HomeMy WebLinkAboutLight Comm. 08/19/2024Mansfield Municipal Electric Department
Minutes of Light Commissioners Meeting
August 19, 2024
Present: Chair Brendan Roache, Vice Chair Walter Wilk, Clerk Maureen Doherty, Commissioner Diana Bren, Light
Department Manager Joseph Sollecito
1) Open Meeting — Call to Order and Pledge of Allegiance. The meeting was held at the Mansfield Town Hall Room
3AB and called to order at 6:42 PM followed by the Pledge of Allegiance.
A complete copy of the Board packet containing all documents that are referenced in the minutes is on file at the
Mansfield Municipal Electric Department office.
2) Review and consideration to approve Board Minutes of April 22, 2024, May 22, 2024 and June 6, 2024
Motion to approve Board minutes of April 22, 2024. (Doherty/Bren) passes 3/0
Motion to approve Board minutes of May 22,2024. (Doherty/Bren) passes 3/0
Motion to approve Board minutes of June 6, 2024. (Doherty/Bren) passes 3/0
3) Managers Report
a) Review and consideration to vote to approve below the line expense donation to COA/Social Service.
Director Josephine Madrazo from the Council of Aging & Social Services requested funds to help the residents of
Mansfield to pay the electric bill due to illness, job loss, or family catastrophe. After looking at financial documents and
communicating with the electric dept about the account they determine if they are eligible for the assistance. Manager
Sollecito commented that the Council of Aging & Social Services works very closely with Mansfield Electric Department.
Motion: To provide assistance to support residents facing challenges paying their electric bills in the amount
of $30,000 to the Council of Aging / Social Services. The cost of such a contribution is to come from the
unappropriated earned surplus of the Mansfield Electric Department as a below the line expense. (Doherty/Bren)
Passes 3/0
b) Review and consideration to vote to approve below the line expense donation for high school 'Marching
Band/Field Hockey' field lighting project.
Assistant Superintendent of Schools, Ed Donohue, spoke on behalf of the marching band utilizing the field
hockey field at night and how they would appreciate the extra lights to get approved so they could see better at night
while practicing. Manager Sollecito went over the lights that would be put on the field and the cost being an estimate of
$82,00. This would still need to go out to bid to get an exact cost. Commissioner Doherty asked if the cost came in higher
after the bid was done if it would be brought back in front of the board. Manager Sollecito replied yes. Chairperson
Roach asked if this would need to go in front of the planning board. Manager Sollecito replied he does not believe so
since the town has done similar projects in the past.
Motion: To provide assistance to Mansfield Public Schools to illuminate the "marching band/field hockey
field' with an estimated cost of $82,000 (final cost will be known after a formal procurement process). The cost of
such a contribution is to come from the unappropriated earned surplus of the Mansfield Electric Department as a
below the line expense. (Doherty/Bren) Passes 3/0
Vice Chair Walter Wilk entered the meeting at 6:54pm
c) Review and consideration to vote to approve change order for date and garage door project.
This has already been approved previously. While working with the consultant it came up that to be compliant
with the osha guidelines it would be more sufficient to use a transmitter on the truck and on the gate. The reader would
sense the truck and open when needed. This would increase the overall cost $48,000. Commissioner Bren asked what
other cost have been added to the original budget. Manager Sollecito didn't recall the exact number but reviewed that
the cost was due to the original vender going out of business and needing a new vender that needed to upgrade the
alarm system. Commissioner Bren asked if the risk of this increase was brought up during the original bid. Manager
Sollecito reviewed that after some discussion the clicker that is used now is not as secure as they should be and the new
cell phone app would slow the lineman down to open the gate. Commissioner Bren asked what is the life of the
transmitters. Manager Sollecito reviewed that the transmitters are relatively cheap to replace but the high expense is
through the readers.
Motion: To increase the budget for the gate and garage door project to $210,00 to accommodate the change
order for the vehicle transmitters and readers. (Doherty/Bren) 4/0
d) Review tree trimming contract award memo
Manager Sollecito reviewed how Tree trimming is Important to keep the integrity of the electrical system. This
will prevent unnecessary outages. After a competitive solicitation, Lewis Tree Service was the lowest bid. The final
agreement was executed with Lewis Tree Service on July 3, 2024. Vice Chair Wilk asked how resilient do you feel the
power system is with cutting back on the trees. Manager Sollecito responded that over the years our electrical system
was upgraded to a Hendrix system. This system prevents minimizes outages when a tree comes down on the lines. The
goal of tree trimming is to get through the entire system in a three-year period.
e) Review audit inventory practice recommendations
Manager Sollecito stated that the latest audit (by Marcum) found that our operation needs to update the way
we track and record the stock for all inventory items. The main issue is that there is not just one inventory area but
smaller areas in different buildings. We have setup an internal committee to review the process and make updates.
Once the internal process is updated, self -audits will be conducted to make sure it is running correctly.
f) Review of financial for June 2024
Manager Sollecito stated that the unofficial financials have the net Income at 1.99 million compared to the prior
year of 1.09 million. The generation charge payable is currently 2.6 million vs 2.6 million in FY23. Operating cash position
is 13 million up from 11.8 million in fy23. Energy sales are in line with last year and depreciation fund four our capital
projects balance is 5.7 million.
4) Citizens Questions and Comments
None
5) Commissioners Questions & Comments
Clerk Doherty asked if (Key Accounts) breakfast in the Industrial park still happens. Manager Sollecito explained
that we have done several times, however it is only done when there is a topic to discuss and not an annual occurrence.
6) any items not anticipated by the Chair 48 hours prior to this meeting
None
7) Motion to go into executive session and not to return to open session at 7:29pm
(Doherty/Bren) passes 4/0
Respectfully submitted: Toni -Ann
�D1'Ambra
/A /) OZ
4SIgnou Date o Approval
Mansfield Municipal Electric Department
Minutes of Light Commissioners Meeting
September 25, 2024
Present: MMED Board of Light Commissioners: B.Roche (Chair), W.Wilk (Vice Chair), M.Doherty (Clerk),
D. Bren, members of the Town of Mansfield Audit Committee, Business Finance Manager J. Pereira and
MMED General Manager J. Sollecito
This was a joint meeting with the Audit Committee, please see their minutes for more details.
1) Open Meeting - The meeting was held at the Mansfield Town Hall Room 2AB and called to order at 5:05 PM
2) In coordination with the Town of Mansfield Audit Committee, reviewed and discussed MMED Audit
finding results as presented by Frank Serreti (CPA Partner, Marcum) and Laura Stone (CPA Director, Marcum)
3)5:49pm: Motion to approve the Financial audit results as presented by MARCUM with amended
commentary notes to add to Note 9 (re. PILOT) and Views of the Responsible Officials. (W.Wilk / D.
Bren). Passed 4-0
4) 5:50pm: Motion to adjourn the MMED Board of Commissioners meeting (D. Bren / M.Doherty) Passed 4-0
Respectfidly submitted: Joseph M. Sollecito, Esq.
/aM h -1 t
igvia re of Clerk Date of Approval