# finance-committee — 28 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2019-06-13-minutes-2144.txt BOARD : finance-committee DATE : 2019-06-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-06-13-minutes-2144.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06132019-2144 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== June 13. 2019 Meeting Location: Town Hall Present: Peter Beardmore, John Henshaw, Dave Passios, Jay Simeone, Michelle Walton Absent: Hannah Anderson, Terri Burchfield Also Present: Karen Brochu, Dir. of Town Finances 1. Call to Order: • John Henshaw, Vice-Chair called the meeting to order at 7:00 pm. This meeting is not being recorded for broadcast on the Lunenburg Public access channel. 2. Communications: Public Comment: • John Henshaw recognized the contributions made by Dave Passios and Peter Beardmore to the Town's Memorial Day ceremony this past May 27th. New Communications: • Dave Passios said that the Board of Selectmen was considering advertising all prospective openings on boards and committees as open irrespective of whether an incumbent was running for another term. 3. Committee Reorganization Upcoming: • At the first meeting of each new fiscal year the Finance Committee reorganizes. This will be at the July 11 meeting. • Reorganization entails voting for a chairman, vice chairman • , and secretary to serve a one-year term. • All members on the committee are eligible to run for any of these positions. 4. Proposed Review of the Town's Financial Policies: • Dave Passios had recommended in May that the committee review the Town's financial policies, especially the policy on borrowing. As a role of the Finance Committee is to make recommendations about the financial policies and as they have been in place for a few years now, the committee began this process at this meeting. At the meeting we all got printed copies of these policies to review. Links to the policies are on the Board of Selectmen page on the Town's website. • This committee can recommend changes to the policies and the Board of Selectmen will decide whether to adopt the recommendations. • The BOS has modified these policies over the years. • This committee will continue the review when more members are present, probably at the July 11 meeting. ===PAGE 2=== Lilialy- michene will sentuule a meetig On the hurdry s capildi letus Will wilit Haman, library director, herself and John Henshaw. DPW - John H. Police Dept - No liaison Fire Dept - No liaison Schools & Monty Tech-Hannah A. Green Comm Task Force-Jay S. Sewer Commission -Jay S. Land Acquisition Committee - Terri B. None None None None None None None 6. 7. Minutes: There were no minutes to review. Town Manager/Financial Officer Report: None. 8. Committee Comment: Peter Beardmore suggested two topics to be scheduled for upcoming meetings, prior to the FY21 budget review process: • Discuss strategies to address potential consequences of the Town's changing demographics at a joint meeting with the Board of Selectmen, particularly with respect to school enrollment in the coming years. Peter suggests inviting the Town's Land Use Director to attend to share insights he may have regarding new service demands we should anticipate from developments on Howard St. and Hollis • Ask the Town Manager to present her process and methodology for building her budget proposal, and an ideal calendar for oversight in pearing with the Boat new race Commi and So toey are prioritized relative to anticipated outcomes, existing functions, available funds, compliance, etc. 9. Public Comment: None 10. Next Meetings: • July 11, 2019 & July 25, 2019 11. Adjournment: Jay Simeone moved to adjourn and Michelle Walton seconded the motion. The committee voted 5-0 in favor. Meeting adjourned at 7:55 pm. RECEIVED & FILED •JUL 15 2019 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-07-11-agenda-2145.txt BOARD : finance-committee DATE : 2019-07-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-07-11-agenda-2145.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07112019-2145 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, July 11, 2019 7:00 PM Town Hall AGENDA 1. Open meeting 2. Communications • Public Comment 3. Committee Reorganization 4. Request for joint meeting 5. Budget process initial review 6. Committee/Department updates/assignments 7. Minutes 8. Town Manager/Financial Officer Reports 9. Public Comment 10. Next Meetings • July 25, 2019 • August 8, 2019 11. Adjournment ======================================================================================== DOCUMENT : 2019-07-25-agenda-2146.txt BOARD : finance-committee DATE : 2019-07-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-07-25-agenda-2146.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07252019-2146 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, July 25, 2019 7:00 PM Town Hall AGENDA 1. Open meeting 2. Communications • Public Comment 3. Request for joint meeting/presentations 4. Department Head meet and greets 5. Budget process initial review 6. Committee/Department updates/assignments 7. Minutes 8. Town Manager/Financial Officer Reports 9. Public Comment 10. Next Meetings • August 8, 2019 • August 22, 2019 11. Adjournment ======================================================================================== DOCUMENT : 2019-07-25-minutes-2146.txt BOARD : finance-committee DATE : 2019-07-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-07-25-minutes-2146.