BOARD OF SELECTMEN
JULY 19, 2011
The regular meeting for the Board of Selectmen convened at 6:00 p.m. In attendance were Dr. Richard M. Smith, John F. Goodrich II and Edward A. Maia. Also present was Town Administrator Gretchen E. Neggers. Mr. Maia made a motion to go into executive session at 6:00 p.m. for a joint meeting with the School Committee to discuss collective bargaining strategy, and to return to open session at 7:00 p.m. Mr. Goodrich seconded and it was so VOTED.
At 7:00 p.m. Mr. Maia made a motion to adjourn from executive session to return to open session. Mr. Goodrich seconded and it was so VOTED. The media was now present. Dr. Smith returned to the meeting at approximately 7:15 p.m.
The Pledge of Allegiance was recited.
Acceptance of Meeting Minutes:
Mr. Maia made a motion to accept the meeting minutes of July 12, 2011. Mr. Goodrich seconded and it was so VOTED.
Interview Building Inspector Finalists:
Three applicants were interviewed for the position of Building Inspector/Zoning Enforcement Officer for the Town of Monson, which was vacated with the resignation submitted by Harold Leaming. The interviews were conducted with Douglas Scott of Barre, Mass. going first; David Deffely of Westborough Mass. second; and followed lastly by Paul Tacy of Ashfield Mass.
During the interviews, each candidate was asked to provide background information and asked the same series of questions from the Board of Selectmen.
Mr. Deffely noted during his interview he would be willing to relocate.
Mr. Tacy noted in his interview if he is graced with the position, he has obligations to the four towns he has worked with for sixteen years, as well as affairs he has to get in order. Mr. Tacy said if he is offered the position he is prepared to come in for a limited number of hours a couple days a week with no pay, starting Thursday, to learn Secretary Ms. Hull’s procedures as well as the office procedures and to get familiar with how things are done. Mr. Tacy said he would also like to meet with the engineers working on the Town Hall and start looking for a rental as he too noted he would relocate. Mr. Tacy said he would start working full time on August 8th if he is hired, but noted he also has to check into what happens to his benefits from the Council of Governments and what can be transferred and
what can’t.
Upon completion of the interviews, and at the end of the meeting, a brief discussion was held amongst the Board of Selectmen. Mr. Tacy and Mr. Scott were the two strong contenders. Based on Mr. Tacy’s answers, qualifications, and experience; Mr. Goodrich made a motion to offer the position to Mr. Paul Tacy. In the event negotiations fail with Mr. Tacy, to enter into negotiations with Mr. Douglas Scott as the second candidate; and to send a letter of appreciation to Mr. Deffely for applying stating the Board of Selectmen do feel he is qualified, it’s just the other candidates had a little better fit. Mr. Maia seconded and it was so VOTED.
Ms. Neggers said she would notify the candidates in the morning.
Meet with O’Brien’s Response Management, Inc. Re: Completion of FEMA PW’s:
Peter Suengas, Consultant for O’Brien’s Response Management, Inc. approached the Board of Selectmen. Ms. Neggers explained O’Brien’s Response Management has been doing the monitoring portion of the wood debris removal in town. Ms. Neggers explained O’Brien’s Response Management, Inc. approached her about assisting the town in completing the filing of the necessary paperwork for reimbursement with FEMA. Both Ms. Neggers and Ms. Mahar met with Mr. Suengas and asked for references and contract language and would like to move it forward for the Board of Selectmen’s consideration. Ms. Neggers added the FEMA filing process is complicated and she and Finance Director Deborah Mahar are falling further and further behind in the work they are supposed to be doing.
Mr. Suengas was at the meeting to talk about the services O’Brien’s Response Management can provide. Mr. Suengas described the outline of the process for filing with FEMA by stating there are numerous laws, regulations, and documentations, all of which help to create the difficulty; then on the Town’s side there is cash flow, more documentations, and the work load on town employees trying to figure out how we can produce these projects to the best of our advantage, how all of this is calculated, put together and set up for granting. Then, when all the work is completed FEMA will come back in 2 to 3 years from now to perform a closeout, which is an audit, checking to make sure everything is compliant. O’Brien’s Response Management wants to make sure Monson gets everything they can get within
the eligibility, and get it as quickly as possible to spend it anyway we need to, and to keep it.
Mr. Suengas said Monson’s Phase one is basically complete. Phase two is where Monson is now. Phase two is the actual writing of projects. Mr. Suengas explained FEMA will reimburse Monson for 75% of O’Brien’s Response Management costs. This amounts to 75% off the $77 per hour fee charged. Mr. Suengas said O’Brien’s Response Management will notify the town in writing, ahead of time, if something is not covered for reimbursement. Ms. Neggers said this comes to about $20 an hour out of the Town’s pocket. Ms. Neggers added the contract has a detailed project worksheet containing the detailed hours, and if it goes over this they will let us know.
