Minutes: January 18, 1994 - Selectmen Meeting
Selectmen Attending: Judith Murdoch, Robert Andrews, James
Haggerty, Chair, Joseph Frisoli, Vice-Chair, and Catherine
Kuchinski, Clerk. Also attending: Joseph Nugent, Executive
Secretary to the Board of Selectmen.
I. Announcements: Haggerty called the meeting to order at 7:40pm
with the statement that the attorney general's office has given
its approval of the by-laws passed at the October Town Meeting.
II. Town Report bids: Nugent informed the board that two
companies had submitted bids for the printing job of the 1993
Annual Town Report. Specifications: 800 copies of approx. 90
pages (8 1/2 by 11 size). J&R Graphics of Hanover quoted $34.45
per page and the Fairmount Print of Rockland price quote was
$25.77 per page. Motion 1/18/94.1: move to accept the bid by
Fairmount Print for printing the Annual Town Report. Motion by
Murdoch, second by Frisoli. Motion carried 5-0.
III. Audit discussion: Arthur Thevenian and Steve O'Grady from
the firm of Thevenian & Company, P.C. addressed the Board
regarding the auditing letter suggesting improvements in
accounting procedures and internal controls forthcoming from the
audit completed as of June 30, 1993 records. As to the Balance
Sheet, the auditors stated that the General Fund has an
unrestricted balance of $205,000 noting that Teacher deferral was
coming in FY97 and that the trend appears to be going in the
right direction. The auditors commented as they reviewed the
audit exceptions listed in the management letter. Prior to
review Thevenian remarked that the overall opinion of the
accounting system was very good and that a clean opinion was
given for 1993. Many of the 14 areas discussed this evening were
minute: department heads need to sign all invoices for payment;
that overpayments to vendors be returned to the Town immediately.
Nugent stated that this has been corrected for FY94 with all
insurance policies to have start dates as of July 1st; Town
should review the vendor/employee relationship with Camp Kiwanee
workers and pay accordingly noting that liability issues as well
as IRS penalties could be a future problem. McCormack stated
that DET seasonal exemption has been applied for; receipts from
library and the senior center should be turned in weekly
regardless of dollar amount; employees should be properly
maintained and signed upon turn-in - on this issue Water
Commission Chair Bickford stated that water department employees
for practical reasons are not required to return to the office to
clock out for lunch - they are to be cleared and returned to
lunch by radio contact with the acting-superintendent. The
police private detail is in deficit balance because of the
untimely payments from the Route 58 contractor causing the Town
to front the money and collect later - not proper practice
according to MGL c44 s53C, and 3-part police detail work slips be
maintained on file at the Town Hall. The billing and collecting
procedures for Ambulance Service was discussed in detail with
input from the fire department and the Treasurer Collector.
Selectmen were informed that the payroll benefits clerk is to be
assigned Seven additional work hours per week for several months
to assist the Fire Department Secretary to learn the complex
procedures involved. At Kuchinski's request, the Selectmen will
be updated in June as to the work in progress; The auditors
noted that $5700 was spent for clerical salaries from the Police
Revolving Fund. Chief Berry stated that an article requesting a
change in the purpose of the Fund to reflect same would be
submitted to the next Town Meeting; Several procurement
procedures discrepancies were noted. All procurement officers to
review the proper procedures and for a standard form be used to
document telephone quotes. Nugent indicated that these steps
have already taken place including the development of a bid spec
package; The auditors then noted that formal procedures and
policies be adopted by the Senior Center and Library trustees
concerning the rental of rooms. A memo from the Senior Center
stated that they had adopted same and now were waiting for the
Library Trustees to do the same. The auditors then recommended
that water commitments and payroll be signed by the majority of
the Board of Water Commissioners instead of delegating that
authority to the acting-superintendent and that water abatements
be signed by the majority of the Board. The next item discussed
was related to problems found with Building permits and
recommended that issuance of pre-numbered permits be implemented
along with maintaining a cash receipts book. Auditors suggested
that management review the internal controls surrounding cash
receipts with department heads to determine that adequate
controls are in place and to identify areas of improvement.
At 8:30pm a five minute break was announced by the chair. 8:35pm:
return to session the following items were on the agenda:
IV. BUDGET TRACKING: Frisoli reviewed the December sheets for the
Board with general good comments raised at large department
spending. However, the figures did not take into consideration
the Highway department January expenditures which during the next
discussion will be in the red because of all the recent storms.
Discussion ensued over the Town Hall figures when Frisoli
questioned the noted $750 expenditure by Executive Secretary.
