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HomeMy WebLinkAboutAUDIT COMMITTEE ESTABLISHMENT-BOS-7-14 2008-8-11-2008-9-8-2008 Board of Selectmen Minutes July 14, 2008 5 Establishment of Audit Committee Selectman Richard Nardella is recommending establishing an Internal Audit Committee with members of the Board of Selectmen, School Committee and the Public. Selectmen requested that the Town Manager make a charge for the Committee and bring back to the Board for their review. Board Reorganization The Board traditionally reorganizes itself at the first meeting of a new fiscal year. Positions to be determined include Chairman, Clerk and Chair of Licensing. Daniel Lanen made a MOTION, seconded by Richard Nardella, to nominate Rosemary Smedile as Chairman until June 30, 2009. Vote approved 5-0. Rosemary Smedile made a MOTION, seconded by Tracy Watson, to nominate Richard Nardella as Licensing Commissioners Chairman. Vote approved 5-0. Richard Nardella made a MOTION, seconded by Tracy Watson, to nominate Mark Caggiano as Clerk of the Board. Vote approved 4-1. Mark Caggiano opposed. TOWN MANAGER'S REPORT: On June 19, 2008, Town Manager Mark Rees met with Jonathan Markey of Meridian Associates for preliminary discussion on the feasibility of installing a wind energy turbine in North Andover. Mr. Markey agreed to conduct a no obligation desktop analysis of already existing wind data to see if one of these turbines may work in North Andover. If we find that one is a possibility, the next step would be a comprehensive feasibility study estimated to cost$50,000. The Town has received a discount in the amount of$5,540 from our insurance carrier, MIIA for our participation in risk reduction programs including safety training and site reviews. On July 10, 2008, the Town Manager provided testimony to the legislative committee reviewing the town's petition to change the conservation restrictions on a portion of the Town Farm property to allow for the construction of an athletic field. A class of Merrimack College Students did a project on the Revitalization of Downtown North Andover. The report consisted of an executive summary, a mission statement, businesses products and services, population and a survey to residents then recommendations and conclusions were made and sent to the town for review. Governor Patrick will be in Amesbury at a Town Hall Meeting and the Town Manager Mark Rees will attend on July 16, 2008. RETURN TO EXECUTIVE SESSION: Rosemary Smedile made a MOTION, seconded by Daniel Lanen, to return to Executive Session for the purposes of potential and anticipated litigation and to confer with legal counsel for confidential legal advice and assistance. Vote approved 5-0. ADJOURNMENT: Richard Nardella made a MOTION, seconded by Tracy Watson, to adjourn the meeting at 10:25 PM. Vote approved 5-0. Adele J. Johnson Administrative Secretary Rosemary Connelly Smedile, Clerk of the Board Board of Selectmen Minutes _(--August 11, 2008 5 Mark Caggiano made a MOTION, seconded by Richard Nardella, to adopt the Order of Taking for Autran Avenue and the Order of Taking for Foulds Terrace, to award no damages for said takings, and direct that the Orders of Taking be recorded at the North Essex Registry of Deeds. Vote approved 5-0. Acquisition of 1475 Osgood Street The Town received the environmental report on the property from SAK Environmental with no issues identified. Town Counsel Thomas Urbelis notified the Town of a small problem with the title of the property and asked for an extension until September 15, 2008, before the Purchase and Sales Agreement could be signed. Mark Caggiano made a MOTION, seconded by Daniel Lanen, to agree to extend the signing of the Purchase and Sales Agreement until September 15, 2008. Vote approved 5-0. 4Audit Committee Charge The Town Manager gave the Board a preliminary draft of the Audit Committee guidelines to review. Note: Mark Caggiano recused Historic Preservation Restriction As a result of the CPA funding in 2004 for steeple and foundation restoration at the North Parish Church, the Board was asked to approve an historic preservation restriction on the property. Both Town Counsel and the Community Preservation Committee have reviewed and approved the restriction language. The Historical Commission was scheduled to endorse the restriction prior to the Board's meeting. Tracy Watson made a MOTION, seconded by Daniel Lanen, to accept and endorse the Historic Preservation Restriction, and to sign all documents with appropriate notarization. Vote approved 4-0. Note: Mark Caggiano returned Mark Caggiano made a MOTION, seconded by Daniel Lanen to take a 10-minute recess. Vote approved 5-0. NEW BUSINESS: FY10 Budget/Town Meeting/Elections Calendar Town Clerk Joyce Bradshaw presented the proposed FY10 Budget/Town Meeting/Elections Calendar for the Board's review. The recommended date for the Annual Town Meeting is set for Tuesday, May 12, 