SELECTMEN’S MEETING
GRIFFIN ROOM, TOWN HALL
MONDAY, NOVEMBER 3, 2003
7:30 P.M.
SELECTMEN PRESENT: Gibson, Howell, Widegren, Zeigler
SELECTMEN ABSENT: Hughes
SELECTMEN LATE: None
OTHERS PRESENT: Town Administrator Melville, Asst. Town Administrator Read, Barbara Yamamoto, Myra Springer, Wil Remillard, James Tompkins, James Noonan, Paul Donovan, Barbara-Anne Foley, Beverly Kelsey, Barbara Bliss, Ginny Hewitt, Kim Berube, Joe Borgesi and others.
MEETING CALLED TO ORDER at 7:30 P.M. by Chairman Howell.
TOP OF THE AGENDA
Rollover of Bond for Copelas property.
Mr. Gibson motioned to authorize the Treasurer to rollover the bond for $1,593,460 at 1.25% from October 31, 2003 until December 1, 2003, Mr. Widegren seconded and so voted.
OPEN FORUM FOR THE GENERAL PUBLIC
Mrs. Yamamoto reminded the Board that a year ago they voted to have a trial period for walking dogs at Red River Beach and that time has expired and she hasn’t heard anything about it. She also stated that the Traffic Safety Committee is interested in meeting with the Board and other committees regarding Parallel Street. Chairman Howell assured Mrs. Yamamoto that they would all get together and have a discussion about Parallel Street. He also stated that the Police Chief has said that the dog walking at Red River Beach is working well and he noted that Recreation and Youth would be incorporating it into their rules. He stated that the Board will be revisiting it in March.
SCHEDULED AGENDA ITEMS
A. Annual meeting with the following committees in accordance with Section 7-2-3 of the Harwich Home Rule Charter:
Community Center Facilities Committee
Mr. Tompkins, Chair, read the following report of the Community Center Facilities Committee:
The Community Center Facilities Committee with the dedicated support and leadership of the Community Center Director has had another very active year. Attendance and usage continues to increase. With Software donated by Peter and Paul Anderson of e-Motion, the tracking of use of rooms in the building is now more accurate.
We are currently booking rooms 3,559 half hours per month with a daily attendance of 734 persons per day. Thus we are able to accurately track an average of 19,818 usages of the Center per month.
In addition to giving us more accurate statistics, the software also allows better communication with individuals and groups utilizing the rooms in the building. A Guest Ticket is sent on a monthly basis to every group reserving space in the Community Center. The ticket provides an accurate record and provides time for the group or individual to confirm the reservation, make changes or cancel in a timely manner, if necessary. The Exercise Center continues to be one of the most popular services available in the Community Center. Last year at this time the Center had generated $12,900 from user fees. To date in FY 04 $16,900 has been generated by 310 full time members with fees of $50 per year equaling $15,000. Twenty-six halftime users at $25 or $650 and five
family fees, equaling $750. A family is defined as four or more members in the same household at $150.
The Center staff and volunteers continue to implement holiday celebrations on Halloween and Independence Day, for families and children of all ages, with increasing attendance.In addition to the many exercise classes that are offered, the Community Center staff inaugurated computer education classes for all ages. A new program for Middle Schoolers and their families provides a Friday night movie and evening out for the family. This wide range of activities is made possible through the dedicated leadership of our Manager, Carolyn Carey and Clerk, Senna Fernandez. However, we recognize that their days are augmented by the dedicated volunteers:
Doris Allen -Receptionist and Administrative Assistant, 4 days per week.
Judy Newton - Receptionist, Mondays
Sandy Compton - Receptionist, Fridays
Ellie Smith - Building Monitor, Opens building 5 days per week at 6:00 AM
Leo Cakounes - devoted volunteer to children and community celebrations
Marge Donnelly, Edith Wheat, Betty Pino and the other Channel 18 volunteers for their support of every community celebration.
Eric Sewer - Musician for his art at all the community celebrations.
