ࡱ> '` rbjbj{P{P *::j0000d<1lcE11111111DDDDDDD$FhHE@11@@E11EAAA@11DA@DAAA11 ;%dM0@:AD3E0cEAcI4AXcIAcIA@1R6LA9B<111EEA111cE@@@@$-00  Chelsea, Massachusetts, May 17, 2010 A Regular meeting of the Chelsea City Council was held. The meeting was held at the Chelsea City Hall located at 500 Broadway. The following members were in attendance; Councilors Robinson, Hatleberg, Cortell, Pellegrino, MeKonnen, Barton, Bishop, Vega-Torres, Bongiovanni, and Maronski. Councillor Brown was absent. Council President Robinson presided over the meeting. The meeting opened at 7:00 P.M. Public Speaking; The public speaking portion opened at 7:02 P.M. No one came forward to speak. The public speaking portion closed at 7:04 P.M. The minutes of the City Council Meeting dated May 3, 2010 were approved at the request of Councillor MeKonnen under suspension. Councillor Cortell requested to refer back to the Public Speaking portion of the Meeting. Under suspension there were no objections. The public speaking portion re-opened at 7:06 P.M. The following came forward to speak: Chris Pedros, 59 Union Street, spoke about the summer curfew discussed in conference. The public portion closed at 7:09 P.M. Communications from City Manager Jay Ash The following communications were received late from City Manager Jay Ash. A motion from Councillor Hatleberg to accept and file all of the communications under suspension were adopted. Honorable Chelsea City Council Chelsea City Hall 500 Broadway Chelsea, MA 02150 Re: Acceptance of Gifts and Donations Dear Ladies and Gentlemen of the Council: The Elm Research Institute has donated an American Liberty Elm Tree to the City of Chelsea. An American Liberty Elm Tree is a symbol of Freedom based on the original Liberty Elm. This gift was unsolicited and sponsored by the National Building News of Keene, New Hampshire to help celebrate Arbor Day as part of a national program which brings American elm trees to cities and towns across the country. The value of the tree is $500. The tree was planted at the Library and the City will incur the costs of shipment. I would appreciate it if the Council would take action and approve the acceptance of this gift. Very truly yours, Jay Ash City Manager The Honorable City Council City Hall Chelsea, MA 02150 Dear Honorable Council: As you know, a significant component of our budget balancing strategy has been our work around excise tax receipts. In 2009, in order to enhance that position, we signed an agreement to lease City property to Enterprise for the purpose of the latter establishing a rental car hub on our lot on Marginal Street. That effort has been proven to be very successful for both parties. At your earliest convenience, I would appreciate the opportunity to speak to you in subcommittee to review the details of the lease agreement further. In particular, it is my intention to ask you to establish a special revenue trust fund account to provide for the maintenance and taxes associated with the property. I will be filing a request for the establishment of that account shortly. In advance and to make sure sufficient time exists prior to your summer break, I wanted to formally raise this issue for your further discussion through a subcommittee meeting. Thanks for your support of the revenue raising efforts we have adopted. Our balance budget prospects and future delivery of critical services continues to rely on such efforts. Thus, your continued attention and action would be most appropriate and appreciated. Very truly yours, Jay Ash City Manager Honorable City Council Chelsea City Hall 500 Broadway Chelsea, MA 02150 Re: Appropriation from Regional Schools to Free Cash-Free Cash Vote 1 Reversal Ladies and Gentlemen of the Council: In December and at my request, the City Council voted to fully fund the adjusted Regional Schools FY10 budget in the amount of $18,800, which represented the fund shortfall from the budgeted amount of $735,495 to the actual amount of $754,295. We received notice this month that the City will receive a one-time credit to the Regional Schools budget in the amount of $49,030 for a one-time reduction in the regional transportation expense, thereby making the December vote unnecessary. I would like to request that the Council vote to restore the $18,800 to Free Cash through appropriation from Regional School Expense to Free Cash. By that action, $18,800 will revert to Free cash in this fiscal year. The remaining refund balance of $30,230 will contribute to the years end surplus and be included in the Free Cash certified for FY10. I have drafted a proposed order to achieve this appropriation. Should Council approve the order, the Free Cash after anticipated votes 2-5 and including the $18,800 will be at $2,064,063. I respectfully request that the Council take appropriate action on this matter. Sincerely Jay Ash City Manager Honorable City Council Chelsea City hall 500 Broadway Chelsea, MA 02150 Re: Supplemental Appropriation for Legislative-Professional Services costs-Free Cash Vote 2. Ladies and Gentlemen of the Council: The City engaged the services of independent auditors Power and Sullivan under a three-year contract in May, 2009. The current year contract was not negotiated at the time of the adoption of the FY10 Budget, and the original