus. Items discussed included:
staffing levels in the Selectmen’s Office;
re-establish Assistant Town Administrator , in the amount of $65,000, with following core responsibilities:
1. Budget Analyst
2. Human Resources
3. Procurement
4. Grants Development and Management
increase part-time secretary from 25 - 30 hours for supportive role;
grants could offset salary;
look at comparable communities re grant writers/success of grants; and,
the cost of outside human resource consultant from MMA.
Budget Review - Historical Commission - Ben Puritz
The Board reviewed the preliminary 07 Budget for the Historical Commission in the amounts of $650.00 (level); $715.00, plus; and $617.00 minus.
Budget Review - Department of Public Works - Eric Hooper, Superintendent of Public Works
The Board reviewed the preliminary 07 Budget for the Department of Public Works in the amounts of $2,084,415 (level); $1,968,721, minus; and $2,294,330, plus. Items discussed included:
60% increase in utilities;
gasoline & diesel 30% increase;
salaries & wages = 71% of budget;
conservation efforts in place;
plus budget brings staff back to 03 level;
Town Engineer and part-time custodial positions remain unfunded in all scenarios;
staff reductions in level/minus budgets;
DPW positions that are partly charged to Water Department budget;
numbers do not reflect proposed salary adjustments;
70% of Overtime for Snow & Ice; and
certain salaries charged to revolving funds.
Budget Review - Water Department - Eric Hooper, Superintendent of Public Works
The Board reviewed the preliminary 07 Budget for the Water Department in the amounts of $2,255,140 as projected. This budget is in the fixed and uncontrollable category. Items discussed included:
more flexibility to absorb hits;
five-year master plan;
water replacement plan;
water main replacement - deferred maintenance;
continue with well testing, permitting and exploration;
water mains moved to side roads in center of town;
amount of debt for purchase of Rattlesnake Hill;
successful projects with coordinated efforts of DPW and Water Department employees ; and,
Chair Grasfield’s discussion re President of Sharon Memorial Park/ sharing of pumping data.
Budget Review - Street Lighting - Eric Hooper, Superintendent of Public Works
The Board reviewed the preliminary 07 Budget for Street Lighting in the amounts of $216,935.00
as projected. This budget is in the fixed and uncontrollable category. Items discussed included:
differences in new street lights - less bright;
distribution fees to NSTAR; and,
decreasing debt service.
DPW Services - Bid by SERSG
The Board reviewed the bid and contract award sheet as prepared by Lara Thomas, Regional Administrator, dated November 2, 2005 for DPW Services with Eric Hooper, Superintendent of Public Works.
VOTED: (Heitin/Roach) Voted unanimously to award contracts to the bidders as listed under the SERSG DPW Services IFB for a twelve-month period commencing 1/1/06 and to sign the contract award sheet as attached to the Memo from Lara Thomas, Regional Administrator, dated November 2, 2005 for DPW Services.
Cedrone Covenant Signing
The Board discussed Memo from Peter O’Cain, Assistant Town Engineer, dated November 11, 2005 with Eric Hooper, Superintendent of Public Works. The Storm Water Discharges Generated by Construction Activity By-Law requires that the applicant, Peter Cedrone, provide the Town with a covenant that will be registered at the Norfolk County Registry of Deeds.
VOTED: (Heitin/Roach) Voted unanimously to sign the Covenant as required for completion of a Storm Water Permit application re 77 Bullard Street.
Appointment to Historical Commission
VOTED: (Heitin/Roach) Voted unanimously to appoint Stephen S. Lesperance as an Alternate Member of the Historical Commission. Appointment to expire: September 2008.
Appointment to Wilber School Revitalization Committee
VOTED: (Heitin/Roach) Voted unanimously to appoint Stephen S. Lesperance as a member of the Wilber School Revitalization Committee
Approve Minutes
VOTED: (Heitin/Roach) Voted unanimously to approve:
Minutes of October 6, 2005 including Executive Session;
Minutes of October 11, 2005 including Executive Session;
Minutes of October 18, 2005;
Minutes of October 25,2005 including Executive Session;
Minutes of October 28, 2005 including Executive Session; and,
Minutes of November 1, 2005 (Open Session Only).
And to Hold:
Executive Session Minutes of November 1, 2005;
Minutes of November 8, including Executive Session (Grasfield missing); and,
Open Session Minutes of November 15.
Ballot Question and Special Town Election
The Board discussed the language to be placed on the Ballot of a Special Town Election for a debt exclusion question re the renovations to the Community Center Building.
VOTED: (Heitin/Roach) Voted unanimously to call for a Special Town Election to be held on January 31, 2006, and to place on the ballot the following:
Shall the Town of Sharon be allowed to exempt from the provisions of proposition two and one half, so called, the amounts required to pay for the bond issued for remodeling, construction, reconstruction, and extraordinary repairs to the Community Center for uses, including without limitation, as a Senior Center and for purchase of departmental equipment for the Community Center.
YES _____________ NO ____________
Action Items
The Board reviewed its list of Action Items as follows:
The Board discussed the appointment of the Board’s representative to serve on the Wilber Redevelopment Committee and reviewed the next few week’s agenda items.
