BOARD OF SELECTMEN
MARCH 9, 2004
The regular meeting of the Monson Board of Selectmen convened at 7:00 p.m. In attendance were Richard E. Guertin and Kathleen C. Norbut. James R. Manning was absent. Also present were the Town Administrator and the media. Town Counsel was not present.
Mr. Guertin welcomed to the audience, the Den Leader and two Boy Scouts from Troop 776 who were working on Communication Merit Badges.
Ms. Norbut made a motion to accept the meeting minutes of February 10, 2004 – executive session and February 24, 2004 – open session. Mr. Guertin seconded and it was so VOTED.
A hearing convened at 7:05 p.m. for pole petition #7936 – Brimfield Road – for the installation of one new pole and the relocation of one pole. Ms. Norbut read the petition into the record. There was no public comment or input. The Highway and Water/Sewer Departments had expressed no objection to the pole locations. Ms. Norbut made a motion to accept pole petition #7936 as presented. Mr. Guertin seconded and it was so VOTED.
The next item on the agenda was to approve the Computer, Electronic Mail and Internet Use Policy. Residents are encouraged to view this policy on the town’s new web site. Ms. Norbut made a motion to approve the Computer, Electronic Mail and Internet Use Policy as presented. Mr. Guertin seconded and it was so VOTED.
Mr. Guertin said he has not had an opportunity to review the draft of the Memorial Hall Use Policy as he would like to and it was agreed to hold off on this decision until Mr. Guertin has had the chance to review it. Ms. Neggers explained the process involved in drafting the Memorial Hall Use Policy, stating it is a blend of several documents including the towns previous Memorial Hall Use Policy. Ms. Neggers said she and Ms. Norbut attended a conference last year, which was part of the “No Place for Hate Program”. There were presentations presented by various communities who have had unfortunate experiences with somebody seeking use of a public facility. By having a policy in place, it protects the town from something happening when facilities are open for public use. One policy obtained was from the
Town of Wakefield, where they had a particularly significant incident occur. One of the biggest concerns is that the buildings historical and physical integrity be protected and maintained at all times, as Memorial Hall is a historical and architectural treasure, and this was written into the policy. The policy also states no use of the auditorium will be allowed that is likely to result in or risk physical damage to the building or its contents. The Monson Arts Council has a standing lease with the town for the use of Memorial Hall and they would therefore pre-empt any other use. The conditions of rental are a little stricter than before and this policy also requires a certificate of insurance. The policy also talks about parking and addresses the need to keep the fire lanes open as well as the cost of police protection if deemed necessary by the Board of Selectmen and/or the Chief of Police. The policy states the Board of Selectmen and employees don’t necessarily
endorse a group’s beliefs, policies or programs in making the building available. The theater lights, platforms, background flats, acoustical flats, stage curtains, and chairs are all property of the Monson Arts Council and if anybody needs to use any of these, they must obtain separate permission from the Monson Arts Council prior to using them. Also if any item used is damaged during its use, they will reimburse the Arts Council for any of those costs. Alcohol is only provided if someone comes before the Board of Selectmen to request a special permit. Smoking is prohibited. This policy also requires a local sponsor who affirms the use of Memorial Hall has a civic, educational, philanthropic, or recreational purpose having substantial nexus to the community and requires organizations to document past events they have sponsored in other areas so references may be checked. This policy will be posted on the new web site where it can be downloaded and read.
Ms. Neggers suggested the fee structure might merit some reconsideration. Non-profit organizations and other non-profit locally recognized groups, for events lasting three to five hours is a $40.00 charge. For full profit groups, the fee is $75.00 with an additional $200.00 for up to three days with a $50.00 per day fee for any days in advance of one for set-up and days in which clean-up of the hall is not completed by noon of the following day. These fees have been in place since 1993. Ms. Neggers added, with the heating costs the town is incurring and the custodial costs, these fees are on the low side. Ms. Neggers explained waivers are hard as there are costs incurred. The utilities and everything for Memorial Hall are paid from the fees generated. There are zero dollars appropriated for the up-keep of Memorial
Hall. The Monson Arts Council pays a lease, which falls into a separate category. The Selectmen agreed this policy also needs to address this issue. Ms. Neggers said she would amend the policy to cover leases as well.
Mr. Guertin read a letter from Chip Lapointe, the Building Inspector, into the record. The letter stated Mr. Lapointes’ recommendations on appointing an Electrical Inspector to fill the vacancy left by the resignation of Raymond Beaudoin. Ms. Norbut made a motion to appoint Gerald D. Weston to the position of Electrical Inspector effective immediately through June 30, 2004. In addition, to appoint John J. Martin to the first Alternate Electrical Inspector’s position and Scot M. Mansfield to the position of second Alternate Electrical Inspector, subject to his acceptance, based on Mr. Lapointes’ recommendation. Mr. Guertin seconded and it was so VOTED.
The last item on the agenda was a request for Gifts to the Town appropriations. The first request was to replace the Police Department server. The current server for the computer network is five years old and is in critical need of replacement. This saves hundreds of man-hours and is beneficial to the town as well as to the police department. The estimated cost is $6,000.00. The second item is to replace the copy machine in the Town Office Building. The present copier was purchased in 1998 and has made 730,000 copies and is used by all the departments in the building. The estimated cost is $6,000.00. The third and last item is a software module to computerize the Board of Health functions. This is a critical need due to the constraints on the staff as far as time availability. The responsibilities being placed upon
the Board of Health by statute and by need are increasing at a rate never anticipated, and would require increasing the staffing hours or by becoming more effective in how the functions are being performed. Recently, the Private Well Regulations and Floor Drain Regulations have been added along with the Tobacco Regulations and licensing of tobacco sales. This program will be interactive with the Building Inspectors Office. The Board of Health is the only office in the building that does not have a software module to help do their job. Ms. Norbut made a motion to authorize the expenditure from the Gifts to the Town in the amount of up to $6,000.00 for the purchase of the Police Department server. Mr. Guertin seconded and it was so VOTED. Ms. Norbut made a motion to authorize the expenditure from the Gifts to the Town in the amount of up to $6,000.00 for the purchase of a Town Administration Building copy machine. Mr. Guertin seconded and it was so VOTED. Ms. Norbut made a motion to
authorize the expenditure from the Gifts to the Town in the amount up to $5,245.00 to purchase the Board of Health software module and training from GEO-TMS. Mr. Guertin seconded and it was so VOTED. Mr. Guertin thanked Norcross Wildlife Foundation for their very generous annual contribution to the Gifts to the Town Account, and also thanked Roland Desrosiers of Monson Savings Bank, and the entire bank staff for their continued generosity.
In other business to come before the Board of Selectmen, Ms. Norbut announced the Community Read Program at the library. In this program, one book is selected and all the members of the community are invited to read the book. There are different programs and book discussions that will be coordinated at different venues. The book chosen for this program is “Snow in August” by Pete Hamel. Hope Bodwell has spoken with the author, and Mr. Hamel has agreed to come to the library on April 30th. This program is part of the “No Place for Hate” campaign.
Correspondence was read and completed.
At 8:15 p.m., Ms. Norbut made a motion to adjourn from open session to go into executive session for the purpose of discussing collective bargaining and pending litigation, not to return to open session. Mr. Guertin seconded and it was so VOTED.
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Kathleen C. Norbut, Clerk
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