Board of Selectmen
Meeting Minutes
March 23, 2009

Meeting called to order at 6 p.m.

Present: Selectmen Martell, Martin and Huber. Admin Leahey, Assessor D. Goldin, FinCom Chairman John Trickey.

Selectman Huber made a motion to accept the minutes of the March 9, 2009 meeting; Martin seconded; motion passed unanimously.

Liaison Reports:

Police and Fire: Martin reports that everything is fine in both departments. Martin also mentioned that he had received a phone call from Amherst Town Manager Larry Shaffer regarding his intention to include Pelham in his application for a “dispatch regionalization grant”. Shaffer will also be approaching Shutesbury and Leverett.

Schools: Huber noted that the meeting of the School Committee scheduled for the 19th had been cancelled. He told the board that he and FinCom chairman Trickey had attended a K-6 Regionalization meeting recently held.

Library: Huber reports that the Library is running smoothly. He spoke of the Library’s recent purchase of Kindles, an electronic device that can store up to 500 books that can then be read from the unit. Huber said that the Library is in the process of drafting a policy for lending out the Kindles.

DPW: Chairman Martell reported that the department is preparing to sweep the road salt and sand from the streets in the coming weeks.

Town Hall: Martell informed the Board that Tax Collector/Treasurer Edna Holloway will be out on extended leave beginning on Monday, March 30th. Edna will be undergoing hip replacement surgery and is expected to be out for up to six weeks. Town Accountant Gail Weiss will be watching over the duties of the Collector/Treasurer in her absence.

Introduction of new Part-time Police officer:

Acting Chief Gary Thomann introduced his new hire, Officer Jeffrey Von Dauber. Von Dauber was formerly a full-time officer with the Northampton Police Department. He has a B.A. in Criminal Justice and lives in Belchertown. Von Dauber currently works as an investigator for an insurance company. Thomann is working on a schedule for department personnel, he expects that Von Dauber will have a regular part-time shift.

Selectman Martin motioned to appoint Jeffrey Von Dauber as a part-time police officer/Huber seconded; motion passed unanimously.

Thomann presented a letter to the Board from the American Red Cross. The letter requests a signature to acknowledge the certification of the Pelham School and the Community Building as shelters in the case of an emergency. The certification is part of the Town’s disaster preparedness plan.

Selectman Huber motioned to sign the Red Cross letter; Martin seconded; motion passed unanimously. Chairman Martell signed the letter.

Other Police business: Chief Thomann also presented for signature a Mutual Aid agreement with the Town of Shutesbury. Thomann noted that it is the same agreement that Pelham currently has with the Town of Belchertown. The agreement(s) is for Mutual Aid regarding police services only.

Huber motioned to sign the agreement; Martin seconded; motion passed unanimously. Selectmen signed the agreement, Thomann took it and intended to send it back to Shutesbury right away.

Committees:

Selectmen discussed whether or not there is a need, in general, to form a committee when a purchase is proposed and, more specifically, if a committee is needed to research the purchase of a new tractor for the DPW.

• The Board was informed that DPW superintendent Adamcek would like to speed the process along and he does not see the necessity for a committee to choose an appropriate piece of equipment.
•  Selectman Huber felt strongly that a precedent has been set whereby a committee will be formed in any instance where the proposed item purchased is over $10,000. Huber stressed that the people of the Town have a right to be involved in the choices of how the Town’s money is spent.
• Huber also felt that if there was committee oversight for a project, then the ability to have an article regarding it passed at Town Meeting is enhanced.
• In response to a question regarding whether that policy would dictate that a committee be formed for the purchase of Air Packs for the Fire Department, Finance Committee Chairman Trickey replied that it would not because there is no “choice” involved with the purchase of the Air Packs. There is a standard that has to be met, therefore the lowest bid that meets that standard must be accepted.
• Trickey felt that the same thinking would apply to “specialized software” such as Thomann is requesting at Town Meeting.
• Chairman Martell and Huber expressed their desire to maintain the committee protocol for one more year and then revisit the issue.
• Selectman Martin had a dissenting opinion, feeling strongly that Department Supervisors should have the freedom to research and choose the machine/vehicle that he is comfortable with and is confident will do the job.
• Selectmen decided that two committees will be formed; a committee for the purchase of a new tractor for the DPW and a committee for the purchase of a new police vehicle. Both committees will be comprised of five members each; the Department head, a Selectboard member and three citizens.
• Martin volunteered to be the Selectboard member of the Police vehicle committee.
• Martell volunteered to be the Selectboard member of the Tractor committee
• Additionally, FinCom Chairman Trickey volunteered to sit on the tractor committee as a private citizen and not in his capacity as FinCom chairman.
• Selectmen directed Admin Leahey to put a plea for people on the Town website and, also to ask Gazette reporter Mary Carey to publish an article regarding same.

