Town of Hanson - Board of Selectmen
Meeting Minutes – Hanson Town Hall
October 19, 2010 – 7:30 p.m.
Members Present: Stephen Amico, James Egan, Donald Howard and David Soper
Members Absent: Christopher Colclough
Others Present: Rene’ J. Read, Town Administrator and Executive Assistant Meredith Marini
I 7:33 p.m.~~~~~~Vice-Chairman Amico called the meeting to order. Mr. Amico lead the Pledge Allegiance and read the announcements and upcoming meeting schedule. Mr. Amico offered well wishes to Chairman Colclough for a speedy recovery.
II MINUTES
February 23, 2010
March 9, 2010
March 15, 2010
September 28, 2010
MOTION by Egan, second by Howard to approve the minutes of February 23, 2010, March 9, 2010 and March 15, 2010 as presented. Voted 3 – 0 - 1(Soper)
MOTION by Howard, second by Egan to approve the minutes of September 28, 2010 as presented.
Voted 4 - 0
III TOWN ADMINISTRATOR REPORT – Mr. Read reported that the re-construction of the Winter Street bridge has been completed and the bridge is now open.
Budget - Mr. Read informed the Board that his has sent out his budget message to all the departments. Mr. Read read the letter into the minutes.
Attached you will find your budget preparation packet for fiscal year 2012 operating budget requests. Please be advised that the deadline for submission of budgets is Thursday, November 18, 2010.
Your packet should consist of the following items:
1. FY 2012 Budget Calendar
2. FY 2012 Departmental Meeting Schedule
Our office will e-mail the Excel spreadsheet(s) for each of your department’s budgets. Once completed, please e-mail the budget spreadsheet and narrative to Merry Marini at mes@hanson-ma.gov. In addition, please provide one hard copy of each document to the Board of Selectmen’s office.
The Town of Hanson, along with all of the other communities throughout the Commonwealth, continues to struggle with making ends meet as we continue to carefully manage the Town finances and attempt to keep our organization whole. The layoffs we experienced last year were not nearly as bad as they would have been were it not for the concessions offered by the unions in addition to the numerous sacrifices made by all departments.
In August, I explained to the Board of Selectmen and Finance Committee that expenditures in the current fiscal year have already made this is a very financially tight year. Without sound financial planning, we could easily outspend the $50,000 appropriated to the Reserve Fund by the voters at June 2010 Town Meeting. These events occurring this early in the fiscal year do concern me since we have not yet concluded the end of the second quarter.~ As a result, we have been monitoring all of our expenses very carefully including going to the extent of asking each department for information on anticipated expenses to ensure that our cash flow needs have been properly met (which they have).
We continue to monitor a number of issues that are looming on our financial horizon including fixed costs (health insurance, retirement, etc.), future contract negotiations, estimated receipts and free cash. At the time of this writing, the Department of Revenue has not certified the amount of available funds or “free cash” as of July 1, 2010 for the Town of Hanson. Free cash is the amount of money a community has accumulated when actual revenue collections exceed the budget estimates used when setting the tax rate and/or actual expenditures and encumbrances (committed funds not yet expended) are less than appropriations.
Additionally, as the Financial Team moves forward with the drafting of the FY12 Budget, we are estimating a 10-15% reduction in state aid for the coming year. Unfortunately, we could be facing possible further cuts as a result of the ballot initiative (Question 3) to reduce the state sales tax from 6.25% to 3%. If it passes, and the legislature is not able to alter the course, it will have a devastating impact on not just Hanson, but all communities throughout the Commonwealth. Should the voters decide to reduce the state sales tax from 6.25% to 3% on the November ballot, some estimates predict that this measure would equate to at least a 30% reduction in state aid.
This year has been particularly challenging not just as a result of unforeseen expenditures but also as a result of layoffs, reduced office hours for both staff and Department Heads. The Town’s fiscally conservative approach to budgeting , though not always palatable, has prevented greater economic troubles. This rationale has served us well and will continue to be our approach in this coming budget cycle.
