FINANCE COMMITTEE - Agendas & Minutes

FINANCE COMMITTEE MEETING AGENDA / January 7, 2021, at 6:30pm

Community Room, Downstairs, Town Hall

Public may attend meeting by phone:  413-449-5095; code 706954

posted at 5:35pm on 1/4/2021

 

Call to Order

 

  • Review minutes from previous meeting

  • Review Accountants Report

  • Town Administrator Comments/Status – Mr. Graves

  • Police Negotiation Status

  • Status of school building project – Mr. Chivers

  • 7 Town Advisory Updates – Ms. Conner

  • Sewer & Water Accounts Status – Ms. Rice

  • Sewer & Water Evaluation & Maintenance Proposal

  • FY21 Finance Communications to Boards & Committees

  • Plunkett Gate Valve Repair

  • Utilities Personal Property Appraisal Status

  • FY22 Budget Planning

  • Any other business not reasonably anticipated

 

Public Comment

Adjourn

FINANCE COMMITTEE MEETING AGENDA / December 3, 2020, at 6:30pm

Community Room, Downstairs, Town Hall

Public may attend meeting by phone:  413-449-5095; code 70695

posted at 6:35pm on 11/30/2020 and again 8am on 12/2/2020

Call to Order

 

  • Review minutes from previous meeting

  • Review Accountants Report

  • Town Administrator Comments/Status – Mr. Graves

  • Status of school building project – Mr. Chivers

  • 7 Town Advisory Updates – Ms. Conner

  • Sewer & Water Accounts Status – Ms. Rice

  • FY21 Finance Communications to Boards & Committees

  • Plunkett Water Level – Pump Cost

  • Utilities Personal Property Appraisal Status

  • FY22 Budget Planning

  • Any other business not reasonably anticipated

Public Comment

Adjourn

 

FINANCE COMMITTEE MEETING MINUTES / December 3, 2020, at 6:30pm

Community Room, Downstairs, Town Hall

posted at 9:35pm on 1/8/2021 

Members                        Absent                     Others

 

Shaun Galliher              Heather Brown        Bob Graves, Town Administrator

Bonnie Conner (remote)                                 Viv Mason, Select Board Chair     

Russ Parks                                                         Dick Scialabba, Select Board (remote)

Chris Pike                                 

Jim Chivers

Mary Rice (remote)

Nancy Smith (remote)

 

The meeting was opened at 6:34 pm.

A motion was made and seconded to accept the minutes of the November 5, 2020 meeting as written. The motion passed unanimously by a roll call vote.

 

Chairman Galliher reported there was nothing notable on the Accountant's report and the Committee members agreed.

 

Bob Graves reported on the issues at Plunkett Lake concerning the water level in the lake. The residents were first concerned with the low level earlier this summer due to lack of rain and heat. Recently there was too much water and with the gate valve repair delayed, the Town rented a pump for 5k to draw it down. Within 3 days, it filled back up again. We are waiting for the parts, that should be here next week. Meanwhile, Caleb Mitchell, Conservation Commission, extended the deadline for the draw down. We felt it was smarter to wait for the part than disturb the batter boards. The Select Board plans to request engineering funds tor a new spillway which would include a better batter board system.

 

Bob reported that the Transfer Station had a favorable inspection for the second year in a row. He attributes this to the outstanding job that the attendant Barry O'Keefe does. Bag tags will be available for on line purchase sometime in February. They will be able to be purchased online and mailed out.

 

Lake Management was inquiring about the dredging which had not been done, and was taken out of the budget last year. Bob will put it back in the budget for next year.

 

Bob also reported that Cathy Turner has volunteered her time to scan documents into our new scanner and he greatly appreciates it.

 

Jim Chivers reported on the progress of the new school. He said there have been 201 days of no covid or accidents on site. The roof is on and the 2nd floor areas are now being worked on. The good weather has helped with the concrete pours. It is starting to look like a building and everything is going well.

 

Bonnie Conner, member of the Seven Town Advisory Committee has not yet been informed of any meeting.

 

Mary Rice reported that the Water Department Continuous Leak Report had 7 names on it, compared to over 20 in previous months.

 

Chairman Galliher had sent out a memo to Committee members concerning the procedures for the Reserve Fund requests. The Committee were all in favor of this and it will now be given to every department head with a budget.

 

Chairman Galliher reported that there should be more information this month on the Utility Assessments. He said a revised bill should be sent out as soon as possible as the report was not generated in time for this tax bill, but the money should be collected in this tax year. Bob and Shaun discussed the possible changes is the Assessors members as to meetings and hours needed. They will try to research the Town Charter to see if Assessors can be appointed or to they need to continue to be elected.

 

Bob will send out budget sheets and schedules around the first of the the year. Our yearly budget meeting is tentatively going to me Saturday, March 6, 2021. Shaun will confer with Bob on some of the issues that should be included.

 

A motion was made and seconded to adjourn at 6:54 pm. The motion passed unanimously by a roll call vote. The next meeting of this Committee is Thursday, January 7, 2021 at 6:30 pm in the Community Room at Town Hall.

