BOARD OF SELECTMEN
TUESDAY, DECEMBER 11, 2012
The regular meeting for the Board of Selectmen convened at 7:00 p.m. in the Conference Room at 29 Thompson Street. In attendance were Edward A. Maia, Dr. Richard M. Smith and Edward S. Harrison. Also present were Town Administrator Gretchen E. Neggers and the media.
The Pledge of Allegiance was recited.
Acceptance of Meeting Minutes:
Mr. Harrison made a motion to accept the meeting minutes of November 13, 2012 – executive session. Dr. Smith seconded and it was so VOTED.
Mr. Harrison made a motion to accept the meeting minutes of November 27, 2012 – open session. Dr. Smith seconded and it was so VOTED.
Mr. Harrison made a motion to accept the meeting minutes of November 27, 2012 – executive session. Dr. Smith seconded and it was so VOTED.
Monson Free Library and Reading Room Association – Re: Employees’ Health Insurance:
Director of the Monson Free Library Katie Krol approached the Board of Selectmen, and noted the Town recently changed health insurance companies, opting to go with GIC. Ms. Krol stated the Library employees are denied insurance through the town because they are not considered “Town employees”.
Ms. Krol read a portion of the law from the State Ethics Commission noting library employees are entitled to insurance coverage since 50% of the Library’s operating budget comes from the town. Ms. Krol noted right now, there isn’t anyone employed at the Library who needs the GIC coverage, but she wanted to cover this now for anyone in the future.
Ms. Neggers said in order for the Library employees to receive health insurance coverage by the GIC, they must be on the Hampden County Retirement system and be on the Town’s payroll; the Library employees are paid by the Trustees and not by the Town.
Mr. Maia suggested Ms. Krol bring this back to the Board of Trustees and have them investigate the best way around it. Ms. Neggers encouraged Ms. Krol to find another town whose Library employees are a part of the GIC without being on the town’s payroll.
Emergency Management Director – Selection of Emergency Notification System:
Emergency Management Director Evan Brassard approached the Board of Selectmen and explained he feels Code Red is the best emergency notification system for the money. This system will send messages to Facebook and Tweeter and will hold 3,900 telephone numbers for on-call. This system will not call cell phones. Anyone interested in signing up to receive emergency and/or weather notifications once this has been set up, should log onto the town’s website and go to the Emergency Management link under Departments and put in their telephone numbers.
Mr. Brassard said residents can opt out of any weather warnings or notifications they don’t want to receive and added Code Red allows him to notify residents on just one street, for example if there is a hostage situation, or residents in the whole neighborhood or the entire town. It will also notify residents of the winter parking ban when it is in place.
Mr. Brassard said the cost is $7,090 annually; the $7,090 price per year will be locked in for three year increments. The emergency notification portion has unlimited minutes and it comes with 500 minutes for training. Mr. Brassard noted a minute is an actual minute. Ms. Neggers noted the first year of this service was appropriated at the Town Meeting.
Mr. Brassard explained the School uses a different system called “Blackboard” and noted the proposal he received from them was higher, at $9,000.00 per year.
Mr. Harrison made a motion to approve Code Red for the emergency notification system for the residents of Monson as just described by Mr. Brassard and the brochure he provided, in the amount of $7,090.00. Dr. Smith seconded and it was so VOTED.
Parks and Recreation Director – Request for Special Exemption:
Parks and Recreation Director Timothy Pascale approached the Board of Selectmen and explained since 1989 he has been coaching the Junior Varsity Girls Soccer team at the High School level. Mr. Pascale said recently someone wrote to the Ethics Commission, questioning since he is a paid full-time employee of the town, how he could also find time to coach while being paid separately to do so, during his normal daytime working hours.
Mr. Pascale said the Parks and Recreation Commissioners, whom he works for, are aware of this situation and are fine with it. Mr. Pascale said his Commissioners make sure he works his normal forty hours as well. Mr. Pascale noted he works nights and weekends and has a cell phone so he can always be reached.
