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HomeMy WebLinkAboutSelect Board 01/19/2022Select Board Meeting Minutes January 19, 2022 Present: Mr. Neil Rhein, Chairman; Mr. Michael Trowbridge, Vice -Chair; Mr. Frank DelVecchio, Clerk; Mr. Jess Aptowitz and Mr. Steve Schoonveld were in attendance virtually. Mr. Kevin Dumas, Town Manager and Mr. Barry LaCasse, Assistant Town Manager/Finance Director were also present virtually. 1. Call To Order Select Board Meeting -Pledge of Allegiance Mr. Neil Rhein, Chairman called the meeting to order at 5:3013M. He then asked those present to state the Pledge of Allegiance. He reminded everyone that the meeting was being broadcast live and taped for future broadcast on Mansfield Cable. 2. Town Manager's Report ➢ COVID 19 Update ➢ Mask Mandate _ ➢ SEMRECC Update H ➢ Miscellaneous Items Select Board Questions and Comments on Town Manager's Report Mr. Dumas began his report stating that the number of COVID cases are down. H"Isq stayed tYISEeveryone can get four at home test kits for free by going to https:Hspecial.usps.com/testkits nd pl�pingii4rder. He then stated that the Board of Health issued a town wide indoor mask mandate and41e th8ked�Rse that helped get the information out to the public. Mr. Dumas then provided an updat"n the-WasttV Reduction and Recycling Committee stating that a tentative meeting is scheduled for February 3'd. He th% thanked Chief Desrosiers for being ready to have warming shelter with the frigid temps should one be needed. Mr. Dumas then continued his report and updated on bridge repair on Balcom Street, SEMRECC, reLeaf and a TOD grant to resume work with BETA. Mr. Dumas then stated that the Town was featured in another article in Business View Magazine and updated the Board on several other Economic Development items. Lastly, Mr. Dumas shared a new document that will be distributed to residents to everyone in Town in the Electric Department. Mr. Aptowitz asked where the $53,000 in revenue from reLeaf goes and Mr. Dumas answered that it goes to Free Cash and that once there is a full year of sales it can then be recorded in the budget as revenue. Mr. Aptowitz then stated that as the liaison to the Board of Health and noted how much work went into rolling out all the documents and he wanted to thank everyone involved. Mr. DelVecchio agreed with what Mr. Aptowitz said and thanked him and Mr. LaCasse for the tax bill insert and making it available and he would like to see it broke down further. Mr. Schoonveld agreed with the sentiment for Board of Health and he believed that the mask mandate should have happened sooner. Mr. Schoonveld then stated that he appreciated the one -page tax document and numbers can be misconstrued as there is money that comes from the State. Mr. Schoonveld then asked if the schools have accepted the COVID tests from the State for distribution to the students. Mr. Dumas was unsure and would follow up with the Superintendent. Lastly, Mr. Schoonveld asked about the Paine School property and thought that the building that Chase Bank is building would be allowed by right and if the Town had received space to widen the road as part of the redevelopment of the site. Mr. Dumas stated that they have one item that needs to be approved by the Planning Board but the building is allowed by right and that the engineers have been in contact with DPW. Mr. Trowbridge echoed everything that was said about the Board of Health and how Police, Town staff and Tri-Town Chamber all worked to get the information distributed. Mr. Trowbridge then thanked Mr. Rhein for suggesting a format for the insert with the tax bill and stated that it was an improvement over what has been done. Mr. Rhein thanked Mr. Dumas and Mr. LaCasse for putting the tax insert together quickly and more information is better than less. 3. Resident Questions and Comments Ms. Nicole Burch of 57 Fairfield Park stated that she had spoken to Mr. Rhein and was now aware that the Board has diversity as one of their goals for the Town and was excited that it was a goal of the Select Board and Select Board Meeting Minutes January 19, 2022 wanted to hear more about the measurable outcomes and noted that the topic deserves more attention. She noted that some towns have hired diversity and inclusion officers as well as establishing Committees. Mr. Rhein then asked Ms. Burch about the group she created and Ms. Burch stated that the group is called the Road to Diversity and Understanding. She stated that there are individuals from Mansfield and other surrounding Towns that participate. She added that they will be having Abolition Day and that they have book and movie discussions and everyone is welcome to attend. 