Town of Eastham MA - Selectmen's Meeting Minutes 09/03/08

Mrs. Parmelee stated that on August 6, 2008, the Bikeways Committee passed a motion to recommend to the Board of Selectmen to amend the charge of the Bikeways Committee to state, “The Committee, made up of no more that seven (7), and no less than nine (9) members, will be appointed by the Board of Selectmen. The Committee’s current charge states that the Committee shall be “made up of no less than seven members and no more that twelve (12) members.”

Ms. Parmelee stated that the Committee has had more than nine members appointed to it at one time. She expressed that having so many members makes it difficult to accomplish the Committee’s goals. She also explained that the Committee has had issues with members not attending the meetings.

The Board agreed to take no action on this issue. Instead, the Board agreed that the request needs to be heard by the Search Committee first. The Board will make their decision on the request after they hear the Search Committee’s recommendations.

Joan Plante, Town Treasurer was present to discuss the policy with the Board. The Board discussed and made changes to the policy.

Mrs. Plante stated that a copy of this policy along with the application paperwork will be sent out to all individuals requesting an application to apply for a loan through this fund. She also informed the Board that in accordance with the collection policy section, a letter along with an attached copy of this policy, will be sent out to all recipients delinquent on their Timothy Smith Fund loans that were issued after January 1, 1980. Mrs. Plante stated that the letter will be sent out in October of 2008.

The Board agreed that the Chairman of the Board of Selectmen should sign the policy after it is edited.

Selectman David Schropfer motioned to approve the Timothy Smith Loan Fund Policy as amended. The motion was seconded by Selectman Aimee Eckman and so voted 5-0.

The Board of Selectmen finalized the liaison list. The Board asked that a letter be sent to all Town Boards and Commissions notifying them of their Selectmen liaison.

Selectman Aimee Eckman motioned to approve the finalized Liaison List and that letters be sent to all Town Boards and Commissions notifying them of their Selectmen liaison.

The Board of Selectmen discussed dates of their upcoming meetings, made changes to the calendar and noted agenda items to be discussed on certain dates.

It was expressed that the Board would like to have the list of goals that were to have been met by the Town Administrator for fiscal year 2008 in their September 15, 2008 meeting packet, in order to look them over before their Wednesday, September 17, 2008 meeting when they will discuss the Town Administrator’s annual evaluation. The Board agreed that other items to discuss at future meetings include, The Housing Trust Fund with Alice Boyd, The Nauset Rod & Gun Club, and a discussion about Route 6.

The Board agreed that at their Wednesday work session meetings they should discuss what items to include on upcoming agendas. They also agreed that before budget meetings begin, one of the Board’s work sessions should be dedicated to tying up any unfinished business.

The Board stated they would like a copy of the draft policy provided to them at a previous meeting, and agreed that edits to the policy be made from that. Selectman Carol Martin stated that the policy should be done in the same format as other Town policies.

Selectman David Schropfer stated that the Town Administrator should contact Town Counsel to ask about indemnity insurance and freedom of speech issues with regards to this policy. The other Selectmen agreed.

At the Selectmen’s meeting on Tuesday, September 2, 2008, the Board stated they would vote on this request at the meeting being held on September 3, 2008.

The Board was given an email submitted to the Town from Ms. Dianne Ashley, dated September 3, 2008. In her email, Ms. Ashley, stating that she has come up with an adapted new proposal regarding her request, outlines her new proposal and urges the Board to approve this shortened temporary “sign” display.

It was stated that there is currently no policy in place to refer to which addresses such a request. The Board discussed how long the memorial, if approved, should be in place, agreeing that two months, as requested by Ms. Ashley is too long a time period. It was noted that objections will be made from the public, no matter what decision the Board makes. The Board discussed permanent war memorials, and also the demonstration that takes place each weekend along Route 6 in front of the Windmill Green fence.

The Board agreed they would like to hold off on this request until they receive advice in writing from Town Counsel regarding whether in denying this request, the Board would be justified, and if, due to free speech laws, there are implications in denying it.

The Board agreed that Ms. Ashley be contacted via email notifying her that the Board is taking her request under consideration and that they will be in contact with her at a later date.

The Board discussed and made changes to the policy. The Board agreed that Mrs. Vanderhoef designate the contact person responsible for handling inquiries from the public and managing application submittals, and that she also designate the person responsible for approving or denying the applications. Selectman Carol Martin expressed that the application was well done, and stated that thought should be given to redoing other Town application forms.

Selectman Aimee Eckman motioned to approve the Windmill Green Use Policy/Application as amended. The motion was seconded by Selectman David Schropfer and so voted 5-0.

Selectman Aimee Eckman asked whether the Town will be having a float in the Windmill Weekend parade scheduled for Sunday, September 7, 2008. It was noted that the Town will not be having a float. The Board discussed the issue and the reason(s) for this.

The Board requested that when meeting minutes need to be revised and come before the Board again, that “tracking” be used on the minutes, to help the Selectmen clearly see the revisions made.