AGENDA
BOARD OF SELECTMEN
MONDAY, SEPTEMBER 22, 2008
6:30 p.m. - Convene Meeting – Conference Room 1 – Mashpee Town Hall
MINUTES
Approval of the following:
Monday, September 8, 2008 Regular Session
APPOINTMENTS & HEARINGS
6:30 Public Comment
6:40 Application of Mashpee Chamber of Commerce – Temporary Licenses
- Oktoberfest
- Oktoberfest Dinner Event
6:45 DPW Director
- Recommendation for Bid Acceptance – Line Painting (deferred from 9/8/08)
- Pay As You Throw Discussion
- Update on Town Road Projects
6:50 Energy Committee Update
COMMUNICATIONS & CORRESPONDENCE
1) Tax Rollback Plan
2) “Brown Bag” Policy
OLD BUSINESS
1) Town Planner – Open Space Plan Review and Endorsement
NEW BUSINESS
1) Review & Execution of Contract – Landfill Monitoring
2) Application for Abatement – Wintergreen Road
3) Recommendation for Appointment – Special Events Committee
4) Proclamation – United Nations Day
5) Acceptance of Resignation – Human Services Committee
MMR ISSUES
1) Restoration Project Proposals
ENVIRONMENTAL OVERSIGHT COMMITTEE
1) Update on Request for Grant-Writing RFP
EXECUTIVE SESSION
Board of Selectmen
Minutes
September 22, 2008
Present: Selectman Cahalane, Selectman Taylor, Selectman Cook,
Selectman Green, Selectman Myers
Town Manager Joyce Mason
Assistant Town Manager René Read
Meeting Called to Order by Chairman Cahalane at 6:30 p.m.
Town Hall, Conference Room #1
MINUTES:
Monday, September 8, 2008 Regular Session:
Motion made by Selectman Cook to approve the Regular Session
minutes of Monday, September 8, 2008 as presented.
Motion seconded by Selectman Green.
VOTE: Unanimous. 5-0.
APPOINTMENTS & HEARINGS:
Public Comment: None at this time.
Application of Mashpee Chamber of Commerce – Temporary Licenses:
Oktoberfest & Oktoberfest Dinner Event:
Kevin Shackett representing the Mashpee Chamber of Commerce was in attendance to request the Selectmen approve (2) One Day Liquor Licenses to sell beer at the Oktoberfest and beer and wine at the Oktoberfest Dinner Event.
The annual Oktoberfest is scheduled to be held on Saturday, October 11, 2008 at the Mashpee Commons Village Green from 10:00 a.m. to 5:00 p.m. The Oktoberfest dinner event will be held on Friday, October 10, 2008 at the Christ the King Church hall from 5:00 p.m. until 9:00 p.m.
Motion made by Selectman Green to approve the applications of the Mashpee Chamber of Commerce for (2) One Day Liquor Licenses for the sale of beer and wine on Friday, October 10, 2008 and Saturday, October 11, 2008 as referenced.
Motion seconded by Selectman Cook.
VOTE: Unanimous. 5-0.
APPOINTMENTS & HEARINGS:
DPW Director:
Catherine Laurent, Director of Public Works discussed the following agenda items with the Board of Selectmen;
Recommendation for Bid Acceptance – Line Painting:
Bids for the line painting of roads were presented to the Selectmen for review. In accordance with bid results, a one-year contract for FY09 with an option to renew in FY10 was recommended to be awarded as follows:
Hi-Way Safety Systems, Inc. All Paint Pavement Markings
All Thermoplastic Pavement Markings
All Epoxy Pavement Markings
Markings, Inc. Recessed Pavement Markers
At the last meeting, there was a question regarding the markings on Quinaquissett Avenue. Ms. Laurent informed the Board the area of discussion was re-painted at no cost to the Town.
Motion made by Selectman Cook to award the line painting contracts to the above referenced firms for FY09 with the option to renew in FY10 as recommended.
Motion seconded by Selectman Myers.
VOTE: Unanimous. 5-0.
