Town of Hanson - Board of Selectmen
Meeting Minutes – Hanson Town Hall
December 6, 2011 – 7:30 p.m.
Members Present: Stephen Amico, James Egan, Richard Flynn, Donald Howard and David Soper
Members Absent:
Others Present: Town Administrator Rene’ J. Read and Executive Assistant Meredith Marini
I 7:34 p.m.~~~~~~~Chairman Amico called the meeting to order. Chairman Amico led the Pledge Allegiance and read the announcements and upcoming meeting schedule.
II TOWN ADMINISTRATOR’S REPORT - Budget Update – Mr. Read reported that all the budget submittals have been received and he is in the process of reviewing the submittals with staff and Department Heads this week and next. Mr. Read informed the Board members that their budget notebooks are being passed out this evening.~ He pointed out that the information is simply raw data– which is the departmental budget requests. Mr. Read’s recommendation will be presented at a later time. Mr. Read reported that the School Committee will be holding a budget meeting on Wednesday, December 14, 2011 at 7:00 p.m.
Police Department Notification – Mr. Read informed the Board that the Police Department will be working with D&C Construction which will be moving larges pieces of a transformer through Hanson along Route 58, Liberty Street, on Wednesday, December 7th.~ D&C Construction will construct a temporary bridge in the south bound lane at the Thomas Mill for the heavy truck to pass over at approximately 2:00 a.m. and then take it down as to not impact the morning traffic. ~They will do this again on Thursday, December 8th at 8:00 pm and will be out of town the following morning. ~At no point will the road be closed to traffic and two detail Officers will be on scene when the work is being done. D&C Construction will be parking their equipment in the Thomas Mill
parking lot for this project.
Conservation Commission – Mr. Read reminded the Board that the Town of Hanson Conservation Commission is in need of another member due to Mr. Lindquist’s resignation. Mr. Read requested that anyone is interested in serving on the Commission to contact the Selectmen’s office.
Transfer Station - Leaf and Yard Waste Area- Mr. Read reported that leaves and grass clippings are now being accepted at the Transfer Station.
Regional Electric Company – Mr. Read informed the Board that the Town of Pembroke is considering the possibility of creating a regional electric company. The Board recommended that Mr. Read invite the Pembroke Selectmen to a future meeting. Mr. Read will contact Pembroke Town Administrator, Ed Thorne and schedule a meeting.
III NEW BUSINESS
Collins Center – Discussion regarding First Floor results – Mr. Michael Ward of the Collins Center presented the Board with preliminary results from their assessment. Mr. Ward indicated that they conducted 23 interviews including staff, elected and appointed officials of the first floor. They will start interviewing staff from the second floor next week. Mr. Ward started by dispelling two rumors. The first rumor was that the purpose of the assessment is to add jobs and the second rumor indicated that the study was to decrease staff. Mr. Ward indicated neither of those reasons are the purpose of the assessment. The Collins Center is here to help assist the Town in improving efficiencies and streamlining operations. Mr. Ward points out that residents are
frustrated with town halls throughout the State and that feeling is not unique to Hanson. The changes in technology have had a significant impact on communities as well as the fiscal constraints and increases in taxes, health care and the decrease in revenues. Mr. Ward reviewed eight topics which were discussed during the interviews.
Operations and workload: Mr. Ward explained that the mere reduction in work force does not save always save money as it has a negative impact on the remaining staff. The staff is then pulled from their duties to perform the duties of the laid off employee. Mr. Ward suggested that cross training and clarity of tasks is important. . He pointed out that the payroll process is antiquated and should be updated to avoid the necessity of several people uploading the same information. He recommended a uniform time sheet. He also noted that the physical layout of the Town Hall has a negative impact on communications.
Communications: Mr. Ward received comments regarding the lack of communications between departments, particularly when offices are closed. The lack of communication between external departments appears to be a problem. He noted that comments indicated that communication is improving, but it still needs some work. The main theme was communication between the financial departments and other departments. The lack of understanding of what each department does has an impact on communications.
Finance and budget: Mr. Ward indicated that there is a need to improve communications regarding the budget. It was noted that the budget process has improved over the last few years. There appears to be confusion in relation to the Town Administrator Act and the General By-laws. Mr. Ward indicated that this is not uncommon in communities, as there needs to be a checks and balances within the town. Everyone needs to understand their roles. Mr. Ward pointed out that purchasing is not centralized and is inefficient. The capital plan suffers from the lack of funding. He recommended that Free Cash should be used for capital projects. Mr. Ward indicated that grant work is needed, but there is no one to fill the position. He suggested getting
funding for a grant writing position.
Information technology: Mr. Ward indicated that full assessment of info technology is beyond the scope of this particular assessment. He pointed out that the GIS Mapping on the website needs work. The new financial software Softright appears to be working well. He is concerned that payroll program through CDS is antiquated and is a one person company. He recommended Excel training.
Policies and procedures: Mr. Ward indicated that policies and procedures need to be followed. Due to failure to follow policy, permits are issued to individuals who have outstanding taxes. There needs to be more consistency.
Analysis and reporting: Mr. Ward noted the need for better tracking of sick time and overtime. An audit of the telephone plans is in order.
