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Meeting of 2003-10/28
BOARD OF SELECTMEN
TUESDAY, OCTOBER 28, 2003

The regular meeting of the Board of Selectmen convened at 7:00 p.m. in the Conference Room at 110 Main Street. In attendance were Richard E. Guertin, James R. Manning and Kathleen C. Norbut. Also present was the Media. Town Counsel and the Town Administrator did not attend this meeting.

In the Open session minutes printed up of the Board of Selectmen meeting for October 14, 2003, Ms. Norbut made five corrections. The first was on page one with the spelling of Laura’s last name. Ms. Norbut believed Laura’s last name is Pastell and not Tastell as typed. The second correction was on page three. The word fells should be feels. The third correction was on page five with the word coast, which should have been cost. The fourth correction was also on page five, striking the words “and $6,000.00 about the service” and instead inserting the word “cost”. The last correction was on page seven in the second paragraph. The word petition should have been pension. Mr. Manning made a motion to accept the Open session meeting minutes of October 14, 2003 as amended. Ms. Norbut seconded and it was so VOTED.

The next item on the agenda was a presentation by the Monson Girl Scouts. The Troop came forward and read a letter they submitted to Congressman Neil on March 15, 2003, stating they are working toward their Bronze Award. They received a flag from Congressman Neil that they wished to donate to the town and presented it to the Board of Selectmen.

The Town Treasurer, Betty Sloope, and Julianna Wood approached the Board of Selectmen regarding the filling of the vacant position in the Treasurer’s Office. Ms. Sloope said the position was advertised with about twelve résumé’s being received. Seven applicants were interviewed with the assistance of Dot Jenkins, the Town Collector, and Debi Mahar, the Town Accountant, as they will also be working closely with this person. Ms. Wood was chosen to fill the position as she had the most payroll and accounts receivable experience.

Ms. Norbut made a motion to accept the recommendation of Treasurer Betty Sloope, to appoint Julianne Wood to the part time position of Treasurer’s Clerk for the Town of Monson effective Thursday, October 30th. Mr. Manning seconded and it was so VOTED.

Dennis Swierad approached the Board of Selectmen to discuss a request to proceed with the garage and barn roof repairs at the Keep Homestead Museum. Mr. Swierad received four bids. He is recommending the low bidder with the funds coming out of the Keep Homestead Trust Fund.

Ms. Norbut made a motion to accept the recommendation of the Keep Homestead Museum to award the bid of re-roofing the garage and barn to Joe Galica Roofing of Warren, Massachusetts, at the bid price of $7,400.00. Mr. Manning seconded and it was so VOTED.

Kurt Kaiser approached the Board of Selectmen to discuss the School Building Committee closeout report. Mr. Kaiser stated at the last School Building Committee meeting, they approved the last of the purchase orders for the Middle School and they are going to bond on this school within a month. The original High School budget was $18,930,200.00 and the total cost was $18,138,000.00 with an unspent balance of $792,200.00, which was transferred to the Middle School project. The Granite Valley Middle School’s original budget was $11,069,000.00, with the transferred $792,200.00 it brought the total up to $11,862,000.00 available for construction. $11,530,000.00 was spent. They have finished two projects on time and under budget and will return to the town just under a hair of a third of a million dollars or $332,000.00. Mr. Kaiser added there are two outstanding problems right now in the project. One is the gymnasium floor at the High School as it has a moisture or condensation problem underneath the floor causing it to buckle. The floor contractor has taken remedial action that does not work.  The second issue is a dip or a rise in the triple jump track at the Middle School. It is a sub-surface problem. The contractor has been out once last year to try to repair this. It lasted for awhile and the problem came back. The Board of Selectmen thanked Mr. Kaiser and the School Building Committee for doing a wonderful job.

