June 29, 2004
The regular meeting of the Board of Selectmen was held at 7:30 P.M. in the Sharon Town Offices with Chair Walter Joe Roach, Selectmen David I. Grasfield and William A. Heitin and Town Administrator Benjamin E. Puritz.
The meeting was called to order at 7:32 P.M.
Minutes
VOTED: (Grasfield/Heitin) Voted unanimously to approve the Executive Minutes of June 8, 2004.
VOTED: (Grasfield/Heitin) Voted unanimously to approve the Executive Minutes of June 22, 2004.
It was the consensus of the Board to hold the Regular Session Minutes of June 22 and the Executive Session Minutes of June 16.
Melanson Heath & Company - FY’03 Audit Review
Frank Byron, Melanson Heath & Company, was present to review the Annual Financial Statements and the Management Letter for the Year Ended June 30, 2003.
Items discussed during the review of Financial Statements, included:
audit conducted in accordance with standards contained in Government Auditing Standards;
first year GASB pronouncement implemented;
Town compliance with GASB34 included fixed assets records;
adjustments to show accrual basis of assets - useful for bond rating agencies;
Capital Assets, net of accumulated depreciation of $54,583,659;
Water Fund of $8,618,421 includes infrastructure;
Balance Sheet shows undesignated Fund Balance of $2,123,789 - represents 4% of budget -( Bond Rating Companies like 5 - 10% of the budget);
-(many other municipalities tapped into resources during this past year and Sharon’s balance will be looked at favorably);
Net Income, excess of $415,177 over expenditures shows preliminary positive trend;
Variance with Final Budget figures shows that the Town budgets conservatively;
Funds not spent become part of Free Cash;
Change in Assessments for Charter Schools;
Free Cash just over 1% of budget;
Excess of Revenues over Expenditures is $1,274,993.
Internal Service Funds include Health Insurance and Worker’s Compensation (both self-insured)-the Water Fund has a healthy surplus of 4 million, and,
Health Insurance appears to have surplus, but needs to be used to pay claims.
Items discussed during the review of Management Letter, included:
Past issues of reportable conditions have been resolved;
Review of List of seven current year issues with recommendations;
1. Process Deputy Collector Fees Through Warrant
2. Implement Point of Sale System
3. Reconcile Tax Lien Receivable
4. Implement Purchase Order System
5. Formalize Standard Cash Turnover Forms
6. Obtain an Annual Report of Library Trustees
7. Maintain Only One Cashbook
Review of Six prior year issues with recommendations;
8. Reconcile Trust Fund Cash
9. Resolve Special Revenue Fund Deficits
10. Research Status of Refuse Collection Fund
11. Maintain Separate Cash Drawers in Tax Collector’s Office
12. Remit Stock Certificates to Broker
13. Consider Off-Site Storage of Computer Back-Ups
all issues had responses from the Town except for “Obtain an Annual Report of Library Trustees” (report received this evening);
big improvement over last year -- Assistant Town Accountant did a very good job while the Town Accountant was out (on extended medical leave);
big improvements re cash reconciliations;
expects audit to be completed earlier for the current year-expected to be done by December/January; and,
questions about meaning of figures on accrual basis re GASB34 -do not mean a a lot right now - will take a few years to see trends.
Increase in Liquor License Fees - Public Hearing
The Board reviewed Memorandum from Katherine Byrne, Administrative Secretary, dated May 11, 2004, with attached surveys of comparable communities re Increase in Liquor License Fees. It was stated that these maximum fees have been set by State statute until recently. It is believed that the fees have not increased in approximately 20 years. This Hearing has been advertised on local Cable TV for at least three weeks.
It was recommended that the Board eliminate the option for six-day licenses and the extra charge for Restaurant with Function Room to be consistent with comparable Towns.
VOTED: (Heitin/Grasfield) Voted unanimously to approve the new Fees, for Liquor Licenses as follows:
License Present Fee New Fee
All Alcohol Restaurant $1,800.00 $2,000.00
(includes function room)
Beer & Wine Restaurant $ 750.00 $ 900.00
Veterans’ Clubs $ 400.00 $ 500.00
Private Clubs $ 800.00 $1,000.00
Questions were raised that if this is being done to raise revenues, why not consider raising revenues by having a separate tax rate for commercial property. The Board members stated that this would be a conversation for another time as the issues were very complex.
VOTED: (Grasfield/Heitin) Voted unanimously to close the Hearing
Wilber School Redevelopment Alternatives
Selectman Heitin began this discussion stating that one of the issues raised at Town Meeting is that, “something needs to happen to the Wilber School.” The Board will initially be looking for feedback from those individuals that had previously expressed interest or were former committee members (Wilber School Committees) as to, “what are we going to do with the Wilber School?”
