Town of Newbury
Finance Committee
Dec 19, 2005
Meeting Summary
Quorum: A Quorum being present, the meeting called to order at 7pm
Attendees: Frank Remley, Bill Cooper, Pete Morse, Dave Newbert, Larry Guay
Dec. 7 meeting minutes: 12/7 minutes were accepted without modification
Selectmens’ update: Chuck Bear: provided an update on several items
- Requested that the FinCom provide figures to the Selectmen for FY’05 and FY ’06 hosting costs and model in order to prepare a bill to Triton for the amount.
- Requested the FinCom approve a transfer from the reserve fund of $2080.00 for Fire Wage increase for JAN 1 – JUN 30 to cover salary upgrades for achievement of higher level training. The sum will be evenly split and credited to the wage accounts for Fire No. 1 and Fire No. 2. Moved / seconded / approved. Chuck will have the formal request drafted on Selectmen letterhead.
- Requested $150,000 to cover a potential Police budget shortfall for FY’06. FinCom requested a detailed breakdown of the requested amount including overtime, fuel and other areas driving the overage.
- Excess property items being prepared for auction should be ready by March 1
- When asked the status of the Lagoulis situation, Chuck stated that Vince and Jim Lagoulis are "in negotiations."
Personnel Board update: Don Bade of the Personnel Board provided an update on the following items:
- ADP system would be upgraded to start in July to include a running account if employee time off and also offer direct deposit.
- The Personnel Board is reviewing the Medical Insurance carriers.
- The Personnel Board is commencing a Job description and wage classification and leveling process for all employees. It should be complete by late spring, but could have an impact on the wage budget going forward.
- Don provided the FinCom with a Town of Newbury Organization Chart.
Budgeting Template: Bill Cooper provided the FinCom with an Excel based budgeting template for FY 06. It contains separate sheets for Overall costs, Revenues (if applicable), Capital Equipment, and Wage detail. Larry Quay suggested, and it was agreed that a letter or memorandum would go out to all Dept. heads explaining how the template should be used, and defining the process to expect starting in January. It was suggested that FY ’95 results should be included as a reference point.
Budgeting process for FY ’07: The FinCom will begin to prepare for the ’07 budgeting process at its next meeting, scheduled for January 17. The overall and process and schedule was presented, discussed and modified slightly as follows:
Preliminary FY’07 Budget Schedule
Dec. 19, 2005—FY ’07 Budget Process; cash and capital forecast (WIP); Departmental liaison assignments; Recap submission to State (Jim Cashman), etc.
Jan. 11, 2006—Triton Administration presents preliminary FY ’07 budget to school committee
Jan. 17 , 2006—FinCom meeting to Plan/Prepare budget guidelines, First pass numbers from Jim Cashman, review FY ’06 mid-yr results, agree on schedule going forward.
Jan. 25, 2006—Triton Admin meets collectively with Selectmen, FinComs, and school Committee members to present and get initial feedback on preliminary budget.
Jan. 30— Triton Budget Review Committee meets with Sandy Halloran re: prelim. Triton Budget.
Feb. 2006 – FinCom meetings with Dept. heads collectively re: budget schedule and guidelines.
Feb. 2006 – Begin individual meetings with department heads by describing the objectives, template/forms, and calendar and provide guidance for the budgeting process.
Feb. 2006 – FinCom meets as needed with Triton Admin re: Newbury’s share of FY ’07 Budget.
Mar. 2006 – FinCom meetings with Departments to review preliminary budgets
Mar. 30, 2006 – Final Budget Submitted for FinCom review and approval.
April. 2006 – Finalize budget proposal for Town Meeting; assess warrants needed.
April, 2006 – Prep. For Town meeting.
April. 2006 – Town Meeting.
May. 2006 – Follow-up meeting as needed.
Ad hoc meetings as needed throughout.
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Departmental Liaison Assignments: Department assignments were made as follows:
Library – lead Dave / backup Bill
Police – lead Larry / backup Bill
Fire – lead Pete / backup Frank
Triton – lead Frank / backup Larry
Highway – lead Frank / backup Gene
BOH – lead Bill / backup Dave
Town Hall – lead Gene / backup Pete and Dave
- A full calendar and guidelines package will be assembled. Dave to draft the items to include.
- Jim Cashman will hold a tutorial on the Cherry Sheet process for the committee – date TBD (early Jan).
- Chuck Bear to request DOR rep (Everett) to provide a seminar on the ’07 budgeting process. Date – TBD – early Jan.
Treasurer’s update—Jim Cashman provided the most recent audit report and management letter, which was for FY 04. He is working on the projected expense section of the cash flow forecast and will email it to all members soon.
Adjourn—With no other business to discuss, the Meeting adjourned at 9:10
Next meeting – Jan 17 at 7pm