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Meeting Minutes
Minutes Accepted and filed with the Town Clerk on 2/17/2015 by a vote of 5-0
7:00 p.m. – February 3, 2015
Sutton Town Hall, Selectmen’s Meeting Room
Members in Attendance:
Chairman Kenneth Stuart, Vice Chair David Hall, Selectmen Mike Chizy, John Hebert and Paul Maynard
Town Administrator James Smith & Debbie Jacques, secretary
Chairman Stuart calls the meeting to order at 7:00pm followed by the Pledge of Allegiance
Public Forum: no comments
Vice-Chair Hall motions to accept minutes from the January 20, 2015 BOS meeting, Selectman Maynard 2nds passes 4-0-1
(Selectman Hebert abstains-absent for 1/20/15 meeting)
Vice-Chair Hall motions to accept as presented to be released at a later date minutes from the Executive Session meeting held on January 20, 2015, Selectman Maynard 2nds passes 4-0-1 (Selectman Hebert abstains-absent for 1/20/15 meeting)
State Representative Joe McKenna is here to formally introduce himself to the BOS. Prior to his move to State Rep he was the Chief of Staff for State Rep. Peter Durant. Rep. McKenna gives a brief update on Gov. Baker’s budget shortfall, possible federal reimbursement on last week’s blizzard, the recent release of additional Chapter 90 funds (Suttons increase is $221,000.), he also states the state budget will be later this year due to the new governor. Rep McKenna is going to look into the sidewalk from the school to the proposed athletic field which was in a bond bill. His contact information is: joseph.mckenna@mahouse.cov/ 617-722-2800 ext. 6307. Selectman Chizy offers his congratulations and asks for him to check in to unfunded mandates by the state that schools have to deal with, Selectman Hebert says he ran a very positive campaign, you deserve the position. Vice-Chair Hall thanks Rep McKenna for taking the time to come by and meet and asks for him to continue to advocate for local aid which has
decreased over the years and continues to be a burden. Dave also asks for him to look in to the Special Ed. Funding as it continues to put a strain on local budgets. Selectman Maynard spoke to Mr. McKenna when he was campaigning but offers his congratulations. Chairman Stuart says in regards to Chapter 70 Funding, it is important to increase; we have a new school we do not want to have to cut teachers or reduce programs due to funding. Rep McKenna states that newly elected Gov. Baker has said public education is priority he understands the inequities for towns when children choose charter or regional schools. The BOS all thank Rep. McKenna for attending the meeting.
Melanson & Heath FY14 Audit presentation: present is Alan Goodwin and Town Accountant Tim Harrison. Alan says this will be a quick overview; most importantly the audit went very well. The books and records are in good working order with no significant audit entries. This was a clean unqualified audit. Alan reviews the long term balance sheet which shows the OPEB liability, the Fund Balances and the Revenues and Expenditures. He then goes into the Management letter which discusses recommendations by the Auditing Firm. The recommendations include the previous year recommendations of Formal Dept. Receipt Policies & Procedures, and following through on the Student Activity Fund accounts. This year’s recommendations included reconciling Tax Receivables on a quarterly basis and improve controls over
Collector’s accounts. These last 2 issues are due to the turnover of staff in the Treasurer/Collectors office during FY14 which created a backlog of work. Tim Harrison says the financial staff did a great job. Tim commends Alan and his staff for a job well executed and the financial team for being prepared. This was a fairly quick audit. Selectman Chizy congratulates Tim Harrison and TA Smith for having a great financial team. Selectman Hebert likes the positive correspondence between the Auditors and the town’s financial team. Vice-Chair Hall states that an audit is confirmation of what we think we have. We have a competent financial team. Selectman Maynard asks Tim Harrison how this audit helps him do his job, Tim replies that an audit confirms that he has not missed anything when closing the books, it ensures grants are done, classifications are correct. It verifies that the cash is there. TA Smith says this audit shows we take OPEB serious; our financial team
is steady and consistent. Chairman Stuart thanks Alan for a very comprehensive audit. Ken does ask for Tim to speak to the school in regards to the Student Activity Fund recommendations as it has been mentioned in the last few audits. TA Smith questions the timesheet issue that was noted where a Dept. Head approved their own voucher. Alan states you just have to have an additional person sign off. TA Smith says they should be tracking their personal and vacation time as well, this was a prudent observation.
