BOARD OF SELECTMEN
TUESDAY, JULY 25, 2006
The regular meeting of the Monson Board of Selectmen convened at 7:00 p.m. in the conference room at 110 Main Street. In attendance were Richard E. Guertin, Edward S. Harrison and Kathleen C. Norbut. Also present were the Town Administrator and the media.
The Pledge of Allegiance was recited.
Acceptance of Meeting Minutes:
Mr. Harrison made a motion to accept the meeting minutes of June 27, 2006 – executive session and July 11, 2006 – open and executive sessions. Ms. Norbut seconded and it was so VOTED.
Presentation of Personnel Policy:
Ms. Neggers described how the town has been working on a Personnel Policy for several years, following the Board of Selectmen’s appointment of a committee whose charge was to develop a written Personnel Policy covering the town’s employees. The members of the committee were Richard E. Guertin, Gretchen E. Neggers, John Morrell, Deborah Mahar, Nancy Kida and Gaylin Bingle. Mr. Guertin said the committee was comprised of a good group of people representing different groups with different viewpoints. Ms. Neggers explained the policy was started with a template provided through the towns’ insurance company, MIIA, and prepared by the MMA Consultant Group. The template showed what was mandatory and what was optional. The committee reviewed each item listed in the Personnel Policy, and then each item was
researched to see if there were any written policies already in place, such as the town’s hiring policy. The Personnel Policy contains a lot of language already in union contracts, and it was written in anywhere possible, that if the language in the union contract differed from the Personnel Policy, the language in the union contract would prevail. The document was designed to echo what has been the practice, and the committee tried to formulate this into the written document so nothing was reinvented. Ms. Neggers further explained the Personnel Policy is a very important legal document with some of the areas being very technical. The committee has gone through this document seven or eight times and Ms. Neggers said she and the committee members feel comfortable moving it forward to the Board of Selectmen for formal acceptance.
Mr. Guertin explained to the listening audience the types of things covered in the almost ninety pages of the Personnel Policy. Mr. Guertin explained the committee was trying to create a manual which could be consistently used where everybody would understand the rules relative to each of the issues, so there would be less subjectivity made by people in terms of making decisions. Without the manual, the town would run the risk of having different managers making different decisions based on the same criteria.
The Board agreed to revisit the presentation of the Personnel Policy at the next Selectmen’s meeting, scheduled for August 8th, allowing Mr. Harrison and Ms. Norbut time to review the policy.
Ms. Neggers added after the Personnel Policy is accepted by the Board of Selectmen, it will be presented to the unions for their review.
Ms. Norbut said she appreciates all the work the committee members did as it was a long haul with many details.
Determine Right-of-First-Refusal – Kofke/Egger, Silver Street:
Ms. Neggers said the Board of Selectmen have correspondence from the Conservation Commission and the Planning Board regarding the 2.485 acre parcel owned by James J. Egger and Crystal L. Kofke located on Silver Street, neither expressed an interest in pursuing town ownership of this property.
Ms. Norbut made a motion to not exercise the right of first refusal for the property of James J. Egger and Crystal L. Kofke on Silver Street. Mr. Harrison seconded and it was so VOTED.
Correspondence was read and completed.
In Other Business to Come Before the Board:
Lakeshore Drive: Ms. Neggers said she received a hand delivered letter from residents on Lakeshore Drive requesting repair of the private road.
Mr. Harrison made a motion to forward the letter requesting repair of the private road, Lakeshore Drive, to Mr. Morrell. Ms. Norbut seconded and it was so VOTED.
Agricultural Committee: Ms. Neggers said two individuals have expressed an interest in being appointed to the Agricultural Committee. Ms. Neggers added the Town is continuing to reach out to other people who might also be interested in serving on this committee as well. It was noted no one has been officially appointed to the committee as yet. Ms. Neggers said she would like to try to find a couple more people who are interested in serving prior to appointing anyone. It was explained this committee is a very low key committee with a low time commitment, holding probably four meetings per year. The committee is dedicated to something that is very good, which is working to preserve agriculture in the community. Ms. Neggers explained interested parties don’t have to own large scale commercial farming
operations in order to serve on this committee. Anyone with a small farm, family farm, tree farm, bee hives or anything along that line, is welcome to serve on the Agricultural Committee. The Board of Selectmen agreed to revisit this issue at their next scheduled meeting and Ms. Neggers said she would speak with Ms. Duthie prior to that meeting.
Lower Hampden Road: Ms. Norbut reiterated there will be a public meeting regarding Lower Hampden Road on Tuesday, August 1st at 10:00 a.m. with the Metropolitan Planning Organization at the Pioneer Valley Planning Commission at 26 Central Street in the Town Municipal Office Building in West Springfield. Many of the town’s department heads are planning on attending this meeting to show a strong support for the need to repair this road. Residents are invited and encouraged to attend the public meeting as well.
