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BOARD OF SELECTMEN
JANUARY 10, 2006
The regular meeting of the Monson Board of Selectmen convened at 7:00 p.m. in the conference room at 110 Main Street. In attendance were Kathleen C. Norbut, Richard E. Guertin and Edward S. Harrison. Also present were the Town Administrator and the media.
The Pledge of Allegiance was recited.
Accept Meeting Minutes:
Mr. Guertin made a motion to accept the meeting minutes of December 13, 2005 – open and executive sessions. Mr. Harrison seconded and it was so VOTED.
Appoint Members – Community Preservation Act Exploration Committee:
Leslie Duthie approached the Board of Selectmen. Ms. Duthie said an article was placed in the newspaper announcing the search for members interested in participating on this newly formed committee. Due to a very good response, Ms. Duthie and Mr. Harrison presented the Board of Selectmen with the names of eleven members they were requesting be appointed. Ms. Duthie stated Dr. Jean Porwoll has experience in conservation as well as in Monson’s clean drinking water; Glenn Garber has experience in conservation as well; Cece Colling is on the Board of Directors for the Keep Homestead Museum and has historical experience; Dennis and Mary Swierad both have historical experience; Steve Slozak is the representative from the Parks & Recreation Commission; Judy White has experience with the elders and the Housing Authority;
Douglas Young has experience in conservation and historical as he is on the Peaked Mt. Property Commission as well as on the Board of Directors for the Keep Homestead Museum; and John Mumford is on the Historical Society. Mr. Harrison said the committee might try to find a representative from the Planning Board as well. Ms. Duthie said this group is very enthusiastic and represents a good cross section of people within the town. Ms. Duthie also stated, Kathy Ross, from the Community Preservation Coalition will be coming to Monson on Thursday, January 19th at 5:00 p.m. This meeting will be held in the Selectmen’s conference room at 110 Main Street. Ms. Ross will give a presentation on CPA, its progress throughout the state and its adoption in some of our neighboring communities. This meeting is open to the public and the public is encouraged to attend to explore any concerns and to voice any objections. Ms. Duthie said this meeting will be very informational
and educational. Mr. Guertin suggested having M-PACT tape the presentation so periodically the tape could be played on our local public access channel as a means to educate the residents on what this program is all about.
Mr. Guertin made a motion to appoint Jean Porwoll, Douglas Young, Glenn Garber, Cece Colling, Dennis Swierad, Mary Swierad, John Mumford, Steve Slozak and Judy White to the Community Preservation Act Exploratory Committee. Mr. Harrison seconded and it was so VOTED.
Financial Components – Departmental Restructuring Discussion:
Town Collector Dot Jenkins, Town Treasurer Betty Sloope and Town Accountant Debi Mahar approached the Board of Selectmen (Kelli Robbins, the Town Assessor is another member of the financial components group and she was not present for this meeting). Ms. Neggers announced Ms. Sloope will be retiring in July 2006. A few months ago, the financial components group began talking about the transition and how to pursue it. The group analyzed and researched various possible structural changes that might be entertained by first the Board of Selectmen and subsequently at Town meeting and the towns’ people, to create a structure that would address some of the deficiencies, without taking away from the strengths. Ms. Neggers stated if the financial departments aren’t operating correctly, nothing else will work afterwards
in the long run, if cash isn’t being generated, taxes aren’t being collected and if financial records aren’t being monitored. Ms. Neggers said Monson has done very well managing the towns’ finances, which are limited. Some of the strong points noted were that the tax rate is always set in a timely fashion, the Collector has maintained a suburb rate of collection, plus the fact the Town Accountant and Town Collector are both very experienced and very familiar with the towns’ finances, which really helps to support all of this. The weakness noted were they realized there isn’t any control oversight, daily oversight or central authority, over the financial operations of the town. Ms. Neggers said municipal finances are becoming increasingly more complicated with each legislature act passed, the reporting mechanisms, DOR being more aggressive, and audits that need to be completed for the private auditor, school construction audit, and several
government audits for the grant programs. The towns’ procurement is weak also and basically operates on a goodwill basis with departments. Large items are handled very well, but there are things that could be done that would be beneficial to the town, such as centralized purchasing, more bulk purchasing and the possible coordination of desktop printers so everyone is using the same ink cartridges, etc. The maintenance of the towns’ financial data on the electronic format is reliable but informal and there isn’t any central coordination with the tax title process. Currently the Treasurer initiates tax title after the properties are turned over to her by the Collector, but there isn’t any monitoring of the acquired properties. The town hasn’t sold any properties as they had previously discussed, and Ms. Neggers said this really needs to happen. There also is the potential liability of taking the property, as sometimes this could result in a greater
amount then any value the town might get from taxes or from resale.