The Committee continues to be mindful of the budgetary constraints facing the Town and continues to monitor costs and look for ways to economically continue to serve the COA, Youth and Recreation Commission, Channel 18 and the community. To this end the goals of the Committee for FY 04 are:
a.~~~~ Establish a revolving fund.
b.~~~~ Establish reasonable User Fees for space use to offset operating costs of Center operation and overhead costs to the Town for a variety of services.
c.~~~~~~Continue to work with the Recreation and Youth Commission and the Council on Aging to clarify User Fees and independent contractor fees and costs.
d.~~~~~Develop a Secure Storage plan for the basement area for Recreation and Youth Commission, COA, Channel 18, the Community Center, Town Clerk, Town Beach and Transfer Station Stickers.
e.~~~~ Develop a means in light of budgetary constraints to produce funds to increase available time for usage to meet the continuing requests of the community. In FY 03 and FY 04 to date we have had to deny usage to several groups.
The Facilities Committee continues to see the benefit and necessity of the Community Center. We are continuing to work with each group, organization and individual to attempt to meet their needs. We continue to benefit from various groups, who utilize the Center. We are especially grateful to the Rose Society for their continuing dedication and hard work in the establishment and maintenance of the rose gardens. It has been said that Harwich has one of the largest rose gardens on the east coast and like the Community Center, still growing.
Mr. Tompkins introduced the members that were present.
Human Services Advisory Committee
Mr. Noonan, Chair, stated that the Town currently provides assistance to 15 agencies which included Independence House, Nauset Work Shop, Family Pantry, HECH, and Harwich Meals on Wheels. He stated that in 2003, Harwich assisted 3,634 persons.
Mr. Noonan stated that he was resigning from the Human Services Advisory Committee effective immediately. He pointed out that he had been doing this for many years and at 82 years old, he decided it was time to resign.
Chairman Howell stated that Mr. Noonan has been an asset to the community for many years and the community thanks him. He added that human services has been Mr. Noonan’s passion and it will be difficult to replace him. Chairman Howell asked Mr. Noonan if when the Board does fill the position, would he be willing to assist that person and Mr. Noonan indicated that he would be willing to consult with them.
Mr. Zeigler thanked Mr. Noonan for his many years of work and noted that his heart was truly in it. Mr. Gibson also thanked Mr. Noonan for his efforts.
Council on Aging
Barbara Bliss, Chair, introduced the Council on Aging members and staff.
Mrs. Bliss presented several photographs and discussed the many Council on Aging activities and services which included the Health Fair, TRIAD, walking group, Senior Players, art classes, Community Journal program, Cooking for One program, van transportation, diet support group, lectures, fashion show, blood pressure screenings and many others.
She emphasized their dependence on volunteers and stated that the volunteers are recognized once a year. She thanked the Board for their support and added that their goals for next year include accrediting the Council on Aging to make government grants more available to them, and continuing to develop community partnerships.
Mr. Gibson stated that he is amazed at all the Council on Aging activities and the amount of information they get out to people. Chairman Howell thanked them for everything they do and added that the Council on Aging is a source of pride for the Town. He stated that the Board appreciates their “can do” attitude.
B. Review proposed Zoning Amendments for the 2004 Annual Town Meeting – refer to
Planning Board for public hearings.
Mr. Widegren motioned to refer the zoning amendments back to the Planning Board for public hearings, Mr. Zeigler seconded and so voted. Mr. Melville asked if the Board’s comments should also be referred back to the Planning Board. Mr. Zeigler stated that he would like the Planning Board to see all of the Board’s concerns.
REPORT OF THE TOWN ADMINISTRATOR
I. There was an error in the Clerk’s Office at District Court, and a judge has ruled that the Kendall’s filing for an appeal of the Magistrate’s ruling is timely. Thus there will be a de novo hearing scheduled for November 21, 2003 at 2:00 P.M. at Orleans District Court on the appeal of the Board of Selectmen’s order to euthanize two dogs owned by the Kendalls.
II. There is going to be a meeting scheduled by the Massachusetts Department of Elder Affairs in Harwich Town Hall on Wednesday, December 3, 2003, at 9:30 A.M. on the issue of affordable, assisted living. Senator O’Leary and Representative Gomes are planning to attend. There is expected to be a brief presentation by Elder Affairs and some discussion of the need for affordable assisted living in the Town of Harwich.
