Minutes-Selectmen's Meeting August 5, 1997
Selectmen Present: Chairman Charles Flynn, Judy Murdoch, Catherine Kuchinski, Peter Jones, Daniel Webster and Joseph Nugent,Executive Secretary.
Chairman called the meeting to order at 7:35 pm.
Flynn announced 5-0 vote of previous executive session. The vote was to settle a Highway Department grievance.
I. Thevinan & O'Grady - Re:Audit
Steve O'Grady was introduced as one of the auditors for Thevinan & O'Grady. He was here to speak about the fiscal 96 audit of the Town of Hanson. O'Grady stated that there has been an improvement in the Town's financial status. Steve went on to say that overall the town does a good job with the finances, there are just a few suggestions for improvement as follows:
a. General Ledger - Ban's were not reported accurately. He has discussed this with The Town Accountant.
b. Contracts and Procurements -
1. Water Department had $13,000 worth of supplies and no signed contract.
2. There was no signed amendment to an engineering contract. The amendment was for approximately $6,000 and there was no written amendment.
3. Water exploration services totalling $7,500 should have been put out to bid and advertised. Steve O'Grady stated he spoke with the Town Accountant about retaining contracts before paying the bills. Ed Casey, Water Commissioner spoke to say the Water Department was under the impression engineering services are exempt. O'Grady stated this was a contractual service to perform exploration of water. Mr. Dahlberg asked why, when they use C.D.M. for the same service they were exempt. They used a new firm that was less expensive. There was much discussion regarding the bill. Steve O'Grady stated the bills that came in all appeared to be for drilling. If the bills were separated the engineering
part of the bill would have been exempt. Casey remarked that in the past this was always done with no questions. O'Grady reminded him that C.D.M. is exempt and is allowed to have subcontractors without being subject to the procurement act. Since all of the bills that are being spoken about looked like drilling bills the Town would have needed to bid the job. Nugent stated that whenever there is doubt a department head should call the Town Accountant or the Auditors for clarification as the bidding laws are confusing.
C. Purchase order system - The auditors have noticed the system is not always being complied with. It was recommended the Town Accountant establish a written policy. O'Grady commented that this has since been done and it seems to be being followed.
D. State Highway funds - reimbursement request was not filed in a timely manner. $215,000 that the town borrowed on a SAN. Carole McCormack, Treasurer/Collector stated that the State still has not paid this amount. However, they have sent some portion of it. Flynn asked if the delay was due to a paperwork problem. B.Gomez replied paperwork was involved.
E. Water Department Surplus - A bill for 12,600 should have been paid out of the Water Department Budget, not surplus. Dahlberg remarked this was a previous year's bill. Mr. O'Grady stated the bill was dated 3-12-96. Kuchinski replied that she believed Brockton had billed late. O'Grady stated it should have been presented as an unpaid bill for that year at Town Meeting in an Article.
F. Police Grant Reimbursement - The forms are not always accurate. The chief did an excellent job but the forms need to be filled out properly. The Chief replied they have corrected the problem.
G. Ambulance Billing Receipt System - This needs to be improved. Carole McCormack stated that as of August all of the necessary steps are being followed. There was some discussion regarding the billing. Mr. Nugent commented on the improvements in this area, the unpaid balance has gone down and bills are being reviewed on a quarterly basis.
Kuchinski asked whether or not the auditors reviewed the procedures for Town Meeting Articles including reserve transfers. O'Grady replied they read all Town Meetings to recreate the Budget, and spot test reserve funds. Kuchinski asked what reserve funds were for, are they for unpaid bills? O'Grady stated they were for extraordinary expenses only. This would not be an unpaid bill. The Finance committee decides what is an extraordinary expense. Kuchinski went on to ask if our debt to revenue ratio was normal? Carole McCormack answered our revenue is 24 million and our debt is 6 million. This is well under our debt limit. Peter Jones wanted to reiterate what Mr. O'Grady had said first, that the Town of Hanson is doing well financially and these are just a few things that need
improvement. Jones also thanked O'Grady for coming to speak. Mr. O'Grady stated that Hanson has a good reputation for addressing the items for improvement.
