MINUTES
BOARD OF SELECTMEN
February 8, 2005
Present at the meeting that was held at the Town Building were Selectmen Kathleen K. Farrell, Carole A. Makary, Edward R. Perry Jr., and Janet Wheeler. Also present were Town Administrator William Wrigley and Administrative Assistant Susan Flint Hosier. Chairman John Clayton was absent.
Acting chairman Perry called the meeting to order at 7:05 p.m.
Bills/Minutes
There were no bills.
The Board reviewed the draft minutes of Jan. 25. Ms. Makary moved, Ms. Wheeler seconded and all voted in favor of accepting the minutes, as written.
Town Administrator’s Activity Report
Mr. Wrigley presented his first version of the fiscal year 2006 municipal budget to the Board. He said this preliminary version represented the departments’ requested budgets on the expense side and “plug numbers” (rough estimates) on the revenue side. For example, the cherry sheet numbers came from the Governor’s budget only, as no information is yet available from the House and Senate. However, the impact of changes to state aid will be minimal, as only 2.5 percent of the Town’s total revenue is from state aid.
In summary, the present draft shows a $570,700 deficit, based on a 5.17 percent increase in revenue and an 8.49 percent increase in expenses.
Mr. Wrigley noted that this draft budget is a working document only. The numbers do not represent recommendations from the Town Administrator. Mr. Wrigley reminded the Board that revised departmental budgets are coming in and to refer to the newest versions.
Detailed information on the budget is available from the Town Administrator’s Preliminary Budget, dated 2/9/05, and from his activities report, dated 2/4/05.
A complete set of departmental budgets is available for review at the Selectmen’s Office.
On a related topic, Mr. Wrigley said that deficit spending for snow and ice, for which a vote was scheduled later in the meeting, is a regular need and has been done since he has been Stow’s Town Administrator. Because the annual expense can vary so widely, the Board votes, per MGL C44, s31d, to allow deficit spending for the remainder of the season; then handles the total expense in one step.
Mr. Wrigley reviewed the purpose and desired product of the Public Safety Study Committee, to be considered by the Board later in the meeting. A cross-functional committee, including the Fire and Police chiefs and Highway superintendent, would do
an operational and capital needs assessment, including a cost-of-community-services analysis and a financial impact analysis for long- and short-term needs.
Lastly, Mr. Wrigley reported on a recommendation from the Review Committee to appointment dispatcher and special police officer Michael Sallese to the position of full-time patrolman. Citing Mr. Sallese’s qualifications, Mr. Wrigley said the committee highly recommended his appointment.
Visitors
Patrolman Appointment
Following Mr. Wrigley’s comments on Mr. Sallese’s appointment, Chief Mark Trefry and Mr. Sallese joined the Board. Chief Trefry said there were seven applicants for the position and unanimous support for Mr. Sallese, including strong support within his department.
Ms. Makary moved, Ms. Farrell seconded and all voted in favor of appointing Mr. Sallese as a full-time patrolman.
With Mr. Sallese’s appointment, Chief Trefry said he now has a full-time dispatcher position to fill and recommended Jonathan Butler for the job. Mr. Butler has been with Boxborough for the past five years; Boxborough is now disbanding its dispatch department. Chiefs Soar and Trefry and Mr. Wrigley support the appointment.
Ms. Makary moved, Ms. Farrell seconded and all voted in favor of appointing Mr. Butler as a full-time dispatcher.
Chief Trefry said that with the evening’s appointments, his department now has two officers on the road and one dispatcher on duty 24 hours a day, seven days a week.
Class II Used Auto Sales License
Scott Sanford, new owner of Bob Brenn’s used car business at 102 Great Road, visited the Board to request a Class II license for Apexx Automotive Enterprises, Inc. Mr. Sanford said he owns similar businesses on Acton, Groton and Harvard.
Mr. Perry, whose wife owns the daycare center adjacent to the car business, offered to recuse himself from the discussion and vote, should other members feel he had a conflict of interest. The other members agreed there was no conflict.
Mr. Sanford said the business includes used car sales in the present lot, as well as a four-bay repair shop, where Robinson’s Marine had been. He has upgraded the inventory toward more high-end cars and will revitalize the repair and service shop, possibly adding an inspection station in one of the bays.
Ms. Makary and Ms. Wheeler questioned Mr. Sanford about various aspects of land and building use, which Mr. Perry explained were the purview of other town boards.
Ms. Farrell moved, Ms. Makary seconded and all voted in favor of issuing the Class II used auto license to Apexx Automotive Enterprises, Inc.
Housing Partnership
Greg Jones, Master Plan member and former selectman and housing task force chair, visited the Board to discuss the next steps in forming a Housing Partnership. He also recommended that the town create a Housing Trust, a repository of funding from various sources for affordable housing. In January, the Governor granted municipalities the option to form them locally.
Board members had different notions of how to move forward, with some wanting the Selectmen to define the committee’s work, while others favored letting the committee members decide for themselves. Ms. Wheeler said she wanted a fuller understanding of housing partnerships and Ms. Makary favored a discussion among the towns at the upcoming Tri-Town meeting. Ms. Farrell, in contrast, wanted to move ahead with posting the committee vacancies, as discussed at the prior meeting, noting that its formation is one of several recommendations in the town’s Community Development Plan.
Mr. Wrigley suggested that both the committee start-up and more education for the Board could happen simultaneously, by posting the vacancies and forming a working group, too. Ms. Wheeler said she wanted to determine the partnership’s charge; Mr. Wrigley noted that the charge has already been defined in the mostly state-driven guidelines.
