Holden Board of Selectmen
Joint Meeting with Finance Committee
Meeting Minutes
August 19, 2009
7:00 PM Memorial Hall
Present: Chairman Kim Ferguson, James Jumonville, Anthony Renzoni, David White
Absent: Ken O’Brien
Finance Committee: Chairman Alan Berg, Paul Challenger, Glenn Gaudette, Marilyn Foley, Rick Bates, Peter Lacey
Others Present: Brian Bullock, Town Manager, Jim Shuris, DPW Director, Mike Pagano, Lamoureux-Pagano, Elizabeth Helder, Recording Secretary
Chairman Ferguson opened the meeting at 7PM.
Chairman Ferguson indicated that she would ask the Selectmen to move into Executive Session at the end of the meeting.
Water Supply Reserve Fund Transfer Discussion
Finance Committee Chairman Berg said that the Finance Committee had received a request from the Selectmen to discuss a water supply reserve fund discussion. Mr. Berg said that the Finance Committee operates according to the open Town Meeting laws and feels that this item should be presented in an open session. The late request by the Board to discuss the item has not allowed for the general public to be notified in order to attend. Mr. Berg said he has concerns about concessions from regulatory agencies, water source approval and water management act approval, and expressed concerns about the reserve fund transfer request to finance a project, “spurious at best.” He requested that the Administration provide a full presentation and have technical representatives available to answer questions.
Chairman Ferguson respectfully requested that the Finance Committee reconsider their position and discuss the Selectmen’s water supply reserve fund transfer request tonight. There is a significant timeline to the discussion and request. Chairman Berg said that the earliest the Committee could meet to discuss the item would be August 26th. Chairman Ferguson said that the earliest possible date to meet would be agreeable to the Board. Both the Board and the Finance Committee agreed to post a meeting on Wednesday, August 26, 2009 at 7PM.
Reserve Fund Transfer Discussion
Mr. Mike Pagano, Principle with Lamoureux-Pagano, addressed the Public Building Restoration Project. He said that the current condition of the buildings requires more than just scraping and painting. Due to the age of the buildings, lead paint must be removed and, due to the number of layers of paint, the build up must be scraped down to bare wood. The specifications encompass work involving carpentry, lead paint removal, painting, slate, metal and asphalt roof repair. The Damon, Starbard and Town Hall bids were solicited and came in higher than the anticipated budget. The Hendricks House was not part of the bid process because it qualified for and received historic restoration grant money. Mr. Pagano said that upon his recommendation, the two bids that were received have been withdrawn and the
specifications have been re-drawn. New sub bids are expected back by August 30th. To date, only 3 painting contractors have requested bid specs.
Mr. Shuris said that he has spoken to several local painters to explain the specifications in order to encourage them to bid on the job. He added that the Damon House is in the worst shape structurally and aesthetically.
Mr. Berg inquired about installing siding on the buildings. This is a cost-effective solution. The Congregational Church installed siding. Mr. Pagano said that the buildings are historic and should be maintained in the same manner. Chairman Ferguson said that the Board discussed the siding solution with the Chairman of the Holden Historic District Commission. The HDC allowed the church to use siding based on a financial hardship. The HDC ruled that the Town does not qualify for such a financial hardship and denied the request.
A motion was made by Paul Challenger and seconded by Rick Bates to discuss funding 175K from the reserve fund for the purposes of the public building restoration project.
The Manager said that the base bid should come in below the 300K budget and then the Town will pick and choose which items to repair on each building. Mr. Bullock explained that the Administration has carried 125K in the operating budget as Phase 1 of the restoration project. The second 175K phase was included in the DPW Depreciation Fund, which the Finance Committee cut when trying to balance the budget against anticipated school budget deficits. Mr. Berg said that he would approve the appropriation based on the previous commitment of the FC; however, if the project exceeds 300K by one dollar, he cautioned against returning to the Finance Committee for additional funding. Mr. Bullock said that this transfer request was “putting the train back on the track.”
Chairman Ferguson said that the Board had engaged in lengthy discussions about the restoration project and voted to move the project forward for the 300K. Mr. Bullock suggested that the Town start an appeal for the HDC siding decision now for use the next time these historic buildings need repair.
The Finance Committee reviewed the current equity in the Reserve Fund and a “global look” spreadsheet of potential transfer requests against the Fund, as prepared by the Town Manager.
Mr. Challenger commented that of all the anticipated transfer fund requests, the Buildings Restoration expense of 175K was the least important and the most easily removed from the request list. He expressed concern that if approved, these anticipated reserve fund transfer requests will have eaten up the entire fund in the first two months of the calendar year and left the fund in a potential debt without factoring in snow removal and legal budget deficits.
The Manager emphasized that the Restoration project would be funded on a menu request – the bid is anticipated to come in low and the remainder of the restoration add alternates will be spent as needed.
Mr. Lacy said that he did not deny that the buildings are in need of repair; however, is this the right time to fund them through the Reserve Fund?
Mr. Gaudette suggested that the Finance Committee wait to approve the request until all the bids come in.
Motion by Paul Challenger, seconded by Rick Bates, it was VOTED 4-2 WITH 2 OPPOSED TO APPROVE A RESERVE FUND TRANSFER OF $175,000 TO FUND THE PUBLIC BUILDING RESTORATION PROJECT AS PRESENTED. (Opposed: Lacey, Gaudette.)
Motion by Paul Challenger, seconded by Rick Bates, it was UNANIMOUSLY VOTED TO APPROVE A RESERVE FUND TRANSFER OF $45,872 TO FUND THE WRSD NSS AS PRESENTED.
Mr. Challenger said that he would like to pay the Town Manager Recruitment fees from the legal budget and make a reserve fund transfer at the end of the budget year if there is a deficit in that line item.
Motion by Rick Bates, seconded by Peter Lacey, it was VOTED 5-1 WITH 1 OPPOSED TO APPROVE A RESERVE FUND TRANSFER OF $15,000 TO FUND TOWN MANAGER RECRUITMENT AS PRESENTED. (Opposed: Challenger.)
Motion by Paul Challenger, seconded by Glenn Gaudette, it was UNANIMOUSLY VOTED TO APPROVE A RESERVE FUND TRANSFER OF $26,896.25 TO FUND THE TOWN MANAGER’S SEPARATION AGREEMENT AS PRESENTED.
Board of Selectmen Recess to Executive Session
Motion by Sel. White, seconded by Sel. Renzoni, it was VOTED 4-0 TO RECESS TO EXECUTIVE SESSION AT 8:29 FOR NON-UNION CONTRACT DISCUSSION. ROLL CALL: White: yes; Renzoni: yes; Jumonville: yes; Ferguson: yes.
Adjournment
Motion by Sel. Jumonville, seconded by Sel. White, it was VOTED 4-0 TO ADJOURN THE AUGUST 19, 2009 MEETING AT 8:36PM.
APPROVED: September 8, 2009
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