4. Discussion and Consideration of the Audit Mr. Aptowitz introduced Mr. Nelligan and then stated that the Audit Committee met on November 29, 2021 and signed off on the Audit. Mr. Nelligan stated that the Audit was also completed for Mansfield Electric in October because they have an earlier report needed for credit purposes. Mr. Nelligan gave kudos to Accounting and Finance Department for how efficient and how quickly the information was given despite everything that was going on including implementing new modules of MUNIS and the turnover of staff. Mr. Nelligan stated that there were four management comments, two were new and two were existing. He stated that two outstanding items are the policy and procedures manual, however management is waiting for the full implementation of MUNIS to be complete to document the processes. The other is monitoring internal controls. Mr. Aptowitz stated that Mr. Violette and his team and Mr. LaCasse did a great job and it was completed quickly. Mr. Schoonveld stated that the management comment of policy and procedures dates back to 2016 and would like to know when is the target date to be complete. Mr. Rhein stated it could be a goal of the Select Board. Mr. Nelligan that the comment has been around for five years and agree with managements decision to wait until the MUNIS conversion is complete because everything will change once it is implemented. Mr. Schoonveld then stated that he would like a copy of the fraud risk assessment report. He then stated that the Town is ten percent funded on the OPEB liability and will have increased opportunity with investment gain, and Mr. Nelligan confirmed and stated that the Town should consider still funding it, but if they needed to it could rely on the investment earnings to replace a portion of the contribution. Mr. Schoonveld then noted that when he was on the Audit Committee it was discussed to have a confidential fraud reporting or process and asked if Mr. Nelligan has seen a town successfully implement it. He responded that he has had a large city who has an auditing department and a town that have implemented, but it is not an active program any longer. Mr. Schoonveld stated figuring out who the complaints will go to is the challenge because it needs to be someone impartial. Mr. Trowbridge asked how many communities Mr. Nelligan works with and he responded about eighty. Mr. Trowbridge then commented that out of eighty communities, only two implemented and only one is active so it does not appear to be a priority for many towns. Mr. Nelligan responded that a fraud hotline is what Mr. Schoonveld is trying to implement and believes that department managers are doing a good job of communicating that information up the chain of command. Mr. DelVecchio stated that he was happy to see very few audit adjustments and those are associated with what the State of Massachusetts and what the Government Accounting Standards Board requires. Mr. Rhein stated that once the procedures are written maybe they could include what to do if fraud is suspected and then thanked Mr. Nelligan. Mr. Violette commented that in regards to the management letter the fraud risk comment, he and Mr. LaCasse met with each department that was identified in the assessment. Mr. Violette also agreed that progress needs to begin on the internal controls and expects to start documenting procedures on the financial side, however all the other comments have been taken care of, and at this point, there is only one comment which is very good. Motion: To accept the audit as presented. (DelVecchio/Aptowitz) Roll Call Vote: Aptowitz — Yes DelVecchio — Yes Schoonveld — Yes Trowbridge -Yes Rhein —Yes Passes 5:0 S. Discussion of Additional Liquor Licenses Mr. Dumas began the discussion stating