FINANCE COMMITTEE - Agendas & Minutes

FINANCE COMMITTEE & SELECT BOARD JOINT MEETING MINUTES / March 19, 2020 at 6:30pm

Community Room, Town Hall

posted 9:50pm 4/2/2020

Members                                   Absent                                      Select Board                                                                                                                                           
Shaun Galliher                          Nancy Smith                           Viv Mason, Select Board Chair                                                                       
Bonnie Conner                                                                           Bob Graves, Town Administrator  
Chris Pike  (by remote)                                                              Rich Kardasen, Select Board
Russ Parks   (by remote)                                                           Susan Rathbun, Chief of Police  (by remote)               
Mary Rice                                                                                        
Jim Chivers
Heather Brown
Dick Scialabba (by remote )

This joint meeting was opened at 6:30 pm. 
Chief Rathbun went over her budget proposal that had been submitted.  Chairman Galliher asked about the request for computers that was included in her budget, as the Town has a program in place, to periodically replace computers in Town Hall.  They will be checking with the IT department to clairify this.
Bob Graves reported that CBRSD adopted budget is $269,239. Capital is $235,595.  Our assessment went down to $2,431,474.  Bob also reported that Dave Stuart, Beach Committee, said they are not going to do anything major at the beach this year, other than some sand and signage.  All permits from Conservation are in place for the Transfer Station capping,  and he is seeking quotes for the materials needed.  The Old Dalton Road project is out to bid with April 2, 2020 being the opening of them.  Since the Goverment has modified rules on meetings that do not allow public participation, they will still open the bids and post them on the web site.
The engineering estimate for the “Schnopp Road” project is 32K – 45K which would be paid out of the Roads Stableization fund.  This could be completed before August 1 of this year.  This is called the “Schnopp Road” project as is includes parts of Old Windsor Road (from the Dalton Town Line), Frank Schnopp Road, portion of New Windsor Road, and George Schnopp Road.
Chairman Galliher discussed the proposal from Regional Resource Group, Inc. for Assessor services.  He asked that everyone review the proposal and get back to him with any questions by Monday.  He, Bob and Viv will get the answers to any questions the Committee may have.

Chairman Galliher reported the bids for Vocational Transportation will be in next week, as well as the Town Mowing bids.  He reviewed Landfill Recapping, Insurances, Water/Sewer, Heating and Cooling, and Green Community.  Plunkett Lake has about 10K left in the account that could be used for sand as requested.  He also reported that Winter Roads is over by 35K, much less than last year.  The Fuel Meter requested could possibly be paid for by a Grant and Bob will be looking into that.  Physicals for the Fire Department must now be done every year, and the Department is in need of new turn out gear. 
Bob said the survey for sidwalk clearing is all over the place, with no concensus.  He also mentioned that very few residents responded.
A motion was made and seconded to accept the minutes for March 5, and March 7, 2020.  The motion passed with a roll call vote, none opposed.
The next meeting of this Committee is April 2, 2020 at 6:30 pm. In the Town Hall downstairs Community Room.  A motion was made and seconed to ajourn at 7:46. The motion passed unanimously with a roll call vote.
Respectfully submitted,


Mary A. Rice, Secretary

 

Amended - FINANCE COMMITTEE & SELECT BOARD JOINT MEETING MINUTES / March 7, 2020 at 8:30am

Community Room, Town Hall

posted 9:30pm 4/2/2020

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

This joint meeting was opened at 8:38 am.  The Committee and Select Board reviewed budget requests, and asked questions of the department heads present.  The following department heads attended, at their scheduled time, to explain and answer questions about their budget requests to both boards:              
          Fire Department -Fire Chief Ralph Cormie, Larry Turner, and Dick Scialabba by remote
          Water/Sewer – Highway Superintendent Bud Hall
          Highway – Superintendent Bud Hall
          Assessors – Dave Zagorski, Assistant Assessor and Dick Roussin, Peter Persoff Assessors
          Library – Director Tom Butler and Trustee Jim Manning
          Tax Collector/Treasurer – Diane Sturtevant        
          Town Clerk -Dawn Frissell, Clerk, and MaryLou Galliher
All other budget requests were presented by Bob Graves and Viv Mason.  A meeting is scheduled on the 19th with Police Chief Susan Rathbun, and Officer Elizabeth Zip, Animal Control officer. 


The meeting was adjourned at 1:55 pm. The next scheduled  meeting of this Committee is Saturday March 19, 2020 at 6:30 pm. The next regular meeting of this committee is Thursday, April 2, 2020 at 6:30 pm.
Respectfully submitted,


Mary A. Rice, Secretary

 

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

Community Room, Downstairs, Town Hall, 39 South Street

posted 11:10am on 3/30/2020

Call to Order

• Review minutes from previous meetings
• Review Accountant’s Report
• Continued FY21 Budget Discussions
• Adjourn

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

 

FINANCE COMMITTEE MEETING MINUTES / March 7, 2020 at 8:30am

Community Room, Town Hall

posted 1pm 3/20/2020

Joint Finance Committee and Select Board on the FY22 Budget

Members                                                                                                                                                                                                                     

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

This joint meeting was opened at 8:38 am.  The Committee and Select Board reviewed budget requests, and asked questions of the department heads present.  The following department heads attended, at their scheduled time, to explain and answer questions about their budget requests to both boards:              
          Fire Department -Fire Chief Ralph Cormie, Larry Turner, and Dick Scialabba by remote
          Water/Sewer – Highway Superintendent Bud Hall
          Highway – Superintendent Bud Hall
          Assessors – Dave Zagorski, Assistant Assessor and Dick Roussin, Peter Persoff Assessors
          Library – Director Tom Butler and Trustee Jim Manning
          Tax Collector/Treasurer – Diane Sturtevant        
          Town Clerk -Dawn Frissell, Clerk, and MaryLou Galliher
All other budget requests were presented by Bob Graves and Viv Mason.  A meeting is scheduled on the 19th with Police Chief Susan Rathbun, and Officer Elizabeth Zip, Annimal Control officer. 


