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HomeMy WebLinkAboutFINCOMminutes06142012 --i Town of Mansfield Finance Committee ;'= , Minutes of June 14, 2012 ~,' co :ID rrl %�-rv' > Present: James Bazinet, Liz Christo, Michael O'Brien, Steve Schoonve ' O° Walter Wilk, William Ross, Town Manager, John Stanbrook;.:1own o c_)22 - _ Accountant, Brenda Hodges, School Superintendent co rri Absent: Call to order Mr. Ross called the meeting to order at 7pm in the absence of a chair. He then called for nominations of the Finance Committee. Election of membership Mr. Wilk was nominated as Chairman. Mr. Schoonveld was nominated as Chairman. On a show of hands: For Mr. Wilk: Bazinet, O'Brien and Wilk For Mr. Schoonveld: Christo and Schoonveld Mr. Wilk was elected Chairman on a vote of 3 to 2 and assumed the gavel for the meeting. Mr. Schoonveld was nominated vice chairman and on a show of hands was elected 5:0 passes Ms. Christo was nominated as Clerk, there followed a brief discussion of the duties of the clerk, and on a show of hands Ms. Christo was elected 5:0 passes Role of the Finance Committee Mr. Wilk spoke of the role of the FinComm. Ms. Hodges, School Superintendent also spoke on what she felt was the role of the FinComm. Ms. Hodges discussed the recent strategic planning process and working with the FinComm and the municipal side of the organization on a budget that would be transparent and completed early enough for adequate citizen input prior to town meeting. Finance Committee Minutes of June 14, 2012 1 it meetings about the electric dept. including the pilot which the Board of Selectmen have asked the committee to review. The general operations of the municipal side of the town, including both past history of budgetary operations, functions and future projections. There was a similar request for a report of the school side of the budget, both past history and future projections. Including the one and five year plans of both sides of the organization. Fund transfers Fund transfers from reserve fund to cover various expenses incurred through the year. $60,000 to the DPW Building maintenance fund to design and implement the first phase of the town wide telephone system beginning with the replacement of the system at the high school. School dept. and town staff reviewed the condition of the high school phone system noting that the system fails sometimes 2 to 3 times a day and has to be rebooted. Parents are having difficulty contacting the school and some have become concerned that children might be in danger due to the inability to communicate. In addition, messages are not being received and numerous other issues have occurred. The system is badly outdated and cannot be repaired. The DPW employed a consultant to examine the possibility of creating a town wide voice over IP system that could be built in stages to serve all town facilities including the schools. The proposal in this instance would be the first phase of that system. It was noted that the high school phone system was included in the CIP for the coming fiscal year; however sufficient funds were not available at that time. The lack of snow during the last winter left the reserve fund for the fincomm untouched so the funds are now available to begin the design and replacement of the system. There were concerns from the fincomm that this be done in a more organized fashion and while it is possible to use reserve funds this year there should be no expectation that funds will be available next year. Addition work on the system should be included in the years' budget. Motion: To approve the transfer on the condition that future costs go through CIP. (O'Brien/Christo) Roll call vote: Wilk aye, Schoonveld aye, Christo aye, Wilk aye, Bazinet aye, O'Brien aye 5:0 passes The fincomm considered a transfer to supplement the personnel services cost for the Conservation Commission. It was noted that the costs were underestimated at the beginning of the fiscal year. Motion: To approve transfer. (Christo/Schoonveld) Roll call vote: Wilk aye, Schoonveld aye, Christo aye, Wilk aye, Bazinet aye, O'Brien aye 5:0 passes Finance Committee Minutes of June 14, 2012 2 The fincomm considered a transfer to pay for additional auditing costs. It was noted that the additional costs were incurred by the time spent by the auditing firm addressing issues within the financial reports. Motion: To approve transfer. (O'Brien/Bazinet) Roll call vote: Wilk aye, Schoonveld aye, Christo aye, Wilk aye, Bazinet aye, O'Brien aye 5:0 passes The fincomm considered a transfer for p ersonnel recruitment. It was noted that the town had more retirement or staff moving on to other communities or jobs that anticipated and the cost for pr,e-employment physicals and background checks was more than anticipated. Motion: To approve transfer (Bazinet/Christo) Roll call vote: Wilk aye, 5choonveld aye, Christo aye, Wilk aye, Bazinet aye, O'Brien aye 5:0 passes The fincomm considered a transfer to cover education expenses. The transfer covers the cost of an employee that handles Medicare issues and works in the school system but is paid by the town. The additional cost came about through a union settlement that was not in place at the beginning of the year. Motion: To approve transfer. (Wilk/O'Brien) Roll call vote: Wilk aye, 5choonveld aye, Christo aye, Wilk aye, Bazinet aye, O'Brien aye 5:0 passes The fincomm considered a transfer to the town clerks personnel services account. The amount of personnel services line item was off due to an error in health insurance. The error involved having an employee having family coverage rather than single. Motion: To approve transfer (Wilk/O'Brien) Roll call vote: Wilk aye, 5choonveld aye, Christo aye, Wilk aye, Bazinet aye, O'Brien aye 5:0 passes The fincomm considered a transfer for personnel drug testing. Mr. Ross noted that names of employees that hold commercial driver's licenses are randomly selected by an independent drug testing firm. The town has no control over how many are selected on an annual basis. During the current fiscal year more employees were selected than originally anticipated. Motion: To approve transfer (Bazinet/Christo) Roll call vote: Wilk aye, 5choonveld aye, Christo aye, Wilk aye, Bazinet aye, O'Brien aye 5:0 passes The fincomm considered a transfer for personnel services in the Veteran's Office. This transfer was necessary because of increased personnel services costs due to the creation Finance Committee Minutes of June 14, 2012 3 of the new Veterans District. Mr. Ross noted that the town will receive revenue from the towns in the district that are higher than the requested transfer. Motion: To approve transfer (Bazinet/Wilk) Roll call vote: Wilk aye, Schoonveld aye, Christo aye, Wilk aye, Bazinet aye, O'Brien aye 5:0 passes The fincomm considered a transfer for personnel recruitment costs. This is for advertising for job openings during the year. Motion: To approve transfer (Wilk/Bazinet) Roll call vote: Wilk aye, 5choonveld aye, Christo aye, Wilk aye, Bazinet aye, O'Brien aye 5:0 passes The fincomm established the next meeting for June 28, 2012 at 7:30pm with a discussion to involve a presentation regarding the operations of the MMED and the pilot the dept. pays the towns' general fund. Adjournment Motion: To adjourn meeting at 8:55pm (Wilk/5choonveld) Roll call vote: Wilk aye, Schoonveld aye, Christo aye, Wilk aye, Bazinet aye, O'Brien aye 5:0 passes Respectfully submitted, William R. Ross Town Manager — d , Ia )Cl�l. 5 ature of Clerk Date of Approval Finance Committee Minutes of June 14, 2012 4