APPOINTMENTS & HEARINGS:
DPW Director:
Pay As You Throw Discussion:
In the Pay As You Throw program (PAYT), residents are charged for the collection of municipal solid waste (ordinary household trash) based upon the amount that is thrown away. This creates a direct economic incentive to recycle more and to generate less waste, a new approach to solid waste management.
The Selectmen have been discussing the concept of the PAYT for the past year and agreed to further review the positive and negative bearing of the program. The Board related concern with respect to illegal dumping and the impact to residents by charging a fee for the waste that is generated. Traditionally, residents pay for waste collection through property taxes.
This is the last year of a five-year contract with the local contractor for the operation of the Transfer Station. The Pay As You Throw program if instituted would affect the contract and general operation of the facility.
Motion made by Selectman Cook to form a subcommittee comprised of Selectmen representatives Myers and Green to review all of the alternatives for waste collection which include status quo, PAYT and curbside collection scenarios.
Motion seconded by Selectman Cahalane.
VOTE: Unanimous. 5-0.
It was agreed the subcommittee would give a report to the full Board of Selectmen by the first meeting in December 2008.
It was noted that over 120 communities in the State of Massachusetts participate in the PAYT program. State grant funds are available to provide technical assistance and funding for the implementation of the program.
DPW Director:
Update on Town Road Projects:
The Director of Public Works discussed road projects intended for completion during the remainder of this fiscal year. It was disclosed that work associated to the overlay of Equestrian Avenue has been completed. Preakness Lane and Pimlico Pond Road (from Preakness Lane to the Town Line west) scheduled for overlay and drainage repair in mid-September were completed last week.
This week Chapter 90 work related to the reconstruction/drainage and sidewalk widening of Old Barnstable Road (from Lowell Road to Payamps Road) is scheduled to begin with completion of the binder course by the end of the month. In the spring of 2009, the final top course of pavement will be added to finish the project.
Additional projects under Chapter 90 State road funding include the repair of drainage swales on Quinaquissett Avenue and reconstruction and drainage improvements to Asher’s Path and Orchard Road.
Asher’s Path and Orchard Road are scheduled to be repaired in mid-October. Construction is expected to last two weeks. Orchard Road will remain open and signage will recommend drivers seek an alternative route. With regards to this project and the impact on Route 28, the Selectman requested that potential traffic delays be publicized.
In an effort to advance future road taking projects, it was suggested the Board lift the eight-month moratorium on road conversions. It was noted the main issue relative to the thickness in pavement standards has been resolved and the Planning Board is presently revising the remainder of their regulations.
Several of the Selectmen related concern with respect to the Town’s financial responsibility for long term costs associated to the future maintenance of Town roads. It was suggested a policy be developed for the taking of roads.
Ms. Laurent stated there is a healthy balance of Chapter 90 funds and the Town roads at present are in generally good condition.
In accordance with the Town’s bylaw, homeowners have the right to petition the Town to take over their road.
It was agreed the Pavement Management report would be further reviewed to determine budgeting needs for the next five years. In preparation for the May 2009 Town Meeting, the Selectmen agreed to review the report in November at the second Selectmen’s Meeting.
With regards to the present backlog of roads waiting for assessment by the DPW, the option to contract 100% of the work or to extend the DPW construction season through the summer was considered.
Motion made by Selectman Taylor to lift the moratorium on road takings associated to private-to-public road conversions.
Motion seconded by Selectman Cook.
VOTE: Unanimous. 5-0.
Energy Committee Update:
Tom Mayo gave an update to the Board regarding the project history of the Town’s Energy Review Committee. Presently, the committee is working toward energy self-sufficiency. Projects under review include the review of Wind Power initiated last summer. Six potential sites including the Town Hall complex have been identified and are pending review by the FAA. A large onsite renewable initiative feasibility study grant application has also been submitted to the Massachusetts Technology Collaborative (MTC).
In December of 2006, the Selectmen voted to endorse the solar project at the Mashpee High School and in May of 2008, the voters approved funding for a solar project at the Senior Center. This month the committee has been researching the potential for a solar hot water system at the Senior Center for the commercial kitchen.