Mr. Pascale noted this is the third time someone has filed a claim against him with the Ethics Commission. Two other times, the last being in 2003, were because someone questioned if Mr. Pascale was double dipping, being paid by the town during a normal work afternoon while also being paid for coaching at the same time. The other claim was regarding personal use of the Park s and Recreation truck which Mr. Pascale he had at a game with him as he didn’t have the time to return the truck to the Town Office Building parking lot prior to the games’ start time.
Mr. Maia said he could see how someone would have the perception Mr. Pascale is double dipping, and noted the issue he has with this is Mr. Pascale is coaching during the day time hours when he should be working for the Town as the Parks and Recreation Director.
Mr. Pascale said he loves coaching and working with the kids, and the second income helps as he is a single father. Mr. Pascale also noted working with the public, it’s easy to upset someone, and felt this is why this was reported to the Ethics Commission.
Mr. Harrison felt by signing this document, it lays everything on the table for the public at large to see.
Mr. Pascal said the same person also filed a complaint about one of the Parks and Recreation Commissioners, and feels they have upset somebody and this is a way to get back at them.
Dr. Smith said if Mr. Pascale can guarantee there isn’t any conflict with the hours, and since the Parks and Recreation Commissioners are Mr. Pascale’s boss and if they are okay with it, then he has no problem with it.
Mr. Maia explained if the perception is problematic, he would personally go out of his way to document everything he does and when.
Mr. Pascale replied he did this for a few months awhile back when his Commissioners asked him to document his time.
Mr. Harrison made a motion to approve Mr. Pascale’s request of signing the document for the Ethics Commission allowing him to work as a special employee with the exemption of his activities with the coaching status. Dr. Smith seconded. Mr. Maia voted against approving this request.
Memorial Hall – Status:
Ms. Neggers reiterated on October 23, 2012, the Board of Selectmen made the decision to give the Monson Arts Council two weeks after their play ended to clean out Memorial Hall and another two weeks to clean out the basement of Memorial Hall.
Ms. Neggers stated she was told by Tod Beal, the Arts Council will be sharing a dumpster in early January with the Parks and Recreation Department and the Monson Arts Council has sorted the materials in the lower level, and there are two full rooms ready to be tossed and cleared out completely. The Arts Council plans on assembling a small team experienced with acquiring props and set pieces, and prioritize the value of the remaining materials based on their ability to replace them as needed.
Mr. Beal also told Ms. Neggers extensive research has been done on latex paint MSDS sheets, as well as legal disposal requirements.
Mr. Pascale, who was still in the audience, stated the Parks and Recreation Department is ready to clean out the Summer Theatre stuff they have in Memorial Hall now, as they will be storing items they need at the school which will be more convenient for them.
Mr. Maia said he is concerned with the time frame and said he will be going into Memorial Hall on Thursday morning at 8:00 a.m. with custodian Paul DeMaio to see how much has been done.
It was reiterated the Monson Arts Council has permission to use two rooms downstairs and one office space upstairs.
Ms. Neggers noted she did receive a key and the security code for the House of Art. Mr. Maia said he would like to tour the House of Art building as well on Thursday morning.
Mr. Harrison made a motion to give the Monson Arts Council until January 1, 2013 to consolidate all of their stuff into just the two rooms in the basement and one of the office spaces on the first floor; and if it is not completed by January 2nd the town will throw it out. Dr. Smith seconded and it was so VOTED.
Establish/Review Charge of Town Office/Police Building Committee:
Disaster Recovery Manager Dan Laroche approached the Board of Selectmen. Ms. Neggers said she sent the Board of Selectmen a draft of the proposed charge for the Building Committee and a flow chart, as attached, which Mr. Laroche helped her develop.
Ms. Neggers noted they researched other communities, primarily towns who have permanent Building Committees, and used that as templates tailoring it to our specific project.
