Back to Board of Selectmen Meeting Minutes
September 1, 2009
Regular Session, 7:05 p.m.
Ms. Burns, Mr. Rabuffo, Mr. Riley
Ms. Burns opened the meeting and reviewed the evening’s agenda. There being no questions from the public, the first item was brought forward which was the signing of a Conditional Letter of Map Revision based on Fill for property located at the Hingham Shipyard. The application deals with raising the elevations at the shoreline above the present level which would essentially remove the area from the flood plain. Town Administrator Kevin Paicos had no knowledge of the details of this issue. Since it appears to be a very technical matter and FEMA is involved, it was decided to take the matter under advisement until Conservation Officer Cliff Prentiss and/or an engineer for the project could attend a future meeting.
The following votes were moved, seconded and SO VOTED:
- To approve the following Selectmen’s meeting minutes:
Regular Session – January 8, 2009
Special Session – January 9, 2009
Regular Session – January 13, 2009
Special Session – January 22, 2009
Regular Session – February 3, 2009
Special Session – February 10, 2009
Special Session – February 13, 2009
Special Session – February 26, 2009
Special Session – February 27, 2009
- To amend the Traffic Rules and Order of the Town of Hingham adopted by the Board of Selectmen on May 31, 1939, and subsequent amendments thereto as follows:
ARTICLE V- SECTION 7 TIME LIMITED IN DESIGNATED PLACES
Shipyard Drive – Entire Length. Parking will be limited to two (2) hours
- To reappoint JoAnn C. Mitchell as a Library Trustee for a 3-year term expiring in 2012.
- To approve a temporary liquor license to Sergio Pungitore for the Annual Picnic to be held at Barbuto’s Grove on Pine Street from 1:00 to 9:00 p.m. on September 6, 2009. (Raindate September 7, 2009)
- To waive the building fee for the 375th Anniversary Committee to set up a tent at the Old Ordinary.
Selectmen’s Reports: Bruce Rabuffo reported that the Field Management group is coming up with a proposal that will build off the past work of the task force led by former Selectman Edmundson. That proposal will address the management of all the sports fields in Town. The Audit Committee selected the firm of Powers & Sullivan of Wakefield, MA which has begun the audit process for the recently completed fiscal year. He has asked their opinion on a permanent status for an Audit Committee. He thanked the present Audit Committee for their recent work. The Elder Services Department will be hosting the annual party for Hingham residents over 90. There have been concerns over the condition of Beal Street during construction.
John Riley explained how the previous construction of Beal Street caused the large rubble to surface. During World War II, three areas, Beal Street, Fort Hill Street and Free Street leading to Wompatuck Park, were built to carry heavy trucks and tanks. They were dug out and filled with 2” and 4” rock and asphalt on top. Since this is the first time that Beal Street has been rebuilt since the 40’s no one knew what was underneath. The stone eventually had to be hauled out since it could not be covered. The debris was put on the 101 Hersey Street property. It was agreed that the signs were inadequate and that we would have to do a better job of that next time.
John Riley commented that the last Harbor meeting had to be cancelled. The Hingham Journal had a good article on the Harbor. The Committee is looking for public input on use of the Harbor. Suggests that a forum such as the economic summit could be held next year. Went to the opening of the East School.
Laura Burns also went to the opening of the East School where there were three ribbons to be cut. It was a nice gathering with a number of dignitaries. Tours were held and then the Library was dedicated. “Good time had by all”. She has met with Joel Sklar of Samuels Co. to talk about the concerns of the development. Ms. Burns had planned to attend the hearing that was subsequently cancelled by the MBTA to talk about commuter train fare hikes and cuts in services. Martha Bewick feels that the commuter boat is in jeopardy and had the idea to invite James Aloisi and Davis D’Alessandro to come to Hingham and show them what we are developing (shipyard) and how important the development is to the town vis a vis the commuter boat, and have a public hearing here and include other towns that use the commuter boat.
