Selectmen’s Meeting Minutes of November 30, 1999
Present: Daniel Webster, Judy Murdoch, Stephanie McSweeney and Peter Jones. Cathy Kuchinski absent.
7:37 p.m. Chairman Webster called the meeting to order.
Tony Marinelli, Hanson’s Computer Technician was introduced by Chairman Webster. Mr. Marinelli was present to explain the current status of the Town’s computers. He indicated that all the computers are Y2K compliant and all the software has been tested. The computers have either Windows 95 or 98. He explained that some of the computers are set up to share a printer.
Barbara Gomez and Carole McCormack were also present to discuss with Mr. Marinelli the feasibility for getting a separate financial network for the Treasurer/Collector’s office. Currently the T/C computer is performing dual service - a PC and a network. When Mrs. McCormack’s computer goes down, her staff, the Assessor’s office and the Accountant’s go down also. Mr. Marinelli also explained that is it not good to have a PC work as network. There should be a separate computer. There are potential security issues with running the network from a PC. Chairman Webster inquired as to the amount in the Computer Line. Mrs. Gomez indicated that there will be approximately $5,000.00 after paying the current obligations. Mrs. McCormack presented a letter from
Customized DATA Services along with a list of necessary items to implement the Network. The list included an Intel Celeron 466 w/ Network Card $995.00, File Server $1,950.00 and Microsoft Window NT Server $1,350.00.
Mr. Jones inquire about Internet access. Mr. Marinelli indicated that some of the computers are set up with Internet access for research only. To set up the Internet and E-Mail on all the PC’s would be very expensive and require a phone line. Currently, only the computer in the Selectmen’s Office has E-Mail capabilities and the account is under Mr. Nugent’s name. Mr. Marinelli did suggest looking into another carrier which may be less expensive and changing the name to Hanson.
MOTION by Stephanie McSweeney, second by Peter Jones to authorize the purchase of the file server and network for the Treasurer/Collector’s Office. Voted 4 - 0.
Robert Sutter from the GIS committee was present to request that the Town moved forward with the GIS system. He explained what GIS committee has done to date and what GIS capabilities are with respect to the Town. Mr. Marinelli explained in simplified terms that GIS is set up in two parts: one a graphics programs which links to the second part which is a database where all the information is stored. By clicking on a location on a map, data will be presented from tax information to hydrant locations. He did stress that although the program is excellent and informative, it will take considerable manpower to input the data and keep it up dated. Mr. Marinelli indicated that there is a lot of education necessary to get the system in operation and well as funding. Generally the systems
run over $100,000.00. The Town should consider whether this is something that the Town needs and actually wants. Mr. Sutter indicated that he has worked with Applied Graphics who are willing to assist in the implementation of the system and Land Planning has a lot of information which they are willing to share. Mr. Sutter suggested starting with a simple system which would incorporate the Assessor’s, Treasurer/Collector and Planning Board.
Tom Powers was present to inquire why the Fire Department does not publish a fire log. Chairman Webster indicated that he did not know, but would suggest there is no log due to confidentiality concerns. The Office would check with the Fire Chief regarding the matter.
Eastern Edison request for joint pole location. MOTION by Stephanie McSweeney, second by Peter Jones to open hearing. Voted 4 - 0.
No representative from Edison was present. Discussion ensued, the pole is located at P41-1 on High Street. The purpose of the request was for the construction of a new home.
MOTION by Peter Jones, second by Judy Murdoch to approve joint pole location at P41-1 High Street. Voted 4 - 0
MOTION by Judy Murdoch, second by Stephanie to close hearing. Voted 4 - 0
Al Hanscom of VHB was present to update the Board on the Plymouth County Hospital. VHB has reviewed the bids for the UST removal and recommends awarding the bid to Keystone Environmental of Rockland whose bid, which was the lowest bid, came in at $84,396.00. Mr. Hanscom suggested getting the information to Keystone as soon as possible in order to get the tanks removed before the weather gets too cold. He also indicated that an IRA plan, which is a work plan, which must be submitted to DEP prior to the removal of the tanks. DEP will issue authorization over the telephone.
MOTION by Judy Murdoch, second by Peter Jones to authorize the filing of an IRA plan with DEP. Voted 4 - 0.
Mr. Hanscom also indicated that he has returned the signed Addendum I and would like the board to sign Addendum II which covers has contingencies for the Form A lots. He said that VHB will take no action without the Boards authorization. Mr. Jones indicated that he would like additional time to review Addendum II and would like to table the matter until the next meeting.
Through Mrs. McSweeney, Ms. Kuchinski sent an inquiry relative to any provisions regarding weather and the 45 day completion requirement. Mr. Hanscom indicated that the removal of the tanks should only take a week and that weather will be taken into consideration when the contractor actually commences work.
