HomeMy WebLinkAboutFinance Comm. 03/17/2022Present: Ms. Sara Walsh, Chair, Mr. Brian Eagle,.Mr. Jack Cooney, Clerk, Mr. Michael DeSantis, Mr. Walter
Wilk, Mr. Scott Feely, Vice Chair, and Mr. Michael Flaherty
Guests: Assistant Town Manager/Finance Director, Mr. Barry LaCasse
Minutes: Sharon Varricchione
1. Call the Meeting to order: Ms. Sara Walsh, Chair, called the meeting to order at 7:34 pm.
Happy St Patrick's day everyone.
2. Approval of minutes: 2/17/22, 1/6/21, and 11/4/21
Ms. Walsh made a motion to approved the minutes for 2/17/22, 1/6/21, and 11/4/21.
Mr. Eagle had edits to the 2/17/22 minutes in the grant section and will provide the edits to Ms. Varricchione and
the Committee.
Motion: Mr. Feely made a motion to accept the meeting minutes from 1/6/21, and 11/4/21.
Roll Call Vote:
Mr. Eagle —Yes Mr. DeSantis—Yes Mr. Wilk, Vice Chair—YesMr. Feely —Yes Sara Mr. 'Cooney— Yes 1 Mr:'Flaherty
Passes 6:0 (Mr. Feely/Mr. Eagle)
3. Review of Financial Reports:
Mr. LaCasse stated he had some observations on the General Government sheet. Excise tax compared to prior
years is doing ok especially coming out of the pandemic.
He then spoke about his watch list and stated the continued area of concern is the earnings on investments, and
that the number may need to be bought down in FY23. He then stated on the plus side the ambulance revenue
fees are coming in stronger than last year. The building permits although coming in at $399,275 in period eight, we
did just get a large Walgreens building permit fee around $111,000 which is very promising.
Ms. Walsh then asked, what are the investments based on and what is driving the performance. Mr. LaCasse then
stated the performance is just the rate of return whether it's CDs or Money Market accounts which are low
Interest accounts. In prior years we had much larger cash amounts on hand because of borrowings that earned
more interest which is not the case now. As a result, you see a smaller amount of investment earnings.
Mr. Eagle said even if we have more Fin Com reserves it doesn't have an impact because they are short term. Mr.
LaCasse then agreed and stated that $300,000 has to remain very liquid, so, smaller interest. Mr. Eagle then
verified that the Town does not have a lot of flexibility In what we invest in which is guided by the state.
Mr. LaCasse then stated on plus side bottom of the revenue sheet you will see "state revenue", which included
a lot of things like Chapter 70, local aid, local receipts we get here in Mansfield including the hotel and excise tax
and he was happy to say that right now we have collected over $234,000. Just to put that into perspective, in
FY21, the whole year we collected $227,000 and we still have two more quarters to go. Which has been helpful
emerging from Covid. On the meals tax side, we have collected $301,000 with two quarters to go. In FY21 we
collected $387,000 the entire year which is also more promising, it shows that people are going out more and
spending more which is good news in Mansfield.
Mr. Cooney then asked about the State Revenue line and in Munis do you need to drill down and really look what's
in there. Mr. LaCasse stated we drill.it down and in the report we agreed upon, he can break down the state
revenue by all the state fees.
Mr. Feely asked as we lookto improvements, how do these numbers look compared to the pre -pandemic levels in
terms of recovering? Mr. LaCasse then stated if you look back to 2020, a split pre -pandemic year, for Hotel Excise
we received $309,000 and now we have collected $234,000 with two more quarters to go, last year we collected
$227,000, so there was a significant drop. On the meals, in 2020, a split pre -pandemic year, we received $488,000,
2021 we received $387,000 so a $100,000 hit and to date in 2022, we have received $300,000, so that kind of
shows you how we went from pre -pandemic to full pandemic and now we are kind of clawing our way out of it.
We are not out of the woods yet but we are seeing improvements.
Mr. Eagle referenced three years ago we asked to look at all the fees and how we compared and we realized that
we were really underneath what we should be billing for ambulance fees. He then asked if Mr. LaCasse if he did a
periodic review the fees to see how we compare are we staying in the middle so we are not overcharging to kind of
give that balance. Mr. LaCasse said that he had not yet but in 2018, the Select Board took a look at all the fees and
that's when you saw all the fees adjusted. The only fee that had been adjusted since then was the ambulance fee.
