BOARD OF SELECTMEN
TUESDAY, JANUARY 12, 2010
The regular meeting of the Board of Selectmen convened at 7:00 p.m. in the Conference Room at 110 Main Street. In attendance were Richard E. Guertin, Edward S. Harrison and John F. Goodrich II. Also present were Town Administrator Gretchen Neggers, and the Media.
The Pledge of Allegiance was recited.
Acceptance of Meeting Minutes:
Mr. Harrison made a motion to accept the meeting minutes of December 22, 2009 – open and executive sessions and January 4, 2010 – executive session. Mr. Goodrich seconded and it was so VOTED.
Fiscal 2009 Audit – Exit Interview – Powers & Sullivan:
Richard Sullivan, a partner of Powers & Sullivan, approached the Board of Selectmen. Mr. Sullivan explained the audit which was completed by his firm for the Town of Monson’s fiscal year ending on June 30, 2009.
Mr. Sullivan briefly walked the Board through some of the financial reports the town had been issued as a result of the audits. The reports explained were the financial statements, the federal awards report and the management letter.
Mr. Sullivan explained there are two unique things in the financial statements that haven’t appeared in prior years. This is the first time a liability or the calculation of a liability has been presented in the town’s financial statements and is reflected on page 11 and in some of the notes in the booklets the Board of Selectmen had been given earlier. Mr. Sullivan explained this is the liability of the town, if the town were to begin setting aside funds for the future accumulation of benefits to pay all the retirees of the town health insurance benefits. The estimated liability for Fiscal 2009 was just a little over $2 million. Mr. Sullivan went over page 52 and explained in order for the town to meet its current and future obligations of the retirees, both already retired as well as those who will retire in
the future, the total liability is a little over $27 million. This will cover all of the town’s retired employees including the schools. GASB 45 says the town should have a schedule of about thirty years paying into a trust to accumulate $27 million. Of the funds that go in, some money will go out to cover the cost of the employees currently retired; the rest is invested over time to hopefully get the town to the $27.4 million. The $2 million liability on the books right now is the portion that should be set aside for that accumulated savings, if the town didn’t already set this aside.
Mr. Sullivan noted the town’s assets exceeded liabilities by $62.1 million at the close of Fiscal 2009, a decrease of $1.4 million from the prior year. The net assets were $58.8 million, reflecting investments in capital assets such as land, buildings, infrastructure, etc., these are funds used to provide services to citizens, but are not available for future spending. Mr. Sullivan explained an additional portion of the town’s net assets totaling $174,000 represents resources that are subject to external restrictions on how they may be used. The remaining balance, which is the unrestricted net assets totaling $3.1 million may be used to meet the government’s ongoing obligations to citizens and creditors.
Mr. Sullivan stated at the end of the current fiscal year, Monson was able to report positive balances in all three categories of net assets, for both the town as a whole and for its separate governmental and business type activities, as was the same for the prior fiscal year.
Mr. Sullivan noted audits were conducted by his firm on the financial statements of governmental activities, business type activities, each major fund, and the aggregate remaining fund information, as of and for the year ending June 30, 2009.
Mr. Sullivan stated over all, the report shows there are no deficiencies or weaknesses and he considers this to be a pretty decent report.
Award Engineering/Design Services Contract – ARRA Project – Park Avenue:
Highway Surveyor John Morrell, Water/Sewer Superintendent Craig Jalbert and Paul Bracciotti of the Pioneer Valley Planning Commission approached the Board of Selectmen. Mr. Bracciotti explained this procurement, by the Pioneer Valley Planning Commission under contract of the town, is for engineering services for the Park Avenue infrastructure project that was funded with stimulus funds. Step one was the procurement of engineering services, and thirty-two firms requested proposals. The firms were told they couldn’t file proposals unless they attended a site meeting, which involved walking the area with Mr. Morrell and Mr. Jalbert and answering any questions they might have. Twelve firms attended the site meeting and eleven firms submitted proposals for the project. A rating of 1 – 11 was done on each of the
proposals received based on what was submitted, followed by the price proposals being opened.
Based on the rating, special experience, and comments, the result was that Tata and Howard were narrowed down to be the unanimous top choice. Jim Mazik, the Procurement Officer for this project, concurred with Mr. Bracciotti’s report. Mr. Bracciotti was therefore recommending awarding the project to Tata & Howard. Mr. Morrell and Mr. Jalbert agreed with the decision which was reached as a committee.
Mr. Harrison made a motion to award the contract for the engineering services for the Park Avenue infrastructure project to Tata & Howard of Marlboro, Mass. Mr. Goodrich seconded and it was so VOTED.
Proposal for Renewable Energy Grant Presentation:
Monica Morin approached the Board of Selectmen. Ms. Morin explained she is starting a Gold award project in Girl Scouts. Ms. Morin explained she would like do a project on how to become more energy efficient, and become a “greener community”. Ms. Morin noted Ms. Neggers had spoken with her regarding a grant available for $2,066 to go towards renewable energy, which she would like to utilize for obtaining educational books for the library and public outreach materials in to hold lectures at Norcross Wildlife Sanctuary, the library or at the Senior Center.