Kuchinski asked why Selectmen did not see the item in their
folder for signature. Nugent replied it was per his contract
that he be given $1500 plus $600 in addition to his salary and
car. Andrews noted that it was his recollection that Nugent was
to receive $1500 in lieu of a car only if the car Nugent was
allowed the use of was a junk car he was to use to go back and
forth to work and around town. Andrews and Kuchinski stated that
he was not to receive both $1500 and the use of a car which
insurance, maintenance and gas was paid for by the Town. Nugent
estimated that these costs were in the vicinity of at least
$1,000. Murdoch and Haggerty both thought it was their intent
to let him have both. Kuchinski reminded them that it was what
is written in the contract and approved by Town Meeting that is
authorized. Frisoli believed that the intent of negotiating team
under rules of collective bargaining must be upheld. Kuchinski
wanted further discussion at the next meeting on this issue.
V. MBTA Impact reports Department Heads: Noreen O'Toole and
Wilbur Danner as the Hanson liaisons to the MBTA were present.
O'Toole introduced Jack Elms and Dave Harris also serving on the
subcommittee of the Planning Board dealing with transportation
issues. Danner noted that MBTA letter from John Powers dated
January 7, 1994 was the first complete MBTA information he has
received. He was disappointed that MBTA had to construct a file
from his records regarding the history of contact from the Town.
Memos listing departmental concerns and/or impacts regarding the
T's arrival in Hanson had been requested from the Police, Fire,
Highway and Water departments for this meeting. Police and fire
departments responded. O'Toole noted that the MBTA has filed a
Notice of Intent (NOI) for the Right of Way (ROW) work to be done
on the track with the Conservation Commission. A second NOI
filing will be done for the station within the next year. A
slight review of the memos from the police and fire departments
were given. A more in-depth review will be given prior to the
expected Spring time meeting between the Selectmen and the MBTA
officials. Kuchinski stated that the memos were informative and
that the type of information necessary would be how many
additional firefighters, police and highway items will be
required because of the advent of the railroad back to Hanson.
Murdoch also voiced the fact that area residents want to know how
it will affect the quality of life.
Before the Fire and Police Chiefs left the room Kuchinski, on a
personal note, thanked each department for fine service to all
ice accident victims on January 9th.
VI. Appointment of Registrar of Voters: The Hanson Democratic
Committee submitted three names (Nancy Amado, Kathleen Egan and
Joseph O'Sullivan) for consideration for the Registrar's seat
vacant due to Ann O'Brien recent resignation. Motion 1/18/94.2:
move to appoint Nancy Amado, 592 State Street to fill the vacant
position as Registrar of Voters with the term to expire March 31,
1995. Motion by Frisoli, second by Murdoch. Motion carried 5-0.
VII. Acceptance of Minutes: Motion 1/18/94.3: move to accept
the minutes of November 23, 1993, November 30, 1993, December 7,
1993 and the Emergency Meeting of January 11, 1994 as printed.
Motion by Frisoli with second by Murdoch. Motion carried 3-0-2.
(Andrews and Haggerty abstained stating each had not attended at
least one of the meetings).
VIII. FY95 Budget discussion: (1) February Meeting agendas: On
February 8th at 7:30pm, the Selectmen have invited the Board of
Health and FinCom to meet to discuss the transfer station fee.
Although no receipt of written confirmation, the Board of Health
is expected to attend with information. Nugent stated that Town
Counsel should be supplying a letter of answers regarding certain
aspects of the SEMASS contract. Selectmen consensus that 8:15pm
would be a good time to meet with Department Heads who are
requesting additional personnel for FY95 in order to hear their
explanations. (2) various budgets under Selectmen control:
Nugent presented the sheets this evening and reviewed item by
item with several questions from Selectmen. Overall, Nugent
stated that budgets have been submitted as level funded with
contractual reimbursements. Copies have been handed out to the
Board members for review. Some line items are below last year's
figures and a few above; i.e. vehicle plan calls for 2 cars to be
purchased this year versus the 4 last year, that much computer
software is now in-house. Haggerty asked for a breakdown of the
computer line to be supplied and that Department Heads seeking
salary increases submit written reasoning. Further discussion at
the next meeting.
IX. Veterans of Foreign Wars: Whitman Post of the Veterans of
Foreign Wars requesting permission to sell "Buddy Poppies" on May
4 through 7th at Shaws and 14-58 Liquors. Motion 1/18/94.4: move
to grant permission to Whitman VFW post to sell "Buddy Poppies"
in Hanson at the requested locations. Motion made by Murdoch
with second by Andrews. Motion carried 5-0.
