Board of Selectmen Minutes
Meeting date:
Wednesday, March 26, 2008
Board of Selectmen
March 26, 2008
Present:
Panny Gerken
Curt Plante
Kenneth F. Troup
Jodi Ross, Town Administrator
Linda Day, Town Secretary
The Board of Selectmen met at the Town Hall at 7:00 p.m.
Present: Advisory Committee members David Lindsay, Stan Wysocki, Burt Shnitzler, Randy Dinjian and Bob Czekanski
WARRANT
#08-20 $91,048.48
#08-20A $179,322.94
There are no fuel charge bills in the above mentioned warrant. It was confirmed that no fuel surcharges will be paid until Mr. Brown provides additional information for review by the Board of Selectmen.
DPW CONTRACT
On a motion made by Troup and seconded by Gerken, the Board of Selectmen voted to ratify the FY09 – FY11 DPW union contract. (Gerken – yes, Plante – yes, Troup – yes)
POLICE DEPARTMENT BUDGET
Present: Chief Alfano
Mr. Plante stated that in January Chief Alfano informed the Board of Selectmen of the depleting overtime budget because of not being able to fill the shifts because of the new 4 & 2 schedule and difficulty in filling the shifts with reserve officers because of their other obligations. He stated he would not be seeking additional funding for the budget but able to manage with communication wages if necessary. Mr. Plante asked how Chief could manage the second 6 months of the budget within budget but was spending overtime budget faster than he normally would. Chief Alfano explained it was not a situation where all of a sudden he came up with the funds. Chief stated that in order to stay within budget he canceled training and programs and reallocated funds in order to get through the year. Chief stated his responsibility is to manage the department’s budget and he is doing the best he can to fix the broken system that he inherited noting that both 2006 and 2007 were both under funded and transfers were required.
His proposed budget was only a 2% increase in the overall budget. Mr. Plante stated he did not have a problem with the reasoning of hiring a midnight officer.
Mr. Plante thanked Chief Alfano for the explanation and recommended he use reserves to minimize the costs. Chief Alfano stated that back years ago it was more efficient for the town to run with reserves but they have now reached the point where it is more expensive to run with reserve officers and less expensive to increase full time officers.
Overtime is the most expensive cost and anything they can do to reduce overtime is a savings.
The Police Department’s call volume includes 98 accidents and over 100 crimes from January to date. The increased traffic flow drives the arrests, accidents and crime rates.
Mr. Lindsay sated that the Advisory Committee is comfortable with the Police Department budget.
Chief Alfano stated that the Reserve Officers are a valuable resource to the department but they cannot fill all the shifts because they also have day jobs. Mr. Plante questioned whether it would make sense to hire a couple more Reserve Officers. Chief Alfano stated that once a Reserve Officer is hired the costs for a Reserve Officer can be just as much to maintain as a full time officer and it reaches point where it can be more expensive for a Reserve Officer. Chief Alfano offered to meet with Mr. Plante show him all the facts.
Mr. Plante stated that he is fully aware of the schedule constraints within the police department as he has worked them. He suggested that maybe another reserve may ease the overtime situation.
ADMINISTRATIVE ASSISTANT
Mr. Plante stated he did not have any idea how Mr. Troup and Ms. Gerken felt about the budget. He felt they are always ready to take a vote without deliberating the issue.
Ms. Ross provided a 7 page report of justification for creating an assistant to the town administrator position.
Mr. Plante stated he has talked with Ms. Ross at length about the proposed administrative assistant position and her proposed savings of approximately $11,000 ($4,137 for EMT wages and $6,947.00 for reduction of hours for the town secretary) in the budget to help justify this new position. He stated that they also discussed the space needs in the Town Hall. Ms. Ross stated that the newly hired Health and Permitting Assistant would be in the Town Planner’s office on the first floor and the Administrative Assistant would be in the Town Secretary’s office on the 2nd floor. With that being said it was Mr. Plante’s opinion that the space needs issue had been planned out and he therefore recommended that the Board of Selectmen withdraw their vote to hire an architect for $7,200 to look at space needs for the town hall. Mr. Plante stated if this was done he would be willing to approve the Administrative Assistant position.
