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HomeMy WebLinkAboutFCMeetingMinutes_11.01.01 Finance Committee Meeting November 8,2001 Page 1 FINANCE COMMITTEE MINUTES November 1,2001 CALL TO ORDER Bernice Fink called the meeting to order at 7: 17p.m. ATTENDANCE Members present: Michael Garron,Chairman(7:40 p.m.);Bernice Fink,Vice Chairman;Keith Mitchell;Paula Porten;Paul Stewart;and Jack Watkins_ Not Present: Paul Theber e Alsorp esent: Walter Montgomery,N.E.Mosquito Control District APPROVAL OF MINUTES Bernice Fink made a MOTION,seconded by Paul Theberge,to approve the Finance Committee minutes of October 18,2001 as amended. Vote approved 4—0—1 (Jack Watkins abstained). OLD BUSINESS MOS UITO CONTROLIWEST NILE VIRUS DISCUSSION Walter Montgomery of the Northeast Mosquito Control District explained that from May until the end of September, they did extensive surveillance throughout North Andover on a weekly basis and treated several thousand catch basins. They did not have to do any truck spraying because they did not get any virus isolations in mosquitoes. He also explained that the species that carries the West Nile Virus does not breed in wetlands. Also,they will be doing inspections in horse farms next year and will make recommendations to the Board of Health. The estimated cost for North Andover is$78,000 per year,but the actual bill has not been sent out yet. Some of the money will go into regional services. Mr.Montgomery handed out the Northeast Mass.Mosquito Control and Wetlands Management District's,`Best Management Practice Plan Policy. PHASE II OF SCHOOL PERFORMANCE REVIEW Keith Mitchell reported that Phase One of the School Performance Review has been completed. He said the Town Manager's memo of October 18,2000 explains that the Board of Selectmen is requesting that the School Committee and Finance Committee each appoint two of their members to finalize the scope of work associated with Phase 11, which still needs further definition. Paul Stewart made a MOTION,seconded by Jack Watkins,to approve the nomination of Paula Porten and Keith Mitchell to represent the Finance Committee on the Phase U School Performance Review Committee. Vote approved 6—0. Keith Mitchell committed to getting a copy of the goal setting/benchmark results that were presented to the School Committee,and the Finance Committee Clerk will send out copies to the Finance Committee members. STATE REIMBURSEMENT DEADLINE FOR KITTREDGE SCHOOL HEATING SYSTEM The committee approved the draft letter to the Chairman of the School Committee requesting that if the School Department intends to include the Kittredge Heating System as part of its capital plan for FY03,that it submit the application to the State in a timely manner. Finance Committee Meeting November 8,2001 Page 2 NEW BUSINESS BRAINSTORM SESSION—SUGGESTIONS FROM PAUL STEWART Paul Stewart presented the following ideas to the Finance Committee for consideration,and committee members gave their ideas,and opinions and recommendations: ■ Review the budget format and revise it to more accurately reflect the source and use of funds, Whether or not they are direct or indirect. The School Committee's requested budget should also be a part of the new format to better show the components of their budget. ■ The committee agreed to bring up the possible revision with the Finance Director. ■ Ask the Building Committee for a report on anticipated operating costs for the new high school and their considerations for minimizing these costs,particularly with regard to heat and electricity. As a goal,the operating costs should be no more than the existing high school costs. ■ Ask for an update on the number of students the new high school is designed to handle compared to the most recent population projections. Make adjustments to the size of the building depending on the future population needs. ■ Review the list of BAN'S and Authorized/Unissued capital items and ask the Town Manager to make a recommendation for a list of unnecessary authorized/unissued items to be reconsidered at the next Town Meeting. o The committee requested a list of BAN'S and Authorized/Unissued Items from the Finance Director. o The committee requested that the Finance Director develop and submit a timeline for the budget process. ■ Propose that all departments use specific terms when referring to the meanings of Administration, Education,Municipal,Town,and School. Also,to carefully distinguish between the Town Manager's dual roles,which are to focus on all Town activity and to manage the Administration/Municipal functions. ■ Acquire a physical inventory list of all large replaceable equipment and vehicles in order to track when they are scheduled for replacement. ■ The committee requested that the physical inventory list be obtained from the Finance Director. ■ Come up with a reporting system for all grants and non-budget revenues received and expended by each department. ■ The committee requested that the Finance Director inform them of the law on the requirements to re-approve existing revolving funds. Michael Garron will send a letter to all department heads asking for their list of revolving funds. ■ Request a list of all tax-exempt and tax-reduced entities from the Assessor's Office. Make recommendations to the Town for potential changes. ■ Change the Finance Committee's procedure for voting on Warrant Articles by assigning articles to members as they flow into the Warrant so that the members can research the article before the committee votes on it and before the article's explanation is written. ■ Request that the Town Moderator be notified in writing of vacancies on the Finance Committee so that the committee can be at full capacity by the time the budget process begins. ■ Michael Garron informed the committee that the Moderator has been given several names for possible appointment to the committee. OTHER Paul Stewart and Bernice Fink said they will be attending the ATFC Annual Meeting on November 3,2001. Keith Mitchell stated that if he attends the MMA meeting in January,the Town Manager will pay for it out of his budget. ADJOURNMENT Jack Watkins made a MOTION,seconded by Paula Porten,to adjourn the meeting at 9:03 p.m.Vote approved 6—0. Submitted: Carol Ritchie,Confidential Clerk