III. The Conservation Commission has filed an application for Wildfire Assessment and Preparedness with the Cape Cod Cooperative Extension Service. The goal of the grant funding is to develop specific site management plans for wooded areas under the control of the Conservation Commission, with a focus on Thompson’s Field.
IV. We plan to open bids at 10:00 A.M. on November 21, 2003 for a new phone system for Town Hall. The phone system will be capable of transmitting data and voice.
V. The Board was contacted in September by Sharon Webb-Moore, who is interested in purchasing .4 acres off Vineyard Lane, which is further identified as Parcel B1-8, on Assessor’s Map 38. The parcel is completely land locked with no access to the Town and clearly of interest to only the abutters. My suggestion is to refer this matter to the Real Estate and Open Space Committee to determine if there is any potential use for this parcel by the Town of Harwich, and if not, whether the Town should offer this parcel to the general public.
Regarding Item I, Chairman Howell asked where the dogs are right now and Mr. Melville stated that they are in the custody of the Kendalls. Mr. Zeigler stated that the Board has done its job to this point.
Regarding Item V, Mr. Widegren motioned to refer this matter to the Real Estate and Open Space Committee asking them to make a recommendation to the Board, Mr. Zeigler seconded and so voted. Mr. Zeigler asked Mr. Melville if they had referred this parcel to the Real Estate and Open Space Committee before and Mr. Melville stated he did not recall that.
Regarding Item II, Mr. Gibson stated that he had recently attended a seminar in Orleans where Representative Gomes had presented the Assisted Living Program to the public and he stated that it has great opportunities for the Town of Harwich. He added that he hoped the Board would be able to attend the meeting on December 3rd and possibly take advantage of some of those opportunities.
OLD/UNFINISHED BUSINESS
A. Vehicle assignments.
Chairman Howell stated that he would like the entire Board to be present for this discussion and he was unaware that Mr. Hughes was going to be out of Town. Mr. Zeigler stated that they are postponing this for the right reason and every Board member should have a say in this.
B. Rules of Procedure.
Chairman Howell stated that he has completed a draft of this and turned it over to Mr. Hughes who will review it. Chairman Howell pointed out that they have the ability to adopt to Robert’s Rules of Order but there are other things to consider such as when and where the Board meets and how things get brought onto an agenda which Robert’s Rules of Order doesn’t really address. Mr. Zeigler stated that Robert’s Rules is a very good benchmark to go by. Chairman Howell stated that it would serve them well to have something in writing for future Boards to work from.
NEW BUSINESS
Discussion pertaining to seaweed at Red River Beach.
Mr. Read read the following statement:
Our team is still in the process of information gathering and the reviewing of materials found from sources at the State and Federal levels in addition to other municipalities both within Massachusetts and other states.~
This evening we had hoped to be presenting this information to you, coupled with a series of options, relative to the Town’s seaweed problem at Red River Beach and, as of late, other parts of Town.~ However, we are still awaiting information from some of these sources all of whom have been advised of a forwarding deadline of Wednesday, November 5, 2003.
Thus, we are respectfully requesting that you allow us the time needed to complete our compilation of this information with the intention of having it prepared for presentation to the Board on November 10, 2003.
We certainly appreciate your patience and continued interest in this project and look forward to making our presentation to you at the Board’s next meeting.
Chairman Howell agreed to bring back this item on the next agenda.
CONTRACTS
A. SEMASS Revenue Sharing Agreement – authorize Chairman to sign.
Mr. Widegren motioned to authorize the Chairman to sign the SEMASS Revenue Sharing Agreement and Mr. Zeigler seconded.
Mr. Zeigler asked if the financial benefit is going to be $5,000 and change the first year. Kim Berube stated that she did not know what the actual revenue will be but she knew that there would be no financial risk to the Town. Mrs. Berube stated that if the bill is enacted, it will enable SEMASS to sell its renewable energy credits and 50% of the net revenue will come back to the participating towns.
Mr. Gibson asked if there are managerial costs to selling tax credits. Mrs. Berube stated that there is a 30% administrative cost which is before the 50% comes to the Town. Mr. Gibson said he would certainly question that fee and that 30% was a very high figure for a managerial fee.
