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HomeMy WebLinkAboutFINCOM MIN 10152009 Town of Mansfield Finance Committee Minutes of October 15, 2009 I f'~ r.... ;-) t.-""- j i i[~E Attending: James Lazzara Charlene Lavin Andres Gazzola Tommy Ratliff Jack Goldberg Karl Chambers (arrived late) ~ -0 1.1. ,.,,')) ;;. .:: J Motion: To Open at 7:30p.m. (Lavin - Lazzara) 5 - 0 Passes Mr. Lazzara began the meeting by stating that the state was drastically short on revenue for the month of September; and that they have not yet identified which cities and towns will have cuts, but that the town should be prepared for that to happen. Mr. Gazzola said that the town does not know where they stand yet in regards to actual numbers for year to date. He said that he spoke with Mr. Aptowitz and Mr. Riccio and that they had a meeting planned for the following week with the people who are taking over the conversion of the accounting software. Mr. Lazzara said that the cost of healthcare for the town has gone up during the first three months of the fiscal year. He said that there are more people that have signed onto the town's plan. Mr. Gazzolo said that they will have a better idea on numbers after the meeting the following week and that they will need to work out timelines for budgeting. He said that because of the conversion to the new system they do not have any historical data to use. He said that with a new Town Manager and a new Town Accountant not having that historical data will make things more difficult. Mr. Goldberg mentioned that the Audit Committee held their first meeting and that they suggested that finance employees in the town meet with the Finance Committee on a quarterly basis to keep them up to date. Mr. Gazzola said that with the old accounting software they received a year to date report every month as well as the Town Manager or Town Accountant reporting to the Finance Committee anytime there was a change to an account of more than 20%. Mr. Goldberg said that the Audit Committee request was just to keep that going and to keep the communication open. Mr. Gazzola acknowledged that it hadn't been done in two to three quarters and that they should return to that system. Mr. Gazzola said that he would provide updates for Jason Porter of the Audit Committee on that topic. Mr. Gazzolo suggested that the schools and town administrators mark a certain amount of money and then not spend it in preparation for what will likely be coming from the state. He said that they can start a freeze now and then may still need to make further reductions in the future. He said that he would like to see a $300,000 reserve. Mr. Lazzara said that he would send a memo to the town administration and to the schools regarding this. Mr. Gazzolo said that there ;s a meeting scheduled for the following week to discuss the union negotiations. He said that the Finance Committee made a presentation to the School Committee and the Board of Selectmen in executive session two weeks earlier that outlined the five year projections for the town. He said that with no changes the town would be faced with a multimillion dollar deficit within a very short amount of time. He said that Mr. Lazzara, Mr. Aptowitz and Mr. Riccio have been working on the healthcare and benefits package to look for potential savings and this area is what would cause the majority of the deficit. Mr. Lazzara said that the town has to look at available plans that have a smaller rate of increase. Mr. Gazzolo said that the town needs to make sure that they are consistent with what ~ I 'I' they offer across the board. Mr. Lazzara said that they will look at budgeting by departmental costs and that each department could be responsible for their own costs. Mr. Gazzola reviewed the open items. He said that it was decided that the town doesn't gain anything by privatizing the ambulance service so the town has decided to keep it serviced in town. He said that they are working with the chief on creating a separate enterprise account for the ambulances and would allow for replacement as necessary. Mr. Ratliff said that a separate enterprise account would help to segregate funds for that purpose. Mr. Gazzola said that in regards to TIF they would be meeting within the coming weeks and that there has been a TIF request. Mr. Gazzolo said that the Finance Committee would be working on the unfunded liability in their workshop following the meeting. Mr. Gazzolo asked about the cost of the dam. Ms. Lavin said that CIP hasn't really looked at the dam in some time since there is no money in CIP. Mr. Lazzara asked about formatting a budget or setting parameters for a budget; in the past the Town Manager has been responsible for that. Mr. Gazzolo said that he would like for Mr. Riccio to work on that with the Finance Committee. Mr. Lazzara said that the budget will need to be presented by January 1. Mr. Gazzolo said that he would try to have Mr. Riccio present for the next week's meeting. He also said that it will be difficult for the Finance Committee to do anything until the conversion has been finalized. Mr. Lazzara said that they should make sure that the Finance Committee model aligns with the changes that have been made. Mr. Gazzolo said that he met with the electric department about the possible sale of the electric department. He said that the manager is getting more information together for the Finance Committee. Mr. Gazzolo said that the town is going ahead with the search committee for the new Town Manager; he said that they have some candidates to work with. Mr. Gazzolo said that the interdepartmental transfers need to be reviewed. Mr. Goldberg mentioned that the new Town Accountant has experience in this area and would be a good person to conduct a close review of those transfers. Mr. Goldberg said that the Audit Committee met for the first time and that he thought it went well. He said that Jason Porter was named chair of the committee as he is not otherwise politically involved with the town. Vote Motion to approve the minutes of the August 6 Finance Committee meeting. (Lazzara - Lavin) 6 - 0 Passes Vote Motion to approve the minutes of the August 13 Finance Committee meeting. (Lazzara - Lavin) 5 - 0 - 1 Passes Vote Motion to approve the minutes of the August 27 Finance Committee meeting. (Lazzara - Lavin) 6 - 0 Passes Vote Motion to approve the minutes of the October 1 Finance Committee meeting. (Lazzara - Lavin) 5 - 0 - 1 Passes . ....-.........---.-.. ~ - Vote Motion to approve the minutes of the October 1 Executive Session Finance Committee meeting. (Lazzara - Lavin) 5 - 0 - 1 Passes Motion: To Close at 8:25p.m. (Lazzara - Lavin) 6 - 0 Passes ,:" 71 "(;}j' ,-- ,"I . ,/ .-'1' i .<~ .,:', \'7 ;-/) .,_ . VL i(1j ) :,( j 1/ . ./.Ii ,( f /..A )/L.:: .../ 5ign~ture of Clerk ;/( ,,', .<j(;1 i i! '..- _/ l.> Date of Approval 1'"