Finance Committee Meeting Minutes

Joint meeting of the Finance Committee and Select Board

Minutes of the meeting 2/21/23

Meeting Date: Wednesday February 21, 2023

Meeting Opened at 6:00pm

Finance Committee Members present: Michele Miller, Frank Abbott, Ilene Marcus

Other individuals present: Justin Makuc, Susan Cooper, Melissa Noe, Laurie Mc Arthur (SB secretary), Micky Jervis

Individuals present remotely: Don Coburn, Kenn

Meeting opened at 4:00pm

AGENDA:
CONTINUE FINALIZING BUDGET

The Select Board and the Finance Committee created a list of items in the budget that required additional conversation.  From here a discussion ensued pertaining to each of the identified items in the list.  Justin said that he will work on the numbers for the Select Board secretary position. The Select Board and the Finance Committee discussed the position of the Planning Board Clerk and the hours required for the position.  Melissa will investigate this and will provide the Select Board with a list of the broken-down hours for the office assistant and the SB secretary.  

The Select Board and The Finance Committee discussed the grant writing wages and agreed to lower the amount to $5,000.  

Ilene reported that they spent $21,200 on the Town reserve fund thus far.  Melissa showed them where to find the historical information, and Ilene read off the historical amounts spent. Susan said that $30,000 seemed reasonable.  The Select Board and Finance Committee agreed to put the Reserve fund at $30,000.  Melissa discussed additional repairs that had been completed in the past years which tapped into the reserve fund.  Susan and Michele both agreed that if it was a large expense they should approach it at the Town Meeting.  

Melissa reported that there needs to be a five-year re-evaluation completed with the Assessors. The Assessors have been using the same company and received some quotes for this year’s expenses and were able to obtain a number for town meeting.  Nothing is being changed with assessor expenses.

The Finance Committee and Select Board agreed to highlight the Town Clerk wages for now and the numbers may be changed when a Town Clerk is hired depending on the duties of the Clerk.  

Ilene said that the Finance Committee was unable to meet with anyone regarding the town offices.  Ilene said that she would like to look into this budget a little more.  It was reported that this budget was down $1,000.  Ilene and Frank will look into this item.

Melissa provided an update for vehicle maintenance for the Police cruiser.  The Finance Committee discussed concerns with purchasing a new cruiser now vs waiting a year.  This item will be discussed later in the meeting. 

CONTINUE FINALIZING CAPITAL PLAN

This item will be discussed further at the next meeting.  

RECORDS STORAGE AND TOWN HALL PLANNING COMMITTEE

Michele discussed the need to do something with the records and how some records will need to be shredded, others will need to be digitized, and storage will need to be determined for some additional records.  Some research will need to be conducted in order to be able to determine how certain records should be maintained. 

OTHER BUSINESS AS REQUIRED

The Finance Committee and the Select Board discussed each of the special articles individually.  The Finance Committee and the Select Board discussed the playground and the practicality of certain items being requested for a playground and the finances.  Susan discussed the possibility of requesting that they scale down the size of the playground. 

Justin recommended getting rid of the $50,000 towards stabilization and utilize the free cash option instead.  Ilene clarified that stabilization is a reserve account for future capital purchases that required Town Meeting approval.  The Finance Committee discussed concerns with the Fire Department budget, what needs to be replaced with the Fire Department, and how the funds are being stored for the time being.  Melissa said that these funds are part of the lease signed by the Select Board.  The Finance Committee will come back to this.

The Finance Committee and Select Board agreed to use Chapter 90 funds to pay for the tractor for the DPW.  Susan discussed her argument for replacing the police cruiser due to the mileage on the vehicle.  The Select Board and Finance Committee discussed options for using two Police cruisers vs three, and options for purchasing a third cruiser.  Michele made a motion to refrain from approving the new cruiser at this time.  Michele withdrew her motion. Melissa contacted Brian who provided her with the miles on each of the cruisers.  It was reported that there was approximately 65,000 miles on the 2 older vehicles, and approximately 10,000 miles on the new cruiser.  They average approximately 15,000 miles per year.  Michele, Frank, Justin, and Susan were not in favor of replacing the older vehicle 1270.  Susan reframed it to say they will defer the replacement of the vehicle.  The radios will remain on the budget.  

The Select Board and Finance Committee discussed lowering the tax rate.  Justin said they have $379,000 in free cash that they are working with while developing the budget.  Justin said that they need to see how the current decisions impact the budget in order to determine how it will affect the tax rate.  This item is on hold until additional information can be gathered.  

