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HomeMy WebLinkAbout1984-11-26 Board of Selectmen Minutes Meeting Notes November 26, 1984 Members Present: M. O'Brien, P. Dustin, P. Landers, J. Russell and M. Ziegler. The Board opened the meeting by voting to approve the Reading Jaycees request to hold a cannister drive for their annual Santa Fundraising campaign on December 8, 9, 15, 16, 22 and 23rd. The Board then heard from Supt. of Buildings Charles Darby regarding the bids for the Police Station generator. After a brief discussion the Board voted to award the contract to Power Products, Inc. , for a Kohler Emergency System at $9,244. Mrs. O'Brien then gave her report. She stated she had a letter from the Wilmington Board of Selectmen concerning their request to discuss electric rates and that she had forwarded her reply to the Light Department. She then discussed the signature drive for the Town Charter and stated that forty-five petitions were circulating. The Board then read a letter from the M.C.A.D. concerning the Towns application for the Reading Commons program and the Towns Affirmative Action plan. After a brief discussion, the Selectmen asked Mr. Agnew if he would be Affirmative Action Officer. He stated he was reluctant to take the job but would do so to help the Town. The Board then appointed him Affirmative Action Officer for F/Y'85. The Board met with the Town Accountant who officially commented on his resignation and thanked the Board for their help over the years. The Board then met with the Treasurer, Town Accountant, Chairman of the Finance Committee, Assessors and Collector and a representative of Arthur Andersen Co. to discuss ways to streamline the Towns fiscal operations. Much of the discussion centered on the type of qualifications needed in looking for a new Town Accountant. .' 'The Treasurer felt he should have knowledge of fund accounting and the new University of Mass. system. Mr. Titlebaum from Arthur Andersen agreed. He also stated he felt the Department could use another person and that reconciliations should be quarterly if not monthly. Russ Graham stated we need a financial manager not a bookkeeper. The Assessors stated they were not ready to give input at this time. Paul Landers stated we should start ads immediately; the Board agreed and instructed the Executive Secretary to do so. The Board approved a one-day All Alcoholic Liquor License for the Reading Masonic Building Association on December 8th. The Board acknowledged a grant from the County in the amount of $1,500 for emergency food and shelter for the homeless. The grant had been applied for by the Executive Secretary. The Board voted to go into Executive Session for a labor strategy meeting with representatives from the School, D.P.W. , Finance Committee, Personnel, Cemetery and Allan Drachman, not to come out in open session. 12/3/84 Board of Selectmen Meeting November 26, 1984 Present were Chairman Maureen O'Brien, Paul Dustin, Paul Landers, John Russell, Mary Ziegler, John Agnew, Executive Secretary,Bill Hughes,Beth Klepeis. Discussion/Action Items Jaycee's Request for Santa Fund Raising Campaign - John Russell moved that the Board of Selectmen grant permission to the Jaycee's for their 7th Annual Santa Fund Raising Campaign for the weekends of December 8-9, 15-16 and 22-23. The motion was seconded and approved by a unanimous vote. Point of Information- Bill Hughes, Precinct 7, inquired if there is an established policy or ground rule for attending retirement ceremonies. He was at a retirement party for Firefighters and noted that no Selectmen were present. The Selectmen and the Executive Secretary didn't lu-iow about the party. Maureen O'Brien stated most retirements were already presented to them, stated parties were private affairs, and it should be optional if they wanted the Selectmen to attend, noting it could change the flavor of the party. Report of the Executive Secretary - Bids for the Police Station generator have been received but the representative was not present. John Agnew stated that all the Charter letters would be mailed by tomorrow. The Fire Chief inquired when interviews would be held. Maureen O'Brien stated the Patrolmen were being interviewed on December 3'd and suggested December 10th for the Firefighters. There are three openings and seven candidates. John Russell noted all but one had passed their physical, strength and utility tests. The number 2 person on the list has not yet taken it. Paul Dustin asked if they could swap the Police and Fire interviews because he would be out of Town. Fire interviews will be the 10th and Police on the 17th. Generator Bids - Charles Darby stated there were three bidders and Power Products Corporation was $601 below the. other two bidders. He stated that the bid was not according to the specifications or else there were typographical errors on the phase and muffler specifications. The other two bids were clear. He stated that the low bidder did not indicate they would do or provide pre-testing results. That bidder also specified tailgate delivery. The Police Department needs ground level delivery for access. The other bidders agreed to that. He recommended that the Board reject the low bidder. He reported the two highest bidders have excellent reputations. John Russell moved that the Board accept Charles Darby's recommendation and his reasons and award the contract to Power Products Corporation, Kohler Emergency Systems, at $9,244. Paul Dustin seconded the motion which was approved by a unanimous vote. A quote for instal'lation has not been received yet. Delivery takes six to eight weeks. The major switching gear is already in place. Maureen O'Brien asked Charles Darby to write up his reasons for rejection of the low bidder and file them with the bids. Board of Selectmen Meeting—November 26, 1984—Page 2 Maureen O'Brien has prepared a letter to the Town of Wilmington regarding meeting with them and