On the same subject, Mr. Rabuffo asked Town Administrator Kevin Paicos to find out where we are with Greenbush two years after opening and statistics about train and boat ridership. John Riley wondered what had happened to the money that Cong. Delahunt obtained to build a ferry terminal.
Town Administrator’s Goals Kevin Paicos has sorted out the goals by category and assigned a high, medium or low priority. Three additions: 20) Conduct Department Fee Review, 2) Update Emergency Response Plan, 3) Conduct Inspection Dep’t Reorganization.
1) Recruit DPW Superintendent. To be chosen next week.
2) Prepare DPW Reorganization Plan. Mr. Paicos researching other town’s DPW’s. Has input from Roger Fernandes and Randy Sylvester. New Superintendent will be involved and comment on draft. Should be done in the Fall.
3) Complete Regional Dispatch Project. Grant of $2.1 million, in addition to the $1 million already received, was awarded today. Mr. Paicos credited the chiefs and other managers who have been working very hard. Grant is for the telecommunications and electronic side of the project. State is paying for the fully equipped dispatch center. We (Hingham, Cohasset, Hull and Norwell) are the first in the state to receive this kind of grant. Other towns are interested in participating. Possible to get larger in the next few years. Will get out an RFP for project manager and architect.
4) Create New Budgeting Framework. Mr. Rabuffo said there is lots of work to be done and it will take a meeting of its own. The traditional budget framework as usually developed by the Town Finance Director will be set forth. The Town should pay particular attention to the forecasted revenue components as they will drive the expenses side. However in view of significant fiscal pressures, Advisory, the Town Administrator and others are suggesting an approach that puts those pressure issues up front in the process. The first cut of these matters will be presented to the Forecast Committee on September 17. Other meetings will follow.
5) Create New Health Ins. JPA
6) Draft Energy Performance Mgr. RFP. Mr. Paicos met with the Energy Action Committee last week. Waiting for a grant program to be announced since they will need $20,000 to hire someone to help decide if Performance Management is the way to go. Performance Management is a process where the town enters into a contract with an energy services company which reviews all town areas that could be upgraded to more efficient energy use. They get paid out of the energy savings because of the upgrades. Forty towns have done this. Energy Action committee thinks the town should hire someone to see if it is the way to go. There have been mixed results with this process.
7) Assist SSCC with Caterer RFP. Contract is being negotiated; also contract with outgoing caterer.
8) Complete Property/Casualty Bid. Dormant until the first of the year.
9) Create Merit bonus Pay Plan. Mr. Rabuffo supports this initiative and makes it a high priority and thinks we are past due on this; like to see it done before the first of the year. It was discussed in the contract negotiations with Mr. Paicos. Outside experience suggests it incents performance of participating employees. The Committee met today for the first time. How will we fund it?
10) Create Save Budget Dollars Program. There is an obscure law where you can give cash awards to employees that save the town money. Would need a 3-person committee to administer.
11) Reorganization Plan for Exec. Office. The job audit for 3 months should produce something in October.
12) Research Grants for Public Housing Furnaces. Bruce Rabuffo is working with local Housing Authority and state DHCD, as discussed at last year’s Town meeting. This is a state obligation but there may be a need for some monies to come temporarily from the Town.
13) Conduct Sick Leave Abuse Review. Completed last year’s review. First half of this year is on the way. John Riley asked how many departments have problems. Two departments have severe problems, one moderate. This building (Town Hall) is a success. Less than 20 people that severely abuse the sick leave policy. Vast majority are outstanding, we need to thank them.
14) Review Creation of Central Maint. Dept. Waiting for new Superintendent.
15) Review Creation of Central Engine Repair. Waiting for new Superintendent.
16) Assist BOS with Policy Book/Code of Conduct Review. Laura Burns would like to see a new policy on complaints and mail.
17) Research Creation of Regional Library Services.
18) Create Overtime Review for Departments. What is our overtime budget as part of the regular budget? Be sure that the way it is being used is according to policy. Police and fire should use judiciously. Need to look at how overtime correlates with sick time abuse.