Ms. Neggers said the regulations are so big, so complicated, and we have so much at stake, that whatever the costs may be she and Ms. Mahar believe, and this has been discuss internally, the costs will be recouped by gaining a greater return.
Mr. Suengas said Fredericka Hamilton will be assigned to Monson. Mr. Suengas is the Team Manager and the person to contact if needed.
Mr. Suengas said Monson should be entering into completion of the PW’s now. The completed PW’s will go to FEMA, who will probably have questions and issues and O’Brien’s Response Management will have someone here to address them. If the issues are large or complex, Mr. Suengas said he will probably be the person who will be here to address them.
Mr. Suengas said O’Brien’s Response Management will work with the town to get the town obligated, which means the money will be available to the town. Once the town gets the work done, the town will put in an SOD to reimburse itself; then the contractor will go out and do the work, the town will pay the contractor, and then send a copy of the check or an invoice to FEMA for reimbursement. When the project is completed, and the town has gone as far as it can go without any issues and drawn everything it can draw, the town will send the packet to FEMA and say we want to close it and O’Brien’s Response Management will come back in. The town will get the same 75% reimbursement.
Ms. Neggers said she did receive a telephone call from MEMA asking to delay any decisions, as MEMA said they and FEMA will assist the town with writing the PW’s, and they aren’t in favor of the town hiring a consultant. Ms. Neggers felt this would be a conflict in having FEMA writing PW’s that FEMA will be reviewing.
Ms. Neggers said it’s very clear to her FEMA is not accustomed to dealing with a disaster of this magnitude in Massachusetts, and MEMA is not accustomed to dealing with FEMA in relation to a disaster of this magnitude. Ms. Neggers noted O’Brien’s Response Management is global, dealing with tornados, floods, and major hurricanes, and they know how it works.
Mr. Goodrich made a motion to forward the contract to Town Counsel for review and revisit this after we hear back from him. Mr. Maia seconded and it was so VOTED.
Final Approval of Short-term Borrowing:
Ms. Neggers reiterated what has taken place over the past couple of meetings regarding the short-term borrowing and noted this is basically confirming the vote taken.
Mr. Goodrich made a motion to move forward with this. Mr. Maia seconded and it was so VOTED.
Tornado Recovery Status
a. Volunteer Recovery Effort Coordination – Update from Hope Bodwell
b. Report on Tornado Losses – Current Estimated Town Losses/Expenses
c. Any Other Updates
Jeffrey Lord and Karen King approached the Board of Selectmen. Mr. Lord said the applications for the Monson Tornado Victim Relief Fund are out and available. Mr. Lord read the attached press release into the record.
Mr. Lord noted the applications will be available in the Town Office Building, the Monson Savings Bank, Monson Free Library and online on the town’s web site at www.monson-ma.gov.
Mr. Lord reiterated all applications must be mailed back to Post Office box 595, as listed on the application. It was also noted once again, all residents with damage should fill out at least Application A, but it is recommended they fill out Application B as well. It was reiterated all the information will be kept confidential. Only two people will be going to the post office box and screening the applications. They will then block out the name and address on the application and assign a case number on the applications prior to passing them on to the committee. The committee will not know whose application they are reviewing and they will not see any confidential information. For further information they may call Richard Guertin at 413-364-9413 or EmmaLadd Shepherd at 267-5210. The deadline date for the submission of
applications is September 15, 2011.
Mr. Lord also noted anyone wishing to make a tax deductible donation may do so online at www.monsonsavings.com or at any Monson Savings Bank branches or by sending a check payable to: “Monson Tornado Victims Relief Fund” c/o Monson Savings Bank, 146 Main Street, Monson, MA 01057.
Mr. Maia thanked the committee for all of the hard work and time they have put in on developing this application.
Karen King presented an update on the Volunteers efforts. Ms. King noted the hours at the gazebo will be Saturday and Sunday only from 8:00 a.m. to 2:00 p.m., and not seven days a week as previous planned.
Ms. King announced a Mass. Cleanup Day will be held on Saturday and Sunday, July 30th and 31st. This will be the usual type of volunteers and organizations, and they are looking for more volunteers.
Ms. King also wanted approval to have a, no larger than a 10 by 40 P.O.D., for two months in one of the parking spaces at the gazebo for storage. They need a place to store their supplies and Gatorade for the volunteers. Ms. King said she has never seen the parking lot full, only maybe one or two cars for church.