Discussion – Emergency Management Director Change:
Jeremy Bedson, Jonathan Miller, Fire Chief Harris and Police Chief Kozloski approached the Board of Selectmen. Ms. Norbut explained Mr. Bedson is the candidate recommended by Mr. Miller, Chief Harris and Chief Kozloski to fill the position of the Director of Emergency Management. It was explained, during Hurricane Katrina, Mr. Miller had to leave town to help out in the south. While Mr. Miller was away, Mr. Bedson worked with the town to bring the different departments together during our own flood in October, and particularly with the American Red Cross to help individuals in the community who really needed some immediate services. Mr. Miller added Mr. Bedson was Acting Emergency Management Director when he came into the position of Director and noted Mr. Bedson has been involved with the Emergency Management for a long
time. Mr. Miller stated in 2001 the Federal Government changed requirements stating everyone needed to be prepared for chemical and biological warfare, as well as natural disasters. This involved more paperwork and the constant challenge of linking with other departments, etc., as well as working privately with the Red Cross. Mr. Bedson said he is ready to take on the role of the Director for the Emergency Management. Ms. Neggers said she has learned over the years, the Emergency Management really is a distinct function, separate from the Police and Fire and encompasses far more, such as the Public Works Department, Public Health sectors and the private sectors. Mr. Miller stressed it is important to constantly keep updating information.
Mr. Bedson said he puts in approximately ten hours a week updating and adding data entry for the plan, listing all the bridges and dams in the town, all the businesses, all the contact numbers, etc. Mr. Miller added there are daily e-mails and faxes coming in as well, that need to be dealt with. Mr. Bedson said he feels ready for this position.
Ms. Neggers said a few months ago there was a discussion about the need to increase the salary to offer a little bit more. The current salary for the Director of the Emergency Management is $1,000.00. Following 9/11, the paperwork increased and with the constant up-dating, it consumes much more time. A discussion was also held regarding acquiring a lap top computer which would allow the Director the ability to be mobile with the data and having access to a magnitude of resources and contact information during a crisis.
Mr. Guertin said joint meetings with a Selectmen, a member of the Board of Health, Fire Chief, Police Chief, Highway Surveyor, etc. is a very necessary part of the Local Emergency Management Planning. Police Chief Kozloski felt quarterly meetings would be good as he receives information from MEMA and Homeland Security that he forwards to Mr. Miller, not knowing if he was the sole recipient of it or not. Chief Kozloski added meetings would allow him the opportunity to share this information with everyone involved and vice versa, keeping everyone on the same page. Mr. Bedson stated one of his first tasks will be to hold a meeting with the Local Emergency Planning Committee. The target date for this meeting is Wednesday, August 4th. Fire Chief Harris said his department, as well as the Police Department, should
know all the low lying roads ahead of time which might be affected or closed during a flood. Chief Harris mentioned Mr. Miller will still be heavily involved with this as he is the Captain of the Fire Department. Ms. Neggers added it is very frightening how quickly things can go bad during a natural disaster.
Ms. Norbut agreed the $1,000.00 stipend per year for the amount of hours and expertise required, needs to be increased a little bit more, as she feels it is inappropriate to do that level of work, and that amount of work, without having some compensation. Ms. Neggers said this would require an appropriation at Town Meeting, but didn’t see a problem with this.
Ms. Norbut made a motion to fund the lap top from the Technology Revolving Account. Mr. Harrison seconded and it was so VOTED.
Ms. Norbut made a motion to appoint Jeremy Bedson to the position of Director of Emergency Management effective immediately through June 30, 2007. Mr. Harrison seconded and it was so VOTED.
Mr. Guertin thanked Mr. Bedson for being willing to take on the role of Director of Emergency Management, as a lot of the time this can seem like a thankless job for which nobody appreciates what you are doing. Mr. Guertin also said he would really welcome Local Emergency Management meetings on a regular basis, as the Board of Selectmen feel it is a critical importance that this be coordinated and the communication take place so everyone knows what they are doing and not finding out about something by reading about it in the newspapers. Ms. Norbut said the Board of Selectmen are willing to attend the meetings and participate as fully as they can.
Mr. Guertin said he would like to see in the conclusion of the Emergency Management meeting minutes, the actions agreed upon at that meeting, so at the next meeting there is accountability presented. Mr. Guertin would also like to see the time tables in the minutes along with the people who will be accountable for the timetables. Mr. Guertin also felt it was important to publicize information, any up-dates, etc. Ms. Neggers said what could be done on the towns web site is to place public education materials, information regarding preparedness in the home for natural disasters and how to be self sufficient for a period of time. Ms. Neggers added a lot of materials pertaining to Public Health and pandemic planning with links to other web sites, are already in place.
Mr. Guertin thanked Mr. Miller for all of his time up until this point and for any continued work.
At 7:55 p.m., Mr. Harrison made a motion to adjourn from open session to go into executive session for the purpose of discussing collective bargaining (AFSCME) not to return to open session. Ms. Norbut seconded and it was so VOTED.
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Kathleen C. Norbut, Clerk
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