Finance Committee Meeting Minutes 6/14/22
6/14/22: Finance Committee
Attending: M Miller, F Abbott. Absent: K Fitzpatrick. M Jervas, Public
Draft: ARPA Application. Important for Finance Committee to weigh in on Process to guarantee fairness.
MM: Favors uniform application and setting a deadline for awarding instead of rolling consideration.
MJ: Why is Finance Committee involved.? Because it could impact Operating and Capital Budgets.
FA: Will we have a tough budget next year? Can ARPA funds mitigate impacts on Taxation.?
MM: Introduced Counsel Guidance on Use of ARPA funds. Rescue Vehicle and Ambulance requests fast tracked approval. “to replace lost revenue” is a condition of grants but we did not experience that as a Town.
MJ: Selectboard decides but Finance Committee advises. All agreed. Added costs of infrastructure investments.
MM: Uniform application should include possible budget effects of grants as well as detailed plans.
Proposal for Application and our consensus on the matter is communicated to the Selects.
FA: has doubts about Rescue Vehicle. Was it on Capital Plan? Possibly creating a “Legacy Expense”.
Finance Committee concerned that large items coming up are not included in Capital Plan and some items get bumped annually.
MJ: also expresses skepticism and questions the process. To be discussed at Joint meeting and questions for Fire Chief.
ARPA funds should benefit Town wide.
Discussion of Grant Writing as a means of funding. Especially as pertains to Capital Expenses.
Consider Minutes: Hold until K Fitzpatrick can attend.
Code of Conduct Draft: Selectboard adopted their own. Should Finance Committee adopt Select version.
OML Training and other trainings. Finance Committee acts as body to authorize actions and statements.
How to avoid OML: mediation with 3rd party prior to filing. Posting meetings properly.
Amend Documents Request Protocol and Re-insititute Financial Aspect. FA “It’s not free to get it done”.
Training incoming Board members on Running meetings in person and on ZOOM.
Discuss Agenda and Schedule for next Joint Meeting: 6/22 before Select.
FA: Comment on Financial Policy using other town guidelines. Random discussion of roles of Town Admin vs Town Manager. List of Items for Joint from Agenda.
Justin arrives:
Mary Makuc on Zoom: Not able to unmute: Technical difficulties.
JOINT MEETING:
Finance: M Miller, F Abbott. Select: S Cooper, J Makuc. Fire Chief Tryon.
AGENDA:
Discuss process for use of ARPA Funds. FC had recommendations. Rescue Vehicle and Ambulance Requests.
ARPA: Propose Form for Uniform Application Process and Consideration to be given once all applications are submitted.
JM:
Parks Commission: Playground: Refresh or Reconstruct. Spend a little 8-10K or spend a lot 80-100K. 3/29 submissiom. Waiting for results on Septic Tank Inspection. Is it in the Capital Plan?
Concerns about Condition of Town Hall: Submit List
Monterey Community Center: 20x40 Pavilion: $85 does not include site work: up to $100K.
Mary Makuc: Re: MCC pavilion 20x40 800sq ft. 8 vendors inquired. “Local” estimates 6 months to completion. $5900/yr for tent rental.
JM envisions a back and forth rather than concrete proposals. Putting things “out to bid”. Select Board will be asked to decide. Doesn’t think we need to nail things down. SC: Making a proposal can be overwhelming but a form can help applicants improve the proposal. Ask for #’s to support requests.
MM: Stresses the need for hard facts in order to evaluate. When do we get to allocate $276K +. Urges caution in decision making.
JM:
Fire Co: Rescue and 4-wheeler, but has withdrawn 4-wheeler. Fire Chief: “Willing to drop it”
5/18 submission from MCC:
SBA: 17,979 towards new ambulance. For a total of $250,000
REWG: Renewable Energy Working Group: for consultant.
5 submissions to date.
Will Town request ARPA funds for Town Hall? Submit List. Tryon: ½ roof replaced in 2017 for est. ($30K)
Furnace: Fire Hazard. Mini-Split serves as dehumidifier in basement. See attached. Grant for feasibility study by Town Administrator. The town has not been able to fund these.
JM wonders if this is a time to use Stabilization Fund rather than ARPA funds. Prefers to do something for the “Community”. Opposes use of ARPA for Town Hall.
MM: We are finding out that there are a number of worthy projects which must be considered.
FA: True the Capital Plan which is incomplete. Due diligence on Town Hall needs.
MM: Deliverables from Finance Committee for consideration by Selectboard.
JM: Summarized discussion on ARPA Process.
FA: Who is Project Manager when projects are approved? Tryon says “It gets dumped in his (Director of Operations) lap”.
Move on Immediate Requests: Discussion of Rescue Trade UP. Not on Capital Plan.
Regionalization is ahead for many small town fire companies. Maintaining Fire Co. has to be a priority.
JM: 3 Police Vehicles: 2016 (1270) Gareth uses will go for Bridge training with defensive driving: “beat up old vehicle.” 2 are on the Capital Plan. 2019 to be replaced? New vehicles have a long lead time and additional costs.
Discussion of Schedule: Posting. Attempt 5pm Joint. 6/22 Agenda: Review Capital Plan and Financial Policy. Especially as regards Reserve Funds and Stabilization Funds.
Finance Committee Members plan to meet with Department Heads. Schedule site visits.
Finance Committee will resubmit suggestions for Selectboard Code of Conduct.
Finance Committee adjourned. Selectboard adjourned.