Date: August 20, 2007
Date Minutes Approved: August 27, 2007
BOARD OF SELECTMEN MINUTES
Present: Andre Martecchini, Chair; Jon Witten, Vice-Chair, and Elizabeth Sullivan, Clerk.
Absent: No members were absent.
Staff: Richard MacDonald, Town Manager; John Madden, Finance Director; and
C. Anne Murray, Dept. Secretary.
The meeting was called to order at 7:30 PM.
OPEN FORUM
No items were discussed.
RECOGNITION OF DR. JAMES PETERS / King Caesar Advisory Committee
Mr. Martecchini announced that tonight the meeting was starting off with a recognition of Dr. James I. Peters for his over 30 years of service as a volunteer on the King Caesar Advisory Board. Mr. Martecchini explained that the King Caesar Fund was established in 1916 to provide for the relief of the poor and elderly citizens of Duxbury, and to assist any citizen of Duxbury who is, in the judgment of the Selectmen, otherwise unable to pay in obtaining proper medical, dental, psychiatric and nursing care.
Mr. Martecchini mentioned that while Duxbury is viewed as an affluent community, there are Duxbury residents who do require assistance. The King Caesar Advisory Committee, because of the confidential nature of it, is not one that gets much recognition and yet they are an invaluable resource to the Board of Selectmen. Dr. Peters served on the King Caesar Advisory Committee for over 30 years and the Board of Selectmen wanted to recognize him and thank him for that incredible service.
Mr. Martecchini then read A Resolve to Honor Dr. James I. Peters. A copy will be attached and made part of these Minutes.
INTRODUCTION OF RAPID-DIAL TELEPHONE SYSTEM
Chief Nord was present to discuss this agenda item. Duxbury has now purchased and installed its own rapid-dial telephone system. The Town of Duxbury has selected the mass communication service Connect-CTY®, which enables town officials to communicate with all residents regarding time-sensitive matters. Chief Nord mentioned the following in his remarks:
· A Press Release with the details is being given to the media tomorrow. Copies were made available to the Board and the press that were present.
· Connect-CTY® is a web-based system which can be accessed by web or by phone.
· Connect-CTY® is a sister system to the Connect-ED® system utilized by the Duxbury schools. Because of student confidentiality the Town could not piggy-back on the school’s system.
· The system allows for messages to targeted geographical areas, sending messages only to select neighborhoods when needed.
· The primary residential and business telephone numbers will be automatically included in the system.
· Residents can opt-in to provide additional numbers by visiting the Town of Duxbury website (www.town.duxbury.ma.us) and
clicking on the link “SIGN UP NOW – SERVICES BY Connect-CTY®.” So for example, a resident could add their cell phone number.
Residents without internet service can have their information added by calling the Duxbury Emergency Management Agency at
781-934-7159.
Mr. Martecchini asked: How many numbers an individual can list? ANSWER: The system allows for up to three (3) phone numbers and two (2) email addresses.
Ms. Sullivan asked: How many calls per year are allowed? ANSWER: Unlimited calls based on the annual fee being paid. The Chief did point out that it would be best not to overuse it or people will not pay attention to it when a real emergency does exist.
Mr. Witten asked: Is the contract renewable annually? ANSWER: The contract does have an annual renewal provision, but the rates are locked in for a three-year period.
DISCUSSION RE: TARKILN BUILDING
Mr. MacDonald initiated the discussion by explaining that the Friends of the Tarkiln had received a donation of a furnace that would cost approx. $4,800. to install. The Friends of the Tarkiln have raised $1,650. , which would have left a balance of $3,150. needed to fund the furnace installation. However, in the process of looking at the furnace issue it was noticed that there is friable (i.e., crumbling and airborne) asbestos in the furnace area. Peter Buttkus got two bids for the cost of removing the asbestos just in the furnace area and both were approximately $10,000. When the asbestos was discovered and there were no funds immediately available it appeared that no further action would be taken until after the March 2008 Annual Town Meeting. Based on that belief the Town Manager did not encumber the
$3,150. for the furnace installation.
