BOARD OF SELECTMEN

JANUARY 3, 2006

MCAULIFFE MEETING ROOM

Present:  William Christensen, Chairman; Roger Challen, Janice Conlin, Town Administrator, Vanessa Hale, Assistant Town Administrator.  Mrs. Phaneuf did not attend the meeting.

 

The finance director gave an update on budget preparations, telling the Board there is approximately a $2 million dollar deficit.  Chairman Christensen requested a meeting of the internal Financial Planning Committee be scheduled.    

 

Budget:  Town Accountant: 

Implementing GASB 34 has caused an increase of $4,000 in Contracted Services in this budget [this was funded through a transfer in FY06].   Personnel items have now been broken out under Salaries.  The Board reviewed the staffing:  two FTE, one 19.5 hr. employee.  The Board agreed there were no excess hours that could be cut in order to maintain the services provided by this department.  Mr. Challen asked about concerns with VADAR – Mrs. Phaneuf said the warrant process can be cumbersome because purchase orders can be complicated, although she is pleased with the reporting function.     

 

Budget:  Board of Assessors

Contracted services are decreased for FY07.  Other lines have been level funded.   The Assessor suggested he might pick up more revenue in new growth during inspections than the amount it cost to fund an outside vendor.

 

Budget:  Treasurer-Collector

·          4% increase due mostly to salary increases

·          30 hr. position being budgeted for 32 hrs – cost is $1900 

·          Other cost items have been level-funded

·          Consulting has been deleted; it had been used for closing the books and is now being handled in house

·          Board questioned what rate would Ms. Foster would be at next year; Mr. Ballantine estimated what her merit increase would be, not knowing what the Board’s final vote would be on the merit increase being put before them tonight for this employee.

 

Mr. Ballantine also reviewed the Debt & Interest budget, down approximately 4% due to paying off some bonds and the interest rate being decreased slightly.    Employee Benefits [Insurance]:  this budget is based on a 14% increase in HMO premiums, as recommended by the Town’s insurance advisor.   The assessment for Worcester County Retirement is up 9%.  Some flexible benefit programs may bring this cost down in future years if these plans can be negotiated.   This budget is now over 10% of the town’s annual budget and absorbs all new growth as it has in the past.       

 

Budget: Council on Aging

Primary increase is for additional hours for Assistant Director – 20 hrs funded by the town, 6.5 funded through a grant, which is not guaranteed.  This grant funds volunteer coordination and activity planning.  Would like to bring it to 30 hours funded via the town.  The grant [5K] could be shifted to other needed areas [clerical, outreach services]. 

·          If the grant were not funded, the Assistant Director’s hours would be decreased

·          Additional marketing has increased the audience being served; approximately 700 which is 50% of the audience.

·          There are 1400 seniors [residents over age 60]

·          Employee training seminars:  this increase will fund more employees attending an annual conference on the Cape; Mr. Christensen suggests going for the day only

·          3,000 for tuition reimbursement [Elder Care Masters for the Director]

The Board pointed out an increase of 16% will be criticized.  If they want to pursue additional hours, the COA may need to depend on successful passage of an override.

 

Budget:  Library

·          Salary increases as per SAP & contract

·          Services:  utility line increased per Facilities Manager

·          Educational supplies:  need to spend 19% of operating budget on library materials [things people can check out] per the state certification process [previous 3 year average plus 2.5%]

·          IT:  NENS is looking at the method of connecting the library to the town hall server.  The Board suggests the use of a T-1 line.  Can a VPN be run through the internet access already provided by CWMARS to connect to the server?

 

Budget:  Youth & Family Services

·          Requesting 60 additional hours for the year for the administrative assistant – she currently works 470 used sporadically over the year.  The department has typically exceeded her hours by May.

·          Summer activity programmer has been changed to a contracted service. 

·          Majority of this budget is salary related

 

The Board noted any cuts will likely be in employee hours, as the 2.5% increase permitted is absorbed by utilities, insurance and contractual increases. 

 

Regular Business

Approve minutes from December 6, 2005; approve minutes from the December 6 Executive Session.  Approved unanimously.

 

Approve PILOT donation of $18,000 from the Harvard Primate Center, supporting public safety.  Mr. Christensen suggests splitting the amount to Police, Fire and DPW.  Mr. Diaz told the Board there are repair needs that this money could correct.  He will speak with the department heads and agree on a proposal how this money should be spent.  Donation accepted unanimously. 

 

Fire Extinguisher services:  Based on a recommendation from the Facilities Manager, there was a motion to designate Marlborough Fire Extinguisher Company as the preferred vendor, to be paid $1,213.75, as the work is completed.  No contract is needed, this is merely the selected vendor.       

 

Appoint Ann Leavitt, 24 Main St., as the Conservation Representative on the Phase II Stormwater Committee. Term to expire June 30, 2006.  Approved unanimously.

 

Appoint Kathryn Garcia, Recreation Director, to the Workplace Safety Committee.  Term to expire June 30, 2006.  Approved unanimously.

 

Approve hourly rate of $16.39 for new employee, William Demko, Truck Driver in the Water Department.  Approved unanimously.  

 

Request for 5% merit increase for Cynthia Foster, Administrative Secretary [Treasurer/Collector] to $17.90/hour:  Mr. Ballantine noted Mrs. Foster started one year ago, came in filling 2 jobs in a short staffed environment while working additional hours and getting to know the job she was initially hired for.  She will take on additional duties as she is trained in the coming year.   He noted she has a perfect attendance record and she has excellent skills which they have been utilizing, like space planning.  Her current rate is $ 17.04.   Mr. Christensen made a motion to recommend $17.55, a little over 3%, effective January 3, 2006; Mr. Challen seconded and the motion passed unanimously.  [2.933]      

 

MAIL RECEIVED

2006 MMA Annual Meeting – the Board authorized Mrs. Conlin to attend. 

 

Other Items of Discussion

 

WARRANTS

167

$46,499.32

12/22/05

SCHOOL PAYABLES

TOTAL

$46,499.32

 

 

 

168

$54,811.76

12/22/05

SCHOOL BLDG. PROJECT-SETTLEMENT

TOTAL

$54,811.76

 

 

 

169

$4,700.00

12/28/05

MONTHLY TOWN PAYROLL

170

$25,675.93

12/28/05

FIRE DEPT. PAYROLL

171

$77,008.72

12/28/05

TOWN PAYROLL

172

$257,868.21

12/29/05

DEDUCTION REPORT

173

$394,819.41

12/30/05

SCHOOL PAYROLL

TOTAL

$760,819.41

 

 

 

174

$91,862.36

1/6/06

SCHOOL PAYABLES

175

$105,709.06

1/6/06

TOWN PAYABLES

176

$10,415.38

1/6/06

SCHOOL PAYABLES FY05 ENCUMB.

177

$114,055.26

1/6/06

SCHOOL PAYABLES

178

$161,897.94

1/6/06

SCHOOL PAYABLES

179

$21,048.24

1/6/06

DEDUCTION REPORT

180

$21,674.49

1/4/06

FIRE DEPT. PAYROLL

181

$77,792.11

1/4/06

TOWN PAYROLL

TOTAL

$604,454.84

 

 

 

Adjourned : 10:00 p.m.

 

Respectfully submitted,

 

Vanessa D. Hale, Assistant Town Administrator