BOS - August 17, 2004

BOS - August 17, 2004

Postby Suzanne Kane » Wed Nov 05, 2008 2:55 pm

Board of Selectmen
Agenda
August 17, 2004


6:00 pm

1. Call to order

2. Workshop – Auditor

7:00 pm
3. Chairman’s Announcements

4. Citizens Forum

5. Auditor

7:15 pm
6. Proposed Municipal Agreement – Michel Aoun, Ayoub Engineering, Inc.

7. Town Use – Girl Scouts Yard Sale

8. Minutes: June 15, 2004 Regular Session
June 15, 2004 Executive Session
July 6, 2004

9. Administrators Report

10. Old / New Business

12. Adjournment
____________________________________________________________________________
Future Agenda Items:
Sept. 7th:
6:00 – Ben Colonero- Discussion
7:30 – Dog Hearing
8:00 – Dog Hearing Could be cancelled by Dog Officer
8:30 – Dog Hearing
Sign Certificate for cane – Hope to do presentation by Sept. 21st
_______________________________________________________________________________
_______________________________________________________________________________
Board of Selectmen
Meeting Minutes
August 17, 2004
Approved October 5, 2004

1. Call to Order:

Madame Chairman Shirley Mosczynski called the meeting to order at 6:05 pm. In attendance: Paula Brouillette, Rich Preston, David Furno, and Executive Administrator Michael Guzinski. Edward Therrien absent.

2. Workshop – Auditor: (minutes provided by Michael Guzinski)
In the Agenda is a copy of the Town of Douglas, Management Letter for June 30, 2003 prepared by Borgatti Harrison & Co. Tim Harrison of Borgatti Harrison, Co. came before the Board to review the FY03 Audit. Mr. Harrison indicated that the Town is making good progress in improving the financial management of the Town. He indicated that the reason for the lateness of the audit is because of the GASB 34 (Governmental Accounting Standards Board). Mr. Harrison explained that the audit for Fiscal Year 2004 has already begun and expects to be complete in November. The Board of Selectmen ended the workshop at 7:10 pm to begin their regular session.

Madame Chairman Shirley Mosczynski called the meeting to order at 7:10 pm. In attendance: Paula Brouillette, Rich Preston, David Furno, and Executive Administrator Michael Guzinski.

Other staff and citizens: Town Accountant Rich Mathieu, Town Engineer William Cundiff, Chairman of the Board of Assessors Jack Blatchford, Town Auditor Tim Harrison, Ayoub Engineering’s Design Engineer Michael Aoun, and Tribune Reporter Tom Mattson.

Following minutes by Suzanne Kane after viewing the video tape.

3. Chairman’s Announcements:
• CMRPC:
Shirley Mosczynski announced that there will be a meeting with CMRPC, August 18th at 4:30 pm in Worcester.

4. Citizens Forum:
Jack Blatchford, Chairman of the Board of Assessors came before the Board to discuss his letter of June 16, 2004. In it he explained that in August 2003 he approached Town Treasurer Sharon Brotherton about joining the Town’s Health Insurance Plan ($740.00) but found Blackstone Valley Chamber of Commerce insurance was $10 cheaper ($730.00). He signed up with them. He then received a letter from Sharon Brotherton stating compensated elected officials were eligible for Health Insurance at a 20% rate – a difference of $582.00. In his letter he requested a refund, retroactive from September 1, 2003 of $5,916.80, the difference between what he actually paid and what he should have paid if he had taken the Town’s Insurance. Jack Blatchford went on to say he received the letter from Executive Administrator, Michael Guzinski dated July 22, 2004 which informed him that the Board of Selectmen, acting on the advice of Town Counsel denied his request for reimbursement. Town Counsel’s opinion was “the Town is not liable for the statements or omissions of its employees or officials. Mr. Blatchford believes the Town should be responsible for the Town employee’s actions. Shirley Mosczynski explained to Mr. Blatchford that in open forum such as Citizens Forum, the Board does not make any decisions – they will take his issue under advisement again but that was their decision. Michael Guzinski stated that our Attorney did rule that the Town was not liable – he is not sure if the Boards position WAS to pay this if it would be legal. Mr. Guzinski stated he would rely on Town Counsel but the decision was the Boards. Shirley Mosczynski asked the Board if they wanted to review the matter again. No response from Board members.