appropriation of $62,480 is not sufficient to fund the current year contract, which is $65,000. In order to meet the obligation of the contract agreement, I am requesting a supplemental appropriation from Free Cash of $2,520 in Legislative-Professional Services. The $2,520 appropriation will leave a Free Cash balance of $2,420,829. I have drafted a proposed order which makes the appropriation. I respectively request that the Council take appropriate action on this matter. Sincerely, Jay Ash City Manager Honorable City Council Chelsea City Hall 500 Broadway Chelsea, MA 02150 Re: Supplemental Appropriation for Debt Principal costs-Free Cash Vote 3 Supplemental Appropriation for Debt Interest costs-Free Cash Vote 4 Ladies and Gentlemen of the Council: The City experienced long term debt costs (principal and interest costs) than budgeted in FY10 due to a strategic decision to take advantage of a favorable long term borrowing environment by moving the date of offering (and issuance) to July,2009 from December, 2009. The impact of this decision was to garner advantageous terms for the Citys long term debt but generate the first payment obligation in FY10 rather than FY11. The result is a net savings of more than $200,000 to the City. The City approved the issuance of debt to provide for Capital Improvement Projects in the FY10 Budget in the amount of $2,180,950, and converted approximately $8,888,000 in short term debt related to the Everett Avenue Urban Renewal Project to long term debt, and refunded debt in the amount of $5,325,000. In order to meet the obligation of the debt service, I am requesting a supplemental appropriation from Free Cash of $123,125 in Debt Principal. The Free Cash balance, assuming adoption of Free Cash Vote 2 and the $123,125 Free Cash appropriation for debt Principal will leave a Free Cash balance of $2,297,704. In order to meet the obligation of the debt service, I am requesting a supplemental appropriation from Free Cash of $145,775 in Debt Interest. Assuming the adoption of Free Cash Vote 2 and 3, the $145,775 Free Cash appropriation for Debt Interest will leave a Free Cash balance of $2,151,929. I have drafted a proposed order which makes the above referenced appropriations to fund debt principal and debt interest. I respectively request that the Council take appropriate action on this matter. Sincerely, Jay Ash City Manager Honorable City Council Chelsea City Hall 500 Broadway Chelsea, MA 02150 Re: Supplemental Appropriation for increased Salary costs-Free Cash Vote 5 Ladies and Gentlemen of the Council: The Fiscal Year 2010 Budget, as proposed over a year ago, contained funding in a Salary Reserve for union settlements anticipated as part of the FY09-10 contract bargaining agreements (except for the Police Department). The Salary Reserve did not contain amounts accrued and owed when employees are laid off or retire. Consequently, the budgets of twenty five City Departments require $656,666, of which $550,000 is provided for in the Salary Reserve. I have requested that the Council transfer the full amount of funds held in the Salary Reserve account in the amount of $550,000 to satisfy in part this obligation. This will leave an unfunded salary obligation of $106,666. For clarity in record keeping, I have allocated this unfunded amount to the Fire Department, though it represents salary costs of the twenty-five departments. In order to meet the obligation of the contracts, I am requesting a supplemental appropriation from Free Cash of $106,666. Should Free Cash Votes 2-4 be adopted, the $106,666 Free Cash appropriation for this Salary item will leave a Free Cash balance of $2,045,263. I have drafted a proposed order which makes the above referenced appropriation. I respectively request that the Council take appropriate action on this matter. Sincerely, Jay Ash City Manager Honorable City Council Chelsea City Hall 500 Broadway Chelsea, MA 02150 Re: Transfer from Health Insurance for increased Unemployment Benefits costs. Ladies and Gentlemen: The City has incurred considerably greater costs related to Unemployment Benefits than anticipated in the FY10 Budget due to the unplanned layoffs necessitated by the Commonwealths mid-year local aid cuts and expanded term eligibility mandated by the federal government, but not funded. The City has fifteen former employees drawing unemployment benefits and is presently responsible for 59 weeks, causing the original appropriation of $35,800 to be insufficient to meet the obligation. Conversely, the FY10 Health Insurance account has incurred somewhat lower costs than budgeted in FY10 due to several factors; employees laid off from city employment are removed from this benefit, grants secured in the Police Department and the Fire Department that cover existing employees allow for health insurance costs to be apportioned to the grant, and five city employees opted for the Health Insurance Benefit Option( to shift from city health insurance to non-coverage) and so are no longer participants in the health insurance plan (non-participants are eligible to receive an annual payment in November 2010 of $1,500 for a single plan, and $3,000 for a family plan). In order to fulfill the obligation of Unemployment, I am requesting a transfer from the Health Insurance