FINANCE COMMITTEE PUBLIC SESSION
Town Hall, Conference Room 2
Minutes from the Meeting of Thursday, July 14, 2011
Committee Members Present: Absent: Also Present:
Christopher Avis, Chairman George Schmidt Joyce Mason, Town Manager
Charles Gasior, Vice Chairman Rodney Collins, Mashpee Chief of Police
Mark Davini, Clerk
Robert Chalker
James Condon
Oskar Klenert
CALL TO ORDER
Chairman Christopher Avis called the meeting to order at 6:30 PM.
APPROVAL OF MINUTES
Mark Davini made a motion that the minutes from the Finance Committee Public Session meeting held on 6/23/11 be approved as presented. Oskar Klenert seconded the motion. James Condon abstained from the vote. The motion was approved.
Mark Davini made a motion that the minutes from the Finance Committee Executive Session meeting held on 6/23/11 be approved as presented. Robert Chalker seconded the motion. James Condon abstained from the vote. The motion was approved.
NEW BUSINESS
1. Introduction of New Finance Committee Member
Christopher Avis welcomed James Condon as the new member of the Finance Committee. Mr. Condon is completing the remaining 1 year of William Johnson’s 3-year term of office. Mr. Johnson announced his retirement from the committee as of June 30, 2011.
2. Request for Transfer From the Reserve Fund
Christopher Avis reported that there was a shortfall of $40,945 from the Police Department budget. Town Manager Joyce Mason has requested a transfer from the Reserve Fund to cover the shortfall.
Chief of Police Rodney Collins introduced himself to the Committee to explain the following unanticipated expenses: (1) the severance package of $15,000 for the Harbormaster, who went on disability and early retirement; (2) overtime hours as a result of extenuating circumstances beyond the control of the Police Department. Chief Collins stated that he is turning back a little over $2000 in dispatch and police expenses, and over $12,000 in the Police account.
Charles Gasior made a motion that the Finance Committee authorize the transfer of $40,945 from the Finance Committee Reserve Fund to the Police Salary Wage Account. Mark Davini seconded the motion. The motion was unanimously approved.
3. End of Year Appropriation Transfers
Mark Davini made a motion that the Finance Committee approve the seven (7) end-of-year appropriation transfers in one motion. Charles Gasior seconded the motion. The motion was unanimously approved.
Mark Davini made a motion that the following seven (7) end-of-year appropriation transfers be approved by the Finance Committee:
1) transfer $1,050.00 FROM Historical Communications a/c TO Historical Temporary Wage a/c
2) transfer $ 421.00 FROM Historical Office Supplies a/c TO: Historical Temporary /wage a/c
3) transfer $ 226.00 FROM Town Insurance Expense a/c TO: Human Services Expense a/c
4) transfer $ 536.00 FROM Debt Service Expense a/c TO: Foreclosure Expense a/c
5) transfer $1,200.00 FROM Town Insurance Expense a/c TO: Selectmen Expense a/c
6) transfer $ 995.00 FROM Town Insurance Premiums a/c TO: Town Clerk Temp. Wage a/c
7) transfer $2,431.00 FROM CLAMS Expense a/c TO: Library Salary Expense a/c
Charles Gasior seconded the motion. The motion was unanimously approved.
4. Town Audit Expense
Charles Gasior made a motion that the Finance Committee approve the first Town audit payment of $12,000 to Sullivan & Rogers Company. Oskar Klenert seconded the motion. The motion was unanimously approved.
5. Committee Liaison Assignments
The committee members agreed to table their liaison assignment decisions to the August Finance Committee meeting.
6. E-Mail Accounts
Mark Davini stated that after consulting with the IT staff, the recommendation was to set up a Town email account for each Finance Committee member. Mark explained that if we use town email addresses, we can take those seven individual email addresses and link them to the general Finance Committee email. Mark Davini will work together with the IT Department to set up Town email addresses for each committee member, and will report on the new process at the next committee meeting.
OPEN DISCUSSION
Oskar Klenert stated his concern that the Finance Committee can approve taking $40,945 from the reserve account, but does not stipulate how the reserve account is to be replenished. Joyce Mason stated that each year the Finance Committee appropriates $100,000 to the reserve account. There was a balance from the past year of $77,274 before transferring out $40,945.
Joyce Mason stated that her staff is working this week to pay out any outstanding bills.
NEXT MEETING
The next meeting of the Finance Committee was scheduled for Thursday, August 25, 2011, at 6:30 PM, Town Hall. As there was no further business, the meeting was adjourned at 7:30 PM.
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