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HomeMy WebLinkAboutFCMeetingMinutes_10.18.01 Finance Committee Meeting October 18,2001 Page I FINANCE COMMITTEE MINUTES October 18,2001 CALL TO ORDER Michael Garron called the meeting to order at 7: 18p.m. ATTENDANCE Members resent: Michael Garron,Chairman;Bernice Fink,Vice Chairman;Keith Mitchell;Paula Porten; Paul Stewart;Paul Theberge;Jack Watkins. Also present: Mark Rees,Town Manager;Charles Benevento,Director of Finance and Administration; Deputy Fiore Chief Ed Morgan;William Hmurciak,Director of Public Works;John Cyr,DPW Operations Supervisor;and Police Lt.Glenn Annson. APPROVAL OF MINUTES Bernice Fink made a MOTION,seconded by Paul Theberge,to approve the Finance Committee minutes of March 22,2001. Vote approved 5—0—2(Keith Mitchell and Paula Porten abstained). Paul Stewart made a MOTION,seconded by Paula Porten,to approve the Finance Committee minutes of March 29,2001 as amended. Vote approved.6—0—1 (Paul Theberge abstained). Keith Mitchell made a MOTION,seconded by Jack Watkins,to approve the Finance Committee minutes of April 3,2001. Vote approved 6—0—1 (Paul Theberge abstained). Bernice Fink made a MOTION,seconded by Paul Stewart,to approve the Finance Committee minutes of April 5,2001. Vote approved 5—0—2(Keith Mitchell and Paul Theberge abstained). Bernice Fink made a MOTION,seconded by Paul Stewart,to approve the Finance Committee minutes of April 12,2001. Vote approved 5—0—2(Keith Mitchell and Paul Theberge abstained). Bernice Fink made a MOTION,seconded by Keith Mitchell,to approve the Finance Committee minutes of April 19,2001. Vote approved 6—0—1 (Paul Theberge abstained). Bernice Fink made a MOTION,seconded by Paul Theberge,to approve the Finance Committee minutes of April 26,2001. Vote approved 6•—0—1 (Michael Garron abstained). Bernice Fink made a MOTION, seconded by Keith Mitchell,to approve the Finance Committee minutes of May 3,2001 as amended. Vote approved 7—0. Paul Theberge made a MOTION,seconded by Paula Porten,to approve the Finance Committee minutes of May 10,2001. Vote approved 7—0. Keith Mitchell made a MOTION,seconded by Paul Theberge,to approve the Finance Committee minutes of June 28,2001. Vote approved 6—0—1 (Paul Stewart abstained). Keith Mitchell made a MOTION,seconded by Bernice Fink,to approve the Finance Committee minutes of July 12,2001. Vote approved 4--0—3 (Paula Porten,Paul Stewart,Paul Theberge abstained). NEW BUSINESS Police/Fire$10,000 Reserve Fund Transfer The Town Manager explained that the Police Department has received enough grant money to purchase a new computer system. The$10,000 Reserve Fund transfer request is to purchase only the data conversion for the new system. Police Lt.Glenn Annson explained that the current system is becoming increasingly unstable,and it is not advisable to wait until FY2003 when the system is scheduled to be replaced. Deputy Finance Committee Meeting October 18,2001 Page 2 Fire Chief Ed Morgan added that beginning January 1,2002,all incidents with a$1.00 value or higher will be required to be recorded,and the current system cannot perform this function. Bernice Fink expressed concern about using Finance Committee Reserves for other than emergency use. However,other committee members felt that this situation is considered an emergency. Keith Mitchell made a MOTION,seconded by Paul Theberge,to approve a reserve fund transfer in the amount of$10,000 to provide data conversion from the existing public safety system to a new Microsoft Windows based system. Vote approved 6—0—1 (Bernice Fink abstained). Report from D.P.W.on Snow Removal Operations&Financial Impacts The Town Manager initiated the discussion by explaining that even though last winter was exceptionally tough,he does not want a repeat of the difficulties that it caused. He emphasized that snow removal is usually under-budgeted because it is the only line item that can be exceeded,and he does not recommend increasing the budget because it cannot be lowered after it has been raised. He does,however,recommend increasing the Reserve Fund. D.P.W.Director Bill Hmurciak continued by saying that the Town Manager has challenged him to assess what is needed in order not to have a repeat of last winter. He explained his"Action Plan"which includes Pre-Planning,Equipment Tactics, Supplies,Capital Equipment,and Personnel.The additional cost to implement this plan would be approximately$108,350. The net expended cost for snow removal in FY01 was$703,240.30. The DPW Director will give a presentation to the Selectmen on November 51h Preparations for Fall Town Meetin Finance Director Chuck Benevento informed the committee that the Town Managerwill have his recommendations on the articles for the Fall Town Meeting by November 5t`. The Finance Committee agreed to hold a preliminary meeting on November 8`h,to review the articles that pertain to them. They also agreed to hold a Public Hearing and vote on the Articles on November 15t'. I"Ouarter Revenues and Expenses The Finance Director explained that there has been a billing issue since changes went into effect,and the October water and sewer bills for September have not gone out yet. Total General Fund Revenues for Q were positive. $13,082,700(24.06%)was collected. The breakdown of the receipts include: Property Taxes—24.7%,Local Receipts—20.39%,Cherry Sheet—20.26%,and Transfers/Other—75.45%. Total General Fund Expenditures for Ql was$12,653,119(23.55%). The breakdown includes: General Government—28.39%,Public Safety—32.99%,Education—16.23%,Public Works—57.08%,Health& Human Services—26.35%,Culture&Recreation—35.14%,Debt Services—34.59%,State Charges— 20.55%,Employee Benefits—15.58%,Liability Insurance--52.69%,Capital Reserves—0%. 