HOLDEN BOARD OF SELECTMEN
MEETING MINUTES
FEBRUARY 24, 2009
5:30PM HMLD Conference Room
Present: Chairman David White, Kimberly Ferguson, James Jumonville (left at 6:50PM), Joseph Sullivan, Kenneth O’Brien
Others Present: Brian Bullock, Town Manager, Jacquie Kelly, Assistant Town Manager, Elizabeth Helder, Recording Secretary
Vice-Chairman Ferguson opened the meeting at 5:40PM.
December 2008 Ice Storm Recap
The Board of Selectmen and the Town Manager discussed improvements that could be made during a future Town emergency/disaster.
Sel. Ferguson suggested that communications could have been improved during the ice storm emergency. She suggested that the Administration choosing a meeting location i.e. Memorial Hall and conduct one public meeting per day at a designated time at this location. Residents would then know exactly when and where updated information could be obtained.
Sel. Sullivan said that the Town was mis-served by technology – many people who subscribe to Charter Communication phone service were without phone service because this system requires electricity to operate. Connect-Ed messages from School District got through to residents because the system works via cell phone service. Sel. Sullivan said that the storm was an extra-ordinary event. He said the Town should consider the cost-benefit ratio factor when considering changes to make to prepare for the next emergency. Human acts of kindness far outweighed any ill feelings from citizens.
Sel. Sullivan suggested that in order to improve communication in the future, the Town should:
Expand the R911 service to contact residents through their cell phones
Install Main Street Message Boards and connect them to alternative energy
Research Low frequency radio capability – set a radio channel specific to receive controlled/consistent messages from the same person in Town i.e. the Town Manager, Police/Fire Chief or the Chairman of the Board to instill confidence in residents
Create a list of emergency contact names and phone numbers
Sel. O’Brien suggested that the Town consider:
Recording a message once or twice a day on a 1-800 number where residents can call in for updates/information
The Town should formalize its relationship with the District to use their Connect-Ed system to increase the database for contact purposes
Ask residents to register their cell phone numbers and or email addresses through a survey conducted by a mailer from the Light Department
Designate communications representatives in each neighborhood.
The Manager said that the Town is considering a recorded radio message, converting the land-based R911 system to cell phone service, and having a dedicated Public Information Officer on staff. The county R911 system failed due to technical and human error. Converting the phone system would involve purchasing an upgrade to a more complex system. The Manager said that even if 30% of residents were contacted through alternative methods, word of mouth would continue to carry the message along.
Sel. Jumonville concurred with Sel. Sullivan that the Town should create an outline of emergency contacts should a similar situation occur again. This outline would be on the Town website and mailed home through the Light Department to residents.
The Manager shared an emergency planning approach entitled COOP – Continuity Of Operations Plan.
All major town departments are currently completing the plan.
The Chairman said that having message boards alerting residents to town information would have been immensely helpful to share information. Boards should be placed strategically along Main Street, the HMLD, and the new Public Safety Building. He said that the Town’s website was poorly underused for communication purposes. While most residents did not have power at home, they went to work and were able to access the Internet at their job. It is critical to keep residents apprised of current and forward-looking information. Residents without power were left wondering when it would be their turn to get their service back. Information provided during the storm was about what had happened, not what was going to happen. Residents were looking for information that the Town could not provide.
Sel. White said he received feedback from residents that they were looking to hear information from someone they could trust such as the Selectboard or the Town Manager. He said he would like to see the Town implement some sort of disaster relief program through the use of current technology. Additionally, this plan would need to be reviewed every 4 to 6 months to stay current. It is important to be more proactive in getting people to sign up for the electronic updates by signing up on the Town’s website. The Town of Southboro has an outstanding Disaster Relief Team that meets once a month to stay updated.
Sel. Ferguson and Sel. Sullivan both agreed that information needs to be provided by one specific person who is technically accurate in order to reassure residents with the correct information.
Sel. O’Brien said that part of implementing a disaster plan would be to inventory the streets in town and number them. A review of the organizational structure would also be necessary in order to determine where more help was needed.
Sel. Sullivan also said a complete auto-cad schematic layout of the town could be created by some WPI students to create a working map; internal communications need improvement; and all water/sewer pump stations and electrical boxes should be brought on-line in order to better monitor town services.
Chairman White opened the discussion to the public at 6:34PM.
Public Comment
Mr. Russ Vickstrom, 64 Chapel Street, did not come to criticize the Board. He said he was happy to see that the Town is considering a disaster plan. There are current disaster models to help the Town implement its plan. He inquired what types of mutual aid/help did the town receive? The Town received help from the National Guard, and 17 mutual aid communities from several different states.
