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Home My WebLink About2003-07-30 Finance Committee Minutesi ECEI VED . GOWN CLERK Finance Committee Meeting READING MASS, July 30, 2003 ,1004 JUL - b P 4: 4 8 The meeting convened at 7:30 p.m. in the Conference Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman Jim Francis, FinCom members Paul Bolger, Chuck Robinson, Robert LeLacheur, Hal Torman, Richard McDonald and Andrew Grimes. Also present were Selectman Camille Anthony and Town Manager Peter Hechenbleikner. Approval of Minutes Jim Francis opened the meeting up to discussion of the FY 2005 budget, and follow-up on the "brainstorming" session. Selectman Camille Anthony thought that the Committee should categorize how they would proceed with the assignments. A question asked was if there was some sort of state organization that deals with budgets? Selectman Camille Anthony would like to look into how other communities attack their budget and what their budget process entails. Selectman Camille Anthony is going to get in touch with the MMA and the Mayor of Melrose for information. Her findings will be discussed during the August 6th meeting. The Town Manager also told the Committee that the Treasurer's Collectors Association could be helpful. There was a discussion about the Suburban Coalition, with Jim Francis requesting who the connection would be to the Coalition? Andrew Grimes discussed that he would like to review the Town's budget history as far back as possible and see what the fluctuations were year to year. Robert LeLacheur asked whether it would make more sense to have actuals or a budget. It was noted that it would be hard to forecast on past budgets. The Town Manager suggested that the Committee should appoint one person to review the town's budget history. The Town Manager said he would get together with the Town Accountant and see what would be needed. Andrew Grimes will email the Town Manager for this information. Selectman Camille Anthony suggested that, regarding topic #7, it might be worthwhile to go back to the 1993 cycle. Selectman Camille Anthony also suggested that topic #8 needed to be addressed and to identify things that are and are not predictable. Selectman Camille Anthony would like to know what our fixed expenses are vs. our core revenues. Robert LeLacheur suggested looking at fixed costs. Paul Bolger asked the Town Manager to look at these categories and give his best guess over the next five years (plus or minus). It was discussed to use a trend analysis what would that mean? Selectman Camille Anthony suggested that the debt service should be available for the August 6th meeting. Selectman Camille Anthony will send an outline to the Town Manager. Hal Torman will call the State FinCom Association. Jim Francis suggested how the Committee could get attendance from the Town. Many different suggestions were made such as flyers in tax bills or a suggestion box to be placed at different locations around Town, i.e., library. Another suggestion was to put some information on the website, i.e., survey etc. The Town Manager suggested the Committee should decide what exactly it is that they want to hear back from the residents. How do they want to spend their money? James asked for volunteers for this task. Both Chuck and James volunteered. When the Committee reconvenes on August 6th, it will be discussed. Robert brought up topic #10 regarding building maintenance. The Town Manager stated that he had a meeting today with the Selectman Chairman, School Committee Chairman, and the Superintendent. Collectively, they are tentatively trying to put together a School Committee/Board of Selectman meeting for later this month or early in September, as there are a %2 dozen items on the agenda. They will suggest the establishment of a Blue Ribbon Committee to look at what we do now with building maintenance, how we do it, what others do and where we go from here. They need objective committee members, perhaps using former School Committee FinCom Committee Members and Selectmen.. James Francis suggested that they move onto the Liaison Assignments. The Town Manager stated that he added a few items. It was suggested that Marsie asked for the ( ) Library and it was agreed to let her do it. It was discussed to delegate the following assignments: ♦ Community Services Department: ♦ Department of Public Safety ♦ Department of Public Works ♦ Library Department ♦ Reading Municipal Light Dept. ♦ School Department ♦ Audit Committee ♦ Long Range Plan/Master Plan/ Economic Development Hal Torman Hal Torman Paul Bolger Marsie West Chuck Robinson Dick McDonald, Cathy Martin, Bob LeLacheur , Cathy Martin, Dick McDonald, Andrew Grimes, Bob LeLacheur, Jim Francis The Town Manager noted that he would send out a memo to all involved Committees and get all FinCom members a copy of the agendas that pertain to them. The discussion regarding the Liaison Assignments was then closed. Jim Francis thought we should go on to Topic #5. The Town Manager stated nothing has changed regarding the State Budget and that we are $746,000 to the better. The status of ( ! the Special Act is still in the Senate. The Senate is still on hiatus. The Special Act should not, however, have any problem passing the Senate. The Town Manager then went on to the budget process. The Town Manager suggested to put some dates and times together and meet with the Superintendent as soon as possible to layout what his expectations are from him and to get the budget process together sooner, rather than later. There are, however, still some unknown's, i.e., town labor contracts, new school costs. The Committee reviewed the original packet for July 30th and the Town Manager discussed some of the attachments. Regarding page 7, a copy of the memo sent to Ted McIntire regarding that we spent $42,000 less than was budgeted for rubbish. This was attributed to the lower tonnage. The excess money is designated to go back into the Town's free cash. Three complaints the Town is getting are regarding Compost Center hours, street sweeping, and Christmas Tree collection. The Town will use over-budgeted FY 2004 fiunds nit the amount of approximately $4,800 collectively on expanded Compost Center hours and on Christmas Tree collection.. The Town Manager went on to Page 8 regarding follow up material from the Reading Municipal Light Department. The Town Manager discussed what the graphs pertained to in-lieu of tax payments (earnings distribution). The next several pages from RMLD were regarding their offer to meet to discuss percentage increases. The Town Manager went on to Page 19 regarding the history of the RMLD Stabilization Fund from 1987 to the present. They are having a hard time trying to spend it down. It 1 has been adjusted because of fuel costs. Continuing pages are regarding the fuel adjustment charges. This is a topic of discussion by the RMLB. The Town Manager went on to Page 31 regarding Vocational School District Information. Basically, what happened was that we budgeted for $312,000. The assessment came in at $179,000, which was under budget by $133,000. When the budget is modified in the fall, that is one of the adjustments we need to make. On the flip side, other money is needed for Property and Casualty Insurance, FINCOM dues etc. The Town Manager stated the only other thing that may be problematic is building maintenance. Review Schedule August 6th - present final information on brainstonning and pencil in August 13th if needed. September 3Td - Financial Forum. A suggestion for a tour in the fall was brought up. The Town Manager discussed the landfill visit on September 18th. If a couple of people would like to attend, please contact Paula. On motion by Dick McDonald seconded by Robert LeLacheur, the Finance Committee voted to adjourn their meeting of July 30, 2003 at 9:15 p.m. on a vote of 6-0. R PsActfal u mitted, S creary