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HomeMy WebLinkAboutFINCOM 01/26/2017Finance Committee Meeting January 26, 2017 RUENdED Present: Walter Wilk, Chairman; Scott Feely, Vice Chairman; Liz Christo, Clerk; Members: Bria(,0 hg)e`f%%c 5$t�l b'Qr nJen Chemburkar; and Michael DeSantis ZC11 iA9 I l A 6: 0 Also Present: William Ross, Town Manager; John Stanbrook, Finance Director and Town Accountant; Lee Azinheira, Director Public Works; Mark Cook, Highway Operations Manager; and Carrie Champagne, Minutes Clerk i I , i t t t 11,. n oc I ;� 1. Call the Finance Committee meeting to order and review the agenda Chairman Walter Wilk called the meeting of the Finance Committee to order at 7:03pm. A quorum is present. 2. Introduction of Carrie Champagne, Minutes Clerk Carrie Champagne the new minute's clerk was introduced. She is dedicated to minutes on a part time basis. Mr. Ross mentioned that she is supporting other committees and money was pulled out of each committee and it is a net neutral expense. Mr. Wilk asked that the meeting be taken out of order and no one objected to starting with the DPW Budget. 3. DPW Budget Overview Lee Azinheira and Mark Cook presented handouts titled Highway Division FY18 Budget Presentation and Department of Public Works Budget Totals. Mr. Wilk asked what is driving the DPW budget and Mr. Azinheira states that the increase is due to the request for one skilled laborer (additional laborer requested through sewer department) and one heavy equipment tech. When looking ahead at a five year plan a tree crew is being requested. Comparing years past the department has gone from fifteen employees in 1988 and has reduced down to twelve employees in 2016, despite the town's population increases. When comparing to surrounding towns Mansfield has less DPW employees, but has increased responsibilities of the sewer collection system. The two skilled laborers would be able to start routine sewer line and sewer manhole maintenance, and begin to assess the condition of the sewer lines using video. Currently only emergency situations are being addressed. It has been about a decade since routine maintenance has been done and sixty percent of the town is hooked up to sewer. If there is a sewer backup the town could be found liable for not having regular routine maintenance, especially from grease buildups. Mr. Cook states that there is enough work to keep this person and the person from the sewer department busy for the next five years to catch up. The maintenance would start with the known problem areas of downtown. Mr. Wilk asked which position was more important a skilled laborer or heavy mechanic tech. Mr. Azinheira and Mr. Cook both stated a skilled laborer. Ms. Christo added that the mechanic was not put forward through the town budget already. Mr. DeSantis asked if would make sense to outsource to get caught up like some of the other things in town that are outsourced. Mr. Ross states that the only outsourced work is the tree work for the electric department. The cost to use Asplundh is very high but the work is specialized with high voltage lines. Dollar wise is very expensive and would work not make sense for that company to handle regular tree work. Mr. Azinheira commented that he tree trimming and brush cutting work is also being done as response to complaints and safety issues, not as regular maintenance. Mr. Azinheira would like to be proactive and have a schedule so trees can be cut appropriately during the correct time of year to avoid damaging or killing trees, as well as to maintain aesthetics of the trees. Mr. Wilk questions why parking is in the DPW budget. Mr. Ross provided some history that Mr. Azinheira is responsible for managing this enterprise fund that is self -supported. Mr. Azinheira is recommending an increase from $2 to $3 for a parking spot at the MBTA lot. Mr. Wilk commented that the lot is fully utilized, but Mr. Ross confirms it is still underfunded. Mr. Azinheira states that the switch to park mobile and the machines are convenient to the user, but these convenience fees cost $80,000. The discussion then moved to road bonds. The current program began 5 years ago and was capped at $2,000,000 per year for milling and overlay. Mr. Ross commented that before we increase the amount we need to look at fiscal capacity and the levy. Mr. Azinheira states that before asking for more money, he would like to update the pavement management program. This assessment was used previously to identify the road bond amount last time, and would help identify the appropriate amount to ask for next year. Mr. Azinheira states that in the spring the roads are assessed for winter damages. 