Monterey Select Board
Minutes of the meeting of 11/9/15
Meeting Opened at: 4:15pm
Select Board Members Present: Scott Jenssen, Chairperson, Kenn Basler and Steve Weisz
Also in attendance for parts of the meeting: Jill Pajka for the Monterey News, Jeremia Pollard, Paul Lisi and Sue Funk
The board met with Town Accountant, Paul Lisi, Town Treasurer, Sue Funk and Town Counsel to review the following:
1. FY15 audit scheduled; Paul doesn’t believe the audit chosen is in our best interest as it isn’t going back far enough and suggests doing a procedural audit to get us into compliance and then a cash audit (Adelson & Company is currently hired for the cash audit). A procedural audit will get true and accurate numbers; really what the town needs is a forensic audit but this can cost around $60,000. The Board inquired why the current contract we have with Adelson can’t be amended to include the procedural audit [the initial proposal did include a procedural audit for $2,000 extra but the Board decided to just have the FY audit done]. Kenn feels that we should do what is best for the town. Counsel reviewed the current contract with Adelson to see if we can
break the contract. Paul will set up a presentation with Scanlon for the Board and Finance Committee.
2. The $90,000 deficit in Chapter 90 in calculating this year’s free cash certification paperwork was discussed. Paul stated that it should have been $120,000 and that this won’t be resolved/reimbursed for some time as it looks like it was an accounting issue.
3. It was asked why the Police Chief salary went over (from the above mentioned calculations); Paul stated that department heads weren’t supplied with regular expense sheets and may not have kept their own spreadsheets to keep track of their budgets.
4. Stabilization fund unaudited balance: $629,159.12
5. Paul inquired who the procurement officer was for the town; the town doesn’t have one [it was voted on 10/30/06 after discussions with the IG’s office & Counsel, that each department would be responsible for their own procurement and that the Procurement Officer appointment would be abolished] which Paul states is a problem. Paul and Town Counsel will review this and the potential invoice issue together.
6. This time next year all the accounts should be organized but it may take 2 – 3 years for the management letter items to catch up.
7. Paul made the Board aware that he and Sue were both hired for 6 hours a week and since hired have been here for 20 hours each week and wanted the Board to know that they will need to start cutting back so as not to interfere with their full time jobs.
Miscellaneous Select Board Items Reviewed:
1. A resident came in interested in becoming more involved in helping townspeople get prepared for emergencies. The Board suggested that he speak with Shawn Tryon and Chief Backhaus. The Board also suggested he check in with the Council on Aging.
2. The Board met with Town Counsel regarding the following:
a. The suggested letter to the Taconic Foundation regarding selling Bally Gally and splitting the profits. Jeremia has reviewed the will and the proposed letter and is concerned about the section that states “…on the condition that it remain in its natural state for recreational and park uses…” and to change it would require town meeting approval and legislative approval. We still may be able to do what Steve is proposing if we received a majority vote from the town to contemplate a scenario different from the will and approval from the legislature. The Board inquired about a change of use for Bally Gally, if that would be legal and he confirmed using it as a school would be acceptable however he wasn’t sure how requesting any state monies for the
change would affect it. The Board all agreed that relieving the town of this asset would allow us to complete the Community Center project at no additional cost to the town is a great benefit. Kenn suggested that we move forward and find out if the Taconic Foundation will assent to the change and have Jeremia go forward with the cy pres hearing; Scott and Steve agreed. Jeremia advised that the sale of Bally Gally and appraisal of the building will have to follow the 30B procedures.
b. Jeremia reviewed the proposed changes made to the Community Center lease renewal; he had no issues with the proposed changes.
c. The Board inquired about the school assessment issue; Jeremia stated that he can not be involved in advising the Board as he is counsel for several towns that make up the district and therefore has a conflict.
3. A letter was signed to be given to the Accountant authorizing the Accountant of the Town to pay the Fireman’s Education/Training monies on a vendor warrant through December 31, 2015. After the letter was given to the Accountant, Kenn explained the situation further and Scott asked that the record reflect that he was unclear about the implications of the letter to the town and the firemen and was uncomfortable with his signature on it and would like it rescinded. It was suggested later in the meeting after learning of the Accountant’s discomfort with this letter that the best solution would be to not pay the fireman for the rest of the year for education and training and then implement it all properly in January. Kenn will follow up with Shawn Tryon and Scott will follow up with Paul.
4. The Accountant has raised concerns about overtime being paid to the highway and police as we do not have any specified accounts set up to pay overtime (with the exception of a separate winter overtime account for the highway). Kenn felt that this was an issue going forward that will need to be discussed and. The Board feels that these accounts should have already been in place by previous position holders and that this is one of the arguments for changing the elected positions to appointed as . It was noted that a separate overtime account may not be necessary for the police as the Chief and Sergeant are both salaried and not eligible for overtime and the part-timers are just that.
5. Steve will work on a draft letter for the Board to review to be sent to Hume with regards to the discussions that took place last week. The Board’s goal is to make sure that everyone is happy and no ones rights are infringed upon in the environment that we have in Monterey. A meeting with members of Hume and the neighbors will be set up. Kenn noted that a meeting with Hume also should be set up to discuss the procedure the highway follows for plowing and how it relates when they have busses that have gotten stuck.
6. The meeting scheduled for tomorrow with the 5 towns of the district and Smitty Pignatelli was discussed; Scott will attend and Steve and Kenn are still deciding whether to attend, a meeting has been posted.
7. Kenn and Shawn have been reworking the specs for the transfer station bid.
8. Paul Lisi, Town Accountant is distressed about several issues, changes that need to be made, and the Board’s support moving forward. (The Board later expressed it’s total support for the new financial team and it’s willingness to implement Paul’s recommendations and advice).
9. Discussion ensued about the liaison system; Scott doesn’t feel that it is working as well as hoped for as information liaisons are receiving isn’t being reported back to the whole Board. Kenn stated this is why a Town Administrator is needed however it was suggested to return to the system that worked previously and have information be given to the Administrative Assistant to send to the Board to be aware of and then discussed at the next meeting; Scott and Steve both felt this was a good solution.
10. Administrative Assistant’s weekly report was reviewed.
11. Police Chief’s weekly report was reviewed.
12. Warrants were signed.
A motion was made and unanimously approved to adjourn the meeting at: 7:05pm
Submitted by:
Melissa Noe, Administrative Assistant
Approved by:
Monterey Select Board
Select Board Members
Minutes Book
Town Clerk
These are attached to the hard copy of the minutes located at town hall.
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