Town of Sturbridge

Finance Committee

Meeting Minutes

February 26, 2009

Sturbridge Senior Center

7:00 P.M.

Meeting was called to order at  7:09 pm with the following members present: Kevin Smith (KS), Larry Morrison (LM), Mike Serio (MS), Mary Redetzke MR),  Mary Dowling (MD), Bob Williams (BW), Virginia Stallone (VS) and Patricia Affenito (PA).

Motion to approve Budget line #11141-51120: Town Moderator, as written at $100, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11231-51120: Town Administrator- Department Head Salary, as written at $114,737, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11231-51130: Town Administrator-Salaries/Wages, as written at $34,220, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11232-52000 through #11232-58000: Town Administrator- Expenses, as written at $19,675, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11232-51170: Town Administrator-Merit Based Incentive, as written at $17,320, made by MR, seconded by VS, so moved 8-0-0.

Town Accountant

MR to followup on Accounting File Clerk position:

Ÿ         Was it in the FY09 Finance Director Dept?

Ÿ         Was it a new position in FY09?

Ÿ         If it is supervised by the Accountant, should it be moved to that department, rather than Finance Director?

Motion to approve Budget line #11352-52000 through #11352-57000: Town Accountant- Expenses, as written at $31,305, made by MR, seconded by VS, so moved 8-0-0.

7:30pm - 8:15pm: Mark Hemingway and Lisa Noonan, House Manager and President, respectively, of the Sturbridge Nursery School

The School has averages approx. $4000/year in maintenance.

Article 23 on ATM requests $2,300 for Roof repair, $750 for Carpenter Ant Treatment and $9,750 for front entry rebuild.

Estimates submitted for roof repair and ant treatment by contractors; estimate submitted for front entry rebuild by Mark Hemingway.

Front entry has no structural support from the ant damage. This is a serious safety issue.

There is suspected significant front wall damage to the corner of the building from the carpenter ants.

There is suspected roof beam damage from the ants as well.

Ant damage was found in fall 2007; however, no ant treatment has been done.

Structural sill plate was replaced about 10 years ago.

School Officers reviewed options including the entryway and overhang completely but determined it a safety hazard because there is needed protection from falling roof slates.

The building is not regularly inspected for maintenance; however, it is for fire and safety (Board of Health and Fire Inspection)

Mr. Hemingway believes that the front entry rebuild estimate will not be affected by any further damage found or repairs done to the attached front wall.  If any wall repairs are made, the new entry will not be removed nor redone.

There are approx. 40 students per year a the school and pay approx. $200/month based on a 3 day week.

Hold on vote until the correct dollar amount is amended by the BOS.

8:15pm Board of Assessors: Marita Tasse, Tom Chamberlain, John Lefleche

Ÿ         Principal Assessor is the new position and the job description has been finalized.

Ÿ         They believe that the Visions software allows for inhouse analysis of residential valuations meeting the requirements of the State.

Ÿ         CIP would continue to be outsourced.

Ÿ         The position will be funded and staffed for FY2010; however, savings will not be realized until FY2011.

Ÿ         In other towns, there are Assessors departments with inhouse residential valuations done.  These towns also have 1 -2 full time clerks.

Ÿ         This position requires time out of the office conducting site visits; therefore, Sturbridge will request a pt clerk to man the office.  During other times, the office may be closed.  Changes will be made as to how information may be obtained through more self help venues: website updates, accessibility to the plot book, forms outside the door.  A desired increase in technology will allow data to be entered onsite by the Principal Assessor.

Ÿ         Goal-> better consistency of work and valuations, more standardized cost by reducing outsourcing contracts, net/net savings

Ÿ         Board believes this change will greatly improve the efficiency and consistency of the office.

Also…Articles 24,25 and 26 on ATM are creating ‘open space’ assessments:

Ÿ         A property owner must apply to change the property to ‘open space’

Ÿ         If a property owner has their property classified as ‘open space’ and they wish to sell, the town has 1st right of refusal.

