November 16, 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 and Selectmen David I. Grasfield, William A. Heitin and Town Administrator Benjamin E. Puritz.
The meeting was called to order at 7:30 P.M.
Approve Minutes
VOTED: (Heitin/Grasfield) Voted unanimously to approve the Minutes of October 26, 2004, as amended by Selectmen Heitin and Grasfield and as printed.
VOTED: (Heitin/Grasfield) Voted unanimously to approve the Executive Session Minutes of October 26, 2004, as amended by Selectmen Heitin and Grasfield and as printed.
VOTED: (Heitin/Grasfield) Voted unanimously to approve the Minutes of November 2, 2004, as amended by Selectmen Heitin and Grasfield and as printed.
The Executive Session Minutes of November 2, 2004 and the Minutes of November 9 will be held.
Containerized Rubbish RFP and Recycling
Suzie Peck and Anne Bingham from the Board of Health were present to discuss the specifics to include within the RFP for Municipal Containerized Rubbish. Items discussed included:
welcomes opportunity to include recyclables within the bid;
model contract provided by the Department of Environmental Protection;
possibility of having mixed bins, i.e., cans and bottles;
increase recycling of paper through Town/School Buildings; and,
involvement of School recycling clubs.
The members of the Board wholeheartedly supported including recycling within this bid. Town Administrator Ben Puritz suggested that they coordinate with Eric R. Hooper, Superintendent of Public Works and Ken Wertz, School Department. Selectman Grasfield thanked Linda Rosen for following the Board’s discussions on this topic and for facilitating the kind of cross-committee communication and cooperation that townspeople hope for.
Flu Clinic
Ms. Peck announced that the next flu clinic to be held on November 30 at Temple Sinai for anyone over the age of 18.
Budget Review - Police Department
The Board reviewed the FY06 preliminary budget for the Police Department in the amounts of $2,331,150 (level); $2,565,265 (plus) and $2,214,92 (minus). Chief Bernstein expressed concerns re being below national standards for staffing within all budget options. Level funding would eliminate funding for one patrol officer and reduce the number of crossing guards to two.
Chair Roach discussed making additional officers a topic for Priorities Committee. Selectman Grasfield asked questions re costs of backfilling shifts of duty and monies allocated for salaries but spent on vehicles. Selectman Grasfield also questioned why vacancies were not being filled, given that the most recent three years of budget history indicate shifts of $75,000 to $100,000-plus from the salary line to the equipment line.
Chief Bernstein explained his budgeting policy that does not take into account savings realized from resignations and period of time needed to fill vacancies. Selectman Grasfield expressed the opinion that monies appropriated at Town Meeting for public safety salaries should be expended on personnel. Chief Bernstein expressed concerns re living within his budget with the idea of adding one additional officer into the budget to take into consideration a future resignation. Selectman Grasfield noted that the shift in recent years of police cars from the Operating Budget to the Capital Budget was done with the rationale of freeing up operating funds to keep cops on the street.
Chief Bernstein indicated that next week he will be introducing two new police officers to the Board. Selectman Grasfield again suggested that monies appropriated for salaries be used to keep police officers on the street, and that we work together to make it happen, including encouraging the Chief to work with the Finance Committee and the BOS to budget accordingly. Selectman Heitin asked the Chief to confirm that he was budgeting for all 26 positions and that any surplus he had had in the previous few years was a result of a change in the number or mix of officers from the original budget. The Chief confirmed. Selectman Heitin then stated that he would not advice this Board or the Chief to budget an additional position based on a projected surplus since we should not have the
ability to fund the positions if all things were equal. He also stated that he did not think it would pass the test for a reserve fund transfer from the Finance Committee since it would not have been foreseen. Chief Bernstein stated that in the past 12 years there have been resignations, except for one year. In answer to questions by Marcia Liebman, Chief Bernstein stated that it costs much less to pay for overtime and backfilling shifts than to hire an additional officer.
P.O. Square Committee
Phil Kopel, Chair, and Lynn Wolbarst, Vice-Chair and Bill Croteau of the P.O. Square Committee, and Gina Maniscalco, of the Planning Board, were present. Items discussed, included:
historical overview of the Committee - made up of 30 - 50 people - broad base coalition;
improvement of the downtown vacancy rate from 35% to 15%;
institution of designer guidelines;
improvements by Garden Club/volunteers;
use of consultant Larry Koff;
working with Planning Board re designer guidelines for new construction;
need for formalizing the Committee/guidance on how to structure;
streetscape improvements as part of N/S Main Street Project;
importance of architects on Committee;
septic issues;
suggestion to widen its scope beyond the Center of Town, i.e., South Walpole Street;
sign review oversight; and,
need to be involved early in the development process.
As Town Counsel was present for an Executive Session item, it was decided to defer discussion of the Overlay District until its meeting of November 30 with members of the Planning Board scheduled to discuss other items, including affordable and senior housing.
Town Administrator Ben Puritz suggested that the Town needs to define the role of the P.O. Square Committee and institutionalize it. He suggested that the P.O. Square Committee continue to hold meetings, and Ms. Maniscalco suggested that they get on the Planning Board agenda.
Promotion of Dave Hicks - DPW
This item was continued from last week. Selectman Grasfield stated that he did not receive a copy of the relevant pages of the current DPW contract in this week’s packet as specifically requested last week. Mr. Puritz pointed out that he already had all the contracts. Chief Roach stated that he is comfortable with the promotion bringing Mr. Hick’s salary to $20.69 per hour. Mr. Hicks has been working at $20.63 per hour as a Temporary Replacement in this position for the past year; and, under the current contract, his promotion would be $20.28, and less than he has been earning. Selectman Heitin noted that the promotion would increase Mr. Hick’s salary by only 6 cents per hour more than he was currently earning in the replacement position.
