SELECTMEN’S MEETING
June 11, 2007
I. Call to Order
Chairman Ulcickas called the meeting to order at 6:10pm. In attendance were Chairman John P. Ulcickas, Selectman Robert S. Donovan, Jr., Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. Minutes were transcribed and typed by Office Manager Mary B. Winglass.
Selectman Trisha J. McCarthy arrived at approximately 6:15pm.
II. Introduction of Guests
III. Old Business
A. Work on Town Policies and Procedures
Transfer Station Policy and Resident Sticker Policy guidelines
The Board reviewed and revised the draft Transfer Station policy and the Resident Sticker Policy guidelines. The Resident Sticker Policy guidelines was written to give guidance to the Town Clerk’s Office when issuing resident stickers and the Transfer Station Policy regulates who and what is allowed at the Transfer Station.
The Board made numerous revisions to the draft policy and asked for the office staff to update the policy and guidelines for the Board to review at the next meeting.
Policy on Charges for Reports and Copies
The Policy on Charges for Reports and Copies will provide the Town staff (hired, appointed and elected officials) a fee schedule for the reproduction and distribution of data. Since the reproduction and distribution of data requested is being produced using the town’s photocopying machine or other devices maintained for use by the town, all monies are to be returned to the town as Revenue.
Chairman Ulcickas motioned that we adopt the Policy on Charges for Reports and Copies as written effective June 11, 2007. Second by Selectman Donovan. Vote: Unanimous.
Request from Ravensburger F.X. Schmid USA, Inc. Re: Paper Recycling
The Board reviewed an email received from Jim Driscoll, Warehouse Manager requesting to either purchase newspaper directly from the town or to have the town’s hauler contact him in order discuss purchasing newspaper from them. The reason for this request is that the Board is not allowing newspapers to be taken from the Transfer Station for the town receives revenue for recycled newspaper and the revenue helps to offset the Transfer Station budget.
The Board directed Office Manager Winglass to respond to Mr. Driscoll’s email with the name of the town’s newspaper vendor.
IV. New Business
V. Announcements
VI. Accept Minutes of Selectmen Meetings
VII. Reports from Department Heads
· Bid to Repair and Re-Shingle the Town Hall roof and repairs to the Steeple/Cupola
Selectman Donovan discussed that the bid for the repairs to the Town Hall roof should have included taking down the chimney at the front of the building as it is no longer in use. Selectman Donovan stated that after discussing the additional work with Autumn Leaf Design Build, the extra work will amount to $2,600.00. TA, Wrigley added that with the additional work, the total cost still brings the completed job under budget. The Board requested for Autumn Leaf Design Build to put the additional work with the price in writing for the Board to discuss at their next meeting. Selectman Donovan added that Autumn Leaf plans on starting the job this Friday and to complete the job by next Tuesday.
· TA, Nancy Wrigley informed the Board that she received a phone call earlier today from a Cyra Master, a reporter from the Lawrence Eagle Tribune asking for a copy of Ray Thayer’s resignation letter. Cyra Master was present at the meeting and the Board discussed with her that the letter has not been released as a public document. The Board plans on publicly announcing Ray’s resignation at the Selectmen’s Meeting on June 18th.
VIII. Review of Action Items
IX. Adjourn
The Board discussed scheduling another meeting to finish the review of the Transfer Station policy and Resident Sticker guidelines as well as job descriptions for the employees at the Transfer Station. The Board decided to recess the meeting until tomorrow at 4:30pm.
Chairman Ulcickas motioned to recess the meeting until Tuesday, June 12, 2007 at 4:30pm. Second by Selectman Donovan. Vote: Unanimous.
Chairman Ulcickas motioned to resume the meeting at 4:38pm. Second by Selectman Donovan. Vote: Unanimous. In attendance were Chairman John P. Ulcickas, Selectman Robert S. Donovan, Jr., Selectman Trisha J. McCarthy, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass.
Widening of Maple Avenue
The Board met with Road Agent Frank Gibbs who discussed the work currently taking place on Maple Ave widening the road. Earlier in the day, Selectman Donovan noticed that there was a good amount of work taking place on Maple Avenue by Gibbs Construction. Chairman Ulcickas contacted Road Agent Frank Gibbs and asked him to come to this meeting to discuss the work taking place on Maple Ave.
Selectman McCarthy discussed that Frank was at the last Conservation Commission meeting held on Thursday, June 7, 2007. At that meeting, it was discussed that since Maple Ave is a scenic road and therefore under the jurisdiction of the Conservation Commission, Gibbs explained that there are a couple of areas where the shoulder needs to be extended beyond the 17 feet to 22 feet and some areas are in need of culvert repairs. Conservation Commission approved of the repairs as long as there were no trees to be cut and they also discussed the flooding and safety issues. Gibbs stated that the culvert would need to be extended to address the flooding issues.
Selectman Donovan asked if the repairs had anything to do with the new subdivision on Maple Ave. Gibbs responded no, the repairs are to widen the road for it is difficult for two cars to pass never mind two buses. Gibbs added that the hot top is only 17 feet wide and he is trying to make more room on the road.
The Board discussed other roads in town that are in need of repairs such as Heath Street, Webster Road and Chongor Drive. A discussion ensued regarding the repairs to these roads and Gibbs stated that he will check them for repairs as long as they are on town property. The Board discussed starting a list of roads in need of repair. Gibbs added that the Board encumbered $13,790.00 from the Summer Highway budget last year to widen Maple Ave and $55,970.00 from the Winter Highway budget for roadwork on Dugway Road and Wentworth Avenue. Selectman McCarthy discussed the need to have a rock swale on the side of the road not pavement per the stormwater management plan to regenerate the groundwater as well as filter the water by trapping the pollutants.
Selectman Donovan questioned having the road crew working on these projects. Gibbs responded that using the road crew is cheaper than hiring out. The Board discussed keeping an eye on the timecards as well as preparing a policy when hiring contract labor for road repairs.
Town Policies and Procedures
The Board worked on a Transfer Station/Recycling Policy, Resident Sticker Policy and Resident Sticker Policy guidelines. After some discussion, the Board finalized the Resident Sticker Policy and the Resident Sticker Policy guidelines. Town Administrator Nancy Wrigley will prepare a final version for the Board to accept/sign at the next Selectmen’s meeting.
Chairman Ulcickas motioned to adjourn at 7pm. Second by Selectman Donovan. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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