MOTION by Judy Murdoch, second by Peter Jones, that upon the successful purchase of the Plymouth County Hospital Property that Keystone Environmental of Rockland be awarded the bid for the UST removals in the amount of $84,396.00. Voted 3 - 0 - 1 (McSweeney abstaining) Mrs. McSweeney indicated that she abstained because she thought one of her relatives may have been a bidder.
MOTION by Judy Murdoch, second by Peter Jones, to authorize Keystone Environmental of Rockland to remove the UST as soon as possible. Voted 4 - 0.
Mr. Hanscom went on to discuss the environmental insurance and the meeting he had with Peter Hollingsworth of Mass. Business Development and Mr. Jones. There are two types of coverage: Lenders Protection and Environmental Cap Insurance. The lenders protection does not apply to the Town. Environmental Cap Insurance covers cleanup over the estimated costs. Mr. Hanscom indicated that by taking the asbestos clean out of the estimate, the cost for clean up of the site would be $500,000.00. The premium would be between $3,000 - $5,000.00. The insurance would cover cost overruns and defaults. He has a few questions regarding what constitutes a default and hopes to have an answer by the end of the week.
Both Mr. Jones and Mrs. Murdoch feel that the insurance should be in place prior to the pulling of the tanks. Mr. Jones presented a Participation Agreement with starts the process without making a commitment. Mr. Hanscom indicated that there will be a Seminar on the Insurance Program at the Newton Marriot on December 15, 1999 from 9:00 a.m. to 11:00 a.m. Mrs. Murdoch indicated that she would like to attend.
Closing on Plymouth County Hospital - Chairman Webster indicated that the closing on the sale of the property have been postponed because Attorney Bob McCarthy is recovering from surgery. One of the tenants moved out on November 15 and the last tenant should be gone on December 1, 1999. Attorney Kathleen O’Donnell of Kopelman & Paige will be handling the closing.
MBTA Assessment Resolution - The Board reviewed a Resolution sent by the Town of Bridgewater regarding unfair assessments from the MBTA and requested Hanson participate in forwarding their own Resolution to the Governor. Mr. Jones said he thought this matter was adopted in the new State budget and would contact Rep. Marini’s office for additional information. Tabled the matter until Dec. 14th meeting.
Executive Secretary Job Description - Chairman Webster indicated that the Executive Secretary Search Committee has reviewed 28 applications and resumes for the position. They have narrowed the field down to 8 semi-finalist and will be conducting interviews on Saturday, December 4, 1999. The Search Committee slightly revised the Executive Secretary’s job description and would like the Board to vote on the revisions. Through Mrs. McSweeney, Ms. Kuchinski requested that under General Operations, Paragraph 4 preparation of agenda materials and oversight of the preparation of the minutes be added. She also requested that under Personnel, Paragraph 4 the Executive Secretary’s relationship with the Treasure/Collector and Town Accountant be more specifically defined. After lengthy
discussion the Board determined that department heads are to report the Executive Secretary regarding day-to-day operations of the Town Hall and file complaints at the Executive Secretary’s level. If they are not satisfied they should appeal to the Board. Any definitive instructions should be placed in the department heads’ job description and not the Executive Secretary’s. Stephanie McSweeney inquired as to whether there is a chart somewhere indicating the Chain of Command. Mrs. Murdoch believed there was one when the Government Study Committee was formed.
MOTION by Judy Murdoch, second by Peter Jones to approve Executive Secretary Job description as modified. Voted 4 - 0.
A Draft RFP for land use study of the Plymouth County Hospital was proposed by Chairman Webster. All members received a copy for review. Matter tabled until December 14th.
Private Way Plow List was read by Chairman Webster. MOTION by Judy Murdoch, second by Peter Jones to accept plow list. Voted 4 - 0.
Announcements of upcoming events were read by Chairman Webster. Tree lighting at State House, Community Christmas, thank you letter from John Stearns.
Peter Jones announced the final draft of the Evaluation Tool is complete and will be distributed to Boards and employees shortly.
Chairman Webster said the Executive Secretary Committee would like to know how many candidates the board would like to see. He explained that the Search Committee will have five specific questions for each candidate. Additional questions will be asked based on the answer of previous questions. Peter Jones suggested presenting the best of the best regardless of number. MOTION by Peter Jones, second by Judy Murdoch to have Search Committee interview to nine candidates Dan present the best of the best to the Board. Voted 4 - 0.
MOTION by Judy Murdoch, second by Peter Jones to adjourn. Voted 4 - 0. Meeting adjourned at 9:58 a.m.
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