MINUTES
SELECTMEN’S MEETING
GRIFFIN ROOM, TOWN HALL
MONDAY, NOVEMBER 27, 2006
7:00 P.M.
SELECTMEN PRESENT: Cole, Marsland, McManus, Piekarski, Wilkins
SELECTMEN ABSENT: None
OTHERS PRESENT: Acting Town Administrator Stephen Lombard, Susan Leven, David Ryan, Carolyn Carey, Barbara Anne Foley, Paula Champagne, Lee Culver, Mike Schreibman, Dick Flink, Carla Burke, William Osbourn, Chet Berg, Francis Worrell, Virginia McCann, Jean Ann McLaughlin, and others.
MEETING CALLED TO ORDER at 7:00 p.m. by Chairman Wilkins.
WEEKLY BRIEFING
No one appeared before the Board.
PUBLIC INFORMATION
No one appeared before the Board.
CONSENT AGENDA
A. Appointment of Judd Brackett to Youth Services Committee to a term to expire
June 30, 2009
Mr. McManus motioned approval of the Consent Agenda and the recommended actions thereon. Mr. Cole seconded the motion and the motion carried by a unanimous vote.
TOWN ADMINISTRATOR’S REPORT
Mr. Lombard reported that the budgets are in and he is compiling information and working on it in preparation for the arrival of the new Town Administrator.
DISCUSSION ITEMS
A. Trail Committee annual report
Francis Worrell, Chair, read the attached report to the Board.
B. Conservation Commission annual report
Chet Berg, Chair, outlined the attached report and took questions from the Board.
C. Disability Rights Committee annual report
Ginny McCann, Chair, delivered the attached report and she and Jean Ann McLaughlin took questions from the Board.
D. Real Estate and Open Space Committee annual report
Paul Widegren, Chair, delivered the attached report and took questions and comments from the Board.
E. Flu Clinic discussion
Paula Champagne provided an update on the status of the flu clinic. She noted that in an effort to overcome the problems they have experienced in the past, she is working with the Community Center Director, Council on Aging, Fire Safety, Recreation and Youth, and the Planning Department under the direction of Emergency Management Director, Lee Culver.
Ms. Champagne reported that the clinic will be held at the Community Center on December 13th starting at 2:00 p.m. and is open to anyone over age 18 and there is a $5 fee. She noted that there is not a reservation system and she outlined the pros and cons to such a system. Ms. Champagne explained that the Community Center will be closed for activities that day and that the parking lot will not be open until 1:00 p.m. She discouraged the public from arriving before that time and she explained that people should enter through the main door and exit at the gym. She added that they have 500 doses available to the public.
Mr. Marsland expressed concern that there are likely not enough doses to serve the public. Mr. Cole questioned the Town subsidizing flu shots for those who could afford them. Ms. Champagne responded that the majority of the doses come free from the Department of Health and that we hire the VNA to do the inoculations. She added that in recent years local physicians have decided not to give out flu shots any longer which put a much greater stress on the Town.
F. Discussion regarding the School Building Needs Study
Mr. Lombard stated that he met with Dr. Cragin and she agreed to arrange for the Board to meet with the School Committee on December 13th and Chairman Wilkins added that he had confirmed that as well with Mr. Blute.
G. Centralized building and vehicle maintenance
Mr. Cole stated that the Operations Review Task Force had made a general recommendation about centers of excellence with the idea that some functions were being performed by multiple departments including the maintenance of vehicles and there may be some economies of scale in centralizing these functions in single facilities. He stated that a decision needs to be made as to whether a vehicle maintenance facility needs to be incorporated into the new Police Station. He added that they need to have the appropriate division look into what it would entail and then discuss it.
Mr. Lombard explained that the Highways & Maintenance Department performs about 85% of vehicle maintenance in the Town. He noted that the Police Department has their own mechanic and the Fire Department and Water Department has maintenance done outside. Mr. Lombard stressed that many repairs need to be outsourced such as testing of fire truck equipment. He stated that since 85% of the vehicle maintenance is already handled by the Highways & Maintenance Department it makes sense for the rest to be handled there as well. Mr. Lombard noted that there would have to be some continued outsourcing as well as some sort of parts inventory and we would need another mechanic as well who would oversee a preventative maintenance schedule. He stated that it makes sense to move in that direction and that
eventually we would realize some savings.
Mr. McManus stated that building a new vehicle maintenance space in the Police Department is a cost we should avoid. Mr. Lombard stressed that we should not waste a trained police officer on maintenance of vehicles.