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07252019-2146 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Finance Committee: Terri Burchfield, Chairman Michelle Walton, Vice-Chairman Peter Beardmore, Secretary John Henshaw Jay Simeone David Passios 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Lunenburg Finance Committee MINUTES for July 25. 2019 Meeting Approved Uninamously on August 8th, 2019 Location: Present: Absent: Town Hall Terri Burchfield, John Henshaw, Dave Passios, Jay Simeone, Michelle Walton Peter Beardmore 1. Call to Order Terri Burchfield, Chair called the meeting to order at 7pm (all expected members were in attendance). This meeting is being recorded for broadcast on the Lunenburg Public Access channel. • Terri Burchfield announced that during the previous meeting the committee determined that all future meetings will be televised and recorded unless there is a reason to not televise the meeting. 2. Public Comment • Michelle Walton read a prepared statement proposing the board agree to goals to accomplish over the course of the current fiscal year. She included some ideas that could be considered: Evaluate staffing levels against industry standards. Cost/benefit analysis of salaries vs. training vs. outsourcing. Build and maintain a comprehensive list of all municipal ===PAGE 2=== • Resident David Rodgers: Inquired what the anticipated Chapter 70 and 90 numbers were and how they compare to the town budget. The town manager and Terri Burchfield reported that the numbers are still not final. Mr. Rodgers also expressed concern that the budgets for the Parks Department and Cemetery Commission were not prepared or ratified by their respective committees, but were rather proposed by the town manager as part of the overall budget. He encouraged the Finance Committee to invite these elected boards for presentation or comment as part of the budget process. Mr. Rodgers also inquired about analysis of the effects of anticipated housing developments in town. Terri Burchfield advised that demographic trends and anticipated changes would be included in the joint meeting that would be discussed later in the agenda. Mr. Rodgers also requested that the committee identify and explain what funds are "discretionary" during the budget process. He advised that the committee adopt a "cautiously optimistic" plan. Mr. Rodgers also requested that the committee take a look at the Master Plan work that the Planning Board is outsourcing and suggested that the work should be done by the Land Use Director instead. 3. Request for Joint Meeting/Presentations • Terri Burchfield recommended that in response to the School Committee's invitation for a joint meeting that the Finance Committee propose a 'symposium' presentation in October; delivered by the Town Manager, Superintendent of Schools, and Land Use Director; and overseen by the chairpersons of the Board of Selectmen, School Committee and Finance Committee. The chairpersons could then call upon their respective members, and the public, for questions and comment. This would allow the presenters to focus on delivering relevant information (outside of the context of any specific budget or budget request) and alleviate the confusion that comes with moderating a meeting of three committees, nearly twenty members, and the public. The topic of the symposium would focus on the anticipated effects of development and shifting demographics on town services over the next several years. • The Town Manager expressed support for the 'symposium' concept. ===PAGE 3=== Superintendent of Schools, and Land Use Director as outlined above. 4. Department Head Meet and Greets This topic came up and was discussed in Budget Request for Joint Meeting/Presentation discussion. Finance Committee will extend invitation, through the Town Manager, for discussions with department heads during regularly scheduled meetings in the fall. 5. Budget Process Initial review This topic came up and was discussed in Budget Request for Joint Meeting/Presentation discussion. Town manager agreed. Presentation will be scheduled for a meeting in September or October. 6. Committee/Department updates/assignments • Terri Burchfield: Grants have been filed by the Land Acquisition Committee for acquisition of land off Northfield Road. 7. Minutes • From 7/11/2019: Accepted (John Henshaw motioned/David Passios seconded; unanimous) 8. Town Manager/Financial Office Reports • Four earmarks were included in the joint budget resolution and are awaiting signature by the Governor. • $100,000 self-contained breathing apparatus • $165,000 fuel tanks $40,000 Eagle House HVAC $27,000 handicapped ramp at town hall Bonding for school project are in process for issue in January ===PAGE 4=== 9. Public Comment • Resident David Rodgers asked where the need for the handicap ramp for town hall was previously discussed or addressed. The Town Manager responded that it was considered in the capital planning process, but not included in the budget proposal. Also Mr. Rodgers asked for clarification on the budget structure for the Parks Department and Cemetery. The Town Manager clarified as outlined above. Also Mr. Rodgers asked for clarification on how the impact of new development will be considered Terri Burchfield explained that this will be included in the joint meeting/symposium. Discussion ensued about the historical effects of new development on the school department. John Henshaw explained some research that he had done, initially indicating that there had been no immediate increase in school population resulting from developments over the past ten years. Additional factors, such as aging population demographics and exit of Shirley students, need to be considered. 