Paul Bracciotti of the Pioneer Valley Planning Commission approached the Board of Selectmen regarding the FY ’04 CDBG strategy/proposal. Mr. Bracciotti said a date should be set up for a public hearing for the public, agencies and departments to see the contours of the program and to make some suggestions about fiscal projects they would like to see become part of the towns’ application. Mr. Bracciotti stated Monson is now in better shape than we have been by one point, from the states' point of view. This is a result of a formula that results in a two-digit number that is called “Community Wide Needs”. Mr. Bracciotti spoke about the Housing Re-hab and First-Time Home Buyers’ programs and added this was extended through December. Ellen Pyle approached the Board of Selectmen. Ms. Pyle works approximately ten hours a week as a coordinator at the Pioneer Valley Planning Commission to help administer the projects and to work with the task force that initially proposed the projects to the town. Ms. Pyle stated the Child Abuse Program is based on data from 1997. Chief McKenzie, whom was in the audience, said he can tell you current numbers, but not the specifics. The School information is confidential. This program includes a two-part training class that was offered to Day Care Centers, childcare providers, etc. regarding identifying and reporting child abuse. They had approximately forty people in attendance for this class.

Mr. Guertin said he would be interested in finding out how the assessments are made for these programs and asked if presentations could be made in advance to the Board of Selectmen showing here is what we think you need and why and here is what it is based on. Mr. Bracciotti said the handouts he gave to the Selectmen at the beginning of this meeting show the beginning of this on page two and that it also shows the activities being suggested for the FY ’04 application. Mr. Guertin added that it doesn’t say why it is being suggested. Mr. Manning stated the last few grants the town applied for; the first grants Monson received were successful. The town used up most of the money and rolled money over. Mr. Manning said there were some programs that in order to qualify for the grant, we were almost grasping at what we were going to fund for a program in an effort to qualify and become a viable candidate for the grant. Mr. Manning added the town hasn’t had a problem in obtaining the grants, we have had a hard time expending the available funds within the time frame. Mr. Guertin said Monson needs to do a better job with our needs assessment, a better job managing the projects by making sure they are getting done at the right time and that the dollars are getting expended. Ms. Norbut added our data as a community has changed due to the median income. Monson is now in a different classification. We are no longer looking at a low/moderate income community, Monson is a solidly middle income/middle class community without a whole lot of high income and without a lot of low income, just a little of each. Ms. Norbut said this makes it more difficult for us to express the need and to document the need. Ms. Norbut added she would also like to look very closely at why 20% of the grant would need to go to administration. Mr. Bracciotti said the proposals are due in mid January. He might be able to attend a public hearing regarding this on November 10th, if not then, then maybe the following Selectmen’s meeting in November.

The next item on the agenda was the right-of-first-refusal lot 18 and 47 on Waid Road. Mr. Guertin said the Conservation Commission held a meeting on October 22nd and voted not to exercise the right-of-first-refusal on the aforementioned land. Ms. Norbut added the Planning Board held a meeting on October 21, 2003 and also voted not to exercise the right-of-first-refusal on the aforementioned land as well. Ms. Norbut made a motion the Board of Selectmen vote not to exercise the right-of-first-refusal for the following land. Lot 18 Waid Road 1.963 acres owned by Elizabeth Weldon; Lot 18 Waid Road 2.173 acres of property owned by William H. Lemon, Sr.; 47 Waid Road 5.584 acres owned by Elizabeth Weldon. Mr. Manning seconded and it was so VOTED.

Leslie Duthie approached the Board of Selectmen regarding a warrant request for the Special Town meeting from the Conservation Commission. Ms. Duthie explained Ernest Kolowrat wishes to donate approximately five acres of land to the Conservation Commission that is along the side and behind his home on Margaret Street in the name of his parents, Mary and Henry Kolowrat. Ms. Duthie said this is something the Conservation Commission is in favor of and added it will be a nice addition to Conservation property in the town. The second article is the Conservation Commission has been in contact with Chris Magill who is the developer of the land that abuts the Kolowrat donation and would then link Homer Drive and Longview Drive by way of his bargain sale of 9.5 acres of land to the Conservation Commission for $8,000.00. Ms. Duthie said the Conservation Commission thinks this is a great opportunity to get some additional acreage. They feel it will be very beneficial for the community at large.

Ms. Norbut made a motion to place on the warrant for the Special Town meeting the donation of the Kolowrat land to the Conservation Commission with the wording found appropriate pursuant to the approval of Town Counsel. Mr. Manning seconded and it was so VOTED.