The new Library, a state of the art building has been designed to include an array of energy efficiencies which has prompted the application for LEED Certification for the new building.
Since the committee’s inception in 2004 over $100,000 in grants have been received for lighting efficiency programs in the Mashpee public schools. Additional grants have assisted the Police Department for lighting efficiency and for energy consulting for the Fire Department, Library and Town Hall facility. The Cape Light Compact has also performed energy audits at the Town Hall and Fire Station. Improvements recommended by the audit are expected to be completed in 2008.
In August 2008, the Board of Selectman also approved an internal energy policy for municipal employees. Energy efficiency has been deemed a high priority of the Board.
COMMUNICATIONS & CORRESPONDENCE:
Tax Rollback Plan:
The Selectmen reviewed communication relative to the MMA Revenue Sharing Task Force/Fiscal Policy committee meeting held on September 16, 2008. The Massachusetts Municipal Association is interested in municipal activity regarding the sales tax rollback.
It was agreed the matter would be deferred to the next Selectmen’s Meeting for further review.
“Brown Bag Policy”:
The Mad Platter restaurant establishment has inquired as to the possibility of establishing a Brown Bag Policy (BYOB) to allow patrons to bring their own wine into the facility. At this time, it was disclosed The Mad Platter is not interested in obtaining a liquor license. The ABCC has indicated that it is up to the local licensing authority to allow or disallow this practice.
Motion made by Selectman Cook to disallow the Brown Bag Policy.
Motion seconded by Selectman Taylor.
VOTE: Unanimous. 5-0.
OLD BUSINESS:
Town Planner – Open Space Plan Review and Endorsement:
The updated Open Space, Conservation and Recreation Plan dated June 2008 was presented to the Board for approval. The Selectmen were requested to endorse the Plan and provide a review letter as required by the States’ Division of Conservation Services (DCS) approval process.
Projects are focused on six key areas as described in the Action Plan. Projects listed in the Action Plan tend to receive favorable action on grant applications. However, it is disclosed the Town is not making any commitments in listing projects in the Action Plan.
It was noted the updated Plan is part of the Town’s grant application to the State’s LAND (formerly Self-Help) program for the Meetinghouse Road property approved at the May 2008 Town Meeting.
Motion made by Selectman Cook to endorse the Open Space, Conservation and Recreation Plan and authorize the chief elected official to submit a review letter endorsing the Plan as outlined.
Motion seconded by Selectman Green.
VOTE: Unanimous. 5-0.
MMR:
Restoration Project Proposals:
Motion made by Selectman Green to place the above topic on the Selectmen’s agenda.
Motion seconded by Selectman Taylor.
VOTE: Unanimous. 5-0.
Mr. Fudala indicated the State is expected to announce the availability of funding as a result of MMR damage resource recovery. The Town Planner and Conservation Agent having knowledge of Town land are scheduled to conduct a tour of several properties adjacent to the National Wildlife Refuge and Orenda Wildlife Land Trust with the State Division of Fisheries & Wildlife and Department of Conservation & Recreation.
It was noted there is a public meeting on the restoration project proposals in mid October. The Selectmen agreed to allow the respective Town department heads to tour the properties as defined, but not to initiate any purchase at this time.
The Selectmen agreed to consider the use of potential funding to offset the Town’s wastewater costs. This matter would be discussed with the MMR Senior Management Board. Findings will be reported to the full Board of Selectmen.
In other business, the Town Planner indicated the Sewer Commission has been conducting exploratory digging at the Town Landfill. The Secretary of State and State Archeologist have deemed the area sensitive and require a full archeological survey be conducted. At this time, funding is not readily available in the budget of the Sewer Commission. This matter will be further reviewed with Historic Commission chair Lee Gurney. It was noted the Historic Commission has received funding from the Community Preservation Committee to conduct an archeological survey of the entire Town. It was also suggested the Tribal Historic Preservation Officer be consulted with respect to this regard.
