HomeMy WebLinkAboutFCMeetingMinutes_01.27.11
1
TOWN OF NORTH ANDOVER
FINANCE COMMITTEE
Meeting Minutes
Meeting Date:011
27 January 2
Meeting Location: Town Hall, First Floor Meeting called to order: 7:04 PM
Conference Room
Mark Rodgers-MR, Chairman Thom Dugan-TD
X
X
Ramsey Bahrawy -RB, Vice Robert Norbedo-RN
Chairman
Ben Osgood-BO Matthew Remis-MRem
X X
Alan LeBovidge-AL Herb Cunha-HC, Minutes
X
Peter Besen-PB Pat Sifferlen, PS, Admin
X
Bonnie Wilkinson-BW
X
Non FinCom Members in Attendance
OTHERS: -Lyne Savage, LS-Town Accountant -Sandy Greed, SG-VP LWV
-Stan Limpert, SL-Ch. School Committee -Mark Rees, MRees-Town Manager
-Laurie Burzlaff, LB-Clerk School Committee
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.
II. Previous Minutes Approved
DATE:20 Jan 2011 Minutes approved
III. New Business
AGENDA ITEM: A. Revenue and Fixed Cost Committee update (Lyne)
Discussion: -MR: He indicated interest in reviewing risk items.
-LS: Reference made to the Revenue Fixed Cost Committee Submittal spreadsheet.
Motor Vehicle Excise fluctuates; there is an up tick this year. $3.5M consistent with
2010, projects are the same for 2011 and 2016.
-BO: He asked about new growth projections.
-LS: She said typically none; projections are conservative so projections have no major
increases. Building inspection fees, are again treated conservatively, they will fluctuate.
2
Revenue and Fixed Cost Committee update (Lyne)
AGENDA ITEM: A., continued
Discussion: -LS: Recycling has increased. In viewing the Cherry Sheet dated 27 Jan 2011, different
Revenue and Fixed cost is identified; shows projections versus Governor’s and
Assessment Projection versus Governor’s.
-MRees: He spoke of GIC increases and Retired Teacher’s Health Insurance reduced
and Teacher Retirements.
-LS: GIC assessments are behind 1 year.
-MRees: With the Governor’s projections we may increase $600k.
-MR: Indicated that it might be half of that. State aid will be a major factor when
identified.
-LS: Bond rating, we were stable at AA, now we are waiting for the report. We ended
2010 well, may have a small surplus in 2011.
-LS: Reported that we expect to see what the storm expenditures are next week. We
will be spent thru.
-Discussion took place about a storm contingency plan; MRees will employ strategies
when bottom line is known.
-TD: Since State negotiates salt pricing, which is open to Towns, asked if we have
taken advantage of this.
-MRees: He will check State bid for salt versus our own.
-TD: Referred to buying new DPW truck, would this allow contractor off of the road,
can water truck be used.
-MRees: He will check on this possibility, but stated that we need to use staff to
operate the truck...
AGENDA ITEM: B. Capital Improvement Plan Water and Sewer (Mark)
Discussion: -Reference was made to CIP Plan 2012-2016 for Water and Sewer.
-BO: He asked if betterment would apply.
-MRees: The law indicates how that may be applied. He referred to page 5 of Sewer
Plan and mentioned borrowing,20 year, can only use for project of 20 years.
On page 4, Enterprise Fund is dropping off TY2016.
In the CIP Plan for Water, MRees, moved solar power project up in priority due to
roof activity, better to do now versus later after roof is repaired.
-TD: Regarding the computer replacement, are there any advantages/savings.
-MRees: Responded that computer runs water treatment.
-Discussion took place about fact that there is no mention of upgrade, replacement or
maintenance of computer hardware and software.
AGENDA ITEM: C. Status update on FY10 CIP purchases (Mark Rees)
Discussion: -MRees: Last year Town approved $3.391M, spent $1.939M, balance is $1.452M. A
vendor meeting with Cecil Group is currently upstairs for a Facility Master Plan.
3
AGENDA ITEM: C.Status update on FY10 CIP purchases (Mark Rees), continued
Discussion: -Reference was made to the FY11 Capital Projects Document.
-BW: She asked if there were any funds available for 2010.
-MRees: He stated approximately $300k.
-BW: Referred to list of projects as to their status, whether open or closed.
-TD: LS has sent information for Community Preservation funds, CPC can vote
within their own committee to direct unused funds.
AGENDA ITEM: D. New Business
Discussion: -D-1: IT CIP Project for Computer Equipment for Data/Email
Backup/Storage and Phones.