Ms. Norbut made a motion to place on the warrant for the Special Town meeting the purchase of the land to be worded and described by Town Counsel and the Town Administrator 9.5 acres for the price of $8,000.00. Mr. Manning seconded and it was so VOTED.

John Morrell approached the Board of Selectmen to discuss a request for two additional articles to be placed on the warrant for the Special Town meeting from the Highway Department. One is to see if the town will vote to raise and appropriate the sum of $60,000.00 to be used for the purchase of a new backhoe. The second is to see if the town will vote to transfer the sum of $10,325.00 from the account approved on Article 29, at the Special Town meeting of October 21, 2002, for the purchase of a new street sweeper, to the Road Machinery Account to be used for the purchase of a new winter sander for the Highway Department.

Ms. Norbut made a motion to place a warrant on the Special Town meeting to see if the town will vote to raise or transfer and appropriate the sum of $60,000.00 to be used towards the purchase of a new backhoe for the Highway Department contingent upon review by Town counsel. Mr. Manning seconded and it was so VOTED.

Ms. Norbut made a motion to place a warrant on the Special Town meeting to see if the town will vote to transfer the sum of $10,325.00 from the account approved on Article 29 at the Special town meeting of October 21, 2002, for the purchase of a new street sweeper, to the Road Machinery Account, to be used for the purchase of a new winter sander for the Highway Department contingent upon review of Town Counsel. Mr. Manning seconded and it was so VOTED.

Mr. Guertin briefly described a request by Town Accountant Debi Mahar. Ms. Norbut made a motion to place a warrant on the Special Town meeting to raise and appropriate additional funds to the Town Accountant’s Salary Account due to the re-classification of the Assistant Town Accountant, the sum of $929.00. Mr. Manning seconded and it was so VOTED.

Mr. Guertin read this next request into the record. Ms. Norbut made a motion to place on the warrant for the Special Town Meeting to transfer funds from the School Construction Debt Escrow Account to pay for the borrowing costs for the Middle School Renovation Project. Mr. Manning seconded and it was so VOTED.

Mr. Guertin read this next request into the record. Ms. Norbut made a motion to place a warrant on the Special Town meeting regarding planned unit residential development for persons aged 55 years and older with wording to be determined by the Town Administrator and Town Counsel. Mr. Manning seconded and it was so VOTED.

Ms. Norbut explained briefly this next request where funds are available to allow the attendance at conferences and workshops. Ms. Norbut made a motion to place on the warrant for the Special Town meeting to transfer a sum of money from the Board of Selectmen’s Salary Account to the Board of Selectmen’s Expense Account. Mr. Manning seconded and it was so VOTED.

Ms. Norbut made a motion to close the Special Town meeting warrant. Mr. Manning seconded and it was so VOTED.

In other business to come before the Board of Selectmen, Mr. Guertin said he received a telephone call from someone representing the United Way asking who the United Way coordinator for the town was. Mr. Guertin said he spoke with Ms. Neggers about this and found that it changes every year. The duties are to take the United Way person around to meet various people, i.e. department heads, employees, etc. and to assist with the United Way solicitation. Ms. Norbut said she would be willing to bring this to the Community Relations Committee to see if someone in that group would be interested in moving forward with this. Their next meeting is on November 4th and she would let the Selectmen know the outcome at their meeting on November 5th when the School bonding is signed.

Also in other business to come before the Board of Selectmen, Mr. Guertin said the Master Plan Committee met last night and they have gone through the entire document and reviewed a form of implementation. There are still a few details to be worked out. Once the document is received back from Daylor Consultants, three members of the Master Plan Committee will present it to the Board of Selectmen, presenting a summarized version. The Master Plan will also go to the Planning Board for acceptance. The Clerk’s Office will have copies available at that time for anyone interested in obtaining a copy. The Master Plan Committee would also like to post the by-laws on the web site as well at some point.

Correspondence was read and completed.

At 9:05 p.m., Ms. Norbut made a motion to adjourn the meeting from Open Session to go into Executive session for the purpose of discussing pending litigation and a contractual issue, not to return to Open session. Mr. Manning seconded and it was so VOTED.



_______________________________
Kathleen C. Norbut, Clerk