Board of Selectmen
Library
November 15, 2003
Minutes
The meeting was called to order at 10:00 a.m. by Chairman Dale Donovan. Selectmen present included Jerry Houk, Helen Miranda Wilson (arrived at 10:15a.m.) and Ira Wood. Absent: Michael May.
Also attending: Town Administrator Tim Smith, Assistant Town Administrator Rex Peterson, Chief Richard Rosenthal, Health/Conservation Agent Emily Beebe and COA Director Jacqueline Wildes.
Several board/committee members and residents comprised the audience.
During opening comments by Chair Donovan, an overview of the agenda was presented:
1. Review existing plans and goals and to obtain input from boards, committees, residents and general public.
2. Set goals for the Board of Selectmen.
3. Establish goals that are achievable in one year for the Town Administrator.
Chair Donovan opened the floor for discussion of goals. Several people provided handouts; a summary follows of the meeting’s goals, comments or ideas:
Ben Gitlow - Major planning issue: Implementation of water system and how it impacts downtown planning
- Impose restrictions on intensity of use downtown
- Expanding uses of downtown
-Will expanded use in downtown area lead to major capital investment in wastewater?
Alan Platt – encourages looking at Local Comprehensive Plan (LCP)
importance of participation in process by BOS
sees a need for BOS to support implementation of LCP
Arlene Kirsch – distributed vision statement from 1995 Local Comprehensive Plan
suggests this vision statement could inform and assist with decisions, including budgetary
Mary McFeely, Library Trustee - In 2002, Library Trustees developed a long range plan for the Library. Some plans are being worked on, i.e., the need for a storage room.
Want a better system to communicate with DPW for maintenance of building.
A need exists for an additional staff position for technology.
Hugh Guilderson - Objectives of Local Comprehensive Plan should inform BOS of goals.
BOS goal #4 from 1987 – make policy decisions with regard to Town plans.
Make specific goals in keeping with the LCP.
Ben Gitlow - Update Regional Policy Plan (RPP); how that impacts Local Plan Roundtable scheduled for Dec. 1, 2003.
Review of policy plan; over 200 implementation items.
Alan Platt – Any plan must address problems changing zoning bylaws.
- Reconsideration of DCPC to allow sufficient time to change bylaws.
Tom Flynn, Coastal and Pond Access Committee – Sees need for clarification of Town ownership and title/deed/control of Town properties.
Catherine Sugg, Recreation Committee –
Whose responsibility:
- Field house at Baker’s Field
- Gull Pond docks
- Playground
- Tennis and basketball courts
Steve Durkee, Housing Authority
Affordable housing:
- CNS sites
Develop local funding CPA
Rehab existing houses
Emily Beebe, Health/Conservation Agent
Herring River salt marsh restoration
Board of Health goal – to reach full complement of members
Better communications with other boards and committees
Visit alternative State site at Otis Air Force Base
Jan Plaue
Suggests that we determine what our strengths are and continue to fund those areas before we spend money elsewhere
Lynn Van Hoeven, Barbara Atwood, Beach Study Committee
Members are needed
Maintain beaches as they are
They are working closely with Beach Administrator Suzanne Thomas
Anne White, Historical Commission
Publish monuments and memorials booklet
Historic District inventory
Lorraine Rosenbaum, Secret Garden Store
Improve downtown sidewalks
Are Chapter 90 funds available for demolition and removal of old walkway?
Chief Rosenthal, Computer Study Committee
Suggest BOS look at the viability of this Committee as its original purpose has been assigned to ATA Peterson as the Town has progressed.
Dian Reynolds, Library
Would like to expand hours, especially for young people
Rex Peterson – On the LCP, Planning Board is scheduling a Roundtable Dec. 1; involve other committees to update the LCP.
Open Space and Recreation Plan expired Aug.2003; needs to be updated for eligibility for Self-Help Grants. Updating the recreation section only of the Open Space Plan would be acceptable for grant applications.
The Board then discussed the comments:
Jerry Houk read a portion of a letter from NRAB Chair Doug Franklin. NRAB is working on the Harbor Management Plan and hopes to present the final Plan at the Spring 2005 Annual Town Meeting.
Helen Miranda Wilson– read a portion of a letter from Board of Health.
Dale Donovan – How to address comments and establish a process to formulate BOS goals in addition to specific projects that must be addressed.
Jerry Houk – Should prioritize short term to long term and stick to them.
- Take goals to Town Meeting
- Projects mentioned: Baker’s Field building, moving Shellfish Dept., 335 Main St., affordable housing
Tim Smith– Capital Plan and LCP serve as tools for long range planning of infrastructure
Arlene Kirsch – Capital Improvement Plan should come from LCP vision statement
Dale Donovan – Some things have gone forward that are inconsistent with Town vision. i.e. “rural character will be preserved”; rural towns have volunteer fire dept. This Town decided to not go along and instead has a combination of full time and call Fire Department. The Town needs a new facility at a cost of several million dollars OR revisit the decision.
Is LCP 1995 vision statement still applicable? Does it need to be updated or undone?
Need to prioritize projects to direct goals of the Town Administrator.
Helen Miranda Wilson – LCP sections on proposed infrastructure. Is it appropriate for Wellfleet?
Deal with water and septic waste proactively.