He further expressed the opinion that the Town is not in the position to spend 23 million to build
a municipal office facility and that we should look at other alternatives to include some level of commercialization. He stated that we should look at this asset as a whole, including land lease options, what alternatives are available to the Town, what people would like to see, and to reconstitute a Wilber Redevelopment Committee. Items discussed included;
seniors opting out of the combined Town Offices/Library/Senior Center plan;
Plan B to include part revenue producing use of the building;
shame for community to lose control of very centrally located property;
important property for the viability of the community;
needs of the community gone unattended 25 - 30 years since commencement of Prop 2 ½;
inadequate facilities for Town offices;
possible public/private development of property;
plans by Facilities Planning Committee for other phases of buildings use as the community continues to grow;
Town still has needs for library, town offices and senior center;
important for municipal buildings to remain in the center of Town; and,
need to do a cost/benefit analysis - long term planning.
Arnold Kublin, Chair of the Council on Aging, stated that the seniors did not want to “pull out” of the Senior Center at the Wilber School, but opted out because of the expenditures of 23 million and its impact on the tax rate. Seniors cannot afford the increased taxes. The Seniors are now looking to go back to plans for a free-standing senior center at the Deborah Sampson site for a cost of 3 - 3.5 million. He gave credit to Frank Sullivan for arranging for a landswap to provide more space for building use at this site.
Joel Wolk, Standing Building Committee, gave a brief history of the amount of monies spent on the Wilber School and that maybe without the senior center, the costs for the Wilber School Project can be reduced or project can be revitalized with a mixed use.
Other items discussed included:
building in historic district - developer eligible for grants and tax credits for rehabilitation;
need comprehensive plan for the Town including the Sacred Heart site;
consider doing something with the land at this site - not let building drive the process;
multiple studies have shown it costs less to reuse the building than to tear it down and rebuild another building;
looking for volunteers for a new Committee, to include members from the previous Wilber Reuse Committee, Historical Commission, the neighborhood, Library Trustee;
Fall Town Meeting Article to transfer funds from prior articles for new studies;
suggestion to consider many issues in parallel, town-wide development, including downtown revitalization; and,
target date for names for new redevelopment committee by July 19.
Interview for Cultural Council
The Board interviewed Mildred Tobolsky for membership on the Cultural Council.
Teen Center Funding
Marjorie Mitlin and David I. Clifton, Recreation Director, were present to request funding for the Teen Center for FY’05. Items discussed included:
Teen Center opened two years ago;
Open four days per week, with up to 25 teens on a given day,
In partnership with the YMCA which will be able for fund this program in FY’06;
three years of support given by benefactor of $25,000 per year-- now gone;
total budget of $57,000 with $25,000 gap -- financial crisis for one year;
needs $25,000 to fill funding gap for one year only and then will be filled by YMCA;
closed during the summer months;
Dave Clifton would like to make it part of the recreation program for the next year;
Recreation Department proposing a Fall Town Meeting warrant article for funding the $25,000 (upset figure, donations being pursued to potentially reduce Town contribution);
suggestions to use Town facilities rather than renting space;
advantage of non-school space located in center of Town;
suggestions to move historical home scheduled to be demolished to town-land for this purpose;
presently have one-year lease on rental space;
teens do not pay any fees - YMCA does not allow fees for teens;
suggestion to close for one year until YMCA takes over program;
D. Clifton fundraising outside of the community–will ask for indefinite postponement of article if monies received; or reduction in Town funding;
suggestion to move to Whaling Museum site/transportation problems; and,
possibly reconfigure community center to use for Teen Center.
Independence Day Celebration
David I. Clifton, Recreation Director, announced that the celebrations will again be on July 3 this year with fireworks scheduled for 9:30 P.M. The rain date for the fireworks will be July 11.
Regional Dispatch
Chief Mann was present to request that the Board support an article on the Fall Town Meeting for joining the Regional Dispatch. He stated that if the plans do not appear to reach fruition, the article would be pulled, but that he believes this would increase the safety of our firefighters by having our current dispatchers out on the road. Costs would be $45,000 for half a year. Town Administrator Ben Puritz suggested that funds could be transferred from the School Department’s budget because of increased state aid. Selectman Grasfield suggested that the taxpayers may prefer to use these funds to reduce taxes or that this could be used for the teen center.
Fire Department - Civil Service
Chief Mann was present to discuss the request by the Firefighters to have an article to allow them to join the Civil Service. Chief Mann raised objections as to why he believes that Civil Service is not in the best interest of the Town:
vacancies would need to be filled from layoff list first;
Town would be responsible for training someone from layoff list - who would likely return to the Town that laid him off;
Civil Service does not prevent employees from quitting;
limits firefighters to a residency distance of 10 miles–presently have four that would not qualify;
cost of O.T. until active list or exam would be a budget buster;
could limit the Chief’s ability to hire or promote; and
Union advocating a more restrictive policy for promotion unlike Civil Service.
