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Selectmen Meeting Minutes — June 16, 2009—3:30 p.m. — Memorial Hall.

Call to Order: Chairman Manners called the meeting to order at 3:30 p.m. Other members present: John Payne and Joe Judd.

3:30 p.m. Dan Haynes, Auditor RE: FY'08 Town Audit Overview – Dan Haynes of Thomas J. Scanlon & Associates presented the Board of Selectmen with an in-depth overview of the town's FY'08 audit results. Seven recommendations made to the town pertained to the accounting department. With a new financial team in place and a recently purchased accounting software package about to be introduced, the Selectmen are confident that the concerns identified in this year's audit report are isolated and will not be repeated. Working with various department heads; and developing new accounting procedures, all seven recommendations are currently being addressed by the town's newly appointed Accountant, Joyce Muka. The only unresolved issue from prior years is the collection of delinquent taxes. Although substantial collections have been received since last year, the Board agreed that the town needs to establish a more aggressive policy in pursuing delinquent accounts. Following a lengthy discussion, a motion was made by John to accept the recommendations as presented by Dan Haynes. Joe seconded the motion. Motion carried unanimously. The Board will compose a formal response to the management letter and forward to the auditing firm.

OTHER BUSINESS:
Town Treasurer Update – John reported that Bob Taylor of Leyden, MA has accepted the part-time position of Treasurer. Bob currently serves as Leyden's Treasurer and has a vast background in financial management and planning. Many thanks to Lynn Hathaway, Collector/Treasurer, of Charlemont for her assistance in making this transition seamless. Lynn graciously agreed to serve as Shelburne's interim Treasurer following Virginia Peck's resignation and will stay on until the end of the fiscal year to acclimate Bob.

Proposal for Purchase of Second Computer for Financial Department – now that the Treasurer's position has been filled, the Board discussed the possibility of purchasing a second computer so that both the Accountant and Treasurer can perform their respective job functions without having to wait for one another to finish using the shared computer. The second computer would allow for more office efficiency, would serve as a backup in the event of hardware/software problems and the two would be networked for sharing and downloading data. Following a brief discussion, a motion was made to authorize John to explore the cost and purchase of a new computer for the financial department. Being that one of the Treasurer's responsibilities is managing the town's grant funds, a portion of the computer if purchased would be paid for using grant funding.

Town Clerk Computer Purchase – John reported that the Town Clerk is also seeking the purchase of a new computer after experiencing problems with her hard drive. She had hoped to purchase a computer using funds from a dog revolving account; an account that allows her to expend up to $1,500 without further appropriation providing the purchase is related to the licensing of dogs. Given the financial climate of the town, the Board would like to first consult Paul Swem of JPS Computers and ask him to assess the computer to determine whether or not it can be repaired before making a final decision.

End of Year Transfers – a motion was made by John to authorize two end-of the year transfers in accordance with M.G.L. Chapter 44, sections 33B. The end-of the year transfers are necessary to balance the Medicare and Longevity Compensation account. Joe seconded the motion. Motion carried unanimously.

Main Street Phase I RE: Contract Amendment for Clerk of the Works – a motion was made by Joe to amend the FY'07 CDBG Engineering contract in the amount of $2,250 for additional Clerk of the Works services. Freitas Construction will be returning to Shelburne this week to complete the remainder of the punch list items from phase one of Main Street. John seconded the motion. Motion passed unanimously.

In a follow-up discussion relative to the completion of phase I, Terry reported that there is a minor dispute between the contractor and the Clerk of the Works over one of the remaining punch list items. The punch list item requires that the wheelchair ramp located near the senior center be “ground to match the ramp panel; and pavement along the curb will also be ground so that water will run into catch basin”. The contractor contends that the installation was performed in accordance with design specifications therefore any additional work will be at the expense of the town. Without knowing all of the particulars the Board agreed to have Bob look into the matter further. A motion was made by Joe to authorize Bob to speak with Pete Hillman, Tim O'Connor and John Ryan to determine the best way to remedy the problem without any additional costs to the town. John seconded the motion. Motion carried unanimously.

Transfer Station Closing RE: 4th of July Holiday – a motion was made by John to close the transfer station on Saturday, July 4th in honor of Independence Day. Joe seconded the motion. Motion carried unanimously.

Bridge Street Speed Limit – Joe reported that the speed limits on Bridge street differ by 5 mph depending upon which direction you are headed. For the sake of consistency in posting, Joe made a motion to post Bridge Street at 20 mph in both directions. Motion seconded by John. Motion passed.

Adjournment:
a motion was made by John to adjourn the meeting at 5:25 p.m. Joe seconded the motion. Motion carried unanimously.

Respectfully submitted,

Terry Mosher
Executive Secretary