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Home My WebLink AboutMinutes - AC - 10/23/2014 f Town of ;��-� C.ohasset Massachusetts MEETING MINUTES Town of Cohasset Advisory Committee TIME: October 23, 2014 6:36 pm - 9:20 pm PLACE: Cohasset Town Hall, Basement ATTENDEES: Advisory Committee Presenters • Peter Pescatore, Chair • Mary Gallagher • Bob Benson • Tom Gruber • Tanya Bodell • Tana Kasperowicz • George Chamillard • Leonora Jenkins • Richard Fitzpatrick • Chief Silvia • Leland .Jenkins • Linda Mooney Town Manager • .John Chapman Chris Senior • Nan Roth Selectmen • Karen Quigley • Kevin McCarthy Documents Appended to Minutes (provided by Tom Gruber): • A memo from Martha Gjesteby's attorney about what he did and why • Letter from Ethics Committee to Paul Carlson regarding complaint regarding Martha Gjesteby • Letter from Attorney General regarding violation of open meeting law THE FOLLOWING ITEMS WERE DISCUSSED: 1. Call to order: The meeting was called to order at 6:36 pm by Peter Pescatore, Chair of the Advisory Committee. Meeting Minutes =r. Tawas of October 23, 2014 `' " Cahasset Page 2 °~ Massachusetts 2. Citizens Petition to appropriate $9,226.52 to reimburse Selectman Gjesteby's legal defense fees Leland Jenkins recused himself from the discussion and vote for conflict of interest given that he was a Selectman at the time. Tom Gruber returned to present the Citizen's Petition to reimburse Martha Gjesteby for legal costs she incurred from the 2012 to 2013 period. The Committee had requested additional information which Mr. Gruber partially provided(see documents appended to these minutes). According to Mr. Gruber, the requested dollar breakdown of the two legal motions is not separable, however, a memo from the attorney about what he did and why was provided. Outstanding Questions: • Legal Representation on Criminal Matters: It was indicated that the Town cannot provide counsel to someone for allegations about a criminal matter. Is this true? • Alternative options: Are there different avenues that the Selectmen could have pursued? • Letter sent to Ms. Gjesteby: Did Ms. Gjesteby receive a letter from the Attorney General or ethics committee? • Board of Selectmen Follow-up: Did the Board of Selectmen produce certification to the Attorney General in writing that it complied with the requested regarding the open meeting law violation? Despite the outstanding questions, a motion was made to decide whether or not to recommend adoption of the article. A MOTION TO NOT RECOMMEND THE CITIZEN'S PETITION was made by George Chamillard and seconded by Bob Bensen. Tied vote: 4-4 3. Reserve Fund Transfer Request The Committee discussed a request to reinstate an amount that had been approved but not spent and therefore flowed into free cash at the end of the fiscal year. The reserve fund transfer request would transfer funds from reserve cash to pay for invoices for services that were pre-approved and already have been provided. Advisory Committee Meeting Minutes =r. Tawas of October 23, 2014 `' " Cahasset Page 3 Massachusetts A MOTION TO TRANSFER MONEY SWEPT AT THE END OF FY 2014 FOR PAYMENT OF OUTSTANDING INVOICES FROM FY 2014 was made by Nan Roth and seconded by George Chamillard. Approved 9-0 4. September YTD Financial Review A comparison of FY 2014 Plan and FY 2014 Actuals show a surplus of around$400,000. Using FY 2014 Plan as the base for the FYI Plan resulted in spending able to grow by close to 10 percent. Working off of budgeted as a base does not consider the return of monies not spent. The Committee discussed alternative ways to manage the budgeting process and incentives associated with each. No decision or vote taken. 5. Article 1 —Amendments to Fiscal 2015 Operating Budget Draft of Warrant for Special Town Meeting schedule transfers monies within categories within departments. This can be done only with approval from Town Meeting. Line Item 1: The Committee discussed the proposed transfer of$5,329 from Finance Personnel Services to Finance Professional Services. A MOTION TO RECOMMEND THE TRANSFER was made by George Chamillard and seconded by Linda Mooney. Approved 9-0 Line Item 2: The Committee discussed the proposed transfer of$13,320 from Workers Compensation to General Liability and Property Insurance A MOTION TO RECOMMEND THE TRANSFER was made by Nan Roth and seconded by John Chapman. Approved 9-0 Supplemental Appropriation: The Committee discussed the proposed transfer of$53,000 from General Fund Revenues to Hydrant Fees for Fiscal 2015 operating budget. A MOTION TO RECOMMEND THE TRANSFER was made by Bob Bensen and seconded by John Chapman. Approved 9-0 Supplemental Appropriation: The Committee discussed the proposed transfer of$20,000 from General Fund Revenues to Veterans Services. Advisory Committee Meeting Minutes =r. Tawas of October 23, 2014 Cahasset Page 4 °~ Massachusetts 75% of the reimbursable veterans funds are recoverable from the state and there is always a lag on funding, which can create shortfalls when services are expanding. Additional services have been provided to a greater number of veterans, requiring additional funds. Last year also required a transfer from the reserve funds. A MOTION TO RECOMMEND THE TRANSFER was made by Linda Mooney and seconded by Leland Jenkins. Approved 8-1, with the dissenting vote made out of principle against increasing the operating costs for FY 2015. 