5. Auditor:
In the Agenda is a copy of the Town of Douglas, Management Letter for June 30, 2003 prepared by Borgatti Harrison & Co. Town Auditor Tim Harrison gave the Board of Selectmen an overview of the changes in FY03. The Town is now required to submit two reports – a financial report and a form A133. Prior to this year the reports were combined. Tim Harrison explained that the A133 addresses Federal Assistance to Towns. He stated all opinions were clean and a copy will be going to the clearing house. Tim Harrison stated regarding the financial statements – the old software that the Town uses does not include aspects that GASB 34 requires. Information for the Management’s Discussion and Analysis was done by Town Accountant Rich Mathieu – the Town now has fixed assets on the form. Tim Harrison explained the reason the audit is late is because of GASB requirements which took time to gather. The FY04 audit has started and should be done by late fall. Tim Harrison stated the financial statements showed the Town in a good financial light. He stated there is a new form coming out which may not affect Douglas concerning post retirement benefits – if the Town provides health benefits for retired employees this form needs to be filled out starting FY07. Rich Preston asked what GASB stands for. Tim Harrison explained “Governmental Accounting Standards Board” – a lot of people are dependent on those statements; for example when the Town goes out for bond issuance, they look at the statements to see if the Town is a good investment before buying our bonds. Rich Preston made reference to the audit now recognizing all of the Towns assets. Tim Harrison stated it shows where the Town has invested their money over time and then how much they will owe. All of that information is in the audit.

6. Proposed Municipal Agreement – Michel Aoun, Ayoub Engineering, Inc.:
In the agenda packet is a letter to Michael Guzinski, from Michel Aoun, dated August 10, 2004, re: Douglas / Uxbridge Inter-Municipal Water Supply Agreement; a copy of a Municipal agreement between Grafton Water District and the Town of Northbridge Water Supply Agreement; a fax to Kopelman & Paige, from Suzanne Kane, dated August 11, 2004, re: Municipal Agreement; and a fax transmittal. Town Engineer William Cundiff gave an overview to the Board – the owners of the Shell Station, Motiva Enterprises L.L.C. were issued an Administrative Consent Order by the Department of Environmental Protection because some surrounding wells showed contamination. The Consent Order’s deadline for Motiva to obtain the necessary permits/approvals and to connect the facility to Douglas water is October 31, 2004. At the joint meeting on July 27th Michel Aoun, Design Engineer for Ayoub Engineering, Inc. was instructed to provide samples of Municipal Agreements between Municipalities. William Cundiff reported that Michel Aoun has gotten a few samples of Municipal Agreements. Town Counsel provided a sample also. William Cundiff stated he would like to take the two documents and make one document out of it, present it to the Selectmen for approval and then send it to Uxbridge. Again William Cundiff reminded the Board that the deadline is October 31st. Shirley Mosczynski warned that Uxbridge may have changes they would like to make – the paperwork could go back and forth. She asked Mr. Aoun if he has asked DEP for an extension. Mr. Aoun stated yes but he is not sure if Motiva Enterprises L.L.C. has heard back yet. Michael Guzinski stated he hopes to send something to Uxbridge in a week or two; he suggested Mr. Aoun attend Uxbridge meetings also. Michael Guzinski explained to Mr. Aoun that the Towns agreement is with Uxbridge, not Mr. Aoun and Ayoub Engineering. Mr. Aoun stated he understands he would like to have both Towns in an informal meeting to discuss. Michael Guzinski stated he is not sure if that is necessary, it would be almost impossible to get both Boards together and feels they can get it done without a meeting. William Cundiff stated he would like to work with Michael Guzinski to consolidate the two documents. He stated he will also send a copy to the Water/Sewer Commission for their input. Rich Preston stated he was sorry they could not encumber sewer into this project and asked if sewer has gone by the wayside. Mr. Aoun stated not with this project – it’s planned for the future. William Cundiff stated that there will be a lot of disturbances in respect to construction for the upgrade design of the pump station; the Water/Sewer Commission is agreeable for future plan of sewer up that way. Shirley Mosczynski recounted action items William Cundiff would work with Michael Guzinski to consolidate the two documents into one then forward to Water/Sewer for their input. Then present it to the Douglas and Uxbridge Board of Selectmen for approval. She again suggested Mr. Aoun attend the Uxbridge Board of Selectmen meeting and seek an extension with DEP.