NEW BUSINESS:
Review & Execution of Contract – Landfill Monitoring:
The Agreement for Engineering Services by and between the Town and Weston & Sampson Engineers, Inc. relative to the Asher’s Path Landfill monitoring services has been approved by Town Counsel for execution.
Motion made by Selectman Cook to approve and execute the Asher’s Path Landfill Monitoring contract with Weston & Sampson for FY09.
Motion seconded by Selectman Myers.
VOTE: Unanimous. 5-0.
Application for Abatement – Wintergreen Road:
The Selectmen were in receipt of two applications for abatement at 32 & 33 Wintergreen Road, Mashpee as a result of a clerical error related to duplicate billing.
Motion made by Selectman Cook to approve the applications for abatement from Charles H. & Rose C. Sturtevant and J. Dennis & Barbara J. Caron as referenced.
Motion seconded by Selectman Green.
VOTE: Unanimous. 5-0.
Recommendation for Appointment – Special Events Committee:
Mark Lawrence, proprietor of The Polar Cave Ice Cream Parlor submitted a letter of interest to serve on the Town of Mashpee Special Events Committee. Mr. Lawrence has worked with the Kids Klub for many years and has participated in the annual Town Picnic, Oktoberfest, Night of 100 Wines, Air Force Band Concert and many Library events. The Polar Cave is a major sponsor of The Summer Reading Program.
Motion made by Selectman Cook to appoint Mark Lawrence to the Special Events Committee.
Motion seconded by Selectman Green.
VOTE: Unanimous. 5-0.
The Selectmen requested a residency clarification regarding the appointee.
Proclamation – United Nations Day:
Motion made by Selectman Cook to proclaim October 24, 2008 as United Nations Day.
Motion seconded by Selectman Myers.
VOTE: Unanimous. 5-0.
Acceptance of Resignation – Human Services Committee:
A letter of resignation was received from Norma Kumin dated September 16, 2008 resigning from the Human Services Committee.
Motion made by Selectman Cook to accept with regret, the resignation of Norma Kumin from the Human Services Committee.
Motion seconded by Selectman Green.
VOTE: Unanimous. 5-0.
It was agreed Ms. Kumin would receive a letter of commendation for her dedicated service to the Town of Mashpee.
ENVIRONMENTAL OVERSIGHT COMMITTEE:
Update on Request for Grant-Writing RFP:
The Town Manager remitted correspondence to the Board in a memorandum dated September 17, 2008 relative to the request of the EOC for a grant writing proposal based upon commission.
To date, the Town is awaiting word from the County’s Resource Development Office with regards to potential assistance. Communication with Sharon Gay of STG Consultants a firm the Town has used in the past has indicated she does not work based upon commission as a result of the high demand for grant writing services. Rewards tend to be based on a variety of factors, and not the grant writer application itself. The fee to write a grant is approximately $5500. STG is not aware of any firm that works on a commission basis.
It was noted that Community Block Grants are due in February.
ENVIRONMENTAL OVERSIGHT COMMITTEE:
Santuit Pond Study:
At their last meeting, the Environmental Oversight Committee ranked the three proposals received in response to the RFP for the Santuit Pond Study. Of the three firms, ENSR of Sagamore Beach was deemed highly advantageous and most favorable. The firm is expected to meet before the EOC on October 16, 2008 to review their proposal and to provide a presentation of the scope of services. Upon review, the EOC will bring forth a recommendation to the Board of Selectmen.
It was noted the proposal received from ESS Group, Inc. of Wellesley was deemed highly advantageous and the proposal received from UMASS Dartmouth was ranked advantageous.
Adjournment:
Motion made by Selectman Cook to adjourn at 7:33 p.m.
The Board will enter into Executive Session for the purpose of discussing contract negotiations. The Board will not resume in Open Session.
Motion seconded by Selectman Taylor.
VOTE: Unanimous. 5-0.
Roll Call Vote:
Selectman Cahalane, yes Selectman Taylor, yes
Selectman Cook, yes Selectman Green, yes
Selectman Myers, yes Opposed, none
Respectfully submitted,
Kathleen M. Soares
Secretary to the Board of Selectmen
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