account to cover Unemployment Benefits in the amount of $94,470. This transfer will still leave the Health Insurance account with the necessary funds to cover all anticipated expenditures. I have drafted a proposed order to make the transfer. I respectively request that the Council take appropriate action on this matter. Sincerely, Jay Ash City Manager Honorable City Council Chelsea City Hall 500 Broadway Chelsea, MA 02150 Re: Transfer from Library Expenditure Line to Library Capital Line for new computers Ladies and Gentlemen of the Council: The Library Director has requested a transfer of remainder funds in the amount of $1,885 from the Expenditure line-Other Professional Services to the Capital line-Computers, in order to accomplish the replacement of underperforming computers used by library patrons and staff. The savings in the Other Professional Services line is due to a modest mid-year reduction in the planned fee for the annual network assessment charged by the Boston Public Library (BPL). Participation in the BLP system has served Chelsea tens of thousands as compared to independent or other regional systems and also has afforded excellent access and system management services. The computer funds are needed to replace patron and employee computers. The Library is currently the pilot for the Virtual Desktop system-the coaster sized device tested to replace the Central Processing Units (CPU). Depending upon the pilot outcome, the Library will purchase either the Virtual desktop equipment or CPU system or a combination of two systems. This is part of the Citys effort to stretch our investment in system equipment through less expensive applications. Library patronage is up sharply over recent years and use of the patron computer work stations has grown accordingly. The Library has been working with the City Hall IT Department but recent efforts by IT to provide used computers (that are aging due to reduced turnover) have not performed well due to low memory (RAM). Additionally the computers do not perform well enough to handle the protection software, called Cornerstone (Instant Restore) and Watchdog (restricts computer usage). Computer equipment inventory includes eight (8) adult computers in two work stations, two of which currently are not working and cannot be updated; 3 Childrens computers are all up to date; 2 Young Persons (YP) computers are same age as the adult computers and experience constant failure and are difficult to update. Due to an increase in YP computer usage, the intent is to place at least 1 more YP computer on the floor. There is also a staff workstation which will need to be replaced almost immediately and another staff (juvenile circulation desk) computer which will need to be replaced in the very near future. We believe this modest transfer expenditure will significantly assist the Library in delivering general computer services, and advance application of the Citys pilot program. I have drafted a proposed order to make the transfer. I respectfully request that the Council take appropriate action on this matter. Sincerely, Jay Ash City Manager Honorable Chelsea City Council Chelsea City Hall 500 Broadway Chelsea MA 02150 Re: Salary Reserve Transfer for increased Department salary costs Ladies and Gentlemen of the Council: The Fiscal Year 2010 Budget, as proposed over a year ago, contemplated a Salary Reserve to fund the then still outstanding contracts for FY09-10 being negotiated with six of the eight municipal union bargaining units. The other two, both police unions, had already settled contracts and had their increases incorporated directly into the Police Department budget, The Salary Reserve account currently has the amount necessary to cover those increases. The Fiscal Year 2010 Budget, however, did not provide for increases to exempt employees for FY10 with those increases typically relating to those increases agreed to by unions. In case, that amounts to approximately $22,000. Additionally, FY10 Budget did not provide for amounts accrued and owed when employees are laid off or retire. The most significant experience relating to this mater involved the elimination of the Refugee Services Program, which cost the City approximately $70,000 in unemployment and pay-out costs. Furthermore, a shortfall of $35,000 exists in the Police budget, which relates to our underestimating or incurring higher costs relating to court time and sick leave benefits. Each of these matters requires Council action to be fully satisfied. Below, I am proposing a transfer from the Salary Reserve to cover these budgetary requirements in the following amounts; $7,312.00 to be transferred from Salary Reserve to Account 0112351-510200 City manager $10,197.00 to be transferred from Salary Reserve to Account 0113551-510200 Auditing Department $11,320.00 to be transferred from Salary Reserve to Account 0113851-510200 Purchasing Department; $16,798.00 to be transferred from Salary Reserve to Account 0114151-510200 Assessors Department; $45,732.00 to be transferred from Salary reserve to Account 0114551-510200 Treasurer Department; $95.00 to be transferred from Salary Reserve to Account 0115251-510200 Personnel Department; $13,943.00 to be transferred from Salary Reserve to Account 0115551-510200 MIS Department; $5,070.00 