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Home My WebLink About2018-10-23 Finance Committee Minutes TOWN OF NORTH ANDOVER FINANCE COMMITTEE Meeting Minutes Meeting Date October 23, 2018 Meeting Location: School Administration Building Timothy Tschirhart, TT, Chairman X Ed MacMillian EM X Jennifer Goldman, JG,Vice Chair X Divya Bhatnagar, DB X Christine Allen CA Charles Trafton CT Thomas Ringler, TR Angela Ciofolo, AC X Liz Gerron, LG X Sasha Weinreich, SW X Note: All FINCOM votes are subject to a re-vote upon receipt of new information. Note: Documents used in this meeting are listed in Document Table, herein. Non Finance Committee Members in attendance Karin Blake (KB) Past Finance Committee Member Pledte of Allegiance (7:02 pm) Call to order opening comments— Tim Discussion starts on or about 7:03 pm/01:00 on video time TT: Welcomed KB and wanted to recognize her work while on the Finance Committee. TT: Praised and appreciated all of her contributions and positive changes she made. TT: Spoke of KB's leadership, passion, drive and knowledge while on the Finance Committee. TT: Felt honored to work with K.B. With that they presented KB with a gift(token) of appreciation. The Committee all praise KB and also expressed their appreciation to K.B. KB: Stated that she really enjoyed serving and working with everyone. KB: Thanked all the members for the gift that the Finance Committee Members presented her with, she expressed her appreciation to everyone. Discuss of the FY2020 Budget Policy schedule to be approved by the BOS on October 15 Discussion starts on or about 7:08 pm/05:00 on video time TT: The big thing that happened yesterday was the adoption of the FY20 Budget Policy by the Board of Selectmen. 1 October 23,2018 TT: Stated that Andrew Maylor did a good job expressing our concerns in the Budget Policy on the school infrastructure and with OPEB. TT: Also spoke of the addendum that was added regarding OPEB. TT: Spoke of new hires and how they will allocate money(regarding OPEB) upfront into a Trust. So these employees will be completely covered. This will be part of the Trust Budget. Public comment(s) Discussion starts on or about 7:11 pm/08:00 on video time KB: Stated that she is interested in proposing a charter change that would disqualify some Town Employees from running for elected office in Town. KB: Commented that she is not positive that she will do this. KB: Stated she is sensitive to conflicts of interest. KB: Went on to say she is not sure if she is going to propose this as a warrant article or do it by petition. The Finance Committee wished KB all the best as she left the meeting. The Board went back to reviewing the Budget Policy that was included in their Packets. This created conversation, discussions and questions. TT: Stressed to the Committee Members to read and review all the information in the FY2020 Budget Policy. Review (and next steps) of Town Finance Committee Policies and Procedures (see attached please feel free to markup and or provide red-line changes) Discussion starts on or about 7:28 pm/026:00 on video time TT: Spoke of the markups he made in the Policies and Procedures and spoke of the responsibilities the Finance Committee had. TT: Stated that the Finance Committee does not create Policy, but we can give advice. JG: Requested that next year she would like to see a reason or purpose for changing a comment, so they can better understand the reason for that change (regarding the Policies and Procedures). JG: Asked TT if he could add these comments to the notes. TT: Agreed that he would The Finance Committee members discussed possible proposed changes, additions and cosmetic changes to the Policies. TT: Stated that they should consider giving it to Legal Counsel to review and make sure they are not crossing any boundaries that we should not, and when it is okay as a Committee we will vote on it. SW: Wanted to point out under Section 3H under Rules of Procedures &Voting (markups) we need to have our schedules aligned if we do keep this proposed change. TT; These are ideas (on changes to Policies and Procedures)please look at it for input. Then we will send it to Legal Counsel for review. 