 

Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / November 5, 2020, at 6:30pm

Community Room, Downstairs, Town Hall

Public may attend meeting by phone:  413-449-5095; code 706954

posted at 1:05 pm on 11/2/2020

Call to Order

 

  • Review minutes from previous meeting

  • Review Accountants Report

  • Town Administrator Comments/Status – Mr. Graves

  • Status of school building project – Mr. Chivers

  • 7 Town Advisory Updates – Ms. Conner

  • Sewer & Water Accounts Status – Ms. Rice

  • Police Dept. – Add 3rd full time officer

  • FY21 Finance Communications to Boards & Committees

  • Committee Vacancy Status

  • Plunkett Gate Valve Repair

  • Plunkett Spillway

  • Cherry Sheets COVID Expenses

  • Utilities Personal Property Appraisal

  • Any other business not reasonably anticipated

 

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / November 5, 2020, at 6:30pm

Community Room, Downstairs, Town Hall

posted at noon on 12/4/2020

 

Members               Absent                   Others

Shaun Galliher     Heather Brown    Bob Graves, Town Administrator

Bonnie Conner     Nancy Smith        Viv Mason, Select Board Chair

Russ Parks                                           Dick Scialabba, Select Board

Chris Pike                                             Susan Rathbun, Hinsdale Police Chief

Jim Chivers

Mary Rice

 

The meeting was opened at 6:30 pm.

A motion was made and seconded to accept the minutes of the October 1, 2020 meeting as written. The motion passed unanimously.

Chairman Galliher asked if there were any questions on the Expense Report. The same question of the Water Sewer wage account came up again, Chairman Galliher will check on that for our next meeting.

A question was asked about the Wired West facility within the Fire House, Dick Scialabba will look into that issue and get back to our Committee.

Bob Graves reported that the Old Dalton Road project will be completed next week. The Town will be purchasing 2 more computers so Town Committees can do Zoom meetings. The drawdown at Plunkett Lake will take place after Thanksgiving, when the gate valve is scheduled to be repaired. There still seems to be a question on the loss of water in the lake over the summer. Bob explained that there was a significant drought that contributed to this along with normal evaporation. He and Lake Management are looking into other possible causes. Repairs to the spillway need to be done. This was addressed in 1990 and basically put off. This may take several years to fix this problem.

J

im Chivers, School Building Committee, reported that the new school is ahead of schedule. Completed are the pre cast walls in the Gym, the roofs are on, the siding is on and the interior walls are being prepared for drywall. The plumbing work was delayed due to an unforeseen issue and has now resumed. The entire building will be buttoned up soon.

 

Bonnie Conner, member of the Seven Town School Advisory Committee, has not yet been notified of a meeting.

 

Mary Rice, reported on the status of the August Water Sewer billing. There were 51 residents that have open balances that total $28,265.56. Due to the State Covid-19 guidelines, water shutoffs were not done and this balance will now be a lien on their Real Estate bills. This lien will include the late fees.

 

The Water Sewer Commissioner met on October 21, 2020. They approved and abatement for Camp Romaca of $3,700 (of a $9,000. bill approximately). This was a request by the Camp for “some” relief since the Camp was unable to open this year due to Covid-19. They also added wording to the Sewer Connections Policy to require anyone connecting to the Sewer 3, where there are high pressure lines, have a licensed and insured contractor, approved by the Town, do the installation at the expense of the property owner Bud Hall is still working on the issue of the Camp Taconic flow meter that is still not working.

 

Chief of Police Susan Rathbun requested an addition to the full time officers. The candidate is fully trained, has been working part time, and would be an added benefit to the Town as a full time officer as it would greatly improve response time. The funds are there to address the salary. A motion was made and seconded to approve this appointment, the motion passed unanimously.

 

Chairman Galliher reported that the Town Insurance will cover the repair of the gate valve at Plunkett Lake that was damaged by vandalism early this summer. The State Cherry Sheets have not yet been finalized, and there is still no State Budget. The firm hired to appraise the Utilities has submitted a report that will be reviewed and assessed by our Assessing Firm. Since the Tax Rate had already been set, it is expected the benefit of additional income, will be in the next Fiscal Year. That, added with the additional income from the Cannibus and Solar operations, will have our revenue looking good.

 

A motion was made and seconded to adjourn at 8:12 pm. The motion passed unanimously. The next meeting of this Committee is Thursday, December 3, 2020 at 6:30 pm in the Community Room at Town Hall.

Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / October 1, 2020, at 6:30pm

Community Room, Downstairs, Town Hall

Public may attend meeting by phone:  413-449-5095; code 706954

posted at 9:05 am on 9/29/2020

Call to Order

 

  • Review minutes from previous meeting

  • Review Accountants Report

  • Town Administrator Comments/Status – Mr. Graves

  • Status of school building project – Mr. Chivers

  • 7 Town Advisory Updates – Ms. Conner

  • Sewer & Water Accounts Status – Ms. Rice

  • Tax Classification Result & Rate

  • FY21 Finance Communications to Boards & Committees

  • Committee Vacancy Status

  • Plunkett Gate Valve Repair

  • Any other business not reasonably anticipated

Public Comment

Adjourn 

FINANCE COMMITTEE MEETING MINUTES / October 1, 2020 at 6:30pm

Community Room downstairs, Town Hall

posted at 9:15am on 11/9/2020

Members                       Absent                                     Other                                                                                                                                Shaun Galliher                          Chris Pike                                Dick Scialabba, Select Board

Jim Chivers                     Nancy Smith                                                       

Russ Parks                                                                                   

Mary Rice                                                                                                                                                                                                  

Bonnie Conner 

Heather Brown  (remote)

                                                                                                

The meeting was opened at 6:35 pm.

A motion was made and seconded to accept the minutes of the September 3, 2020 meeting as written. The motion passed unanimously.

Chairman Galliher asked if everyone had reviewed the Expense Report and had any questions. Several members had noticed that the Sewer 1 full-time wage account was 50% expended.  Chairman Galliher suspected that the wrong account number was used and that it is an error. He will get that answer for our next meeting.

Chairman Galliher announced that the pole has been removed, finally, at the intersection of Maple Street and Old Dalton Road. The final finish work will resume after Columbus Day.

Jim Chivers, School Building Committee, reported on the progress of the new school. Everything is on or ahead of schedule. So far, no contingency funds have been needed. He expressed concern that the new building will have all the necessary air filtering systems installed, due to the ongoing Covid-19 issue.

Bonnie Conner, Seven Town Advisory Committee, has to date, schedule no meeting.

Mary Rice had nothing new to report on the Water Sewer project as there have been no new meetings of the Commissioners.

Chairman Galliher announced the new tax rate has been set at $14.33 per $1000.00 valuation, an increase of $1.12 over last year's. This is mostly due to the new school building, but most likely would have increased approximately $.25 due to ongoing Town projects.

The cost of the repair of the gate valve at Plunkett Lake has been submitted to the Town's Insurance Company but no word back yet if they will cover it. The gate house had been broken into and the valve broken earlier this summer.

A motion was made and seconded to adjourn at 6:59 pm. The motion passed unanimously by roll call vote. The next regular meeting of this Committee is November 5, 2020 at 6:30 in the Community Room at Town Hall.

Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / September 3, 2020, at 6:30pm

Community Room, Downstairs, Town Hall

posted at 9:45 am on 8/31/2020

 

Call to Order

 

  • Review minutes from previous meeting

  • Town Administrator Comments/Status – Mr. Graves

  • Status of school building project – Mr. Chivers

  • 7 Town Advisory Updates – Ms. Conner

  • Sewer & Water Accounts Status – Ms. Rice

  • Additional Vocational Student

  • Free Cash Certification

  • FY21 Finance Communications to Boards & Committees

  • Committee Vacancy Status

  • Any other business not reasonably anticipated

 

Public Comment

Adjourn

Public may attend meeting by phone:  413-449-5095; code 706954

FINANCE COMMITTEE MEETING MINUTES / September 3, 2020 at 6:30pm

Community Room downstairs, Town Hall

posted at 10am on 10/11/2020

Members                          Absent            Other   

Shaun Galliher                                         Bob Graves, Town Administrator

Chris Pike                                                  Viv Mason, Select Board Chair

Jim Chivers

Russ Parks

Mary Rice

Bonnie Conner (remote)

Heather Brown

Nancy Smith

 

The meeting was opened at 6:32 pm.

A motion was made and seconded to accept the minutes of the August 6, 2020 meeting as written. The motion passed with one abstaining.

Bob Graves reported that there has been a delay in the work on Old Dalton Road due to the coordination of Eversource and Verizon to move the wires on the pole at the intersection of Maple Street. The base coat is down and paving will begin on Tuesday. They will be off for 3 weeks and then back on the project. There is an issue with the side drop off going down the hill and something needs to be done as it is steeper than anticipated.

The Schnopp Road project is moving ahead with the engineering. Bud Hall met with Warner Brothers concerning the condition of East Washington Road. It is their opinion it would be better to reclaim the blacktop and revert back to a dirt road. That would provide a better surface and be easier and less costly to maintain. The issue of the 22 or 26 culvert would still need to be addressed. Some are minor fixes, some are major.

The Gate Valve at Plunkett Lake has been tampered with and broken by an intruder into the gate house. The locks have since been replaced and the valve will be repaired. This did not cause any water to leak out of the dam. There has been a concern by residents that the dam is leaking because the lake is do low. This has been investigated and determined not to be the cause of the low water. There was not as much winter run off, the valve was fixed in May which caused some water drainage during that process, we did not have much rain, and the summer was hot creating more than usual evaporation.