Kuchinski requested a list of reserve transfers from B. Gomez, Town Accountant.
II. BANs - Carole McCormack explained she would be borrowing from in house funds in lieu of a BAN. This would be an advance from the town of $105,000 for Town Hall Renovations. This is fairly new legislation. There was a question from the floor asking why the Town would pay interest back to the town. McCormack stated this was mandatory. Motion to sign to borrow from in-house funds for Town hall renovations, by Murdoch. second by Kuchinski. 5-0 vote.
III. Acceptance of two late norfolk county students - Stefanie Blanchard and Sharon Cates. Murdoch, motion to accept. Jones, second with question. Where is school's recommendations for these students? He would like to see them. 5-0 Vote.
IV. Flynn read the resignation of The Parks and Fields Commission member Richard Clifford. Jones, motion to accept this resignation with regret. Second by Murdoch. 5-0 vote.
V. Request to appoint Anton Trigler- Kuchinski, motion to appoint, Second by Murdoch. 5-0 vote.
VII.One vacancy exists on Conservation Commission- Two applicants request appointment as follows. Michael Nee and Ronald Gratton. Nee introduced himself as a father of two interested in preserving the natural environment. Gratton introduced himself and stated he has lived here for 36 years. Likes to hike and mountain bike. He is retiring, has walked the entire town and loves Hanson and wants to give something back to it. He is also not bias toward anyone. Murdoch asked if they both felt they had time to devote to the Conservation Commission. Nee is available many nights and Weekends. Gratton stated he is always available. Kuchinski asked if they were willing to attend seminars for DEP etc. Both were interested. Jones remarked that he appreciates
having two people interested and have either of them attended any meetings. Nee had not, Gratton yes, and an inspection. He felt there would be a lot to learn. Kuchinski stressed the fact that one of these gentleman could become an associate member if he was not appointed to the Commission. Kuchinski, motion to appoint Mr. Gratton for the three year term to expire in 2,000 because he is retired and will have more time. Second by Murdoch. 4-1 vote. (Jones strictly to show support and thanks for a second candidate)
VIII. Request for appointment - Robert Cioffi, Capital Improvement Committee, 2000. Jones, motion to appoint. Second by Kuchinski. 4-0 vote. Murdoch absent at time of vote.
IX. Vote to award bid for Norfolk County Vo-Tech Transportation. Ryder Transportation bid - $166 per day.
Wallace & Wallace bid - $39.99 per day.
Jones, motion to award bid to Wallace & Wallace. Second by Webster. 5-0 vote.
X. Vote to release Bond Bog 9 Gravel permit - Nugent read a note from Conservation. Murdoch, motion to release bond. Second by Jones. Kuchinski questioned if Conservation will sign off on the certificate of compliance. Brian Gaffey replied they hadn't asked for a certificate of compliance.
4-1 vote. Kuchinski,naye.
XI. Request to block 1/4 of Surrey Lane for Block Party from noon to 10:00 pm on August 23, 1997. Kuchinski asked if BYOB was referring to Alcohol on the Town Streets. Beth Pransky (Representative of Block Party) replied it just referred to beverages like soda and juice. Kuchinski asked if there were any problems last year. Chief King replied there were not. Kuchinski, motion to allow Block party. Second by Webster. 5-0 Vote.
XII. Vote to confirm meeting dates - Kuchinski stated she would like to meet every week in order to avoid any problems or questions. Murdoch commented that she had mixed feelings. She said maybe the Board would be able to set aside a meeting for planning but it is not necessary to meet every week. Jones agreed with Murdoch, the Board should go with every other week and add a meeting when necessary. Flynn stated he would like to pick a night to schedule and extra meeting for planning. Webster, motion to set the schedule as follows: 9/23,9/30 (planning meeting),10/7, 10/21 and 11/4, 11/18, 12/2, 12/16, 12/30, 1/13, 1/27. Second by Jones. 4-1 Vote Kuchinski,naye.