2 October 23,2018 Appointments to subcommittee - Revenue and Fixed Cost Review Committee - OPEB - Other, such as attendees at School Committee meetings Discussion starts on or about 7:42 pm/40: 00 on video time TT: We need two Volunteers for the Fixed Cost Committee, it is very eye-opening educational venture. LG: Stated that they usually meet two times but last year they met 3 times. TT: Asked if there are any volunteers to attend the Meetings for the Fixed Cost Review Committee. LG and SW: Stated that they could do it. TT: Commented that he could be a backup just in case. TT: Asked for two volunteers for the OPEB Committee and TT would also be a backup if needed JG: Stated that she will volunteer. TT: Stated that CT will be the other volunteer. TT: Stated that the nice thing is, that it will be over before the end of the year(at least the initial phase of it). TT: Asked for volunteers for School Committee. SW: Asked if we could wait on the School Committee. Meeting schedule (Sasha) Discussion of the areas/sections of the budget we would like to cover in detail this year Discussion starts on or about 7:48 pm/46:00on video time SW: Spoke of the Budget Calendar using JG's format from last year as a cross reference. SW: Spoke of the color coding she used on the chart, deadlines and dates to know, and who should attend specific meetings (outside of the Finance Committee Meetings), and who should present at our Finance Committee meetings. SW: I did not add meetings for the Finance Committee yet, because I wanted to add them together as a committee and try and figure out together who we want/need to present to us. SW: My thoughts are, is that we are all incredibly busy individuals, and so we should have the least number of meetings with a high level of efficiency and effectiveness, that is really what we want to achieve with these meetings. TT: Spoke of possibly submitting written questions instead of having someone present at a meeting. 3 October 23,2018 The Finance Committee discussed future upcoming meetings and spoke of the Warrant Letter Structure and changes and Policy and Procedures. The Committee continued to speak of Finance Committee Members who wanted to attend specific meetings (outside of the Finance Committee Meetings) based on the Budget Calendar. The Finance Committee Members also continued to carve out the dates for Finance Committee Meetings (using the FY2020 Budget Calendar as a guide). LG: Suggested that anyone who is in charge of the handling of Roads (DPW) and Police and Fire should possibly present at one of our meetings and spoke of Emergency Management also coming to present(especially what took place this year with Columbia Gas). The Committee discussed and questioned lining up presenters to come and attend Finance Committee Meetings Finance Committee Meetings dates (subject to change); -November 13, 2018 -December 11, 2018 -January 8, 2019 -January 22, 2019 -February 13, 2019 -March 5, 2019 -March 19, 2019 -April 3, 2019 New business/Other/Next Meeting Discussion starts on or about 8:34 pm/01:31 on video time TT: Just a summary of tonight and for the next meeting(s) TT: Spoke of Charter References and revamping some of the Policy and Procedures per our conversation tonight and fixing such words as "may" and"will" etc. TT: Also focus on getting the Warrant Letter structure (template model) with SW's help. TT: Went on to say that I will also speak to Andrew Maylor regarding the Economic Director and Assistant Town Manager for the December 11th meeting, and contact Suzanne Egan, Legal Counsel for the Town (regarding Policies and Procedures). TT: I will also let Lynn Savage know that LG and SW will volunteer and attend the Revenue and Fixed Cost Meetings. TT: Also if you cannot make the meetings please let me know, I do appreciate and thank you for volunteering. Minutes from prior meeting: Au,2ust 14, 2018 Discussion starts on or about 8:40pm/01:37 video time LG: Made a motion to approve the minutes as written from August 14, 2018 JG: Second the motion All in favor to approve the minutes. 4 October 23,2018 Adiourn 8:42 SW: Made a motion to adjourn the meeting LG Second the motion All were in favor to adjourn Document Table -Agenda Finance Committee Meeting for October 23, 2018 -Minutes from August 14, 2018 -FY 20 Budget Calendar -Finance Committee Policies and Procedures -Finance Committee Policies and Procedures (markups) -Letter from Bob McCarthy Maynard Finance Committee -Memorandum of Agreement TNA & International Association of Firefighters, Local 2035 -Fiscal Year Budget 2020 TNA - North Andover School Committee FY20 CIP Budget Submittal 5 October 23,2018