The meeting was adjourned at 1:55 pm. The next scheduled  meeting of this Committee is Saturday March 19, 2020 at 6:30 pm. The next regular meeting of this committee is Thursday, April 2, 2020 at 6:30 pm.
Respectfully submitted,


Mary A. Rice, Secretary

 

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

Community Room, Town Hall

posted 1pm 3/20/2020

Members                                   Absent                                      Other                                                                                                                                           
Shaun Galliher                      Dick Scialabba                             Viv Mason, Select Board Chair                                                                       
Bonnie Conner                                                                            Bob Graves, Town Administrator  
Chris Pike                                        
Russ Parks                                                                                           
Mary Rice                          
Jim Chivers
Nancy Smith
Heather Brown

The meeting was opened at 6:33 pm.
A motion was made and seconded to accept the minutes of the February 6, 2020 as written.  The motion passed unanimously.
Chairman Galliher asked if everyone had seen Charlie's reports, and were there any questions.  There were none.
Jim Chivers, School Building Committee, said there had been no meetings since our last Finance meeting but there was a meeting scheduled for next week.  He did however, read an email from Tom Callahan on the current status of the project.  Mr. Callahan reported that the estimates from contractors are below budget estimates.
Viv Mason reported that the State has agreed they will pay for the Maple Street bridge, but it may be a while before they get to it.  The Select Board has written a letter asking if they can keep the plate that covers the hole, for now but have not yet heard back.
Chairman Galliher reported that the School assessment is 338K additional on the assessment to Hinsdale.  He and Viv Mason attended the 7 Town Advisory Meeting held recently.  He also said the School Committee is now trying to renege on their previous agreement with our Town, NOT to use the district wide vote again.  Both Chairman Galliher and Viv Mason, Select Board Chair, vowed to keep fighting for what they had agreed to previously.
Chairman Galliher reminded everyone of our Saturday Budget meeting and encouraged everyone to bring any questions they may have for the Department heads. 

A motion was made and seconded to adjourn at 7:12 pm.  The motion passed unanimously.  The next scheduled  meeting of this Committee is Saturday March 7, 2020 at 8:30am. 
Respectfully submitted,


Mary A. Rice, Secretary

 

FINANCE COMMITTEE MEETING AGENDA / March 19, 2020 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 3:30pm on 3/16/2020

Call to Order

• Review minutes from previous meetings
• Assessors Proposal Discussion
• Police Budget Proposal
• Continued FY21 Budget Discussions
• Adjourn

 

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

Community Room, Town Hall

posted 3:30pm 3/6/2020

Members                                   Absent                                      Other                                                                                                                                           

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

The meeting was opened at 6:36 pm.
A motion was made and seconded to accept the minutes of the January 9, 2020 as written.  The motion passed unanimously.
Chairman Galliher discussed some accounts on the Expense Report that are trending higher than normal and some that are reaching completion.  Winter Roads have overrun which is expected.  Bud Hall, Highway Superintendent is confident he will not run over as much as last year and is in good shape material wise.  Other department heads are aware and will take steps to make sure they do not go over.
Bob Graves updated the Committee on the capping of the Landfill.  The State is now requiring that we sell the road material on Bullards Crossing Road, and purchase the material for the Landfill capping.  Originally we were going to use the same material, but the State has now determined it needs to be done this way.  This process may be more costly to the Town but we have no choice.  After this  capping is completed, we will be able to install the new compactor that had been previously funded by the Town.  It is expected that the town highway employees will be in charge of this project.


Bob reported that the borings have been completed for the Old Dalton Road project.  Bud also has found the folder with the 1987 plans for the Rt. 143 project that was put on the TIPS program but nothing further had been done on it.  These existing plans can possibly be reviewed and upgraded by an Engineer.  Bob also said we should be thinking about hiring an Engineer to do the work on the 4 roads beginning with a short section of Old Windsor Road near the Dalton Town Line, Frank Schnopp Road, a small section of New Windsor Road and George Schnopp Road.  Once the Engineering work is complete, we can submit it to the TIPS program as one project straight through.  The Committee discussed the road survey completed by Bud Hall which indicates the roads needing attention and the ones currently in good shape. 


Chairman Galliher reported the issue with the bridge on Maple Street.  The State says they don't own it, but the Town thinks they do.  It has a hole in it that was patched by the Highway crew, only to find the patch gone the next day.  Upon inspection by the State, a temporary plate was put over that area.  It is not an urgent project as determined by the State.  This is something we should be aware of as it will need to be replaced in the future.