10. David Passios highlighted the effects of additional vetting on certain budget items, specifically suggesting that the scrutiny on the fuel tanks lead to their partial-funding in the state budget. He asked that in the future, additional vetting should happen in advance for similar requests. Next Meeting • August 8, 2019 11. • August 22, 2019 Adjournment • Jay Simeone motioned/ David Passios seconded; unanimous approval ======================================================================================== DOCUMENT : 2019-08-08-agenda-2147.txt BOARD : finance-committee DATE : 2019-08-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-08-08-agenda-2147.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08082019-2147 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, August 8, 2019 7:00 PM Town Hall AGENDA 1. Open meeting 2. Communications • Public Comment 3. Request for joint meeting/presentations follow up 4. Discussion of goals 5. Budget process initial review schedule 6. Committee/Department updates/assignments 7. Minutes 8. Town Manager/Financial Officer Reports 9. Public Comment 10. Next Meetings • August 22, 2019 • September 12, 2019 11. Adjournment ======================================================================================== DOCUMENT : 2019-08-08-minutes-2147.txt BOARD : finance-committee DATE : 2019-08-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-08-08-minutes-2147.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08082019-2147 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Finance Committee: Terri Burchfield, Chairman Michelle Walton, Vice-Chairman Peter Beardmore, Secretary John Henshaw Jay Simeone David Passios 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Lunenburg Finance Committee MINUTES for August 8. 2019 Meeting 4N/22 Location: Present: Absent: Town Hall Terri Burchfield, John Henshaw, Dave Passios, Jay Simeone, Peter Beardmore Michelle Walton 1. Call to Order Terri Burchfield, Chair called the meeting to order at 7pm (all expected members were in attendance). This meeting is being recorded for broadcast on the Lunenburg Public Access channel. 2. Communications Terri Burchfield circulated the most recent edition of The Beacon. • Public Comment David Passios reported that he attended a community event in Lunenburg, Vermont and learned that they experience many of the challenges in local government that we do in Lunenburg, MA. 3. Request for Joint Meeting/Presentations RECEIVED & FILED SEP 2 3 2019 LUNENBURG TOWN CLERK OFFICE ===PAGE 2=== John Henshaw reported that he inquired as to the timing and extent of new development projects from the land-use director. John's outline is attached in Appendix A. Peter Beardmore added that demographic shifts in town (particularly the rise of population between the ages of 60-80 years of age), and their likelihood to sell homes to younger families need to be considered as part of the discussion. • Peter Beardmore added that he would like the process to not only be informational with respect to trends in demographics, tax base, and school district needs, but ultimately land on some policy that make top-line budgeting for the school district more predictable and formula-driven. Terri Burchfield will continue to follow-up with the invited participants with the aim of arriving at a date and time specific for the symposium. 4. Discussion of Goals • We are still collecting ideas for goals, to be discussed at next meeting. • Peter Beardmore requested that we prioritize definitions of "Level Services" and related terms so as we can better advise department heads and other budget holders. • Terri Burchfield reported that on July 9 she emailed the Board of Selectmen about reviving the "Service-Level Committee". She had not received a response and will re-engage. • Terri Burchfield and Dave Passios both highlighted the incongruity and ripple-effects of adding staff in a so-called level services' budget. John Henshaw suggested we look at comparable work from other towns for budgeting definitions. ===PAGE 3=== Goal is to have the town manager brief the budget process plan and methodology in September or October, ideally prior to the symposium. 6. Committee/Department updates/assignments Peter Beardmore reported on the school Committee meeting on 31 July, which was convened for the purpose of addressing the elementary school busing / drop-off procedure, requiring that elementary-age students must have a parent or older sibling meeting them at drop-off (5th grade is waiver-able). Walkers policy was also changed, effectively ending unaccompanied students walking home from school (except for grade 5). Unclear as to if there will be any spending ramifications of these policy changes. Also, there have been no enrollment spikes as of July 24th, Also, 9 students have been accepted into school-choice during the summer. Out- going school-choice numbers have not been discussed. Also, there have been findings of lead and copper during water testing this summer. There will be communication to parents upcoming. Also, school starts on August 27h, Also, after a food-services audit, lunch costs have been set at $3 across the system. Also, there have been 2 new secretaries hired, there has been one additional retirement announced, and two resignations. Peter Beardmore has asked if there will be a budget update on the effects off changes that occurred during the summer. 