Review of Selectmen’s Policies
The Board reviewed the following:
Policy Number 1 VII. G:
Chair Grasfield recommended a change to the policy that the agenda books are to be delivered by “police courier.”
Policy Number 6 III.
Chair Grasfield recommended a change to the policy where members of FINCOM are required to go through the Town Administrator for requests for information of the Town Departments.
Both Selectmen Roach and Heitin were not in favor of making any changes to the above policies. Selectman Heitin argued that this item should be pulled off the agenda as the Town needs us to focus on other issues and that the Board has already spent a total of 10-15 hours on this issue. Selectman Heitin stated that there was a clear message sent at Town Meeting that the Board needs to focus on the major issues facing the community as a whole. He stated that we need to start to focus on these things and not get bogged down in these minor details and not addressing the bigger issues. Selectman Heitin stated that one of the reasons that there is an appearance the there is too much work for the Board is just this approach to addressing and reviewing agenda items.
Continued Discussion - Town Administrator’s Performance Review
Selectman Roach suggested that this item could be handled as part of the negotiations with the Town Administrator. Chair Grasfield discussed waiting for clarification from the District Attorney’s Office as to whether this was an Open Session or Executive Session item before it is discussed. Selectman Heitin stated that it was almost December and the Town Administrator’s Performance Review was almost 6 months old at this point. He did not have any issues with the accomplishments and wanted to concentrate on the status of goals in the current year.
Annual Town Meeting - Announce Opening/Closing of Warrant
The Board reviewed the Draft of the Annual Town Meeting Scheduled for May 1, 2006 with the election May 16, 2006. The importance of circulating the draft schedule to FINCOM, Planning Board and others was discussed. The Board would discuss the final schedule at its next meeting.
VOTED: (Heitin/Roach) Voted unanimously to Open the Warrant for articles for the Annual Town Meeting and to announce the closing dates at the next meeting.
Dual Appointment - Rachelle F. Levitts
The Board reviewed a form for the approval of an exemption from the provisions of the Massachusetts General Laws Chapter 268A. 20 (b) re dual appointment that would allow her to have a dual appointment with the Town. Ms. Levitts has been employed as secretary to the Wilber School Redevelopment Committee and has recently received an appointment with the School Department.
VOTED: (Heitin/Roach) Voted unanimously to approve the exemption (Massachusetts General Laws Chapter 268A. 20 (b)) for Rachelle F. Levitts.
Appoint Eric Hooper - Standing Building Committee re Wilber School Project
This item was deferred.
Request for Banner - Temple Sinai
VOTED: (Grasfield/Heitin) Voted unanimously to approve a banner for Temple Sinai for the dates of January 9 - 15, 2006.
Accept Conservation Deed - off Niantic Road
The Board reviewed Memo from Gregory Meister, Conservation Administrator, dated November 17, 2005, requesting the Board’s acceptance of the Deed from Mr. Donald Peck, Orleans, MA, for 1.15 acres located on the edge of the Cedar Swamp off of Niantic Road.
VOTED: (Heitin/Roach) Voted unanimously to accept the deed.
Elimination of State Gas Tax for Municipal Vehicles
Chair Grasfield noted requested for support from the Town of Mansfield of House Bill 4809 which proposes the elimination of the state gas tax for municipal vehicles.
VOTED: (Heitin/Roach) Voted unanimously to send a letter of support as requested by the Mansfield Board of Selectmen to our Representative and Senators .
Proposal for Natural Hazards Pre-Disaster Mitigation Plan
Chair Grasfield discussed Memo from MAPC, dated November 20, 2005, re proposal to the Federal Emergency Management Agency (FEMA) to develop a natural hazards Pre-Disaster Mitigation Plan for twenty communities, as listed therein. This would provide eligibility for certain FEMA grants. There is a $3,000 match required from each community for an up-to- $9,000 grant for development of such a plan.
VOTED: (Grasfield/Heitin) Voted unanimously to participate in the proposal to FEMA.
Local Emergency Planning Committee
Selectman Roach discussed the last meeting of this Committee with members of the School Department in attendance. Evacuation plans were discussed including use of telephone system and school vans.
Increase in Legal Fees
Chair Grasfield noted correspondence form Richard A. Gelerman, Town Counsel, dated November 14, 2005, with notice of an increase in legal fees from $100 per hour to $120 per hour, effective July 1, 2006.
Support for Leonard Bernstein Celebration
Chair Grasfield noted a request for support from Walter Newman for a Celebration of Leonard’s Bernstein’s Life to be held on Saturday, June 22, 2006. The Board requested that Mr. Newman be invited in to discuss this celebration.
Free Cash
Chair Grasfield noted Letter from the Department of Revenue, dated November 9, 2005 with certification of free cash available for the Town in the amount of $1,594,240. He announced that it is higher than anticipated.
Executive Session
VOTED: (Heitin/Roach) Voted unanimously to enter into Executive Session for the purpose of discussing items of personnel matter, real property acquisition, collective bargaining, and pending litigation and, at the conclusion thereof, to adjourn for the evening.
Roach, aye; Heitin, aye; Grasfield, aye.
The Board recessed to Executive Session at 9:32 P.M.
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