to be transferred from Salary Reserve to Account 0115951-510200 Central Billing; $11564.00 to be transferred from Salary Reserve to Account 0116151-510200 City Clerk Department; $9,805.00 to be transferred from Salary Reserve to Account 0116551-510200 Licensing Department; $5,049.00 to be transferred from Salary Reserve to Account 0117551-510200 Planning Department; $35,632.00 to be transferred from Salary Reserve to Account 012105-510200 Police Department; $43,009.00 to be transferred from Salary reserve to Account 0123051-510200 Emergency Management; $43,926.00 to be transferred from Salary Reserve to Account 0124051-510200 ISD Department $3,743.00 to be transferred from Salary Reserve to Account 012351-51000 Parking Department $17,798.00 to be transferred from Salary Reserve to Account 0142151-510200 DPW Administration $15,309.00 to be transferred from Salary Reserve to Account 0142251-510200 DPW Streets and Sidewalks $14,217.00 to be transferred from Salary reserve to Account 0147501-510200 DPW Structures and Grounds $15,558.00 to be transferred from Salary Reserve to Account HHS Department $4,282.00 to be transferred from Salary Reserve Account 0151151-510200 Health Department $3,751.00 to be transferred from Salary reserve to Account 0154351-510200 Veterans Department $67,206.00 to be transferred from Salary Reserve to Account to 0154951-510200 Refugee Services $5,745.00 to be transferred from Salary Reserve to Account to 0161051-510200 Library Department $2,439.00 to be transferred from Salary Reserve to Account 0163051-510200 Recreation & Cultural Affairs $140,500.00 to be transferred from Salary Reserve to Account 0122051-510200 Fire Department. In total, these transfers from Salary reserve to the specified twenty-five (25) City Departments represent a total request of $550.000. After the above transfer requests are made, the Salary Reserve balance will be $0.00. The Salary Reserve Account falls short of satisfying the total anticipated salary obligation, and so an additional amount is sought from Free Cash in the amount of $106,666 under a separate order. I have drafted a proposed series of Salary reserve orders which makes up the Salary Reserve transfer request. As you know, this matter requires two readings and an affirmative vote by the Council to be effective. I respectfully request that the appropriate action on this matter. Very truly yours, Jay Ash City Manager Communications and petitions to the Council: A copy of a communication was received from Clean Water Action regarding significant costs savings for your municipality. A motion from Councillor Barton to accept and file was adopted under suspension. A copy of a communication was received from the Traffic and Parking Commission, with regards to a Meeting that was held on April 27, 2010. A motion from Councillor Barton to accept and file was adopted under suspension. Unfinished Business: A motion from Councillor Hatleberg to remove the FY11 Budget from the Sub-Committee on Conference and refer it to a second reading, was adopted under suspension. New Business: The following order was introduced by Councillor Robinson. A motion from Councillor Bongiovanni to adopt by roll call passed 10-0-1-0. Voting yes were Councilors Robinson, Hatleberg, Cortell, Pellegrino, MeKonnen, Barton, Bishop, Vega-Torres, Bongiovanni and Maronski. Councillor Brown was absent. Be It ORDERED by the City Council of the City of Chelsea, as follows: Pursuant to Section 3-5 of the City of Chelsea Ordinances, and pursuant to Chapter 44 & 53A of the Massachusetts General Laws, the City Council hereby accepts a gift of an American Liberty Elm tree from the Elm Research Institute and the National Building News of Keene, New Hampshire. The following order was introduced by Councillor Hatleberg. A motion from Councillor Hatleberg to adopt by roll call passed 10-0-1-0. Voting yes were Councilors Robinson, Hatleberg, Cortell, Pellegrino, MeKonnen, Barton, Bishop, Vega-Torres, Bongiovanni, and Maronski. Councillor Brown was absent. ORDERED, that a Public Hearing regarding Fiscal Year 2011 Budget be scheduled for June 7, 2010. The following order was introduced by Councillor Robinson. A motion from Councillor Hatleberg to adopt under suspension was adopted. ORDERED, that a Sub-Committee on Conference be held on Tuesday, May 25, 2010 regarding Health Insurance. The following order was introduced by Councillor Robinson. A motion from Councillor MeKonnen to adopt under suspension was adopted. ORDERED, that a Sub-Committee on Conference be held on Tuesday, May 25, 2010 regarding Trash Issues. The following order was introduced by Councillor Robinson. A motion from Councillor MeKonnen to adopt under suspension was adopted. ORDERED, that a Sub-Committee on Conference be held on Monday May 24, 2010 regarding Residential Parking. The following Orders were all introduced by Councillor Hatleberg and referred to a second reading by Councillor Hatleberg under suspension. ORDERED, that the Chelsea City Council authorize the transfer of $7,312.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 City Manager-Salaries Account #0112351/510200. ORDERED, that the Chelsea City Council authorizes the transfer of $10,197.