Mr. Eagle then stated that it would be challenging to look at the fees now due to the focus on the budget but
would it be something that he and Mr. Dumas would review every four years because the last time we waited so
long last time that we ended up so far behind and how much revenue did we lose just keeping ourselves on par
with everyone else. Mr. LaCasse said It was a fair point and stated it should be done within a year to see what the
surrounding communities have for fees not to be the leader. Mr. Eagle stated middle of the pack. Mr. Wilks added
that last time we looked the fees it didn't even cover the charges. Mr. Eagle then said It's good that you will be
doing that soon.
4. High Level FY 23 Budget Update and Next Steps:
Ms. Walsh stated we have our final department review next week, March 23rd to review Schools and Clerk and
probably two additional meetings in April as we finalize the budget. Mr. LaCasse stated he wanted to discuss
timing and his target date for reaching a balanced budget is the first week in April which was the same time last
year. We are still $1,000,000 off so he needs the additional time.
Mr. Wilk asked if the $1,000,00 million was for school or town or combined and Mr. LaCasse answered yes for both
combined. He then suggested April 131h for the Budget Subcommittee to review the budget as it would be
consisting timing like last year. Then on April 21" you could maybe vote at the Fin Com meeting on the articles on
the warrant. Then the only other date would be Friday, May 13th which would be the deadline for your slides for
Town Meeting so Nancy can incorporate them into the presentation for 19th.
Ms. Walsh then stated two Fin Com members would be out on 4/21 so we may need to move that meeting to
4/28. Mr. Wilk and Mr. LaCasse then agreed that they could be bought in virtually if needed. Ms. Walsh stated she
will talk offline with Barry regarding the schedule and that either way they would have a quorum.
Mr. Eagle then stated he had a question on the warrant and said in the past they had invited residents with a
financially related article come before us, are we going to reach out and invite them before us. Ms. Walsh said she
would get a copy of the articles and see If its worth bringing the residents in. Mr. LaCasse stated that the Town
Clerk would have them.
Ms. Walsh asked If there was anything else on the budget and Mr. LaCasse said yes, he gave a presentation to the
Select Board last night and he would like to give Fin Com the same type of presentation. As he mentioned the
shortfall remains to be $1,000,000, the Cherry Sheets netted the Town about $89,000 is net of revenue and
assessments that's not a lot to work with. There was a public hearing with the house Ways and Means Committee
about increasing the local aid that we get instead of $66,000, we would get $178,000 under the revenue sharing
proposal and we are not sure if legislature will go for that or not. Mr. LaCasse then mentioned they had three
Budget Subcommittee meetings and that they have one more which have gone well and were will attended. The
attendees have a good idea of what the department heads are dealing with. Mr. LaCasse then stated he is going
line by line in every department except for the schools, really looking at historical data, looking at what the budget
requests were and making the appropriate cuts. He's gone through so many accounts right now it's time to sit
down with the department heads to share with them what's being cut and hopes to do that next week. It is a
painstakingly exercise to go through line by line but yielding good results as we have gone from a $4.5 million
shortfall to a $1,000,000 shortfall. We have a lot more work to do but I wanted to share what that means.
Mr. Cooney then asked if Mr. LaCasse has a unilateral decision or do you consult with Mr. Dumas or do you go back
to the Department heads. Mr. LaCasse said good question that he is in the unilateral phase, from there he will go
to Mr. Dumas and from there they will go to the Department Heads. They want to get down to a zero.
Mr. Eagle then stated for the people listening, this is not unusual for the us to be in the hole, it takes time to get
that number down. He then asked Mr. LaCasse if he felt stressed about that number. Mr. LaCasse said he feels
stressed about the budget but yes it's the same timeframe as last year but it never gets any easier.
Mr.DeSantis then stated I know you are doing this on your own, wouldn't it be important to meet with the
department heads and then Mr. LaCasse stated that he had met with them and back in November they stated
what they need and asking for. But when you look at that request against the historical data it doesn't always
equal and that is where he is right now. Things like contractual FTEs are critical things but there are things that are
not critical soft is asked for the department to provide that level of service budget.' j
Mr. Eagle asked does the Budget Subcommittee review revenue projections and does that come up for discussions.
