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HomeMy WebLinkAbout2002-04-30 Board of Selectmen Minutes Board of Selectmen Meeting April 30, 2002 The meeting convened at 7:30 p.m. in the Selectmen's Meeting Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman George Hines, Vice Chairman Camille Anthony, Selectmen Richard Schubert and Gail Wood, Town Accountant Richard Foley, Town Manager Peter Hechenbleikner. Selectman Matthew Cummings was attending the RMLD Board Meeting and joined the Selectmen's meeting at 8:10 p.m. Chairman George Hines announced that this a is workshop meeting to finish up items from the previous agenda. He also announced that the Town had received a check in the amount of$500 from Robert and Diane LeLacheur to maintain the Christmas tree disposal program. He expressed appreciation on behalf of the Board to Mr. and Mrs. LeLacheur for their generosity. Proclamations/Certificates of Appreciation Proclamation—Arbor Day- On motion by Anthony seconded by Wood, the Board of Selectmen approved a Proclamation declaring April 30, 2002 as Arbor Day in the Town of Reading. The motion was approved by a vote of 4-0-0. Discussion/Action items Re-appoint Town Accountant - The Board of Selectmen held a discussion with Town Accountant Richard Foley. Mr. Foley reviewed with the Board the general duties of the Town Accountant. Chairman George Hines expressed that Mr. Foley has the full support of the Board of Selectmen in doing all of the work that he needs to do independently as Town Accountant. There was discussion about the RMLD situation and the audit. Mr. Foley explained to the Board of Selectmen that the signatures of the majority of the members of the Light Board or other elected boards constitutes approval of the warrant. He basically then reviews the warrant material for any instances of payments being excessive, fraudulent or illegal based on the information received. He also reviews them to make sure that all of the signatures required are provided. The Town Manager noted that the Town Accountant for the Town is appointed by and reports directly to the Board of Selectmen as the elected body, compared to the Light Department where the chief accounting officer reports to and is appointed by the General Manager, not to the elected board. He also noted that there is no audit committee coverage of the Light Department. These are two areas that the Board might want to consider as it is looking at changes to the Light Department system. Vice Chairman Camille Anthony asked if signatures for all Boards, Committees and Commissions are provided prior to checks being paid. Mr. Foley noted that the only one that is not done prior to writing the checks is the School Department. The School Committee does sign the warrants but it is sometimes after the fact. The Board of Selectmen asked that staff review Board of Selectmen Meeting—April 30, 2002—Page 2 this issue and the ramifications of not paying bills until signatures are received. Selectman Matthew Cummings noted that when he was on the School Committee, the warrant was available at the Police Station and they signed it before checks were sent out. -- Selectman Richard Schubert asked what the differences are between what we get with the Accounts Payable warrant from the Light Department compared to the rest of the bills for Town and School. The Town Accountant noted that we used to get very little -- we are now getting all material but it is not the originals, it is copies. We require originals for all others. Selectman Richard Schubert asked if there is an increase in efforts on the part of the Accounting Department for the RMLD. Mr. Foley indicated that there was not but the Town Manager noted that it does increase his workload. Selectman Gail Wood noted that the Clerk in the Accounting Division's hours have been cut and she wanted to know if we will be able to manage with reductions. She also asked whether the RMLD's annual audit should have picked up the problems with the credit card use. Mr. Foley noted that Karen Roberts from Melanson Heath explained the difference between a forensic audit and an annual audit. She felt that, as a general rule, the credit card issue is not something that would be picked up by a general audit unless this was the focus of the audit. Vice Chairman Camille Anthony noted that the documentation should be the same from the RMLD as required from others. She asked if there was a procedures manual for accounting, and Mr. Foley noted that there was. Selectman Matthew Cummings noted that if we require additional staff or time to handle the RMLD materials, that we should bill that back to the RMLD. He also felt that the RMLD audit should have picked up the problems with the credit cards. He asked the Town Manager to get the management letters for the RMLD if we have not received them already. On motion by Schubert seconded by Wood, the Board of Selectmen re-appointed Richard P. Foley as Town Accountant effective April 1, 2002 through March 31, 2003, or until such date as his successor is appointed. The motion was approved unanimously. Vacate Decree — 159 Ash Street - The Town Manager reviewed the proposal to vacate a foreclosure against Dorothy Knudson for nonpayment of real estate taxes on property at 159 Ash Street. On motion by Anthony seconded by Cummings, the Board voted to agree to the filing of a motion in land court to vacate the foreclosure against Dorothy Knudson on nonpayment of real estate taxes on property at 159 Ash Street in Reading; and further that this filing will take place subject to the payment in full of the approximately $32,500 in back taxes, charges, interest and fees which is currently owed; such payment must be made within 30 days of this vote. The motion was approved by a vote of 5-0-0. Chairman George Hines asked if the payment was eminent and the Town Manager noted that it should take place this week. Board of Selectmen Meeting -April 30, 2002—Page 3 On motion by Schubert seconded by Cummings, the Board of Selectmen voted to go into Executive Session for the purpose of discussion of strategy with respect to sale of real estate — Reading Business Park and approval of Executive Session Minutes not to come back into Open Session. On a roll call vote, all five members voted in the affirmative and the motion was carried. The Board adjourned to Executive Session at 8:30 p.m. Respectfully submitted, Secretary