Subsequently, the Friends of the Tarkiln learned of the Richmond D. Wight Fund and they are now before the Board to ask that $10,000. from this fund be used for the asbestos removal with the hope that the furnace installation could proceed so the Tarkiln Building could be re-opened as soon as possible.
Mrs. Mary Wilber, Co-Chair of the Friends of the Tarkiln, then quoted a portion of the Richmond D. Wight Fund which states “…Preference shall be given, but not limited, to uses related to the history of the Town, the preservation of historical places and buildings, and the encouragement of all forms of art and artistic appreciation and endeavor within the Town….” Mrs. Wilber said that Mr. Ken Reagan had donated the furnace, which she said he characterized as “being in too good shape to throw away”, and he had determined would fit within the space. She mentioned that Mr. Reagan had also told her that removal of asbestos is the first step to restoration and preservation. It should be noted that the Friends of the Tarkiln had provided to the Board of Selectmen a two-page
“Brief for Board of Selectmen” highlighting some of the reasons they believe funds from the Richmond D. Wight should be used for the asbestos removal.
Mr. Martecchini asked for and received the following clarification as to the funding being requested:
(a) The Friends are requesting the Selectmen approve a disbursement of up to $10,000. for the asbestos removal from the furnace area from the Richmond D. Wight Fund.
(b) After the asbestos is removed, then $3,150. would need to come from the operating budget and that amount plus the $1,650. in donations raised could be used to install the furnace so the building could be opened.
Mr. Martecchini asked Mr. Norman Tucker and Ms. Lynne Devnew, members of the Historical Commission, to update the Board on the status of the design and construction study for the Tarkiln. Mr. Tucker and Ms. Devnew said that a Request for Proposals (RFP) has been prepared and disseminated. Responses to the RFP are due sometime in September. They also mentioned that they do expect to have cost estimates for the construction phase in order to present it to the March ‘08 Annual Town Meeting.
There was a fairly extensive discussion that followed regarding the pros and cons of funding the asbestos removal with a $10,000. disbursement from the Richmond D. Wight Fund.
The following were points made by members of the Board of Selectmen:
· While acknowledging the donation of the furnace was most generous there are still concerns that the donated furnace might not be the most appropriate for long-term energy efficiency and for the ultimate design of the building.
· Belief that the building remaining empty over the course of the winter will not be overly detrimental if the water is shut off.
· Vandalism does occur during off hours whether the building is occupied or not.
· While understanding some groups have been displaced, efforts have been made to accommodate them as much as possible in other locations.
· Concerns that the asbestos removal needed might actually be much more extensive as the $10,000. estimate was just limited to the area where the furnace was to be installed.
· Richmond D. Wight Fund does also state “…The gift to the Town of Duxbury is in trust, the income, current and accumulated, to be used in the discretion of the Selectmen or such other persons as may be designated by the Town to exercise such authority, for those proposed beneficial to the Town and its inhabitants for which adequate public funds are not available…” It was point out that CPC funds are available. Town Meeting last year voted to fund the design phase. Funding for the construction phase is expected to be brought forward at the March 2008 Annual Town Meeting.
· Acknowledgment that the asbestos will have to be removed whether the building is renovated or demolished. So on one-hand the use of the $10,000. would not necessarily be lost. On the other hand, it was pointed out that if CPC funds were used then less money will actually come from the Town coffers as CPC funds have a state-funded match.
· Disagreement as to whether the funding projections previously provided would provide sufficient funds to cover the balance needed to fund the furnace installation. It was also noted that the fee increases would have to go thorough a review by Fiscal Advisory and a public hearing.
· Acknowledgment that it is difficult to separate the two funding issues, i.e., the asbestos and the furnace installation.
Mr. Witten moved that the Board of Selectmen allocate up to $10,000. from the Richmond D. Wight Fund for removal of asbestos from the Tarkiln Building. Second by Ms. Sullivan. Vote: 1:2: 0 (Witten-aye /Martecchini & Sullivan – Nay).
