BOARD OF SELECTMEN
TUESDAY, FEBRUARY 9, 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 E. 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 January 26, 2010 – open and executive sessions. Mr. Goodrich seconded and it was so VOTED.
Discussion – Home for the Aged People, Inc. Lease of Senior Center to the Town:
Mr. Guertin explained, several meetings ago David Haley, President of the Home for the Aged People, Inc., met with the Board of Selectmen to discuss the financial trust fund they have, and concerns regarding expenses associated with the Senior Center which are depleting the funds at a more rapid pace than they are able to earn money, therefore depleting the principal. The Home for Aged People did some projections and the concern was that by a certain date they might not have any funds left and felt they had to do something now. The Board of Selectmen received a letter on behalf of the Monson Home for the Aged explaining there is a lease arrangement that is entered into each year, and up to this point the Home for the Aged have been paying the utility expenses which have been included in the lease, spending in excess of
$40,000 a year and feel they now have to cut back.
It was explained tonight the Home for the Aged People, Inc. are looking to cut back on $18, 000 to $20,000 in expenses relating to electricity, heating and lawn care, and are asking the town to pick up those expenses. Mr. Guertin noted this comes at an obvious unfortunate time as there are concerns for not only this year’s budget but also next year’s budget with the town receiving cuts in local aid from the State. Mr. Guertin explained he looked at this ahead of time to try to come up with a solution but didn’t know just how many meals the Senior Center serves over the course of a year or how much is being charged for the meals; but wondered if possibly an extra dollar or two could be charged to off-set some of the utility costs.
Mr. Harrison noted if the town did take this expense on, he wasn’t sure where the money would come from. Mr. Harrison asked the new Senior Center Director, Lori Stacy who was in the audience, to take a look at the budget and try to think of creative ways they might be able to assist in raising some of the revenue to compensate for the $18,000.00. Mr. Harrison suggested along with the possibility of raising costs of meals, perhaps the Senior Citizens Club which makes a donation each year through fund raisers, be asked to help with this short fall, and just felt all possibilities needed to be examined prior to making any decisions on a course of action.
Mr. Goodrich stated he feels the Monson Home for Aged People have been very generous over the years to the Senior Center and noted no money is being paid back to the Home for the Aged, this is a lease agreement instead where the Town and the Senior Center benefit. Mr. Goodrich wondered what would happen to the building, which is owned by the Home for the Aged if the Senior Center weren’t utilizing it, and also wondered if there were opportunities for the Senior Center to get people to donate lawn care and snow removal services if perhaps a sign were placed out front advertising these services were donated by these people. Mr. Goodrich suggested the Senior Center might also possibly close on certain days or reduce the hours of operation in order to cut down on the costs of electricity and heat being used as a way of
coming up with the $18,000 needed.
Mr. Guertin felt the question asking what the Home for the Aged would do with the building if the Senior Center wasn’t using it was not relevant since the Senior Center is using it rent free given we are trying to find money to pay the utilities, where would the Senior Center find money to rent another building.
Mr. Harrison felt there could be subsequent donations to the Home for Aged People in the future, because it is 501C3 tax exempt where people would get a tax deduction for their contributions.
Mr. Guertin asked Ms. Stacy if she would go back and look at the budget, curtailing some of the services to see if there might possibly be a way to save some money to come up with any portion of the $18,000 needed, and then come back before the Board of Selectmen with a list of what she has come up with so the town could possibly try to find a way, jointly, to fund the $18,000 needed, as he felt this is a reasonable request coming from the Monson Home for the Aged People, Inc.
Ms. Stacy said she has already worked on the budget and has managed to reduce the salaries by $23,000 from last year through a variety of ways, therefore she said she has found a way to at least support a portion of the utilities. Mr. Guertin asked if this meant she found a way to cover the full $18,000 and Ms. Stacy replied yes. Mr. Guertin asked Ms. Stacy if these savings were only for one year or if it would be an on-going basis. Ms. Stacy replied it would be on-going. Ms. Neggers noted the money was found by hiring a new director at fewer hours and at a lower salary step which resulted in a significant savings, as well as a reduction in hours already established this year and the elimination of Ms. Stacy’s previous position, as well as paying salaries through grant funding vs. town funding. It was noted from a
town perspective the utility expenses are covered as long as the town is able to fund the budget submitted. Ms. Stacy stated the Senior Center is also eliminating food stamps, fuel assistance and Mass. Health for everyone under the age of 60 effective the end of April.
Presentation – Maintenance Department Investigation Results:
In the audience were Cemetery Commissioners, Parks and Recreation Commissioners and Parks and Recreation Director Tim Pascale.
Ms. Neggers gave a PowerPoint presentation, as attached, explaining the draft of a Maintenance Department Investigation. Ms. Neggers explained this is something that has been discussed on and off for a number of years, and noted this is a preliminary report.
It was reiterated, on November 4, 2009, the Board of Selectmen voted to investigate the creation of a Maintenance Department as a way to reduce budgets. Ms. Neggers said she met with Finance Director Deborah Mahar, Parks and Recreation Director Tim Pascal, Cemetery Superintendent Paul Lovell; the School Department was included in some of the discussions regarding the grounds at the schools. Ms. Neggers noted this creation is mission driven and not budget driven.