The new Assessing firm is going well. Dick Scialabba, Select Board, was appointed temporary Assessor as a quorum is needed to sign documents and set the tax rate. Two of the previous Assessors had resigned which left one Assessor for the Town. Dick has had to take courses to qualify to do this even temporarily. The Assessing firm will be here Tuesday to put all the property valuations into the computer. The previous Assessors had not done that all year, and it needs to be completed. The on line access seems to be going well and they are making appointments to meet with residents in person to address any concerns or questions.

Russ Parks reported that Eversource has replaced the one missing light pole on Main Street, and repaired another one.

Bonnie Conner has not heard of any scheduled meeting of the Seven Town Advisory Committee.

Mary Rice reported that the Water Sewer Commissioners held a meeting on August 27, 2020. Since she was unable to attend the first part of that meeting, she reported only on the part she attended. There was a proposal to eliminate the next meter charge of $62.50 that would appear on the January 2021 billing and issue a credit to users. This would be the final payment on the five (5) year repayment schedule although there is now enough income from the meter charge, to pay off the loan. The loan however, cannot be paid off early and will be paid at the end of this fiscal year. There was a solid opposition to this proposal from residents that are all on the Water system. Their opinion was that the monies should stay in the Water Surplus Account for future replacement of the meters or any other project deemed necessary. Dave Prickett, the consultant hired by the Town, had put this plan together several years ago with the goal to get a health Surplus and possibly lower the annual rates paid by the users. The Commissioners took no vote on this issue.

Mary also reported that after the deadline of August 9th to pay the Water Sewer bill, 140 are past due. $4,120 was added to their bills in penalties and the amount now due with penalties is $74,392.78. At the end of FY20 (June 30, 2020) 37 residents had outstanding balances totaling $31,584.08. This amount went into tax lien and will appear on their FY2021 tax bills for collection.

Bob Graves reported that the new chipper, authorized at the ATM, will be delivered tomorrow.

Jim Chivers, School Building Committee, reported that the project is moving along. All underground plumbing, grading, sidewalks, curbing and parking lot are near completion.

Bob Graves had received the list of Vocational students from the CBRSD office. Several students were listed for more than one school, one student is no longer attending a Vocational school, and the student that was discussed at a recent Select Board meeting had been on the list originally. Bob notified the parent of this student that he has been approved to attend this year. There were 12 students budgeted for, and we now have 10. It is his understanding that they will start in person, with alternate classroom and shop days.

Chariman Galliher reported that Free Cash has been certified at $482,510.00.

Bob Graves reported that a large tree came down in the Maple Street Cemetery and the monies in the Perpetual Care account were used to remove it.

Chairman Galliher and Bob Graves reported that there have been no responses to the vacancy on our Committee to date.

Bob Graves said the appraisal firm hired for the utility company is moving forward. The vacancy on the Highway Department has two applicants that will be interviewed this week. Heather Brown reported that the Fire Department was unable to secure the Grant for the Tanker but can apply again next year. The award of the grant is based on the number of calls to the department and it was just shy of that threshold.

A motion was made and seconded to adjourn at 7:23 pm. The motion passed unanimously by roll call vote. The next regular meeting of this Committee is October 1, 2020 at 6:30 in the Community Room at Town Hall.

Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / August 6, 2020 at 6:30pm

Community Room, Downstairs, Town Hall

posted at 1:30pm on 8/3/2020

Please note: This is a hybrid meeting, with attendance both on-site and via telephone/conference call. To join by phone, please dial 413-449-5095; and then enter code 706954. You will be asked to identify yourself for the minutes.

 

Call to Order

  • Review minutes from previous meeting

  • Town Administrator Comments/Status – Mr. Graves

  • Status of school building project – Mr. Chivers

  • 7 Town Advisory Updates – Ms. Conner

  • Sewer & Water Accounts Status – Ms. Rice

  • FY20 Budget Final Results

  • FY21 Finance Communications to Boards & Committees

  • Committee Vacancy

  • Approval of annual dues for Assoc. of Town Finance Committees

  • Any other business not reasonably anticipated

 

Public Comment

Adjourn

 

FINANCE COMMITTEE MEETING MINUTES / August 6, 2020 at 6:30pm

Community Room downstairs, Town Hall

Members                              Absent                                                  Others                                                                                                                               

Shaun Galliher                    Nancy Smith                                        Jack Adams                                                                  

Chris Pike                             Heather Brown                      

Jim Chivers                                                                                

Russ Parks                                                                                   

Mary Rice                                                                                                                                                                                                 

Bonnie Conner                                                                                                     

 

The meeting was opened at 6:35 pm.

A motion was made and seconded to accept the minutes of the July 2, 2020 meeting as written. The motion passed unanimously.

Chairman Galliher reported that the Old Dalton Road project is progressing on schedule and is going well.

Jim Chivers, School Building Committee, reported that the highest beam was placed on the new school building, with a small ceremony of invited guests.  Chairman Galliher pointed out that although he did receive an invitation to attend, our Select Board did not.  The Committee was clearly disappointed that our Town Select Board was not asked to be there.