-Discussion amongst attendees addressed that there has not been any mention of
upgrades and maintenance for the new computer equipment being requested for
backup and storage, nor discussion about compatibility studies with existing
equipment, reason for students having 1 GB storage for their own computer class
work, and that obviously there is no comprehensive plan for our computer system to
include procurement of last year and the additional equipment being requested now.
Also, questions were raised about need for phones in conference rooms and others, in
addition to cost for same.
-TD: Referred to project requesting phones-he spoke of municipal phones being
necessary first and those for teachers second.
-SL: He stated that School committee did not request phones.
-MR: He mentioned IT response to the request for phones.
-IT needs to generate a Plan to sequence equipment/software upgrades and
replacement; Plan doesn’t exist now.
-BW: We purchased equipment last year and it is not clear how we incorporate this
equipment with the new IT project to procure more equipment and software.
-D-2 Article BB, Amend Town By-Law, Chapter 59, Town Meeting and
Article CC, Amend Town By-Law, Chapter 17, Finance.
Discussion about these Drafts Articles, prepared by Mark Rees, included whether
other Departments must follow these same By-Laws and the fact that Fincom will
need more time to review.
-MRees: He will set these Drafts aside since BOS will have their Articles on the
By-Laws by 7 February 2011.
4
AGENDA ITEM: D. New Business, continued
Discussion: -D-3 School Modular Building-Additional Parking Spaces.
BO: He pointed out that the original Article for the modular building did not include
additional parking space.
-MRees: He was asked by the School Superintendent to look at parking.
-LB: She is a member of the School Building Committee who has been addressing the
need for more parking spaces. She said that parking lot issue is not moving forward.
Issue of money left over from Modular project completing under budget is being
looked at by the Committee to use for parking lot. Her interest is to use this funding
left over for a school gym. A consideration for CIP use in 2014.
-FINCOM members discussed that unused funds need to be returned and decision
made as to their use. It is not at the discretion of the School Building Committee.
-MRees: He will look into this matter.
IV. Next Meetings
3 Feb 2011 Town Hall, 1 st Floor Conference Room
V. Adjournment-
Motion: BW Yes Unanimous
Seconded: TD Time: 8:30 PM
DOCUMENTS PROVIDED AT MEETING
TYPE FROM TO SUBJECT COMMENTS
ITEM #
1 Spread sheet Town General Revenue Fixed Cost Committee
Report Accountant Submittal
2 Town Manager Town Manager “ Sewer Enterprise Fund Capital
Recommendation Improvement Plan 2012-2016
3 Town Manager “ “ Water Enterprise Fund Capital
Recommendation Improvement Plan 2012-2016
4 Finance Rpt Town “ FY11 Capital Projects May 11,
Accountant 2010ATM (Article 28)
5 “ “ “ Cherry Sheet Projection/Assessments
vs Governor’s
6 “ “ “ Local Receipts
7 “ “ “ Expenditure Summary
8 “ “ “ Expenditure Detail
9 “ “ “ State Assessments
10 “ “ “ State Aid Breakdown
11 “ “ “ Debt Detail
12 “ “ “ Tax Levy Breakdown
5
ACTION ITEMS C=Complete
ITEM # ACTION ITEM INDIVID. COMPL. STATUS
DATE
1-28 Completed items are shown in FINCOM Mtg C
Minutes of 4 Mar 2010 thru 28 Oct 2010 for review.
29 Form FINCOM Sub-Committee to prepare Articles MR 16 Nov
for the Warrant.
30 Obtain copy of Osgood Landing sewer Budget from MR 24 Sep
Lenny Degman, Asst to Mayor of Lawrence.
31 To invite the Chairs of the Planning and Conservation MR 24 Sep C
Boards to a FINCOM meeting to discuss
Construction Project Bonds.
32 Provide CD for New FINCOM member handbook. MR 16 Nov
33 Put on the Agenda, Minority Report and the MR 16 Nov
formation of a FINCOM Article Sub-Committee.
34 Revise Article 1, edit to show borrowed funds AL 16 Nov
35 For Article 3, check with Lynn Savage about accuracy PB 16 Nov
of the $525k.
36 Revise Article 5. BW 16 Nov
37 Revise Article 7. RB 16 Nov
38 Send 9 page PDF file on Amnesty. MR 16 Nov
39 Ask Mark Rees regarding law to pass something that MR 16 Nov
only affects 1 person in the Town.
40 . BO 16 Nov
Revise Article 8