Mr. Lindsay stated that with the reduction in the school budget and the reductions of approximately $115,000 the Advisory Committee was able to make in the overall budget they considered and agreed to leave the administrative assistant position in the budget.
Mr. Gerken stated she has been supportive of the administrative assistant position from the very beginning.
Mr. Lindsay reported that based on the Moody’s conference call held this week and our financial situation looks good. They are very impressed with the town’s stabilization fund and free cash. Ms. Ross stated it was a very positive discussion and they are very pleased with the way we are running our finances of the town.
Mr. Troup stated that he does not like the idea of eliminating the wages for the summer EMT Cadet working at the town hall from the budget, but it was a tradeoff he could live with to have the administrative assistant position. He was not sure grade 6 was high enough or the number of hours was adequate but it was a good way to start and it could be addressed at a later date if needed.
Mr. Plante suggested that we slow the pace down. There are mandates but the faster we try to produce the more mistakes we make and they are costly mistakes. Mr. Troup stated that adding the additional person is not about speed but about getting up to a level to function in the way we need to function.
Ms. Ross referred to her 6 page report, and the 4 management studies that have been done over the years that stated there was not enough staff at town hall. She has done without an administrative assistant and at this time feels it is a reasonable request.
Mr. Troup feels that there is something to be learned by spending the $7,200 for the space needs study. It is his opinion that the possibility of getting insight as to how the town hall can be expanded is something we should do. Mr. Plante stated it did not make sense to look at space needs until we have annex space to move to such as the Houghton building which will not be vacated for at least 2 years.
Mr. Shnitzler stated that the two topics should be looked at on their own merits and whether we get an Administrative assistant should not depend on space needs.
Ms. Gerken and Mr. Troup agreed that Ms. Ross should proceed with signing the contract with Kaffee Kang.
BUDGET REVIEW
Ms. Ross stated that next Thursday, April 3 the Board of Selectmen must be ready to sign the warrant. The Board of Selectmen will attend the Advisory Committee meeting on Tuesday, April 1, 2008.
On a motion made by Plante and seconded by Troup, the Board of Selectmen agreed to reduce the wages line item in the town administrator’s budget by $4,137.00. (Gerken – yes, Plante – yes, Troup – yes)
The Assessors wage line item does not show any change, but Ms. Ross noted that the Assessors Administrative Assistant position is currently being reviewed.
The Treasurer’s wage line item shows an increase due to an upgrade in position, step and COLA.
The Advisory Committee voted to increase the MIS web services line item by $2,400 to resolve email problems. The also agreed to take $600 from the Town Hall telephone line item for Comcast services and add it to the MIS web services account for a total increase of $3,000.
Ms. Ross will provide a breakdown for the Town Clerk’s salary and wage line items.
Both the Ambulance and Fire Department budgets include stipends for the officers. The Public Works wage line item shows slight increase due to error in wage calculations, cost of living adjustments for summer emts and implementation of the union contract recently ratified. Transfer station wages line item was also adjusted based on the union contract recently ratified. Trash disposal line item is level funded and includes $20,000 for hazardous waste day. It was recommended that a separate line item be created for the funds for the hazardous waste day.
Ms. Ross will provide a breakdown for the MART van and drivers.
Town Hall staff unanimously feels that a new copier is needed because of breakdowns, malfunctions, and parts being obsolete for the present copier. The cost to purchase a new copy machine is approximately $12,000 that includes scanning. Ms. Ross suggested that with technology changing so rapidly that a copier be leased. Lease prices obtained ranged from $228 to 324 per month. Ms. Ross recommended that $3,000 be added to the town hall account for a lease versus a purchase. The Advisory Committee recommended an article to borrow with a debt exclusion question on the ballot. The article will be written so the purchase is not contingent on passing at the ballot.