Mary Rice reported that the Water Department current Continuous Leak Report had more people on it than the previous one.  It is expected that will be corrected when the Commissioners notify the residents that they have a leak.  The numbers of residents on the Water and Sewer system are as follows:

       Water                                322

       Sewer 1                            306

       Sewer 2 (Beachwood)      28

       Sewer 3                            339

Boris will be sending her the number of residents that have outstanding balances next week, after the deadline for paying the bill.  She will have that report for our next meeting.

Chairman Galliher reported that Bud Hall has ordered the new truck and chipper that were funded at the ATM.  Unfortunately, the chipper is not here yet, which was clearly needed after this last storm.

The Committee discussed drafting up procedures for the Reserve Fund, and posting them to the Web site.  Chairman Galliher also reported that he has not seen a posting on the Web for the vacancy on our Committee due to Dick Scialabba leaving for his elected post on the Select Board. He will contact the Select Board again.

A motion was made and seconded to approve payment of the yearly fee for membership in the Association of Town Finance Committees.  The motion passed unanimously.

The Committee discussed an email from the Select Board regarding adding a vocational student  that very recently applied.  It is the position of the Committee not to approve this because it was not submitted by the March deadline to apply, and the April 1  deadline for approval by the School District.  There has been a long established process, some are noted above, for this to qualify for approval.  It appears, in the application, that many of these steps were not taken. These deadlines allow us to include the costs in our ATM budgets.  Chairman Galliher will ask for some clarification from the Select Board. Because this was not on our agenda we were not able to take a formal vote.

A motion was made and seconded to adjourn at 7:17 pm.  The motion passed unanimously by roll call vote.  The next regular meeting of this Committee is September 3, 2020 at 6:30 in the Community Room at Town Hall.

Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA/ July 2, 2020 at 6:30pm

Community Room downstairs, Town Hall

posted 1:45pm 6/29/2020

Teleconference
 

Call to Order

•    Reorganization of the Committee
•    Review minutes from previous meeting
•    Town Administrator Comments/Status – Mr. Graves
•    Status of school building project – Mr. Chivers
•    7 Town Advisory Updates – Ms. Conner
•    Sewer & Water Accounts Status – Ms. Rice & Mr. Parks
•    FY21 Annual Town Meeting Results
•    FY20 Reserve Fund Transfer (Street Lights) and others if necessary
•    FY20 Budget Final Results
•    FY21 Finance Communications to Boards & Committees


Public Comment

Adjourn

Public may attend meeting by phone:  413-449-5095; code 706954

 

FINANCE COMMITTEE MEETING MINUTES / July 2, 2020 at 6:30pm

Community Room, Town Hall

posted 5:50pm 8/9/2020

Members                       Absent                         Other                 

Shaun Galliher             Nancy Smith               Viv Mason,  Select Board Chair 

Chris Pike                                                            Ray Bolduc, Select Board

Jim Chivers                                                          Bob Graves, Town Administrator

Russ Parks                                                           Lynne Baumgartner, Administrative Asst. (remote)                                                                        Heather Brown   

Mary Rice                                                                                                                                                                                                 

Bonnie Conner  

The meeting was opened at 6:40 pm.

A motion was made and seconded to accept the minutes of the June 4 and June 18, 2020 meetings as written. The motion passed unanimously.

Chairman Galliher announced that we need to do our annual re-organization the Committee. A motion was made and seconded to nominate Shaun Galliher, Chairman. The motion passed unanimously. A motion was made and seconded to nominate Mary Rice as Secretary. The motion passed unanimously. A motion was made and seconded to nominate Heather Brown as Vice Chairman. The motion passed unanimously.  All accepted their position.

Bob Graves reported that he received a resignation letter from Assessors Peter Persoff and Dick Roussin. Assistant Assessor, David Zagorski, was not reappointed, his last day was June 30, 2020. The Select Board met with our new Assessing firm on Wednesday, July 1, 2020 and the meeting went very well. They will be getting the website up and running very soon.

Bob Graves presented a request to pay David Zagorski a months pay.  Viv and Bob explained that if it were not for Covid-19 delaying the Annual Town Meeting from the middle of May until June 24, 2020, Dave would have been notified immediately after that meeting when the funding for his position was not approved by Town Meeting vote.  A motion was made and seconded to approve a transfer of $1,185.60 from the Assessors Expense, and the balance of $2,373.40 to be line item transferred possibly from the Library Assistants salary account to the Assessors Salary Account. This would be a one time only  occurrence due to the unusual circumstances caused by the Covid -19 pandemic.  The motion passed with one opposed.

Jim Chivers, School Building Committee, reported that progress is actually ahead of schedule because the school has been closed and there is limited traffic.  He gave some detail on that progress to the Committee.

Mary Rice reported on the Water Sewer status. The Water Sewer Commissioners (currently the SB members) met on January 24, 2020 and voted to send letters to residents listed on the monthly Continuous Leak Reports, that they are now notified of this and must correct it or will face a fine. Over the past three to four years has been up to 35 on the monthly report, and since letters went out it is now down to 5 or 6.  This report is generated by a continuous flow through the water meter. It could be a leaky toilet or faucet causing this and does not indicate an excessive amount.  

