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HomeMy WebLinkAboutSELECTMENminutes12102008-20090212115818 Town of Mansfield Board of Selectmen Minutes of December 10, 2008 Present: Chairman Sandra Levine, Vice Chairman Ann Baldwin, Clerk Kevin Moran, Selectman George Dentino, Selectman Jess Aptowitz, John D'Agostino, Town Manager Lou Costa, MIS Director. The MIS technician position has been vacant for several months and they are now in the process of hiring a person. Mr. Costa has been doing what he can to cover everything and has hired temporary help until a technician can be hired. Selectman Dentino was disenchanted that the MIS comparison of Mansfield to other towns, requested previously, had just arrived tonight and chastised Mr. Costa for not getting the analysis to them earlier in the week. Unfortunately Mr. Costa could not attend the meeting last week due to his wife being in the hospital and was out early in the week due to a death in his family. Mr. D'Agostino aske.d the board if they have some general questions for Mr. Costa now and he can also come back again to further discuss this issue. Selectman Dentino felt that, with no time to study the handouts, a continued presentation tonight would be foolish. However Mr. Costa gave a brief update of what his department supports here at town hall, library, water, sewer, electric, police and fire. They also provide assistance with the schools systems. A number of in house systems have been developed or improved upon in order to boost efficiencies and save the town money in license software and upgrade fees. Selectman Aptowitz would like a bit more time to review the information in the handouts but asked questions pertaining to the function and total cost of this department. Selectman Baldwin told Mr. Costa she was sorry for his loss as he appeared to have a very tough week and asked him if any of our software/hardware have maintenance contracts or help desks that we could avail. Mr. Costa responded that we do have limited contracts and our servers communicate wireless and/or by fiber. Due to the technical nature of the work it is not feasible for the office manager to fill in as a technician. Board of Selectmen Minutes of December 10, 2008 Due to the type of administrative work that the office manager does she can help with software training and trouble shooting but does not have the skills nor the hours to provide technical backup. Selectman Moran asked if Mr. Costa would explore some outsourcing of this position as he understands the needs of the department however does not want to add to staff right now. Selectman Dentino also stated that he has always felt that employee benefits are the major draw on our finances and he believes that outsourcing is the way to go in this instance. Mansfield is more sophisticated than many other communities in relation to advanced technology. We should just focus on the core issues and not on the extras. Mr. Costa explained how our GIS systems work and how Mrs. Jin has saved the town countless amounts of money and time. Just about the entire town uses GIS in some way. The Assessors, Engineering, Building depts. and public safety have utilized GIS systems heavily in their work. Chairman Levine also expressed sympathy for Mr. Costa's loss and asked what of our computer systems do the schools use? The schools are linked in to our MUNIS financial system for payroll. While the schools have over 1,000 pc's they do not support the high end software that the municipal side uses. Motion: To explore the differences in cost and labor in respect to outsourcing vs. hiring an in house technician. (Levine/Moran) 2:3 fails. Mr. D'Agostino would like to see the position filled due to the sensitive nature of the work and cut elsewhere in the budget, if necessary. Lou Andrews, volunteer webmaster and computer systems business owner spoke about the possibility of using outsourcing labor. The schools and town use distinctly different systems and having an in house person can be quite helpful as well. This decision really can't be made without a lot of careful thought and consideration. Mr. Hart explained that the current system of holding the vendor bills a week is causing problems with getting the bills out in a timely manner. Motion: To have the bills available for review by the close of business on Friday before a meeting. This would supersede the previous motion of having a full week for review. (Aptowitz/Baldwin) 5:0 passes Board of Selectmen Minutes of December 10, 2008 2 Fincomm members Andy Gazzolo and Jim Lazzara were present to discuss the budget. One of the ways for the town to save money is to change our health care services. We are currently paying $8 million in insurance premiums. FinComm would like to see the town join the GIC without the approval of the unions. There is presently legislation at the state house regarding this option. However the town would still need town meeting approval if we were to do this. Selectman Dentino stated that the trend is tracking towards cities and towns joining the GIC. He would like to see the town move in this direction. As the FY09 state budget is severely out of line and FYlO is anticipated to be even worse, local aid will be affected this and next year. The estimated budget cuts from the state are 5-101'0. Ways to off set this at the local level were briefly discussed as even assuming a modest 51'0 cut in state aid we are looking at a 5 million dollar shortfall for the FYlO budget with 3.8 million on the schools and 1.2 million for the municipal side. Selectman Moran has developed a vehicle use policy that incorporates pieces of all the d i f-!e~ent--v-el'!Si.ons-that-the-boa~d-Lto-wn-manager-have--develapedoY-el"-the-years.. ....