Finance Committee meeting minutes 1-17-23

Minutes of the meeting 1/17/23

Meeting Date: Tuesday January 17, 2023

Meeting Opened at 4:00 pm

Finance Committee Meeting 1/17/23

Finance Committee Members Present- Ilene Marcus, Frank Abbot, Michele Miller

Other individuals present: Laurie McArthur (Office Assistant), Justin Makuc

Call to Order: 4:00pm
Agenda:

1. Consider Minutes as available

The Finance Committee reviewed the minutes from 1/3/23. Michele made a motion to accept the minutes from 1/3/23 as amended.  Frank seconded the motion.  Call a vote: Ilene-yes, Frank- yes, Michele- yes

The Finance Committee reviewed the minutes from 1/10/23.  Michele made a motion to accept the minutes from 1/10/23.  Frank seconded the motion.  Call a vote: Ilene-yes, Frank- yes, Michele- yes

2. Review Budget Meetings

The Finance Committee reviewed the various budget meetings they had attended and discussed alternatives for some of the requested items in the budget.  The Finance Committee discussed the Library Director position and whether it should be a salaried or hourly position.  Ilene reported that a letter was received from Southern Berkshire Ambulance requesting $50,000 towards a new ambulance and questioned how that number was reached.  The Finance Committee took a brief recess beginning at 4:18pm and reconvened at 4:21pm

Frank is going to continue to work on the Parks Department Budget, the Police Department, the Highway Department, and other departments requiring further attention to create complete budgets.  The Finance Committee would like to put forth a more formal process to ensure that the budgets are received and followed.  The Finance Committee discussed the difference between core needs that should be included in the budget vs “wanted” budget items that departments would like to incorporate at some point.  Ilene offered to create some graphics to illustrate the budget to the Select Board. 

3. Review Outcome of 1/12 Analysis

Ilene and Frank provided an update about their meeting on 1/12/23 and reviewed the general ledger from their meeting.  From here Frank said that he will organize the spreadsheet and budgets for 2022 and 2023 and from here look at the percentages for the categories.  Frank emphasized the need for specifics within the categories on the spreadsheets.  Frank is working on a prototype for the budget plan.  Ilene shared that she is writing an article discussing the differences between incremental and zero- based budgeting and how it justifies expenses.  

4. Continue work on Operating Budget and Capital Plan

Michele discussed use of the ARPA funds and concerns about how the funding was being utilized or modified to be used for a different project within the department.  The Finance Committee discussed the pros and cons of spending $100,000 on a playground, highlighting other areas that could benefit from sharing the ARPA funds amongst different Parks projects.  The Finance Committee explored the idea of presenting the idea of having a more formalized approach to the budgeting process for the departments.  The Finance Committee will offer support to help the departments set up a system to assist with the budgets.  

5. Prepare for joint meeting with Select Board

Ilene suggested finalizing the Annual Town Meeting Warrant date with the Select Board tonight.  

6. Unanticipated Business

The Finance Committee discussed future meetings to continue to work on the Capital Plan and Operating Budget.  The Finance Committee will tentatively have a list of the Capital items by January 31, 2023.  The Finance Committee committed to producing a final draft of the Operating Budget and Capital Plan by March 28^th, 2023.  

Michele made a motion to adjourn the meeting at 4:57 pm.  

Meeting adjourned at 4:57pm

Documents used at the Meeting