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Auditing Department-Salaries Account #0113551/510200. ORDERED, that the Chelsea City Council authorizes the transfer of $11,320.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Purchasing Department-Salaries Account #0113851-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $16,798.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Assessors Department-Salaries Account #0114151-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $45,732.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Treasurer Department-Salaries Account #0114551-51000. ORDERED, that the Chelsea City Council authorizes the transfer of $95.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Personnel Department-Salaries Account #0115251-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $13,943.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 MIS Department-Salaries Account #0115551-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $5,070.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Central Billing Department-Salaries Account #0115951-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $11,564.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 City Clerk Department-Salaries Account #0116151-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $9,805.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Licensing Department-Salaries Account #0116551-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $5,049.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Planning Department-Salaries Account #0117551-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $35,632.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Police Department-Salaries Account #0121051-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $43,009.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Emergency Management Department-Salaries Account #0123051-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $43,926.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 ISD Department-Salaries Account #0124051-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $3,743.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Parking Department-Salaries Account #0129351-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $17,798.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 DPW Administration Department-Salaries Account #0142151-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $15,309.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 DPW Streets & Sidewalks-Salaries Account #0142251-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $14,217.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 DPW Structures & Grounds-Salaries Account #0147051-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $15,558.00 from the Salary reserve Account #0199959-598000 to the FY 2010 HHS Department-Salaries Account #0151051-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $4,282.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Health Department-Salaries Account #0151151-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $3,751.00 from the Salary reserve Account #0199959-598000 to the FY 2010 Veterans department-Salaries Account #0154351-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $67,206.00 from the Salary reserve Account #0199959-598000 to the FY 2010 Refugee Services-Salaries Account #0154951-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $5,745.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Library Department-Salaries Account #0161051-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $2,439.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Recreation & Cultural Affairs Department-Salaries Account #0163051-510200. ORDERED, that the Chelsea City Council authorizes the transfer of $140,500.00 from the Salary Reserve Account #0199959-598000 to the FY 2010 Fire Department-Salaries Account #0122051-510200. ORDERED, that the Chelsea City Council authorizes the appropriation of $2,520.00 from Free Cash to the FY 2010 Legislative Professional Services-Account 0111052-530000. ORDERED, that the Chelsea City Council authorize the appropriation of $123,125.00 from Free Cash to the 2010 Debt Service Principal-Account #0171052-576000. ORDERED, that the Chelsea City Council authorize the appropriation of $145,775.00 from Free Cash to the FY 2010 Debt Service Interest-Account 0171152-576100. ORDERED, that the Chelsea City Council authorize the appropriation of $106,666.00 from Free Cash to the FY 2010 Fire Department-Salaries Account #0122051-510200. ORDERED, that the Chelsea City Council authorize the appropriation of $18,800.00 from Regional School Account 0130156-566200 to FY 2010 Free Cash, ORDERED, that the Chelsea City Council authorize the transfer of $1,885.00 from Library-Other Professional Services Account #0161052-531900 to the Library Capital Outlay-Computer Equipment Account #0161058-586000. ORDERED, that the Chelsea City Council authorize the transfer of $94,470.00 from the Employee Benefits-Health Insurance Account #0191051-517100 to the Employee Benefits-Unemployment Account #0191051-517700. A moment of silence was requested by Council President Robinson for the passing of Sandra Mazza, and John Hagan. The meeting adjourned at 7:20 P.M. Respectfully submitted, Paul G. 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