------ Labor Counsel has been consulted and his suggestions and comments have been considered and/or placed into the proposed policy. Selectman Baldwin would like to see appendixes added to incorporate a list of eligible positions that have the use of town cars, a maintenance schedule and the personal vehicle reimbursement policy. Selectman Dentino stated that the proposed policy doesn't do anything to decrease the number of cars that are taken home by employees. Selectman Moran responded that the purpose of the policy isn't necessarily to decrease cars but to get a comprehensive policy in place as we currently don't have one. Selectman Dentino also stated that the Town of Plymouth has been able to reduce the number of cars that they allow employees to have to six. Chairman Levine suggested that Selectman Dentino call Plymouth and get their policy for the board to review. If the board likes the policy Selectman Moran would ask Mr. D'Agostino to forward the proposed policy to staff for their input. The lack of a policy has been an ongoing issue and he believes that implementing this policy is a start in the right direction. Board of Selectmen Minutes of December 10, 2008 3 Selectman Aptowitz stated that the board is going around and around he would like to see the board put their ideas on paper for Mr. D'Agostino and staff to review. This will give the town manager a tool to use in reference to collective bargaining. The board will review staff input and put this back on the agenda for the first meeting in Januar 2009. Ben Yeransian, the founding youth leader of this project, with his fellow partners came to the Board of Selectmen last spring in order to use town land for this project and started working on the project this summer and fall. 1,300 people went through the event this past October and raised $12,000 for the animal shelter. They are very happy with the event's turn out and can't thank the town's people, the bos, town depts., and local business enough for their support. Tom Yeransian stated that he and the whole group is very proud of the work that the team put into this event and look forward to doing it again next year. Jack Sharpe was also instrumental in event planning at every stage and they would not have been nearly as successful without him. Mr D' Agostino_stated_thaLhe_beLie-'les_they_ha~e_found_sp.ace.aLthe_Airp.ortJo.r.Mr......... Sharpe's storage trailer and he will put them in touch with Mr. Andrews of the airport commission. The board and Mr. D'Agostino whole heartedly thanked the group for all their work and are looking forward to seeing the event again next year. Mr. D'Agostino gave a brief overview of the grave effect the recently voted professional development policy has had and will continue to have on staff and how they do their jobs. The police and fire would like to accept grant monies available to them but they cannot do so without a measure of travel and training involved. Mr. D'Agostino, in addition to department heads, does not feel employees should have to pay their own transportation costs for training and grant programs that benefit the town as a whole. Selectman Baldwin stated that she would like to see the professional development policy finalized, typed and signed by the board before dissemination. There were also questions about who gets certified as a procurement officer and why that person is chosen. Board of Selectmen Minutes of December 10, 2008 4 Selectman Maran stated that tawn dept. heads shauld ask Jahn far permissian to. go. to. trainings, nat the Baard af Selectmen. Selectman Aptawitz cancurred by stating that the tawn manager shauld have the discretian to. make these administrative decisians. Chairman Levine also. stated that dept. heads need to. get input time befare the baard makes anather palicy decisian that affects the departments sa much. Chiefs O'Neill and Baldrighini bath came befare the baard and Chief O'Neill read a letter to. the baard fram bath af them addressing their cancerns. In summary the letter stated that they appase the new palicy and that emplayees will nat be able to. gain training that is needed far field wark because it is nat classified as "certificatian". Chiefs O'Neill and Baldrighini were visibly upset with the baard and asked that they rescind ar revise the current palicy. Matian: To. rescind the abave palicy until the January 7, 2009 meeting. Within that time the baard and the tawn manager will review the palicy and prapase changes. (Aptawitzl Maran) 5:0 passes S.elec1matLD-entina-stated. that-the-pDJi.9'-was-dev.elaped..ta-be. tight_i.n.order_.ta..contain. casts. After