Fire Chief Ralph Cormier attended our meeting to discuss a special situation that may be coming up that he wanted us to be aware of.   Dick Scialabba and Ray Bolduc are writing a Grant application to secure funding for a new Tanker Truck. If they are successful, the Town would possibly be asked to fund 5% of the estimated cost of 400K or 20K.  He wanted us to be aware of this prior to our Saturday meeting.  He has met with four companies to gather information to properly prepare the specs to exactly what the Town needs. The current Tanker was put into service in 1988 and beside the fact that it needs a lot of work, only a few people are able to drive it due to the complicated gear system.  He also mentioned he will be requesting funding for replacing some of the turn out gear for the firemen.  The current gear is 10 years old and will need replacing soon.  The new washing machine may extend the life of some of the gear, but for how long is unclear.  He will bring more information to our Saturday, March 7, 2020 meeting.


Jim Chivers, who is now officially on the WRHS Building Committee, reported on the progress of the project.  They are still hoping to begin in March.  He presented a sketch of the project that included the proximity to the existing school.  The current parking lot will remain in use.  The spring baseball practice and games may be done at Pine Grove Park as the project is going where the baseball field is.  Two contracts for the structural steel have been awarded by the Committee.


Chairman Galliher reported that Diane Sturtevant, Town Treasurer, had asked  the Water Sewer Commissionsers/Select Board, to consider paying off one of the water loans early at a savings of about $45K. That payment would come out of the Water Surplus account.  There is 15 years left on this loan.  Dave Prickett, consultant for the Water/Sewer project suggested waiting another year to consider doing that.  The surplus was generated as part of the ongoing Water rate project that his firm had been hired to oversee and advise the Water Sewer Commissioners.  He had a 5 year plan to gather information to possibly adjust the water rates to a fair and equitable level and to insure we have monies to cover maintenance and possible future needs of the Water Department.  One more year of data willl give us enough information to properly address this issue.  The Select Board agreed and so did the Finance Committee.


Bob and Viv discussed the issue of properly assessing the Utility Company, specifically Eversource, at their location off New Windsor Road.  In the past, utilitiy companies assessed their own property and presented it to the Town.  This was the normal practice in most Towns.  However, our former Assistant Assessor, who how holds a similar job in another town, hired an outside firm to assess their utilities that proved to be a huge benefit to that Town.  Although presented to our current Board of Assessors, nothing has been done on that to date.  Viv will reach out for a quote from that firm and possibly others that do similar assessments on utility companies.  The utility companies had appealed this practice in Court and most cases have been settled in favor of the town.  If we were to do that, any monies could be held in escrow until the court cases are settled or all appeals have been exhausted.  This would still benefit the town to move on this now as we cannot go back and collect any monies not yet assessed.  This could mean a substantial benefit to the Town.


Chairman Galliher reported that he had submitted the Annual Finance Committee report.  He also reported that we have $397.17 in Free Cash.  He also reminded everyone of the Saturday meeting that will begin at 8:30 am, with the first department head reporting at 9:00am.  Bob will finalize the schedule and get it to all committee members as soon as it's completed.


Bob reported there is a 7 Town Advisory Committee meeting on February 25, 2020 at 6:00 pm at Nessacus.  Viv will be attending this and asked anyone interested to join her.


Chairman Galliher discussed Health Insurance available to town employees and that we will no longer be made aware of how many on a single plan, and how many of a family plan.  This will required us to plan on, and possibly budget for, family plan for all eligible employees. 
 

A motion was made and seconded to adjourn at 8:02 pm.  The motion passed unanimously.  The next regular meeting of this Committee is Thursday, March 5, 2020 at 6:30 pm.  This meeting is our regular meeting prior to our annual Saturday meeting on Saturday March 7, 2020 starting at 8:30 am in the downstairs Community Room at Town Hall.
Respectfully submitted,


Mary A. Rice, Secretary

 

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

Community Room, Downstairs, Town Hall, 39 South Street

posted 12:30pm on 3/2/2020

Call to Order

• Review minutes from previous meeting
• Review Accountants Report
• Town Administrator Comments/Status – Mr. Graves
• Status of school building project – Mr. Chivers
• Maple Street Bridge Status
• Preliminary School Budget
• Change to School District Agreement
• Public Comment
• Adjourn

 

SELECT BOARD & FINANCE COMMITTEE JOINT MEETING AGENDA

March 7, 2020 at 8:30am and March 19, 2020 at 6:30pm 

Community Room, Town Hall, 39 South St,  Hinsdale MA

posted at 6:00am on 2/27/2020

Open Meeting, Recording Notice, Turn off Phones

Meet to discuss department budgets for Fiscal Year 2021

Meeting to be continued until Thursday, March 19 at 6:30 pm

 

FINANCE COMMITTEE MEETING MINUTES / January 9, 2020 at 6:30pm

Community Room, Town Hall

posted 5:45pm 2/7/2020

Members                                                                                   Other                                                                                                                                           
Shaun Galliher                                                                          Viv Mason, Select Board Chair                                                                       
Bonnie Conner                                                                         Bob Graves, Town Administrator  
Chris Pike                                        
Russ Parks                                                                                           
Mary Rice                          
Dick Scialabba
Jim Chivers
Heather Brown
Nancy Smith

The meeting was opened at 6:30 pm.


A motion was made and seconded to accept the minutes of the December 5, 2019 as written.  The motion passed unanimously.
Chairman Galliher went over the Expense account an noted nothing outstanding, all accounts seemed to be where they should be. 
Bob Graves presented a calendar of upcomming meeting dates that are expected during the budget process.  Department heads have been notified that all budget requests must be turned in by February 24th, he expects the budget to be ready by February 28th or March 1st.  The Saturday meeting will be on March 7, 2020 beginning at 8:30 am, in the community room at Town Hall.  He expects we (Select Board and Finance) can finalize the budget by March 23rd and post the warrant by March 27th.  The Annual Town Meeting is scheduled for Wednesday May 13, 2020 and the Town election for Saturday May 16, 2020.