Mr. McManus stated that it would be a good idea to have a trained building maintenance person to service all our buildings. Mr. Lombard suggested that we need to get on a regular maintenance schedule just for custodial services for our buildings. He stated that due to reductions in staff the buildings aren’t being taken care of the way they should be. He also suggested that there should be an article strictly for building maintenance so we can have the money to do outsourcing. He stated that our staff is stretched to the limit and we are band-aiding the situations we have. Chairman Wilkins stated that he sees the whole maintenance issue as a priority in the Town. He stated that assessments need to be done of our present costs for maintenance as well as projected costs so that the
Town Administrator can use the data in working with departments in coming up with a management plan to deal with this. He cautioned that if this is not dealt with, the results will be catastrophic. Mr. Marsland agreed with Mr. Cole that a vehicle maintenance facility would be a wise move as well as outsourcing through a bid process for various maintenance issues and services. Mr. Cole stressed the importance of keeping an asset inventory and agreed with the idea of a building maintenance plan. Mr. McManus stressed the need for organizing landscape issues in a better manner as well as developing central purchasing. Mr. Ryan commented that we don’t utilize the Munis purchasing system for the Town and he doesn’t see any real benefit to doing so as our purchasing volume is relatively small and we mainly purchase through the State or County. He noted that the Highway Department, School Department and Water Department do use a purchasing
system.
Mr. Piekarski encouraged the Board to identify which recommendations of the Operations Review Task Force they want to continue to pursue and those they don’t.
H. Discussion on planning Board of Selectmen priorities
Chairman Wilkins asked the Board what their priorities would be in light of the impending arrival of the new Town Administrator. Mr. Piekarski indicated that his priority would be a beach management plan. Chairman Wilkins agreed and suggested that the Chamber of Commerce might get involved as well. Chairman Wilkins stated that affordable housing is a significant issue and bears discussion and Mr. Piekarski agreed. Mr. Cole stated that it might be useful if they all made a list of their priorities and things that need to be addressed, some possibly in the form of workshops, and submit them to Mr. Lombard to sort out and then they can prioritize them. He also urged that they take a systematic look at the Operations Review Task Force recommendations. Mr. McManus stated they need to write up
a placeholder article for the property next to Saquatucket Harbor. He added that they need to put together a good economic strategy for purchasing affordable housing.
I. Discussion on Mission Statement
Mr. Cole motioned to establish a five person committee of volunteers willing to draft a Town of Harwich Mission Statement to be submitted to the Board of Selectmen for their consideration as a policy to be adopted by the Board. The desired composition of the committee includes individuals with interest and experience in the areas of: conservation and the environment; education; financial management or planning; public health and safety; and provision of municipal services. Such individuals need not presently either be employed in those areas or serving on a board, commission or committee dealing with those areas; i.e., they need not be a representative of an organized constituency. Mr. McManus seconded the motion.
The Board discussed whether they wanted to include the vision principles and belief statement and whether it should go back to Town Meeting and Mr. Piekarski noted that they should allow the committee to make a recommendation to the Board on this. Chairman Wilkins stressed that it is important to have a document approved at Town Meeting that defines who we are. Mr. McManus pointed out that they can always take it to Town Meeting at a later time and noted that it would be more successful if the Board adopted it. He asked that the motion indicate that it is an ad-hoc committee and that they change it to “at least five members” and Mr. Cole agreed to amend his motion as such.
Mr. Marsland stated that he did not think we need a mission statement and that we have too many committees now. He stated that if the Board wants to make a mission statement they can do so and he will be voting against the motion. The motion carried by a 4-1-0 vote.
SELECTMEN’S REPORT
A. Citizen’s Advisory Committee to review the Water Quality Task Force Wastewater Management Plan
Mr. McManus noted that Mr. Sampson will be submitting some information as to a charge and direction and after it is received this item will be brought back in a more formal manner.
B. Benchmark Study
C. Demographic Study
Mr. Marsland questioned whether they could use Community Preservation funds for a benchmark and demographic study and Mr. Lombard agreed to find out. The Board agreed that both articles are essential and they should pursue them again at Town Meeting. Mr. Cole agreed to rewrite the articles in order to better explain what their purpose is. Chairman Wilkins asked Ms. Leven if her office has time to complete these studies. Ms. Leven responded that the Local Comprehensive Plan has not been completely rewritten so she would have to say probably not. She stated that she received information on the benchmark study from Mr. Lombard and it is quite a daunting task. As far as a demographic study, she stated that we have historical demographic information and could put together basic demographic
information but she would be reluctant to say whether or not they would be able to provide accurate projections. She said they could probably work effectively with someone tasked with analysis and save the Town some money in terms of collecting a lot of background information. She stated that her department is not in a position to take on a benchmark study. Mr. Lombard recommended bringing one of the firms in to discuss a demographics study and Mr. Marsland suggested holding off until Mr. Merriam can weigh in on it. Chairman Wilkins agreed and Mr. Marsland stressed that the meeting should be in a public forum and the Board agreed. Mr. McManus noted that they need to submit a placeholder article and they can always take it out later.
Mr. Cole motioned to confirm Valerie Bell as Harwich’s Alternate Representative to the Cape Light Compact. Mr. McManus seconded the motion. Mr. Cole described Ms. Bell’s background and the motion carried by a unanimous vote.
ANNOUNCEMENTS
Chairman Wilkins announced that Hall of Fame nominations deadline will be extended to December 29, 2006.
Mr. McManus announced that the Christmas stroll is this weekend starting with the tree lighting in Doane Park on Friday.
ADJOURNMENT
Mr. Piekarski motioned to go into Executive Session at 9:55 p.m. and not reconvene. Mr. Marsland seconded the motion and the motion carried by a unanimous vote.
Respectfully submitted,
Ann Steidel
Recording Secretary
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