HomeMy WebLinkAboutFCMeetingMinutes_05.11.06 Finance Committee ff inCom") Meeting Minutes
May 11, 2006
Attendance: Eva Hamori was the only member not in attendance; Vice Chairman Mike Batsimm arrived at
5:54 pm and Town Manager Mark Rees joined the group at 7:20 pm. One Citizen, "B" Fink, sat in observance.
I. Call to Order: Chairman Keith Mitchell ("CM") called the meeting to order at 6:30 pm.
II. Minutes of Last Meeting—May 4, 2006: Mark Nichols motioned to approve the minutes as provided in
the handout, with a second from Paul Stewart. The motion carried 6-0-1 with Jack Watkins abstaining.
111. Old Business:
C. Budget Workgroup Update: CM took this item out of order to discuss the other items on the agenda when
Town Manager Rees arrives. Melinda Coppa("MC") summarized the meeting she and Paul Stewart ("PPS")
attended, this past Wednesday, to discuss the outstanding questions on Special Education. She highlighted the
package of support documentation for the variance details previously given the FinCom by Dr. Harutunian
while noting the department heads learned of the available funds in the last quarter; which had them scrambling
to spend or encumber the money before year end. The actual reason for the FY05 variance was not discussed at
the meeting; highlighting her failure to follow-up on this point. However, in a side conversation with School
Committee member Barbara Whidden, MC's error was brought to light. Barbara learned from SpEd Director
Jackie McVeigh the budget for FY05 came from the top down and believed Jackie did not have an answer to
why there was a significant variance. PPS and MC agreed to chalk up the large variance to Circuit Breaker and
"conservative"budgeting by Dr. Harutunian. MC also highlighted new FY06 projections showing SpEd
coming under budget by approximately 5249,000, up from the previous estimate of$232, 000; this change came
from the payroll administrator reconciling the positions and the subsequent removal of non-SpEd employees
from the previous projections. Finally, MC noted the School Department did not have a new FY07 SpEd
;stimate and sited the lack of direction as the reason for not having this information. MC reminded the FinCom
a revised budget is due to the School Committee, on May 16th'and the information will be available then. In
response to a question asked by CM, MC stated there was no further discussion on the establishment of a
separate SpEd reserve fund.
B. Warrant Articles: PPS brought up Former Selectman Don Stewart's suggestion to keep the Stipend in
Article 11 and have the Board of Selectmen vote to remove the Elected Officials from the Health Insurance
Plan. PPS believes this proposal still doesn't solve the problem of Health Insurance in the retirement years. He
added this action would just remove the officials from the current Health Insurance program but the retirement
program is an individual decision and not one the Board of Selectmen can dictate. MC added that the FinCom
needs to be very clear, at Annual Town Meeting; the issue is the retirement years and not the years while
serving on the board. CM then gave a brief explanation on Bob Ercolini's warrant articles which appear to be
"going down in flames." Mr. Ercoloni will be out of the country for the Town Meeting and CM is unsure who
will present the articles. CM also highlighted one article has already been deemed unlawful and a second article
is changing significantly enough that the Town Moderator may not allow it to reach the floor for discussion.
The members then began looking over the remaining articles requiring a FinCom vote. A brief discussion
ensued on expanding the Board of Health to five members. MC requested deferring this item to get more
information from the Town Manager. The members also agreed to defer discussing Mosquito Control (Article
17)until the budget discussions come up. PPS noted he inquired of the Town Moderator's thoughts should the
FinCom recommend against this article and someone actually gets sick. The Town Moderator advised PPS the
role of the Committee is to make a financial recommendation. PPS then noted the Town of Concord just
increased the Mosquito Control costs from $5,000 to $15,000 with all services performed by Town employees.
A. FY07 Recommended Operating Budget: PPS distributed the latest revenue and expense budget as
modified by the FinCom. Jack Watkins noted the expense budget adjustments should be put back on a priority
basis. He further pointed out the$150,000 errors, all within municipal departments, would have to be found
elsewhere in the Municipal budget and sited the formula used to build the budget as a starting point. PPS put a
new twist in the discussions by enlightening the members on the number of communities operating with a
Volunteer Fire Department. Just as this discussion was ending, Town Manager Mark Rees ("TMR') arrived.
Finance Committee Meeting Minutes of May 11, 2006 Page 2
A. FY07 Recommended Operating Budget (Continued): The Town Manager then provided a draft of
potential changes to the budget which have not been seen yet by the Board of Selectmen. A brief discussion
;nsued on each item listed in the proposal. Vice Chairman Batsimm asked if increasing the fees would lower
the actual revenues; TMR did not believe this would be an issue. TMR then gave the final tally on snow and
ice; currently$102,725.64 over budget for FY06. The members then moved to discuss the Hopkinton bill.
Although the Hopkinton Bill would have generated more revenue in FY05 and FY06, TMR noted he has
additional homework to do before presenting a final recommendation to the Board of Selectmen. Concerns
remain on the administrative side and whether the financial system is capable of handling the additional billing
needed. TMR anticipates having the Board of Selectmen reconsidering this option on May 22 but highlighted
he would not assume any more revenues in the first year. TMR was asked about the change in Health Insurance
based on the change in Board members and the possible suspension of the Stipend. TMR then addressed the
reasoning behind the change in Board of Health membership; spread the heavy workload out to more people
than the current three members. The group briefly touched on the water/sewer line connection with Middleton.
TMR is waiting to hear whether Middleton approves the terms before any action is taken by the Board of
Selectmen. He also expects Middleton to pay$380,000 plus user fees and $100,000 for traffic mitigation.
Following this discussion, Jack Watkins made a motion to recommend favorable action on Article 36—Expand
Board of Health to five members. Mark Nichols seconded the motion and it carried unanimously. CM then
reminded the group of the revised School Budget presentation on Tuesday. CM then asked MC to go over the
budget proposal she recommended for consideration; PPS provide TMR with a handout detailing the proposal.
MC proposed: a)restoring the Town Accountant's assistant, but have a change in duties by eliminating payroll
responsibilities to become the main accountant for the School Department,b) adding a payroll administrator to
the Municipal Department, the eliminating the Human Resource services paid by the School, c) reinstating the
school crossing guards to Police Department, d) add $3,500 for capital expenditures for a communication line
upgrade between the fire and police department and e)reduce tonnage disposed for increased recycling efforts.
MC believes the Town should put controls into place to ensure proper school accounting as well as have one
Human Resource Department to manage all Town employees. She noted the large disparity in salaries between
similar Municipal and School unions. TMR raised concerns over expanding Ray Santilli's current
responsibilities and is not sure the School Department can adequately handle this change. TMR also cautioned
in making broad brush approaches to restructuring. MC informed the members of the negative balance still
remaining in the School Lunch Revolving Fund. She noted it did not look like this would receive adequate
funding; therefore, this will actually go against any Free Cash. TMR commented how the School Department's
management of this program is in effect a back door method to getting more funding. Finally, the members
discussed timing to get a mailing out with a recommended budget. Two weeks remain to try to get a unified
budget among all boards.
N.Adjournment: The members agreed to meet next week, May 18 at 6:30pm. At 8:03 pm Mark Nichols
made a motion, seconded by Vice Chairman Batsimm to adjourn. The members unanimously voted to adjourn.
Approved: Vote: X: