Town of Hanson - Board of Selectmen
Meeting Minutes – Hanson Town Hall
February 7, 2012 – 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 7:30 p.m.~~~~~~~Chairman Amico called the meeting to order. Chairman Amico led the Pledge Allegiance and requested a moment of silence for Dan Ward who passed away last week. Mr. Ward served on the Board of Assessors and Finance Committee. Mr. Amico read the announcements and upcoming meeting schedule. Mr. Amico recommended that the agenda be taken out of order.
New Business: Taxi/Livery License – Hanson Taxi 726 West Washington Street – Michelle Draik was present and requested the issuance of a Livery and Taxi licenses at 726 West Washington Street. As a home health aid she has found the need for such service in Hanson.
MOTION by Howard, second by Egan to approve a Taxi/ Livery License. Voted 5 – 0.
II TOWN ADMINISTRATOR’S REPORT – Accounting Office – Mr. Read reported that the Town Accountant, Meg LaMay, is leaving the Town of Hanson to go to work for the Town of Scituate. Her last day in the office will be Wednesday, February 15th.~ Mr. Read indicated that Hanson’s loss is Scituate’s gain citing the position of Town Accountant is one of the most critical positions in town government.~ Mr. Read has been in contact with both the auditors and an interim staffing firm to provide temporary management assistance for the Accountant’s office while he commence searches to fill this position.~ He wish Meg great success in Scituate.
FY13 Budget Update – Mr. Read read the following statement regarding budget.: This is the first year we have been able to utilize our financial software package (SoftRight) to a much greater extent.~ As such, the migration from the previous system (Excel) has not been without significant hurdles to overcome.~ This process (which we started last year) represents a massive overhaul in terms of how the budget will be formatted which will have lasting, positive results.
Because this is the first year of using this new software on a more comprehensive basis, there have been a large number of formatting changes that we have been working to perfect so that our data and associated reports will be accurate.~
It was my fervent hope to be able to present my budget recommendations at this evening’s Board of Selectmen meeting however; due to a number of issues I will not be able to do so.
Some of the issues we have been addressing are as follows:
For the past week, as a result of not owning one of the modules to allow us to do it ourselves, we have been working with the SoftRight developers/engineers to be able to create a work-around solution allowing us to produce the type of finished document we anticipate bringing forward to each of you and ultimately the voters at Town meeting.
A significant number of departmental requests had to be altered/modified as a result of data having been incorrectly entered.~ This is not anyone’s “fault” per se as this is an entirely new software system and an entirely new budget entry process.~ Errors and omissions were bound to happen and we are working to address them.
Several departmental requests were omitted and have needed to be clarified with the individual department in order to ensure that all requests were accurately captured.
Utility lines have been segregated per department to better illustrate true departmental costs.
Clerical and administrative support staff have been budgeted per department for the same reason (as opposed to formally grouping all clerical union positions under the BOS budget line).
Building maintenance expenses have been segregated for the Library and Senior Center (as opposed to the previous format of grouping these expenses under the Town Hall line).
As you know, all of the departmental requests were forwarded to the Board of Selectmen and Finance Committee in November and the follow-up reviews were completed shortly thereafter.~ That said, any delays in producing a budget with my recommendations should not impede or prevent the Finance Committee from moving forward with their own individual departmental budget request review process as we all have the same information.
While I am disappointed that I don’t have the information out this evening, I will not move forward with an incomplete or unbalanced budget.~ Ultimately, we are trying to build a truer omnibus budget that will help the voters at Town Meeting better navigate through the budget motion.
Taunton State Hospital - Mr. Read informed the Board that Senator Pacheco is looking for support the keep the Taunton State Hospital open. Senator Pacheco forwarded the following resolution and requested a letter of support. Mr. Read the proposed resolution pertaining to the closing the Taunton State Hospital
Board of Selectmen
Resolution
WHEREAS, the Patrick Administration is considering closing the Taunton State Hospital, and
WHEREAS, this would put a tremendous strain on the Massachusetts mental health care system, and
WHEREAS, this would also leave Southeastern Massachusetts with a shortage of appropriate care for residents in need of mental health care, and
WHEREAS, many patients will be moved to the Worcester facility causing hardship for the families of patients that may not have transportation to visit their family members, now therefore
BE IT RESOLVED, that the Town of Hanson Board of Selectmen supports and requests its state elected officials to ensure that this very important hospital remain open for the people of Southeastern Massachusetts, the Cape and the Islands.