Mr. LaCasse stated no, it's more the department heads and since they don't deal with the revenue side of things so
we deal with the revenue projections. So for example for the hotel and meals tax side numbers he just presented
allows him a little flexibility for FY23 to rise above what we were budgeting in FY22. That's an example of how we E
look at revenue. Mr. Wilk then asked if Mr. LaCasse was going to provide them with the sheet that he did last year.
Mr. LaCasse said yes and that it would be much longer with the cuts. Mr. Wilks then stated the sheet with revenue,
for taxes that came in what we thought was the middle range, the high range. Mr. LaCasse confirmed that it would
show both the revenue and the expenses of everything. The presentation will include the power point, the
spreadsheets from last year showing the revenue and expenses and how we got from the $4.5 million to zero will
highlight all that.
Mr. Eagle then asked a question for Mr. Wilk and Mr. Feely with their past experience being on Fin Corn and
Budget Subcommittees, did you ever look at the revenues. Mr. Feely stated he does remember and Mr. Eagle said
why wouldn't we look at them this year? Ms. Walsh then stated that we will get that level of detail. Mr. LaCasse
then stated that you will see how we got from $4.5 million to zero just like last year.
Mr. LaCasse then stated just like last year we are proposing $120,000 for OPEP with the expectation that we will
make it up at Fall Town Meeting, Mr. Wilk then asked what do we normally put in. Mr. LaCasse stated $400,000,
Mr. Wilk then stated so you will put in $280,000 and Mr. LaCasse stated correct.
Mr. Wilk then asked for an update on the snow budget. Mr. LaCasse said that last night the snow deficit was
$425,000 and he's seen worse. If that stays and everything remains the same that leaves us $305,000 in free cash
available. We cover this deficit in free cash.
Mr. Eagle then said when you say a deficit because every year you need to put in snow budget number, Is it the
delta between that number and what we owe and Mr. LaCasse confirmed It was. Mr. Wilk then asked what do we
carry for snow and ice and Mr. LaCasse $389,000, something like that.
Mr. Cooney then asked Mr. LaCasse, what was the part of the free cash. Mr. LaCasse replied that when we have a
snow deficit, the free cash covers it and we wanted to keep roughly $700,000 in reserve for this reason. So if the
snow budget remains the same, and we pay it out of free cash at Town Meeting then we will have $305,000 in Free
Cash remaining. And your balance is $126,000. Ms. Walsh stated that it was a little tight. Mr. LaCasse agreed but
stated that Spring is around the corner and stranger things have happened. Mr. Eagle then stated that $430,000
wasn't bad. Mr. Cooney stated that the rates are so high. Ms. Walsh stated that it's a reflection of the budgeting
process not of the fact that we were projecting wrong. Mr. Eagle then stated that last year it was difficult to find
people to plow the road and do we anticipate that happening again this year or did you find the ability to get what
you need. Mr. LaCasse stated that we have resolved that and believes that the surrounding towns have not and
that a fee structure has been put in place that works for everybody. Mansfield gets their streets plowed, sanded
and we get them prepared. We have lucked out a few times where the timing of the snow happened during the
day so the forces are on hand during the day. We have done a really good job of managing our snow as it comes. If
we get more, we will handle it as It comes and it may be treated differently due to melting in these months.
Ms. Walsh asked if there were any more questions. Mr. DeSantis then stated you got a $4,000,000 gap down to
$1,000,000 which includes both the School and Town. Mr. LaCasse then said what he meant by that was that the
$4.5 million was from one budget which includes School and Town and all the reductions were on the Town Side
and they can not touch the Schools budget. Mr. DeSantis then stated that the schools could come in with their
reductions and it could be a $1,000,000 and we would be there and Mr. LaCasse agreed that it could conceivably.
The Committee then stated that they would know more next week during the 3/23 session and would know what
the requests were.
