Wellfleet Finance Committee
Minutes of Meeting of May 22, 2008
Senior Center Long Pond Room, 7:00 p.m.
Present: Chair Patricia Foley, Berta Bruinooge, Robert Kelly, Arlene Kirsch, Sylvia Smith, John Makely, Dan Wexman
Absent: Mac Hay, Dennis Murphy
Chair Patricia Foley called the meeting to order at 7:00 p.m.
Solar Panels for Library
Elaine McIlroy, Head Librarian and Alternative Energy Committee members Michael May and Drew Brown were present to discuss a plan for solar panels for the Library roof. The group explained renewable energy credits that would help pay for the panels. A similar system installed on the Yarmouth Town Hall, so far has been out-producing what was expected, according to McIlroy. Also a donor will give a $25,000 matching grant for the project which could make the project happen without Town funding. There was a discussion of future use of wind energy. FinCom requested a written document detailing the roof warranty and sign off for a solar installation; other costs involved and life expectancy of solar panels. McIlroy and the Alternative Energy representatives offered to come back with documentation for a presentation at
a future meeting.
Town Meeting Review
Because the Shellfish truck had passed at Town Meeting without having been put through a vehicle rollover policy review, FinCom wanted to ensure that, in the future, the rollover policy be adhered to and that department heads are made aware of this. Chair Foley will contact Town Administrator Paul Sieloff to ensure that these steps are taken.
FinCom was still concerned about the calculations involved in the Wellfleet Elementary School’s budget. The Special Needs section had been calculated according to State practices. Next fall FinCom will be sure the money coming back from the State is explained clearly. FinCom discussed the School Budget in terms of per pupil costs. Foley had suggested to the School Committee a joint brainstorming session for cost reduction ideas.
The past practice of auditing individual departments was discussed. FinCom was interested in reviving the practice with a School audit. Makely moved to do what was necessary to get funding for a department audit. Kelly seconded, and the motion carried 7-0.
There used to be a separate Budget line for audits. Bruinooge said she would look in past reports for the last time this was used. If FinCom wants to do the audit before July or after July but before Fall Town Meeting, it could come from the Reserve Fund. If it waits till Town Meeting, it could be done in a transfer line in the Warrant. Bruinooge wondered if Nauset Regional Schools conducts an audit of Wellfleet Elementary School. Bruinooge will find out if there has been a recent audit of WES, and she will email FinCom a report of her findings.
Letter to Mike Gradone
School Committee had recommended that letters be sent to them, not directly to the Superintendent of Schools.
Powers & Sullivan
Foley called attention to the Technology Disaster Recovery Plan in the Management Letter, page 3. She also discussed Fraud Risk Assessment and the Procedure Manual recommendations. Kelly suggested an assessment of costs for a risk assessment program. This was an area that Foley suggested FinCom look into. The Audit stated that the Town is in the process of addressing risk. FinCom will inform the Town Administrator that they would be happy to be of assistance if they are kept apprised of the process.
Year in Review
Foley reviewed FinCom accomplishments of the year: DPW: Rollover policy & labor relations discussions, work on the IT policy, and the repositioning of FinCom that contributed to cost cutting, added respect and opened new possibilities in areas that need continuing work. FinCom was interested in follow-ups with the School, cleaning up the Rollover Policy and updating the Policy Manual.
Brainstorming for Next Projects
FinCom brainstormed for project ideas that they would be willing to investigate and came up with the following:
1.) Solutions for future Police Station needs.
2.) Compiling a 10-year Capital Plan with TA and Town Accountant to keep costs down. This would entail quarterly meetings with Town Administrator.
3.) Plotting out 0-based budgeting well in advance of Budget Sessions.
4.) Regionalization of services. There is Truro & Wellfleet joint Selectmen and FinCom discussion about this on June 24, 2008.
5.) Looking into Environmental Partners Group, who now manages four different projects in Wellfleet.
6.) Asking more questions about bid processes.
7.) Questioning the costs for Legal Counsel.
8.) Keeping “Brainstorming” as a regular agenda item for meetings.
As financial watchdogs for the Town, FinCom considered their expanding role and the time involved in the projects listed above, working on the more time sensitive issues first. As Police liaison, Kirsch will check with the Police Chief on future Police Station matters. FinCom as a whole could meet with the Town Administrator well in advance of Budget time to discuss ideas for the Budget sessions. Makely suggested that a bidding process study could be headed by Dennis Murphy. FinCom hoped to enlist someone on the Building Needs Committee to work on bidding. Makely and Foley will be involved in the Policy Manual. Kirsch and Makely were interested in 0-based budgeting. Wexman offered to work on regionalization ideas. Kirsch and Smith were willing to study on Environmental Partners. New alternates for
FinCom could also work on some of these studies.
Minutes of 4/3/08 and 4/28/08
Bruinooge moved to approve the minutes of April 3, 2008. Makely seconded, and the motion carried 6-0.
Bruinooge moved to approve the minutes of April 28, 2008. Makely seconded, and the motion carried 6-0.
Mail
Included in the mail were: the latest issue of the Beacon, information on a June 11 Workshop on financing water systems, Nauset Together We Can’s report, and a Police Quarterly Report.
Other Business
The School Committee brainstorming meeting will take place June 10, 2008.
Foley will do a follow-up on DPW computers. Makely was concerned about tracking inventory and equipment throughout the Town. The DPW software program should be able to track rolling stock.
Adjournment
Bruinooge moved to adjourn. Smith seconded, and the motion carried 7-0. The meeting was adjourned at 8:45.
Respectfully submitted,
_______________________ _______________________
Mary Rogers, Committee Secretary Patricia Foley, Chair
__________________ (Date)
FinCom approved these minutes at the meeting held 6/19/08.
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