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HomeMy WebLinkAboutFinance Comm 10/16/2025Town 'of Mansfield 6 Park Bow, Mansfield, Massachusells 02048 Finance Committee Meeting Minutes October 16, 2025 D 10WIN C1.FRIA-) OFFICE e- Present: Ms. Sara Walsh Chair Mr. Scott Feely,Vice-Chair; Mr. Ja (QQ Ms. Greta Loukos Ms. Melinda Tarsi-Goldfein and Mr. Ryan Martin were present in the Meeting`R"bL'9 �/B aRAAall. Not Present: Mr. Michael Flaherty 1 i"'NSF IELD Opening Meeting 1. Open Meeting Ms. Walsh called the Finance Committee meeting to order at 6:02PM and she then read the broadcast message. 2. Discussion and Consideration to Approve September 18, 2025 and September 30, 2025 Meeting Minutes Motion: To approve the meeting minutes of September 18, 2025 and September 30, 2025. (Loukos/Feely) Passes 5:0:1 (Tarsi-Goldfien Abstained) Financial Updates 3. Discussion with Town Accountant and Town Treasurer Ms. Walsh stated that she invited the Town Treasurer and Town Accountant to the meeting tonight so the Committee could get to know them. Mr. John Ellard, Treasurer/Collector introduced himself and explained what his office is responsible for. The Treasurer's office biggest role is payroll, vendor checks, reconcile bank accounts and benefits of retirees. The Finance Committee members asked some questions and discussed the staffing within his office. Mr. Nick Monticello then introduced himself and stated that his department is just two people. He stated that they handle all of the invoices for Town, Schools and Electric. He stated that they have gone to a bi-weekly system for cutting checks and they also work closely with the Treasurer's office. His office also ensures that what was deposited by the Treasurer's office matches to the correct accounts. He stated that they also keep all of the contracts and the grants. Mr. Monticello stated that they have a good process now after losing one full time employee and the bi-weekly processing of the warrant has helped. Mr. Martin was concerned with only two in the department and whether they were cross trained. Mr. Monticello stated that Ms. Farrington understands his position and is familiar with the processes and he takes time to explain things to her. Mr. Monticello also stated that he is fully trained on her position and he has processes documented. They also discussed the impacts to the the department should there be further cuts to each of their departments. 4. Review and Discussion of FY26 Updates Mr. Monticello stated that everything looked on par for the fiscal year so far and nothing stuck out. Ms. Walsh asked Mr. Monticello to send the reports in the absence of a Finance Director monthly. S. Review and Discussion of FY27 Budget Planning Ms. Walsh nothing new to update and the Superintendent and Mr. Violette were invited to the November Finance Committee meeting. The schools were planning to present the budget to the School Committee the first week in December prior to the Tri-Board meeting. 6. Discussion of Long -Term Tracking a. Cell Phone Tower b. Roland Green Building c. Town Leadership Transition Ms. Walsh stated that the above items are to keep track of expenses and hopes to have a few costs to enter by the next. Mr. Martin asked if Bristol County Retirement could be added to the list. 7. Review and Discussion Finance Director Role Ms. Walsh stated that the Select Board voted to remove the Assistant Town Manager role and is now just seeking a Finance Director. She thought it was a good plan and hope they get some good candidates to apply. Ms. Walsh thought that it was a realignment and was supportive of this decision. Mr. Feely commented that it would also be a savings as the position would pay less and there will hopefully be a larger pool of applicants. 8. Discussion of School Revolving Accounts Ms. Walsh stated that a report was received from the Schools and she was going to put this item on the November agenda for when Mr. Violette will be present and could answer questions. 9. Discussion of Union Negotiations Timeline Ms. Walsh asked if Mr. Monticello or Mr. Ellard if they had any insight on the timeline of union negotiations but neither had information. Public Comment 10. Public Comment There were none. Committee Business 11. Review and Discussion of Survey Timeline and Roll Out Plan Ms. Tarsi-Goldfien stated that she sent out a test link of the survey to the members of the Committee. She stated that she took all of the comments and added questions on if they attended town meeting and the town elections and if they attended any of the information session. Ms. Walsh asked if this could get this done and ready to put into the November Newsletter. 12. Discussion and Consideration of Financial Policies Ms. Walsh stated that the Select Board discussed the policies last night and she and Mr. Feely were in attendance. She stated that in the Free Cash Usage Policy and Select Board wanted to change the words "capital projects" to "capital items." She stated that text books were the perfect example of that and how they sometimes are in capital and sometimes in the operating budget. Ms. Walsh believed a definition or CIP Policy should be developed. Mr. Feely stated that he would like to see all of capital in one place so it is more transparent what the total capital expenses are instead of them being in department budgets. Ms. Walsh also noted that when it is in the budget but not needed it sometimes pushes a department to purchase anyways. Motion: To approve the financial policies with the change of the words "capital projects" to capital items" in the Free Cash Usage Policy. (Loukos/Feely) Passes 6:0 13. Discussion of Fall meeting schedule Ms. Walsh went through the list of upcoming meeting dates: ➢ Budget SubCommittee - November 101h ➢ CIP - November 6th ➢ Public Listening sessions: November 121h, 131h and 15' ➢ Finance Committee Monthly Meeting -November 2011 ➢ Special Town Meeting - December 9th ➢ Tri-Board Meeting - December 18th 14. Discussion of fall listening sessions and note in newsletter Ms. Walsh stated that in the October Newsletter there was financial information and an advertisement for the Listening Sessions. She stated that she is working on a presentation for the info listening sessions. Ms. Tarsi-Goldfien stated she has a lot of presentation materials she can provide on teaching municipal finance. Ms. Walsh then stated that she will post for the Finance Committee in case there is a quorum. She also confirmed that the November 12th and November 131h session were from 6PM to 8PM and the Saturday, November 15th session was 1PM to 3PM. 15. Committee & Liaison Updates Ms. Loukos stated that the CIP met and approved a PA system for the schools and then in future meetings they are planning to have departments come in and share on the projects and needs. Mr. Cooney stated that the Audit Committee met and approved the MMED Audit and there were some weaknesses. Mr. Monticello commented that it was a clean audit. 16. Any items not anticipated by the Chair 48 hours prior to this meeting There were no items. 17. Member Comments 18. Adjourn Motion: To adjourn the Finance Committee meeting of October 16, 2025 at 7:24PM. (Feely/Cooney) Passes 6:0 2 S7 Signature Minutes prepared by Carrie Champagne Date II/M z,