Mr. DeSantis then asked if we are getting revenues a year or two years from now we can't include those right, we
just know they are there but we don't include them in our budgets? Mr. LaCasse then stated yes and a good
example of that Is the retail Marijuana establishment that has been running since last Fall. We could not capture
that revenue in FY22 because it was not up and running but now that it's up and running, part of how he got to
$1,000,000 is capturing a very reasonable amount of that revenue due to a check they received. That's an example
where we can count on future revenue for something that didn't exist.
Mr. Feely asked how much of a track record did you need in order to include It to consider it? Mr. LaCasse said he
checked with the Town Accountant who checked with DLS, they only require you justify what you are carrying for
your projected revenue, it's not anything more then that. So if we get no money from Marijuana and I put in a
number of $2,000,000 then they would ask where did you come up with that number? So they might kick it back.
Mr. Cooney then asked do we need a full year? Mr. LaCasse said he checked with the Town Accountant and that
It's not true, what is true is that we need to prove to the DLR of how we came up with that number and I chose a
very reasonable/conservative number which is about what we received so far for the half the year. Mr. Wilk then
stated that they want your methodology based and Mr. LaCasse said yes they do and that it's fair. Are you more
likely to collect that money next year. Mr. Feely then stated so you just took a half of year and base it on that? Mr.
LaCasse agreed yes.
Mr. Eagle then stated he had a question based upon a meeting he came out of with the Police Chief about the
reserves and the new rules he thinks next year we will need seven people and then you heard the HR person say
we really need one to dig out of a hole and that we really need eight FTEs or what that is what they would like.
That is one meeting doesn't cover schools and that doesn't cover the others. He then stated that he is concerned
that he is going to see a huge spike and if that is the case and the others have wants and needs is there a reason
we are not including It this year. Or do we think may want seven or eight FTEs but they are not getting that number
and that we are planning already for the potential and what it means saying they need these people because of
new rules. Mr. LaCasse then stated yes, we struggle with that and struggle with the department of public safety
and that every town struggles with that as it's one of the two biggest departments. So we listen very carefully
when the chiefs talk and what they project out. Unless you have a SAFER (Staffing for Adequate Fire and
Emergency Response) grant which allows you to take on immediately three four five fire fighters it's going to be a
multi year process to get the chiefs to where they need to be, it does not happen overnight and can not sustain
that type of hit overnight. We listen to HR and their needs and we try to implement it without affecting the other
departments. You don't want.to layoff staff just to add staff. Mr. Eagle then stated it's almost like you have a five
year plan of where you need to beat rather than as you say seeing a spike in one year or we need to layoff three
over here, so there is a process and that's why we are not adding this year. Mr. LaCasse then stated the process is
that we are still wrapping our arms around what this police reform Is requiring and he doesn't think anyone has
that answer yet.
Mr. Wilk then stated that their biggest exposure is that contracts are starting to be negotiated in the next year or
two with inflation rates that are behind us. Mr. Flaherty stated there is theoretically an offset from overtime
that could be reduced by the additional FTEs. Mr. LaCasse agreed then stated that he did a study in his previous job
and that's a question, is it more economical to hire an FTE then sustain the cost of overtime and that's a tough one
because mathematically it makes sense but then you get into employee benefits and vacations and all the other
things that trigger back overtime, it's difficult. Mr. Feely then stated some overtime is not coverable just because
we have another body some of it's fluid with people being out at different times and places you could probably
only eliminate structurally only a certain percentage of overtime by just having a full-time position there. Mr.
LaCasse agreed and said of the public safety departments the question is what is the minimum manning that you
need, one model is to say that you need fifteen persons for your minimum manning, is it better to hire seventeen
on a shift understanding that someone is always out sick or is out on vacation, if you go under that manning that is
when the overtime kicks in on the back end on the back fill, but if you have two positions that allows you that
flexibility that's one model.
Mr. Feely mentioned that on the Fire side when they were looking into this three to four years ago, they noticed
that our staffing was unnoticeably lower then some of our surrounding towns. So on the Fire side, we are still
catching up to be at par with other towns on staffing levels. He also stated whether or not those staffing levels are
right or not he can not comment on but relative to our surrounding towns we are not overstaffed.