The Board of Selectmen will vote the budget on Tuesday, April 1, 2008.
ARTICLE REVIEW
Article 3: Fiscal year 2008 budget transfers – On a motion made by Gerken and seconded by Troup, the Board of Selectmen voted to approve this article. (Gerken – yes, Plante – yes, Troup – yes)
Article 4: Fiscal year 2009 operating budget – A motion made by Troup and seconded by Gerken was withdrawn. Vote deferred to Tuesday, April 1, 2008.
Article 7: Amend the Personnel Bylaw – Mr. Plante stated it was his understanding that the mission was to revise the bylaw as recommended by the consultant to remove policy so that that you don’t impair the opportunity for employees to potentially benefit more down the road. He anticipated all policies being removed from the personnel bylaw however it was his opinion that the bylaw as written still has a lot of policy in it. Mr. Troup agreed that he would have taken out more and made it policy but was satisfied with what was written. He stated the main concern was to be sure employees knew that the purpose of this article was basically an administrative change and not a change in benefits for employees. He recommended that the summary explain it in this manner. Ms. Gerken was satisfied with the bylaw as written.
Ms. Ross stated that Mr. Plante had several questions regarding the bylaw as proposed that she tried to answer. As an example Mr. Plante suggested that the longevity benefit be removed from the bylaw and made policy. Ms. Ross explained that the bylaw covers non-union employees and to remove their benefits from the bylaw leaves the employees with no security. Policies such as sexual harassment and alcohol and drug are policies that can be removed and do not affect their benefits. Mr. Plante stated that historically the Board of Selectmen does not take anything away, benefits increase annually and he does not feel employees have been mistreated with respect to benefits.
Mr. Lindsay recommended that in Section j) Insurance Benefits, paragraph 1 a. the percentage of the town’s contribution and the employee’s contribution for health insurance should not be stated in the bylaw. On a motion made by Troup and seconded by Gerken, the Board of Selectmen voted to revise the sentence so that it reads as follows: “The town contributes to the cost of the health insurance premium at a rate as set by the Board of Selectmen”. (Gerken – yes, Plante – yes, Troup – yes)
The Board further voted, on a motion made by Troup and seconded by Gerken, that the first sentence in the second paragraph of 1 a. be revised to eliminate the words “usually in early April” so that the sentence reads as follows: “Open enrollment is offered once a year.” (Gerken – yes, Plante – yes, Troup – yes)
On a motion made by Troup and seconded by Gerken, the Board of Selectmen voted to revise the last paragraph of Section 1.14.12 Fringe Benefits to remove the words “municipal service” with “prior employment” so that the sentence reads as follows: “At the Department Head level, the Board of Selectmen shall have the authority to consider prior employment when establishing vacation time.” (Gerken – yes, Troup – yes, Plante abstained)
Ms. Ross will clarify with Town Treasurer Donna Madden the language that states active benefits-eligible employees 65 years of age or over may remain on the current active health plan until retirement, and that Medicare eligible employees must apply for Medicare coverage through social security but they are not charged for part B until they actually retire. Ms. Ross will also clarify the cost of the retiree basic life insurance and if the town shares the cost of the retiree basic life insurance.
Ms. Ross reiterated the goal of the bylaw revision was to remove the Personnel Committee who disbanded and put under the direction of the Board of Selectmen, Town Administrator and Treasurer.
Mr. Dinjian, former member of the Personnel Committee stated that they looked at comparable bylaws and the proposed revisions are consistent with other towns. Mr. Lindsay stated that Advisory Committee would support whatever the Board of Selectmen approved.
