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HomeMy WebLinkAbout2003-10-21 Board of Selectmen Minutes Board of Selectmen Meeting October 21,2003 The meeting convened at 7:35 p.m. in the Selectmen's Meeting Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman George Hines, Secretary Gail Wood, Selectman Camille Anthony, Fire Chief Greg Burns, Finance Director/Acting Town Manager Beth Klepeis, Paula Schena and the following list of interested parties: Bob Brown, Anna Dixon, Bruce Murison, Mary Ellen O'Neill, Bob Keating, Bill Brown, Mary Vincent, Vinnie Cameron, Phil Pacino,Fred Van Magness. Reports and Comments Selectmen's Liaison Reports and Comments — Selectman Gail Wood noted that the West Street Historic District Committee met last night. They might need an extension of time because they are working on the bylaws, guidelines and inventory. The Water and Sewer Advisory Committee received a proposal from a company who wants a waiver from the water restrictions if they had a smart system. If the Selectmen have no objection, the committee will ask this company if they are interested in doing a pilot program. She also noted that she attended the Conflict of Interest Seminar last week -- it was not well attended because the Red Sox were playing. Selectman Camille Anthony noted that"Your Community Connection"was mailed out last week and Advancian Realty sponsored it. She also noted that access cable in Marshfield had a problem with violent content, and she asked that this be placed on an upcoming agenda for discussion. She noted that Summer Avenue is being paved on Friday, and she requested that a sign be put up on Summer Avenue notifying the residents. She asked about the status of Memorial Park, and Chairman George Hines noted that he is sending a letter to the sports groups and this will be put on an agenda in December. Chairman George Hines noted that the paving on Summer Avenue is a base course for the Winter. He also noted that he and Camille Anthony attended the Adopt-an-Island Reception tonight at the Senior Center. Public Comment— Bob Brown of 37 Susan Drive noted that the Substance Abuse Prevention Advisory Council meets on the fourth Thursday of the month but they will not be meeting on Thanksgiving. They also have scheduled a speaker regarding binge drinking on November 18, 2003. Town Manager's Report The Acting Town Manager Beth Klepeis gave the following report: ♦ She noted that the Lions Club is having a free eye check this Saturday at the Senior Center. ♦ She noted that Moody's is coming to Reading on November 13, 2003 to see that the bond rating will be increased. Board of Selectmen Meeting—October 21,2003—Page 2 Proclamations/Certificates of Appreciation Proclamation— Square Dance Foundation of New England - Anna Dixon was present to accept the Proclamation. A motion by Wood seconded by Anthony to approve a Proclamation for the Square Dance Foundation of New England was approved by a vote of 3-0-0. Personnel and Appointments Substance Abuse Prevention Advisory Council—There were no applicants. Discussion/Action Items Mission of Deeds Presentation — Mission of Deeds Executive Director Bruce Murison was present. He noted that the Mission takes donations of furniture and household goods for fire victims, indigent people and homeless people who are starting over. He also noted that recipients must be referred by the church or a social agency, and the person referring must have done a home visit and determined a need. He noted that they gave out 800 beds last year. Selectman Camille Anthony asked how much a box spring and mattress cost in case people want to give donations at Christmas time. Mr. Munson noted that he has an arrangement with a company to pay $70.00, and this item is budgeted for $50,000. He also noted that he can accept totally clean mattresses. Review Testing of Emergency Siren — Fire Chief Greg Burns noted that there are three emergency sirens in Town. One at 1249 Main Street, one at the Library, and one at 267 Woburn -' Street. He also noted that there are three types of alert: 1. The"take cover"alert is the most serious alert. It blasts for 8 seconds up and down over three minutes. If a person hears this alert,they should immediately take cover. 2. The"standard alert"is a steady blast for three minutes. If a person hears this alert, they should turn on their radio or television for instructions. 3. The"test"alert is a 30 second test. Chief Burns noted that the emergency siren controls are located at the Dispatch Center in the new Police Station. The Town stopped testing the sirens when the controls were moved from the Fire Station to the "old" Police Station. In Spring of this year, the siren went off for no reason. After investigating, they found water in the controls so they decided to get the sirens operational again. He also noted that although residents can be notified by cable, Police and Fire, the sirens add another layer of notification to the system, and they should be maintained and tested. Chief Burns noted that the Fire Department developed a policy and resident guide. The sirens can be used to notify residents of a hazardous waste spill, tornadoes, etc., and he is also looking at reverse 911. Board of Selectmen Meeting—October 21, 2003—Page 3 Resident Mary Ellen O'Neill indicated that she feels once a month testing is too extensive, and once a year should be enough. She feels that it is too easily misunderstood and not practical because she was at REI when the siren was tested and she couldn't hear it. Chief Burns noted that he was aware that the sirens cannot be heard in parts of the community, and the sirens .are a low voltage system and need to be tested monthly. Also, it keeps the bees and birds out from making nests. Chairman George Hines asked if we should purchase more sirens. Chief Burns noted that he would have to look at the cost but the best bet for the money is reverse 911. Chairman George Hines asked if there is any money from Homeland Security for reverse 911, and Chief Burns indicated that there is not. Chairman George Hines asked the cost of reverse 911, and Chief Burns indicated that it is approximately$12,000 to start up, and then about $8,000 per year for maintenance depending on the system. Chairman George Hines asked Chief Burns if