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HomeMy WebLinkAboutFCMeetingMinutes_09.27.16 TOWN OF NORTH ANDOVER FINANCE COMMITTEE Meeting Minutes Meeting DateSeptember 27,2016 Meeting Location: School Administration Building Bill Callahan, BC, Chairman XSasha Weinreich, SW Jennifer Goldman, JG, Vice Chair X Divya Bhatnagar, DBX Karin Blake,KBXAngela Ciofolo, AC X Thomas Ringler, TR Chris Nobile, CNX Timothy Tschirhart,X Liz Gerron, LG X 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. Calltoorder6:46 BC:Welcome back everyone Approval of Minutes Discussion starts on or about 6:46pm/000:47on video time May 10, 2016 th CN: Made a motion to approvethe May 10minutes as written KB: Second the motion th Allwere infavorto approvethe minutesthat were present at the May 10meeting Reorganization of Committee for FY2018 Budget Cycle Discussion starts on or about 6:47pm/001:00 on video time BCChair CN: Made a motion to nominate as for the Finance Committee TT: Secondthe motion All were in favor JGVice Chair TT: Made a motion to nominate as for the Finance Committee KB: Second the motion All were in favor 1 September 27, 2016 Review of policies and proceduresand Town Charter Discussion starts on or about 6:49pm/003:25on video time BC: Stated that KB is going to go through the 3 pages of Policies and Procedures of the Finance Committee (submitted in the FinCom packets) andtalk about howwe are set up. We will also go throughother documents and important state lawsthat we should abide by. KB:Explained the procedures, quorums, how meetings are run, how we voteand the various rules of the Committee. The Policy and Procedures have been created under the authority from the Town Charter that has been submitted in our packets. The Charter explainswhich body appoints other committees, it tells how Town officials are elected. In the body of the rules and proceduresof the Finance Committeeit references various sections of the Town Charter for reference and support. These procedures were adopted in 2007 and we recently amended them because we thought we should put something in writing when we go into executive session. We as the FinCom Committee review; 1.Revenue (what comes in) 2.Taxes 3.Funds from the State 4.Expenditures (what goes out) 5.Budget ( how we control what goes out) We have 3 Budgets; 1.Operating ( runs the School Operations and Municipalgovernment) 2.Capital (improvements and projects) 3.Enterprise ( Sewer, Water and Stevens Estate) We usually start with the Operating Budget thatis recommendedand produced by the Town Manager(by meeting with Department Headsto see their requirements). KB: Spoke of the Revenue and Fixed Cost Committee and how we have representativesfrom the Finance Committee that will be elected or appointed to be a member of thisRevenue and Fixed Cost Committee and they will look at what tax receipts that will be coming in or expected to be coming in.We look closely at projections and how the estimates were developed. We eventually meet with the Financial Manager and Town Accountant. The Town Accountant gives us the under pennies for her estimates and we look to see how sound they are. KB: Stated that we need to have available to the Finance Committee ‘The Association of the 2 September 27, 2016 TownFinance CommitteesHandbook”. KB: Also pointed out that the Fincom’s report can be found in the Town’s Warrant. Open Meeting Law Discussion starts on or about 7:14pm/028:15on video time BC: Simply stated all deliberations of this Board or any otherappointedor elected Board should be doneonlyin a publicopen meeting.These meetingsmust be open to the public, the public must know about it, it must be postedin accordancewith state law (physical posting),and agendasmust be postedfor public to view. We must always be careful about talking about Town Business outside of the meetings. This is a violation of Open Meeting Laws to discuss Town Business outside of the meetings. Conflict of Interests Law Discussion starts on or about 7:24pm/037:55on video time BC: Gave a General idea and overviewof the Conflict of Interest Law. One of the items he stated that you cannotvote on anything that affects you or your immediate family. You would need to recuse yourself from the vote. You cannot accept gifts (must be less than $50.00) When you have a Conflict of Interest, you mustdisclose it, andyou cannot bepart of the Deliberations or vote. BC: Gave an example of a Conflict of Interest from a past