The Water Sewer Commissioners met again on June 10, 2020 and appointed Scott Forgey to replace Dalton Noel who left for another job.  At this meeting they also approved an abatement for Camp Emerson of $4k. This was due to a sizable leak at the Camp, that would have been noticed quicker had it not happened during the annual flushing of hydrants. This was the amount requested by the Camp that was not the full amount generated by the leak.  

Mary will give an overview of this ongoing project concerning improvements and rate structure, at our next meeting and will update monthly as information is generated. This project involves approximately 700 residents and the Finance Committee should be informed on a regular basis.  If there is a failure of the users to pay for these systems, the burden will fall on the entire Town.

Bonnie Conner, our Finance Committee representative on the 7 Town Advisory Committee, has not yet been notified of a meeting.

Chairman Galliher reported that Charlie Brown, Town Accountant, is working on the end of the year reports. There has been one request for a Reserve Fund Transfer for a deficit in the Streetlights Account. A motion was made and seconded to approve a Reserve Fund Transfer for $1,000. into the Streetlights Account. The motion passed unanimously.

Chairman Galliher is going to provide information on the description and rules for the Reserve Fund and distribute it to every department.  It will also be posted on the Town Website.

Chairman Galliher accepted the resignation of Dick Scialabba from the Committee. Dick was elected as a member of the Select Board at the election on June 27, 2020.  He will notify the Select Board of the vacancy and we will encourage anyone interested to apply to the Select Board or Finance Committee.  This will be an appointment to a one year term to fill the vacancy and that person will be up for election next May.

Viv reported the Select Board had received a letter from Al and Tracy Lussier offering to pay the $300.00 increase in the CSX rental property for the next two (2) years. It was also reported that Gaston Robert, who installed the Gazebo, said it would fall apart if anyone attempted to relocate it to the Plunkett Lake beach, as had been discussed in previous meetings.

Chairman Galliher read a letter the Committee received from Dick Roussin regarding the change in the structure of the Assessors office.

The next scheduled meeting of this Committee is August 6, 2020.  A motion was made and seconded to adjourn at 7:25 pm.  The motion passed unanimously. 

Respectfully submitted, Mary A. Rice, Secretary

       

FINANCE COMMITTEE MEETING AGENDA/ June 18, 2020 at 6:30pm

Community Room downstairs, Town Hall

posted 4:05pm 6/15/2020

Teleconference

Call to Order

Reserve Fund Transfer Request – FY20 Police Wages

Public Comment

Adjourn

Public may attend meeting by phone:  413-449-5095; code 706954

 

FINANCE COMMITTEE MEETING MINUTES / June 18, 2020 at 6:30pm

Community Room, Town Hall

posted 3:50pm 7/3/2020

Members                              Absent                                    Other                                                                                                                                         

Shaun Galliher                    Nancy Smith                           Viv Mason,  Select Board Chair      

Chris Pike                                                   
Jim Chivers                                                                                 
Russ Parks                                                                                   
Heather Brown
Mary Rice  (remote)                                                                                                                                                                                                
Bonnie Conner (remote)                                                                                                       
Dick Scialabba 

The meeting was opened at 6:33 pm.
Chairman Galliher explained the request for a Reserve Fund Transfer of 11K to cover Police Department Asst. Salaries.  Primarily this is due to unforeseen expenses such as  the turn over in the department that required additional training.  Another factor is an item in their contract that adds a stipend for an officer getting additional educational degrees.
A motion was made and seconded to approve a Reserve Fund Transfer of 11k to the Police Department Assistant Salaries Account.  The motion passed unanimously by a roll call vote.
A motion was made and seconded to adjourn at 6:44 pm.  The motion passed unanimously by roll call vote.  
Respectfully submitted, Mary A. Rice, Secretary

 

FINANCE COMMITTEE MEETING AGENDA/ June 4, 2020 at 6:30pm

Community Room downstairs, Town Hall

posted 1:30pm 6/1/2020

Teleconference

Call to Order

Review minutes from previous meeting

Town Administrator Comments/Status – Mr. Graves

Status of school building project – Mr. Chivers

FY21 Budget Discussions and Recommendations for Annual Town Meeting

Public Comment

Adjourn

Public may attend meeting by phone:  413-449-5095; code 706954

 

FINANCE COMMITTEE MEETING MINUTES / June 4, 2020 at 6:30pm

Community Room, Town Hall

posted 3:00pm 7/3/2020

Members                               Absent                                  Other                                                                                                                                         Shaun

Shaun Galliher                      Chris Pike                            Viv Mason,  Select Board Chair                                                                   

Nancy Smith (remote)                                                       Bob Graves, Town Administrator  

JIm Chivers                                                                          Rich Kardasen, Select Board (remote)

Russ Parks  (remote)                                                         Lynne Baumgartner, Admin Assnt                                                                                                    Heather Brown

Mary Rice  (remote)

Bonnie Conner (remote)      