Bob announced that our Administrative Assistant, Lynne Baumgartner, working along with Ray Bolduc and others has  been awarded a 14K grant for a copy/scanner and the software.  We can use the monies set aside for this purchase to hire a firm to scan our documents.  This will archive all important documents eliminating the endless searching required to find some of them when needed.


Chairman Galliher asked if everyone had reviewed the proposal for Assessor services presented at our last meeting, the answer was affirmative.  He estimated at savings of approximately 16K if we went with that proposal.


Jim Chivers reported on the WRHS building project.  Ground breaking is expected in March, sooner if the weather is better, with a completion for the beginning of the 2021 school year.  They estimate about a year to complete.  He intends to find out about what equipment is needed to maintain the roofing structure since it has 4 roof levels.  Housing for that equipment is also a concern.  When Nessacus was built they thought they could use existing equipment, but could not. They also had to build a separate building to house the equipment needed for maintenance.  He wants be may sure this has been incuded in the project.


Select Board Chair Viv Mason brought up the agreement from the School Committee, that they would not use the popular vote again for any large projects.  Two memebers of the Dalton Select Board are not in favor of that but it is the School Committee that made that agreement. 
Viv also announced that Larry Turner resigned as Water Sewer Administrator.  Bud Hall, Highway Superintendent will take over the physical aspects of maintenance, and Boris Basora, Assistsant Town Collector, will take over the office part.  These appointments are currently temporary to the end of this year and will be revisited as to how to staff this department going forward.  She also announded that the Water Sewer bills will go out by this weekend.


Bob Graves discussed the TIPS program (Transportation Improvment Program).  Rt. 143 has been on the list since Ray Huntoon was Highway Superintendent, but nothing has been done since. This would be the portion from Creamery Road to the Peru line, which is approximately 1.6 miles.  Bob has talked with representatives of the program and they are very responsive about moving forward.  If the Town did the engineering study, at an estimated cost of 100K, that would satisfy the requirement of the the Town portion of the project.  Chairman Galliher and Dick Sciallaba remembered that the borings were already done at a cost of approximately 8K. The last time Rt. 143 was done was 32 years ago.  Bob will investigate this further.  TIPS program is specific to certain roads only, and some of our other roads needing work, will not qualify.  Bob also said that the Worthington portion is being done to the Peru line.  He will try to find out who did the borings and if he can get a report from the contractor at that time.


A motion was made and seconded to adjourn at 7:33 pm.  The motion passed unanimously.  The next regular meeting of this Committee is Thursday, February 6, 2020 at 6:30 pm. 
Respectfully submitted,


Mary A. Rice, Secretary

 

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

Community Room, Downstairs, Town Hall, 39 South Street

posted 9:35am on 2/3/2020

 

Call to Order

 

  • Review minutes from previous meeting

  • Review Accountants Report

  • Town Administrator Comments/Status – Mr. Graves

  • Status of school building project – Mr. Chivers

  • Water Loan Early Repayment

  • Winter Roads Overrun

  • Maple Street Bridge Status

  • Assessed Values for Utilities

  • Priority Roads Discussions

  • Annual Committee Report

  • Public Comment

  • Adjourn

 

FINANCE COMMITTEE MEETING MINUTES / December 5, 2019 at 6:45pm

Community Room, Town Hall

posted 6:15pm 1/11/2020

Minutes of the December 5 , 2019 Finance Committee

Members                                                                                   Other                                                                                                                                           
Shaun Galliher                                                                            Viv Mason, Select Board Chair                                                                       
Bonnie Conner                                                                            Bob Graves, Town Administrator  
Chris Pike                                        
Russ Parks                                                                                           
Mary Rice                          
Dick Scialabba
Jim Chivers
Heather Brown
Nancy Smith

The meeting was opened at 6:45 pm.
A motion was made and seconded to accept the minutes of the November 7, 2019 as written.  The motion passed unanimously.
Chairman Galliher went over the Expense account and noted nothing outstanding. Committee members agreed.
Bob reported that the trees are now all removed at the Transfer Station and the Industrial Washer installation at the Fire House has been completed (this was a FY19 project).  Bob reported that we are still waiting to hear if we were successful in our application for Grant funding to repair Old Dalton Road.  He expects the Governor to announce the results on January 23, 2020.  He also found out that the engineering study will meet the qualification for “shovel ready”, and that we can apply every year.  He also reported that he received notice that we are on the TIP(Transportation Improvment Program) for Rt. 143, which he did not know anything about.  Apparently our previous Highway Superintendent had submitted an application, but the Select Board was unaware also.  However, there is some confusion as we were not on the latest list.  He will be checking into this and report back at our next meeting.
Bob reported that he has looked into outsourcing the Assesssors Assistant Position in a effort to reduce costs.  He will have Chairman Galliher email to the Committee members a three year proposal from a company that does this for many local towns, as well as across the State.  Bob and Vivian attended a demonstration in the Town of Otis and were extremely impressed with the knowledge and expertise of the staff.  It is expected that our currently elected Assessors will still be needed to staff the local office, as most of the communication is done by computers and face time with the staff at their main office. 