Morale: Mr. Ward informed that Board that moral is low according to some interviewees and improving according to others. He pointed out that job performance is tied to job satisfaction. There is a need for better communications. The lack of understanding by the residents and boards, that the staff is asked to do more with less.
Organizational structure: Mr. Ward pointed out that there is no formal charter. The Town is operating under special acts and by-laws. The Town needs to review its structure. There are decisions being made by both elected and appointed positions. Mr. Ward indicated that the only required elected positions are the Selectmen, Moderator and School Committee. All the other positions could be appointed.
Mr. Ward concluded that he had reviewed the 1988 Government Study and it was a good report. He will meet with the second floor staff and board and committee members and submit a final recommendation in a few weeks.
Appointment – Tree Warden – Robert Brown – Mr. Read indicated that the Tree Warden is also an elected position, which needs to be filled until May 2012.
MOTION by Soper, second by Howard to appoint Robert Brown as Tree Warden until May 2012. Voted 5 - 0
Appointment – Assistant Town Accountant – Gina Sheridan – Mr. Read informed the Board that Gina Sheridan was hired as the Assistant Town Accountant in October. She must be officially appointed to by the Board in order to have signing authority. The term will be for three years to expire on
December 31, 2014
MOTION by Howard, second by Flynn to appoint Gina Sheridan as the Assistant Town Accountant. Term to expire December 31, 2014. Voted 5 - 0
Resignation – Carol Hack from Council of Elder Affairs –
Chairman Amico read the following letter from Carol Hack.
Dear Board of Selectmen ~
I have appreciated the opportunity of serving as Vice Chairman of the Hanson Council for Elder Affairs. Although my tenure has been brief, I have learned a great deal and have enjoyed the experience as well.
I have also been working with the other volunteers involved in the daily needs of the members of the Supportive Day program. Upon reflection, I have made the decision that my time and efforts would be best served in that capacity.
Therefore, please accept my resignation as Vice Chairman as of this date.
Respectfully,
Carol Hack
MOTION by Egan, second by Flynn to accept with regret the resignation of Carol Hack from the Council of Elder Affairs. Voted 5 - 0
Power of Attorney - Authorize Town Administrator to sign documents for the acquisition of the Edgewood Bogs property – At Town Counsel’s recommendation, Mr. Read requested that the Board give him Power of Attorney to sign the necessary documents to effectuate the acquisition of the Edgewood Bog property.
MOTION by Egan, second by Howard to grant Mr. Read Power of Attorney on behalf of the Board to execute documents for the Edgewater Bog property. Voted 5 - 0
Request for Road Race – Benefit Dana-Farber Cancer Institute Jan 1, 2012 – Chairman Amico read the following letter from Paul Clark:
To whom it may concern:
I am writing this letter to request permission to hold a road race in Hanson, on Sunday, January 1, 2012, beginning and ending at Country Rentals, located at 458 Monponsett Street, starting at 10:00 a.m. The race proceeds will benefit Dana-Farber Cancer Institute. The race will begin and end at County Rentals. The race route is 3 miles long. I have attached a map for your convenience. I have also helped organize a race for Hanson Little League on October 30th at Damien’s which seemed to go over well, with no traffic problems or concerns from abutters. As in the case with that race, I will consult with Chief Savage to make sure that the public safety concerns are handled in the proper manner. I look forward to
the Board’s approval and am available to discuss any concerns that you may have.
Sincerely,
Paul Clark
MOTION by Howard, second by Egan to approve Mr. Clark’s request for a road race on Sunday, January 1st to benefit Dana-Farber Cancer Institute. Voted 5 - 0
Review General By-law Violations Article 3 – 11 with Building Inspector
903 West Washington Street
357 Liberty Street
51 Ocean Avenue
62 Ocean Avenue
Depot Street/0 Leon Court
Building Inspector Robert Curran was present and provided photographs of all the locations. Mr. Curran pointed out that each location appears to be in violation of the Town’s General By Law
Article 3 – 11 Junk and Car Disposal. However, the Board must vote to determine the locations as detrimental to the public safety, health and good.
MOTION by Howard, second by Egan to determine in accordance with General By-law Article 3 – 11, Section 1 that above referenced locations are a detriment to the public safety, health and good.
Voted 5 - 0
IV OLD/UNFINISHED BUSINESS – None Heard
V ONE DAY LIQUOR LICENSES ~ Camp Kiwanee – None at this time
VI COMMITTEE REPORTS – Maquan School – Chairman Amico reported that the next meeting will be December 28th.
VII EXECUTIVE SESSION - Chairman Amico announced that the Board would be going into executive session for the purpose of conducting collective bargaining sessions and to discuss strategy with respect to pending litigation since an open meeting may have a detrimental effect on the litigating position of the Town.
So Moved by Howard, second by Egan. Roll Call Flynn Aye, Howard Aye, Amico Aye, Egan Aye and Soper Aye. Voted 5 – 0.
8:35 p.m. Brief Recess
9:05 p.m. Returned to open session
VIII ADJOURNMENT
MOTION by Howard, second by Egan to adjourn. Voted 5 – 0
9:05 Meeting Adjourned.
Respectfully submitted,
Meredith Marini,
Executive Assistant
Approved and Voted 5 - 0
January 10, 2012
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