Mr. Laroche explained this draft defines roles and how the responsibilities flow. Mr. Laroche noted the Police Chief also has responsibilities relating to the new Police station portion of the project.
Mr. Laroche explained the flow chart indicates the Town Administrator and the Police Chief have a shared ability with the Building Committee in the development of the design of the new Town Offices/Police Station facility. The flow chart also shows the responsibility of the Town Administrator in relation to the Owners Project Manager, who handles the responsibilities of the building and making sure the project stays on track, on time, and on budget.
Mr. Laroche further explained the Town Administrator is also the Chief Procurement Officer for the procurement/contracting side of the project, therefore the Building Committee has to go through the Town Administrator to get to the Owners Project Manager.
Ms. Neggers said the Owners Project Manager meets at least once monthly with the Building Committee keeping them apprised of all the developments so the Building Committee can exercise their authority from an informed perspective on change orders, etc.
Ms. Neggers said she needs to work almost on a daily basis with the Owners Project Manager, as the Building Committee isn’t available on a day to day basis. Ms. Neggers stressed this isn’t to exclude the Building Committee’s authority by any means; it’s just to streamline the project to avoid so many delays.
Mr. Laroche added our timeframe is very short, with so many things to get done.
Ms. Neggers noted the Building Committee was sent a copy of this draft regarding the proposed charge and flow chart, as well as being notified the Board of Selectmen would be meeting tonight to discuss this.
Ms. Neggers said the Building Committee is obligated to keep the Board of Selectmen informed. The flow chart shows that everyone works for the Board of Selectmen, as they own this project and sign the contracts. Ms. Neggers said it was suggested the Building Committee meet every other month with the Board of Selectmen, keeping the Selectmen up to date on the progress and to give them final approval of the plans and specs.
After a brief discussion it was agreed the meetings between the Board of Selectmen and the Building Committee would be changed to more often, as needed.
Mr. Laroche noted the Building Committee meetings aren’t televised and by bringing it to the Board of Selectmen’s meetings it keeps the public informed as well, allowing residents to see where the project is at on a regular basis. It was noted the Building Committee meetings are public meetings and open to anyone who wishes to attend.
It was noted at this time we have the Owners Project Manager, the designer, but no building design yet. The contractor will be chosen sometime after May, once we have the design, Mr. Laroche said.
The Construction Site Manager, who is the clerk of the works, is part of the design firm Daedalus, and will be on the site 40 hours a week through the entire project. The Owners Project Manager is only on the site approximately once a week as he is juggling multiple projects. The Owners Project Manager will work with Ms. Neggers on a day-to-day basis and will also report back to the Building Committee on what is going on.
Dr. Smith made a motion to approve the draft for the Town Offices/Police Station Building Committee, as amended with the changes of the meetings between the Board of Selectmen and the Building Committee to be as needed instead of bi-monthly, and the typo. Mr. Harrison seconded and it was so VOTED.
License Renewals – Various:
Mr. Harrison made a motion to approve the Common Victualer – all alcoholic liquor licenses for Ramadon Enterprises, Inc. d/b/a CJ’s Restaurant; Orange Lantern d/b/a Magic Lantern; Tee Jay’s, Inc.; Golf Two Enterprises, Inc. d/b/a Quaboag-Valhalla Restaurant; Quaboag Riders, Inc.; and Beth & Deb’s Family Dining, Inc. d/b/a Beth’s Family Dining. Dr. Smith seconded and it was so VOTED.
Mr. Harrison made a motion to approve the Retail Package Store licenses for CHMP, d/b/a Big Guy Liquors; and Monson Markets, Inc. d/b/a Adams Discount Liquors. Dr. Smith seconded and it was so VOTED.
Mr. Harrison made a motion to approve the Club license for the Polish American Citizens Club. Dr. Smith seconded and it was so VOTED.
Mr. Harrison made a motion to approve the Common Victualer wines and malts license for Maria’s Pizzeria and Seafood, Inc. Dr. Smith seconded and it was so VOTED.