Mr. Goodrich asked how many volunteers are responding on a regular basis. Ms. King replied last weekend they had the American Baptist Ministry Group which has about 30 members. This group will be back this week from Thursday to Tuesday and again on the weekend of July 30th and 31st. All Hands Volunteers has approximately 50 members in it, and Monson Developmental Center has graciously been putting up both groups while they are in town; so weekends have about 100 volunteers in town. The Chain Saw Response Team has been coming into town one day a week and they have between 50 and 75 volunteers.
Ms. King noted if anyone needs a volunteer or they want to volunteer, they should call the hotline at 258-0207.
Mr. Maia asked about the use of the House of Art building, as the Monson Arts Council has offered space in the basement for the storage of the volunteer supplies. Ms. King said the Arts Council is getting ready for an Art Show. Ms. King said she was told by the Art’s Council they could store things on pallets in the basement and they wanted to be sensitive to them with bringing things in and out while the Art Show was going on. Ms. Neggers noted there is a separate walk-out entrance into the House of Art basement. Ms. King said they could use that if they had to, but she would prefer having a P.O.D. so they wouldn’t have to walk so far for the supplies.
Ms. King said right now the volunteers are cleaning up debris in yards left from the downed trees. The volunteers are cutting the trees into manageable pieces and stacking it. They are also putting the brush into piles, and raking up the yards. Ms. King said they desperately need a place to pile the vegetative debris and logs that have been cleaned up. The Town of Holland told Ms. King they might have a place to pile it in their town, but Ms. King said she would like a place here in town.
Mr. Goodrich said stock piling the brush and trees could cause a bug issue or a fire hazard, especially if it is left to rot and there isn’t a plan to utilize it, as they are talking about a huge amount of debris.
Ms. King said her people are trying to come up with a plan to sell the wood.
Ms. Neggers said this is regulated by the Department of Environmental Protection and to create a site would require being permitted through the State. This has to be tracked, processed, and transported, and noted it’s all regulated through the state, and added the Town hasn’t been able to do this on a good year.
Ms. Neggers said this is solid waste and this would be creating a debris dump. Ms. Neggers said she would give Ms. King a contact name and telephone number for someone at the Department of Environmental Protection.
Ms. King said they have a list of names of people around town that will pick up the firewood for free, so basically it’s just the pine they need to get rid of.
Dr. Smith asked about contacting the residents who have outdoor wood burning systems as they can burn pine. Ms. King said if anyone with an outdoor wood burning system could call the hotline number this would be great.
Mr. Maia said as to the P.O.D., he would hate to see another thing added to the downtown area that screams tornado. Mr. Maia said they have been offered the use of the basement in the House of Art with its own walkout entrance, and it’s literally just across the street from Dave Grieve Park, and felt they should utilize this offer.
Mr. Goodrich said he was of the same mindset as Mr. Maia, and it was agreed Ms. King should just try it for a few weeks to see how it works out.
Ms. King noted the American Baptist Ministry Group, a group of 30 skilled men, assisted 56 families in one week; cutting major trees next to houses, lines and cars on Main Street without one incident.
Tornado Recovery Status
- Ms. Neggers reminded the listening public tomorrow night at 6:30 p.m. in the Monson High School cafeteria there will be a program, “Trees After the Tornado”. She encouraged anyone with damaged trees from the tornado to attend.
- Ms. Neggers said the Monson Free Library has reopened and is maintaining their normal summer schedule. Details are on their website.
- The Police Department is in the process of moving furniture into the trailers, and hope to be completely up and running by Monday.
- Cleanup of Debris is continuing. Most of the vegetative debris has been pickup up off the public roadways. The Paul Bunyan trucks are still about town assisting the NRCS with debris being cleaned up from the brooks and streams.
- Ms. Neggers said she has been working with the Pioneer Valley Planning Commission, who said under their Local Technical Assistance Grant, will be helping Monson do a “Visioning” meeting for the community, to talk about rebuilding Monson.
- Ms. Neggers announced for Ms. Bodwell, who couldn’t be here, next Tuesday at 6:30 p.m. at Granite Valley Middle School, will be organizing a Tornado Recovery Public Informational Meeting. The Biggest component of this will be representatives from FEMA and SBA talking about their processes.
- Ms. Neggers noted the meeting last week with coordinating the volunteers went very well.
- Ms. Neggers explained she met with representatives from the Hampden County Regional Employment Board. The Hampden County Regional Employment Board was awarded a $3 million grant to hire people who lost their jobs as a result of the tornado, or who are suffering from long tern unemployment for twenty-two months or more. Essentially these jobs are to assist public entities in doing recovery work. Ms. Neggers said the town is looking into bringing additional help in to assist the Highway Department, Parks and Recreations, the Board of Health, and perhaps to pay for the case manager position for the next couple of months.
Correspondence was read and completed.
At 9:13 p.m., Mr. Goodrich made a motion to adjourn from open session. Mr. Maia seconded and it was so VOTED.
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Edward A. Maia, Clerk
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