Ms. Walsh then asked is it worth it doing some multiyear planning both on revenue and expenses, it's very clear
that more things are needed. Is there any long term things we can do in advance. Mr. DeSantis then stated he put
something together to share. Ms. Walsh then repeated is there some multiyear planning they can do to help along
with The Town's process. Mr. LaCasse then mentioned that Mr. Dumas is meeting with Ms. LeMaire to go over
planning to get her to where she really needs to be as far as a plan is concerned. Ms. Walsh then stated after you
have that conversation, maybe it makes sense to have those conversations about long term planning and how it
fits Into the financial planning.
Mr. Wilk then asked how much of the budget is payroll? Mr. LaCasse then stated that it's roughly 60%. Mr. Wilk
then asked what is the average contract, 1.5%? Mr. LaCasse confirmed yes, 1.5%. Mr. Wilk then stated what
happens if those contracts go to 3%? His concern is sustaining what we currently have without having to do an
override based on the inflation rate continuing to accelerate and unions will ask for more money due to inflation.
Ms. Walsh stated it's multiple things, increase of services due to regulations, increase in inflation pressure because
of contracts coming up and we also have capitol stuff that is coming up and we will need to think about everything.
Mr. Feely then talked about how they will need a multi year plan to plan for all of this and to get staffing levels to
where they need to be. Mr. LaCasse mentioned that those multi year plan conversations are starting to happen.
Mr. Cooney then said you kind so have plans but they are not formalized. Mr. LaCasse stated that we are already
talking about FY24. Mr. Cooney stated if you could get a good three year plan it would be good and Mr. LaCasse
agreed. The committee then thanked Mr. LaCasse for his work and Mr. Eagle thanked him for all the documents
he sent out, it was very informative.
Mr. LaCasse left at 8:22pm
5. Grant activity and discussion:
Ms. Walsh said the Town Manger prepared a list grants overtime summary which was shared with the Committee.
This sparked a series of questions, Mr. Dumas could not attend tonight but spoke with Ms. Walsh and sent a
Statement to her in which she would share with the Committee.
Ms. Walsh then said she would give the Committee her take on her conversation with Mr. Dumas:
Every town department will apply for grants on their own because they are the PI. There is not a centralized grant
department, there is very lean staff so there is not a centralized role for that. Ms. Walsh asked Mr. Dumas if the
town would benefit from that and he stated yes but there are other priorities and it may not warrant the cost. Mr.
Dumas just came back from a DC conference where they reviewed state and federal funds that are coming down
the pike. He will also have a strategic conversation with each department to discuss what makes sense to go after
given the administrative burden that comes with going after grants. They also discussed how grant dollars are a lot
of work over the Iifecycle of the grant not only to apply for it but the reporting so it's not necessarily free money
because there is a lot of work involved. They also discussed the possibility of getting reporting from MUNIS and
they would need to figure out how to separate Federal from State. Mr. Dumas said an Annual report makes sense
as it's a lot of work.
Mr. DeSantis then stated that there are third party agencies that could help and that they don't charge unless you
get the grant, have we looked into that and would it be worth it. Ms. Walsh will ask Mr. Dumas. They did discuss
grants where several towns work on grants together, different but a different way to leverage it. Mr. DeSantis then
asked, how do we measure up to other towns regarding grants Ms. Walsh did ask that question and said it's a hard
to measure.
Mr. Wilk then mentioned that some towns have a business development officer and they do the grants because
they are not 100% occupied. Mr. Eagle then mentioned that he talked with Mr. McDermott and he will do them if
it relates to business development. Mr. Wilk would like to see the grants we applied for and the ones we actually
get.
Mr. Wilk then mentioned on the last grants page there are two notes that he spoke to Mr. LaCasse about. It
showed a $4.2 million loan with 0% interest on the loan and 6.7% interest on the loan and that there is a chance
that the loan could be forgiven. If that's the case a note should be added to reflect that so we can exhibit that.
Mr. Wilk wanted to review a comment he had made at the last meeting. He noted that he sent everyone the Sun
Chronicle article that he had commented on last month, and that this article was the basis for his comments last
month when he stated that Mansfield hadn't applied for Grants and those specific Grants in the article mentioned
surrounding towns that received funding was an accurate statement.
