BOARD OF SELECTMEN
Minutes
Wednesday, August 23, 2006
Work Session - 2:30 p.m.
Location: Timothy Smith Conference Room
Present: Selectman Linda S. Burt, Chair; Selectman Kenelm N. Collins, Vice Chair;
Selectman David W. Schropfer; Selectman Martin F. McDonald.
Selectman Russell H. Sandblom, Clerk - arrived at 3:20 p.m.
Sheila Vanderhoef, Town Administrator, present.
Selectman Burt called the meeting to order at 2:40 p.m.
Selectman Burt referred to the third item on the Agenda (Appointment Process). Selectman Burt noted that as the appointment process is nearing completion for this year, further review and discussion on this topic could be rescheduled to take place before the next appointment process begins and not necessarily gone over in detail today. This is in deference to time constraints and other items on the agenda which may necessitate more discussion.
Selectman Schropfer asked if he could receive comments on his draft, so that the Board could
go over this item with even more efficiency when it is reviewed further. Selectman Burt deferred to Selectman Schropfer and Selectman McDonald who also wished to discuss the appointment process at this time, and indicated that they would keep the discussion short. Stephen Wasby (Citizen) also requested review of the appointment process at this time.
Selectman McDonald and Selectman Burt agreed that it would be prudent to thoroughly review volunteer applications, gathering as much information as possible, but stopping short of criminal background checks. Selectman McDonald recommended requesting that a list of questions similar to the one previously compiled by Ms. Vanderhoef be attached to volunteer forms. The replies to these questions would provide pertinent information to the Board of Selectmen before they interview candidates.
Selectman Schropfer referred to the formation of a seven member search committee in keeping with the Eastham Home Rule Charter (Chapter 9 - Section 9-5 - Town Boards, Committees and Commissions). Selectman Burt noted that a seven member search committee would be too cumbersome, and that the selection of candidates in previous years had been smoothly executed by Mr. Harold Goemaat in his position as Search Coordinator. Additionally, Selectman Burt noted that a simple census, residential check, with input on any violations by appropriate departments would be sufficient. Ms. Vanderhoef noted that only factual information (census, enforcement orders, regulatory issues, etc.) would be appropriate. Communication with staff about candidates would not be
appropriate. CORI forms would only be appropriate for those candidates who may be in touch with children and/or the elderly (i.e., COA and Recreation appointees). Requesting that candidates state their interest for a limited vs. unlimited amount of committees would also be helpful. Ms. Vanderhoef noted that submission of volunteer forms on the Eastham Web Site will be throughly reviewed.
Stephen Wasby (Citizen) also made the additional suggestion that there be a definite deadline for receipt of volunteer applications during the appointment process, especially since many of the appointments being considered prove to be controversial. Additionally, when reappointments comes up, attendance at meetings should be a consideration.
The subject of the stipulated Charter requirement resurfaced. Ms. Vanderhoef indicated that if the Board of Selectmen wish to review and/or revise the Charter as it now stands, it would have to go before Town Meeting and then sent to the State House. Selectman Schropfer recommended this review, which would focus in particular on revising the seven member
search committee to either a single person or other viable alternative. The Selectmen further recommended that in this review, their wording should include that the Board of Selectmen may appoint a search committee (emphasis on may).. Ms. Vanderhoef said that this recommendation would be so noted, and reviewed prior to the next Town meeting.
The Board of Selectmen then entered into a general discussion on the effectiveness of the Board’s communications, retaining focus and protocol for their meetings. Ms. Vanderhoef noted that ample time be given to staff to prepare for public hearings. Any scheduling of a public hearing should be coordinated in a timely manner to allow for same, as this type of meeting is different from a public meeting. Setting a public hearing date should not be done on an impromptu basis.
Reorganization of space and microphone placement will also be reviewed, so as to allow for
maximum coverage and sound. A sign-up sheet for citizen’s who wish to speak will also
be considered, along with a time line for comments, concerns, etc., thereby giving everyone
the opportunity to speak. Outbursts from the audience will be firmly discouraged. Additionally, lapel microphones for the Board of Selectmen will be obtained, to ensure optimal acoustics.