7. Town Use – Girl Scouts Yard Sale:
In the agenda is an Application for Use of Town Property from the Girl Scouts of Montachusetts, to hold a Bake/Yard Sale on the Library lawn, August 21st from 8 am to 12 noon; and a letter from Ann Carlsson, Library Director, received August 11, 2004. Rich Preston made a motion to approve the Application for Use of Town Property from the Girl Scouts of Montachusetts, to hold a Bake/Yard Sale on the Library lawn, August 21st from 8 am to 12 noon as presented. Paula Brouillette seconded the motion. All – aye.

8. Minutes:
• June 15, 2004 Regular Session:
Paula Brouillette made a motion to approve the minutes of June 15, 2004 Regular Session as presented. David Furno seconded the motion. All – aye.
• June 15, 2004 Executive Session: Rich Preston made a motion to approve the minutes of June 15, 2004 Executive Session as presented and not release. Paula Brouillette seconded the motion. All – aye.
• July 6, 2004: Rich Preston made a motion to approve the minutes of July 6, 2004 as presented. Paula Brouillette seconded the motion. All – aye.

9. Administrators Report:
• Letter from Mitt Romney:
Michael Guzinski read a letter received from Governor Mitt Romney, dated August 11, 2004 concerning FY05 Chapter 90 local transportation aid. From the letter Michael Guzinski read that the Town of Douglas will be receiving $217,410 of Chapter 90 monies.
• Letter from Millville: Michael Guzinski read a letter received from Diane McCutcheon, Chairman of the Board of Selectmen of Millville, dated August 10, 2004. From the letter Michael Guzinski read that the Round Table Meeting of the Blackstone Valley has been rescheduled to September 16, 2004 at 7:00 pm at the Blackstone Millville Regional High School Auditorium. Per the letter Governor Romney, Lt. Governor Healy, Senator Richard Moore, Senator Guy Glodis and all State Representatives for the respective Towns as well as the media have been invited.
• Warrant Processing: Michael Guzinski, in response of concerns to payroll and with the help of Town Accountant Rich Mathieu has drafted a proposed policy for Warrant Processing which he handed out. The proposed policy stated all payroll vouchers must contain an original signature of either the department head or a majority of the department’s oversight Board/Committee. The proposed policy further states that if there is no oversight Board/Committee, the Executive Secretary or the Board of Selectmen shall have signatory authority. Concerning expenses, the proposed policy states all expense vouchers must contain an original signature of either the department head or a majority of the department’s oversight Board/Committee. Rich Preston stated the proposed policy makes sense and moved to approve the Warrant Processing Policy as presented. Paula Brouillette seconded the motion. All – aye. Shirley Mosczynski stated it was an excellent idea – some of them had wrestled with doing the right thing with a recent payroll issue and hopes everyone will respect this policy. She stated she is concerned and disturbed with the same payroll situation – she wrestled with what to do to give the Town confidence that they and every Board is doing their job right. Shirley Mosczynski stated there is a lot of unhappiness and distrust, whether right or not, it’s there because of recent publicity in regards to funds or a request for an amount of money to be paid for a payroll amount that they as a Board were unaware of. Shirley Mosczynski asked the Board to consider doing an audit of the School – they chose not to do it in the past; they need to put back into the community some confidence in where the Town is going. Shirley Mosczynski informed the Board that they have the authority to do it according to MGL Chapter 41 §23B – Town departments; investigations and reports; and asked Michael Guzinski to read it. Michael Guzinski followed by stating that Town Counsel is of the opinion that the School is a Town Department and falls under this law. Shirley Mosczynski stated she wants a clean slate – she knows the audit will show a clean slate but feels at this time an audit is needed. Paula Brouillette, concerning the payroll