Susan will attend a meeting tonight with Southern Berkshire Ambulance and will report back to the Select Board and Finance Committee.  

Frank suggested delaying the one-ton truck.  Justin reported back on his conversation with Jim and the Select Board and Finance Committee agreed that this item will be deferred and removed for now. 

Med 9 vehicle- Frank provided a summary from the meeting last week with the fire chief and discussed how the fire chief was requesting a new SUV to help with getting to fire scenes that are difficult to access.  Justin said that the 365 currently serves to respond to medical calls and brush fires.  However, there is a request to purchase two vehicles one to respond to brush fires and one to respond to medical calls, which may be more feasible.  Frank discussed repairs that the Fire Chief has completed on the current response vehicle.  Michele asked whether it was necessary to purchase two vehicles at this time.  Justin said that the diesel trucks are problematic and have required multiple repairs.  Susan inquired about replacing the diesel truck and not the medical vehicle.  Michele said they are awaiting more information from the Fire Chief prior to making this decision.  

Tree warden expenses- Melissa reported that the tree warden was allotted $3,000 for 5 years.  Justin said that the expenses could increase some to $4,900 since there was no increase the previous year.  The Select Board and The Finance Committee agreed on this increase.  

The Select Board said that they would need additional information prior to discussing the Feasibility Study.  

Ilene inquired about removing some of the hours for the beach monitors.  Melissa said that she met with the Parks and they were not in favor of decreasing the hours or days of the beach monitors.  Susan said that the proposal is for 2 life guards, and inquired if they actually needed 2 life guards.  Ilene said that two lifeguards are necessary in order to obtain the contract. 

Justin and Melissa suggested meeting with the Parks Commission to discuss the increase in their budget.  

Susan said that she supports part-time sick leave for employees.  Susan and Melissa researched this information and said that they would be utilizing the state rules they are exempt from to create the numbers and move forward with this.  Susan said that since the individual would not be working, the hours would not be drastically affected.  The sick pay will be discussed and voted on at the Select Board meeting.  Michele inquired about the salary for the library director, which the Select Board reported was already resolved. 

**Justin said that the Select Board is naturally adjourning at 5:32pm due to a lack of caucus. 

Michele asked if there should be a face-to-face with the Parks Commission.  Ilene will reach out to invite the Parks Commission to the joint meeting at 4pm with the Select Board  

Frank commented on the DPW.  He discussed the DPW budget and reported that only 37% of the budget has been spend so far this year.  Frank recommended leaving the budget as is.  Frank reported that he was unable to obtain all of the information that he had needed.  Michele asked if they can create a system.  Frank discussed what was needed and how to approach it.  Frank offered to work with them on the system.  Ilene explained what would be needed to help the Finance Committee reach out to the DPW and Justin recommended the Finance Committee write a letter to the Select Board.  Ilene recommended that they try to find their largest areas of budgeting needs and go from there.  

Frank said that there is a list of roads that need to be tended to.  Justin discussed the sub accounts and said that the Finance Committee would have to talk to the Highway Department.  Michele reported that they overspent on property services, and Frank said that some of it was on unforeseen items.  

Frank discussed the funds that the Fire Department have received.  Frank said there was no detail on how the final number for the budget request was achieved.  Frank reported that he was just given a list of the vehicles and was not able to obtain the information for the maintenance on the vehicles.  Frank said they either need more data or need to cut the budget back. 

The Finance Committee discussed budgeting for health insurance for another full or part time individual.  Justin reported that since two new police officers were added they had to factor in for two new health insurance policies.  He recommended that they budget for an additional full-time position in the event one was needed, and the Finance Committee agreed.  

The Finance Committee discussed the request for a pavilion. Michele said they could purchase a tent for less than it would cost to rent a tent.  DPW could assist with putting up the tent.  Justin said that the purchase of a tent would fall under a special article purchase.  Bally Gally is not funding the Community Center anymore, so the operations of the Community Center are now under the warrant.  

Ilene said that $21,000 in the transfer fund was for unanticipated insurance items and reported that she sent Melissa an insurance inventory.  She provided an update about what will change due to the decisions made. 

Michele made a motion to adjourn the meeting. Frank seconded.   Call a vote: Ilene- yes, Frank-yes, Michele- yes.  Meeting adjourned at 5:56pm.