that there are certain maximum allowable licenses within the Town, and in the category of off premise licenses or retail there are no available licenses. The Town currently only has Select Board Meeting Minutes January 19, 2022 available licenses for on premise consumption for restaurants and all ten of the off premise retail stores are being used, he further noted that there are five all alcohol and five beer/wine retail stores. Mr. Dumas stated that there have been requests asking if the Town would consider site specific licenses that would need to be approved by Town Meeting and then by the State. Mr. Dumas stated that the State is not going to entertain a blanket number of licenses but would consider additional licenses on an individual bases that are site specific. Mr. Dumas asked how the Board would like to handle these requests or does the Board not wish to consider any additional licenses. Mr. Dumas said if the Board does wish to consider licenses on an individual basis the Board should consider the overall economic impact the license would have such as vacancy of a plaza, job creation and new construction. Mr. DelVecchio asked how many requests are coming in and Mr. Dumas responded that there are currently four possible requests. Mr. Aptowitz commented that the Board has been talking about economic development and the Board should consider this as people are not going to invest in this Town without those businesses. Mr. Schoonveld agreed and stated that the State is not going to approve an unlimited amount so the Board needs to make sure the licenses are put to good use. Mr. Trowbridge commented that the Town should try and get some licenses that will have a positive impact on the Town. Mr. Rhein asked if Mr. Dumas was looking for a general consensus. Mr. Dumas explained that he was looking for a consensus that the Board is willing to hear proposals and there was a general consensus from the Board that they were willing to consider these proposals on a case by case basis. It was also stated that the business coming before the Board should be prepared to present what positive impact they will have on the Town. 6. Call for the 2022 Annual Town Meeting scheduled for April 12, 2022 and Open the Warrant Mr. Schoonveld asked when the warrant closes and if Mr. Dumas expects that all of the warrant articles will be vetted by that close date. Mr. Dumas responded that the warrant closes March V and expects that all the articles will be vetted by March 15t. Mr. Rhein asked if Town Counsel would be given opinion on citizen petitions. Mr. Dumas responded that Town Counsel will give an opinion as to whether an article is legal or not and the Town would not be re -writing an article for a citizen. Mr. Schoonveld asked for this information to be available on the website. Motion: To call for the 2022 Annual Town Meeting scheduled for April 12, 2022 and open the warrant. (DelVecch io/Trowbridge) Roll Call Vote: Aptowitz — Yes DelVecchio—Yes Schoonveld — Yes Trowbridge -Yes Rhein —Yes Passes 5:0 7. Discussion of FY2022 Goals and Objectives Mr. Rhein stated that goal number one still continues to be an active goal and there is a long way to go with COVID. Mr. Dumas agreed that he wished it was over with, but we are heading into year three. Goal two relates to diversity, equity and inclusion and have it listed as not initiated. Mr. Dumas said he did not think twenty-five percent started however he has had discussions with the HR Director about restructuring the department to include part of a position to focus on diversity and expects to have more progress before June 30th. Mr. Schoonveld stated that coming out of Civil Service gives the Town the opportunity to be more diverse in hiring and should. Mr. DelVecchio is happy to see progress being made on this broad goal and it is important to the Board and the community. Mr. Rhein then said for Trash and Recycling Committee that an RFP had been submitted however only two companies responded. Mr. Dumas further noted that one company had to revise their proposal so that each contract was based on the same information and that it was an "apples to apples" comparison and it will be discussed at the meeting scheduled for February 3rd. Mr. Rhein