Board of Selectmen
Library Meeting Room
May 19, 2003
Minutes
The meeting was called to order at 7:00 p.m. by Chairman Dale Donovan. Selectmen present included Jerry Houk, Michael May, Helen Miranda Wilson and Ira Wood. Town Administrator Tim Smith and Assistant Town Administrator Rex Peterson also attended.
A microphone check was conducted.
The Board discussed:
Shellfish Constable Position - The Board reviewed job descriptions dated 2/20/01 and 9/17/02 and agreed to use the 9/17/02 description as a basis for discussion. On a motion by Wilson, seconded by Wood, the Board voted unanimously to include in the job description "The Constable must have or acquire water testing certification." Arlene Kirsch suggested specific amendments to the job description; also, a discussion concerning research and experimental design followed with several attendees. On a motion by Wood, seconded by Wilson, the Board voted unanimously to delete "… & experimental design" from the section Qualifications …Experience. On a motion by Wilson, seconded by Wood, the Board voted unanimously to revise the first sentence under
Qualifications: Experience: to read "Requires one to three years experience in shellfish management, propagation, and law enforcement." Thus, the text will read:
"Experience: Requires one to three years' experience in shellfish management, propagation, and law enforcement. Familiarity with field research methods."
Advertising Process for Shellfish Constable Position:
1. Advertise position in more than one newspaper and in accordance with the Board of Selectmen Affirmative Action Policy.
2. All resumes will be available for review by the Selectmen. Town Administrator Smith will screen applications and provide the Board with recommendations.
3. The Board will conduct preliminary screening in Executive Session.
4. Final candidates may be interviewed in Board of Selectmen's Open Meetings.
Effective Operation of the Board of Selectmen - A handout, written and provided by Chair Donovan, was used as a guideline for discussion and available to all attendees.
Meeting Schedule - Complete and full meetings with Open Session 2x/month. Then as specific topics come up, other meetings may be scheduled.
Meeting Locations - Various sites were considered: Library, new Senior Center; South Wellfleet Neighborhood Association Building. It was agreed that summer 2003 meetings would be held at the new Senior Center. Town Administrator Smith is getting quotes on the sound system for the Senior Center. Meetings at the new Senior Center require signage at both entrances of Route 6. Also any location changes must be publicized.
Agenda and Schedule of Items - The Chair, Town Administrator and Administrative Assistant meet on Thursday prior to Monday meetings to prepare the agenda. Presently, Board of Selectmen meeting agendas are posted on the Town's website; inside and outside Town Hall; copies are sent to the Library and Police Department. For review and discussion, Town Administrator Smith provided a form for Department Heads to request specifically to appear at a meeting of the Board of Selectmen. Wilson suggested, and it was agreed by consensus, that this form will also be available to Boards and Committees. The form will be amended from "Proposed Motion" to "Proposed Action". Submit form Wednesday prior to Monday meeting.
Informing the Public - Wilson asked that agendas be more detailed and that all items for discussion be listed, if known prior to the meeting. From the audience, Jeff Stewart asked if the Selectmen's meeting informational packet be available to the public. Discussion followed concerning contents and availability. May suggested that someone call other towns to inquire about their procedures. On a motion by Wilson, seconded by Wood, the Board voted 4-0-1, with May abstaining, to ask Chair Donovan to put a copy of the informational packet for the 5/27/03 meeting on the Research table at Wellfleet Public Library on Friday 5/23.
Wood asked Assistant Town Administrator Peterson if all committees' meeting minutes, once approved, are on the Town's website. By State law, all meeting minutes must be filed with the Town Clerk. Peterson explained that the Board of Selectmen's and the majority of regulatory boards' minutes are posted, once approved. Some committees/boards meet once a month and therefore delays are sometimes unavoidable between the actual meeting date, review of draft minutes and the posting date of approved minutes. Wood asked to set a goal to post all committees'/boards' meeting minutes. Peterson explained that all committees/boards do not have secretarial support.; he will post approved meeting minutes that are submitted via electronic file or on a disk to the website. This does not preclude filing minutes with the Town Clerk.
Discussion followed about televising Selectmen's meetings similar to the towns of Orleans and Chatham. On a motion by Wood, seconded by Wilson, the Board voted unanimously to ask Town Administrator Smith to investigate this topic - logistics, costs, etc. Consideration may be given to televising Town Meetings in the future.
Working with Others -
Department Heads - Houk recommended that Department Heads attend BOS meetings for informational/conversational purposes only, and for a preliminary budget meeting well before budget time.
Committees and Boards - Houk suggested that the BOS meet with all the boards and committees to exchange information. A list of committees and boards will be prepared and made public for each of the Selectmen to sign up as liaison.
Tom Flynn suggested that the Board provide a response to committee/board memos or correspondence- to acknowledge receipt and to know that it has been read.
Regional Groups - Board agreed: to be more aggressive in working with regional groups; to continue to meet with Representative Shirley Gomes during her Town Hall visits; to coordinate an Outer Cape Selectmen meeting for June, or the Fall, depending on other Towns schedules.
Town Organizations/Institutions - The Board will continue to meet with Non-Resident Taxpayers and other groups, as requested.
Setting Goals and Policies - The Board will visit this topic on an ongoing basis at these meetings.
A discussion of the Local Comprehensive Plan followed. Assistant Town Administrator Peterson explained that the 1993 Local Comprehensive Plan is undergoing review by the Planning Board and other committees. Wood suggested that the 1993 LCP be put on the website as a reference. To update the plan, a Town-wide survey may be used to reach townspeople for input. ATA Peterson is looking into costs for survey design, printing, mailing, tabulating data analyses, etc. It was suggested that the survey include questions on other Town issues as well; pertinent costs will be reviewed.
Other
Senior Center Paving - TA Smith requested approval to pave an additional 10,000 sq. ft. est. of the new Senior Center parking lot; estimated cost is $7,000-10,000 if this is done while the main parking lot is being paved. Wood asked for a map or sketch of the area for reference. Wilson expressed concern that any additional paving could impact the zone of contribution and eliminate the availability of future affordable/senior housing in that area. She asked if she could obtain a determination directly from the Health Agent; TA Smith said that he would bring Wilson's drafted question to the Health Agent and then relay the response to the Board.
Water Commissioners Agenda - Although not formalized, six agenda items were suggested by Wilson to be discussed at a future WIAC meeting. On a motion by Donovan, seconded by May, the Board voted unanimously to schedule the Water Commissioners meeting for Monday, June 16, 2003. Wilson will prepare an agenda for this meeting. Wood requested that pertinent information be distributed prior to the meeting for review. Town Administrator Smith informed the Board that he and consultant Paul Gabriel, Environmental Partners Group, will meet with DEP on June 2, 2003; Donovan asked that the consultant attend the 6/16/03 WIAC/BOS meeting also. Through the Town Administrator, Wilson asks staff to put copies of DEP correspondence relating to water issues in the WIAC file for members review.
On a motion by Houk, seconded by May, the Board voted unanimously to adjourn at 9:13 p.m.
Respectfully submitted,
Jeanne May
Administrative Clerk
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Dale Donovan, Chair Jerry Houk Michael May
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Helen Miranda Wilson Ira Wood
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