MIT Cycling Road Race request: Present is Sam Nicaise, Bean Pot race chair person. TA Smith informs the BOS that police and fire have been contacted and are all set. Sam says the date of the event is March 28th between the hours of 8-5pm. The school parking lot, cafeteria and lobby have already been reserved for this event. There will be 2 separate races, the 1st is 8-10am and the 2nd is 10-5pm. Sam says they do not anticipate road closings but there will be some roads with traffic limited to one direction. He goes over the route. Selectman Chizy has no issues as long as the Police are all set. Selectman Hebert has no questions but as the previous Police Chief he has concerns for those on Uxbridge road traveling at high speeds if they encounter cars. Sam states there will be
road marshals on that road but that part of the race will only see individual riders not groups of them. Vice-Chair Hall asks if there have been complaints in the past. TA Smith replied we have had a few calls, one down on Lackey Road as he was unable to get out of his driveway. The biggest issues took place a few years ago when the race was on Easter Sunday. This created issues with families and guests. Vice-Chair Hall is in support of this but says do as much as you can to assist the residents. Send post cards to give specific information. The road marshals should be friendly liaisons between the drivers and the bicyclists. Selectman Maynard verifies there will be Police details and asks if the school is rented. Sam replied yes, Paul goes on to say the marshals should respect the motorists. Chairman Stuart says this is a wonderful race; he does ask for clarification of the route and asks if the town can use the potable sign board to let residents know what is going on. Ken also
asks if there is anything they can do for the food pantry. Sam responds that they are looking into a split pot and food drive. Selectman Hall motions to approve the MIT Cycling Bean pot Race to be held on March 28, 2015 between the hours of 8am to 5pm with detail Police Officers & EMS, road signage in place and a copy of the Insurance rider is on file in the Town Administrators office, if the date changes the Town of Sutton needs notification, Selectman Maynard 2nds passes 5-0
Request to overspend Snow & Ice budget FY15: TA smith states that per MGL ch 44 sec. 31D the BOS can vote to overspend the appropriation for snow and ice. The last 2 storms have pushed the budget and we are anticipating overspending that account. The Finance Committee will vote on this at their meeting to be held on Feb 11th. The BOS all agree that Matt and the Highway Dept. did a good job with the snow plowing, they worked a tremendous amount of hours. Tim Harrison approaches the BOS to say how he was impressed with Donna Wood and Cheryl Rawinski for opening the shelter at the Town Hall for the Blizzard. They fed the Highway, Police and Fire Depts. while they were working during the blizzard. Selectman Maynard motions to authorize the overspending of the Snow & Ice budget FY15, Selectman
Hebert 2nds passes 5-0
Town Administrator update:
- Millbury Sutton Energy Initiative- Doreen DeFazio has been working on a Facebook site called Millbury Sutton Energy Initiative. This site will talk about the energy efficient projects in the Green Community field.
- FY16 Preliminary Budget Presentation: Will take place on Tuesday, February 17, 2015. The school has been informed that they will get an additional $400,000. from the town.
- The Blizzard of 2015 (Juno) dropped more than 30” in town. Town operations went off without a hitch. As discussed above the Emergency shelter was opened. TA Smith thanks all involved, he also thanks Selectman Maynard as the Emergency Manager Director, keeping up with the State of Emergency.
Announcements: N/A
Correspondence: Chairman Stuart notes that the BOS are in receipt of a letter from Mr. James Dwyer but they have just received and have not yet reviewed.
Selectman Hebert motions to adjourn. Selectman Maynard seconds passes 5-0
Meeting adjourned 8:00pm
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