On a motion made by Gerken and seconded by Troup, the Board of Selectmen voted to approve this article. (Gerken – yes, Plante – yes, Troup – yes)
Article 8: Tax Collector to become an appointed position – Ms. Ross stated that our present Tax Collector Peg Child has purchased a home in Clinton and will be closing in April. By law Ms. Child can not hold the Tax Collector position when living in Clinton.
The town can adopt a bylaw pursuant to the Home Rule Amendment that allows the tax collector to serve in her capacity until her successor is appointed. If we don’t adopt the home rule the Board of Selectmen would appoint someone to finish the term. There is no law or right to allow her to continue in her capacity at this time. The Board of Selectmen agreed to add the home rule article to the ATM warrant.
Mr. Plante was concerned with the additional work load this would add to the Town Administrator if both the Tax Collector and Town Clerk positions became appointed.
Ms. Ross recommended that when the time comes the tax collector position be combined with the assistant treasurer/tax collector position by adding an additional 5 hours to the assistant treasurer/tax collector position. This will save the town a benefited position in the end.
On a motion made by Troup and seconded by Gerken, the Board of Selectmen voted to approve this article. (Gerken – yes, Plante – yes, Troup – yes)
Article 9: Town Clerk to become an appointed position – Based on consensus from the Advisory Committee and Board of Selectmen, on a motion made by Gerken and seconded by Troup the Board of Selectmen voted to pull this article. (Gerken – yes, Plante – yes, Troup – yes)
Article 15: Transfer of borrowed funds to construct a sewer force main – vote deferred to Tuesday, April 1, 2008.
Article 16: Authorizing the town to construct a sewer force main in certain park land - vote deferred to Tuesday, April 1, 2008.
Mr. Plante questioned if there was any legislation regarding the Veterans’ Memorial Park land. Ms. Ross will look into this.
Selectmen statement - On a motion made by Plante and seconded by Troup, the Board of Selectmen voted to approve the Selectmen’s statement for the annual town meeting warrant. (Gerken – yes, Plante – yes, Troup – yes)
ARTICLE FOR TOWN EASEMENT FOR INSTALLATION OF DRY HYDRANT AT 626 MAIN STREET
Ms. Deborah Plante asked that the town pay the legal fees for her attorney to review the above mentioned easement language for the installation of a dry hydrant at 626 Main Street.
On a motion made by Gerken and seconded by Troup, the Board of Selectmen voted to pay legal fees up to $500.00. (Gerken – yes, Troup – yes, Plante – recused)
TOWN ELECTION
On a motion made by Troup and seconded by Gerken, the Board of Selectmen voted to call an election on Monday, May 12, 2008 and voted to place the following questions on the ballot for the election and the addition of Question 3 for a copy machine for the Town Hall offices. (Gerken – yes, Plante – yes, Troup – yes)
Question 1: Shall the Town of Bolton be allowed to exempt from the provisions of proposition two and one_half, so_called, the amounts required to pay for the bond issued for the purchase of two used 6-wheeler minimum 35,000 GVW trucks for use in the Department of Public Works? YES_____ NO_____
Question 2: Shall the Town of Bolton be allowed to exempt from the provisions of proposition two and one_half, so_called, the amounts required to pay for the bond issued for the purchase of the property owned by August Bonazzoli, Jr. and Deborah Bonazzoli, consisting of 43 acres more or less, and shown as parcel 15 & 20 on Bolton Assessor’s map 2D, which property is recorded in a deed at the Worcester County Registry of Deeds, at book 27827, page 233. YES_____ NO_____
Question 3: Shall the Town of Bolton be allowed to exempt from the provisions of proposition two and one-half, so-called, the amounts required to pay for the bond issued for the purchase of a copy machine for the Town Hall.
YES ___ NO ___
GOLDEN RUN ROAD
Mr. Plante received a letter from Mr. John Verban of 78 Golden Run Road regarding the drainage problem on Golden Run Road.
Meeting adjourned at 10:30 p.m.
Respectfully submitted by Linda L. Day