3:35 Memorial Brick
The Board of Selectmen, after a brief discussion, agreed to make memorial bricks by the Bandstand on the Windmill Green available to citizens to commemorate their loved ones. Ms. Vanderhoef will discuss this further with Mr. Robert Varley, Building and Maintenance Supervisor, as regards to implementation and maintenance, and to confirm with him how many bricks are unengraved at this time. Ms. Vanderhoef suggested placing a letter in the newspapers announcing the availability of same.
3:45 Proposed - Flex Bus Shelters
Ms. Vanderhoef met with Mr. Ben Pearson, National Seashore Chief of Maintenance, who discussed proposed locations and size of Flex bus shelters in Eastham. Mr. Pearson advised that one shelter was scheduled to be placed by Ben & Jerry’s, as well as one across the street. Additionally, placement of a shelter in front of town hall and/or on the side, by the parking lot off of Route 6, was also being considered.
The Board of Selectmen, by consensus, asked Ms. Vanderhoef to advise Mr. Pearson that at this time the Board of Selectmen do not wish to have shelters placed in any location in Eastham. Rather, as this is a new program, they would like to have “ hard data” available to them related to actual ridership. Further consideration of this request will be made in one to two years, to allow for review of this data as it is provided.
Ms. Vanderhoef noted that the town is committed to financially contribute and participate in the Flex Route program for a period of three years. The first proposed plan had no stops scheduled
for Eastham. The available stops in place at this time were fought for. Ms. Vanderhoef will advise Mr. Pearson of the consensus of the Board.
3:40 Industrial District - Zoning & Uses
Ms. Mary Elizabeth Burgess (Town Planner) provided information to the Board of Selectmen which indicated that “service trades are allowed in residentially zoned areas. These service trades are allowed to store materials and equipment on the premises as long as it is concealed from the neighbors. There are limitations on the number of vehicles, deliveries and employees on the premises at any given time. Most of these service trades are landscapers, mason, painters and other construction relate professions. A growing problem in the Town is the blurred line between service trade and contractor’s yard”.
The Board of Selectmen reviewed a map of areas that could be used for industrial uses (Holmes Road and possibly the Transfer Station area). Discussion included the need to strengthen the home occupation by-law so as not to allow excessively big equipment; water recharge districts; the need to confirm with Ms. Jane Crowley, Health Agent, what is allowed and what is not; compatible uses; wind turbines; zoning point of view; exhausting possibilities of land which we have available; defining a new district that encourages, for example, landscape operators to park - with inclusion of offices if possible; possibility of two uses - commercial and industrial with a lighter component to it (perhaps retail); desirability and/or undesirability of housing in these
areas; the need to focus on what is envisioned and preferred and clarification on the direction the town is going to take, etc.
The need to give the Planning Board some direction and the possibility of a joint meeting between the Board of Selectmen, the Planning Board and the Critical Planning Board to speak about property issues in Executive Session was mentioned. Selectman Collins noted that the Planning board and Critical Planning Committee are free to come to the Board of Selectmen.
Going forward, the Board of Selectmen would like to look at historical dates on permits;
try to determine trends; decide on what is needed before acting; housing vs. industrial; review information/breakdown from Town Clerk on home businesses that are parking their trucks on their property and try to determine if they want another spot; breakdown of individuals who have businesses on their property but live elsewhere; consideration given to try to limit house occupations; photos of sites; providing more options for locations, etc.
Ms. Vanderhoef noted that the aforementioned data will be compiled after the summer and
made available by October.
All matters having been discussed, Selectman Burt asked for a motion to go into Executive
Session for the purpose of Contract Negotiations. On a motion by Selectman Schropfer
and seconded by Selectman Sandblom on a roll call vote (Selectman Schropfer - yes;
Selectman Sandblom - yes; Selectman Burt - yes; Selectman Collins - , yes and Selectman McDonald - yes) it was voted to go into Executive Session at 4:29 p.m. to return to public session.
On a motion by Selectman Schropfer and seconded by Selectman Sandblom at 5:00 p.m.
on a roll call vote (Selectman Schropfer - yes; Selectman Sandblom - yes; Selectman Burt - yes; Selectman Collins - yes and Selectman McDonald - yes) it was voted to adjourn the Executive Session and return to public session.
On a motion by Selectman Schropfer and seconded by Selectman Sandblom, it was voted to adjourn the meeting at 5:01 p.m.
Respectfully submitted,
Lorraine Speros
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