Bob presented a brief overview of how this service works and it is quite impressive.  He would like the Committee to review the proposal and possibly attend a demonstration at one of the local Towns that contract with this company.  This would need to go out to bid and funding requested at the ATM in May of 2020.  This was discussed at the Select Board Meeting on December 4, 2020 with our current Assessors in attendence.  The savings will be in the full time Assessor Assistant position that includes benefits. 
He was also told by this company that they are watching carefully to see how the State is going to proceed with charges for Utility Companies that operate within a Town, and how to properly assess their property.  This has been a concern of the Select Board and Finance since former Assessor Assistant Karen Tonelli reported  to us that most Utilities have been severly under assessed in Towns in which they own property and operate.  Where she is working now has taken steps to address that issue and she wanted us to be aware as we have an Eversource facility in the North end of the Town.
Jim Chivers reported that he has not yet been officially approved as a member of the School Building Committee, as they have not had a meeting.  That Committee is moving forward and have completed several preliminary requirements such as; 60% of the drawings are complete, they are getting bids, utility relocation had been completed, and several other steps have been completed to date.
Chairman Galliher reported that he emailed a spreadsheet for budget planning to all Committee members.  He also asked that Bob require quotes from department heads for any projects they are requesting funding for.  That will allow the Committee more acurate estimates used in the budget process.
A motion was made and seconded to adjourn at 7:31 pm.  The motion passed unanimously.  The next regular meeting of this Committee is Thursday, January 9, 2020 at 6:30 pm. 
Respectfully submitted,

Mary A. Rice, Secretary

 

FINANCE COMMITTEE MEETING AGENDA / January 9, 2020 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 5pm on 1/6/2020

 

Town Hall Call to Order

Review minutes from previous meeting

Review Accountant's Report

Town Administrator Comments/Status – Mr. Graves

Assessing Services Proposal
Status of school building project – Mr. Chivers

FY21 Initial Budget Planning

Water/Sewer Department Reorganization

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / November 7, 2019 at 6:30pm

Community Room, Town Hall

posted 3pm on 12/7/2019

 

Members                                         Absent                                 Other                                                                                                                                         Shaun Galliner                                Nancy Smith                       Viv Mason, Select Board Chair                                                                        

Bonnie Conner                                                                             Bob Graves, Town Administrator   

Chris Pike                                         

Russ Parks                                                                                            

Mary Rice                           

Dick Scialabba

Jim Chivers

Heather Brown

 

The meeting was opened at 6:30 pm. 

A motion was made and seconded to accept the minutes of the October 3, 2019 as written. The motion passed unanimously.

Chairman Galliher went over the Expense account an noted nothing outstanding.

Bob reported that the cutting of trees at the transfer station has been completed. All permits are in place and the DEP has given their approval for this project of covering the old landfill.  Bob also reported that his is in the middle of applying for another grant for hazardous mitigation for approximately 440K.  He is also waiting to hear on a grant for the copier. The survey for the Plunkett Lake beach property is complete.  Bob also said that the donation of land from Don Leab, 1.6 acres, must be approved by the Town. Currently, there is no scheduled Special Town Meeting, so it is unclear how soon this can happen.

The Committee discussed the McNamara Law that limits Fire personnel from working for the Town, once they reach the age of 70. Bob said the Town Liability Insurance will not cover them and Legal has advised not to allow it. Everyone agreed that they have been a huge asset to the Town, but our hands are tied. The liability would be on the Town if there were any death while working a fire, or any other incident, upwards of 850K or more, without insurance coverage. Bob offered to contact the Attorney General to see if she would come to Hinsdale and talk with all parties involved. If the state would consider changing the law, we could keep these people who have dedicated many years to serving the Town. The Select Board and Bob will sit down with all parties to discuss this further.

The WRHS School Building bond has been secured at $32,492,927.00 which is lower than expected. The interest rate is also lower. Finance member Jim Chivers has been appointed to the school building committee.  

A motion was made and seconded to adjourn at 7:16 pm. The motion passed unanimously. The next regular meeting of this Committee is Thursday, December 5, 2019 at 6:30 pm.  

Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / December 5, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 12:40pm on 12/2/2019

Call to Order

Review minutes from previous meeting

Review Accountant's Report

Town Administrator Comments/Status – Mr. Graves

Assessing Services Proposal

Status of school building project – Mr. Chivers

FY21 Initial Budget Planning

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / October 3, 2019 at 6:30pm

Community Room, Town Hall

posted 11am on 11/17/2019

 

Members                        Absent           Other                                                                                                                                       Shaun Galliner                    Shaun Galliher                                      Viv Mason, Select Board Chair                                                                        

Bonnie Conner                                                                               

Chris Pike                                         

Russ Parks                                                                                            

Nancy Smith

Mary Rice                           

Dick Scialabba

Jim Chivers

Heather Brown

 

The meeting was opened at 6:30 pm. 

A motion was made and seconded to accept the minutes of the September 5, 2019 as written with one abstaining.

Chairman Galliher went over the Expense account and noted nothing outstanding.

Viv Mason, Select Board Chair, said at the tax classification hearing she was told the tax rate should be $.02 increase over last year's rate. She also reported that Bob Graves, Town Administrator, has reviewed the I&I report (inflow and infiltration) and noted no significant issues. She also reported that the problem at the Water Filtration Plant regarding manganese levels, has been corrected. A pump was replaced and the levels went down lower than they have ever been.