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Mr. Feely suggested that the packet Mr. Neal Boldrighini prepared be distributed to the Finance Committee before the next meeting. 9. Annual Town Meeting Warrant Discussion Mr. Wilk explained the memorandum that was sent out on 1/19/17 to boards and committees. This is a procedural notice and gives the time line of when warrants need to be submitted to the town clerk for the annual town meeting. Mr. Wilk further explained that the April town meeting will be opened on the night of April 11`h and then closed stating it will reconvene at a date in May. This allows the town to approve a budget that is 99% accurate. The state numbers are in by this point and it prevents hiring of staff that would then need to be laid off. 10. Discussion of next steps on Municipal and School budgets Mr. Wilk commented that there is a deficit of $1,600,000 with potential to be $1,800,000 because of the rise in healthcare. Mr. Wilk noted that this number is high, but still not as high as year's pasts where it was upwards of $3,000,000 to $5,000,000. Mr. Ross states that the health plan renewal rates are much higher than expected. One plan is a 14% higher than last year's rate, and majority of the employees are on this plan. The other plan has a 20% increase, and these rates are not supportable. Mr. DeSantis asked what is causing this huge increase. Mr. Ross answered that the group has diminished in size. Some municipalities left to go to the GIC. He also states that rates should have increased instead of using up the surplus. Mr. Wilk suggests that healthcare should be a separate meeting because it is a huge piece of the budget at $14 million. 11. Board Updates CIP: No update Audit: No update Budget: No update, meeting is next week. School Committee: Mr. Chemburkar stated the school committee was straight forward and focus is on the long range plan. Ms. Christo says the emphasis continues on technology and trying to manage the stress level of students with the new seven classes versus the five classes per day schedule. DPW/Public Safety Complex: Mr. Wilk commented that work continues and Mike Ahern says they are on schedule to complete the complex on time at this point. The foundation is the next thing for them to complete. Downtown Strategy Committee: Walter Wilk commented that the committee is working to get flags for downtown light posts. Brush will be cut behind Jimmy's where there is additional town parking and add lights for better safety and visibility. Trash bins that affix to light posts are also going to be installed. Mr. Wilk asked Mr. Eagle to speak with Mr. Schoonfeld on the new growth numbers, commenting that there are several variables that a tax rate cannot be tied down. The selectmen at their discretion can change the tax rate and properties can be reassessed. The end result needs to easily understandable by residents and should contain two to three slides, one of which that explains variables in growth. Residents want enough information and confidence that the committees did their jobs. 12. Calendar though Town Meeting Next meetings will be 2/9, 3/2, 3/16, 3/30 and potentially 4/13. Carrie will not be present for 3/2 committee meeting but will take minutes from watching the video recording. Mr. Wilk commented last year we were done early and just had to wait for the state numbers to come in. 13. Items not known within 48 hours None 14. Audience Q/A None 3Page I Ina , , [ enm m I i t o «,_ N ee tl ny January za, 201] 15. Committee member comments None 16. Adjourn Meeting Motion: To adjourn meeting at 9:1O13M. (Feely/DeSantis) Passes 7:0 Clerk Signature Minutes Clerk Signatur Minutes prepared by: Carrie Champagne Documents Used in this Meeting: 3--16. 17 Date 3 -Ib -17 Date Highway Division FY18 Budget Presentation Department of Public Works Budget Totals Town of Mansfield FYII-FY18 School Budget Town of Mansfield FY17 List of Outstanding Indebtedness Town of Mansfield FY18-FY19 Complex Debt Exiusion Calculations as of 1/26/17 Town of Mansfield FY16-FT17 Balance Sheet Account Comparison for Sewer Enterprise Fund as 12/31/16 Odyssey Advisors -Finance Statement Disclosure as of July 1, 2014 Town of Mansfield Closing of Annual Town Meeting Warrant 41Page ilna nc� Committee Mee[InE la nua ry 2fi 203!