BOARD OF SELECTMEN’S MEETING
NOVEMBER 13, 2012
Vice-Chair Bulgaris opened the meeting at 7:00 p.m. with the pledge of allegiance to our flag. In attendance were Selectmen Bulgaris, Mountain, Walker and Town Administrator Tracy Blais. Selectmen Story and Bear were absent.
Selectman Mountain gave a progress report on the work of the Media Committee. Equipment has been purchased and cameras have been installed in the Town Hall meeting room. The Committee has two candidates for the Executive Director position and is scheduled to interview them on November 14. Selectman Mountain anticipates that the system won’t go live until the first of next year, after training has been completed and some content for the channel has been developed. The intention is to broadcast and tape the meetings of the Board of Selectmen, the Conservation Commission, the Planning Board, and the Board of Health on a routine basis, and to supplement these broadcasts with videos of local interest.
Selectman Walker reported on his attendance at the most recent TRSD Communications Committee meeting and noted that he was glad to have been appointed as Newbury’s representative to the Committee. He will report on issues as they come up.
Chairman Bulgaris opened the Public Hearing on the determination of the percentage of tax levy to be borne by each class of real property for fiscal year 2013 and read the legal notice. At the request of the Assessors, the Selectmen voted unanimously on a motion by Selectman Walker, seconded by Selectman Mountain, to continue the public hearing to Tuesday, November 27, 2012, at 7:00 p.m.
Town Administrator Tracy Blais reported that Plum Island experienced some beach erosion during Hurricane Sandy, but received little damage otherwise. Based on discussion at a briefing session held after the storm, it was clear that all emergency services were well prepared by the Thursday before the storm reached the area.
Town Administrator Blais also reported that the RFPs for the Woodbridge and Yellow Schools have been issued, the pre-bid conferences and tours have been held, and that bids will be opened November 28 and then evaluated. Ms. Blais requested a Selectman to join the evaluation team, which will include Town Planner Martha Taylor and Planning Board member John Weis. Selectman Mountain expressed his interest in taking part in the evaluation process and was chosen to represent the Board of Selectmen.
Discussion turned to the vacant position in Protection Fire Company No. 2 created by the resignation of Jonathon Kelley effective November 23, 2012. Chief William Pearson confirmed that they would like to hire one person at 40 hours/week, rather than two people at 20 hours/week, in order to maintain the status quo. Selectman Bulgaris noted that it is important to have two full-time firefighters at each company during the day when many of the call fire fighters are at work. Chief Pearson added that, due to the dwindling budgets, there also are not as many call fire fighters total as there were previously. The Fire Department has been cleared to hire one full time person to fill the vacancy.
At the request of Town Administrator Blais, the Selectmen voted unanimously on a motion by Selectman Mountain, seconded by Selectman Walker, to declare as surplus the Police Department’s 2007 Ford Crown Victoria, with 131,679 miles, which the Town voted to replace with a new cruiser at the October Special Town Meeting. Bids for the car will be accepted until November 27, 2012, and will be opened on that date at 2:00 p.m. Ms. Blais noted that the other car being retired by the Department, a 2003 Ford Taurus, has been repurposed, to be used by her as an administrative vehicle.
Ms. Blais reported that the MIIA Medex costs have been reduced by 6% due to a decrease in rates for the prescription drug plan.
She also reported that the records retention project is on-going. The Town has received permission to shred three tons of records to date; the intention is to continue to cull through the records and destroy those that no longer need to be kept. Selectman Mountain asked what records need to be retained. Ms. Blais replied that the Town has to retain payrolls, birth and death records, commitment books, and Town Clerk’s records permanently. Certain other records are on a seven-year cycle. Selectman Mountain asked if meeting minutes need to be retained permanently, noting that questions often come up which require looking into old minutes for answers or for background information. Requirements regarding meeting minutes are to be verified.
Town Administrator Blais reported on a meeting regarding the repair of the jetty that she attended last week. It has been determined that trucks with the stones for the jetty will make 15 trips a day from 7:30 a.m. to 3:30 p.m. The project is expected to be complete by March 31, 2013.