19) Stabilize Hersey House.
20) Conduct Department Fee Review. Intern is working on a fee review. When was the last update?
21) Update Emergency Response Plan. Intern and firefighter working on this. First draft complete. H1N1 needs to be added soon. Another tabletop in November. We got a small grant to pay intern. Could the Chief come in and talk about the plan? Prepare an executive summary of the emergency plan.
22) Conduct Inspection Department Reorganization. What are the issues? Need to look for efficiencies and make the permitting process more user friendly.
Laura Burns announced that a gift of $2500 had been received from Linden Ponds to be used by the Police Department for any purpose they desire. We also have received a proposal from the Cable TV Advisory Committee to wire all of the meeting rooms, the School Department committee room and Sanborn Auditorium for broadcasting per the Selectmen’s request.
Selectmen’s Code of Conduct Laura Burns read a revised version of Section 4, paragraph b, of the Draft version of the Code of Conduct for the Board of Selectmen presented at a previous meeting. Mr. Rabuffo commented that we (the Board) are trying to capture a trust factor and that the Board has no power except as a Board, and that members should not act independently. Ms. Burns said that she has made an effort to make sure that neither the Town Administrator nor the other members are out of the loop. Mr. Riley said that if we are bound by this code of conduct, which he agrees with, how do we get that mutual respect and trust from the Town Administrator to us. This is a mutual pact among the four of us, said Mr. Rabuffo.
Kevin Paicos commented that the Town Administrator should be doing what the Board of Selectmen says to do and that he is committed to doing that and seeing that they are getting all the information they want as fast as he can get it to them. He does not presume to tell the Board what to do, but may present for consideration different ways to do things. Bruce Rabuffo said that as he gathers information walking around that he comes back to the Board with the information and doesn’t want to be stopped by this code. Again, trust factor is important. Ms. Burns said that she was shocked at the impact she had just by showing up in a Department. By looking at it through the employees’ eyes, she does not walk around as much. She worries that she might leave the Town Administrator out of the loop. John Riley has no problem with Mr. Paicos having the authority to make decisions but they need to be with the BOS approval. It is all about communication and respect of one another.
Mr. Paicos said that he would not want to be blindsided by a conversation between an employee and the BOS and that an individual Board member should not be giving a directive to a department head before talking to the Town Administrator. A new reorganization of people that are now reporting to the Town Administrator should help. Mr. Rabuffo said that the document restricts us because there are so many words and he still wants to think on it. He will redo and continue until another meeting.
Liquor Violation Policy Mr. Rabuffo commented that he now appreciates that the Board’s role is more pronounced that he thought. The Board sits in judgment and should not get involved beforehand. Ms. Burns has some questions concerning the wording of sections 4.4, 4.7 and 4.8. John Riley questioned 2.1. The Chief has to be sure that an officer’s concern is directed to him so that he can determine the seriousness of the incident. The Board will work further on this and bring it back.
Committee Attendance by Citizen Volunteers. The Board did not know of the existence of the policy until a recent event brought it to the Board’s attention. The Committee Chair should notify the appointing authority of a member’s poor attendance. A few changes were suggested and will be drafted and brought back to the meeting.
Policy on Minutes Laura Burns said we should consider a bylaw of what the expectations are of committees. We should get some information from James Toomey as what other town’s are doing on this matter.
Mention was made of procedure for the interviews of candidates for the Superintendent of Public Woks position. Kevin Paicos suggested that they continue the meeting and make a decision as soon as possible after that.
Voted - to grant permission to the Cable TV Advisory Committee to consult
legal council.
John Riley asked about the timeframe for appointing the Naming Committee.
The Board voted by roll call vote to retire to executive session and not return to open session.
Ms. Burns – yes; Mr. Riley – yes; Mr. Rabuffo – yes.
Meeting Adjourned
9:50 p.m.
Betty Tower
Clerk, pro tem