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Home My WebLink AboutFCMeetingMinutes_03.03.16 TOWN OF NORTH ANDOVER FINANCE COMMITTEE Meeting Minutes Meeting Date March 3rd, 2016 Meeting Location: School Administration BuildingCTO 6:46 Bill Callahan, BCChairman XSusan Almono,SAX Donald Elliot, DE Vice Chair Timothy Tschirhart, TT X Karin Blake,KB X Liz Gerron,LG Thomas Ringler, TRAngela Ciofolo, AC X Chris Nobile, CN X Jennifer Goldman, JG X Non FinanceCommittee Members in attendance Andrew Maylor:(Maylor), TownManager Note: All FINCOM votes are subject to change upon receipt of new information. Note: Documents used in this meeting are listed in Document Table, herein. Call to Order 6:46PM Approvalof minutesand newformat forminutes Discussion starts on or about6:46/00:00:57 on video time BC: Stated we will approve the minuteswith the new format,and discussthe new format that was written by JG. February 23, 2016minutes JG:Made a motionto approve CN:Second the motion All in favor SA: Suggested that during the meeting if an important point ismade,that they would state that during the meetingto AC, so it could be included as part of the minutes. The Board agreed. Division Budget Review:Support Services (includes Facilities, Information Technology and certain administrative functions) Discussion starts on or about6:58/00:11:54on video time BC: Next we have the Town Manager, Andrew Maylor 1 March 3, 2016 Operation of Shared Services Discussion starts on or about7:01/00:14:46on video time (Pages182-183 Budget Book for FY17) Maylor:Spoke of oneof the major changeson the IT side. Itwas within the school department in IT.We took it out of the school budget(3.7%)and nowis shared between schooland town. Maylor: Stated that the IT Director, Chris McClure recognizes that we have tremendous capacity or bandwidth but lack in someareas of storagethat McClurewould like to see. Andrew went on to say that onthe CapitalSidethere are additional dollars to make sure that we have the proper capacity/storage. Maylor: Spoke of the town's new product software, MUNIS and how it is easier to deal with one company. Maylor: We have 1 employee who does the entire payroll for both the school and town. Maylor: Another product we are in the process of implementing is the online permitting system (Viewpoint). Residence will eventually be able to do their permits online. This online permitting will eventually expand beyond the building side, such as electrical, plumbing, health and other related permits. Facilities Discussion starts on or about7:10pm/00:23:34on video time (Pages184-186 Budget Book for FY17) Maylor: Statedthat our Facility Director, Steve Foster's job is to triage and manage a million square feet of assets and figure out prioritiesin terms of service. Maylor: We get better at this with each year. Maylor: spoke of ESCO, reports provided,energy consumption, costof energy, baselines, costs per unit, and how these reports work, and other related information. Maylor: Spoke of how North Andover is moving in the direction of becoming a Green Community. Maylor: Also spoke of Building codes and the stretch codes as it relates to Building. Purchasing, Payroll,Admin Support Discussion starts on or about7:28pm/00:41:55on video time (Pages180-181 Budget Book for FY17) Maylor: Spoke of Purchasing,Payroll,and the A/P side(this isback office support). The A/P Clerk really works within the school side doing town work, butthe position is funded mostly through the school budget. Town Manager's Budget Discussion starts on or about7:31pm/00:44:44on video time (Pages113-117 Budget Book for FY17) Maylor; Spoke of the Merrimack Valleyarea, and howinsteadof just promoting business in justNorth Andover, that it is important to also do it within nearby towns (this is called "Best Practices"). Maylor:There is a "Merrimack Valley Means Business" website. There is a little blurb on each community, but there is still some work to be done. 2 March 3, 2016 Town Clerk Discussion starts on or about7:39pm/00:53:20on video time (Pages128-131 Budget Book for FY17) Maylor: Commented that the Town Clerk's Department is running elections, so costs areup,since it is an election year. JG: Referenced pages138-141 of the Budget Book for FY17, and asked Maylor,can you explain the difference between the Community Development Mission Statement and the Planning Department Mission Statement,are they 2 separate compartments, but have overlapping missions? Maylor: Yes. Land Use Boards(Community and Economic Development) Discussion starts on or about7:43pm/00:56:38on video time (Pages138-143 Budget Book for FY17) Maylor: spoke of all the departments under Community and Economic Development, and that is where all of theLand Use Boards are. Maylor:Spoke of the Assistant Director of Community and Economic Developmentposition that is moving into the Planning Division,in order to increase the focus on the planning side. We have also hireda Staff Planner, instead of a Town Planner. General Fund Debt Service Discussionstarts on or about7:45pm/00:58:57on video time) (Page108 of the Budget Book for FY17) Mayor: Debt service is the Principal repayment on loans. Maylor: We will see a dramatic decline in excluded debt on or about FY20because of the ending debt of Osgood Hill and the High School. Stabilization Fund Discussion starts on or about 7:52pm/1:06:12on video time) (Page58 of the Budget Book for FY17) BC: Asked Maylor are we planning a contribution to OPEB in FY 17 Maylor: Yes Five Year Financial Forecast Discussion starts on or about 7:58pm/1:12:20on video time) (Page60 of the Budget Book for FY17) Maylor: spoke of forecasting, stated that he looksat this five year forecast as a talking point. BC: Thank you Finance Committee Report –Assignments Discussion starts on or about8:22pm/1:36:01on video time TheFinancial Committee Reportwas discussed, andmemberswere assigned or volunteered for a section or topic to write, for this year's Financial Committee Report. Adjourn:8:35 TT: made a motion to adjourn CN:Second themotion All in favor 3 March 3, 2016 Document Table SUBJECTFROMTO *1Finance Committee minutes February 232016 Angela Fincom ***2Future agenda Minute format JG Fincom ** 3Manager’s Recommended FY17Budget BookMaylor Fincom ***4Fy16 Operating Budget Update BC Fincom *** 5 Fy17 List of Requesting Projects Comm. Preservation Fund BC Fincom *All approved minutes are located on the Town websites under the Finance Committee Website under minutes, with the appropriatedate. **Budget Book is located in the DropBox rd Fincom folders *** Hard copy in March 3 Note all videos of meetingscan be reviewed on the Home page of the North Andover Website Directions: 1.Click on “NA CAM Cable Access Live Streaming” 2.Click on Check Schedule 3.Click on the appropriate date of meeting on the calendar 4.Click on Finance Committee ( in middle under calendar) 5.Click on Streaming Video (on right) 6.Video should appear 4 March 3, 2016