VOTED: (Heitin/Roach) Voted 2-0 (Grasfield abstained) to promote Dave Hicks to Step 8 of the Working Foreman category at a rate of $20.69 per hour.
Selectman Grasfield reiterated his request for a copy of the relevant pages of the contract.
Drainage Easement for Morse Street
The Board reviewed Memo from Peter O’Cain, Assistant Town Engineer, dated November 10, 2004, recommending approval of a deed that will provide a drainage easement to the Town and allow the Town to maintain a pipe on property on Morse Street. Land described in Deed Book 20287, Page 443 (Norfolk Registry of Deeds) and recorded on plan 680 of 2003, part of “Lot1" on “Plan of Land in Sharon, Massachusetts, owned by the Elizabeth Peabody House Association.”
VOTED: (Grasfield/Heitin) Voted unanimously to accept the deed for Drainage Easement on Morse Street.
SEMASS Agreement - Option to Extend
The Board reviewed correspondence from SEMASS, dated September 21, 2004, re Waste Acquisition Agreement dated January 1, 1985.
VOTED: (Grasfield/Heitin) Voted unanimously to exercise its option to extend the original term of the Waste Acquisition Agreement between the Town of Sharon and SEMASS, dated January 1, 1985 from January 1, 2008 to January 1, 2015.
Appointment to Water Management Advisory Committee
VOTED: (Grasfield/Heitin) Voted unanimously to appoint Michael Sherman to the Water Management Advisory Committee, appointment to expire: September 2007.
Appointment of Hearing Officer
Chair Roach stated that two candidates have been interviewed and that they would be interviewing a third. This item has been deferred until next week. Selectman Heitin requested that this item be discussed further within Executive Session.
Update on Community Center Design/Improvements/Repairs
Town Administrator Ben Puritz updated the Board re structural reports. The Designer Selection Committee will hold its first meting this Thursday at 6:00 P.M. Recommendations were discussed re short-term stabilization. Town hopes to move forward as quickly as possible with the short-term measures. Selectman Grasfield noted that, in answer to a question at the COA meeting earlier in the day, Mr. Puritz had indicated that the insurance recovery estimate was finally available. Selectman Grasfield asked where the estimate was. Mr. Puritz plans to speak to the insurance adjustor tomorrow as for what we can expect for recovery.
“Little House” Update
Town Administrator Ben Puritz updated the Board re condition of the Little House that was to be used as a Teen Center. He stated that while preparing the house for excavation and removal from its site, it was found to have significant damage and was determined to be, “not feasible to move.” The Teen Center will be looking at a change of direction and evaluating other options. This will be scheduled on the Board’s agenda next week.
Payroll Problems
Selectman Grasfield noted the scheduled appearance of Chuck Fazzio of the Teacher’s Union on the following week’s agenda and suggested that we need to invite Accounting and Treasury employees in as a first step in addressing payroll problems. He related specifics of a telephone call from the spouse of a town employee who suggested that payroll problems may be related to “cash flow” problems. He noted an e-mail that he had sent to Ben and copied to the Board the previous day, before the Selectmen’s agenda had been made available asking for a “full report” of any cash flow problems the town was facing. The response by Rob, forwarded by Ben, indicated none. Selectman Grasfield cited references to “cash flow” problems contained in the Town
Accountant’s Monthly Report dated November 1 but not made available to the Board until November 15, with a $50,000 spending cap put on vendor payments. Mr. Puritz responded that Chairman Roach was in Town Accountant Joan Leighton’s office with him during this discussion and he had assumed that Chairman Roach had updated the Board. Selectman Grasfield stated that Mr. Puritz is responsible for informing all three members of the Board in a timely fashion.
Mr. Puritz stated that the spending cap was unrelated to payroll. Selectman Grasfield requested that the Board be apprised of cash flow problems in the future. Mr. Puritz and Chairman Roach both stated that this has been an ongoing practice and is a matter of cash management. Chairman Roach also stated that this topic was discussed last year at this time when Mr. Grasfield first took office. Mr. Uyttebroek and Ms. Leighton will be on next week’s agenda to discuss cash flow. Mr. Puritz further discussed the policy to avoid short-term borrowing by putting the spending cap in place. However, he stated that there is sufficient liquidity to meet the Town’s payroll obligations.
Selectman Heitin related specifics of a discussion with Mr. Uyttebroek. He reported on problems with the electronic transfer of funds for direct deposit by the Bank of Canton and factors related to last week’s holiday. Selectman Heitin will be having a conversation with the Bank of Canton once all information can be obtain and we understand the true impact to any employees. Selectman Heitin wanted to ensure the Board that the Town did not have a cash flow problem, that based on the Town’s bank statement, subsequent to the payroll deduction, that there was more than $250,000 available. Selectman Grasfield stated that he has been told by a few people that this is not the first time that this has happened and expressed the need for the Board to know about problems early enough to fix
them. Mr. Puritz stated that he is all for more expansive communication. Mr. Puritz reiterated that the “cash flow” problems have nothing to do with the payroll. He stated that the cap on funds policy in terms of payments to vendors is part of an automatic cycle and has been going on for years. Selectman Heitin stated that this is very prudent cash management process which ultimately saves the Town money from avoiding interest costs and is something that happens twice a year before the tax bills are released.
Executive Session
VOTED: (Grasfield/Heitin) Voted unanimously to enter into Executive Session for the purpose of discussing items of pending litigation, real property acquisition, personnel matter and collective bargaining, at the conclusion thereof to adjourn for the evening.
Grasfield, aye; Heitin, aye; Roach, aye.
The Board adjourned to Executive Session at 9:40 P.M.
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