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HomeMy WebLinkAbout2021-10-19 Finance Committee Minutes W Finance Committee Minutes of October 19, 2021 Present: Finance Committee Members: Chairperson Denevan O'Connell,Regina Kean, Christine Allen,Dustin Silk,Jennifer Luz, Nancy Sarro,Brianna Stetson,Eva Pastor. Finance Director Lyne Savage, Town Manager Melissa Murphy-Rodrigues Absent: Edward MacMillan Mr. O'Connell called the meeting to order at 7:04PM. The open session meeting was recorded in person in the Select Board Room at Town Hall 120 Main St in North Andover. Public Comment No public comment. Approval of September 28,2021 Open Session Minutes MOTION:Ms.Allen motioned to approve open session minutes of September 28, 2021. Mr. Silk seconded. Motion approved 8-0. Discussion with Town Manager Update on Senior Center Ms. Rodrigues gave the update of the Senior Center. Ms. Rodrigues explained the overtures related to the materials on the Senior Center project. Ms. Rodrigues asked to delete alternates 2, 3 and 5. Alternate 5,the generator,will be moved to the capital plan that will come to the May Town Meeting,the pricing for the generator will be held. Ms. Rodrigues stated there is an escalation of$575,782.48 that would be asked to be borrowed from the Finance Committee Reserve account and then it would be transferred back by an article at Town Meeting. Ms. Rodrigues stated the fire department asked for$50,000 from the state to purchase a red pickup truck and received $25,000 from the state. Ms. Rodrigues asked to use $25,000 from the Finance Committee Reserve account to fund the remaining balance to purchase the vehicle. Ms. Allen asked if the $25,000 will be transferred back at Town Meeting. Ms. Rodrigues stated yes and would like the Free Cash account to refund it. Ms. Luz asked if the $575,782.48 is taken from the account will there be any additional funds remaining. Ms. Rodrigues stated yes,there would be$0.9 million remaining in the fund. Ms. Sarro asked what alternate 4 is. Ms. Rodrigues stated it is the patio. Ms. Rodrigues stated that each item was prioritized with the Senior Center Director. Ms. Sarro asked about the $600,000 debt payment that was on the books. Ms. Rodrigues explained the reason for holding it on the books to hold it for the capacity for the debt. Ms.Allen asked about next year if anything additional will be needed. Ms. Rodrigues stated there should not be anything else other than the generator which will be done at Town Meeting. Ms. Kean asked Ms. Rodrigues why not transfer the extra$100,000 to pay for the generator now. Ms. Rodrigues stated that she does not want to use the reserve funds in case there is an emergency. Ms. Stetson asked how frequently the Finance Committee is asked to use reserve funds. Ms. Allen stated this is a fund that has been around but Ms.Rodrigues has put it out in the open and this is the first time Ms. Rodrigues has requested funds to be used. MOTION:Ms. Kean motioned to transfer$575,782.48 from the Finance Committee Reserve account to Facilities Capital Account. Mr. Luz seconded. Motion approved 8-0. MOTION:Ms. Kean motioned to transfer$25,000.00 from the Finance Committee Reserve account to Facilities Capital Account. Ms. Allen seconded. Motion approved 8-0. Update on Stevens Estate Ms. Rodrigues went over the terms with Fireside Catering for the Stevens Estate. Ms. Allen asked how to differentiate between standard maintenance and large capital expenses. Ms. Rodrigues stated the contract has a threshold and anything over$10,000 would be the Town's responsibility. Ms. Allen asked if Fireside Catering is under any restrictions under Historical Commission. Ms. Rodrigues stated yes, it has been attached to the contract. Ms. Luz asked if there needs to be a Town approval before Fireside can make any changes. Ms. Rodrigues stated yes,they are to meet annually to discuss the five year capital plan. Ms. Kean asked if the same enterprise fund will be used or if it will go away. Ms. Rodrigues stated it will go away. Ms.Kean asked what happens if there is not enough funds in the new revolving account. Ms. Rodrigues stated monthly payments will be made by Fireside Catering as well as deposits that have been received. Ms. Luz asked what the long term plan is concerning the financing the maintenance and upkeep that the building needs. Ms. Rodrigues stated there is the ability to bond projects and there are potential opportunities with Mass Audubon and a nature preschool in the Gatehouse. Mr. O'Connell asked if there is potential to work with CPA funds. Ms. Rodrigues stated yes and will be submitting one for the painting. Update on Facilities Master Plan II Update Ms. Rodrigues gave an update on the Facilities Master Plan II. Ms. Kean asked if MSBCA is for all of the schools or just for Kittredge. Ms. Rodrigues stated for Kittredge only and that Kittredge is the best one to have funded by the MSBCA since it is the most expensive since it needs full construction. Ms. Kean asked if they would consider an overall application for all of the schools in the district. Ms. Rodrigues stated all of the schools have already put an application in. Ms. Rodrigues stated a 5%inflation factor has been applied for each year to the projects and accounting the operating costs that go along with the building are being brought forward as well. Mr. O'Connell asked if there were any placeholders in Facilities Master Plan II. Ms. Rodrigues stated the placeholders were removed and replaced with a note stating the item is in flux. Ms. Luz asked what about the timing of the financing of the Facilities Master Plan II. Ms. Rodrigues stated it would spread out over time. Ms. Sarro asked how the town has the visibility to the capital cost and operating cost since they're being calculated. Ms. Rodrigues stated there are three spreadsheets that show the project in different ways and when it will be presented it will be all together. Discussion on Finance Committee Policies and Rules of Procedures (out of order) Ms. Allen suggested the minority vote be changed from 2 votes to 3 votes. Mr. O'Connell stated to have Jillian Brothers go through the document,make edits and make the change as stated by Ms. Allen. Ms. Sarro asked about the documents that new members are supposed to be receiving. Discussion of topics members would like to touch on with the School Administration Ms. Allen stated she would like others on the committee that currently have children in the school system to give their suggestions. Ms. Pastor stated that the Middle School only has one gym that is usable and wants to know why it takes so long to fix it. Ms. Luz asked what is being done financially to help to support getting class sizes smaller and why aren't the elementary class sizes smaller since the building of the ABECC school. Ms. Luz asked what is being done to support students due to learning loss due to COVID-19 and do we have the financial resources necessary. Ms. Kean asked what the funds were actually spent on and how much was spent. Ms. Stetson asked if there is a plan to add additional reading assistance teachers. Ms. Allen asked what was spent over the summer. Ms. Stetson asked why a gym wasn't built in the ABECC. Review of the budget calendar Ms. Savage went over the budget calendar. Ms. Savage stated a public hearing date needs to be scheduled. Ms. Savage stated a Revenue Cost Committee meeting will be planned for November 3ra Adi ournment MOTION: Ms. Kean made a motion to adjourn at 8:20PM, seconded by Ms. Luz. Motion approved 8-0. Respectfully submitted, Jillian A. Brothers Executive Assistant