The current Cemetery, Parks and Recreation and Water/Sewer grounds maintenance schedules were identified, showing just how often they are mowed and tended to. A draft budget was created along with draft job descriptions and Ms. Neggers explained the additional maintenance responsibilities. The presentation showed the current structure, the proposed structure and the transition year. Under the proposed structure there would still be a need for a Pool Director, Recreation Director/Coordinator and a Recreation Commission; along with seasonal employees, a building custodian, building grounds laborer (s), a buildings and grounds working foreman, and a Buildings and Grounds Supervisor. Mr. Guertin wondered what the difference is between a Buildings and Grounds Supervisor and a Building and Grounds Working Foreman and wondered
if there were an extra position here. Ms. Neggers replied the Supervisor would be determining the overall direction of work, what needs to be done along with planning for next year’s projects, etc., while the working foreman has direct supervision in the field over the employees. Ms. Neggers noted this is just a draft of the preliminary report, and it could be modified.
A discussion ensued over the chain of command as proposed in the structure of the transitional year. Mr. Guertin explained under the current organizational structure of the town, there are appointed department head positions who report to the Board of Selectmen and elected positions in existence who don’t, and noted the only person the Town Administrator has reporting to her is the clerk in the Selectmen’s office. Ms. Neggers noted the Finance Director also reports to her under the Municipal Finance Bylaw on a day to day basis, as she is between the Finance Director and the Board of Selectmen. Mr. Guertin noted he wasn’t aware of that and said he initially wondered why the Maintenance Department would be reporting to the Town Administrator and not directly to the Board of Selectmen. Mr. Guertin said he
wasn’t aware the Finance Director reported to the Town Administrator, but instead assumed the Finance Director collaborated with the Town Administrator, as the Town Administrator represents the Selectmen on a day in and a day out basis, but thought the Finance Director “reported” to the Board of Selectmen. Ms. Mahar explained she feels as though the Town Administrator is the liaison for the Board of Selectmen and she reports to her on a day to day basis, and if any votes are needed she goes to the Board of Selectmen. Mr. Guertin explained a Town Manager would have everyone report to them as there aren’t any Selectmen. Mr. Harrison explained if one or all three of the Selectmen were on site everyday, he felt then the Finance Director, or any of the other departments, would go to them, but felt since the Selectmen aren’t on site everyday they go through the Town Administrator, who he said personally is his chief interface to the town offices as he feels
she is the consolidator of information.
Ms. Neggers noted the Selectmen’s Secretary is performing all of the clerical duties for the Cemetery Department and works closely with the Cemetery Superintendent. Ms. Neggers added the level of cooperation is very solid amongst departments and everyone is working together; noting a couple weeks ago the Highway Department dug a grave for the Cemetery Department because of snow, while the Water/Sewer Department assisted the custodian with a leak in the heating system at Memorial Hall and the Cemetery Department came to shovel the sidewalks at the Town Office Building because the custodian was working on the leak. Mr. Goodrich said he liked the DPW structure and felt this is what the ultimate goal should be as this makes the most sense to him.
The preliminary numbers for the total salary is currently $212,753, and after consolidation it would drop down to $198,858. The total current expenses are $47,909, and after consolidation would rise slightly to $48,604, due to an increase in the maintenance of the school grounds. The overall total is currently $260,662 vs. $247,462 after consolidation. Ms. Neggers stressed these are preliminary numbers put together based on one model. Many, many questions remain Ms. Neggers added, such as where the department and the work area would be located. Ms. Neggers noted the money saved is at the expense of the Recreation Department, as you would be eliminating the full-time director’s position.
The impact on recreational programs is anticipated to be significant, unless the town was to fund Recreation, and part-time or full-time staff could be funded properly, which is hoped for at some point as the recreation programs are very important to the community. Ms. Neggers explained there are concerns with going forward and everyone is committed to the jobs they are elected to do. The Parks and Recreation Commissioners and department, have a few more concerns due to the number of programs and the volumes of people involved with the sports, making it more challenging and demanding. In the winter the staff shifts to work inside mostly with basketball programs, and this would have to still be addressed.
Mr. Goodrich wondered if it would be possible to have a department such as this, with a calendar similar to a school calendar where the job description would have the employees working from March to November. Ms. Neggers said they would only be allowed to work for 16 weeks, anything over that would be eligible for unemployment. Mr. Goodrich said he was thinking more in terms as a full-time employee such as a teacher who works from September to June. Ms. Neggers replied there are year round duties that would still need to be maintained such as burials, snow removal, building maintenance, etc. Mr. Goodrich wondered if possibly figures should be sought from outside contractors on the maintenance for the grounds as a possible savings in benefits, health care, pensions and unemployment costs. Ms. Neggers agreed this was an
option that could be explored. Mr. Guertin added possibly the maintenance department could do some painting and inside work during the winter months, similar to what the Town of Belchertown is doing.
Mr. Guertin thanked everyone for coming in and providing their ideas.
Correspondence was read and completed.
In Other Business to Come Before the Board of Selectmen:
Mr. Guertin reminded the listening audience there are still positions up for re-election in April that no one has taken any papers out for, and said anyone interested should see the Town Clerk.
At 8:40 p.m., Mr. Harrison made a motion to adjourn from open session to go into executive session for the purpose of a non-union personnel bargaining strategy discussion, not to return to open session. Mr. Goodrich seconded and it was so VOTED.
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John F. Goodrich II, Clerk
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