Dick Scialabba (remote)

The meeting was opened at 6:32 pm.
A motion was made and seconded to accept the minutes of the May 21, 2020 meeting as written.  The motion passed unanimously by roll call vote.
Bob Graves reported the construction on Old Dalton Road has begun this week, starting at Maple Street end.  One issue arose about a culvert near the Dalton Town line that is not on the original engineering drawing.  That is being looked into by all parties involved.
Jim Chivers, member of the School Building Committee, reported the progress on the new building.  There are no issues and work in progressing.  The workers are adhering to the Covid-19 guidelines.  According to Tom Callahan, they may be making changes to the design of the building due to the Covid-19 issues.  No interior work will be done until winter, but talks are now underway.
Chairman Galliher announced that the Seven Town Advisory Committee has been re-activated.  Viv Mason, Select Board Chair, is now a member and they are looking for a member of the Finance Committee.  We have one member that will consider joining that committee.
Chairman Galliher and the Committee reviewed and discussed each article on the ATM Warrant.  All articles were approved by the Committee except for a section of Article #4., the CBRSD Assessment.  This is an increase of approximately 100K over last years assessment.  A motion was made and seconded not to recommend the assessment.  The motion passed by a roll call vote with seven (7) yes, and one (1)no.  Chairman Galliher noted that the Select Board will vote on all the Warrant Articles at their next meeting on Wednesday, June 8, 2020.  
Bob Graves reported that our School Committee Representative, Dick Peters, will attend that meeting with, and introduce, our new Superintendent.

Chairman Galliher and Bob Graves will work on a handout for the ATM with explanations on several articles.  This may be posted on the website to give all voters time to review the Warrant Articles, and the explanations ahead of the meeting.
Our next meeting will be the Annual Town Meeting scheduled for Wednesday, June 24, 2020 at 7:00 pm in the Kittredge School gymnasium.  Bob Graves will post Covid-19 guidelines on the website next week.  Everyone will be required to wear a mask and social distance, and the gym will be set up accordingly.  Our Board of Health agent, Fred Sears, will work with Bob on those guidelines.  
Chairman Galliher will call another meeting if it is needed, before the ATM. The next regular scheduled meeting of this Committee is Thursday,  July 2, 2020 at 6:30 pm. In the Town Hall Community room.
A motion was made and seconded to adjourn at 7:46 pm.  The motion passed unanimously by roll call vote.  
Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA/ May 21, 2020 at 6:30pm

Community Room downstairs, Town Hall

posted 3pm 5/18/2020

Teleconference

Call to Order

Review minutes from previous meeting

Reserve Fund Transfer Request - Medicare

Town Administrator Comments/Status – Mr. Graves

Status of school building project – Mr. Chivers

FY21 Budget Discussions

Public Comment

Adjourn

Public may attend meeting by phone:  413-449-5095; code 706954

 

FINANCE COMMITTEE MEETING MINUTES / May 21, 2020 at 6:30pm

Community Room, Town Hall

posted 7:50pm 6/52020

Members                                                                                                                                  Absent                                                                Other                                                                                                                                        

Shaun Galliher                                                 Viv Mason,  Select Board Chair                                                                  
Nancy Smith (remote)                                    Bob Graves, Town Administrator  
Jim Chivers                                                       Rich Kardasen, Select Board (remote)
Russ Parks  (remote)                                      Ray Bolduc, Select Board  (remote)                    
Heather Brown
Mary Rice  (remote)                                                                                                                                                                                               
Bonnie Conner (remote)                                                                                                      
Dick Scialabba (remote)
Chris Pike (remote)

The meeting was opened at 6:30 pm.
A motion was made and seconded to accept the minutes of the May 7, 2020 meeting as written.  The motion passed by roll call vote, with one abstaining.
Chairman Galliher presented a request for a Reserve Fund Transfer, submitted by Diane Sturtevant, Town Treasurer.  The request is for a transfer of $1,500.00 to cover additional Medicare costs incurred by detail officers.  This money will be recouped with the 10% administrative fee charged to the company or companies requesting the detail officers.  The motion was made and seconded to approve this transfer and it passed by a roll call vote with one abstaining.

Bob Graves reported that the Town is able to sign up  for the Cares Act reimbursement for Covid-19 related expenditures up to $160,020. 
Bob Graves reported that the Town of Adams will apply for a Community Block Grant that will be available to local private businesses.  They will include Hinsdale in this application.  He encourages private business owners to check out the Town of Adams website for more information.
Bob had additional information on the Liability Insurance offered by MIIA  and VFIS.  Originally the cost was the same but subsequently MIIA lowered their price by $2,025.00.  There is a difference in coverage as well.  MIIA will not cover Firefighters over the age of 70yrs, VFIS will cover them, but not the Town.  The Committee discussed the options but took no vote at this meeting.