Mr. Harrison made a motion to approve the Entertainment licenses for Tee Jay’s, Inc.; Golf Two Enterprises, Inc. d/b/a Quaboag-Valhalla Restaurant; the Polish American Citizens Club; Orange Lantern d/b/a Magic Lantern; Partridge Hollow Campground; and Sunsetview Camping Area. Dr. Smith seconded and it was so VOTED.
Mr. Harrison made a motion to approve the Automatic Amusement licenses for Tee Jay’s, Inc.; the Polish American Citizens Club; Orange Lantern d/b/a Magic Lantern; Partridge Hollow Campground; and Sunsetview Camping Area. Dr. Smith seconded and it was so VOTED.
Mr. Harrison made a motion to approve the Motor Vehicle Class I licenses for Ray’s Mobile Home Park; and Trailers of New England, Inc. Dr. Smith seconded and it was so VOTED.
Mr. Harrison made a motion to approve the Motor Vehicle Class II license for John Bee Auto Body; p & f Auto Parts; Liz Motor Sales; Trailers of New England, Inc.; Northeastern Commercial Development Corp. d/b/a Lou Rivers Used Cars; and Paul Racine d/b/a Paul’s Auto Sales. Dr. Smith seconded and it was so VOTED.
Mr. Harrison made a motion to approve the Motor Vehicle Class III licenses for Scantic Auto Service; P & F Auto Parts; and Raymond LaBonte d/b/a LaBonte’s. Dr. Smith seconded and it was so VOTED.
Mr. Maia suggested looking into the fees next year prior to renewal time.
Appoint Karen King to Local Emergency Planning Committee:
Mr. Harrison made a motion to appoint Karen King to the Local Emergency Planning Committee effective immediately through June 30, 2013. Dr. Smith seconded and it was so VOTED.
In Other Business to Come Before the Board of Selectmen:
- Ms. Neggers said the Police Chief received quotes on some remote surveillance camera systems for installation potentially at the gazebo, as there has been some vandalism there. Ms. Neggers noted it was generally agreed that something had to be done there that utilizes technology to resolve the vandalism. Two proposals were received; one was for about $3,300 and the second was for about $5,750. One of the proposals just takes care of the immediate area, putting two cameras at the gazebo pointing down inside the gazebo. This would be transmitted to a location in the Water Department building (which we would have to get their permission for), this would then tap into the internet allowing the Police to be able to monitor it via the internet; utilizing all town facilities and resources. The annual operating cost for this would be $600. The $5,750
unit installs a system that can be expanded upon, for example when the new Town Office Building is built, other locations could be added onto that technology base.
Mr. Harrison didn’t have any problem with the town being responsible for this both financially and design wise and it was agreed Ms. Neggers could share this information with the Monson Rotary Club.
Mr. Maia felt the gazebo is town property, and therefore the town’s responsibility, and felt it’s a given the town will end up doing this, but also wanted to have the opportunity to review the plan that was submitted.
Dr. Smith made a motion the Board of Selectmen move forward with disseminating the information that has been presented to develop a plan for the surveillance of the gazebo at Dave Grieve Park. Mr. Harrison seconded and it was so VOTED.
- Ms. Neggers reminded residents of the new winter parking ban, reiterating if a winter parking ban is issued, no motor vehicles shall be parked on any way within the town; however, between the hours of 6:00 a.m. and1:00 a.m. parking will be permitted on Main Street between Hampden Avenue and Washington Street. This information is also on the town’s web site.
Correspondence was read and completed.
At 8:55 p.m., Dr. Smith made a motion to adjourn from open session to go into executive session to discuss collective bargaining pursuant to M.G.L. Chapter 30A § 21 (2) and non-union bargaining pursuant to M.G.L. Chapter 30A § 21 (2), not to return to open session. Mr. Harrison seconded and it was so VOTED.
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Edward S. Harrison, Clerk
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