Regionalization:

Ed Martin talked about a recent article in the Gazette that mentioned “closing Pelham School” as an option for reducing the schools’ budget and regionalizing the system. Martin reported that parents are very upset at having read this in the paper. Selectman Huber, who had attended the same meeting as the reporter, read an email that he had sent to the reporter expressing his displeasure at the article and reminding the reporter that he, Huber, had made it clear at the meeting that closing Pelham School was “not on the table”. Huber informed the board that, while the Regionalization Committee IS looking at closing the school as “an option”, there are twenty-one options that they are discussing at this time. The Pelham School and Mark’s Meadow in Amherst have the lowest enrollments and, according to Rob Detweiler, ARPS Director of Finance, will not be able to survive financially in three years time if their current situation(s) continue. Huber reported that Pelham principal Rena Moore intended to put something in the school’s newsletter, the Pelham Press regarding the “non-closure” of the school in an effort to calm parents’ fears.

New Business:

• Ed Martin informed the Board that Town Clerk Andy Lichtenberg has decided to appoint an assistant Town Clerk to help him to carry out the duties of the office. Lichtenberg is feeling pushed due to staffing problems in his “real-life” job and, rather than resign from the position of Town Clerk, is looking for some help. Martin reported that he had had a conversation with Kopelman & Paige, town attorneys, and ascertained that Lichtenberg can appoint whomever he deems fit for the position. Lichtenberg is planning on reallocating his Town Clerk’s salary to fund the position.
• Finance Committee Chairman John Trickey passed out revised policies and procedures for managing the Town’s reserves. Trickey told the Board that Collector/Treasurer Edna Holloway will keep the policies in a binder along with other Town (financial) policies so that they are available for review when rating companies show up.

Selectman Huber motioned to accept the policies and procedures as written by the Finance Committee; Selectman Martin seconded; motion passed unanimously.

• Trickey mentioned that, if all the Warrant Articles are passed at the upcoming Town Meeting, May 2nd, there will be approximately $50,000 remaining in the Stabilization Account.
• Huber said that the article regarding the controls needed for the HVAC system in the CCP building is going to be pulled from the Warrant in anticipation of an application for a grant to cover same. Huber also noted that, within the last five years, the Town has spent approximately twenty-two thousand dollars in service on that system.
• Amherst Road – Admin Leahey reported that Atty. McKnight and Adamcek have been working on what is needed for the meeting of abutters to be held on April 2nd.
• Leahey shared an email from Kay Zlogar, Trust Manager for Amherst, regarding the health insurance group asking all members to accept M.G.L. 32B §18A.

Citizen’s Comment:

Fred Vanderbeck asked about the process for ensuring that money remains in the Special Purpose Stabilization Fund. He recalled that, in order to maintain the fund, the BOS needs to vote to appropriate funds and the Assessor’s will work it into the tax rate for the coming fiscal year. Vanderbeck cautioned the Selectmen that it should be voted upon before the end of the current fiscal year. He also felt that the amount and purpose of the fund needed to “be confirmed” year after year.

Selectman Huber motioned to adjourn; Martin seconded; meeting adjourned at 7:37 p.m.

Respectfully submitted,
Kim Leahey