Mr. Guertin explained the towns’ current structure and showed a chart depicting it. Ms. Neggers explained the options considered. There was the option of creating a combined Collector/Treasurer position, as many towns have pursued this option. This would trend toward a more central oversight, but would not provide the single entity that would be doing the daily oversight. Another option looked at, would be to create a manageable finance department. Ms. Neggers said there are many ways to create a manageable finance department, either through just accepting the statute or by filing for a special act. Ms. Neggers said she has researched this quite a bit, both with other towns and with the MMA, and she is encouraging the Town of Monson to consider this option. This would create the position of a Finance Director,
and is usually combined with one of the other statutory positions, i.e. with the Town Accountant or with the Town Collector/Treasurer. This position cannot be combined with the Assessor. The Finance Director reports to the Town Manager or Town Administrator and is administratively responsible for the finance department managers. Many of the tasks outlined in the information on the website www.mass.gov which Ms. Neggers visited, she said are already being performed by the Town Accountant on a more informal basis. The responsibilities of a Financial Director can include whatever the municipality determines is appropriate. The creation of a municipal finance department would have some budgetary impacts, primarily if the Board of Selectmen were to choose to pursue a Finance Director/Town Accountant. The biggest part of this would be in bringing the Town Accountant to a full-time position and the adjustment in the grade on the
management salary grid due to the additional responsibilities. Any changes would require going to a Town meeting. Mr. Guertin explained the charts to the listening audience and said, after reviewing it ahead of time and talking about it, he strongly supports the formation of creating a manageable finance department. Mr. Harrison said he agrees the town needs to assure the continuity of the operation for future years and also agreed with the option of creating a manageable finance department. Ms. Neggers added the role of the Finance Committee won’t really change. The Board of Assessors will still be needed, but not for the daily oversight of the office, office staff and office function. Ms. Neggers said by adding a financial department, it really changes very little of the functions currently being performed, it just provides the daily oversight.
Ms. Norbut thanked Ms. Jenkins, Ms. Mahar and Ms. Sloope for their services and wished Ms. Sloope the best as she moves on.
Mr. Guertin made a motion to ask the financial components group to move ahead with the option of creating a manageable finance department based on the presentation made tonight. Mr. Harrison seconded and it was so VOTED.
Approve Snow and Ice Deficit Spending Authorization:
Ms. Neggers said the Finance Committee last night approved $100,000.00 in snow and ice deficit spending.
Mr. Harrison made a motion to authorize the Highway Department to deficit spend an additional $100,000.00 for snow and ice removal. Mr. Guertin seconded and it was so VOTED.
Receipt of Request for Determination – Right of First Refusal – Weldon/Waid Road:
Ms. Norbut said the Board of Selectmen had received a letter from Mr. and Mrs. Blanchette and read the letter into the record. Ms. Neggers said this is the Board of Selectmen’s first receipt for this request and that the Board of Selectmen are now waiting for a response from the Planning Board and a signature from the Conservation Commission prior to acting upon it. Ms. Neggers said the Board of Selectmen are still awaiting word from the Conservation Commission and Planning Board on the Nichols property on Cote Road as well.
Correspondence was read and completed.
At 8:27 p.m., Mr. Guertin made a motion to adjourn from open session to go into executive session for the purpose of discussing collective bargaining (AFSCME; IBPO) and pending litigation, not to return to open session. Mr. Harrison seconded and it was so VOTED.
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Edward S. Harrison, Clerk
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