Loading...
HomeMy WebLinkAboutBOS MINUTES 03-04-2015Board of Selectmen Minutes March 4, 2015 Present: George Dentino, Chair; Jess Aptowitz, Vice Chair; Doug Annino, Clerk; Olivier Kozlowski, Frank DelVecchio; William Ross, Town Manager Chairman Dentino called the meeting to order. The Chairman reminded everyone the meeting is beiiiR broadcast live and taped for future broadcast on Mansfield Cable. Present before the Board are: Benjamin Dury, Shaddy Makraln and Oliver Schmidt. Den Leader is Kris Schmidt and Assistant Den Leader is Patrick Dury. The boys each introduced themselves and reported they are currently working towards their Physical Fitness badges. Previous to the meeting the scouts toured Town Hall and visited with each Department �3 =Preset«tat�on B} Boy �out�Bsn 1YIas3sonz134y ScouY`1'rooLr�l7�Regardaug �agle�cou Ben Masison is working towards his Eagle Scout rack and for his project he would like to cleanup the Old Time Cemetery (located next to the Police Station), which he found to be in rough shape. He will be working in conjunction with the Parks and Recreation Department and has asked for assistance from his fellow scouts. Ben outlined that lie will try to: • Repair Damaged Portions Of The Wall • Remove Plants Growing On Inner And Outer Wall • Remove Buslies Damaging Headstones • Clean Off Headstones • Remove Low Hanging Branches Mr. Kozlowski appreciated Ben's efforts and warned against the poison ivy in the area. Mi.. Aptowitz asked how long the project will take to which Ben noted a few weekends. Mr. Armin wished Ben luck and noted it is a beautiful cemetery and the largest in Mansfield. Mr. DelVecchio asked who will supervise the project with Ben to which Mr. Ross noted the DPW. Ben also suggested that the Town list projects on its website to assist the Scouts with choosing projects for their Eagle rank and that it would also assist the Town. Chairman Dentin thanked Ben and wished him luck. He looked forward to seeing the completion of Ben's protect. Present before the Board are Chairman of the Audit Committee, Jess Aptowitz, Audit Committee member, Jim Raggazzo and Finance Director, John Stanbrook. This is Chairman Aptowitz seventh year on the Audit Committee. He explained there are two audits before the Board: The first audit is the A -133, also known as the "Yellow Book" audit, which is the audit of the Federal grants. There are different requirements as to how the auditor selects which grants to audit Board Of selectmen's Meeting March 4, 2015 Page] of5 but once a grant is selected materiality "goes out the door ". Chairman Aptowitz reported the audit was clean with one reportable finding which was minor. The finding dealt with a Federal Awards for Special Education where due to multiple time periods for billing the funding should have transpired over two periods but was recorded in full in one period. Chairman Aptowitz explained the Business Manager for the schools has been informed of the finding and the proper recording procedure of that going forward. Mr. Raggazzo noted the finding (which amounted to $3,752.61) is referenced on page 10 and reiterated that although the amount is minor the Grant Audit under the governmental accounting standards is required to disclose everything with respect to grants even if they are not significant. As an experienced certified auditor, Mr. Raggazzo felt it to be an isolated incident and not a systemic issue; therefore no Management Letter was issued. Mr. Raggazzo pointed out that page 11 of the audit also discloses there was a finding having to do with Special Education IDEA Cluster. He explained there was a problem during the test of internal control where an expense report was not filed within 60 days of the grant period, which is a failure to file on time disclosure. It was then clarified by Mr. Stanbrook that this was a finding from last year's audit and part of the process is to report back on findings. Chairman Aptowitz then reported on the second audit, the Town wide audit, which lie referred to as the "financial statement" audit. He explained that not all accounts are audited as they may not reach a level of materiality. There were no findings within this audit therefore there is no Management Letter, The Chairman felt that a big part of this is due to the efforts and accountability of the Finance Director /Town Accountant with regards to on -time processing and reconciliations. The one issue /comment that was made was with regards to receivables