7 Minutes • From 7/25/2019: Accepted (John Henshaw motioned/Jay Simeone seconded; unanimous) 8. Town Manager/Financial Office Reports • Terri Burchfield inquired of the Town Accountant for clarification on Chapter 70 funding in the state budget and how that related to the town budget. • Town Accountant: Final Cherry sheet vs. estimates incorporated in town budget: Increase in Ch 70 funding of $32,622 ===PAGE 4=== Increase assessment of School Choice Sending Tuition of $74,320 Decrease assessment of Charter School Sending Tuition of $6,189 Total Increase in Assessments of $68,131 Overall, we are net-negative vs. budget of $7,815 • MSBA audit is near complete for school project, final payment is expected in October or November, for issuance of final bonds in January. Discussion ensued about what could potentially drive the need for a special town meeting. We are waiting on growth certification and resolution on excess funds on the fuel tanks project before determining the need or timing for a special town meeting. David Passios expressed concern about communications relating to Cherry Sheet increases without context, which was reported in local newspaper: 9. Public Comment • Dave Passios commented in support of the new school district busing policy, indicating a past incident he experienced as a parent. 10. Next Meeting • August 22, 2019 (we may begin discussions on goals and level services) • September 12, 2019 1L. Adjournment • Jay Simeone motioned/ John Henshaw seconded; unanimous approval ===PAGE 5=== 1. School Enrollment from School Dept Presentation 10 1,676 Change Cumul: Cum. 15-19 1,627 (49) (49) - 12 1,617 (10) (59) 13 1,564 (53) (112) - 14 1,553 (11) (123) - 15 1,545 (8) (131) - 16 1.563 18 (113) 18 17 1,587 24. (89) 42 18 1,612 (64) 67 19 1,622 10 (54) 77 Enrollment increased 5% in five years from 2015-2019 2. Residential Construction, ten years from 2010-2019: Adam Birney 2010: Emerald Place 238 units, Tri-town Landing 130 units. Minor effect if any on school enrollment. Single Family homes/condos: 2014: 14/0 2015: 20/3 2016: 28/2 2017: 13/? 2018: P/120 (Whalom Luxury Apts.) 3. Prospective Construction: Howard Street: Total 120 units, 24 units (20%) 55+, 25 units per year spanning 5 years. 3-4 bedroom homes. Because no sewer system, required distance from well & sewer may reduce the number of units. Hollis Hills: 146 units, per 2016 building permit, which may expire (3-year permit limit). 4. School Chap 70 & Monty Tech 2015 - 2020: 15 16 17 Chapter 70 5,605,872 5,834,483 6,351,257 Monty Tech 710,814 799,478 890,058 Assess. Source: http://www.doe.mass.edu/finance/chapter70/ FlnComm>Prep-Notes-190808-Meeting 18 7,272,505 824,011 19 7,538,072 618,008 T 20 7,771,740 783,987 ======================================================================================== DOCUMENT : 2019-08-22-agenda-2148.txt BOARD : finance-committee DATE : 2019-08-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-08-22-agenda-2148.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08222019-2148 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, August 22, 2019 7:00 PM Town Hall AGENDA 1. Open meeting 2. Communications • Public Comment 3. Request for joint meeting/presentations follow up 4. Discussion of goals 5. Building Design Committee 6. Committee/Department updates/assignments 7. Minutes 8. Town Manager/Financial Officer Reports 9. Public Comment 10. Next Meetings • September 12, 2019 • September 26, 2019 11. Adjournment ======================================================================================== DOCUMENT : 2019-08-22-minutes-2148.txt BOARD : finance-committee DATE : 2019-08-22 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-08-22-minutes-2148.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08222019-2148 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Finance Committee: Terri Burchfield, Chairman Michelle Walton, Vice-Chairman Peter Beardmore, Secretary John Henshaw Jay Simeone David Passios 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Lunenburg Finance Committee MINUTES for August 22. 2019 Meeting Location: Present: Town Hall Walton Terri Burchfield, Dave Passios, Jay Simeone, Peter Beardmore, Michelle Absent: John Henshaw 1. Call to Order • Terri Burchfield, Chair called the meeting to order at 7pm. This meeting is being recorded for broadcast on the Lunenburg Public Access channel. 2. Communications • Terri Burchfield announced the invitation for the volunteer reception at the Eagle House on Thursday, September 19th, from 6-8PM. Public Comment • David Passios commented on the Solar Project proposed for Electric Avenue which was discussed at the preceding BOS meeting. He is concerned about due diligence prior to signing of an agreement. RECEIVED & FILED SEP 2 3 2019 LUNENBURG TOWN CLERK OFFICE ===PAGE 2=== ===PAGE 3=== resident and parent and not on behalf of the Finance Committee, though he recognized that the costs imposed on families of students benefiting from a "free and public education" was an issue that he is concerned about both as a member of the community and as a member of the Finance Committee. Terri Burchfield advised that it is best practice to specify when speaking as a member of the community. • Planning Board Chairman Matthew Allison advised that the Planning Board is beginning the Master Planning process and discussing formation of an Economic Development committee. He welcomes comments and input from Finance Committee. 