I am asking each of your departments to make several challenging decisions with regard to the preparation of the FY 2012 Budget, specifically:
1.) I am requesting that all departments submit level-funded budgets.
2.) Please be sure to provide sufficient information with regard to all salary calculations. Our office can provide an Excel template for those departments seeking more information on this aspect of your budget.
3.) Please be sure to demonstrate (and be prepared to discuss) how all budgeted figures were calculated.
4.) As was the case last year, we must impose a hiring freeze and as such, no new positions should be created and only those positions vacated by essential employees will be filled after thorough review.
5.) If your department experienced layoffs or positions with reduced hours in this fiscal year, do not add those positions back into the budget or increase the hours at this point. Once the budget review process has been completed, and we have a clearer sense of our revenue projections, we will attempt to restore vacancies or reductions in hours.
6.) No new initiatives should be implemented which have an associated cost.
7.) I am encouraging each of you to include with your budget submissions any ideas you may have for raising additional revenues outside of property taxes. Each department should carefully review their respective permit fee structures to ensure that these fees will meet the demands of adequately covering costs. This will be important information as we try to prepare a package for funding departmental needs.
8.) Salaries are to be budgeted for 52.2 weeks.
9.) I am asking that you submit a budget narrative to this office, via e-mail (to mes@hanson-ma.gov) and hard copy, as a Microsoft Word attachment. The budget narrative should be a stand-alone summary of your budget as related to the specific operations of your department. This will be a critical element of the budget this year since it will be used to help understand financial requests and more importantly, preserve positions within each department.
In addition to the hard copy found in this packet, an Excel spreadsheet of the budget will be e-mailed to each department head. Please complete the information for your department under the corresponding tab.
I clearly understand that this year’s budget process will place an extraordinary strain on each of your departments but I remain confident that we will once again meet this challenge together.
I have included the departmental meeting schedule in this packet. Please review the attached budget materials closely, and feel free to contact me if you should have any questions or concerns throughout the process. As always, I welcome your suggestions and input with regard to the overall budget.
I wish to extend my sincere appreciation to everyone for their solid teamwork, innovation, and cooperation in meeting the challenges ahead.
If you have any additional questions or concerns, please let me know.
Town of Hanson
Fiscal Year 2012
Budget Calendar
Thursday, October 14, 2010 |
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Budget Guidelines are Distributed to Departments for Completion |
Thursday, November 18, 2010 |
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Deadline for Submission of Budgets |
Wednesday, November 24, 2010 |
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Copies of Budget Requests are Forwarded to the Finance Committee and Selectmen for Review |
Thursday, January 13 , 2011 |
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Town Reports Due from all Departments |
Monday, January 31, 2011 |
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Town Administrator Budget Recommendations due to Selectmen and Finance Committee |
Friday, February 11, 2011 |
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Deadline for Submission of Annual Town Meeting and Special Town Meeting Articles with Explanations |
Friday, April 15, 2011 |
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ATM/STM Warrants Published |
Monday, May 2, 2011 |
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Annual and Special Town Meetings |
Saturday, May 14, 2011 |
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Annual Town Election |
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TOWN OF HANSON
Budget Meeting Schedule
Fiscal Year 2012
The schedule below plots out the dates and times which your department will be meeting with members of the Town’s Financial Team to review your budget request. I anticipate that one or two members of the Finance Committee will be present for the meetings with the Fire, Police, Highway, Water Department and School Department.