reconciliations in the Water /Sewer Department. As the dollar amount did not rise to the level of a management comment it did rise to a level where it was brought to the Audit Committee's attention and was then discussed with Mr. Ross, Mr. Stanbrook and DPW Director Lee Azinheira where proactive measures have been taken to rectify. Chairman Aptowitz reiterated the dollar amount is not material to the financial statements. Mr. Ross also noted that a procedure has been established for the staff reconciling these accounts. Chairman Aptowitz noted the Audit Committee takes this process very seriously and that all members feel comfortable with the final product at the end of the day. Mr. Ross elaborated that one of the wiser decisions was the creation of the Finance Director position and having one person responsible and a reflection of that is the Town's bond rating moving from negative to stable and Mr. Ross gave Mr. Stanbrook credit for that. Finally, Chairman Aptowitz noted the committee is in the process of solicitation for audit bids for the next three years as the current contract for R.E. Brown has expired. Mike Ahern and Mr. Stanbrook will work to get that document out some time week. The goal is to have someone in place prior to the end of this fiscal year. It was discussed that the final decision would be made by the Audit Committee as stated in the Town's By -Law. Mr. Raggazzo noted there is a limited pool to choose from. Motion: To accept the audits for the FY14 ending June 30 °i as presented (DelVecchio /Annino) PASSES 5:0 Board Of Selectmen's Meeting March 4, 2015 Page 2 of 5 Ms. Whalen has updated the analysis regarding fee increases for Hackney Carriage and Driver licenses per Chairman Dentino and Mr. Aptowitz's suggestion. The analysis now includes the benefit portion to the hourly rate of the employee reviewing the applications as well as a larger pool of surrounding communities and rates charged. It was Ms. Whalen's suggestion to raise the fees as follows: Hackney Carriage License from $10.00 to $50.00 Hackney Driver License from $10.00 to $20.00 Ms. Whalen noted consideration has been taken to have the Hackney company absorb a portion of the driver fee per Alma Britton's suggestion from Veterans Taxi. Mr. DelVecchio asked if this was a break even recommendation to which Ms. Whalen it was. Mr. Aptowitz asked for the number of vehicles and drivers to which Ms. Whalen reported there are eight cabs and approximately 34 drivers. Mr. Aptowitz would like to consider $25 for the driver license. Mr. Kozlowski agreed. Chairman Dentino also agreed with both Mr. Aptowitz and Mr. Kozlowski. He questioned the Taxi Regulations, referencing condition 5, where a change to the fee is noted but not applied within the regulation. Ms. Whalen felt it to be a clerical error. There was a discussion regarding Taxi/Hackney Regulations where the following was noted: • Amend the Regulations to incorporate previous notes with proper fees (5, 6 and 7a) • Section : consider if renewal should move to end of year • Section 15: change verbiage to include company, person • Section 16: have Mr. Ross edit the Regulation to reflect that the Town Manager Cali immediately take action (suspend) when there is a violation, then file a report with the Board of Selectmen to consider if a hearing is necessary to revoke the license. The period should not exceed five days or the next Board of Selectmen meeting. It is important to have due process where the driver could appeal. • Section 17: ensure that the Town is indemnified Motion: To enact new fees as follows: Hackney Carriage License $50 per vehicle and for Hackney Driver License $25 Der driver (Antowitz/DelVecchio) PASSES 5:0 None. 3 a. Vote To Approve Board of Selectmen Minutes February 25, 2015 b. Vote To Approve Warrants: • Town Vendor Warrant No. 15O36T in the amount of $1,489,937.88 • Electric Department Vendor Warrant No. 15036E in the annount of $35,646.85 • School Department Vendor Warrant No. 15O36S in the amount of $275,818.68 e. Licenses and Permits • Consideration of Hackney Driver's License for Douglas Lesperance For Already Taxi Board Of Selectmen's Mecting March 4, 2015 Page 3 of 5 • Consideration Of Entertainment License And Fee Waiver Request OF License For MMAS Black Box Theatre d. Events and Banners • Consideration Of Application by Mansfield High School All Sports Boosters For 5K On May 31, 2015 • Consideration Of Banner For MMAS Southern Mass Arts Festival e. Proclamation