MINUTES
BOARD OF SELECTMEN MEETING
Tuesday, December 9, 2008
7:00 p.m.
The meeting of the Board of Selectmen was held at 7:05 pm in the Sharon Town Offices with Chairman Richard A. Powell, Selectman Walter “Joe” Roach and Town Administrator Ben Puritz
The meeting was called to order at 7:50 p.m.
LANA DAVIDOVITCH AND HENRY VARSHAVSKY – ONE DAY LIQUOR LICENSE
Alex Kosmakakis of FTM Food Management asked that the One-Day license be issued for the event on December 13th at the Community Center. The Town will be listed as an additional insured on the policy as is required. Roni Thaler explained that she has been in contact with the Town’s Insurance Agent Rich Weiner and explained that he had spoken to FTM’s agent and is comfortable with this.
VOTED: (Powell/Roach) Voted to approve a one-day liquor license on December 13th at the Sharon Community Center contingent upon the Town of Sharon being named as an additional insured for FTM Food Management.
ROTARY CLUB OF SHARON – ONE DAY LIQUOR LICENSE
Phyllis Bernstein, President of the Rotary Club explained that the Rotary Club would like to have a one-day liquor license for their Annual Holiday Party scheduled for December 15th. The Town was named as an additional insured on the Rotary Policy.
VOTED: (Powell/Roach) Voted to approve a one-day liquor license on December 15th at the Sharon Community Center for the Sharon Rotary Club.
HISTORICAL COMMISSION ANNUAL PRESERVATION AWARD
Historical Commission Chair presented the Annual Preservation Award to Matthew Grosshandler and Brenda Laurenza who have beautifully restored their home at 113 Norwood Street. The home is know at the David Ewing House and was built in 1775, and is most recently known as the Dr. Walter Griffin country home.
CANDIDATE FOR REAPPOINTMENT TO THE COMMISSION ON DISABILITIES
Thomas Duffy said he is seeking his second term on the Commission. He works professionally on issues impacting the disabled. He very much enjoys working with Sid Rosenthal and the other members of the Committee.
FISCAL YEAR 2010 RECREATION BUDGET
Recreation Director Brett MacGowan reviewed the components of the budget. He explained that the minus budget would result in the hours of the secretary being cut. He also mentioned that he could move $1,500 from supplies line item to the revolving fund. Selectman Roach asked if in the summer if things are very tough if it would be possible for senior aides to fill some of the gate guard positions. Also discussed was the Revolving Account for the Waterfront. Mr. MacGowan said this summer he plans on decreasing the amount of gate guards though the number of lifeguards will remain the same. He is going to close the Gunhouse Street gate to eliminate access during the time the beach is open and then unlock the gate at 6:00p.m. He believes this will help with enforcement. He reported that he is carrying forward a balance of approximately $28,000 in the Recreation Revolving account. Recreation Director MacGowan said that the Town has awarded several scholarships through the fund established by the Rothberg Family. He also said that there are currently 725 children participating in the basketball program.
Summer Program
Recreation Director MacGowan said that this summer the Town will be running the summer program in-house, as opposed to former years where the program was run by an outside vendor. He said that the brochure will be available on January 10th. He hopes to have some of the Sharon High School coaches and varsity players participating in the program. He is concerned that if the secretary’s hours are cut this will hinder his ability to expand programs.
Capital Outlay Items
Mr. MacGowan said that he is requesting software that would allow for online registration and room bookings. The software would also allow people to see room availability online. The software would cost approximately $10,000. He is also asking for funding to replace the bandstand. He said that boards are sticking up and people are getting splinters because it is in poor condition. The replacement cost is $100,000. He also mentioned that he would like to have a station or changing area at the Community Center Beach and that the vehicle he currently is driving has 135,000 miles.
FISCAL YEAR 2010 POLICE BUDGET
Police Chief Bernstein reviewed the level funded budget for FY 2010. He said that the impact thus far on the FY 2010 Budget with only one of the five Associations settling their contract is $51,000. This would result in the loss of one officer, overtime, training and other items. He said that currently the police are filling only 50% of open shifts. He also mentioned in a poor economy typically results in increased police activity.
Police Chief Bernstein said that the minus budget would result in cuts of $150,000. He said staffing would be reduced by three additional police officers. He said the plus budget would result in a 3% cost of living increase to non-settled contracts and increased overtime by $28,000. Chief Bernstein said that a community of this size should have 36 officers. He discussed the impact of Sharon Commons, once it opens, on police staffing.
