March 25, 2011 ECRECC Finance Advisory Board Meeting Minutes

Essex Regional Communication Center (RECC) March 25, 2011
Financial Advisory Board (FAB) MINUTES
Ken Olsen Science Building, Gordon College, Wenham, MA
Members Present: Thatcher Kezer, Mayor, Town of Amesbury, Chairman; Jeffrey Chelgren, Town Administrator, Town of Wenham, Vice-Chairman; Ira Singer, Town Administrator, Town of Middleton; Frank Cousins, Essex County Sheriff; Virginia Wilder, Town Administrator, Town of Topsfield; John Dunn, CFO, City of Beverly; Brendhan Zubricki, Town Administrator, Town of Essex, Recording Secretary
Members Absent: None.
Also Present: Richard Gandt, Chairman, Topsfield Board of Selectmen; John Clemenzi, Selectman, Town of Wenham.
The first meeting of the FAB was convened by its members assembled at approximately 9:10 a.m. Mr. Kezer was nominated for the Chairmanship. Said nomination was seconded and, after discussion, all were in favor. Chairman Kezer entertained a motion to open nominations for the office of Vice-Chair. That motion was moved and seconded and all were in favor. Mr. Chelgren was nominated for the Vice-Chairmanship. Said nomination was seconded and, after discussion, all were in favor. Chairman Kezer entertained a motion to open nominations for the office of Recording Secretary. That motion was moved and seconded and all were in favor. Mr. Zubricki was nominated for the office of Recording Secretary. Said nomination was seconded and, after discussion, all were in favor.
The Board members agreed that the next meeting would be held on Friday, April 15, 2011 at 9:00 a.m. at the Topsfield Library. The Board members agreed that the third Friday of each month should generally be saved for subsequent meetings.
The Board discussed how the existing Intermunicipal Agreement requires that alternates for FAB meetings are defined as the CFO from each of the represented communities and that said alternates should be sent to subsequent FAB meetings whenever the primary representative is unable to attend.
The Board discussed the four duties of the FAB pursuant to the Intermunicipal Agreement.
Sheriff Cousins indicated that he or his CFO, Mr. Michael McCarthy, would attend all subsequent FAB meetings.
The Board discussed preliminary preparations for the hiring of a RECC Executive Director and touched upon such topics as the position description, the salary range, and input from the other two advisory boards as areas in need of future discussion and management. Sheriff Cousins indicated that the Executive Director would initially be paid via Sheriff’s Department funds.
Sheriff Cousins informed the Board about the Microsoft Sharepoint system that his Department has already acquired and indicated that this communication and file sharing tool was available to
Essex Regional Communication Center (RECC) March 25, 2011
Financial Advisory Board (FAB) MINUTES
Ken Olsen Science Building, Gordon College, Wenham, MA
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all members of the RECC. The Sheriff will ask one of his technology employees, Mr. Kurt Robarts, to visit Mr. Zubricki so that Mr. Zubricki can learn how to use and negotiate the system.
Mr. Singer agreed to serve as the FAB’s liaison to the projects Building Committee in order to keep the Board abreast of construction planning and implementation as the project unfolds. This will include his monitoring the development of the project’s CAD and RMS software functions.
The Board agreed that a future work item should be a timeline and task list that will be used to track progress and to keep the project on schedule. A document entitled Proposed Timeline for Facility had been passed out at the outset of the meeting.
The Board discussed the importance of respecting all aspects of the Open Meeting Law and Mr. Zubricki offered to provide a copy of a recent Office of Open Government decision as an instructive resource for the group. Said document was not on hand at the actual meeting.
The Board agreed that other communities that are not members of the RECC should have an opportunity to express their ideas at a public comment portion of each FAB meeting, along with any interested members of the public.
Chairman Kezer collected from each member a signed certificate of receipt for the Open Meeting Law materials that had been passed out at the outset of the meeting.
There being no further business before the Board, Chairman Kezer entertained a motion to adjourn the meeting. That motion was made and seconded and all were in favor of adjourning the meeting at approximately 10:11 a.m.
Documents used during this meeting include the following:
Intermunicipal Agreement for the Joint Provision of Public Safety Communications,
Dispatch, and Operations Services
Proposed Timeline for Facility
Certificate of Receipt of the Open Meeting Law Materials
Prepared by: _________________________
Brendhan Zubricki, Secretary
Attested by: ________________________________
Thatcher W. Kezer III, Chairman
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