he would continue to use the sirens if we had reverse 911, and Chief Burns indicated that he would. The consensus of the Selectmen was to continue with the siren testing, and to put Town security on a future agenda to discuss reverse 911 and the cost of additional sirens. Review Status of Cemetery Perpetual Care Fund — Cemetery Director Bob Keating and Cemetery Board Members Bill Brown and Mary Vincent were present. Acting Town Manager Beth Klepeis noted that M.G.L Chapter 114 governs the Cemetery Commissioner roles, and it allows the Commissioners to receive gifts or bequests paid to the Town Treasurer to deposit. The proceeds of sales of lots also need to be paid into the Town Treasury and then appropriated for certain uses; i.e., enlarge a cemetery, etc. Chapter 114 requires towns to provide cemeteries and bequest are held in perpetuity. Beth Klepeis noted that $131,000 of the expendable amount was used to pay down the debt on the Wood End Cemetery. In 2001 and 2002, the Town was in a financial crisis so the Cemetery Board agreed to fund overhead in the amount of$25,000. She noted there is a non-expendable amount of$1,544,000 in the trust fund that needs to stay and collect interest. Bob Keating noted that the Perpetual Care Fund is committed to maintain the cemeteries, and it was never an enterprise system. He also noted that in 30-50 years, there will no longer be any lots for sale, and fees were increased for lots. The Cemetery Board tries to return 45% back into the Perpetual Care Fund to rebuild it but they have been unable to do that because the Town keeps asking for money. He noted that 75% to 80% of the interest has been spent. Beth Klepeis F noted that if the interest is not spent, then the fund will build more quickly. f Board of Selectmen Meeting—October 21, 2003—Page 4 Selectman Camille Anthony suggested that a study committee be set up. Chairman George - Hines suggested that Camille Anthony meet one on one with Bob Keating and Beth Klepeis. Status and Update — Solid Waste Advisory Committee — Solid Waste Advisory Committee Member Bob Brown was present. He noted that it is a seven member board but they only have five members and there has been a problem with having a quorum. He asked that the Selectmen change the quorum percentage, allow the Committee to meet without a quorum, or allow them to hold discussion only meetings. Chairman George Hines indicated that they could not do that because it would give the perception that they are doing something wrong. He suggested having the Charter Review Committee look at having the Solid Waste Committee act as a task force without a quorum. Selectman Gail Wood noted that the only thing the Selectmen can do is reduce the membership. Chairman George Hines asked if the Selectmen had a problem with the Solid Waste Advisory Committee holding discussion only meetings. Selectman Gail Wood indicated that she had a problem with that, and feels the procedures must be consistent for everyone. Bill Brown noted that what Bob Brown is proposing conflicts with the Open Meeting Law. Selectman Camille Anthony suggested that Bob Brown supply a list of projects that the Committee is working on to help recruit new members. Status and Update—RMLD CAB —RMLD General Manager Vinnie Cameron, RMLB Member Phil Pacino and Citizens Advisory Board(CAB)Member Fred Van Magness were present. Mr. Van Magness noted that this is his third update to the Selectmen and this is only his input. He also noted that the RMLB and CAB recommended an additional $3 million refund to rate payers in late 2003. The 20 year agreement extension has been signed by all. A six year capital plan and budget have been created. The Early Retirement Incentive is not being recommended by the General Manager. Phil Pacino noted that the RMLB took action to not recommend the ERI. Mr. Van Magness noted that a RMLB member is now attending CAB meetings.-' Chairman George Hines asked how other CAB members report back to their communities, and Mr. Van Magness indicated that he did not know. Mr. Van Magness noted that the professional employees have voted to have union representation. The Energy New England investment is deteriorating. Street lighting contracts are being cancelled. He also noted that CAB Executive Session Minutes have still not been released. Selectman Gail Wood asked why the CAB was meeting in Executive Session. Mr. Van Magness indicated that it was in order for the CAB to recommend a budget to the RMLB because they need to understand litigation and only for that purpose. Board of Selectmen Meeting—October 21, 2003 —Page 5 Chairman George Hines noted that budgets are public record and are not discussed in Executive 7 Session. He will take this matter up with Counsel and the Attorney General. Mr. Van Magness noted that the RMLB is discussing a rate stabilization fund. Chairman George Hines asked that the rate stabilization fund be scheduled on a Selectmen's agenda and invite the Finance Committee. Mr. Van Magness noted that a policy for employee use of vehicles is being developed by the Town and will be in place by the end of the year. The RMLB is still working on the General Manager's Employment Agreement. He also noted that the General Manager is doing a reorganization of the department and is adding new positions. One issue that he has is the fact that the Accountant will not report to the General Manager except by a dotted linea He feels that the Accountant should report directly to the General Manager. Selectman Camille Anthony noted that is how we got in trouble before because the Accountant reported directly to the General Manager. Chairman George Hines agreed with Camille Anthony that the Accountant should report directly to the RMLB with a dotted line to the General Manager. Mr. Van Magness noted that the change in the fiscal year is not official yet. He has requested monthly manpower reporting, and feels that the monthly financial closing process is very slow because the billing from the suppliers holds it up. Approval of Minutes A motion by Wood seconded by Anthony to approve the minutes of October 7, 2003 was approved by a vote of 3-0-0. A motion by Anthony seconded by Wood to adjourn the meeting of October 21 2003 at 10:40 p.m.was approved by a vote of 3-0-0. Respectfully submitted, Secretary