A motion was made and seconded to adjourn at 6:50 pm. The motion passed unanimously. The next regular meeting of this Committee is Thursday, November 7, 2019 at 6:30 pm.  

Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / November 7, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 1:40pm on 11/4/2019

Call to Order

Review minutes from previous meeting

Review Accountant's Report

Town Administrator Comments/Status – Mr. Graves

Proposed agreement with Firemen’s Association for McNamara Law

Status of school bond

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / September 5, 2019 at 6:30pm

Community Room, Town Hall

posted 4pm on 10/6/2019

Members                                         Absent                                  Other                                                                                                                                         Shaun Galliner                                                                               Viv Mason, Select Board Chair                                                                        

Bonnie Conner                                                                               Bill Pike

Chris Pike                                         

Russ Parks                                                                                            

Nancy Smith

Mary Rice                           

Dick Scialabba

Jim Chivers

Heather Brown

The meeting was opened at 6:30 pm. 

A motion was made and seconded to accept the minutes of the August 1, 2019 meeting as written.  The motion passed with two abstaining.

Chairman Galliher reported that Free Cash has been certified at $391,397.17.  This is a bit less than last years amount of approximately $414K.

Chairman Galliher reported on some of the things Bob Graves, Town Administrator, was working on as he is on vacation this week.   Bob submitted the Grant application for Old Windsor Road that will be awarded in October.  He worked very hard on this and we are all hopefull for a positive outcome. Bob also received approval to use the road material from the hill on Bullards Crossing Road, to cap the landfill.  This material meets the code required and will save the town a lot of money.

Chairman Galliher reported that there is a vacancy on the School Committee. Viv reported that our other representative, Rich Peters, is attending the Select Board meetings and providing updates on the school building project.  Viv also reported a very positive review of the Attorney at Mead, Talerman & Costa that she consulted with regarding the school issue.  The bill for that service was $280.00, a rediculously low amount.  The Board will consider using that firm as special council if and when needed.  KP is slow to respond to inquiries from the Board, and is very expensive to deal with.  As we do not have a contract with KP, it is acceptable practice to use a special council.

Mary Rice presented a timeline of the Water Sewer Committee from inception in August of 2015, to being disbanded by the Select Board on August 14, 2019. Laurel Scialabba formed this Committee to work on and respond to DEP about the water quality and wastwarter control in the Town of Hinsdale.  In 2017 DPC Dave Prickett Consultants LLC was hired by the Town to assist in this project. This project effects as many as 730 households between Water, Sewer 1, Sewer 2, and Sewer 3. This is the only other department, other than Real Estate and Excise taxes, that bill residents. Viv assured this committee that the Water Sewer Commissioners  would become more involved and hold monthy meetings to keep up to speed with the progress.

A motion was made and seconded to adjourn at 7:33 pm.  The motion passed unanimously.  The next regular meeting of this Committee is Thursday, October 3, 2019 at 6:30 pm.  

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING MINUTES / August 1, 2019 at 6:30pm

Community Room, Town Hall

posted 4pm on 10/6/2019

Members                                   Absent                                       Other                                                                                                                                         Shaun Galliner                           Heather Brown                         Bob Graves, Town Administrator                                                                                             Bonnie Conner                           Dick Scialabba                          Viv Mason, Select Board Chair                           

Chris Pike                                     Jim Chivers                                Bill Pike

Russ Parks                                                                                        Jack Adams

Nancy Smith

Mary Rice                           

 

The meeting was opened at 6:35 pm. 

A motion was made and seconded to accept the minutes of the July 8, 2019 meeting as written.  The motion passed unanimously.

Chairman Galliher asked if anyone had any questions on the Accountant's reports, there were none.

Bob Graves reported that the installation for the industrial washer for the Fire Department should be completed soon.  Also near completion are the  Town Hall repairs and the installation of the new generator.

A motion was made and seconded to approve the payment of $135.00 for dues in the Association of Town Finance Committees.  Chairman Galliher reminded everyone that our membership also provides a digital copy of the Finance Committee Handbook if anyone has not gotten a copy.

Bob Graves reported that Jim Fox, who was the interim Highway Superintendent, will stay on as a full time employee and there is enough money in the budget for this position. The Committee expressed their gratitude to Jim for his outstanding input during this transition period.

Viv Mason, reported her proposal to the School Committee she presented recently at a Committee meeting.  She hopes they follow through with reduction of the building costs, as they promised, and mentioned several areas where they have already started to do that.

Bob Graves reported that the Town now owns the Plunkett Lake Beach property and is looking for more people to be on the Beach Committee. He also reported that the Assessors “Vision” Software is now up and running.

A motion was made and seconded to adjourn at 7:07 pm. The motion passed unanimously.  The next regular meeting of this Committee is Thursday, September 5, 2019 at 6:30 pm.  The Committee agreed to change the start time to 6:30pm from 7:00pm.

