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HomeMy WebLinkAboutMinutes - AC - 10/06/2016 y Iowa of _ cohasset Mawiachusects MEETING MINUTES Town of Cohasset Advisory Committee TIME: October 6, 2016 7:05 pm— 8:55 pm PLACE: Cohasset Town Hall, Lounge ATTENDEES: Advisory Board Speaking Members of the Audience Nan Roth, Chair ' Mary Gallagher, Director of Tanya Bodell Finance George Chamillard ' .Jeanne Astino, School John Chapman Committee Rich Fitzpatrick ' Amanda Zani, School Committee Leland Jenkins Lynda Mooney Helene Lieb THE FOLLOWING ITEMS WERE DISCUSSED: 1. Call to order: Meeting was called to order at 7:05 pm by Nan Roth 2. WARRANT: The Committee reviewed the draft warrant dated October 6, 2016. 3. ARTICLE 1: Reports of the Committees are not yet available. Discussion was deferred. 4. ARTICLE 2: Amendments to the FY2017 Operating Budget This article was reviewed on a line by line basis. The final Cherry Sheets have enough incremental value to cover the proposed amounts. of Meeting Minutes 4&am ' ° _ cohasset October 6, 2016 M assachusctis Page 2 Committee members would like to have more information on the planner budget of $20,000, and whether this includes benefits and OPEB commitment. Chris Senior will be invited to come discuss this position with the Advisory Committee. A vote was deferred. 5. ARTICLE 3: Unpaid Bills from Previous Fiscal Years Goodwin Graphics: T-shirts for DPW. Motion to recommend approval: John Chapman made the motion, Seconded by Rich Fitzpatrick. Unanimously approved 8-0. 6. Article 4: Stabilization Funds The Special Education Stabilization Fund would have $250,000 transferred into it from the Town. The Committee reviewed the proposed Town of Cohasset Reserve Policy Special Education Stabilization Fund (Draft 9/21/2016) with attention to conditions when money is transferred in and transferred out (see the next section). There seems to be an internal inconsistency between the proposed transfer of $250,000 (composed of roughly $150,000 from the School's surplus and $100,000 from the Town's free cash) and the proposed "Town of Cohasset Reserve Policy Special Education Stabilization Fund" which requires, • The first funding source will be free cash derived from year end surpluses from the appropriated school budget. • Undesignated fund balance (free cash) may be transferred into stabilization fund if deemed necessary. To date, there has been no explanation of why the town's contribution of roughly $100,000 is "deemed necessary." Advisory Committee of Meeting Minutes 4&am ' ° _ cohasset October 6, 2016 Massachusctis Page 3 The Advisory Committee would like an explanation of the proposed $100,000 from the town's free cash and how the proposal is consistent with the proposed policy, or if this is simply a one-time kick-off contribution from the town to fund the Special Education Stabilization Fund and should be treated outside of the proposed policy standards. 7. Town of Cohasset Reserve Policy Special Education Stabilization Fund: The Advisory Committee reviewed the proposed draft of a reserve policy dated 9/21/16. Items the Advisory Committee would like to raise with the Board of Selectman concerning the reserve policy include: • Free cash transfers "if deemed necessary" o Who deems it necessary? o What constitutes necessity? • If the funds fall below the floor, why should replenishment aim to fund the reserves to the ceiling level as opposed to, for example, the average of the ceiling and the floor or some other interim level as opposed to the maximum level? • What is the basis for the $500,000 ceiling and is that high enough? • All transfers out of the fund should be approved by 2/3 vote at Town Meeting, but the second sentence at the end of the final paragraph includes language stating how or why the committees will vote under a set of standards. As drafted, it appears to usurp the Town's hierarchial decision-making authority. There was a consensus that this is not drafted clearly and either: 1) can be struck out because it is Advisory Committee of Meeting Minutes 4&am ' ° _ cohasset October 6, 2016 M assachusctis Page 4 duplicative; or 2) can be better drafted to describe the criterion by which the Committees should provide approval. In general, there is a recognition that a certain level of trust and collaborative cooperation is required to make this work. However, this is a policy guide and should include language describing the intent of the parties for future reference. 8. Article 5: Allocation of Funds for One-Time Costs Many of these items had been presented by Chris Senior at previous meetings. Amanda Zani provided additional information on the security gates, upgrades, security bollards and First Responder Entrance at the schools. Concerns were expressed regarding the HR/Payroll/Time & Attendance Software. Annual costs could be at the same level. More information was requested to understand the long-term implications of the budgeted investment and why it is not a budget item. Most of these appear to be capital budget items. The Committee agreed to hear from Capital Budget Committee, where many of these items normally would be funded and why they should be approved as part of a special town meeting versus the normal process. A general concern was raised regarding process and why these items are included in Special Meeting when most of those items normally would be approved at normal town meeting, through budget or via the capital budget. It seemed that appropriations were requested because the Town was in a free cash position, which cheated the proper process. Given the concerns, a vote was deferred until further conversations with Chris Senior and Capital Budget Committee. Advisory Committee Meeting Minutes r {{� Town -of ht October 6, 2016 �_ y �+ amuchusetts Page 5 9. Article 6: Supplemental Appropriations, FY17 Water Department Budget The water department had come before the Advisory Committee previously to discuss the proposed appropriations. The Advisory Committee discussed some of the prior information that had been provided. Additional information is requested to understand the budget for radio communication upgrades before a vote can be taken. The other three line items seemed fairly straightforward and understood by the Committee members. 10.Article 7: By-law Amendment - Photovoltaic Arrays The proposed code compliance has been suggested by the Cohasset Fire Department. National standards are being established and this language simply requires compliance with the standards in place at the time installation occurs. The codes focus on safety issues and would prevent installations where First Responders cannot obtain access to the roof. Motion to recommend approval: Helene Lieb made a motion to recommend approval; Seconded by Leland .Jenkins. Unanimously approved 8-0. 11.Article 8: Amendment to Cohasset Wetlands Bylaws Discussion and a vote were deferred until the Conservation Commission can present more information. 12.Approval of Minutes from 9/22: Discussion clarified that the sentence stating, "Leland Jenkins discussed school maintenance issues"was a separate discussion from the prior paragraph and emphasized the value of investing in maintenance on an ongoing basis versus letting the assets get run into the ground. Advisory Committee of Meeting Minutes 4&am ' ° _ Cohaascl October 6, 2016 Ma.s.sachuactis Page 6 Helene Lieb moved to approve the September 22"d meeting minutes; Tanya Bodell seconded. Two abstained due to absence: 6-0-2 13.Additional Subjects Not Contemplated 48 Hours Prior to the Meeting: None. 14.Next Meetings: Thursday, October 20, 2016 Thursday,November 3, 2016 15.Motion to Adjourn: Leland Jenkins made a motion to adjourn; Helene Lieb seconded. Unanimously approved. Respectfully submitted, Tanya Bodell, Temporary Secretary Advisory Committee