Action Requests:
Murdoch reported she had been to the Plymouth County Advisory Meeting. She was concerned there was still no custodial help at the High Street Facility. There will be another meeting to resolve the issue.
Kuchinski requested that the office track information to set up an article for Town Meeting regarding the authority of the Drainage Committee.
Kuchinski requested to put on the agenda finalization of Fire Chief Contract.
Kuchinski requested a follow up on a Street Acceptance list.
Kuchinski requested a list of policies. Nugent has the list in his office.
Kuchinski requested a list of grants.
Jones requested a Media One representative to come before the Board to explain any changes in service etc. Nugent stated Lou Russo, Rep. for Media One is on the Agenda for August 19, 1997.
Flynn read a thank you from Legal Services of Cape Cod and the Islands.
Flynn read a letter from Rep. Marini.
Flynn read a letter from the Building Inspector. The letter was regarding signage at the Grange Hall on Main Street. The signage appears too large and the Building Inspector, Sam Germaine is looking for guidance from the Board of Selectmen as to what should be done. Kuchinski left to explain to Mr. Ward (Grange representative) what he would need to do to take care of the situation.
Executive Secretary Report
Goals and Objectives - Nugent explained some additions he had made to the goals and objectives as follows:
Treasurer/Collector: Recommends to refine cash flow spreadsheet.
Town Accountant: Recommends she add - to work with the Executive Secretary to provide budget information and to also complete special projects that come up.
Executive Secretary: Volunteer to work with students on a profile of Hanson video.
Nugent requested the Board look over these Goals and Objectives and accept them at the August 19, Meeting.
Nugent received a call from Town Counsel that the Water Department was requesting they not send copies of their correspondence to the Selectmen's Office. Attorney Everett Marder is looking for the Board of Selectmen to advise if they should do this. Webster stated that the Board signs the bills and he would like to have an idea of what the bill is all about before signing. Jones agreed with Webster. Murdoch also agreed with Webster. Kuchinski would like to hear from the Water Commissioners. Flynn stated the Board has a right to see the copies from Kopelman & Paige. He would like to have the Water Department explain their rationale. Murdoch requested a letter from the Water Department explaining their rationale behind this request. Kuchinski reserved comment on the change in procedure. The
Board directed the Executive Secretary send a letter to the Water Department to let them know there would be no change in the current policy regarding this issue.
Nugent handed the Board a proposed alcohol and drug policy which would pertain to the Highway Department and Water Department. He informed the Board the Town would need to chose a company to do the testing and would be looking for recommendations.
Nugent read a letter from Conservation regarding the Rivers Act. Nugent explained this would allow the Conservation Commission to expend fees without going to Town Meeting. The Conservation Commission was requesting to use $3200 for an increase of six hours a week in the office. This would be until the end of Fiscal 98. Murdoch, motion to allow the use of $3200 for extra office hours. Kuchinski questioned the procedure. Would they be able to do this the next fiscal year. She also stated Nugent should call the MACC in Belmont for clarification of the use of this money. Murdoch stated the Conservation Commission should not have to wait. Flynn, Second the motion. Jones asked if the Townspeople will know about this money at the next Town Meeting. Kuchinski stated that in the past the
money was prohibited to be used for clerical. 1-4 motion denied. (Murdoch- aye)
Nugent explained Lake By-laws. The Board has some rights to regulate the water.
Nugent requests the Board move into Executive Session to discuss property that abuts the Police Station. Murdoch, Motion to move into Executive Session and adjourn to regular session to adjourn the meeting. Second by Jones. Roll call vote: Murdoch,aye; Kuchinski,aye; Webster,aye; Jones,aye; Flynn,aye. 5-0 vote.
Move into Executive session 10:20 pm.
The Board adjourned to regular session. No votes were taken in Executive Session. Murdoch, motion to adjourn the meeting. Second by Webster. Meeting adjourned at 10:30 pm.
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