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / October 3, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 12:10pm on 10/1/2019

 

Call to Order

Review minutes from previous meeting

Review Accountant's Report

Town Administrator Comments/Status – Mr. Graves

CBRSD Audit Report

Public Comment

Adjourn

FINANCE COMMITTEE MEETING AGENDA / September 5, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 2:40pm on 8/30/2019

Call to Order

Review minutes from previous meeting

Review Accountant's Report

Free Cash Certification

Town Administrator Comments/Status – Mr. Graves

Sewer/Water Committee Status – Ms. Rice

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / July 8, 2019 at 6:30pm

Community Room, Town Hall

posted 9pm on 8/2/2019

Members                                      Absent                                           Other 

Shaun Galliner                            Chris Pike                                       Bob Graves, Town Administrator                                                                                       Bonnie Conner                           Dick Scialabba                                                       

Heather Brown

Russ Parks

Nancy Smith

Mary Rice                           

 

The meeting was opened at 6:35 pm. 

A motion was made and seconded to accept the minutes of the June 6, and June 17, 2019 meeting as written.  The motion passed unanimously.

Chairman Galliher announced he had received a letter of interest from Jim Chivers, to be appointed to the vacancy on our committee, created by Ray Bolduc being elected to the Select Board in May.

A motion was made and seconded to approve the appointment of Jim Chivers to the vacancy on the committee.  The motion passsed unanimously. Chairman Galliher will notify the Select Board of our vote as they must vote as well.  

A motion was made and seconded to transfer from the Reserve Account, the sum of $ 1,500 to the Street Lights account.  The motion passed unanimously.

Bob Graves and Chairman Galliher went over all the line item transfers with the committee members. The committee discussed and agreed on the transfers.  Some of the requests for transfers were not approved due to the lack of an ongoing or committed contract project.  Those account balances will go into free cash.

A motion was made and seconded to adjourn at 7:33 pm. The motion passed unanimously.

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / August 1, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted12:20pm on 7/29/2019

Call to Order

Review minutes from previous meeting

Review Accountant's Report for FY20 and FY19 Year-End

Discuss membership in Assoc. of Town Finance Committees

Highway Dept. staffing and salary impacts

School Committee discussions re: new Wahconah

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / June 17, 2019 at 6:30pm

Community Room, Town Hall

posted 9am on 7/11/2019

 

Members                  Absent                                       Other                                                                                                                 

Dick Scialabba                                                             Viv Mason, Select Board                                 

Mary Rice                                                                     Bob Graves, Town Administrator                                                                                                                 Bonnie Conner                                                                                  

Heather Brown

Russ Parks

Chris Pike

Nancy Smith

                            

The meeting was opened at 6:33 pm. 

Vice Chairman Dick Scialabba presented a request from Diane Sturtevant, Town Collector/Treasurer, to transfer funds from the unemployment account, to the Medicare Account. The amount of $4,000. is requested and that should be more than enough to cover this account through the end of this fiscal year.

A motion was made and seconded to transfer $4,000. from the Unemployment Account, to the Medicare Account.  The motion passed unanimously.

The next regular scheduled meeting of this Committee is Monday, July 8, 2019 at 6:30  pm in the Town Hall Community Room.  

A motion was made and seconded to adjourn at 6:43 pm. The motion passed unanimously.

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING MINUTES / June 6, 2019 at 7pm

Community Room, Town Hall

posted 9am on 7/11/2019

Members                                     Absent                    Other                                                                                                                 

Shaun Galliher                                                             Viv Mason, Select Board                                 

Mary Rice                                                                     Bob Graves, Town Administrator          

Dick Scialabba                                                              Sue Rathbun, Chief of Police                                                             

Bonnie Conner                                                             Jack Adams                     

Heather Brown

Russ Parks

Chris Pike

Nancy Smith

                            

The meeting was opened at 7:00 pm. 

A motion was made and seconded to accept the minutes of the May 2, 2019 meeting as written, the motion passed with one abstaining.

Chairman Galliher and the Committee welcomed our newest member Nancy Smith who was elected in the May 18, 2019 election.  

Reorganization of the Committee: Motions were made and seconded to nominate Shaun Galliher, Chairman; Dick Scialabba, Vice-Chair; and Mary Rice, Secretary. All motions passed unanimously. All the above accepted the nomination.

Chairman Galliher will notify the Select Board of the vacancy on this committee created when member Ray Bolduc was elected to a three year term on the Select Board at the May 18, 2109 election.  

Chairman Galliher reported that the Capital Plan is on the website. The Committee reviewed the Expense Report and Bob Graves had answers  to the questions.  Some of the Accounts discussed were;

   Legal, Town Hall heating, Town Accountant, Tax Title, Building security, Industrial washer, Town Hall 

   Renovations, Hazardous Mitigation, Culvert engineering, Town Waste, Belmont Dam Inspection, 

   Plunkett Lake gate valve, Community Center Repairs, Unemployment and Medicare.

Bob Graves presented some accounts that will need more money to get to the end of the fiscal year.

The Committee discussed how to fund this and agreed to use the Reserve Fund for most of them. That will keep the accounts transparent as far as how to fund them for next year. For one account, the Committee agreed to a line item transfer and a motion was made and seconded to transfer the  amount of $18,425. from the Health Insurance Account, to the Police Salary Account. The motion passed unanimously.  This was proposed by Sue Rathbun, Chief of Police.  

Two other accounts will be funded by the Reserve Fund and a motion was made and seconded to Transfer a total of $11,000 from the Reserve fund, $1,500. to the fuel account, and the balance to the Summer Roads Maintenance Account. The motion passed unanimously.

The next regular scheduled meeting of this Committee is Monday, July 8, 2019 at 6:30  pm in the Town Hall Community Room.  

A motion was made and seconded to adjourn at 8:08 pm. The motion passed unanimously.

