MINUTES
BOARD OF FINANCE
December 20, 2016
A REGULAR MEETING of the Board of Finance was held in the City Hall Auditorium on Tuesday, Dec. 20, 2016.
Present were Mayor Elinor Carbone and Board of Finance members JoAnn Fenty, Laurene Pesce, Christopher Anderson, Frank Rubino and Joshua Ferreira. Member Mark Bushka was absent. Comptroller Alice Proulx was also present.
Mayor Carbone called the meeting to order at 5:00 p.m. introducing JoAnn Fenty as the new Board Member.
MINUTES
On a motion by Mr. Anderson, seconded by Mr. Ferreira, the Board voted unanimously to accept the minutes of the Regular Meeting held on October 18, 2016.
OPEN TO PUBLIC
On a motion by Mr. Anderson, seconded by Mrs. Pesce, the Board voted unanimously to open the meeting to the public. There was no one present who wished to speak.
BUDGET AMENDMENTS/TRANSFERS
On a motion by Mrs. Pesce, seconded by Mr. Rubino, the Council voted unanimously to approve the Comptroller’s request to complete the budget amendments/transfers listed in the memo dated October 19, 2016, having been approved by City Council on November 14, 2016.
DISCUSSION: Operations Analysis Consultant
Mayor Carbone explained that with recent changes in the Street Department, she found deficiencies in operations management, policies and procedures, and internal controls. She said in general, it’s a department that’s been running the same way for the past 40 years. Mayor Carbone noted that this is an opportunity for a consultant to find best practices from other municipalities across the nation.
Mayor Carbone said the consultant will look at ways to utilize data collected through a work-accountability program, for better information on how to be more planful, proactive and accountable for the multi-millions of dollars that are invested in City assets. She explained that last year’s budget included $50,000 for management operations, and that she wanted to open the floor for discussion and dialogue about where we’re going and why we’re going there.
Mr. Rubino asked about the Steering Committee and Mayor Carbone replied that it will be small, including the Personnel Director, Public Works Director and herself, but the methodology will be very inclusive. Mayor Carbone said she explained the analysis’ methodology to the Street Dept. and Parks Dept. employees, and encouraged them to be part of this process, as they are hardworking, knowledgeable and very skilled.
Mrs. Pesce asked if the consultant will look at separating the departments that have merged and Mayor Carbone noted that they still function as two separate departments and that the consultant will look at that as well as facilities and an aging infrastructure. This is going to be a pretty comprehensive report, she said, and we will be open to what suggestions are made for best practices.
Mr. Ferreira wondered about spending $40,000 to look at something that maybe should have been done on an annual basis by the internal people who know that department better than anyone else. He asked if we are staying up to par with where we should be. Mayor Carbone said we have learned that this department has essentially been running the same as it has for the last 40 or 50 years; that this department knows what it is doing, and that there is no data collection. She noted that other municipalities found that it’s not the computer system, it’s the lack of training and not taking that forward step to be more efficient, planful, and proactive, using data to drive informed decisions about financing the department.
Mayor Carbone noted that the $40,000 can be recovered within the first year by being more efficient, by collecting that data, and by developing an asset management plan that’s about prevention and maintenance as opposed to rebuilding and starting over year to year and sending a work crew out to fix the same problem year after year. She said she would not be suggesting that we do this if she did not feel confident and comfortable that this is the best thing for us to do.
Mr. Ferreira noted that after the study and analysis are done, it’s important to execute and implement whatever the analysis says. He said he trusts the Mayor’s judgment.
Mayor Carbone said the report will be presented to City Council, and she welcomed the Board of Finance to be a part of that presentation. She noted that some appropriation requests to invest in that software can be expected in this next budget.
Mrs. Pesce asked where the money is coming from and Mayor Carbone explained that there was a separate line item for management operations budgeted under contingency, the same line item that was used for a feasibility study for the Board of Education.
Mrs. Pesce noted that this won’t include the Board of Education. Mayor Carbone said that she asked for a laser focus on these three City departments because, before we can take on more work in combined services, we have to make sure that we’re doing well the work that we are set up to do.
Mrs. Fenty expressed her concern that we have time set aside for people to train and use it and really make it work. Mayor Carbone noted that this $40,000 investment is probably going to result in recommendations for a larger dollar value investment in not just the software but also in the training and the continued training.
She added that this analysis will also help define the job description for our Superintendent of Streets, and will be beneficial all across the board.
Mayor Carbone said she will keep the Board posted, with 90 days until a draft report is done and 120 days to final report. She noted that this timeline was chosen to bring the information forward within the budget cycle so that if there’s a recommendation for further investment, we will have that information during our budget deliberation.
BRD. OF EDUC. FINANCIAL REPORT
On a motion by Mr. Ferreira, seconded by Mr. Rubino, the Board voted unanimously to accept the Board of Education financial report as presented. Mrs. Fenty abstained.
BUSINESS: Mayor and Members
On a motion by Mrs. Pesce, seconded by Mr. Anderson, the Board voted unanimously to consider business presented by the Mayor and members of the Board of Finance.
Mr. Rubino asked about the year-end. Ms. Proulx replied that the audit is not complete. Mr. Rubino asked about the Special Education budget and Mayor Carbone said she hasn’t heard anything.
Mayor Carbone reported that she met with the new Superintendent of Schools and invited her to meet very early in the budget process.
ADJOURNMENT
On a motion by Mr. Rubino, seconded by Mr. Anderson, the Board voted unanimously to adjourn at 5:31 p.m.
ATTEST: JOSEPH L. QUARTIERO, CMC
CITY CLERK
Carol L. Anderson, MCTC, CMC
Asst. City Clerk
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