FINANCE DEPARTMENT: SOFTWARE UPDATE
Mr. John Madden, Finance Director, stated that the Town currently is using a DataNational Corporation system from the 1980’s. It is a UNIX-based platform system and after 25 years even DataNational will not be providing support for it for much longer. Funding for migration to an upgrade of the DataNational System was provided through approval of Article 6 of the March 2005 Annual Town Meeting (ATM). The approved funding would provide for more than an upgrade it will allow for installation of a new software system. Therefore, Mr. Madden and a committee of users from the various departments have begun the process of meeting with vendors to hopefully arrive at a consensus recommendation to be made to the Board of Selectmen.
Three vendors are being considered: DataNational Corp., Vadar Systems, and SoftRight Sumaria. All would be Windows-based systems, which would allow for an easy transition to spreadsheet formatting and more user-defined reporting and data extraction. All three have demonstrated their financial packages, which included but were not limited to: Accounting (including A/P, A/R, and Budgeting), Treasury & Collections, Utility Billing & Collections, and Payroll/Human Resources.
Mr. Madden mentioned that the Human Resources applications are vitally needed. The schools are especially interested in this aspect as the Department of Education reporting requirements have expanded dramatically. Given their needs the Schools have indicated their willingness to partner with the Town towards the costs of a new software system. Alternatively, the Town is also considering the outsourcing of Payroll/Human Resources. Two vendors are being considered: A.D.P. and Harpers’ Payroll Service.
Along with the new software Mr. Madden did indicate he has worked with Ms. Mary Beth MacQuarrie to include funding for employee training in the operating budget. Mr. Madden expressed his belief that where much can be learned from colleagues there does come a point where more professional training is needed and really worth the investment.
Ms. Sullivan asked what timeframe Mr. Madden expects to be able to make a recommend-dation and whether it would be in time for the March ’08 ATM ?
ANSWER: Mr. Madden estimated the committee will have a recommendation for the Board in another month or so, but definitely in time for the March ’08 ATM.
In response to when implementation would likely be Mr. Madden indicated that remains to be determined. He pointed out that while the municipal financial year begins July 1st, payroll/HR are typically calendar-year driven.
Mr. MacDonald commented that a Payroll/Human Resources system whether it is in-house or outsourced is really needed. He mentioned that that Town (including the Schools) have approximately 600 employees and reiterated what Mr. Madden had mentioned about the reporting requirements of Dept. of Education exponentially increasing.
Before moving on to other business the Board indicated it would like an status update of the progress being made by the FY ’09 Budget Workshop Group. Mr. MacDonald acknowledged this request.
BUSINESS
ONE-DAY LIQUOR LICENSE REQUESTS
Duxbury Bay Maritime School / September 15, 2007
The Board reviewed a request for a One-Day Wine & Malt License for the fundraising event “Shindig in the Shed,” which is the Duxbury Bay Classic Boat Festival reception to be held on Sat., September 15, 2007 from 7PM -11 PM. Catering will be by The Chef’s Table and approx. 200 attendees are expected. The Board noted that there were no objections to the event and mentioned the various conditions listed on the Departmental Memoranda.
Ms. Sullivan moved that the Board of Selectmen approve a One-Day Wine & Malt License to Mr. Edward F. Lawson, as a representative of Duxbury Bay Maritime School, to hold a fundraising event ("Shindig in the Shed") on September 15, 2007 from 7:00 PM to 11:00 PM, contingent upon the indicated conditions. Second by Mr. Witten. Vote: 3:0:0.
DRHS / Donor Reception at Wright Building / September 21, 2007
The Board review a request for a One-Day All-Alcohol License for a Donor Reception at the Wright Building on Friday, September 21, 2007 from 6 PM – 8 PM. The Board noted that there were no objections to the event and mentioned the various conditions listed on the Departmental Memoranda.
Mr. Witten moved that the Board of Selectmen grant to Mr. Patrick Browne, as a representative of the Duxbury Rural & Historical Society, a One-Day All-Alcohol License to hold a Donor Reception at the Wright Building (147 St. George Street) on September 21, 2007 from 6:00 to 8:00 PM, contingent upon the seven listed criteria. Second by Ms. Sullivan. Vote: 3:0:0.
TOWN MANAGER’S BRIEF
Mr. MacDonald reported on the following:
1. Delano House: A notice to proceed was issued with the amount of the DCHD Grant being $264,678. A group home is to be built as part of this project. A preconstruction meeting will be held on September 4th. The contract has been awarded. Total cost is projected as $674,000.