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Monday, Nov. 29, 2010 |
Board of Selectmen |
9:00 a.m. - 9:30 a.m. |
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Accounting |
9:30 a.m. - 10:00 a.m. |
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Assessing |
10:00 a.m. - 10:30 a.m. |
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Treasurer/Collector |
10:30 a.m. - 11:00 a.m. |
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Police/Dispatch |
11:00 a.m. – 12:00 p.m. |
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Tuesday, Nov. 30, 2010 |
Planning Department/ZBA |
9:00 a.m. - 9:30 a.m. |
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Building Department/Inspectors |
9:30 a.m. - 10:00 a.m. |
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Conservation |
10:00 a.m. - 10:30 a.m. |
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Board of Health |
10:30 a.m. – 11:00 a.m. |
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Wednesday, Dec. 1, 2010 |
Fire |
9:00 a.m. – 10:00 a.m. |
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Highway |
10:00 a.m. – 11:00 a.m. |
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Library |
11:00 a.m. – 11:30 a.m. |
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Town Clerk/Elections |
11:30 a.m. - 12:00 a.m. |
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Thursday, Dec. 2, 2010 |
Veteran’s Agent |
9:30 a.m. - 10:00 a.m. |
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Elder Affairs |
10:00 a.m. - 10:30 a.m. |
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Water Department |
10:30 a.m. – 11:00 a.m. |
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Monday, Dec. 6, 2010 |
Parks and Fields |
9:00 a.m. - 9:30 a.m. |
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Recreation |
9:30 a.m. - 10:00 a.m. |
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Capital |
10:00 a.m. - 10:30 a.m. |
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School Department |
10:30 a.m. – 11:30 a.m. |
Mr. Read will be meeting with department head starting on November 29th.
Cell Tower – Mr. Read suggested that as a result of Town Meeting, the Board authorize him review of all town owned properties as potential cell tower locations.
MOTION by Howard, second by Egan to authorize the Town Administrator to investigate other Town owned properties as potential cell tower cites. Voted 4 - 0
Plymouth County Hospital Site – Mr. Read indicated that he met with a contingency of individuals interested in the Plymouth County Hospital Site. They would like to attend the next Board of Selectmen meeting to discuss the status of the property. Mr. Read reported that he did a site visit with the Fire Department earlier in the day.
EEE – Opening Town Fields – Mr. Read reminded the Board that due to the EEE threat, the Board of Selectmen voted to suspend all outdoor activities on town property from dusk till dawn until further notice or the first hard frost. Mr. Read indicated that the Board, Board of Health and School Committee have expressed interest in lifting the ban on evening outdoor activities. Mr. Read cited several communities which no longer have a ban: Marshfield, Kingston, Caver, Duxbury and Hingham
MOTION by Egan second by Howard to lift the ban on evening outdoor activities on Town owned property. Voted 4 - 0
IV NEW BUSINESS
Resignations: Sandra Harris submitted her resignation from the General By-law Committee & Cemetery Commissioners. Mrs. Marini pointed out that as the Cemetery Commission position is an elected position, a joint appointment between the Board of Selectmen and the remaining members of the Cemetery Commission will be required. She suggested the deadline for application be November 12th and the appointment could take place at the November 16th meeting.
MOTION by Howard second by Egan to accept with regret the resignation of Sandra Harris from the General By-law Committee and the Cemetery Commission. Voted 4 - 0
The Board members thanked Mrs. Harris for her years of service.
MOTION by Egan, second by Howard to place the 2 year term of the Cemetery Commission on the May 21, 2011 Annual Election ballot. Voted 4 - 0
Appointment: Elizabeth Ciccarelli of 984 Main Street has submitted an application for appointment to the Cultural Council to fill a Forte Vacancy. The term expires 6/30/12
MOTION by Howard second by Egan to appoint Elizabeth Ciccarilli to the Cultural Council. Term to expire June 30, 2012
Set Meeting Dates: Mr. Read recommended the Board approve the meeting dates for the first six months of 2011: Meeting dates are January 4 & 25; February 1 & 15; March 1 & 15; April 5, 12 & 26; May 2, 3 & 17; and June 7 & 21.