Dick Scialabba reported that there is no good news on the Grant application for the Fire Department Tanker, but also that no decision has yet been made.
Jim Chivers, member of the School Building Committee, went over the report sent by Tom Callahan.  There have been no recent meetings, but one is scheduled for some time in June.
Bob Graves reported an agreement with Dufour on the Vocational Transportation of 25% of the total for the remainder of the year.
The proposal for switching to an outside Assessing firm will cost approximately 74K compared to approximately 90K to keep as is, which is a significant savings to the Town.
State Aid for next year is anticipated to be reduced by 10% or 40K and will be a tough year financially.  On the up side, anticipated revenue from several projects in town (solar and cannabis) may ease that somewhat.
Bob Graves reported that the issue of selling the Old Town Hall, or not, will not be on this Town Warrant mainly due to the Corona Virus issue. He would like the public to have a conversation about it and be fully informed before a vote is taken.
Chairman Galliher reported that we will discuss and vote on the CBRSD  budget at our next meeting.  It has been reported that Dalton Finance Committee recommended to level fund it.  Our assessment increased about 100K from last year's.
Bob Graves reported that our Annual Town Meeting is Wednesday, June 24th, and many precautions will be taken to insure everyone is protected as much as possible against the spread of the Corona Virus.  The State has exempted towns from the 10 person rule for gatherings.  He also said the Warrant must be posted by June 8th or 9th.
The Committee discussed the new school being built for the new normal of social distancing.  There will be no interior work until Winter, and it is unclear as to how this will proceed.
The next scheduled meeting of this Committee is Thursday,  June 4, 2020 at 6:30 pm. In the Town Hall Community room.
A motion was made and seconded to adjourn at 7:55 pm.  The motion passed unanimously by roll call vote. 
Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA/ May 7, 2020 at 6:30pm

Community Room downstairs, Town Hall

posted 3pm 5/4/2020

Teleconference

 

Call to Order

Review minutes from previous meeting

Review Accountants Report

Town Administrator Comments/Status – Mr. Graves

Status of school building project – Mr. Chivers

FY21 Budget Discussions

Public Comment

Adjourn

Public may attend meeting by phone:  413-449-5095; code 706954

FINANCE COMMITTEE MEETING MINUTES / May 7, 2020 at 6:30pm

Community Room, Town Hall

posted 7:50am 5/23/2020

Members                           Absent                                                                Other                                                                                                                                        

Shaun Galliher                  Heather Brown                      Viv Mason,  Select Board Chair                                                                  
Nancy Smith (remote)                                                      Bob Graves, Town Administrator  
Jim Chivers                                                                         Rich Kardasen, Select Board
Russ Parks                                                                          Ray Bolduc, Select Board  (remote)                    
Mary Rice  (remote)                                                          Lynne Baumgartner, Admin. Asst (remote)                                                                                                                                     
Bonnie Conner (remote)                                                                                                      
Dick Scialabba (remote)
Chris Pike

The meeting was opened at 6:30 pm.
A motion was made and seconded to accept the minutes of the April 30, 2020 meeting as written.  The motion passed by roll call vote, with two (2) abstaining.
Chairman Galliher went over Charlie Brown's Expenditure Report noting a few items such as;
   Town Hall Renovations – work yet to be done on columns outside the PD, sign outside.
   Health & Life Insurances -  possible over by 10K, may need transfer
   Medicare – also may need transfer to cover (but will be recouped with 10% charge) due to outside detail by PD.
All other accounts seem to be in line with expected.
Bob Graves reported that the ATM and Election may need to be rescheduled to the end of June, not sure at this point where any of the Towns stand with this issue.  Waiting on the State to set guidelines.  Still wanting to hear about our request for extension on recapping the Landfill.  
Bob and the Committee discussed complicated issues with Ipswich Pharmaceuticals.  The company has changed ownership, but the same people are running it.  Planning Board is looking into all this as far as permits, Host Community Agreements and related issues.
Bob reported that two or three months ago the Solar Farm on Old Dalton Road was moving ahead, but has not heard anything from them recently.


Jim Chivers, member of the School Building Committee, referred to Tom Callahan's report on the progress so far.  There also have been no safely issues in the last 38 days.  The actually are a bit ahead of schedule because there is no school in session and less public traffic.
Chairman Galliher reported that we will have a budget in place, and we can discuss the school budget at our next meeting.  The Committee discussed the school issue and raised a concern that we may have a new school building but are unable to use it due to the future possibility of social distancing, block scheduling and virus related issues.  Viv Mason suggested that they leave the old building there as they may indeed need it in the future.
Bob Graves reported that he has not heard back from Dufour, although he calls constantly and leaves messages, concerning our Vocational Transportation bill.
Bob Graves reported that the Town has received the check for the copier of $14,194. that Lynne was able to secure through a Grant.  The Town officials and the Finance Committee extended their appreciation to Lynne for all her hard work in getting this Grant.
The next scheduled meeting of this Committee is Thursday,  May 21, 2020 at 6:30 pm. In the Town Hall Community room.
A motion was made and seconded to adjourn at 7:12 pm. The motion passed unanimously by roll call vote. 
Respectfully submitted, Mary A. Rice, Secretary

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