Ÿ         Open space assessments only have monetary value as long as commercial tax rates are higher than residential and open space (open space and residential are taxed the same).

Ÿ         If a property owner reclassifies the property out of ‘open space’, they are responsible for retroactive taxes at the new classification rate.

Ÿ         How much is the cost impact to the Town?   BOA will followup.

Ÿ         Recreational land has a minimum of 5 acre requirement.

Ÿ         Golf Courses are already considered recreational land and not commercial (taxed lower because lower value).

Ÿ         Any current parcels that may apply for the open space are already Chapter 61 parcels and have lower valuations.

9:10pm  Town Clerk

Personnel Committee agreed with their FY09 decision.

Issue: Did they grade it as a Assistant Town Clerk or a Town Clerk Assistant when it was graded a 4? Or did they grade the position after a thorough analysis and FinCom disagreed?

Some members believe the Personnel Committee misunderstood the FinCom request last year.

Bring in Personnel Committee discuss the issue on 3/5.

An Assistant Town Clerk would be appointed by the Town Clerk.

The Town Clerk would appointed an Assistant Town Clerk for part time only if promised that it would become full time as soon as possible.

Motion to approve Budget line #11611-51120: Town Clerk- Department Head Salary, as written at $59,914, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11612-52000 through #11612-57000: Town Clerk- Expenses, as written at $1930, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11451-51120: Finance Director- Department Head Salary, as written at $73,159, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11452-52000 through #11452-57000: Finance Director- Expenses, as written at $43,346, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11621-51100 through #11622-54000: Elections & Registration, as written at $14,161, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11932-52000 through #11932-54000: Town Hall, as written at $25,755, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11942-52000 through #11942-54000: Center School, as written at $150, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11985-52000: 8 Brookfield Road, as written at $500, made by MR, seconded by VS, so moved 8-0-0.   There was a new 5 year lease signed.  FY08 rent was $19,800.

Motion to approve Budget line #17102-59185 through #17102-59189: Debt Service Principal, as written at $178,000, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #17502-59185 through #17502-59189: Debt Service Interest, as written at $43,000, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #19102-51750 through #19102-57800: Unclassified (excluding Group Insurance), as written, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #19152-52310 through #19152-52325: Central Purchasing, as written at $234,587, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve Budget line #11411-51100 through #11412-57000: Board of Assessors, as written at $108,962, made by MS, seconded by MR, so moved 8-0-0.  FinCom understands that these salaries will change in FY10 by a Special Town Meeting.

Motion to approve ATM Article #1: Town Reports, as written, made by BW, seconded by MS, so moved 8-0-0.

Motion to approve ATM Article #2: Community Preservation Committee Report, as written, made by MS, seconded by BW, so moved 8-0-0.

Motion to approve ATM Article #4: Town Budget, as written, made by MS, seconded by MR, so moved 8-0-0.

Motion to approve ATM Article #5:  Water Department, as written, made by MS, seconded by BW, so moved 8-0-0.

Motion to approve ATM Article #6: Sewer Department, as written, made by MS, seconded by BW, so moved 8-0-0.

Motion to approve ATM Article #7: Sewer Project Debt, as written, made by MS, seconded by BW, so moved 8-0-0.

Motion to approve ATM Article #8: Community Preservation Debt Service, as written, made by MS, seconded by MR, so moved 8-0-0.

Motion to approve ATM Article #9: Zoning Bylaws- Chapter 16: Groundwater Protection District, as written, made by MR, seconded by VS, so moved 8-0-0.

Motion to approve ATM Article #11:  Zoning Bylaws: Flood Plain District, as written, made by MR, seconded by VS, so moved 8-0-0.

Reminder that the BOS and the Planning Board will attend the 3/10 meeting.

Meeting adjourned at 10:35pm.

Respectfully submitted,

Patricia Affenito