Chair Roach initiated a brief conservation as to whether any firefighters left the Town because of Civil Service and was told that the answer is, “no,” nor have any firefighters been laid off though they have been “close to being laid off.” He also asked if it would affect the “strong chief’s law,” and was told by Chief Mann that it could create disciplinary problems.
Firefighter McLean spoke in favor of this warrant article – looking at the benefits to the firefighters and citing the Sharon Police Department’s participation in Civil Service. Selectman Heitin questioned whether this could be part of negotiations. Timing issues were discussed.
Sequence the Town Meeting Articles
The Board will finalize and sequence the articles at its next meeting.
Free Standing Senior Center
Arnold Kublin, Director of Council on Aging, was present to request that an article be placed on the Fall Town Meeting Warrant for a free-standing senior center. He would be seeking funds to complete the design of a one-story building at the Deborah Sampson Site. He wondered if funds that had been transferred to the Wilber Municipal Building Design would be available to be transferred back. His hope is that the design will be completed before the Annual Town Meeting, and that the Council on Aging would be the sponsor of the article.
Vote to Close the Fall Town Meeting Warrant
MOVED: (Grasfield) to place 18 articles on the Fall Town Meeting Warrant.
NO SECOND - NOT CARRIED
Discussion re Firefighters and Civil Service followed.
VOTED: (Heitin/Roach) Voted unanimously to close the Warrant for the October 18th Fall Town Meeting and to add the following articles (articles to be renumbered and sequenced at the July 6 meeting):
School Budget Transfer - Selectmen
Community Center Repairs - Selectmen
Wilber School Transfer - Selectmen
Regional Dispatch - Selectmen
Recreation Department Sup Article - Selectmen
Rattlesnake Hill Negotiations - ConCom/Selectmen
Overlay District - Planning Board
Discharge Detection Bylaw - Selectmen
Storm Water - Construction Bylaw - Selectmen
Stormwater Zoning Bylaw Changes - Planning Board
Flood Hazard Zoning - Planning Board
Historic Building Demolition - Historical Commission
Subsurface Disposal - Fines - Board of Health
Septic Program Correction -Treasurer/Selectmen
Article re Schedules - Selectmen
Bramble Lane Street Acceptance - Planning Board
Design of Free-Standing - Senior Center - COA
Appointment of Election Workers
The Board reviewed Memorandum from Marlene Chused, Town Clerk, dated June 22, 2004 requesting that the Board appoint the attached list of election workers.
VOTED: (Grasfield/Roach) Voted 2-0 (Heitin abstained) to approve the list of election workers as attached to the Memo, from Marlene B. Chused, dated June 221, 2004.
Contract with SEMASS
The Board reviewed a package of information with Memorandum from Eric R. Hooper, Superintendent of Public Works, dated June 18, 2004 re: 2004 Massachusetts Technology Collaborative (MTC) Grant Allocation. It states that in order for the Town to be eligible to receive the benefit of additional grant monies $27,396.30, the Board must sign a Contract Amendment with SEMASS.
VOTED: (Grasfield/Heitin) Voted unanimously to sign the Waste to Energy Grant Program Reconciliation Notice and Payment Requisition with SEMASS, Westborough, MA.
Approve Banner
VOTED: (Grasfield/Heitin) Voted unanimously to approve a banner for the Islamic Center of New England for the period July 5 - July 12, 2004.
Land Swap - Parcel S
The Board reviewed a letter from Lisa Whelan, Town Counsel’s Office, dated June 24, 2004, with a form of vote to authorize the Article 97 land swap for the Parcel S, Hauserman conservation land.
VOTED: (Grasfield/Heitin) Voted unanimously that, now therefore, the Board of Selectmen of the Town of Sharon do vote and hereby petition the General Court of the Commonwealth of Massachusetts and to seek the assent and/or approval of the Secretary of the Executive Office of Environmental Affairs, the Secretary of the Executive Office of Communities and Development and such other state agencies or officials as may be required to permit such conversion.
Community Center Repairs - Engagement of Public Adjuster
The Board discussed the need to get a public adjuster on board as quickly as possible. The Board met with James Popkin last week within Executive Session. Selectman Grasfield expressed reservations about hiring an insurance adjuster at this point and the costs associated therewith.
VOTED: (Heitin/Roach) Voted 2-0 (Grasfield abstained) to hire Sharon resident, James Pipkin, Public Adjuster, to assist with claims related to the Community Center Ceiling, and to authorize the Chair to sign on behalf of the Board of Selectmen.
Executive Session
VOTED: (Grasfield/Heitin) Voted unanimously to enter into Executive Session for the purpose of discussing matters of pending litigation and collective bargaining and to adjourn at the conclusion thereof.
The Board exited the Open Session at 11:40 P.M.
Grasfield, aye; Heitin, aye; and Roach, aye.
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