X. Renewal of Class II License: The Board was informed that all
Town fees and charges have been paid by applicant, Devlin
Automotive located at 203 Liberty Street. Motion 1/18/94.5: move
to issue a Class II license (4 vehicles allowed) for 1994 to
Devlin's Automotive. Motion by Andrews with second by Murdoch.
Motion carried 5-0.
XI. Surplus Voting Units by Town Clerk: Sandra Harris reported to
the Board that her department no longer required the use of the
old voting system (punch card boxes) now that the new system has
arrived. She would make the old system available to other towns
still using the punch card system. Harris stated that the value
of the old system is less than $100. Motion 1/18/94.6: move to
declare the punch-card voting machines as surplus Town equipment.
Motion by Murdoch with second by Frisoli. Motion carried 5-0.
XII. Action Requests: (A) Rockland Landfill: (1) Haggerty
informed the public that the next public DEP meeting on this
matter will take place at 7pm on Wednesday, February 2 at the
Rockland High School Auditorium. Haggerty asked that a letter be
sent to Rockland requesting a copy of the last inspection report
made by the Rockland Health Agent be forwarded to Hanson. Motion
1/18/94.7: move that the Rockland Health Agent report of the
Rockland Landfill be requested in writing. Motion by Andrews
with second by Murdoch. Motion carried 5-0. (2) From the
points raised at the January 6 public meeting regarding the
Landfill, Kuchinski requested that Nugent (a) forward a copy of
Selectmen's letter of concern directly to Jan Reitsma of MEPA,
(b) find out if the public comment period will end January 31 or
April 1, and (c) if DEP has made any decision on wetland
violations or determination on the wetlands line for this
project. Notes which Kuchinski took at the January 6th meeting
to be posted on the Selectmen's notice board for others to read.
Hearing that no information was available, Motion 1/18/94.8: move
that a letter be sent to DEP requesting the status of wetland
delineations and/or violations at the Rockland Landfill site.
Motion by Kuchinski with second by Andrews. Motion carried 5-0.
Nugent to follow up on these requests with letters.
(B) Town Flag and Report cover: Frisoli asked the status of the
Town Flag. It was noted that there was a Hanson Militia Flag
design found. All options for flag and cover to be made
available for the February 1st meeting.
(C) Route 58 status: Kuchinski requested status of Nugent's
meetings regarding Route 58. Since the project is not
progressing during the winter months, Nugent does not meet
regularly with the engineers. Kuchinski asked Nugent to put
these items on his punch list for discussion with the state: (1)
removal of telephone poles from the sidewalks - ADA requirements
plus the fact of future sidewalk snow plow problems, (2) the
procedure to be followed for installation of new mailbox stems -
who is going to do it and who is going to designate the position
of same? Will there be input from the residents? post office
personnel? (3) any word about how the repaired driveway accesses
are holding up? (4) Andrews asked about the concrete sidewalk
area in front of Monponsett Post Office?
(D) Drainage Committee: Kuchinski reported the Drainage Committee
had met regarding the two complaints forwarded and action is
expected in the Spring.
XII. Executive Secretary Report: (1) Union Park St - residents
forwarded a petition to have the street accepted and a second one
to have road repaired. Motion 1/18/94.9: move to forward a copy
of the petition regarding road acceptance to the Planning Board
for comment. Motion by Andrews with Second by Murdoch. Motion
carried 5-0. It was noted that Union Park Street is on the list
of private ways and as such the road is graded twice a year and
is plowed and sanded by the Town. Andrews noted that the areas
with private ways are the lower economic areas and Nugent and
O'Toole should investigate grant submittal possibilities for
infrastructure repairs in these areas.
(2) Union Contract: Nugent to make copies for Selectmen to read.
(3) Sullivan - Franklin Street: Nugent stated that the deed
giving over easement rights is ready for signatures. This is as
voted by town meeting in October, 1993. Town Clerk to witness
signatures at the next meeting.
XIII. Other Items - Teddy Bear Program: Haggerty read letter from
Tom Dahlberg that school contest awards to name the program will
be given Wednesday, January 26 at 10am at the Maquan School and
all Selectmen are invited to attend. Kuchinski noted that the
Telephone Pioneers were so thrilled with their thank-you note and
the concept of the program that Betty Dahlberg was in receipt of
their second donation of 25 "hug-a-bears".
Motion 1/18/94.10: move to adjourn. Motion made by Andrews,
second by Frisoli Motion carried 5-0. Adjourned at 10:15pm. | 