6. Article 2—Unpaid Bills from Previous Fiscal Years The Committee discussed the proposed transfer of monies for payment of unpaid bills from available Free Cash and Sewer Fund retained earnings. A MOTION TO RECOMMEND ARTICLE 2 was made by George Chamillard and seconded by Leland Jenkins. Approved 9-0 7. Article 4—Stabilization Funds This article in the warrant proposes to allocate excess FY 2014 funds; $200,000 into OPEB Trust Fund and $300,000 into the General Stabilization Fund. A MOTION TO RECOMMEND ARTICLE 4 was made by Nan Roth and seconded by Linda Mooney. Approved 9-0 8. Article 5—Allocation of Funds for One-Time Costs The Committee discussed allocation of funds for one-time costs. Chris Senior provided a detailed breakout of the funding request of$50,000 for Facilities and $100,000 for Highways in a separate document. In addition, this article includes a number of one-time cost items: • Town Street Lights: $30,000 • Analysis of Program Space Needs: $15,000 • Facility Rental Expenses: $30,000 • Sewer: $150,000 for repair and painting For purposes of voting, these were separated according to the source of the funds. Items coming out of Free Cash: A MOTION TO RECOMMEND ALLOCATION OF $225,000 IN FUNDS FROM FY 2014 FREE CASH UNDER ARTICLE 5 was made by George Chamillard and seconded by Nan Roth. Approved 9-0 Advisory Committee Meeting Minutes =r. Tawas of October 23, 2014 `' " Cahasset Page 5 Massachusetts Sewer request to appropriate $150,000 from Sewer Retained Earnings A MOTION TO RECOMMEND ALLOCATION OF $150,000 IN SEWER RETAINED EARNINGS was made by John Chapman and seconded by Peter Pescatore. Approved 9-0 9. Article 7—Transfer from Water Stabilization The Committee discussed the proposed transfers from Capital Stabilization Funds which are funded from retained earnings. Due to a mechanical issue, DOER would not accept the approved FY 2015 budget for the water department. There is a perceived shortfall by the state due to a decrease in revenues from the prior year, which results in a higher budget that is not funded by a notable increase in rates or number of customers. As a result, the State does not see funding for the perceived shortfall and denied the budget. The expectation is that there will be excess retained earnings that can be transferred back to the capital stabilization fund at the end of FY2015 and FY2016. A MOTION TO RECOMMEND ARTICLE 7, THE TRANSFER FROM THE WATER STABILIZATION FUND, was made by Bob Bensen and seconded by Nan Roth. Approved 9-0 to. Article 8—Water Department Rules and Regulation Amendment— Section IX: 1 Meters, General and Appendix A—Rate 1 The Water Department proposes to include a charge of$90 to multi-unit buildings for the incremental units that are not metered. A MOTION TO RECOMMEND ARTICLE 8 was made by Linda Mooney and seconded by Bob Bensen. Approved 9-0 11. Article 9—Sewer Commission Transfers The article proposes to create a sinking fund to cover a balloon payment of$694,000 when the betterment payments are done and debt payment is still required. Current stabilization fund balances: • Betterment Stabilization Fund= $963,000 • Capital Stabilization= $104,000 • Certified retained earnings= $680,000 Advisory Committee Meeting Minutes =r. Tawas of October 23, 2014 `' " Cahasset Page 6 Massachusetts Prepaid betterments should be transferred directly into funds subject to approval of Town Meeting. Certified retained earnings will be $450,000 after approval of the proposed transfers, providing plenty of reserves. A MOTION TO RECOMMEND SEWER COMMISSION TRANSFERS was made by Tanya Bodell and seconded by Linda Mooney\. Approved 9-0 12. Article 11 —Bound Brook The Committee discussed the proposed bond authorization for Bound Brook. It appears that there is a potential funding opportunity for a dam and seawall grant. Total cost is $1.472 million; a grant (around $150,000) and loan($852,000 2% interest rate)would provide around $1 million to fund a long-standing capital need. Around$400,000 already is approved somewhere else to cover the remaining cost. As a result, this project would not create a need to increase taxes. A MOTION TO RECOMMEND THE PROPOSED BOND AUTHORIZATION was made by Linda Mooney and seconded by George Chamillard. Approved 9-0 13. Meeting Minutes from September 25, 2014 and October 9, 2014 A MOTION TO RECOMMEND THE 9/25/2014 MINUTES AS CORRECTED was moved by Bob Bensen and seconded by Leland Jenkins. Approved 9-0 A MOTION TO RECOMMEND PROPOSED AMENDMENTS TO THE MINUTES DATED 10/09/14 was moved by Nan Roth and seconded by John Chapman. Approved 9-0 14. Motion to Adjourn: A MOTION TO ADJOURN was made by Leland Jenkins and seconded by Bob Benson. Approved 9-0 Respectfully submitted, Tanya Bodell, Rotating Secretary Advisory Committee