inviting the Light Department to attend. Mary Ziegler requested that the correspondence the Board received be forwarded to the Light Department. Charter Signatures - Maureen O'Brien stated there are at least six volunteers per precinct to gather signatures for the ballot question. The Board felt more volunteers were needed. The Board reviewed agenda items for the next three meetings. Emergency Grant — Maureen O'Brien announced that the Town had received a grant from the Middlesex County Emergency Services for $1500 for food and shelter. John Agnew was responsible for obtaining the award. John Russell moved that the Board of Selectmen accept $1500 from the Middlesex County Emergency Food and Shelter Funds. The motion was seconded and approved by a unanimous vote. Liquor License - John Russell moved that the Board of Selectmen grant a one-day all alcoholic beverage license on December 8t}' to the Reading Masonic Building Association. The motion was seconded and approved by a unanimous vote. Maureen O'Brien suggested that the Board develop a policy that all liquor license requests be passed by the Police Chief before they are presented to the Board. Handicapped Commissions - Maureen O'Brien read a letter that was received from the Department of Public Safety inquiring whether there was a committee for the handicapped and, if so, to notify them. She stated the only thing she knew of was the housing affirmative action. John Agnew stated that under the 504 law, this is under the MCAD as part of affirmative action. He stated the Town should have a committee. Maureen O'Brien was concerned about having committees without a mission. She suggested representatives from other committees. John Agnew stated there were several active handicapped individuals in Town who might be interested, and stated the committee should be an advocacy group. Maureen O'Brien felt that to form a committee without a need was unnecessary. Mary Ziegler asked if we could find out what such committees do. The Board stated that no such committee existed but could be formed if needed. Mass. Commission Against Discrimination - The Town has been requested to appoint an Affirmative Action Officer in Town in order to expedite civil rights compliance review. Maureen O'Brien stated that John Agnew has been serving in that capacity except for housing. John Agnew stated he had not been reappointed and if there is no one else, he would be the Personnel Affirmative Action Officer. Board of Selectmen Meeting—November 26, 1984—Page3 John Russell moved that the Board of Selectmen appoint John Agnew as the Personnel Affirmative Action Officer. The motion was seconded and approved by a unanimous vote. Resignation - Mr. McDonald submitted his resignation as Town Accountant to accept a position in the City of Boston Comptroller's Department. Maureen O'Brien requested his input on the audit procedure and interaction with other departments. Mr. McDonald stated the audit was over, the books are current, and it was time for him to accept a better position. A replacement should have a computer background in accounting, know the municipal laws,be adaptable and know auditing procedures. As far as staff, he suggested an Assistant Accountant be employed. Mr. McDonald stated that during the interim period, the staff is able to handle payments. Receipts may create some problems, and funds could be put into suspense accounts until a new accountant is on board. Maureen O'Brien asked comments from departments that interact with the Accountant's Office and how it affects their department. Beth Klepeis did not think a computer-knowledgeable person was needed but an Accountant that could refine the program. She recommended candidates come in and look at the program. Someone who is familiar with the UMass Program would be an asset. She felt the position should be widely advertised, and that a proactive search also be conducted. Once the Accountant is on board, a review could be undertaken to see if an assistant is necessary. John Russell inquired whether a firm could be hired to do the work. John Agnew felt that was not possible. Ken Titlebaum, the Town's Manager at Arthur Anderson, stated the cost would be prohibitive. Maureen O'Brien asked what they saw as necessary in the department and any changes that they would recommend. Mr. Titlebaum stated the candidate needed a strong understanding of fund accounting and the UMass Program. He felt the computer programs were good, and that the Accountant didn't need a strong computer background or need to do coding. As the State makes new regulations, it may take a year or two before the software catches up, and the Accountant must understand the limits of the program and how to adjust for those things. The individual should have an understanding of controllership. He felt there was another staff person needed. The accounts should be balanced monthly. Paul Landers inquired where the weaknesses were in the system. Mr. Titlebaum stated Mr. McDonald was only one individual and in addition the computer conversion. He stated if the subsystems were not automated, then reconciliation should take place at least quarterly. He recommended a vertical position to assist. John Russell stated changing the scope of duties may necessitate looking at the Charter descriptions, and felt financial management was the needed ingredient. The staff stated they would discuss what they felt would be beneficial from their department's point of view. Discussed establishment of a search committee, and the necessity of an interim process. Board of Selectmen Meeting—November 26, 1984—Page 4 Mr. Titlebaum stated he would like to discuss with the Selectmen the audit process and the impact of Mr. McDonald leaving. Maureen O'Brien asked him to call her to arrange for an appointment. These summary minutes were prepared by Nancy L. Eaton from two 90-minute tapes dated 11/26/84,provided by the Town of Reading,on January 1, 2000. g