Finance Committee Meeting that required him to recuse himself from hearing and the deliberations and was not allowed to vote. Consideration of Changes to Policies and Rules of Procedure Discussion starts on or about 7:34 pm/045:25on video time KB: Moved to adopt to keep Finance Committee Policies and Procedures as is JG: Second the motion All in favor to keep The Finance Committee Policies and Procedures as is Review of Protocol for Information Requests and Questions for Town Employees Discussion starts on or about 7:36 pm/047:00 onvideo time BC:Commented that TT will talk of the Organization of the Town and how information on the town and questions are funneled to them. TT: Explained the Organization Chart that wason pages13-14of the Town Meeting Budget Book. TT: Spoke of how the Finance Committee may make recommendationsand actions on the Town Warrantsand Budgets. TT: Stated that 2/3rdsof the budget is on the School Committee and1/3rdis Municipal Operations. 3 September 27, 2016 TT:Commented on howwell they work with the Town Manager and then of the many twoway conversations the Fincom Members have with various Department Heads to hear of their needs. TT: Felt we need to spend more time with the School since it is 2/3rds of the Budget. BC: Stated that he felt that the most important meeting of the year is the Town Manager‘s 5 year Forecast. Review of FY2017 Budgetand Review of Budget Calendar and Key Milestones Discussion starts on or about 7:45 pm/056:45on video time BC: This process is a long one and it starts in September and ends up in May. BC: Spoke of the some of the important milestones in the Budget Calendar BC: Went over the FY18 Budget Calendar (submitted in the Committee Packets).Talking of specific dates,giving information on the type of meetings that were scheduled, and how the process works. BC: Highlightingsome ofthe BudgetCalendar to the members and explanations such as,when the Town Manager’s 5 year Financial Forecast comes out, the recommended CIP that is forwarded to the Finance Committee, the Operating Budget and School Department Budget. February and Marchare our busiesttime of the yearfor us. BC: Stated that they work on the Finance Committee Report in advance of the Annual Town Meeting. BC: Spoke of how they vote on the Capital Improvement Plan,the Community Preservation Plan and Voting on the Budget. Revenue and Fixed Cost Committee –Explanation and Call for Volunteers Discussion starts on or about 8:07 pm/080:45on video time LG: Made a motion to have both CN and BC be our representatives in the Revenue and Fixed Cost Committee. JG: Second the motion All were in favor. Proposal of Topics for Further Study Off-Cycleand New Business Discussion starts on or about 8:14pm/087:20on video time BC: Wanted to come up with a few topics during this off cycle, BC asked the committee to suggest some topics. CN: made a suggestion of possible topics, such as, revenue sources and planning, green environmental efficiencies, and the new Town Master Plan. BC: Stated that he will talk to the Town Manager to arrange something. 4 September 27, 2016 DB: Speaking of theTown Master Plan, DBwanted the Committee to be aware that she has a City Planning background. at trends, greenor sustainability initiatives and the Town Master BC: stated that we will look Planas possible topics at our next meetings. Stan Limpert (SL),of 43 Stonecleave Roadand alsoa member of the School Committee wanted to respectfully makea suggestion to the committee,that they add to the agenda Public Comments. This makes the public aware that the Finance Committee Members are open to public comments. SL,Felt that this would bean appropriate gesture. SL: He also suggested reachingout to the chairs of the other two new committees in town, and to set up a Tri-Board Committee to discussfiscalmattersand future outlooksfor the Town. SL: Suggested that oneof the Topics that can be discussed during this free time could be to look at the borrowing capacity of the Town. Adjourn8:41 CN: Made a motion to adjourn LG: Second the motion All in Favor Document Table *1.Town of North Andover Charter *2.Town of North Andover, Finance Committee Policies and Rules of Procedure *3.Open Meeting Law materials *4.Conflict of Interest Materials -again, perhaps Laurie will have something. * 5. FY17 Annual Town Meeting Budget * 6.Minutes from Finance Committee Meeting May 10 *7.FY18Budget Calendar * 8.Conflict of Interest * Hard copy 5 September 27, 2016