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HomeMy WebLinkAboutMinutes - AC - 06/22/2017 Town of Cohasset Advisory Committee Minutes, June 22, 2017 DRAFT PLACE: Selectmen's Office, Town Hall ATTENDEES: Advisory Committee Also attending Nan Roth, Chair - Chris Senior, Town Tanya Boddell Manager Paul Carlson George Chamillard .John Chapman Richard Fitzpatrick Helene Lieb 7:01 PM Chairman Roth called the meeting to order The minutes of thejune 5 meeting were reviewed. Carlson noted that he had found two typos in the version sent to the members. Lieb moved approval of the revised minutes, Chamillard seconded. The vote was 5-0. Roth opened the discussion about ways to improve the committee's work and procedures. She noted written comments from Chamillard, Chapman and Carlson that she had distributed. Lieb noted that she had also sent out a comment. Carlson reviewed his comments which included the wording from the Town By-Laws governing the committee's work. His key points were: 1. We need warrant articles and budget recommendations earlier. We can work with BOS and Town Manager to impose earlier due dates for the budget and warrant articles. 2. To the extent feasible, we should target putting all our recommendations as well as brief supporting statements in the mailed warrant. Page 1 1 3. Revive the Budget Summit composed of members of the Board of Selectmen, School Committee and Advisory Committee along with key staff to review our financial picture and budget outlook. 4. Engage our liaisons more actively in the departmental budget discussions. Chamillard stated that with the 61/39 formula, it is hard for us to add value when each department meets their budget limit. We are much more likely to add value by participating in the Budget Statement. Chapman agreed that the committee should have more input into the Budget Statement and stated that the liaisons should be more involved with the departments as they create their budget. Lieb noted that in her experience on the School Committee, the key work was done before the budget was prepared. The work on the annual goals and objectives forced the budget line items. Senior stated that the Board of Selectmen does its budget message in September and publishes it in October. Advisory should be involved in August and September. Also, some communities have a joint meeting of the BOS, SC and AC early in the process. Roth stated that our budget preparation should begin shortly after the Special Town Meeting. Also, we should consider setting a goal that was less than the mandated maximum under Prop 2 %. A joint meeting could be scheduled for September. Chamillard stated that if people thought 61/39 was unsustainable, we should establish criteria for change. Also, we need the key data earlier so that we can make recommendations.. Senior noted that all our labor contracts expire June 30, 2018. He need guidance about how much the town can afford. Roth stated that for us to have input into the negotiations we should meet with the School Committee to discuss the parameters. Therefore, we need to meet with Senior in the October/November timeframe for an overview. Senior also noted that there may be impacts on our budget from decisions made in Washington regarding Medicaid and school aid. Roth will make a preliminary calendar for the first half of FY18. Chapman would like to see standardized reports. Senior replied that the detailed budget with the narrative should be available by January. Last year was the first time the town tried this. Page 1 2 Chamillard stated that we should first look at the budget from the 50,000 for level to determine the big issues. Are we happy with what we have? Should we spend to the Prop 2 %2 max? Should we be putting more than $100,000 into OPEB account? Bodell noted that we have met most of our financial objectives. Senior stated that as a result of meeting these objectives, we do not have to allocate as much new money to reserve accounts. Priorities going forward are the Town Hall renovation, a road rebuilding policy, a new public safety building. Bodell: should we set a higher target for OPEB? Chamillard: We will only get higher productivity if we constrain spending. Chapman asked whether the selectmen want to hear from us before the budget message. Fitzpatrick stated that the biggest budget problem area is the independent commissions, such as water and sewer. Roth noted that we need a liaison to the town hall committee. Carlson stated that a joint budget meeting with BOS, SC and AC needs an agenda and a strong chairman. Senior suggested Lisa Uglialoro, the town's human resources manager, would be a good chair. Senior noted that the committee chair has a role in the hiring of a new town accountant. Chapman stated that we need more focus on major budget items. We should also have a liaison for the town hall project. Bodell noted that the Long Range Planning Group will make a presentation to the BOS next Tuesday, the 27tn 8:40 PM Chapman moved adjournment, Bodell seconded. The motion passed 7 - 0. Respectively submitted, Paul Carlson Page 1 3