MINUTES
Board of Selectmen
Monday, November 19, 2007 - 6:30 p.m.
Regular Session
Location:
Earle Mountain Room-Eastham Town Hall
Present:
Selectman Linda S. Burt, Chair; Selectman Martin F. McDonald, Vice Chair; Selectman David W. Schropfer, Clerk; Selectman Kenelm N. Collins; Selectman Carol F. Martin
Sheila Vanderhoef, Town Administrator
Michael Ferreira, Assistant Town Administrator
Chairman Linda Burt called the meeting to order at 6:30 p.m.
PUBLIC INFORMATION
Ms. Sarah Peake, State Representative for the 4th Barnstable District, attended the meeting to hear the explanation NStar had to offer regarding the company’s service during the past storm. She also wanted to update and provide information to the Board and the public as to what is being done at the State level to address the funding shortfall in the FY 2008 budget affecting all Regional Transportation Authorities (RTAs), including the Flex route. A written summary from Representative Peake is attached. She expressed that the Board of Selectmen can contact her whenever a need should arise.
Representative Peake noted that the state primary date has been moved from March to February of 2008.
A discussion followed regarding the Flex bus. Ms. Mary Lou Petitt, Eastham resident and member of the Barnstable County Assembly of Delegates, voiced her concern regarding the Flex bus being possibly discontinued. She stated the bus is a vital asset and suggested that those heading up the Flex Bus should come to a Board of Selectmen’s meeting to hear from the public. Ms. Petitt commended Sheila Vanderhoef, Town Administrator, for the excellent report given by the auditors.
APPOINTMENTS
FY07 Annual Audit Presentation
Mr. Dan Sullivan and Mr. Matt Hunt of Sullivan, Rogers & Company, LLC, a licensed Certified Public Accounting Firm, presented their findings of the FY07 Annual Audit.
Mr. Hunt went over aspects of the financial statement. He expressed that Mrs. Vanderhoef has done an excellent job and that their suggestions made last year regarding the FY06 Audit were taken into account and addressed. He noted that the Town is fiscally sound
Mr. Hunt reviewed the management letter and made several suggestions. Those include having the Board of Selectmen review and sign off on the policies and procedures manual, to prepare a written policy for the Timothy Smith Loan Program, and to look into the post employment retiree benefits.
NStar Storm Response
NStar representatives spoke to the Board of Selectmen to address concerns regarding the power outages following the remains of Hurricane Noel. Present from NStar were Dennis Galvam, NStar’s Regional Manager of Community Relations, Doug Foley, Manager of NStar’s Electrical Operations, and Jeff Luce, NStar’s Southwest Area Manager of Community Relations.
NStar officials outlined their response strategy and procedures in the days that followed the storm. Mr. Foley stated that their procedure is to repair public lines first, then move to the mainline feeders and finally to individual neighborhoods. He noted that they did make use of other contractors to help restore the power. He emphasized the importance of customer calls in helping NStar identify and repair damaged areas.
Selectman Carol Martin conveyed her thanks to NStar for their hard work. However, she expressed concern that neighborhoods such as hers with underground wires remained without power for several days.
Selectman David Schropfer suggested that the weather on the Cape presents unique problems and suggested that perhaps an underground system needs to be looked into. Mr. Foley stated that would seem like a good idea. However, he explained that not only would the cost be prohibitive, but noted that power outages could last longer since underground power lines are harder to repair.
Selectman Schropfer asked how NStar assesses whether power line poles need to be replaced. Mr. Foley stated that a pole replacement program is in place. He said that he would provide the Board with a list of the poles that need to be replaced.
Selectman Martin McDonald requested information regarding NStar’s tree-trimming schedule. Mr. Foley said he would provide this.
Reserve Award Transfer Request - David Scheptcyk, Chair, Eastham Elementary School Committee
David Scheptcyk, Chairman of the Eastham School Committee and a member of the Eastham Elementary School Building Committee, and Principal Susan Helman, were present for the discussion.
Selectman Burt recused herself, as she has a conflict as an employee of the Eastham Elementary School.
Mr. Scheptcyk explained that the School Building Committee would like to have $48,000 in grant money transferred to the School Building Committee in order to pay for the installation of the doors at the Eastham Elementary School. He stated that seven (7) essential doors at the school are unable to be secured, and as such is a safety and security issue. He stated that the School Building Committee has approved the purchase of the doors.
Mrs. Vanderhoef stated that as for the $48,000 in grant money being transferred to the School Building Committee, it cannot be decided upon until Town Meeting. A discussion followed regarding other ways this project might be funded. Also discussed was the issue of who will be asked to do the job. Ms. Vanderhoef said that if the Board approves, she would be willing to talk with the School Building Committee. The Board was in agreement that Mrs. Vanderhoef could step in and help.