Chairman Perry asked for volunteers to work with Mr. Jones; Ms. Makary and Ms. Wheeler volunteered. At the next Board meeting (Feb. 22), Chairman Perry said they would post the committee openings and further discuss a charge for the members.
Action/Discussion
Deficit Spending on Snow and Ice Expenses
There was little discussion on this topic, given Mr. Wrigley’s earlier explanation.
Mr. Perry asked for a motion to allow deficit spending for snow and ice, per MGL C44, s31d. Ms. Makary so moved, Ms. Wheeler seconded and all voted in favor. Mr. Wrigley noted that the Finance Committee planned a similar vote that evening.
Stow TV Broadcasts of Department Presentations
Mr. Perry asked the Board to issue a letter to all departments inviting them to videotape their department presentations for later cablecast on Channel 9, Stow’s community access TV channel. The Public Education & Government Committee drafted the letter for the Board’s use; PEG would do the taping and broadcasting.
Mr. Perry, the Board’s PEG liaison, noted that the presentations could be put on videotape, as well, for those without cable access.
The Board agreed to endorse the effort and to send the letter the following day.
Joint Boards Meeting, Feb. 16
Ms. Farrell, who is coordinating the 2/16 meeting, has contacted the departments and three main themes for the agenda have emerged:
· The format of Town Meeting relative to the Charter Review that is in progress
· Municipal planning and land use, relative to the Community Development plan
· Improved communications in town government
She said the intent of this meeting is to rekindle both the “Joint Boards” approach to communicating and problem solving used in the past, as well to reactivate the liaison function between boards.
Regarding the topic of Charter Review, Ms. Farrell said that, traditionally, Annual Town Meeting in the spring covered general operations, including the annual budget; a Special Town Meeting in the fall covered specific planning and zoning issues. In recent years, the distinction has sometimes been lost. She felt it would be helpful to clarify the desired intention.
On the topic of municipal planning and land use, Ms. Farrell noted the number of departments and subcommittees all involved in land use planning, including the School Building Committee, Master Plan Committee, Council on Aging, and the Recreation Department. Are the efforts coordinated and, if so, how, she asked.
Regarding communication, Ms. Farrell said the website is an aid but technology is not ubiquitous, so other communication channels must be strengthened. She noted, again, the importance of the liaison function. However, rather than presenting numerous updates from the liaisons at the Board meetings, Mr. Perry said he wants the Board to focus on action items and votes. General information can be shared in other ways, he said. Ms. Wheeler and Ms. Makary expressed an opposing view, noting that sharing at meetings keeps continuity and the school committee does updates as part of its agenda. Mr. Perry replied that he felt the Board should stay focused on action.
Marlboro Road Update
The planned action to vote on a stop sign at Marlboro and Gleasondale roads was postponed until the Town Clerk can attend to attest to the vote.
Ms. Makary said the sign was only one part of a larger plan, and she would check with the Highway Superintendent, Mike Clayton, on the status of the plan. According to Ms. Makary, Mr. Clayton wants an engineering study done and needs funding for it. Mr. Wrigley said the Board has funding available for studies, which Ms. Makary will communicate to Mr. Clayton.
Municipal Website Update
Ms. Flint Hosier, who is coordinating website development with Town Clerk Linda Hathaway, reported that content is being supplied to the vendor by the departments, as their time allowed, and that training for the license holders (the 10 to 12 people who will be responsible for postings and maintenance) is in progress. Invoices are being approved for payment based on the completed phases of the project. When asked when the site would go “live,” Ms. Flint Hosier said no date was set; when pressed by Board members, she estimated one month.
Public Safety Planning Committee
Mr. Perry introduced the committee proposal, made by Chairman John Clayton, as creating a long-range plan for the public safety departments on operations and capital, driven by levels of service. Membership would be the three department heads and members from Finance, Selectmen, and Capital Planning, under the Town Administrator’s leadership. The goal would be a proposal for Annual Town Meeting 2006.
Mr. Wrigley defined a two-step process: 1) a needs assessment of public safety services and 2) determining affordability for the Town. After defining levels of service and a timeframe, the proposal would go to Town Meeting so residents can assess the level of risk relative to expense. For example, residents could evaluate whether to create a fire dept sub-station in town. This is the first step of creating a base plan for public safety services, he said.
Chairman Perry asked for a motion to create the committee. Ms. Wheeler and Ms. Makary wanted to have the topic discussed at a Joint Boards meeting. Mr. Perry replied that all the parties have been contacted and are in favor of it; it could simply be announced at the Joint Boards. Ms. Farrell, also in favor of moving ahead, moved to form a Public Safety Planning Committee, as described. Ms. Wheeler seconded and all voted in favor.
Both Ms. Farrell and Ms. Makary requested to represent the Board of Selectmen on the committee. Chairman Perry, citing Ms. Farrell’s six years of experience as a selectman and past position as chairman, and as head of the Emergency Management Committee and chair of the Cost of Community Services Committee, appointed Ms. Farrell to represent the Board.
Additional Notes
Mr. Perry announced that Chief Trefry has his proposed contract and will reply when he is ready. The School Building Committee requested to meet with the Board, and it will be scheduled. Mr. Perry wants catch up on Board minutes, but with the discussion on process deferred until Mr. Clayton returns. And the vote on the Marlboro Road stop sign is deferred until Ms. Hathaway returns. There was a brief discussion of whether the towns could snowplow; why it was discontinued was explained.
The Board voted to adjourn at 9:15 p.m.
Respectfully submitted,
Susan Flint Hosier
Administrative Assistant
Board of Selectmen
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