Ms. Kelly Maxwell, 233 Holden Street, stated that the communication plan needs to be improved prior to the next disaster event. Residents only wanted to know “when” it would be their turn to receive service which would have helped in long-term planning purposes i.e. should we stay out of town/in the hotel longer? She commended the Town in doing a good job during a difficult situation.
Mr. Karl Hakkarainen, 80 Lincoln Ave, said his primary source of information was Sel. White and his cell phone number. Larger companies (like Verizon/NSTAR/National Grid) were slow to respond, but are prepared to handle large-scale disasters and were up and running very quickly. They were also good at providing information regarding service. Lack of communication from the Town was very frustrating and had little to do with what the Town was actually going to accomplish – only what the Town had accomplished. More proactive communication is essential in the future.
Mr. Neil Olen, 16 Marlen Road, had problems with the aftermath of the storm. Could not exit the backyard because of the tree damage. Could not get any tree removal service to clear his property. The debris on property is currently preventing further tree removal. When will the USDA/DCR come to remove the debris in the ALB area so that the remaining trees that are threatening the house can be removed? No tree debris can be removed/or chipped unless the contractor is USDA certified. Many contractors are eager to remove the debris, but none are USDA certified. The Manager said that the USDA has been slow to respond to confirm removal dates. The Manager said that the contract agreement with the USDA is for two debris clean-up passes. Mr. Olen said that certified contractors are quoting extremely
high prices to remove the debris. Homeowners are being robbed and have no control. Homeowners are responsible for any ALB debris removed from the home. Mr. Olen inquired about what type of generator to have installed in a home. Sel. White said that any licensed electrician could determine the proper type of generator to install. He commented that all generators installed in a home should have a transfer switch installed.
Sel. Jumonville left the meeting at 6:50PM.
Mr. Ben Woodbury, 47 Bancroft Road, thanked the Town for its work during the storm. He commented that his family wanted a place to go during the storm to re-charge batteries and get warm before returning home to run their generator. He said his family was not made to feel welcome at the Senior Center and received misinformation from the workers. The Shelter operating at the Senior Center did not offer help for those struggling during the storm. His child, who is transported to a school out of the District, was not bussed to school by the District even though her school was still in session. Mr. Woodbury commented that he drove his child to school during this period. Power was reestablished on his street while downed wires were on the ground creating an unsafe situation for 24 hours. There remains
confusion on who is responsible for removing tree debris in yards. He said it is inexcusable to travel along Main Street and have your car hit by tree debris in road.
Sel. White said that all power was disconnected at the poles prior to having power restored. Safety was foremost in the minds of all HMLD workers. There were no accidents sustained during the entire event. The USDA/DCR has committed to the Town that they will make two debris pick-ups through the ALB restricted areas.
Sel. Sullivan commented that the Shelter at the Senior Center provided a great relief and camaraderie for many residents during the storm. The CERT team worked very hard and professionally to ensure the safety of all who used the Shelter. He said he was sorry that Mr. Woodbury and his family did not find what they were looking for at the Shelter.
Sel. Sullivan thanked Mr. Jim Robinson of Newell Road for his time volunteering during the storm event.
Mr. John McGlone, 32 Mayo Drive, Holden Nursing Home, extended kudos to the Town for their service during the storm. He commented that roadblocks established during the storm around the center of Town made it difficult to get nursing and support staff in and out of Town. He said these roadblocks created major congestion in Town and should be re-evaluated.
Sel. Ferguson recommended that the Town should:
Designate two people to answer email questions from residents
Implement a policy regarding the installation of underground utilities to homes a certain number of feet from the road
The Board discussed the purchase of additional generators for use throughout the Town. The Manager said that the Police, Fire, DPW/Adams Road, all Schools, and the Senior Center facilities all have generators. However, the Town is considering purchasing portable generators for pump stations. Chairman White suggested implementing trailer mounted generators that can be moved easily to different locations.
Sel. White inquired about what it would take to turn Mountview Middle School into a shelter. He encouraged the administration to put a disaster plan and a team together that is not put into a drawer and forgotten. The Board asked Sel. White to email the contact information for the Chairman of the Emergency Disaster Relief Committee from Southboro, MA to the Manager.
The Manager said the Administration would advertise what is allowable for curbside tree debris disposal so residents are better informed.
Adjournment
Motion by Sel. Sullivan, seconded by Sel. Ferguson, it was UNANIMOUSLY VOTED TO ADJOURN THE FEBRUARY 24, 2009 MEETING AT 7:40PM.
Approved: March 2, 2009
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