MINUTES
SELECTMEN’S MEETING
GRIFFIN ROOM, TOWN HALL
MONDAY, OCTOBER 23, 2006
7:00 P.M.
SELECTMEN PRESENT: Cole, Marsland, McManus, Piekarski, Wilkins
SELECTMEN ABSENT: None
OTHERS PRESENT: Acting Town Administrator Stephen Lombard, Deputy Chief Flynn, David Ryan, David Scannell, Carolyn Cragin, Gary Costin, Richard Houston, Geoff Wiegman, Peter Luddy, Tom Blute, Robert Tombs, and others.
MEETING CALLED TO ORDER at 7:00 p.m. by Chairman Wilkins.
WEEKLY BRIEFING
No one appeared before the Board.
PUBLIC INFORMATION
Geoff Wiegman stated that the Harwich Taxpayers Association newsletter is available at the Community Center and Town Hall. He added that their next meeting will be November 11, 2006 at the Community Center.
ACTION ITEMS
A. Proclamation in recognition of October 24, 2006 as United Nations Day
Harwich High School students, Caitlin Chin, Megan Armstrong and Allison Parent, read the proclamation in recognition of United Nations Day.
CONSENT AGENDA
A. Minutes
1. October 2, 2006 Regular Meeting
2. October 10, 2006 Executive Session
3. October 16, 2006 Regular Session
4. October 16, 2006 Executive Session
B. Appointment of the Very Reverend Malcolm McDowell as Police Chaplain
C. Resignation of Tammi Callahan from the Harwich Cultural Council
D. Approve letter of support of Cape Cod Water Resources Restoration Project
Chairman Wilkins requested to remove Item A2 and Mr. Cole requested to remove Item A1 from the Consent Agenda. Mr. McManus moved approval of the balance of the Consent Agenda and the recommendations thereon. Mr. Piekarski seconded the motion. The motion carried by a unanimous vote.
Mr. Cole requested to revise the minutes of October 2, 2006 to include the discussion with regard to inadequate employee parking at a business on Depot Street and the recommendation that the Planning Board look into the matter. Mr. Lombard commented that there were stipulations and conditions for site approval and a letter of notification has been sent to the business owner that the issue needs to be corrected. The Board agreed to bring the minutes back with the additional language.
Mr. Piekarski moved to approve the Executive Session minutes of October 10, 2006. Mr. McManus seconded the motion. Chairman Wilkins abstained from the vote. The motion carried by a 4-0-1 vote.
TOWN ADMINISTRATOR’S REPORT
Mr. Lombard reported that he met with Kevin Donohue Associates for the purpose of reviewing the Town’s insurance coverage. He stated that they will be sending us their proposal for services after which we will prepare the specifications to go out to bid in February. He noted that the flu clinic will be held on December 13 at the Community Center and he added that he has approved of a change order for the golf course project for drainage in the amount of $1,850. Mr. Marsland requested it be noted on future change orders for any project the amount remaining in the contingency fund.
Peter Luddy apologized for being late for the Public Information session and explained his concern that the Crowell family had not been properly thanked for their donation of land for the East Harwich Fire Station. He noted that there was no Town representation at the recent dedication ceremony and he requested that a letter of thanks be sent to the family as well as a check for the agreed amount of $1 plus interest. Chairman Wilkins noted that the decision for the dedication ceremony was made by the Crowell family and Deputy Chief Flynn pointed out the short notice they had to plan the ceremony. Chairman Wilkins stated that we can certainly send a letter of thanks to the Crowell family.
Mr. Owens, speaking on behalf of a group of property owners in the Depot Road area, inquired as to the status of the proposed utility easement. Mr. Piekarski explained that the matter is with Town Counsel for the purpose of doing more research and they should hear from us in the near future.
DISCUSSION ITEMS
B. General discussion on future financial needs of the Town.
Mr. Lombard stated that he had met with the Town Accountant, Treasurer and our administrator for health insurance, Cook & Company, and since then we’ve had to increase our rates for employees by 10% beginning November 1st which clearly indicates that we didn’t budget enough for this. He added that Blue Cross/Blue Shield will require an additional $125,000 into our budget reserve. Mr. Lombard explained that the Town has suffered some substantial impact on its insurance noting that we had 5 or 6 extremely expensive cases which he said is unusual. He noted that we have had some people retire, especially in the School Department, and there were no provisions in the budget for these increased health costs. Mr. Lombard explained that based on this
information we are looking at increasing our budget by $460,000 this year and the message has been given out to department heads that we need to level fund and we may need to decrease access to Town departments by the public as well. He pointed out our shortage of inspectors and noted that the departments are being overwhelmed by the daily process and things are going to start falling through the cracks. Mr. Lombard cautioned that his predictions are based almost entirely on projections, including estimates of State aid and that the only real number they had was what our levy limit would be.
Mr. Lombard stressed that we need to look at where we want the Town to be. He noted that out of 13 towns we are #7 for property tax rates. He stated that we need to look at how we are going to move into the future as we can’t sustain the expenditures we have with our revenues. He stated that the bottom line is that there is going to be reduction in services and we need to run the Town on the tax revenues this Town generates. Mr. Lombard concluded by stating that we may be looking at doing some sort of an override.
Gary Costin, School Business Manager, outlined the school needs noting that they have no control over the Special Education costs. He noted that they have the largest buildings and therefore the largest utility costs. He pointed out that transportation costs will be going up about 4% and that they have contract mandated salary step increases. He stressed that nothing in the budget is beyond level services and reminded the Board of the cuts made last year which were mainly in staffing.
Mr. Cole stressed the need for wind turbines at the schools as well as to reconsider the split in health insurance costs between the employees and the Town.
Robert Tombs of the Finance Committee read the following statement:
On behalf of the Finance Committee we are very pleased that we have had the opportunity to review the Town’s financial picture and budget projects at this early time of the year. It is obvious that our current model of operation is not sustainable without overrides every couple of years. The results of the work of the Task Force indicated that the Town should adopt the Center of Excellence concept, various kinds of regionalization, reorganization or consolidation of certain departments and public/private operations of certain Town functions.
Only minor progress has been accomplished in these areas to date as we enter another budget year. It is obvious that we must get to be more efficient in delivering current levels of service by all Town departments so we can still hold the tax level. Without this effort it is obvious that the Town will be asking the voters for an override every couple of years and in cases of funding for major capital projects, a substantial increase in taxes. If such overrides fail, then drastic cuts in services would be required as witnessed by the last override.
Mr. Piekarski encouraged the School Department to continue to submit information on new hires to the Town Administrator as well as to allow the Town Administrator to sit in on their meetings for the purpose of providing feedback to the Board. He added that the School has the right to deny acceptance of grants that do not meet their total allocated costs including benefits.
Mr. Costin outlined the projections for future student enrollment. Mr. McManus stressed the need for a population study in order to get an accurate fix of what the future demand for municipal services will be in Harwich especially given the proposed capital expenditures for the schools.
Mr. Piekarski indicated that much of the problem is linked to the low level of State aid Harwich receives, and residents need to take action at the polls and start holding our elected officials accountable.
Chairman Wilkins reviewed some of the ideas currently on the table which included centers of excellence, regionalization and initiatives in public safety. He stressed that we should not rely on the State and that the management of the Town rests in their hands. Chairman Wilkins reminded the committees that they are welcome at the Board’s meetings and would attend any committee meetings if requested.
ADJOURNMENT
Mr. Piekarski moved to have a three minute recess before going into Executive Session and not return to public session. Mr. Cole seconded the motion. The motion carried by a unanimous vote.
Respectfully submitted,
Ann Steidel
Recording Secretary
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