1) Public Works includes Solid Waste/Recycling at 88.72%. Michael Garron asked the committee to review the Q 1 report,and if they have questions,he will bring in the appropriate person at the next meeting to answer them. OLD BUSINESS Kittredge School Heating S stem Re lacement in FY02 Paul Stewart reiterated a discussion from a prior Finance Meeting regarding the need to send a letter to the School Committee to assure that they apply for reimbursement for the Kittredge School Heating System in a timely manner in order to receive the reimbursement. Bernice Fink said that the School Facilities Master Plan Committee had a presentation from architect Ken DiNisco who stated there is no value in doing anything to the Kittredge School. Also,if the State were to approve the reimbursement,they would expect Finance Committee Meeting October 18,2001 Page 3 a certain longevity from the heating system. Michael Garron added that the School Committee must have a proposal from the contractor with a price before it can be submitted to the State. Keith Mitchell made a MOTION,seconded by Paul Stewart,to have the Finance Committee chairman draft a letter to the School Committee saying, 1) "Is this still feasible to do?" 2) "If you are going to do it,include it in your Capital Improvement Plan" 3) "If so,consider this letter as a reminder to submit the request to the state beforehand." Vote approved 7—0. Mosquito ControVWest Nile Virus Update from Health Dept. The committee reviewed a report from Brian LaGrasse from the Health Dept. The report included data on the number of birds collected and tested for the West Nile Virus. Paul Stewart voiced concern that we got talked into a$78,000 expenditure to join the Northeast Mosquito Control District.He had understood that the dollars would be for spraying,drying wet areas,and doing whatever proactive work was necessary. Michael Garron said that he believed that it was all for monitoring and testing. Bernice Fink also said that it also included trenching and added that there may be towns that did not join,but got coverage because they found West Nile in their area. Michael Garron asked the Finance Committee secretary to contact Sandra Starr to have someone from the Mosquito Coalition to come to the November 1 n meeting to clarify concerns that have been raised by the Finance Committee. OTHER Bernice Fink and Paul Stewart volunteered to attend the ATFC Annual Meeting on November 3rd at Hogan Conference Center at Holy Cross in Worcester,MA. Paula Porten and Jack Watkins also expressed interest,and would consider attending also. Cost is$47.00 per person for ATFC members. Michael Garron submitted two names to the Town Moderator for consideration in joining the Finance Committee. Paul Theberge informed the committee that he would be resigning the end of the calendar year. COMMITTEE REPORTS Town Hall Renovation: Keith Mitchell said that 26 R.F.P.'s went out to entities to do a feasibility study. Eleven attended a question and answer session today as well as a walk through of the buildings. The sensing is that it is going to cost a lot more money that what the Town plans to spend. Cell Towers: The Planning Board held a hearing and decided on one tower with both Sprint and AT&T on it with a total payment of about$4,000 per month. They are still debating issues with the FAA on whether they will allow that type of tower. The alternative would be two towers with lower heights. Financial Task Force: Michael Garron said there are now two facilitators working with the task force.. They have met with the group twice and will meet several more times. They are working on a first draft report and are in the process of putting it into written form. The Finance Director asked if there would be a recommendation on how to distribute revenues if there was no override. The Town Manager would like to see his revenue-sharing plan in the budget formalized. League of Women Voters: Bernice Fink said that she and Rosemary Smedile met with a couple of people from the League of Women Voters and the Chairman of the Finance Committee in Andover. The League of Women Voters will be holding a Finance 101 Session next week. Bernice Fink will talk about schools. ADJOURNMENT There being no further business,Jack Watkins made a MOTION,seconded by Paul Theberge,to adjourn the meeting at 9:44 p.m. Vote approved 7—0.