2009. This is a very busy election year, the state primary is Tuesday, September 16, 2008, at the NA High School, polls open 7:00 AM to 8:00 PM; voter registration deadline is Wednesday, August 27, 2008, 8:00 PM. The Presidential State Election is Tuesday, November 4, 2008, at the NA High School, polls open 6:00 AM to 8:00 PM, voter registration deadline is Wednesday, October 15, 2008, 8:00 PM. The Annual Town Election is Tuesday, March 31, 2009, at the NA High School; polls open 7:00 AM to 8:00 PM. Mark Caggiano made a MOTION, seconded by Richard Nardella, to approve the proposed Calendars. Vote approved 5-0. Note: Daniel Lanen recused Reserve Police Officers Police Chief Richard Stanley requested the Board to approve a requisition of nine Reserve Police Officers for the Department. The Civil Service Reserve list was at twelve and currently the department only has three remaining. The Town Manager would work with the Police Chief on a point scale system of evaluating each Reserve Officer candidate. Board of Selectmen Minutes September 8, 2008 .4 i common drainage improvements will be completed by late September, early October and two of the three utilities, Comcast and Nation Grid are working on putting their wires underground working through next spring. The third utility, Verizon has not been as forthcoming with their plans, which may necessitate some communications at a higher level. Selectman Smedile suggested sending a letter to Verizon from the Board of Selectmen and to also speak with State Transportation Secretary Senator Steven Baddour and ask for his help in moving this along. Comprehensive Waste Water Plan Update Last spring several meetings were held with the Board of Selectmen and the Public on the development of the Comprehensive Waste Water Plan. Director of Public Works Bruce Thibodeau presented an outline of what decisions need to be addressed to complete the planning process. The following are decision points that the Selectmen can anticipate as the process goes forward: ➢ Is the priority ranking appropriate? ➢ How will the sewer extensions be funded going forward? ➢ Should there be a higher percentage on betterment paid by the property owner rather than on the sewer rates? Should we consider different betterment percentages per priority? ➢ What is a reasonable timetable for scheduling each priority for sewer extensions? Audit Committee The Town Manager and Selectman Richard Nardella reconciled two versions of the charge for this committee and are recommending adoption of the unified version. The Audit Committee shall consist of three members, one member of the Board of Selectmen who shall serve as chair, one member of the School Committee and a resident of North Andover appointed by majority vote of the Board of Selectmen. A list of description of duties, responsibilities and operating procedures were agreed upon. Richard Nardella made a MOTION, seconded by Mark Caggiano, to adopt the Audit Committee Guidelines as presented consisting of three members, one member of the Board of Selectmen who shall serve as chair, one member of the School Committee and a resident of North Andover appointed by majority vote of the Board of Selectmen. Vote approved 5-0. NEW BUSINESS: Preparation of May 2009 Annual Town Meeting: Non-monetary Articles The Town Meeting calendar has been adjusted to require earlier submission of non-monetary articles. Since the deadline is September 29th for submission of"notice of interest"for possible non-financial articles, the Board is requested to bring forward their ideas for these types of articles so that staff can begin the process of preparing them. Lease Award for 170 Sutton Street/briefinq on expansion proposal Pursuant to state law, the Town issued a request for proposal for Town owned building located at 170- 172 Sutton Street. The current tenant, the North Andover Thrift Shop, was the only responder and it is recommended that the Board approve a new lease with this organization. The Thrift Shop is currently exploring the possibility of placing a pre-fabricated building/addition on the site and has met with the Technical Review Committee to discuss the feasibility of such a structure. Should this project move forward, the Board might be requested to release funds received as part of the insurance settlement when their former location in the Old Center burned down. Mark Caggiano made a MOTION, seconded by Richard Nardella, to approve the new lease with the North Andover Thrift Shop. Vote approved 5-0. Disclosure of Financial Interest, Town Manager The Town Manager disclosed that the Greater Lawrence Educational Collaborative (GLEC) employs his wife Elizabeth B. Rees as an occupational therapist part-time serving special needs students. GLEC provides special education services under contract to nine Merrimack Valley communities including North Andover. Mrs. Rees spends part of her work time serving North Andover students.