issue, stated she feels it is worth while to know what liability the Town just entered into from a financial perspective and would support an audit where they can specify what type of information they are looking for. Michael Guzinski stated the Board would contract with an independent auditor and decide upon the scope of the audit. He stated the only other option would be to request the Department of Revenue or the State to conduct the audit – if they want to focus on certain things an independent auditor is the recommended way. Michael Guzinski stated they can choose any audit firm – the procurement laws do not apply here. If they vote Michael Guzinski stated he will search for several audit firms to present to the Board for review. Shirley Mosczynski asked if the firms could discuss with the Board the avenue to take. Michael Guzinski stated the firm could probably assist in setting up a scope of work and goals they are trying to achieve. David Furno stated he is in support of an audit. Rich Preston stated they should always strive for transparency in government – he feels there are some issues with the process that the Superintendent of Schools and the School Committee need to work out so they have a more open process. Rich Preston stated it’s a way to build confidence and checks and balance – he is in support of an independent audit but feels they should qualify it; it’s important that they discuss the type of audit. Rich Preston stated he is willing to explore and see what avenues are available to them and see how effective it would be. Shirley Mosczynski stated she is looking for a motion to proceed with directing Michael Guzinski into looking at several auditing firms to meet with them. She then asked Mr. Guzinski if he had any ideas. Michael Guzinski stated he will provide a list of three firms and put them in the Selectmen’s folders for their review before their next meeting along with sources of funding. Paula Brouillette made a motion to direct Michael Guzinski to pull together a list of potential candidates to do an audit of the School and give initial direction so the Board has the beginnings of a document that they could discuss. Rich Preston seconded the motion. All –aye.

10. Old / New Business:
Old:

No old business.

New:
• Suburban Coalition:
Shirley Mosczynski reported that she, Paula Brouillette and Michael Guzinski went to a meeting of the Suburban Coalition in the spring. She stated they did not realize they were not members. The Board recently received a membership application and she asked the Board if they were interested in a membership. Membership dues are $250 for the year. Michael Guzinski stated the fee is for FY05 – if they plan to attend any meeting it would be a good idea to join. He stated the Suburban Coalition is affiliated with Massachusetts Municipal Association (MMA). Rich Preston stated his only concern – will there be redundancies with MMA? Michael Guzinski stated they work together – there is some overlap but they do have their own issues and some additional information. Rich Preston stated he has no problem – the Town needs all the representation they can get. Rich Preston made a motion authorizing the Board of Selectmen’s membership to the Suburban Coalition as presented. Paula Brouillette seconded the motion. All – aye.

Executive Session:
Rich Preston made a motion at 8:20 pm to go into Executive Session for the purpose of litigation and to return back to Regular Session for the purpose of adjournment. Paula Brouillette seconded the motion. Paula Brouillette – aye, Rich Preston – aye, Shirley Mosczynski – aye, and David Furno – aye.

Paula Brouillette made a motion at 8:42 pm to adjourn from Executive Session for the purpose of returning to Regular Session for adjournment. Rich Preston seconded the motion. Paula Brouillette – aye, Rich Preston – aye, Shirley Mosczynski – aye, and David Furno – aye.

12. Adjournment:
Rich Preston made a motion to adjourn at 8:43 pm. Paula Brouillette seconded the motion. All – aye.


Respectfully Submitted;


Suzanne Kane
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Suzanne Kane
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