SELECTMEN’S PUBLIC MEETING
October 13, 2009
Chairman McCarthy called the meeting to order at 5:08pm. In attendance were Chairman Trisha J. McCarthy, Selectman Raymond D. Thayer, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass.
Selectman Robert S. Donovan, Jr. was not present.
- Interview three companies that bid on the 2010 Statistical Update
Andrea S. Lewy, Cross Country Appraisal Group, LLC and John W. McSorley Consulting
Present were Certified Appraiser/Town Assessor Andrea Lewy, Jeff Earles from Cross Country Appraisal Group, LLC, John McSorley of John W. McSorley Consulting and residents Nicole and Craig Jackson.
Chairman McCarthy explained that they narrowed down the bids to three and set up this interview to ask questions for a clearer understanding of the bids. A spreadsheet prepared by Town Administrator Nancy Wrigley was handed out to those present to discuss the breakdown; a round table discussion took place with those present.
The discussion touched on issues such as the preliminary notices to the taxpayers, mailing of letters to the taxpayers, printing of the property cards, appointments (hearings) for taxpayers to come in to discuss the new property values; none of the companies had the option of putting the assessments on the web. All agreed to conduct the utility appraisal using the State values and would need a separate contract for upholding the values at Superior Court if a taxpayer files with the Board of Tax and Land Appeals.
Also discussed was the process for determining the values for the town wide update to include looking at anything that has new construction since the last town wide assessment in 2005. The update will look at sales based upon the last two years, which become the benchmark for the rest of the properties. The basis of the statistical update is based upon the sales and they will track and follow the sales during the update to follow the trend of the market. This will include only qualified sales as determined by the State which rules out foreclosures and short sales. A questionnaire will be mailed to the taxpayer about the sale of their property to verify the detail of the sale.
Preliminary hearings will be held at the Town Hall and the contract includes handling of the abatements filed to the town based upon the update.
Selectman Thayer asked how long has each candidate been working in the assessing field. All candidates started in the 1980’s and they gave a brief background of their history.
Selectman McCarthy asked each candidate if they would be working day and night or both; all responded in the daytime.
Selectman Thayer asked if any candidate would lower their bid.
Town Administrator Wrigley asked about the work documents (assessing) showing the written changes used to complete the update; she asked to have them returned to the town. Wrigley added that with a clean copy of the final assessment she asked to have the notes on the changes observed and for any notes made at the hearings. All three contractors agreed to this request.
The Board thanked everyone for attending the meeting and the Board will digest it a bit more with Selectman Donovan at a future meeting.
A. Personnel Policy
The Board did not review the Personnel Policy but will at a future meeting when all Selectmen are present.
B. Resident Sticker Policy
The Board did not review the Resident Sticker Policy but will at a future meeting when all Selectmen are present.
C. Bulky Item Fee Schedule
The Board did not review the Bulky Item Fee Schedule but will at a future meeting when all Selectmen are present.
D. Transfer Station/Recycling Policy
Present was Transfer Station Manager Kevin Jolicouer
Town Administrator Wrigley talked about the option of having the town’s that use the Transfer Station for disposal of bulky items only have access to the Boy Scout container for the recycling of aluminum cans. Currently the commingled container has increased in volume and opening this area to the other towns would be a win, win situation for the Boy Scouts receive money for the recycling of aluminum cans and it would also decrease the volume to the town’s container.
A discussion followed with the issue of residents leaving things in the Boy Scout container that does not belong and the time necessary to clean it up. Transfer Station Mgr Jolicouer added that when he spoke with Rick Bailey, Boy Scout Leader he was told that they are having a hard time coordinating the task of cleaning/emptying the container. The Board asked for Town Administrator Wrigley to check with Rick Bailey to find out their opinion and if they are interested to put something in writing on how they plan to handle the additional volume.
E. Review bids for the replacement of the front stairs at the Town Hall
The Board did not review the bids for the replacement of the front stairs at the Town Hall but will at a future meeting when all Selectmen are present.
F. Review revised Code Enforcement Policy
The Board did not review the Code Enforcement Policy but will at a future meeting when all Selectmen are present.
The Board did not review the Cable Equipment Proposal but will at a future meeting when all Selectmen are present.
1. Request for information by residents of Walnut Farm Road
Present were two residents from Walnut Farm, Road Nicole and Craig Jackson
Chairman McCarthy explained that she received an email from concerned residents at Walnut Farm outlining questions for the Board of Selectmen on a list of topics outlined in a spreadsheet. Their questions addressed a list of topics and asked for each item which town department has jurisdiction and how are the restrictions enforced to the owner and tenant.
The Board reviewed the spreadsheet and discussed that the questions range to include jurisdiction under the Planning Board, Building Department, Health Department and Zoning Board of Appeals.
Nicole and Craig Jackson spoke about the recent decision of the Zoning Board of Appeals in that they are favor of this commercial development due to the tax benefit to the town but also they want the town to work with the residents of Walnut Farm to minimize the negative impact on surrounding neighborhoods and the town aquifer.
The Jackson’s spoke about how the process works and who is responsible is not clear. When they were building their house it was built with an in-law apartment and the Building Department approved the permits but two weeks before the closing they were told they had to go to the Planning Board for the approval of the apartment. Communication between the departments seems to be an issue that needs to be addressed.
The Board decided to work on setting up a multi-department meeting with the Planning Board, Zoning Board of Appeals, Health Officer and Building Department. Chairman McCarthy will send out an email to the departments listed above asking for them to give a date when their Board would be available to meet regarding the questions surrounding jurisdiction.
2. Cable Equipment – Contract for reorganizing/set up of equipment
The Board tabled this discussion.
- Saturday, October 24th – Historical Society 3rd Annual Wine & Cheese Social,
4:30pm - 6:30pm at the Merrimac Savings Bank
- Accept Minutes of Selectmen Meetings
- Reports from Department Heads
Other Business
The Board discussed setting another meeting soon to deal with the outstanding issues not addressed tonight in order to include Selectman Robert Donovan, Jr. with any decision making. The Board tentatively set a meeting on Wednesday, October 21st and will check with Selectman Donovan regarding his availability.
Chairman McCarthy motioned to adjourn at 7:22pm. Second by Selectman Thayer. Vote: Unanimous
Respectfully Submitted,
Mary B. Winglass, Office Manager
| 
