Meeting Minutes
Minutes Accepted and filed with the Town Clerk on 8/18/15 by a vote of 4-0-1
Selec. Maynard absent
7:00 p.m. – August 4, 2015
Sutton Town Hall, Selectmen’s Meeting Room
Members in Attendance:
Chairman David Hall, Vice-Chair John Hebert, Selectmen Jesse Limanek & Michael Kenney (Selectman Maynard absent)
Town Administrator James Smith & Debbie Jacques, secretary
Chairman Hall calls the meeting to order at 7:00pm followed by the Pledge of Allegiance
Public Forum: No comments
Selectman Limanek motions to accept minutes from the 7/21/2015 BOS meeting; Selectman Kenney 2nds passes 3-0-1 (Hebert abstains, absent from 7/21 meeting)
Selectman Limanek motions to approve the Goals & Objectives minutes from the July 28, 2015 meeting; Vice-Chair Hebert 2nds passes 4-0
Puckihuddle Lease Agreement: present is President & Chair of Puckihuddle Preschool George Watson. TA Smith gives a brief background of the past 5+ years that Puckihuddle has leased the former Manchaug Library located at 6 Main Street. TA Smith says they have been great neighbors to the Manchaug neighborhood. Puckihuddle has requested a longer lease then the previous 3 year terms. What is before the BOS tonight is a triple net lease for 25 years. The initial term is 2015-2025, the 2nd term is 2025-2035 and the 3rd term is 2035 to 2040. The town will not be responsible for any maintenance or repairs during this lease but we have agreed to continue to plow the lower lot during snow storms. This property will be inspected annually by the Building Commissioner and Fire Chief as part of
their inspections. George Watson feels this is a positive thing that brings activity to that corner of the town. Mr. Watson agrees with the triple net lease if in the future Puckihuddle needs space to grow and chooses to purchase elsewhere they can get out of this agreement. Puckihuddle began with 35 children; they have grown to an enrollment of 70. He goes on to say Puckihuddle enrichment program has been well received by the Sutton Education system. Vice-Chair Hebert says this is a win win for Sutton. It is nice to have this building utilized and it is good for the village of Manchaug. Selectman Limanek echoes John and says this is an asset to our community and has heard nothing but positive things about Puckihuddle. Selectman Kenney thanks Mr. Watson for being here tonight and is in agreement with signing the lease. Chairman Hall asks TA Smith to review the bid process that was used. Dave says Puckihuddle offers a good service to our town and they are a good
community business partner. This works for everyone. Vice-Chair Hebert motions to approve the 25 year- triple net lease between the Town of Sutton and Puckihuddle Preschool for town owned property located at 6 Main Street, Sutton MA. Selectman Limanek 2nds passes 4-0
Debt Presentation: TA Smith reviews with a powerpoint presentation the overall debt for the Town of Sutton. Included was the 5 year capital plan which shows all proposed projects & major pieces of equipment such as the new Fire Truck for Station 2. We fund the capital plan by using 1 time revenues, the capital stabilization fund and sometimes funds from the general fund. Currently the list of future projects such as the Police/Highway facility, library and town track & fields brings the estimated future debt to 20 million. Interest rates have been historically low over the past few years which has helped us borrow and pay off quicker. Jim states to the BOS, you as a board need to prioritize the projects and direct me as to how you want to proceed. Our debt over ride history shows we peaked in FY14 but is beginning
to roll off slowly. Periodically we need to revisit our debt policies to make sure we are adhering to what we put in place. The 1st policy under review is the Free Cash Policy. Free Cash is unexpended revenue & appropriations certified by DOR yearly. Currently this fund has $1.9 million in it. We need to review and put in place any changes as all the BOS are new except John Hebert from when this was drafted. The Stabilization Fund is a plan that helps us maintain our reserves; our goal is to maintain an amount equal to 8% of the total yearly budget. Maintaining this level helps us with rating agencies, currently we are at a very healthy number. The 3rd policy is the Debt Management policy which includes our Capital Improvement Plan, our Bond Rating and Debt Guidelines & Strategies. Vice-Chair Hebert says kudos to our financial team; we need to stay focused as this is important for the town. Selectman Limanek asks about the
borrowing for the school project. Accountant Tim Harrison says we are in the 4th year of the 20 year note. We will, as in past practices, pay on this aggressively. Selectman Limanek asks if there are any other large projects we are still paying on, Tim replies the Sewer Treatment Plant, Shaw Farm and the ELC roof. Jesse asks TA Smith if there are any significant flaws with the current policies, TA Smith replies #1 in the Free Cash policy, Jesse comments but there are events that are unforeseen that need funding (TA Smith says such as $200,000. for snow and ice this past winter). Selectman Kenney asks if we could be a little more aggressive in paying down Shaw Farm, Tim states every year we meet with a Financial Advisor, Shaw Farm will be on their radar, the last 3 years we were very aggressive and had no bonding, we had 1 year notes. Chairman Hall says the Capital Stab. Fund will grow faster once Shaw Farm is paid down; this would allow us to save more
money and fund our projects rather than borrow for them. Dave says generally speaking he is happy with the 8% in the Stab. Fund, this works for the rating agencies. TA Smith asks if we should take some of the free cash and apply towards our OPEB liability. Chairman Hall states he would like to meet with the OPEB Committee again as they would have to request this from the BOS.
CMRPC reappointments: TA Smith says CMRPC is looking for either new appointments or reappointments. Jim spoke to both John Hebert and Bruce Davis; both are interested in staying on. Vice Chair Hebert says he would certainly accept the nomination, this has been a worthy experience and it takes a few years to learn the different players. It is very rewarding and Sutton has seen the fruit of CMRPC. Selectman Limanek says John is an excellent appointment, Selectman Kenney says fantastic that both John and Bruce wish to be reappointed, Chairman Hall says this is the kind of role that experience certainly is helpful Bruce is also a great guy. Selectman Limanek motions to reappoint Selectman John Hebert as the Towns delegate to the CMRPC for FY16, Selectman Kenney 2nds passes 4-0. Selectman Limanek motions to reappoint Bruce Davis as alternate delegate to the CMRPC for FY16, Vice-Chair Hebert 2nds passes 4-0
TA Update:
- Surplus Property: advertised in the Mill-Sutton Chronicle. We are using 2 different processes, large items are on municibid and smaller items will be done using a sealed bid process.
- Whittier Farm seeding drop: will do a seed drop by helicopter within the next few weeks. They will notify Police & Fire
- Ribbon cutting at the Middle/High school scheduled for Sept. 2nd @ 5pm.
Price Chopper- Grand opening around Labor Day. The Traffic lights for PV Crossing should be operational by mid-August.
- Atlas Box Tour August 11th @ 11am. Please let us know if you would like to attend their new building site visit.
Announcements:
Selectman Kenney reminds all the need for donations at the Food Pantry.
Chairman Hall motions to enter into Executive Session under M.G.L., c30A, Sec. 21 #3 and enter back into regular session for the sole purpose of adjournment, Vice-Chair Hebert seconds, passes 4-0 8:25pm Roll Call Taken
9:12 pm Selectman Kenney motions to adjourn, Vice-Chair Hebert 2nds passes 4-0
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