continued through several other goals including redevelopment of 50 West Street property, the sale of the Fire Station on North Main Street, Economic Development, Green Community designation, MUNIS conversion, and it was agreed that anotherjoint meeting with the Planning Board should happen and Mr. Schoonveld said that he would reach out to the Planning Board Chair and see if a date in February would work. Select Board Meeting Minutes January 19, 2022 8. Consideration to Reappoint LeeAnn Cerretani to Mansfield Housing Corp Board of Directors Motion: To appoint LeeAnn Cerretani to serve on the Mansfield Housing Corp Board of Directors to a three- year term to expire on December 31, 2024. (DelVecchio/Trowbridge) Roll Call Vote: Aptowitz — Yes DelVecchio — Yes Schoonveld — Yes Trowbridge -Yes Rhein —Yes Passes 5:0 9. Select Board Member Committee and Liaison Updates Mr. Trowbridge stated that MFN met and it was thought that the entire length of railroad was deeded to the Town however there are little pieces that the Town does not have full ownership of. He added that there is a taking that will be done with Norton and MFN and then an easement will be given back to the Town of Norton. Mr. Aptowitz said that the Bristol County Advisory Board was meeting on Thursday and he was attending as one of the items is the ARPA funding. Mr. DelVecchio stated that the Finance Committee has an extensive agenda for tomorrow and the Budget SubCommittee is meeting next Wednesday. Mr. Schoonveld stated that the Planning Board met and they spent time discussing MBTA Communities. Mr. Rhein stated that the Community Service Awards met, but he is holding off an official announcement until the Select Board is in person. He then stated that Keep Mansfield Beautiful started a monthly clean up and the first one is this Saturday at 10AM, and is meeting at the vacant NRG parking lot to focus on School Street. 10. Resident Questions and Comments There were no comments. 11. Review and Approve Consent Agenda All items on the Consent Agenda may be adopted with a single motion. Any member of the Select Board may request that an item be withdrawn from the Consent Agenda for separate consideration in which case that item will be voted on separately from the remainder of the Consent Agenda. All licenses have been routed through Town Hall Departments and any conditions have been noted below. A. Vote to Approve Meeting Minutes: B. Vote to Approve Warrants: • Town Vendor Warrant No. 22028T in the amount of $2,117,571.46 • Town Vendor Warrant No. 22029T in the amount of $319,519.03 • Electric Vendor Warrant No. 22029E in the amount of $1,488,203.68 • School Vendor Warrant No. 22028S in the amount of $535,957.40 C. Consideration of Permits and Licenses: • Special Events Application for Garden Club of Mansfield for Annual Plant Sale on Saturday, May 14, 2022 from 9am-12noon • Banner Request for Garden Club of Mansfield for Annual Plant Sale • Banner Request for Mansfield Park and Recreation for Egg Hunt • Banner Request for Mansfield Park and Recreation for Fishing Derby • Banner Request for Mansfield Park and Recreation for Duck Race • Banner Request for Mansfield Park and Recreation for Summer Camp • Banner Request for Mansfield Park and Recreation for Arts and Craft Show • Banner Request for Mansfield Park and Recreation for Halloween Parade • Common Victualler License for Pushkart Cafe located at 219 North Main ST • Banner Request for Mansfield Women of Today for Touch a Truck Event Select Board Meeting Minutes January 19, 2022 • Common Vicualler License for NY Pizza located at 219 North Main ST • Special Events Application for Mansfield Park and Rec for 2022 Community Events D. Consideration of Proclamations: • Nancy Wall Proclamation Motion: To approve the consent agenda. (DelVecchio/Trowbridge) Roll Call Vote: Aptowitz — Yes DelVecchio —Yes Schoonveld—Yes Trowbridge -Yes Rhein —Yes Passes 5:0 12. Consideration and Approval of Town Payroll Warrants: • Town Payroll/Town Medicaid Payroll 22028PT in the amount of $410,649.29 Motion: To approve Town Payroll/Town Medicaid Payroll 22028PT in the amount of $410,649.29. (DelVecchio/Trowbridge) Roll Call Vote: Aptowitz — Yes DelVecchio—Yes Schoonveld—Yes Trowbridge -Yes Rhein —Yes Passes 5:0 • Town Deductions Vendor Payroll 22028TV in the amount of $130,330.45 Motion: Town Deductions Vendor Payroll 22028TV in the amount of $130,330.45. (DelVecchio/Trowbridge) Roll Call Vote: Aptowitz — Yes DelVecchio—Yes Schoonveld—Yes Trowbridge -Yes Rhein — Yes Passes 5:0 • Town Payroll/Town Medicaid Payroll 22029PT in the amount of $391,998.05 Motion: Town Payroll/Town Medicaid Payroll 22029PT in the amount of $391,998.05. (DelVecchio/Trowbridge) Roll Call Vote: Aptowitz — Yes DelVecchio—Yes Schoonveld—Yes Trowbridge -Yes Rhein — Yes Passes 5:0 • Town Deductions Vendor Payroll 22029TV in the amount of $123,580.90 Motion: Town Deductions Vendor Payroll 22029TV in the amount of $123,580.90. (DelVecchio/Trowbridge) Roll Call Vote: Aptowitz — Yes DelVecchio — Yes Schoonveld—Yes Trowbridge -Yes Rhein —Yes Passes 5:0 • School Payroll/School Medicaid Payroll 22029PS in the amount of $1,809,244.89 Motion: School Payroll/School Medicaid Payroll 22029PS in the amount of $1,809,244.89. (DelVecchio/Trowbridge; Roll Call Vote: Aptowitz — Yes DelVecchio — Yes Schoonveld—Yes Trowbridge -Abstain Rhein —Yes Passes 4:0:1 • School Deductions Vendor Payroll 22029SV in the amount of $578,356.35 Motion: School Deductions Vendor Payroll 22029SV in the amount of $578,356.35. (DelVecchio/Trowbridge) Roll Call Vote: Aptowitz — Yes DelVecchio — Yes Schoonveld—Yes Trowbridge -Yes Rhein —Yes Passes 5:0 13. Correspondence • Letter from Xfinity • Letter from Tarlow Breed Hart and Rodgers Regarding TO Friday's • Letter from Alcohol Beverages Control Commission Mr. DelVecchio read a summary of the above correspondence letters. Select Board Meeting Minutes January 19, 2022 14. Select Board Member's Comments and Questions Mr. Aptowitz asked if there was work done to the Assessors page on the Town's website because a realtor colleague of his had trouble accessing a field card. Mr. Trowbridge responded that the link pulled up the database and it is a new looking, but it is similar to many surrounding towns. Mr. Aptowitz then asked about a revamp of the website and Mr. Dumas responded that there will be a new version and it will display better on a phone, he further noted that it will have a major change to the appearance of what it is now. Mr. Aptowitz said it is very difficult to search for items. Mr. DelVecchio agreed that the website has improved and it will be nice for another refresh and update. Mr. Schoonveld stated that an app or tablet version of the Towns website is needed especially with calendar notices and agendas. He also noted that for the Board of Health, no one was aware that a mask mandate was going to be discussed and information needs to be more forthright. Mr. Trowbridge asked if an auction date has been considered for the sale of Town and Mr. Dumas responded that he was giving the new Treasurer time and are considering this for Spring. Mr. Rhein commented that on Tier 2 of the Select Board Goals was to develop an app version of the webpage. He then asked for a Linkedln icon to be added to the Town's website. Mr. Rhein then noted that NRG Labs closed and assumed that the Economic Development Director is aware that the location is vacant. Mr. Dumas noted that he is working with WS Development on filing those vacancies in Mansfield Crossing. 15. Any items not anticipated by the Chair 48 hours prior to this meeting There were no additional items. 16. Enter into Executive Session and Not Return to Open Session under Exemption No. 6, M.G.L. Chapter 30A, Section 21- To consider the purchase, exchange, lease or value of real estate, if the chair declares that an open meeting may have a detrimental effect on the negotiating position of the public body. Motion: To enter into Executive Session and Not Return to Open Session under exemption No. 6, M.G.L. Chapter 30A, Section 21 to consider the purchase, exchange, lease or value of real estate, if the chair declares that an open meeting may have a detrimental effect on the negotiating position of the public body at 7:54PM. (DelVecch io/Trowbridge) Roll Call Vote: Aptowitz — Yes DelVecchio — Yes Passes 5:0 Signature Minutes prepared by Carrie Champagne Schoonveld —Yes Trowbridge- Yes Rhein —Yes Date Select Board Meeting Minutes January 19, 2022