It was agreed that the issue would be revisited after the School Building Committee has their meeting on November 27, 2007.
Selectman Burt returned to the meeting at the end of the discussion.
Interview/Appointment Visitors Tourism and Promotion Services Board - Chamber of Commerce Candidate - Jorie Fleming
The Chamber of Commerce has requested that Jorie Fleming, an Eastham resident who has served on the Chamber’s Board of Directors for many years, be appointed to the Eastham Visitors Tourism and Promotion Services Board. She will occupy the seat recently vacated by Judy Cannon. Jorie expressed that tourism and the overall experience visitors have here in Eastham is critical to the community as a whole and is very happy to contribute to its success.
Selectman Schropfer made a motion to appoint Jorie Fleming as the Chamber of Commerce’s liaison to the Visitors Tourism and Promotion Services Board, filling the unexpired term of Judy Cannon. The motion was seconded by Selectman Kenelm Collins and so voted 5-0.
ADMINISTRATIVE MATTERS
Brackett Road Traffic Improvements – Correspondence for Board of Highway Surveyors
Mr. Russell French, a member of the Critical Planning Committee and the Finance Committee, was present to discuss the Board of Highway Surveyors response to his letter regarding his request to consider changing the traffic signal timing at Brackett Road and Route 6 to enhance both safety and convenience. Mr. French stated that the recommendation is a temporary fix until such time as the problems can be fixed permanently. Mr. French asked that the Board of Selectmen write a letter to the State asking them to take the idea under consideration.
When asked his opinion of the idea, Police Chief Richard Hedlund said he would defer to the engineers. He added however, that it would not hurt to see if the proposal has merit. Selectman Schropfer expressed that a traffic count needs to be done. Mrs. Vanderhoef stated that the issue is past the letter sending stage and said the Town is proceeding with hiring the engineers. She said she has contacted Mr. Bob Mumford from the Cape Cod Commission who will also be working on the Brackett Road/Route 6 intersection.
Also discussed was the issue of the redesigning Brackett Road to accommodate the North Eastham Village Center plans.
As for the widening of Brackett Road, Ms. Vanderhoef stated that the Town would possibly be able to use Chapter 90 money for the project.
OTHER BUSINESS
Cable Meeting Update
At the Board of Selectmen’s December 3, 2007 meeting, Selectman Martin will give an update of the outcome of the November 10, 2007 meeting of the Lower Cape Access Regionalization Group.
11/14/07 RTA Meeting Update
Mrs. Vanderhoef updated the Board on the November 14, 2007 Regional Transportation Authority (RTA) meeting.
She explained that there is a need to have public hearings regarding the Flex bus, and that information will be forthcoming.
Ocean Beach Litigation
The Board did not discuss this issue. They plan to discuss it at a future meeting.
Final Draft Budget Policy
Mrs. Vanderhoef asked the Board of Selectmen to stop by the Town Hall on Tuesday November 20, 2007 to sign the Budget Policy for Fiscal Year 09.
TOWN ADMINISTRATOR’S REPORT
Mrs. Vanderhoef stated that the Finance Committee Training Sessions are underway. She expressed that anyone is welcome to attend the meetings, which will be held December 5, 2007 at 6 p.m. and December 12, 2007 at 6 p.m.
Mrs. Vanderhoef informed the Board that the Town is applying for money from the Community Preservation Fund to restore the front windows of the Town Hall. Depending on the type of specialty windows that need to be installed, the cost, per the quote, will be between $51,000 and $72,000.
Mrs. Vanderhoef informed the Board that funds are being sought from the Community Preservation Fund for the restoration of the Windmill on the town green. The cost will be between $40,000 and $55,000.
The Board of Selectmen made note of the information and were supportive of the two fund request initiatives.
MINUTES
August 20, 2007 Board of Selectmen’s Regular Session
The Board decided to hold off voting on these minutes until the next regular meeting.
August 20, 2007 Board of Selectmen’s Executive Session
Selectman Schropfer motioned to approve the minutes of August 20, 2007.
The motion was seconded by Selectman Martin and so voted 5-0.
September 5, 2007 Board of Selectmen’s Executive Session
The Board decided to hold off voting on these minutes until the next regular meeting.
October 15, 2007 Board of Selectmen’s Regular Session
Selectman Schropfer motioned to approve the minutes of October 15, 2007.
The motion was seconded by Selectman McDonald and so voted 5-0.
ADJOURNMENT
Selectman Martin made a motion to adjourn the meeting at 8:40 p.m.
The motion was seconded by Selectman Schropfer and so voted 5-0.
Respectfully Submitted,
Lisa Shaw
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