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Home My WebLink About2019-10-29 Finance Committee Minutes S�M1�L YI Y�$iry V Si,M1 OWN of NORTH ANDOVER FINANCE COMMITTEE Meeting g Minutes Meeting Date October 29,2019 Meeting c on: School Administration Building Sash2L woinreich, SW Chairman X Ed Ma Millian EM,'ice Chair X Timothy Tschirhart, TT Divya Bhatnagar, DB X Charles Traton, CT Jennifer Luz, JE X Thornas Ringler, TR X Kevin Foley, KF X Christine Allen, CA X Angela Cioolo, AC 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 Eyre Savage S , Finance Director/Town Accountant - ::,C#4}f,;'k_'Tr�:�i<'�l�x,:<��3?.v'_�3�Lr=?�3�:x�-�r ^�. -€Y3v`.�{5��,4+�+•i�.-��1 COWi% : ,,xF,Rif tr ..%.-.x•z:. W. 7.77 �_. t}::::ix� t >.U,,:.:.:.•�..f:.k•': xK'...:...-..'_ri<;,.-..::,.-fr....a:: :.: Sw.,No one is here so there will not be a public comment. Our first order of Business is to review our Budget Calendar and then to create our Finance Con ittee Meeting schedule for the year based around the FY21 Budget Calendar. �.. 04 :k�r. � ? ,.. ....-.r•.,...<.k: ...,.�':.,.y,...�.x.'::'<xs�•��,.,.::'�'�#,...�,.r'.�i :::.#...��.;�.:?i"±zE .\;' SW- Asked the FinCom members to take a look at the Budget Calendar. SW: Informed the Committee that they already had their first Fixed Cost Meeting, and hope that they t ill be able to finalize with the second meeting in about 2 weeks),but if we need a third meeting we will have it. SW: 'Discussed along with the FinCom Members the Budget Calendar and various dates that would be appropriate for scheduling future FinCom meetings based on the FY21 Budget Calendar. October 29, 2019 Page 1 After much discussion relating to the FY21 Budget Calendar,.It was agreed upon that the Fin om meetings will be scheduled on these dates; -December loth 2019 working on Policies and Procedures) January 71b o o II_IIYYY.� Jain - ur th o I II III IIYIYIIIIIYIIIYIIIYIYYYYYYY - ems. . (discuss format for warrant letter) -Mauch 1012020 (each member cones with notes on Warrant Letter for theirspecific area of focus) -Mairch 24th 2020 (each member would have a first draft on the Warrant letter for their area of focus) - ril 81h 2020 (review final warrant and vote on budget) Locations for these meetings to be determined. SW and the Fin om Members also discussed when to have various department heads come to present to FinCom and also when the CPC would come to present their report like they have ire past years). They also spoke about various subjects that they wanted to discuss at specific meetings and also spoke of voting on the CIP. SW": If something comes up and if we need to add another meeting we will SW: Discussed on working on our Policies and Procedures as well as working on the warrant Letter during future scheduled meetings. SW: I am going to skip around a bit(with the agenda). __=-ti-s'-'-s5:.'k�rti°�:::<,'s`.i=r;< :s i`: Y::':f,.s:s�`.'>;�it_-z8f—k'?i'--r kr;:,;i'-'l'"F .a - s•ri?,. t- �.a.11sorlarrryNr' , ' '` YIMIIIY MMIiM/Iy Z.�'S��i. '?F'?.?4C.:,.,.:t.�::.._?E7::_-�'>3•: x<:.,x.,_k t.t,.,e, >� .. .��.,-rzq �'n[ SW: Let's walk through what everyone wants to focus on regarding the warrant letter. we tallied about this at our last meeting. We can also incorporate it into our calendar, we can assign rnernbers to go to specific meetings (relating to their own area of focus). Various areas of focus were discussed, along with what each member would be assigned; -Municipalities and shared expense Budget (assigned DB) -Se ool Department Budget(assigned CA and TT -Retirement,Health and Pension Cost(assigned to rr and CT,Elm will be alternate) -Reserve Policy Section. (assigned to KF -ClNassigned to TR) -Enterprise Fund,Water/Sewer assigned to M -Stevens Estate (assigned to JL and SW will be alternate) -Executive Summary(assigned to SW The:Fin om Members discussed OPEB, School Capital Funding,lion-disclosure Agreements, etc.Also public outreach was discussed in an effort to educate and engage the public, they also spoke of a possible survey or questionnaire. Suggestions of questions such as; October 29, 2019 Page 2 -Is the public getting the information they want from the Finance Committee? -What would you like to hear from the Finance Committee? -What information would be helpful` -Is the Finance Committee providing you with information you need or want,if not what would you like to see? -Do