The Town has received notification that neither of the MassWorks grant applications was approved for funding. Ms. Blais will follow up to see if she can get feedback on why the applications were passed over. She noted that Chapter 90 funds could be used for the Byfield Village traffic improvements, but this project would use up the Town’s entire Chapter 90 allocation.
The Quitclaim Deed for Colby Lane, which was accepted at the October Special Town meeting, was presented to the Selectmen for signature.
Town Administrator Blais reported that she had met with the Board of Assessors regarding the need for additional assistance in their office. Ms. Blais noted that she plans to reorganize the offices to allow for the Selectmen’s Administrative Assistant to spend up to 15 hours per week assisting in the Assessor’s Office.
The minutes of the October 2 and October 9, 2012, meetings were accepted as presented on a motion by Selectman Walker, seconded by Selectman Mountain, and voted. The minutes of the October 2, 2012, joint meeting with the Planning Board, Assessors, and Finance Committee were accepted as presented on a motion by Selectman Mountain, seconded by Selectman Walker, and voted. Discussion of the minutes of September 11, September 25, and October 28, 2012, was deferred to the next meeting.
On a motion by Selectmen Walker, seconded by Selectman Mountain, the Selectmen voted unanimously to approve the appointment of Dick Passeri to fill Lois Smith’s seat on the Library Board of Trustees until June 30, 2013.
The Selectmen discussed a letter from Fuel Fitness Studio regarding a half marathon they are organizing for May 19, 2013. On a motion by Selectman Mountain, seconded by Selectman Walker, the Selectmen voted unanimously to table approval of the route until the November 27 meeting, pending confirmation from Deputy Chief Lucey that he has approved the route. Fire Chief Pearson said that he had no issues with it.
On a motion by Selectman Walker, seconded by Selectman Mountain, the Selectmen voted unanimously to grant six one-day liquor licenses to Protection Fire Co. #2 for November 17 and 24 from 6:00 to 11:00 p.m. and December 1, 2, 8, and 9 from 7:00 to 11:00 p.m.
On a motion by Selectman Walker, seconded by Selectman Mountain, the Selectmen voted unanimously to approve a request from the Triton Regional School District to be allowed to submit its FY14 Final Budget no later than April 1, 2013, rather than by March 15 as required under the Regional Agreement.
Since all Board members were not present, the Selectmen voted unanimously on a motion by Selectman Walker, seconded by Selectman Mountain, to table until the next meeting discussion and signature of a letter to the Triton Regional School District regarding proposed changes to the Triton Regional Agreement.
The Selectmen discussed a request from the Plum Island Grille to have entertainment on premises for twelve Thursday nights from 6:00 to 9:00 p.m., beginning November 8. Questions were raised by the Selectmen about the type of entertainment, whether this had been done in the past and, if so, whether there were any issues, and about the occupancy limit for the restaurant. Lee Ann Eagan and Carole Doyle of Sunset Drive also wanted to know whether the entertainment would bring in more customers, what the impact on parking would be, and whether the entertainment would continue into the summer. Ms. Doyle noted that in the past signage for special events at the Grille has blocked sight lines, making it difficult to turn onto the Plum Island Turnpike from Sunset. When asked by Selectmen Walker what the residents would
like the Grille to do, Ms. Doyle responded that they would like the Grille to provide parking for its patrons. On a motion by Selectman Mountain, seconded by Selectman Walker, the Selectmen voted to table approval of the request to the November 27 meeting, pending response from the owner of the Plum Island Grille to the questions that were raised. Town Administrator Blais will follow up on the concerns that were brought up regarding occupancy limit for the restaurant.
The Selectmen reviewed the letters in their packet from Police Chief Reilly to the various public and private individuals and agencies who provided support to Newbury’s emergency response to Hurricane Sandy. Selectmen Bulgaris also read a letter of appreciation from the Trustees of the Colby Village Condominium Association.
Warrants were signed for the Town Administrator.
Selectman Mountain reported on a workshop he attended on sea level rise and its predicted impact on coastal areas by the end of the century. He noted that it is important to start planning ahead now for the potential impact and that coordination among multiple boards – especially the Board of Selectmen and the Planning Board – will be needed.
The meeting was adjourned at 8:00 p.m. on a motion by Selectman Walker, seconded by Selectman Mountain, and voted unanimously.
Respectfully submitted,
Martha Taylor, Town Planner
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