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / July 8, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 5:20pm on 7/2/2019

 

Call to Order

Review minutes from previous meeting

Committee Vacancy

Review Accountant's Report

Year-End Interdepartmental Transfers/Reserve Transfers

Public Comment

Adjourn

FINANCE COMMITTEE MEETING AGENDA / June 17, 2019 at 6:30pm

Town Hall-2nd Floor Conference Room upstairs

posted 11am on 6/12/2019

Open the Meeting/Attendance

 

New Business: 

-Reserve Fund Transfer—Medicare

 

Adjournment

FINANCE COMMITTEE MEETING MINUTES / May 2, 2019 at 7pm

Community Room, Town Hall

posted 8am on 6/11/2019

 

Members                                         Absent                                     Other                                                                                                                 

Shaun Galliher                              Earl Peck                                 Viv Mason, Select Board                                 

Mary Rice                                       Ray Bolduc                              Bob Graves, Town Administrator          

Dick Scialabba                                                                                                                           

Bonnie Conner                                                                                  

Heather Brown

Russ Parks

Chris Pike

                             

The meeting was opened at 7:00 pm. 

There are no minutes to be approved at this meeting.

The Committee will review, discuss and vote on the  FY20 Budget at this meeting.

Bob Graves reported that there are two Citizens Petitions that will be included on the ATM Warrant. One is a binding referendum to waive the dog license fee for residents 70 years old and older, which the Committee did not accept. The other one is non-binding resolution declaring Hinsdale a Pollinator-Friendly Community, the Committee had no objections to this. 

Based on the Committee review, a motion was made and seconded to accept the Raise and Appropriate amount of $4,779,705.00.  The motion passed with one abstaining.

A motion was made and seconded to accept the Free Cash amount of $321,625.00.  The motion passed with one abstaining.

A motion was made and seconded to accept the Sewer 1 total of $72,433.00.  The motion passed with one abstaining.

A motion was made and seconded to accept the Sewer 11 amount of $159,002.00.  The motion passed with one abstaining.  This includes the bill from Dalton, plus a 10% administrative fee.

A motion was made and seconded to accept the Sewer 111 Loan amount payment of $149,440.21. The motion passed with one abstaining.

A motion was made and seconded to accept the Water Wage account of $86,152.00, pending adjustment  The motion passed unanimously. A motion was made and seconded to accept the Water total of $292,866.00. The motion passed with one abstaining.

A motion was made and seconded to take 50K out of the Capital Stabilization for a new Police cruiser. The motion passed with one abstaining.

In other business, the Committee reviewed the Capital Plan. The Vocational tuition bill for this year will be adjusted to reflect one student's attendance for only half the year.

The Committee discussed the School Budget. There was a discussion NOT to recommend it to send a message to the School Committee that the new school building project is excessive and the Town did not support it. There was no agreement either way so the Committee decided to leave that recommendation blank on the Warrant, hoping to generate discussion at the Annual Town Meeting.  A motion was made and seconded to have no recommendation on the School Budget. The motion passed unanimously.

The next regular scheduled meeting of this Committee is June 6, 2019 at 7:00 pm in the Town Hall Community Room.

A motion was made and seconded to adjourn at 8:24 pm. The motion passed unanimously.

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / June 6, 2019 at 7pm

Town Hall-Community Room, downstairs,

posted 3pm on 5/30/2019

Call to Order

Review minutes from previous meeting

Committee Reorganization

Committee Vacancy

FY20 ATM Results

FY20 Capital Plan

Review Accountant's Report

Year End Interdepartmental Transfers

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / April 18, 2019 at 7pm

Community Room, Town Hall

posted 8:41am on 5/1/2019

MEMBERS

Shaun Galliher

Mary Rice

Dick Scialabba                                                                                                                           

Bonnie Conner                                                                                  

Heather Brown

Russ Parks

Ray Bolduc

Chris Pike

OTHER

Viv Mason, Select Board 

Bob Graves, Town Administrator

ABSENT

Earl Peck   

The meeting was opened at 6:30 pm. 

A motion was made and seconded to accept the minutes of April 11, 2019 meeting as written.  The motion passed with one abstaining.

The Committee continued the FY 2020 Budget review process.  Chairman Galliher suggested that we go through all the accounts as previously discussed.  If there are any changes or adjustments we would accept a motion and vote where appropriate.  Final vote on the budget will be at our meeting on April 30, 2019.  The budget will then be sent to Legal for their review and comments, and then be posted for the Annual Town Meeting on May 15, 2019.

During this process a motion was made and seconded to round up the Town Administrator salary to 70K, bringing the total for Administrative Salaries to $111,500.00  The motion passed unanimously.

The Committee discussed the School Budget and the fact the Town did not vote in favor of the new school building.  The concern centered around the process leading up to the vote.  The Towns lost control of their budgets because the vote was district wide and not individual Town votes as laid out in the original 7 Town Regional Agreement.  We discussed not approving the School budget to send a clear message of dissatisfaction with the process.  It was suggested that we all call our School Committee members and express that.  Their phone numbers were given to the Committee members.

The Committee will review, discuss and vote on the  FY20 Budget at our next meeting, Tuesday, April 30,  2019 at 6:30 pm in the Town Hall Community Room.  The next regular scheduled meeting of this Committee is May 9, 2019 at 7:00 pm in the Town Hall Community Room.

A motion was made and seconded to adjourn at 8:22 pm.  The motion passed unanimously.

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