MOTION by Egan, second Howard to approve the meeting dates as presented with additional meetings as needed. Voted 4 - 0
United Nations Day – Proclamation – Mr. Amico read the United Nations Proclamation:
Whereas, the United Nations was founded in 1945 and the anniversary of the day on which the UN Charter came into force is observed each year on October 24; and
Whereas, the United Nations promotes peace and security, development and human rights around the world, and it vital now more than ever; and
Whereas, in September 2000, all United Nations member states, including the United States agreed upon eight Millennium Development Goals to meet the needs of the world’s poorest; and
Whereas, the Millennium Development Goals provide a common development strategy for the international community allowing for improved coordination coherence, and effectiveness at all levels; and
Whereas, the Goals address universal issues from poverty and access to education to improving healthcare and environmental sustainability and enjoy unprecedented political support because they are specific and measurable, with a deadline and indicators for monitoring progress attached to each goal; and
Whereas, the United States has a long tradition of leading international efforts to improve health, education and economic growth in developing countries; and
Whereas the United States has shown its commitment to the Millennium Development Goals through foreign assistance, progressive trade initiatives and debt relief measures; and
Whereas, the United Nations Association of the United States of America (UNA-USA), in cooperation with other organizations, has declared “Engaging America in the Millennium Development Goals” as its theme for the 2010 United Nations Day commemorations;
Whereas, the citizens of Hanson, Massachusetts should participate in all activities related to UN Day;
NOW, THEREFORE, WE the HANSON BOARD OF SELECTMEN officially proclaim October 24, 2010 as
UNITED NATIONS DAY
In witness whereof, we have set our hands and caused the seal of the Town of Hanson to be affixed this 19th day of October in the year 2010.
MOTION by Egan, second by Howard to proclaim October 24, 2010 as United Nations Day.
Voted 4 - 0
V ONE DAY LIQUOR LICENSE
Debbie Motta, Hanson, Sun., Oct. 24th 6:00 p.m. – 11:00 p.m. – Halloween Party
Tereza Andrade, Brockton, Sat., Nov. 13th 6:00 p.m. – 11:00 p.m. – Birthday Party
Kathy DiPasqua-Egan, Hanson, Thurs., Nov. 18th 5:00 p.m. – 10:00 p.m. – Meeting
Ashley Destefano, Plymouth, Sat., Nov. 20th 3:00 p.m. – 8:00 p.m. - Wedding
Susan Frodigh, Pembroke, Fri., Nov. 26th 6:00 p.m. – 11:00 p.m. – Reunion
Kirstyn O’Dea, Hanson, Sat., Nov. 27th 6:00 p.m. to 11:00 p.m. – Reunion
MOTION by Egan second by Howard to approve the one day liquor licenses as presented. Voted 4 - 0
VI OLD/UNFINISHED BUSINESS
Voting at Maquan School – Mr. Read reported that he will be meeting with the Town Clerk, School Supt., School Committee Chairman, Police Lt. and Danielle Sheehan regarding polling locations. He reminded the Board that the issue arose in March. He had informed Ms. Sheehan that the Board of Selectmen select the polling location and the school committee determines whether school will be open on election day.
VII COMMITTEE REPORTS – Mr. Howard reported that the Winter Street bridge is now open and the water main project on King Street has started. Maquan School – Mr. Amico reported the committee will be meeting to discuss the town meeting vote.
VIII EXECUTIVE SESSION – Vice-Chairman Amico announced that the Board would be going into Executive Session for the purpose of conducting strategy sessions in preparation for contract negotiations with non-union personnel; to discuss strategy with respect to pending litigation since an open meeting may have a detrimental effect on the litigating position of the Town; to consider the purchase, exchange, lease or value of real estate, if the chair declares that an open meeting may have a detrimental effect on the negotiating position of the public body.
MOTION by Egan second by Howard to go into executive session For the purpose of conducting strategy sessions in preparation for contract negotiations with non-union personnel; to discuss strategy with respect to pending litigation since an open meeting may have a detrimental effect on the litigating position of the Town; to consider the purchase, exchange, lease or value of real estate, if the chair declares that an open meeting may have a detrimental effect on the negotiating position of the public body and will reconvene to open session. Roll Call Howard Aye, Amico Aye, Egan Aye and
Soper Aye. Voted 4 – 0.
8:10 p.m. Brief Recess
8:40 p.m. Returned to open session.
IX ADJOURNMENT
MOTION by Egan, second by Howard to adjourn. Voted 4 – 0
8:41 p.m. Meeting adjourned.
Respectfully submitted,
Meredith Marini,
Executive Assistant
Approved and Voted 4 – 0 – 1 (Colclough)
November 2, 2010
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