Wellfleet Finance Committee
Minutes of Meeting of June 21, 2007
Senior Center, Conference Room, 7:00 p.m.
Present: Patricia Foley, Acting Chair; Nancy Bone, Berta Bruinooge, Robert Kelly, Arlene Kirsch, John Makely, Dennis Murphy, Sylvia Smith
Absent: Mac Hay
Acting Chair Patricia Foley called the meeting to order at 7:05 p.m.
This special FinCom meeting was called to discuss a vehicle roll-over policy
Pat Foley distributed copies of the 2001 Powers & Sullivan auditors’ report on operational management of the DPW. John Makely said he had spoken to Rex Peterson, who endorsed FinCom’s effort. Peterson has scheduled a meeting with DPW Director Mark Vincent and Makely and other FinCom members on Wednesday, June 25, 2007.
FinCom hopes to meet a fall deadline for the policy, so that it will be ready for Budget sessions for FY09. Makely distributed a Gantt chart with a timeline for meeting policy setting goals. This covered a time period from June to September 23, 2007.
Kelly spoke about setting up criteria, but not micromanaging. Kirsch said that policy leads to the benchmarks. Murphy said he had been envisioning a guide that sets up each vehicle as a unit in a plan. He said a good policy would be something that could be used now and 25 years from now. He stressed gathering the needed information. Collecting the data is not micromanaging, he said.
Sylvia Smith said the first step should be identifying what the equipment is. Makely presented an inventory of rolling stock that is insured. Dawn Rickman and Marilyn Crary were the sources of information for Makely’s June 14, 2007 Excel spreadsheet that lists all Town vehicles. Smith said she would contact Powers and Sullivan to get the official list of vehicles they used for the audit.
Murphy was hoping to produce a final cost per mile for vehicles and compare it with leasing plans. He had prepared a model “Service & Performance Record” sheet. Murphy said the data could be cross referenced to produce cost per mile information. Murphy discussed: renting and leasing; cost analysis of each unit; and life expectancy of the vehicles.
Kirsch wanted to compare what other towns are doing. Murphy said he had already talked to several DPW directors from other towns.
Foley discussed trade-in cost analysis. Murphy discussed how much mileage the vehicles should be getting. He also wanted to consider what training the operators of the equipment had received.
Makely will send the list of vehicles back to the insurance company to validate the numbers, particularly costs.
Pat Foley recapitulated the list of steps FinCom wished to accomplish:
1. Meet with Mark Vincent (step 5) –John & Sylvia
2. Get list from Powers & Sullivan auditors – Sylvia
3. Validate Bryden & Sullivan insurance figures – John
a. find out what “Cost New” actually means – John
4. Turn over to Rex the list of “unknowns” – John
5. Reformat the 5/29/07 list of goals – Arlene
Some of the information will be ready for next week’s meeting Thursday, June 26. Kirsch considered sending materials to the Board of Selectmen as FinCom gathers information.
Bruinooge moved to approve the minutes of May 24, 2007. Smith seconded, and the motion carried 7-0.
Makely moved to adjourn; Bone seconded, and the motion carried unanimously. The meeting adjourned at 8:25 p.m.
Respectfully submitted,
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Mary Rogers, Committee Secretary Patricia Foley, Acting Chair
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