Mr. Feely mentioned getting grants is a challenge and it looks like there is an awareness of what we are trying to
do and it looks like we are doing a good job. He also mentioned are there any grants we didn't get and do we know
about that and understand it.
Mr. Cooney Jack thinks it's a great report and It's gone up over the last five years but it's deceptive because of the
wells. It would be nice to have a summary of well grant or Coved but Covid kind skewed it too, just a different
spread of the different information. He agreed with Mr. Eagle, there's more Grant money available and agreed
with Mr. Wilk how much do we apply for. It shows effort.
Mr. Flaherty looks at the report and stated it looks like 1.4% on the budget in years 2020-2022 which is a good and
helps. Mr. Wilk asked what they got in Norton when Mr. Flaherty was there and Mr. Flaherty stated no much and It
was not as consistent as Mansfield and that he thought Mansfield was impressive.
Mr. Eagle stated that we need to differentiate from the word grant. There are different things and referenced the
article that Mr. Wilk shared. He then mentioned to see if we can state what is fully funded by the Government
which is not really a Grant in the way we think about it vs Grants that are 90%funded and you have to put 10% in.
ARPA was not really a grant, it was Federally funded. We just need to be careful and there are multiple buckets.
Can we differentiate a little more to get a little more detail?
Ms. Walsh stated there's a desire to do so. Mr. Eagle stated that he doesn't expect it soon as we are still In budget
season.
Mr. Eagle then stated that we are not failing but we could always do better and his role at Fin Com is to always
challenge, can you do it better, is there a way we can improve. The fact that the Town Manager is looking to
possibly centralize down the way is progress. That means there's understanding that there's a large bucket of
money out there maybe we could do a better job then what we are doing. He then continued to mention that
there's departments that can do it that are more skilled at it and possibly departments that could use the help to
get grants so they don't miss out on any opportunities. This drives positive movement so we get better at what we
are doing. He also agreed with the Town Manager, not every Grant is a good Grant and maybe for some you have
to put money down and maybe we don't have that money. Or you might have to hire FTEs due to reporting. In
addition, not every Grant is free money and strings could be attached to it. But understanding the methodology,
seeing how we can help them improve the process. He then stated that they are already seeing results and
progress.
Mr. Feely then stated that the information he received is tremendous as he feels like he knows a lot more of what
is going on and this is a very productive discussion. We are learning more and the quality of some of our questions
is going to improve as a result. Mr. Eagle agreed.
6. Timeline and process for Sown meeting:
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Discussed during the "Next Meeting Dates" section later in the meeting. j
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7. 'Goal Discussion and Progress:
Discussed in the "Goals: Longterm planning" section below
B. Goals:. Longterm planning:
• Budget: Initiate yearly cycle of engagement with each Town Department to understand current year objectives, future
economic needs and how those Influence budget planning and requests:
Ms. Walsh did not read this question and started with the goal below,
• #2 Budget: Work to understand revenue projections and forecasts to better Inform long term budget planning:
Mr. DeSantis laid it out to keep it simple, Mr. DeSantis shared his report showing 6 months and he would like to see 12
months and he would like to see three to Five year projections.
The excel report showed, month in the calendar year and hypothetical examples, that show when we can expect
revenues coming in: the report showed the Chocolate Factory with revenues coming in and what it would look like and
within what year. The same thing with Amazon and Walgreens that would show totals. This year is a one million dollar
deficit and will it be a two million dollar deficit next year because of inflation, because of seven Interest hikes this year
alone. If you're talking 60%of your budget is salaries and it kicks up 3% because of inflation or interest that's a big deficit.
Mr. Feely mentioned FTEs and how are we going to pay for it. Mr. DeSantis then explained that this report would show
future revenues coming in because of things coming In on the commercial side and this report may be able to show if
we are doing a good job or a bad job. Some of the revenues may not come in for a year or two but we can forcast for
them. i
Mr. Cooney asked if we should have an expense side to the reporting and the Committee agreed that the expense side
is already known based upon the budget. Mr. DeSantis said expenses are an actual and we know what they are but what
we don't know is the future revenues. He then mentioned they were unaware of the ReLeaf revenue and that would
have been helpful to know during the budget process. Mr. DeSantis spoke about how it should be a document for
everyone.