MOTION by Howard, second by Egan to support the resolution for discussion. Mr. Flynn would like to get additional information as to why the Governor chose to close the Taunton State Hospital. The Board discussed the availability of care for the Southeast Area. Voted 4 – 1 (Flynn)
Update on the status of the Hanson cell tower – Mr. Read reported that according to Carey Diehl of Bay communications, they are waiting for T-Mobile on a lease. Mr. Read advised the Board that he had spoken with Attorney John J Goldrosen, Esq. of Kopelman and Paige about this issue..~ In terms of the T-Mobile appeal and the subsequent settlement agreement between the Town of Hanson and TMobile, the case has been settled.~ An Agreement for Judgment was filed with the Federal District Court for Massachusetts and was approved by the judge on December 6, 2011.~
Under the terms of the Agreement, T-Mobile agrees to make “good-faith, commercially reasonable efforts” to negotiate with Bay and enter into a sublease within 150 days of the Agreement for Judgment, and to cooperate in applying for any necessary zoning permits within 90 days of signing the sublease.~ As The Agreement doesn’t require T-Mobile to negotiate with Bay or to sublease space on the Fire Station tower.~ However, T-Mobile can’t get permits for the McDonald’s site if the Fire Station site is made “available” to T-Mobile, and if T-Mobile fails to make good-faith efforts to reach an agreement with Bay, the Fire Station site is deemed to have been “available” to T-Mobile, preventing it from locating at McDonald’s.
The Town’s lease with Bay is in effect—now, the question is whether Bay can get one or more wireless providers to sublease space on the proposed tower.~ Bay Communications has a few months before it has to start paying rent to the town, and Bay can terminate the lease before then, in case it is unsuccessful in lining up a tenant.
The ATT/ T-Mobile merger was called off due to objections from the Department of Justice (on antitrust grounds) and the FCC, and so T-Mobile is now back on its own.~ It’s hard to say whether this makes it more or less likely that T-Mobile will resume expanding its network.~ T-Mobile has located on other Bay towers, so that’s not a problem.~ ~
III NEW BUSINESS
Collins Center Report – Michael Ward and Monica Lamboy were present to review the assessment of the first and second floor of the Town Hall. The First Floor report has been completed and uploaded to the website. Mr. Ward reviewed the recommendations for the first floor which included cross training, payroll and time card processing, senior tax abatement program and interns. Communications included staff meetings, review of job descriptions, address roles and responsibilities, update the organization chart, provide better service information on the website and at the Town Hall. Finance and budget a review of the Finance committee’s role, review purchase and procurement, stabilization and free cash policies and grant training. Information Technologies would include training
for staff and complete an IT assessment for the Town. Policy and procedures need to be addressed and standardized and communicated better. Analysis and reporting – regular audits, sick time and overtime tracking, burn rate reporting three or four times a year and policy analysis. Morale – a few suggestions are made in the report. Organizational structure in the case of Highway Surveyor as to why it should be appointed rather an elected.
Draft findings of second floor were presented by Monica Lamboy. They pointed out the institutional knowledge within the current staff. They commended the Board members for their service. They noted the four vacancies on the second floor, being Planner, Conservation Agent, Planning Administrative Assistant and Health Administrative Assistant. She pointed out the overlapping work of the second floor. The second floor is really about tomorrow and how we get there. The communication structure on the second floor needs to be better and formal meetings are recommended. Morale is low on the second floor.
First model included a Town Planner/Assistant Town Administrator. This position would focus on the management of the second floor. Due to the economic down turn it is a good time for this position to start. This model would include 3 full time administrative assistants as opposed to 5 part-time positions.
Second model is a Director of Planning and Land use would also have 3 full time administrative assistants.
Third Model would include two separate departments a Planning/Zoning/ Conservation and Building/Health. Both departments would have a full time and a part time support person. The part time support person could actually be one full time position.
Mr. Ward pointed out the need for an increase in information technology allowing residents to apply and pay on-line. Mr. Ward acknowledged that Building is currently moving in that direction and Health is looking into software.
Aligning the hours of the windows and staffing in offices must be better communicated to other departments. Employing three full time support staff would allow for more accessibility to the departments. Regular meetings of staff would increase the communications between floors.
Mr. Ward pointed out the importance of getting a conservation agent whether it is a part-time person or a person who holds two positions.
Mr. Ward finished with acknowledging the dedication of the staff and board and committee members. They will be finalizing the report shortly.
Steve Amico feels grant training is very important.
Mr. Soper asked about the Finance Committee’s role in the budget process. Mr. Ward indicated that when looking over the documents of the Town, by-laws and Town Administrator Act, they are both good, but are sometimes in conflict. The report encourages the groups to discuss the roles of the Finance Committee, but not during budget time. The Finance Committee has an important role at the beginning and end of the budget process. They are the review, checks and balances of the Town. The Town Administrator and Board of Selectmen take the lead in crafting the budget. The Finance Committee makes recommendations, but there shouldn’t be two different budgets.