FISCAL YEAR 2010 FINANCE DEPARTMENT BUDGET
Accounting Budget
Town Accountant Cindy Doherty reviewed all three budget scenarios, which included filling all of the positions in her office. She said currently the clerk position is open and she believes it is very important that the position be filled. She said that there is quite a bit of back work necessary to get up to date. She also explained that since the General Ledger is not unified it is more difficult to produce reports. Chairman Powell asked if the work load is ongoing or is it transitional work due to the back log. Ms. Doherty said that with the current staffing there is no time for additional work. She said filling the position is included in the budget, and added that filling the position will save in consulting fees. Chairman Powell asked about how much time would be saved if the Town changed to a bi-weekly payroll. She said there would be some time savings especially if a system was established that locked in the rates. It was also mentioned that this was one of the Department of Revenue recommendations. The change would need to go through the collective bargaining process. Finance Director Bill Fowler and Town Administrator Puritz both spoke in favor of filling the open position. There was concern about sustaining the position in the coming year.
Don Hillegass Systems Administrator and Data Base Administrator said the service provided by MUNIS called the Operating System Database Administration is systems administration support for the Town. The cost is $11,000 and the maintenance budget includes only $5,500 for FY 10 and in the minus budget it is totally eliminated. He said the level funded budget includes a 3% increase for MUNIS Software, a step increase and decrease in hours for the part-time person from 25 hours to 23 hours.
Administrative Assessor Mark Mazur reviewed the responsibilities of his department and staffing levels. He said that his Department will save money when a long-time employee retires at the end of March. The replacement for the employee will come in at a lower rate and will not receive longevity. He reviewed the various budget scenarios.
Finance Director William Fowler said he would be discussing the following budgets: Treasurer, Debt Service, FICA and Social Security.
Mr. Fowler discussed the parking ticket process which he reported that he had automated. However, he said the process still takes quite a bit of his personal time. He said in the minus version of the Treasurer budget both the 25 hour and 23 hour positions are cut back to 20 hours. He also said he feels strongly that the open position in the Accounting Department should be filled. He also said that under the minus budget he would not have enough funds to pay the financial consultants who assist with bond issuance which would cause the Town to try to force a premium on all bond issuance in order to pay the costs of the bond issuance.
Mr. Fowler also discussed the issuance of quarterly tax bills which includes increased costs for printing and postage. He also mentioned that the steps being taken to ease the transition for the taxpayers. He also said that under the level and minus budget scenarios there would be a cut in funds for training. He reviewed the importance of training in terms of a better understanding of the overall process for employees. He said that the salaries are level funded except for step increases in the minus and level funded budgets. He said the plus budget includes a 3% increase.
He reviewed the FICA and Medicare budgets and explained that both of these budgets are legal obligations. The FICA budget will eventually drop to 0 as the older employees retire. In terms of the Medicare budget all new employees are required to be covered by Medicare resulting in a continuing increase in this budget item.
He also reviewed the long-term debt budget line item. He said that the $5,640,000 is principal on existing long-term debt plus the principal on debt authorized by last year’s capital outlay process has not yet been borrowed. .
APPROVAL OF MINUTES
VOTED: ({Powell/Roach) Voted unanimously to approve the minutes of the Regular Session of November 10, 2008
BANNER REQUEST
VOTED: (Roach/Powell) Voted unanimously to approve the banner request for the Temple Israel Party Expo from January 5, 2009 – January 12, 2009 (1st position)
VOTED: (Roach/Powell) Voted unanimously to approve the banner request for the Sharon Soccer Association registration from January 12, 2009 – January 19, 2009 and February 23, 2009 – March 2, 2009 (1st position)
Selectmen Heitin asked that the banner request approval for Klal Yisrael be held until the reason for the request was ascertained.
2009 TOWN MEETING SCHEDULE
This vote on the 2009 annual Town Meeting Scheduled will be held until feedback is received from Finance Committee Chair Ira Miller.
CIVIL DEFENSE CAPITAL OUTLAY REQUEST
Civil Defense Chair Mike Polimer will make this presentation at the Capital Outlay Committee
SOUTHEASTERN REGIONAL SERVICES GROUP CONTRACT FOR DRUG TESTING
Town Administrator Puritz explained that the Board of Health has provided input regarding the contract for random drug testing for CDL drivers.
VOTED: (Powell)/Roach Voted unanimously to sign the contract for random drug testing with Advantage Drug Testing for three years
VOTED: (Heitin/Roach) Voted unanimously to enter into Executive Session to discuss collective bargaining and pending litigation and at the end thereof to adjourn for the evening.
The Board adjourned to Executive Session at 9:12 P.M.
Powell: Aye
Heitin: Aye
Roach: Aye