Consideration Of Proclamation For John Martin Moran For Attainment Of Eagle Scout Rank Motion: To approve the Consent Agenda as presented (DelVecchio /Kozlowski) PASSES 5:0 B RDPQY81 kffX -O�ap- 1 9 Now A Y 21 anrants • Town Payroll /Town Medicaid Payroll 15036PT in the amount of $300,159.60 Motion: To approve Town PayrolUTown Medicaid Payroll 15036PT $300,159.60 (DelVecchio /Aptowitz) PASSES 5:0 • Town Deductions — Vendor Payroll 15036TV in the amount of $94,201.33 Motion: To approve Town Deductions — Vendor Payroll 15036TV $94,201.33 (DelVecchio /Aptowitz) PASSES 5:0 • Letter From H. Thomas French, Jr., Chair Of The Planning Board, Regarding Municipal Clearinghouse Recoiminendation For The Traffic Pattern Plan North Main/Oakland Streets Mr. Ross distributed to the Board an FYI Cherry Sheet Aid Comparison. As Governor Baker has released his budget to the Legislature today, Mr. Stanbrook has been able to access both the revenues and assessments that the State levies. Mr. Ross pointed out that the top half, of what he distributed, compares FY15 budgeted amounts with the proposal from the Governor and his budget for FYI 6. The bottom half compares what the Governor proposed in his budget with the assumptions the Town gave for the FY16 budget. Mr. Ross concentrated on the bottom portion of the analysis as it is the most relevant and noted the amount of revenue in the Governor's proposed budget compared to the estimates, made by the Town in January, shows an actual increase on the Governor's budget of $254,488. Mr. Ross stated the Governor's proposal is that nmch of an increase over what the Town has estimated, which cuts the amount of what the Town needs remove. Mr. Ross pointed out the following: • On the Chapter 70 Aid: $83,420 increase reflects that no School Department or Town will see a Chapter 70 increase that is not less than $20 per student. This has been discussed with Mr. Stanbrook as well as Mike Trowbridge, School Committee Chairman, where if the Governor had not proposed this the Town would have seen a decrease in its Chapter 70 between $500,000 - $600,000 because the overall increase is 3.5% and 3.5% of the Town aid totals that amount. Mr. Ross stated the Town is beginning to see the impact of declining enrollment. • Unrestricted Government Aid, while $71,000 is not a huge amount, is 3.6% and one of time larger increases. • Charter School reimbursements are 58% higher. • Veterans Benefits (a year behind in reimbursement) have increased. • General Fund Assessments are $37,000 lower than Town's estimates. Board Of Selectmen's Meeling March 4, 2015 Page 4 of 5 Mr. Ross reported that Nick Riecio will be filling in for him at next week's meeting as he is attending an all -day conference in Boston regarding sustainable communities. Mr. Ross reported that he and Gary Babin, MMED Director, met with Rod Hoffinan, Town Counsel, regarding the purchase power and development agreement for the solar installation on Branch Street. This will be further discussed at next week's Light Commission meeting. Mr. Ross noted that Southeastern Regional will be conducting its FY16 budget presentation on March l Ott' at 6:30pm. Mr. Ross reminded that the Town's assessment has almost doubled over the past few years. Mr. Ross noted there was a meeting of the MFN Wastewater Board where it accepted proposals for a $3 million short -term noted, used for designed work for the expansion and improvement at the treatment plant. A one year note with an interest rate .55% was approved. Mr. Kozlowski fiuther reported there was a vote taken to transfer the debt to the MFN district as well. By the end of this week, Mr. Ross reported the Town will have submitted to the Slate, the costs associated with the various storms. These are the costs that are eligible according to the requirements which Mr. Ross noted is over $400,000 and will work to get 75% of that back. The Town is not expected to hear until sometime in the fall. Mr. DelVecchio reported that he attended the Audit Committee meeting. I-Ie noted the amount time spent by the committee members, which should be commended. Mr. Aptowitz announced he has received notice that he has been re- appointed to the MMA Labor and Personnel Committee for the State. Those None. To _01V Sign tore of Clerk /tdw Meeting at 8:42PM are once a month in Boston. Date of Approval Includes: FYJd Audit Town ofMansfneld FY16 Cleruy Sheet Aid Comparisons Board Of Selectmen's Meeting March 4, 2015 Page 5 of 5 PASSES 5:0