2. GATRA: We are awaiting the vote of the GATRA Advisory Board for Duxbury’s inclusion. It is expected that will be within the next month. Assuming Duxbury is accepted for inclusion, then we will need to name a Duxbury representative to the GATRA Advisory Board. If one of the Selectmen does not what to take this on, then Mr. MacDonald recommended the Board name Ms. Joanne Moore, Director of the Council on Aging, as the GATRA Advisory Board representative. Ms. Moore has been involved since the start and knows the needs of the senior community.
The Board did indicate that they would appreciate Ms. Joanne Moore representing the Town of Duxbury on the GATRA Advisory Board.
3. Boston Overflight Noise Study: The Town received a communication that the FAA is just beginning Phase 2 of the study, which will study noise impacts from approx. 5 to 25 miles from Logan Airport. As Duxbury is within this zone the Duxbury representative is invited to participate.
Mr. Martecchini mentioned that he did attend the last meeting of the Logan Citizen Advisory Council (CAC) and it was an interesting meeting. He noted that the Logan CAC had been meeting for a number of years.
4. Wright Building Ceremony: A ceremony to officially recognize the opening of the Wright Building is being planned. It will be on Sat., September 22, 2007 at 1 PM. More information will be forthcoming as we get close to the date. The landscaping is now in
progress at the Wright Building.
5. Telephone System: The Town Manager put out a bid proposal for a new telephone system for the Town Halls and the Highway Department. The contract was awarded to Cape Wide Telephone. The Town will be leasing phones temporarily, until funds are available. We recently learned that we are currently paying for unused lines, so we will expect to see some savings in monthly costs. We will have a central phone number and better directories. Installation should occur in approximately one month.
6. July Construction Costs: The July Construction Costs were about $1.9 million, which included no new houses but 21 additions or alterations.
7. Budget Timeline: Thanks to the efforts of the staff and the FY ’09 Budget Committee a draft Budget Schedule for FY ’09 was
provided to the Selectmen.
The Board noted the ATM Warrant is scheduled to close on December 17, 2007.
Ms. Sullivan also noted that the School Superintendent has committed to have the School Budget to the Town Manager / Finance Director by December 3, 2007, and how the cooperative spirit is most appreciated.
MINUTES
Mr. Witten moved that the Board of Selectmen accept the 8/06/07 Minutes as presented. Second by Ms. Sullivan. Vote: 3:0:0.
Committee Appointments/Re-appointments
None.
Adjournment
Ms. Sullivan moved for adjournment at 8:55 PM. Second by Mr. Witten. Vote: 3:0:0.
A RESOLVE TO HONOR
Dr. James I. Peters
WHEREAS, |
Dr. James I. Peters has demonstrated volunteerism at its best, having served on the King Caesar Advisory Committee for over 30 years, and |
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WHEREAS, |
Dr. James I. Peters has been an invaluable resource to the King Caesar Advisory Committee through his wealth of medical knowledge and expertise, and |
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WHEREAS, |
Dr. James I. Peters has served with compassion in fulfilling the mission of the King Caesar Fund through his recommendations to the Board of Selectmen to provide for the relief of the poor and elderly citizens of the Town of Duxbury, who otherwise are unable to pay in obtaining proper medical, dental, psychiatric and nursing care, and |
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WHEREAS, |
Dr. James I. Peters has diligently recognized the fiduciary responsibilities of his role on the King Caesar Advisory Committee; all the while balancing that responsibility with a wealth of compassion and an understanding of the changing needs of our time. |
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Now therefore be it resolved that the Town of placeCityDuxbury through the Board of Selectmen does hereby extend to Dr. James I. Peters, in recognition of his more than 30 years of service to the King Caesar Advisory Committee, its grateful appreciation. The Board of Selectmen applauds Dr. Peters for his dedication and active participation in administering the King Caesar Fund, which serves the neediest of our community, and for doing so with compassion and respect. |
DUXBURY BOARD OF SELECTMEN
Andre P. Martecchini, Chairman
Elizabeth H. Sullivan
Jonathan D. Witten
Nancy M. Oates, Town Clerk
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