Mr. Zeigler asked if they are agreeing to the 30% in this agreement. Chairman Howell stated that it looks like they are. Mr. Zeigler stated that some of the costs seem to be outrageous and they don’t want this to end up costing the Town money. Mr. Widegren stated that he had asked Mr. Melville if this was going to cost the Town money and he was told it would not. Mr. Widegren said the State has not ruled on this, so this might not even happen. Mr. Zeigler stated that regardless, they are still agreeing to this. Mr. Gibson asked if they have to pass this tonight or could they take time to investigate this managerial fee and Mr. Melville said he did not know if there was a deadline associated with this. Chairman Howell stated although the managerial fee seems excessive, his
guess is that they are amortizing their management structure for the entire operation and he pointed out that the alternative for SEMASS would be to start burying the trash again. Mr. Zeigler stated that since there doesn’t seem to a real time issue, he would like to postpone this item for a week until they get the answers they need.
Mr. Widegren withdrew his motion.
B. Allen’s Harbor Bulkhead Repair.
Mr. Zeigler motioned, based on the memo from the Town Engineer, to award the bulkhead repair contract to Regan Construction of Middletown, Rhode Island for $49,000, Mr. Widegren seconded and so voted.
LICENSES
Request by Harwich Cranberry Festival for a Transient Vendors License to hold 2 crafts fairs at Brooks Park on July 10 & 11 and August 14 & 15, 2004.
Mr. Gibson motioned to approve the request by the Harwich Cranberry Festival, Mr. Zeigler seconded and so voted.
CORRESPONDENCE REQUIRING ACTION
A. Request by Paul Donovan, Chair of the Waterways Commission, for exemption under the Conflict of Interests Statutes.
Mr. Zeigler motioned to declare Mr. Donovan a special employee with full disclosure and refer it to town counsel for their review, Mr. Widegren seconded and so voted.
B. Response to Juell Buckwold relative to the proposed trip to Harwich, England in 2004.
Chairman Howell stated that Mrs. Buckwold is looking for feedback on this and he noted that although this is their Town’s anniversary, perhaps June would be a better time to go. Mr. Zeigler stated that they should speak to the Chairman individually due to obvious cost and time factors. Chairman Howell stated that they also need to decide if they want to stay in Harwich or make this part of an overall tour of Great Britain.
APPROVE MINUTES OF PREVIOUS MEETINGS
August 18, 2003
Mr. Zeigler motioned to approve as written, Mr. Gibson seconded and so voted.
September 15, 2003
Chairman Howell stated that he would like to hold off on considering these minutes because there is a confidential portion of the Town Administrator’s Report which will no longer be confidential at the time of their next meeting.
APPOINTMENTS
A. Real Estate and Open Space Committee
Mr. Widegren stated that he would like to hold off on any appointments for the Real Estate and Open Space Committee, as they would like to interview more people.
B. Board of Appeals – Regular Member
Mr. Widegren motioned to rescind the appointment of Donna Peterson as an alternate member of the Board of the Appeals since there was not room on the Board for an alternate member, Mr. Zeigler seconded and so voted.
OTHER
Mr. Gibson stated that he has done a lot of investigation into conducting a Harwich Home Show and has sought input from department and committee heads. He noted that they are working on a plan which should be ready to be brought back in two weeks.
Chairman Howell stated that he had met with Mr. Remillard and would be putting the draft of the Fire Chief’s contract on the next agenda.
ANNOUNCEMENTS
Public Hearings:
1. Mooring Regulations – November 12th at 6:30 P.M. in the Multi-Purpose Room at the Community Center.
2. Mooring Regulations – November 20th at 6:30 P.M. in the Community Center Gymnasium
3. Housing Forum – December 1st at 7:00 P.M. in the Donn B. Griffin Room, Town Hall.
Chairman Howell encouraged the Board to indicate on the calendar in the Selectmen’s Office when they will be out of town or unavailable.
ADJOURNMENT
Chairman Howell adjourned the meeting at 8:50 PM.
Respectfully submitted,
Ann Steidel
Recording Secretary
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