Ms. Neggers added the funds are currently being held by the Mass. Technology Collaborative. The funds have been gathered over time by residents who opted to purchase green electricity, where some of the funds paid have been held in this reserve over a number of years.
This grant requires the endorsement of the Selectmen and the deadline for submitting a project is this Friday, January 15, 2010. Ms. Neggers explained this is a great opportunity for the educational program to move forward.
Mr. Harrison made a motion to approve Monica Morin’s proposal to educate the citizens of Monson regarding clean energy, and to allow her to use the $2,066 to purchase educational materials. Mr. Goodrich seconded and it was so VOTED.
Joint Meeting with Monson Housing Authority to Fill Vacancy (7:30 p.m.):
Bill Emerson and Robert Presho approached the Board of Selectmen hoping to appoint a new member on the committee and to try to get another member to join as well. This is a five member Board and it was explained the Board meets for approximately an hour on the 3rd Tuesday of each month. Mr. Presho and Mr. Emerson were also in attendance at this meeting to seek the appointment of Hope Bodwell who is interested in serving on the Monson Housing Authority and plans on running for the position in the April elections. There are two positions open on the Housing Authority Board, one is a one-year term and the other is a five-year term.
A roll call vote was taken as follows to appoint Hope Bodwell to the Monson Housing Authority effective immediately to the April election:
Mr. Presho – aye
Mr. Emerson – aye
Mr. Harrison – aye
Mr. Guertin – aye
Mr. Goodrich - aye
Request for Town to Exercise Right of First Refusal – Lot 1/66, Butler Road, Brian Stimson and Annette P. Berube:
Ms. Neggers explained a letter had been received from an Attorney requesting a right of first refusal on a portion of property under Chapter 61A, known as Lot 1/66 Butler Road, which is being transferred within the family that the town does not wish to purchase.
Mr. Harrison made a motion to exercise the right of first refusal on the portion of property known as Lot 1/66 Butler Road. Mr. Goodrich seconded and it was so VOTED.
Appoint Part-Time Police Officer:
Chief Kozloski and Ross Kuchyt approached the Board of Selectmen. Chief Kozloski explained Officer Kuchyt has completed his in-house training and requests he now be appointed as a part-time police officer.
Mr. Harrison made a motion to appoint Ross Kuchyt as a part-time police officer in the Town of Monson. Mr. Goodrich seconded and it was so VOTED.
Mr. Goodrich made a motion to re-appoint the following part-time Reserve Police Officers:
Douglas Beachell, Thadius Carter, Kenneth Janeczek, Peter Nothe, Adam Szymanski, David Rondeau, Daniel Ryan, Thomas Clark, Jr., and Michael Barone effective immediately through June 30, 2010. Mr. Harrison seconded and it was so VOTED.
Discusson On Appointing Interim Council On Aging Director:
Mary Ann Brazas Chairwoman and Joan Simmons Vice-Chairwoman for the Council On Aging, approached the Board of Selectmen. Ms. Brazas and Ms. Simmons requested the appointment of the Administrative Assistant Mona St. John, as the Interim Director for the Senior Center until a new Director is hired and asked that her hours be increased by five hours a week to handle the demands, retroactive to January 4, 2010, at which time Ms. St. John assumed many of the additional duties in Ms. White’s absence due to her retirement. Ms. Brazas added Ms. St. John has been overseeing the payroll, grants, budget and both the paid and volunteer staff for the last month.
Ms. Brazas noted Ms. St. John earns $16.26 per hour and an additional five hours per week would be an additional $81.30.
The Council On Aging Director Search Committee is hoping to have the Board of Selectmen appoint a new director at the Selectmen’s next meeting scheduled for January 26th, and have the new director begin sometime between February 4th and March 1st. Six candidates were interviewed last week and three finalists will be named next week, narrowing it down to one finalist to be recommended for the appointment.
Ms. Brazas and Ms. Simmons were directed to approach the Finance Committee to find out about the funding, which will be needed for the additional hours they have requested for Ms. St. John as it is an unexpected expense.
Ms. Neggers said it is important to have a contact person and someone who is in charge at the Senior Center, and added Ms. St. John has really stepped up to the plate and is working very hard.
Mr. Harrison made a motion to appoint Mona St. John as the Interim Director for the Senior Center effective January 4, 2010 until such time a new permanent Director is appointed with the additional five hours. Mr. Goodrich seconded and it was so VOTED.
In Other Business to Come Before the Board of Selectmen:
- Mr. Guertin reminded the listening public of the up-coming elections on January 19th and in April. Mr. Guertin explained next week the polls will be open from 7:00 a.m. to 8:00 p.m. to elect a new Senator. On April 5th residents will be voting on numerous positions in Town up for re-election. Anyone interested has until February 11th to take out nomination papers, which can be picked up in the Town Clerk’s Office.
Correspondence was read and completed.
At 8:00 p.m., Mr. Goodrich made a motion to adjourn from open session to go into executive session for non-union contractual and collective bargaining discussions, not to return to open session. Mr. Harrison seconded and it was so VOTED.
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John F. Goodrich, II Clerk
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