Town of Buxton
Minutes for May 28, 2008 Selectmen’s Meeting
Prepared by: Dianne Senechal
Members present: Jean C. Harmon, Clifford L. Emery, Dan Collomy and Linda W. Pulsoni. Robert C. Libby was absent.
Others Present: Peter Burns, Larry Miller, May Schumcher, Phil Thompson, Ron Smith, Olive Collomy, Bob Lowell, Peter Pinkham, Keith Emery and Dennis Santolucito.
Business Meeting Agenda – 6:30 p.m.
1. Call to Order.
The Meeting was called to order at 6:32 p.m.
2. Approval of Prior Meeting Minutes.
Selectmen’s Meeting Minutes May 21, 2008. Approved 4-0-1.
3. Discussion held between 5:00 & 7:00 p.m.
5:30 p.m. – Tom Kennie and Lary Owen – questions regarding Family and Medical Leave of Absence.
6:00 p.m. – Ron Smith – discuss audit.
4. Review of Correspondence.
· Letter from Healthy Maine Partnerships in York County – Notice of planning process to help identify health issues and develop strategies
· Email from Michael E. Foley, Senior Geologist for the Maine Geological Survey –
Re: Mapping inland landslides in York County to develop landslide susceptibility
maps
· Letter from Ron Smith, RHR Smith & Company – Re: GASB issues # 43 & 45
· Notice of Free Family Camping Weekend at a Maine State Park
· Email from Ben Foster, Maine Dept. of Transportation – Re: 2007 inspection reports and photos for municipality owned structures
5. Review of Projects and Issues.
Selectmen Collomy and Emery attended a meeting on May 27 with the low bidders regarding their proposals to cut the cost of the new Public Works Garage. There will be a vote later in the Meeting regarding the bid.
Selectman Harmon reminded everyone that voting for the Annual Town Meeting takes place on June 10 for the Secret Ballot items and on June 14 for the remaining articles.
6. Old Business.
None
7. New Business.
Selectman Harmon read a note from the President of the Buxton Garden Club which thanked the Public Works Department for the work done at the sign at Scarborough Corner. The Garden Club received a grant of $550 from the Narragansett Foundation to landscape the Town Sign at Low’s Bonny Eagle. The balance of the funds needed will come from the Buxton Garden Tour which will be held on June 21.
8. Executive Orders.
E.O.070805017 – An order to appoint Hiram R. Davis as the Election Warden for the State of Maine’s Primary and Referendum Election on June 10, 2008 per Title 21-A, M.R.S.A. Chapter 7, Section 501, Subsection 2. Approved 4-0-1.
E.O.070805018 – An order to appoint John Myers, Joan Plummer and Sharleen Field as Deputy Wardens for the State of Maine’s Primary and Referendum Election on June 10, 2008 per Title 21-A, M.R.S.A. Chapter 7, Section 501, Subsection 2. Approved 4-0-1.
9. Executive Orders by Initiative.
E.O.070805019 – An order to enter into final negotiations and award the Public Works Garage contract to Littlefield Bros. Inc. for a price not to exceed $1,100,000. Approved 4-0-1.
10. Accounts Payable and Payroll Warrants.
E.O.070805015 -- An order approving expenditures as documented in Accounts Payable Warrant #48-08. Approved 4-0-1.
E.O.070805016 -- An order approving expenditures as documented in Payroll Warrant
#48-08. Approved 4-0-1.
11. Next Meeting of the Board.
Public Hearing Automobile Graveyard or Junkyard Wednesday, June 4, 2008 at 7:00 p.m.
Public Hearing Liquor License Wednesday, June 4, 2008 at 7:05 p.m.
Public Hearing Victualer License Wednesday, June 4, 2008 at 7:10 p.m.
Selectmen’s Meeting Wednesday, June 4, 2008 at 7:15 p.m.
Selectmen Workshop Monday, June 2, 2008 at 5:30 p.m.
12. Other Business.
Reminder -- Two public hearings follow this Meeting.
13. Public Comments and Questions.
Ron Smith, the Town’s Auditor, took the podium and reported on the activities of his firm relative to their ongoing audit of the Recreation Department funds. Ron stated that his firm had presented a letter to the Selectmen outlining the deficiencies and any material weaknesses. It was stated that it was clear as of February, 2007 that there was an issue with the profitability of the Enterprise Accounts. One program in the Enterprise Accounts, Recreation Programs, was losing money but overall the account was making money. In May of 2007 the Auditor met with the Director to review billing for services and how the numbers were getting on paper to understand the mechanics of the accounting method used by the Recreation Director.
By February of 2008 it was clear that there were issues and the Town was paying for programs not making money. The Recreation Director had no budgets for any of the programs and there was insufficient documentation to determine what and how the budgets were determined for the programs.
Ron Smith stated that poor management practices were deficiencies and errors contributed to allow the Recreation Department not to be run effectively and fiscally.
What are the deficiencies and material weakness
1) Cash receiving -- collecting cash and sending out bills are incompatible functions. All receipts will now come through the Town cash collection process.
2) Accounts Receivable – June 2006, 2007 and June 2008 show a lack of billing. It appears that billing as of June 2008 has occurred once or twice. It appears that $68,000 is owed the Town of Buxton and the Town may have to write off $30,000 - $40,000 as uncollectible.
3) The Auditor is recommending better monthly reporting to the Board of Selectmen so the Board can manage the fiscal affairs of the Recreation Department
4) Program Budgets – again how numbers got on paper for Summer Recreation Program and how much cost to break even. (Budget did not exist for the program).
Mismanagement Practices
1) As of May 15 the After School program has some discrepancies between what was paid for and what was deposited. Over the last 14 months it appears to be $1,000 but the amount is unknown as the audit is a work in progress.
2) Personal use of Town credit card. Two to three times per month Chris would fill his personal car for travel. It appears more gas was paid for than travel miles.
3) Personal use of Town postage meter.
The Auditing firm met with the Recreation Director on May 19th and talked about the issues encountered and the lack of details, poor judgment and mismanagement practices.
Peter Burns asked if at the close of the books on June 30, 2008 will the Enterprise accounts be in the black. The Auditor responded that it looks as though the accounts may be in the red at about $5,000.
Larry Miller thanked the Board for the information and asked the Board to describe how the management of the Recreation programs is now going to be handled. Jean Harmon will be temporarily taking over and the Board will be meeting Monday night for a Workshop to decide on a replacement.
14. Executive Session
None
15. Adjournment.
Motion made and seconded to adjourn the Meeting at 7:10 p.m. Approved 4-0-1.
Public Hearing Victualers Licensing
Selectman Harmon opened the Public Hearing at 7:12 p.m. and asked for comments from the Public and the Board of Selectmen. Selectman Emery asked where Julie’s Place was located. There were no other comments and the Public Hearing closed at 7:12 p.m.
Public Hearing Secret Ballot Articles for June 10, 2008 Voting
Selectman Harmon opened the Public Hearing at 7:15 p.m. Articles 3 through 7 which will be part of the Secret Ballot voting for June 10th were discussed. A copy of the “Notice of Public Hearing” with each article is attached.
The Public Hearing closed at 7:37 p.m.
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