Select Board Meeting Minutes 12/6/22

Minutes of the meeting 12/6/22

Meeting Date: Tuesday December 6, 2022

Meeting Opened at 4:30pm

Select Board members present: Justin Makuc, Chair, Susan Cooper, Scott Jenssen

Finance Committee Board Members Present: Michele Miller, Chair, Frank Abbott, Ilene Marcus

Also Present: Melissa Noe

Also Present Remotely:

Call to Order 4:30pm

1. Finalize Capital Policy and Procedures

The Finance Committee presented a copy of the current version of the draft Capital Planning Policy and Procedures they have been working on.  Susan recommended changing the wording to reflect asking for public support for the plan itself as opposed to asking for support for the policy.  The Select Board and Finance Committee discussed numbers and information presented in the plan, and the Finance Committee clarified the data and information in the plan.  It was agreed that the Select Board will work on edits to this policy during Select Board meetings and then present it back to the Finance Committee at a future joint meeting.

1. Draft of Anticipated Capital Plan and Costs

The Finance Committee and Select Board discussed the concept of utilizing a zero-budgeting approach vs basing everything off of the current budget.The zero-budgeting method builds a new budget essentially from scratch for a fresh start.

1. COLA: Review Impacts and  preliminary recommendations

The Select Board, TA and Finance Committee prepared an overview of the total budgetary increase resulting from various COLA increases.  Discussion ensued about various possible wage increase options including COLA, hourly rate increases, job performance increases, competitiveness adjustments and bonuses. There was discussion about whether offering a one-time bonus was legal under Massachusetts Law. Justin proposed using a 3 percent COLA figure to develop the budget and then determine a final figure at a later date. Michele proposed a preliminary recommendation of a 3.8 percent COLA increase.

Justin moved that the Select Board recommend a preliminary 3.8 percent COLA to use in determining the budget, with a final figure to be determined at a later date.  Scott seconded. A vote was called: Susan- yes, Scott- yes, Justin- yes: unanimous approval.

Finance Committee unanimously agrees with the Select Board. 

1. Financial Reserve Policy: Set Targets for Fund Balances and Uses

The Finance Committee and Select Board discussed utilizing zero- based budgeting for future budgeting years.Melissa recommended that departments be prepared to fully explain and justify each request they have.The Select Board recommended phrasing it as defending the budget that is being requested in order to build a new budget, and not rely on previous budgets as a justification in itself.The Select Board agreed that building a fresh budget would be beneficial. The Town Administrator will offer this guidance to Department Heads to help prepare their budget proposals.

Justin said he tried to edit the Financial Reserve Policy to align with Monterey’s goals and he utilized Great Barrington’s policy as a guideline. The Finance Committee will review the Financial Reserve Policy and come back to a joint meeting with a proposed version. Susan offered that she had made edits to the Financial Reserve Policy and the Capital Planning Policy and Procedures, and she will send her edits to all members of the Finance Committee and Select Board.

1. Unanticipated business

None

1. Comments & questions from the public

None

Justin made a motion to adjourn:

Justin called a vote- Susan- yes, Scott- yes, Justin- yes.

Meeting adjourned at 5:27pm

Documents used at the meeting:

• Draft Capital Planning Policy and Procedures
• Draft Finance Reserve Policy