a heated discussian a matian was called far recess. Motion: far 5 minute recess. (Maranl Aptawitz) 5:0 passes Chief O'Neill cancluded the canversatian with the baard by saying talk af Iitigatian is the truth af the matter nat a threat. He has never been adversarial with any Baard af Selectmen in the past 15 years until naw. To. have to. ask permissian to. send persannel to. training af any sart is embarrassing and appalling. Lau Andrews, Treasurer af Airpart Cammissian, addressed the baard abaut a purchase af a sign far the Airpart. His purchase arder was rejected by the tawn manager as an "unnecessary" expense per the directian af the baard. The Airpart Cammissian pays expenses under their revalving accaunt and daes nat affect the general budget. Mr. Andrews asked the baard to. give the tawn manager the autharity to. sign aff an airpart expenditures aut af their revalving accaunt. Matian: To. suppart the airpart cammissian enterprise funds to. be expended as deemed necessary by the cammissian. (Aptawitz/Baldwin) 5:0 passes Board of Selectmen Minutes of December 10, 2008 5 Mr. Andrews also announced that, with the donation to the shelter from the Haunted Hallows group, the construction of the animal shelter will begin soon. . Warrant No. 23B in the amount of $141,523.54 Motion: Approved (Aptowitz/Baldwin) 5:0 passes · Warrant No. 24A in the amount of $1,669,921.27 Motion: Approved (Aptowitz/Baldwin) 5:0 passes · Minutes of October 10, 2008 Motion: Hold for next week. Hold minutes of November 25, 2008 for next week as well. The board also briefly discussed changing the departments that routing slips are sent to. Motion: To remove the assessors from the routing slip. Add electric, water and sewer to list. (Aptowitz/Baldwin) 5:0 passes . Thank you letter from Senator James Timilty regarding the extraordinary effort that the Mansfield PD, Fire And Veterans Agent put forth for the funeral of Army Specialist Cori Shea. . Letter from Brian Blanchard, contractor for St. Mary's. He is asking for a fee waiver of the town's portion of the building permit fee for the work being done at the church. However, in order to progress with the work in a timely manner he has paid the fee for the church and would need to be reimbursed if the waiver is granted. Motion: To grant reimbursement of fee waiver. (Aptowitz/Baldwin) 5:0 passes . Memo from Scott Leite, Health Agent on the Healthy Initiatives Program Partnership (HIPP). This is a collaboration of seven towns who have joined together to offer healthy life choices to municipal employees. As a member of HIPP, we have received a $1000 grant from the Dept. of Public Health to use as seed money to start the local program. BC/BS has also awarded the Town of Mansfield the 2008 municipal healthcare innovation Best in Class Award and has given $5,000.00 to help continue and expand our current prevention and wellness activities. If you should choose to assign the award to our local chapter, I assure you we will use it wisely. Board of Selectmen Minutes of December to, 2008 6 Motion: To approve use of grant funds by the HIPP group. (Ann/ Aptowitz) 5:0 passes · NOTICE: To Sec. 12 licenses holders. (restaurants) The ABCC has recently observed, while monitoring the manner of certain license holders they are engaging in activities that violate their license. Activities such as offering an open bar to customers for a fixed price or offering discounted prices for drinks during a limited time period "happy hour" are violations of the license. Licensees should also be vigilant during the holiday season to avoid violations of G.L. C 138, Sec. 69 and ensure that no alcoholic beverage is sold or delivered to an intoxicated or under aged person. · NOTICE: To Mansfield residents in the Pine St.lRobinson Ln. area that water was shut off this morning for the purpose of tying in Pine St. to the new Williams St. main. Please flush your water if any discoloration occurs. Pam Gagnon, Gladiola Terrace. Ms. Gaggnon had several questions in regards to the posting anc:Lcutai labi I it:y-o-f-the-bos-agenda.A-p~Lvate--emaiLbetween -the secretar-y-and Ms._Gagnon was produced and discussed briefly before Ms. Gagnon left the podium. Mike Ferrari, Fruit St. Stated it is his understanding that the Electric Dept does not have liability insurance and at risk for more suits. He also advocated that Mr. D'Agostino be removed from his position at the Light Dept. as it has a Director already. Held for next week. None for this evening as the meeting ran late. · Old business from Chairman Levine: · Old business from Selectman Dentino: · Old business for Selectman Moran: Board of Selectmen Minutes of December 10, 2008 7 · Old business from Selectman Aptowitz: · Old business from Selectman Baldwin: · New business from Selectman Baldwin: · New business from Selectman Aptowitz: · New business from Selectman Dentino: · New business from Selectman Moran: . New business from Chairman Levine: Motion: To adjourn at 11:01 PM (Aptowitz) 5-0 Passes Ie:>> ~U/~ Signe*uP~~erk f-~ It; 2'~~'I' -----------------l;>ete-Gf--ApprGvel-.--------------------- ... I 1 -;[ Board of Selectmen Minutes of December 10, 2008 8