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Finance Committee Meeting Minutes
February 6, 2014
10am – noon
Present: Stanley Ross, Donald Clawson and Muriel Lazzarini
Also present for parts of the meeting: Brendan Fletcher
- M. Noe provided the Committee with updated copies of the FY15 budget spreadsheet with budget requests that have been received to date.
- Brendan updated the Committee on the status of closing the FY13 books. Because of mistakenly double posted items and omitted items Brendan and Bethany have not been able to reconcile the town’s books. Brendan is going through the accounts and fixing the mistakes that were made prior to his being appointed. The books not being closed out and reconciled for FY13 is causing some issues with the current FY books and trying to work on the upcoming FY15 budget. The Committee stressed the urgent nature of this task being completed yesterday. Brendan wanted it on the record that he has been putting in several extra hours above what he is required to be here trying to get this done.
- The Committee discussed the letter written by Jon Sylbert in the Monterey News. Don confirmed that the mechanics of what Jon was saying was accurate. Muriel expressed her concerns that the Board was not made aware last year that using the $200,000 to lower the tax rate would also lower the town’s levy capacity. Knowing this may not have changed the Select Board’s decision but it would’ve been helpful to have this kind of information from the Finance Committee when working on the budget. Stan stated he isn’t concerned about the levy capacity he’s more worried about the budget itself. There are 2 ways to build our levy capacity back up; 1. To approve a proposition 2 ½ override or 2. To under-budget and let it naturally rise which is slow but predictable. Using free
cash affects the levy capacity, using stabilization does not however it does require a 2/3 vote.
- The Committee reviewed the FY15 budget and discussed the following starting backwards with the special articles:
- Police Cruiser: It was recommended to use stabilization funds for this purchase. The committee has additional questions and will schedule a meeting with the Chief to discuss whether or not this purchase can be pushed back a year.
- Defibrillators: Muriel explained that the standards for defibrillators have changed according to Chief Tryon and making this purchase will bring the Town up to the current standards. Everyone agreed that this is a necessary purchase.
- 2 trucks the highway department is requesting (the pickup and 4500): Muriel stated that she believes the Select Board is in favor of moving the purchase of the pickup to a later year. The Finance Committee agreed. With regards to the 4500 it was recommended to purchase this with stabilization funds. The Board will discuss this with Maynard.
- The Committee discussed the WMH’s recent article in the Monterey News with regards to them only being ½ way to their fundraising goal. Muriel stated that there is another multi-board meeting coming up at the end of February where she plans to ask the 4 buildings in Monterey that currently have projects planned or in progress to put the brakes on asking for any town monies until some sort of master plan is created to address the multiple projects going on within Town. While there isn’t a special article for the WMH there is a proposed new expense line item which would cover the daily operating expenses if the WMH opens later this year as they are projecting.
- Regarding the final phase of the air exchange/cooling system for the basement and meeting room. Muriel updated the Finance Committee that there is a fund from years ago which has approximately $13,000 in it which can be used toward this project should one of the quotes come in around here. This item will be removed from the proposed budget.
- Muriel inquired as to whether or not we can skip a year on the payments for the reserve septic loan which has a remaining balance of $29,477 (6 payments). At the recommendation of the previous Accountant a payment wasn’t made last year and Muriel and the Finance Committee were wondering if another year could be skipped. Don spoke to the person that administers this loan and we are required to make a payment each year. The Committee is going to check with the Treasurer to find out how much is in the septic loan fund will instruct the Treasurer to make payments from there if it is still active.
- It was agreed to raise the amount going into the retiree health stabilization fund from $5,000 from $3,000 working toward the actuarial study’s recommendation of $21,000/yr.
- Muriel stated that the Bidwell House may be looking for monetary assistance with their Township #1 day festivities somewhere around $800 in addition to the $200 they get from the Cultural Council. Muriel is hesitant to approve this request but this will be discussed further at the multi-board meeting at the end of Feb. The finance committee felt that they should be raising their own monies through fundraising as they are a 501(c)3.
- Next items were the raises recommended for the full time employees specifically the Police Chief and Sergeant which have the 2nd ½ of the recommended increase that wasn’t given last year. Muriel reiterated her position that if the town gives any more money to any town employees the ones that should be considered first should be the Police Chief and the Sergeant since they were not given the full amount that was proposed last year which would’ve brought them to the middle range in salaries amongst the surrounding towns. Muriel feels it’s incumbent upon the Town to keep their promises and honor this agreement. Stan agreed. Muriel felt it was important to start discussions on the recommended increases by the ECAC, she will look up what the 2014 COLA is for New England. It was
agreed that any salary increases will be the last decision made based on the rest of the budget.
- The Finance Committee questioned if there was still a need for an Assistant Town Clerk. Muriel stated that Linda is helping Emily get a handle on this office which was completely neglected for more than 3 years. Emily and Linda are trying to catch up on all the items that were neglected in addition to handling this year’s daily items. Muriel felt the Assistant should be kept on for one more year but first the Committee and Select Board should speak with Emily to determine how many hours Linda has worked this year and how many hours Emily is anticipating needing her for next year. They will also speak with her about her request for a raise and the justifications behind it.
- The Committee and Muriel discussed whether or not to create a new line item for the BRPC assessment for Monterey. This has been paid in the past without being on the warrant but it’s unclear where the funds to pay it are coming from. Don feels that it should be on the warrant as its own item and everyone else agreed.
- Don also feels that the assessment for the Southern Berkshire Elderly Transportation should be its own line item. Some of this (sometimes all of it) is paid for through state monies but since the state funds aren’t guaranteed its best to put it on the warrant and if the state monies cover the assessment then the amount approved at town meeting will go back to free cash.
- Parks Commission request: Muriel feels that the ideas presented are clever ideas but she feels the Board and Finance Committee really need to determine if this is the year to do it. The Finance Committee will speak with the Parks Commission about this.
- Stan brought up the requested $8,000 increase in the Tree Wardens budget which he says will be for removing several of the dying ash trees around Town. Everyone felt this was a justifiable increase as it deals with public safety.
- Muriel questioned the fact that the Treasurer did not request to have an Assistant again this year but Muriel and the Committee feel that she still seems to need help and they wondered if Pat would continue working gratis.
- Muriel mentioned that with regards to line 222 the Board has unanimously agreed to lower this from the requested $36,500 to $30,000 for training and education. The extra $6,500 was requested to cover trainings that are outside of Monterey and the Chief wanted to pay the firemen to attend. It is the Select Board’s feeling that attending these outside trainings should be a requirement to be a firemen and no additional compensation is warranted. The Finance Committee agreed.
- The Committee will request updated expense reports as well as updated totals for all of our special funds from the Town Accountant for the next meeting.
- The Committee will set up a meeting with the Treasurer to determine what the balances are in all of our various accounts.
- The Committee will be meeting with the Select Board on Monday, February 10th at 10am.
Submitted by,
Melissa Noe, Executive Secretary
Via audio recording
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