you understand how the Town is spending money? (These are just some examples of questions that was suggested from the FinCom members The ?also discussed if the questionnaire should be multi part questions. SNNI: Spoke again of Policies and Procedures. Last year we started the process of discussing our Policies and Procedures and at that time got some edits from our Town Counsel. I thinly we need to do a significant review of them and it would be also helpful for all of us to review parts of "The Finance Committee Handbook and Association of the Town Finance Committee." SW: Spoke of specific areas that they should consider reading in the handbook that would be helpful, such as the" ntroduction7% "Role of the FinanceCommittee"', and"The Finance ornmittee checklist in appendix H". SW: Switched back to the FY21 Budget Calendar again.. Continued to discuss and assign mernbers to topics and also suggested specific meetings that they should attend regarding their chosen area of focus/topic (referencing the FY21 Budget Calendar). .kf - 1►.r,v.,;i-._ .............:.......:::;.,,=, �>> r.;;. '�:_... <.r-:� i"'�k..• -s:,r f`'�f3 "�3'''. I ;. r �`!.��:■' •y■ �/�*y�:�■ .r1 SW: Asked LS if she wanted to go over the Budget Status Report. LS. Commented that the 1st quarter is tough to report on,there is not a lot of big activities, since it is the begirming of the year. Pretty much straight forward,trending typically from every other year, based on the first 3 months. L S: Sung ari. ed to the Finance Co=ittee the report entitled `Budget Status Report F Y2 ". LS: Spoke o items such as Property Tax Revenue, Excise Tara, Meal Tax, dousing Authority, Ambulance Service Pees, and Building Inspection Fees etc. She also spoke of expenses such.as Water/Sever and also spore of her concerns with the Stevens Estate. t was mentioned that the Meal Tax was down last year,because of the Columbia Gas issue that resulted in many restaurants not being able to be open. LS; Stated that she sloes not see any issues, so far. If see any changes,I will report this to the B S and the Finance Committee will be also notified of any changes. --•xD. v•;<:z>"' .::>,z3j'-sr`>„�v:.�,-,:,:; ::—':fir, _ ._ ,x:...;.;::,.w'::..,':7r.\..,.:\,•'.;".:,..::,:::'=:".;,*.:-:':' x.} ..r% - -rr ;,:3'-T4 -,.:f7 ....,...:... k..5f.... ._. a s: _ .k, #.r< ti'i.:F>i. ..ix.t', 'x '•:S:<}:rYk.'i: .t 7'.;' 'r":. x k 'xx-c iY.rF•) -€.>:�:. - i?#w_fig.7y� 71 SW: The B S Budget Policy is the last major item to discuss and everyone should have a copy of it. October 29, 2019 Page SW: Stated that the B S do this report every year for the Charter. S16 : Asked 'if anything on this report jumps out at then. Items were discussed and questioned with regards to such topics as sidewalks, Master Plan II elernentary schools, middle school,issues with the Senior Center, etc. The Committee continued to review the Budget Policy Statement and questioned and discussed specific items such as the B S to work with various Town Boards and Committees and will assign liaisons from the BS a very generous use of their time), Capital Stabilization Fund Operating Budget, OPEB, Public Safety, Recreational Complex etc. S and the Finance onu-nittee spoke of using consultants and the process and time involved. V, {4:.''.i'Yi .::.. 1.'* '!1.:�i^_<1>` .;-.:i4'x s.'rM•is''%1.: T,`,su:_{:vs*. s'\.^^ —_.y 34x:.. M1 _ t { C.,S .........y i.i r# s�.�r .).. #.+ ^'. .4.. t'kr �4k:.-i::`V+::•^�:_:.{.i:#.}....:r5 5+1 ': t SW: Commented that the September sir 24th,2019Minutes shoved an error with regards to the attendance section(l page at top). It referenced" R was not in attendance, but it should be CT was-not in attendance. TR was in attendance. Also on page 2 of the minutes(last paragraph) where it reads; Aso commented on how LS has offered to send an actual bud et on a monthly-basis after the uarte " should read "Also commented on how LS has offered to send an actual to date re o rt," F: Made a notion to approve the minutes as amended for September 24 to l TR. Second the notion to approve as amended. All were in favor to approve the minutes as amended J L: Made a motion to adjourn the meeting CA: Second the motion All were in favor to adjourn : ilt -Agenda Finance Committee Meeting for October 29,2 019 -Minutes from September 24,2019 -FY 1 Budget Calendar -FY20 Budget Status Reports October 29, 2019 Page g