Proactively deal with recycling and the Recycling Committee. Involve the Chamber of Commerce to educate business owners and visitors.
Goal for BOS – emphasize the process; acting in full compliance with local and state regulations.
Ira Wood – establish long and short term goals; review role of Department Heads
Jerry Houk –
Short term goals/projects:
- Find a home for the Shellfish Department.
Current Shellfish Dep. Building needs to be converted for public use.
Need to decide about 335 Main St./Church; renovate OR demolish
Long term goals:
water
wastewater
Police/Fire facility
Ira Wood
Short term goals:
communication between boards and departments
Helen Miranda Wilson
Needs of Fire/Police; suggests a site visit; existing location is good; meet with Chief Rosenthal and Chief Hight
Ira Wood
- Address the LCP as a short term goal AND then implementation as long term goal
Helen Miranda Wilson
Water: Conservation Commission, Board of Health, Water Issues Advisory Committee and staff should look at water section of LCP
Dale Donovan
Goal: Develop sources of revenue to fund services for the Town other than property tax.
LCP allows the Town to assess development impact fees and demand for services.
Community can define development.
Ira Wood –
Short term goal: what people really want; do a Town-wide survey?
Helen Miranda Wilson
- Need to address paying for services, i.e. user fees for false alarms should be what it costs Fire Dept. to show up
Jerry Houk
Short term goal – recycling: need to do a better job; role of Board of Health to implement regulations; commercial users
Dale Donovan
Find out if recycling is a net plus or a net minus expense to the Town
Ira Wood – looking toward a regional recycling approach
Tim Smith – Find report on solid waste recycling. Will be available at the community regional meeting in January to review
Alan Platt – comments on regional approach/consolidation of services and facilities (public safety, senior centers, libraries)
Jacqui Wildes – attempted to work with Truro COA with no support from BOS.
Goal: to work on improving communication with neighboring towns
Tim Smith – consolidating services has been discussed at meetings of Town Managers/Administrators
Goal – better communications with other towns BOS
Jerry Houk – In the past, BOS has met with Truro and Provincetown to discuss consolidating services
Public safety – departments are territorial
Private ambulance service company provides services for Truro and Provincetown
Can discuss at County BOS meetings
Ben Gitlow
Regionalization – Approach for economic sense and to continue quality of services
Dale Donovan
Evolving into goals: decisions on one project may assist in decisions on other projects i.e. police/fire station - 335 Main St.
Prioritizing
Victoria Pecoraro, Recreation Committee
Implementation of goals can breakdown in budget process
Arlene Kirsch
Current budget policy will require $800,000 override
Helen Miranda Wilson– increase less than 3% for some departments
Jeff Stewart - Fill vacancies on boards; hold them accountable with periodic/monthly reviews/updates to BOS
- suggests more Saturday meetings
Dale Donovan – looking at reorganization of Town government boards and committees
some committees required by Town Meeting
Ira Wood
waiting to hear TA Tim Smith’s report on reorganization to make decisions
Helen Miranda Wilson
some board members get discouraged
is the process working within the law and within the community
Steve Durkee
- suggests leadership from BOS to direct committees
Jerry Houk
- Goal: BOS should meet with and interact with boards and committees
Dale Donovan
involvement with LCP
advisory boards need to have clout
Town Meeting may have to revise charges of certain committees
Is there a need to establish a Charter Review Committee to reorganize
BOS can propose Charter changes; then place changes on Town Meeting warrant; then on ballot. OR by petition with signatures of 10% of voters, form a Charter Commission, elect 9 members.
Hugh Guilderson
- establish charter or policy change that BOS will respond to recommendations from advisory committees
Ben Gitlow - Hold public meetings for advisory boards to present large body of work
5 MINUTE RECESS
Dale Donovan
- read language from TA contract regarding goal setting and evaluation
Ira Wood
where do we stand with this year’s evaluation
do we have goals and objectives for the TA from the last Board?
Dale Donovan
- No goals were set previously for TA
Provided copy of TA evaluation form from previous Board where questions were based on Charter responsibilities and other areas suggested by Board.
Rating was based on 1-5 scale, 5 being the highest
Ira Wood
- Should TA evaluation be done in open session or executive session
Tim Smith
- Executive session should be for disciplinary action
- No goals were set last year for the TA
Ira Wood
BOS is unable to fulfill terms of TA contract
Helen Miranda Wilson
- wants ongoing conversation
Dale Donovan – SUMMARY OF MEETING
BOS will meet again
Will review TA evaluation form, comment and amend
Develop an ongoing process to recognize staff and volunteers
Helen Miranda Wilson
Need to establish a procedure for BOS requests to staff for information or assistance
Ira Wood
BOS will see Rex Peterson’s notes and then make recommendations on meeting
Jerry Houk
Any citizen, including BOS, can ask a question of a department head
Charter states that BOS can’t give any orders to department heads
On a motion by Houk, seconded by Wood, the Board voted at 12:33 p.m. 3-1, with Wilson voting against, to adjourn.
Respectfully submitted,
Rex Peterson, Assistant Town Administrator
Jeanne May, Administrative Clerk
______________________ ______________________ _____________________
Dale Donovan, Chair Jerry Houk Michael May
______________________ ______________________
Helen Miranda Wilson Ira Wood
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