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HomeMy WebLinkAboutMinutes - AC - 10/20/2016 Town of -_ Cohasset Massachusetts Advisory Committee October 20, 2016 Selectmen's Office Attendees: Committee Members: Other speakers: Nan Roth, Chair Ellen Mahar, School Committee John Chapman, Vice Chairman Katherine Dugan, School Committee George Chamillard Amanda Zani, School Committee Tanya Bodell Sam Wakeman, Capital Budget Richard Fitzpatrick Patrice Vogelman, Conservation Commission Lynda Mooney Chris Senior, Town Manager • Leland Jenkins Helene Lieb Louise Demas, Interim School Superintendent Paul Carlson 7:01 PM Chair Roth called the meeting to order. We continued our review of the Special Town Meeting Warrant. Article 2: Amendments to Fiscal 2017 Operating Budget Town Manager Senior is requesting a Supplemental Appropriation of$20,000 for a part time Town Planner. The Town of Hanover has two planners and is willing to have their senior planner work up to 20 hours per month on Cohasset issues on an experimental basis. The planner will assist the Planning Board dealing the affordable housing, population and other demographic trends as well as project specific issues. This person is a Certified Planner. Mr. Senior will need to determine the planner's availability and timing of his work. There was a considerable discussion of the work to be done. George Chamillard asked about the criteria for determining the success of this experiment and the planner's usefulness. The town received new higher Workers Compensation rates after the budget was passed. The new rates were received in June. The town also needs a small adjustment to the borrowing from the Debt Exclusion Reserve. 1 George Chamillard moved that we recommend approval of Article 2, Leland Jenkins seconded. The motion passed 9 - 0. Article 4: Stabilization Funds The Draft Warrant shows $250,000 for the SPED Fund, $149,000 from the school surplus and $101,000 from town funds. The School Department wants the fund to have a floor level of $100,000 for contingencies. The Town contribution will enable the School Department to spend $150,000, if necessary, while leaving the floor level in place. Katherine Dugan of the School Department stated that the school spending is on target so far this year. Salaries are the largest item with 240 staff members. The big unknown is maternity leave requests. The SPED budget was for 200 IED cases, the actual so far is 195. The budget for district expense was 20 cases and that is also the actual. Autism cases are a growing problem. Richard Fitzpatrick stated that he believed that the $101,000 was a mistake. If the $149,000 is not sufficient, the Advisory Committee can make up the difference from reserves. If we just allocate the $149,000, we will give Town Meeting comfort that the schools can manage from their own resources. Katherine Dugan replied that having the extra funds in the SPED Fund will give it added security. John Chapman expressed concern that if this supplemental payment from the town becomes usual, this becomes a general increase in the School Department's portion of the budget. Katherine Dugan replied that this request is only for the first year. We have major cases where we are paying the full load. Next year the Circuit Breaker payments will offset much of the costs. Tanya Bodell stated that all the money comes from the same source, taxpayers. It is okay to put in the $101,000 once. This should not be a regular occurrence. Nan Roth stated that the fund has a maximum of$500,000. Any surplus above that amount reverts to the town's free cash. George Chamillard stated that the weakness with this article is that there should always be a line item for reducing taxes so that that option is always on the table. We are almost up to our guidelines for most stabilization funds (but not OPED) and tax reductions should be considered. Chris Senior said he is working on better reporting to show fund balances and the progress toward their targets. Nan Roth said that we need more reporting on this progress. Katherine Dugan said that it would be a mistake for the SPED Fund to show a shortfall in its first year. 2 The Capital Stabilization Fund needs to be replenished. The target is $1,000,000, but it is now down to $718,000. The $712,000 request for the capital fund will, after expected expenditures, bring the balance back to the target. By placing $500,000 into the General Stabilization Fund we will bring that fund up to its target. The $150,000 addition to the OPED Fund will bring that balance up to $500,000. Article 5: Allocation of Funds For One-Time Costs Chris Senior stated that the total of Article 4 & 5 leaves $350,000 in Free Cash. There is a request of$50,000 for the 2501" Anniversary Event. The committee chair, Joy Pratt Schiffman, is requesting this as a down payment. Later the committee will bring forward a full plan. The Master Plan request of$95,000 will be for consultants to create the plan. The Planning Board supplied this figure based on the experience of other towns. Paul Carlson moved that we recommend approval of Article 5, Tanya Bodell seconded. The motion passed 9—0. Article 6: Capital Improvements Budget The major item is a $275,000 request for the Town/School Phone System. This motion will return the $106,000 to free cash that the Advisory Committee authorized for emergency replacement of the failed system at the Middle/High School. This expenditure has not yet been approved by the Capital Budget Committee. The Chief of Police has requested an accelerated purchase of a new cruiser from the Annual Town Meeting to the Special Town Meeting. We agreed that $7,500 for Security Gates for the Middle/High School should be transferred from Article 6 to Article 5 as it does not meet the threshold for consideration as a capital item. This will also impact Article 4. We need to revote Article 5. The committee asked Chris Senior to provide us with revised figures for Articles 5 and 6 before we revote Article 5. This article also includes $14,000 for security upgrades at the Deer Hill and Osgood school buildings. Ellen Mahar told us that the work will be done by Mark Kelly. The $12,000 for security bollards at the Middle/High and Osgood schools will be contracted out. 3 The door near the gym at the Middle/High School has deteriorated and needs to be repaired. Lynda Mooney observed that the Capital Budget Committee has not reviewed this article. George Chamillard asked what level of analysis we should bring to the decision. Nan Roth stated that our job is to review how these plans match the town fiscal policies. Chris Senior returned with the revised figures for Articles 5 and 6 after transferring the $7,500 for the Security Gates from #6 to #5. Lynda Mooney moved that we revote Article 5 to accommodate the change, Helene Lieb seconded. The motion passed 9 —0. John Chapman asked if we should have a policy of waiting for other committees to make their determinations. Helene Lieb would, if possible, prefer to get the other committee's input. Sam Wakeman stated that before anything goes into the warrant, all materials must be available. Chris Senior replied that timing is often an issue. He is trying to get the materials out early. A vote on Article 6 was postponed. Article 7: Supplemental Appropriations, FY17 Water Department Budget It was mentioned that the radio issue was removed. Tanya Bodell moved that we recommend approval of Article 7, George Chamillard seconded. The motion passed 9—0. Article 9: Amendment to Cohasset Wetlands Bylaw Patrice Vogelman of the Conservation Commission informed us that Town Counsel has advised that our Bylaw should have a definite fine for civil disposition. The wording should read simply "$300 per day" rather that "up to $300 per day." This will strengthen the commission's position should there be a court case. Lynda Mooney moved that we recommend approval of Article 9, Leland Jenkins seconded. The motion passed 9—0. Harbor Dredging Project The Harbormaster needed to move 50 moorings to the beach. This move was not anticipated. The cost was $17,000. Lynda Mooney stated that we have a great deal of confidence in our Harbormaster. 4 Paul Carlson moved that we authorize the transfer of$17,000 from the Reserve Fund, Helene Lieb seconded. The motion passed 9 - 0. October 6 Minutes Lynda Mooney moved that the committee approve the minutes, Leland Jenkins seconded. The vote passed 8—0 with one abstention (Paul Carlson) due to absence. Next Meeting November 3 Adjournment Leland Jenkins moved adjournment, George Chamillard seconded. The motion passed 9 —0. Respectfully submitted, Paul Carlson, Secretary 5