Mr. Egan asked if there are pros and cons of each of the models for the second floor recommendation. Mr. Ward indicated the report does provide the analysis.
Charlie Mann asked about the Town Administrator Act and his role in preparing the budget. He cited Mass. General law, Ch 39 Sec 16 that the finance committee shall submit a budget to Town Meeting. Charlie agrees that they are a checks and balances when the Town Administrator submits a budget. Charlie doesn’t want to phase out the Finance Committee’s role in the budget process. Charlie points out that the Finance Committee’s recommendation must be made. Mike points out the discussion should be held between the parties to better understand their roles.
Bob Sutter, who was on finance committee for several years and chairman for five years pointed out that before a Town Administrator the finance committee put together the budget. Now that Town has a Town Administrator who is the financial officer of the Town, he should presents a budget with the finance committees recommendation.
Steve McKinnon feels the Finance Committee is a supporting role in the budget process. Steve feels we are fortunate to have a Town Administrator who gets it, but is concerned about the future. Feels the process works albeit cumbersome at times. Mr. McKinnon asked if there was a prioritization of recommendations. Mr. Ward pointed out that there is a recommended list in the back.
Job descriptions are needed for both floors. There needs to be communications between departments and an understanding of roles of each departments.
Manny feels that the Town Administrator and the Finance Committee work well together. He feels that the Finance Committee should be projecting and reviewing the reporting.
Dick Edgehille asked when the second floor report will be complete and provided the Board and Mr. Ward with information on the Board of Health.
Steve McKinnon ask which Town “gets it” and Mr. Ward suggested checking out Somerville and their permitting software.
Manny thanked Mr. Sutter for his donation of the software. Three years ago, Mr. Sutter felt that three full time secretaries would be better than five part-time secretaries.
Class II License Renewal – Auto Express 169 Franklin Street
MOTION Howard, second by Egan to approve the license renewal for discussion.
Mr. Soper concerned that the property is a junk yard. Mrs. Marini explained during the renewal process in the Fall notices are sent to all departments for comment and inspections. There were no problems at the time. The Water Superintendent did call today when learning of the renewal and was concerned that additional vehicles have been brought back onto the premises.
Mr.Howard withdrew motion and Mr. Egan withdrew his second
MOTION by Soper, second by Flynn to have Mr. Read check with all the departments and take a second look at 169 Franklin and allow Auto Express time to clean up the area. Voted 4 – 0 -1 (Egan)
Soper
Live Entertainment License – Olde Hitching Post 48 Spring Street - Mrs. Marini reported that the Olde Hitching Post is requesting a live entertainment licenses for the seldom occasions when they have a soloist or guitar player.
MOTION Howard, second by Egan to approve the Live Entertainment license for the Olde Hitching Post. Voted 5 - 0
Request to Use Town Hall – Green Hanson – Clean Up, Green Up on Saturday, April 7th and
Green Hanson & Hanson Children’s Museum for Earth Day Celebration on Saturday, April 28th
MOTION Flynn, second by Soper to approve the use of Town Hall Green by Green Hanson on Saturday, April 7th and Green Hanson and the Hanson Children’s Museum on Saturday, April 28th for Earth Day. Voted 5 - 0
IV OLD/UNFINISHED BUSINESS - None Heard
V APPROVE MINUTES
January 24, 2012
MOTION Howard, second by Egan to approve the minutes as presented. Voted 5 - 0
VI COMMITTEE REPORTS – Maquan School Building Committee – Mr. Amico reported that Jim Tuffo, Craig Finley and Rob O’Brien worked with MSBA and approved Turowski 2 Architects of Wareham. They will be looking at three options, new Maquan, Joint Maquan & Indian Head and renovating Maquan. Negotiation will begin with them. An education plan subcommittee will be providing a report. Next meeting is Feb. 28th at 5:30 p.m.
VII EXECUTIVE SESSION – Chairman Amico announced that the Board would be going into Executive Session for the purpose of discussing strategy with respect to collective Bargaining
Bargaining and pending litigation since an open meeting may have a detrimental effect on the litigating position of the Town.
So Moved by Egan, second by Howard, Roll Call Flynn Aye, Howard Aye, Amico Aye, Egan Aye and Soper Aye. Voted 5 – 0.
9:00 p.m. Brief recess
9:10 p.m. Return to open session
VIII ADJOURNMENT
MOTION by Egan, second by Howard to adjourn. Voted 5 - 0
9:10 p.m. meeting adjourned.
Respectfully submitted,
Meredith Marini,
Executive Assistant
Approved and Voted 5 - 0
February 28, 2012
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