Ms. Walsh then stated is there a way to do this report based upon the Munis system based on projections or at the very
least actuals so it starts the projection process. Regarding the expense side, Ms. Walsh felt it was more for the long term
for projections on FTEs as it all ties together and there is different pieces on how you approach it.
Mr. Eagle then stated that this is exactly the role of Fin Com, we bring industry knowledge, we project forward, were
not a reactionary body, we help the town think two years, three years, five years out so we can be in the best position
today. If you don't know what's coming down the pike how do you plan for today. So our ability to help them think
through that is such a strategic and important part of our role as a board.
Mr. Feely stated as the Town gets up to speed with using Munis, were seeing the level and kind of Information we have
received is becoming a lot more useful. They are spending less of their time gathering data and more time actually using
data to present to us and we are asking questions but it's going to continue to be a process.
Mr. DeSantis added that based upon reviewing other town reports he feels we are light years ahead of other towns.
• #3 Economic Development: Prepare recommendations for the Select Board regarding the right metrics to measure
economic development/growth to aid in determining Mansfield's financial and economic strength:
Mr. Eagle stated his meeting went well with Mr. McDermott, the Town Economic Developmental director, regarding
Grants and money. His mandate is the financials and economic development. Regarding anything geared towards
firefighters he wouldn't go after that. He fully agreed that there are a lot of metrics out there and in his past life he has
done some of that work and now it's a matter of what are the right metrics. He added that Mr. McDermott is going to
focus on it and at some point end up with an Economic Development Score Card. Mr. Feely added that Mr. McDermott
was actually educating them with how to really think about it. Mr. Eagle said that he wanted to be invited to a Future
Fin Com meeting. He is going to do a presentation to the IDC, so maybe the June timeframe he could come before Fin
Com. Ms. Walsh suggested to watch the IDC presentation and have him come to Fin Com after. Mr. Feely and Mr. Eagle
agreed it would be good to hear it together with IDC so everyone hears it together and everyone hears what everyone
has to say and can be on the same page and that we might learn more by doing this.
• Communication: Review financial reporting through regular (monthly) distribution of town financial reports:
Communication: Increase communication to public around Town budget and financial matters:
Mr. Eagle then stated one of the things they talked about last time was better engagement with the residents and how
do we get out there. There's two outreach methods he sees: The Town Channels like the Website, Facebook. Then there
is the Fin Com channels, our on Webpage, we have our own personal pages but he would rather use the Towns. There's
also cable access and polling. Ms. Walsh added that she is going to work with the MIS Director Sacha Zlatkova to update
the Fin Com page. Mr. Eagle added it's betterto go through Town Channels as it's more official. He then stated we could
do multiple polls but what did we want to get out of it. It needs to be short and easy. For example, some of the questions
could be: "Do you know who Fin Comm is?", "Do you know what our role is?", and "What area should Fin Com focus on
In budget reviews?". When residents want to cut the budget, maybe we ask them, "What are you willing to give up?".
This is one way to engage with the residents and get feedback. Another question we can ask them Is "What are your
long-term concerns?" (Infrastructure, roads, bridges, buildings, cyber security, what are the concerns they are
concerned about from a financial standpoint or implication. What would you like to see from us in terms of
communication. Do you want to see those things on our web page and do you care about them? Should we post about
the grants, do you like minutes. Fin Com sits between the Select Board and the Residents, but we never askthe residents
what they want from us and they don't know how to engage with us. Simple polls are one way and he was not sure how
many responses we'll get.
Mr. Feely also offers that there is the public meeting and Mr. Wilk stated no one is in the audience right now. Ms. Walsh
mentioned to use the channels they do see like Facebook and point them to the website. Mr. Eagle then said to Mr.
Cooney he thought about the poll they did for trash. Mr. Cooney said they asked 10 questions and he thinks it was on
social media and they got somewhere between 600-800 responses. Mr. Feely spoke about how some school polls are
run by students and parents respond. Mr. Wilkstated you need to let them know that It only takes less then sixty seconds
etc. Mr. Cooney then added that they want the negative comments too for constructive criticism. Mr. Eagle then spoke
about the 360 review where everybody should be telling you, this Is what you are doing right, this is what I think you
are doing wrong from our bosses to the people we work for.
Ms. Walsh then suggested a quarterly survey that we could start to do and then get better at it over time. Mr. Wilk
suggested that when residents check in for Town Meeting that they would get a survey card and they could go on their
phone to complete the survey.
Mr. Eagle then spoke about first next steps to utilize the Town web page, Town FB page, and explore if we want to do
something with the school. The second steps is to focus on relevant initial questions. His goal would be to get ourfirst poll
out before tax day. Ms. Walsh said it would be a good Idea to have the draft ready for the next meeting in April so we
know what we want to ask.
Mr. Wilk suggested get the poll out for Town meeting in May. Mr. DeSantis wants it go out correctly verse rushing it out,
so It meets all the objectives. Mr. Eagle said to have it ready for Town Meeting. Ms. Walsh said to have it as a goal but it's
ok to do it in June. Mr. Cooney said we can get the results and use them for the Fall meeting. Mr. Eagle is going to produce
the first set of ten questions and will use the same format and view from the waste and recycle survey.
• Long Term Matters: Review and discuss Town's process for disposition of Town -owned property (non-
personal/surplus goods). Draft recommendations for process improvement to maximize financial return and achieve
other town objectives:
Mr. Eagle said any tweaks will be small. He gave credit to Mr. LaCasse who said he learned a lot. Mr. Wilk stated there
are two tranches. Mr. Eagle stated let's get an update on the first, what revenue have we recognized in terms of
properties on tax roll and do they have an update on the next few tranches.
• Long Term Matters: Recommend 1-time and ongoing state and federal funding opportunities and develop plan for
considering application and disposition:
The Committee is in good shape. Mr. Eagle does not think they are there but felt they were three quarters of the way
there.
• Long Term Matters: Request and review a capital/infrastructure (including cybersecurity) risk analysis to identify
financial threats to Town finances and budget plans:
Ms. Walsh stated that Mr. LaCasse sent over the budget analysis. Mr. Wilk added that it was two years old but Ms. Walsh
stated that they had taken a lot of action items on It. Ms. Walsh then stated that if we want to have a discussion on it
that It is recommended to have an executive session. The Committee agreed that this would be a discussion for after the
budget.
Mr. Eagle said the reports you sent for cyber security, he had a number of questions but that they were not appropriate
for this open meeting. The Committee discussed meeting about this in June or August.
Mr. DeSantis then switched to his spreadsheet and asked the team to let them know if they had any edits. The Committee
then suggested to review it with the Town after the budget.
9. Committee reports
Mr. Cooney met with the down town committee. Oct V Is the tentative Fall Festival date. There was a $10,000
deficit last time and there Is a lot of people making donations.
Harry chase place, they are developing a small park, they are getting quotes for the pavilion and we don't have any
good estimates there.
10. Items not known within 48 Hours
Ms. Walsh asked about CIP, will the information come in the next meeting or before Town Meeting.
Mr. Feely stated there will be one meeting coming up so Mr. Dumas will see that coming before May. Then that
information comes up to Fin Com and Select Board.
Ms. Walsh asked if there were any questions from the audience, there were none.
Next Meeting Dates:
Ms. Walsh stated the future meeting dates: 3/23 Budget Subcommittee talking about the Schools/Town Clerk, 4/13
Budget Subcommittee where Mr. LaCasse will discuss revenue and final projections, 4/21 is next Finance Committee
where we will discuss any articles and final budget and CIP Meeting. Ms. Walsh will connect with Mr. LaCasse regarding
any missing dates. 5/19 is Town Meeting.
Mr. Eagle asked when to you want to start talking about the Power Point Deck for Town Meeting
Ms. Walsh told Mr. Eagle and the Committee they would work on a draft in the next few weeks. The Committee agreed
to have it ready in time for the May Town Hall Meeting.
Adjournment:
Motion: Mr. Feely moved to adjourn the meeting at 9:14pm
Roll Call Vote:
Mr. Eagle —Yes Mr. DeSantls—Yes Mr. Wilk, Vice Chair —Yes Mr. Feely —Yes Mr. Cooney —Yes Mr. Flaherty
Passes 6:0 (Feely/Eagle)
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