3. Request for Joint Meeting/Presentations Terri Burchfield announced that she has sent an email to the chairs of the Planning Board, School Committee, and BOS to schedule a joint meeting or symposium. She is awaiting responses. She asked that members email her specifically to outline their availability during the month of October. Terri Burchfield announced that she has emailed the department chairs for discussions with the Finance Committee. 4. Building Design Committee / Committee Appointments • Terri Burchfield announced that requests for appointments to the Building Design Committee and the Level Services Committee were expected. • Peter Beardmore requested that the committee chairs clarify the role of the Level Services Committee and that some of the inferred intent of the committee falls within the domain of the Finance Committee. • Discussion ensued as to the role and make-up of the Building Design Committee at this stage in the process. The BOS has granted one of their appointments to the School Committee. ===PAGE 4=== 11. Adjournment • David Passios motioned/ Jay Simeone seconded; unanimous approval ======================================================================================== DOCUMENT : 2019-09-12-agenda-2149.txt BOARD : finance-committee DATE : 2019-09-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-09-12-agenda-2149.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09122019-2149 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, September 12, 2019 7:00 PM Town Hall AGENDA 1. Open meeting 2. Communications • Public Comment 3. Request for joint meeting/presentations follow up 4. Fall schedule 5. Discussion of goals 6. Committee/Department updates/assignments 7. Minutes 8. Town Manager/Financial Officer Reports 9. Public Comment 10. Next Meetings • September 26, 2019 11. Adjournment ======================================================================================== DOCUMENT : 2019-09-12-minutes-2149.txt BOARD : finance-committee DATE : 2019-09-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-09-12-minutes-2149.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09122019-2149 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Finance Committee: Terri Burchfield, Chairman Michelle Walton, Vice-Chairman Peter Beardmore, Secretary John Henshaw Jay Simeone David Passios 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Lunenburg Finance Committee Approved MINUTES for Unanamocsly September 12. 2019 Meeting 9124/10B3) Location: Present: Town Hall Terri Burchfield, John Henshaw, Dave Passios, Jay Simeone, Peter Beardmore, Michelle Walton Absent: none 1. Call to Order Terri Burchfield, Chair called the meeting to order at 7pm. This meeting is being recorded for broadcast on the Lunenburg Public Access channel. 2. Public Comment John Henshaw commented that he researched open meeting law with respect to whether a member could vote on approving minutes having not attended the meeting in question, which is acceptable. Peter Beardmore commented that he would like the board to engage in discussions with town department heads on the topic of process automation software, which could potentially lead to greater operational efficiency and cost savings. 3. Joint meeting RECEIVED & FILED OCT 0 1 2019 LUNENBURG TOWN CLERK OFFICE ===PAGE 2=== invitatons nave been extended to departel deals all selling Cales are in process. This has been complicated somewhat by the scheduling of the Special Town Meeting • Special Town Meeting has been scheduled for November 12, 2019. The Finance Committee will hold a public hearing on October 10th. The warrant closes on September 30. Consensus of the Finance Committee was also have a meeting on October 3rd at 6:30, prior to Open Meeting training which was previously scheduled. 5. Goals • The committee discussed adopting the following potential goals: GOAL: Develop a working definition of Level Service, Level Funding, and hybrid alternative concepts. PURPOSE: To evaluate budget requests in a consistent manner. GOAL: Develop an instrument or method of forecasting, 5 years, budget requests and recommendations, particularly the inter-departmental affects. PURPOSE: To have a more practical and accurate projection of the financial consequences of current budget decisions. GOAL: Obtain information on the application of Free Cash as it impacts the budget. PURPOSE: Gain transparency in how we end up with Free Cash, how the Town uses Free Cash, and the priority the Town places on having Free Cash. GOAL: Gather a full accounting of operating expenses funded by non-municipal funds (ie grants, donations; does not include state funding). PURPOSE: Raise awareness of potential future budgetary exposure should the non-municipal funds become unavailable/unobtainable. GOAL: Develop a guide or framework to analyze the financial impact of new staff positions. PURPOSE: To be able to evaluate the cost/benefit of a new position in order to make a recommendation. ===PAGE 3=== appied lot two separate grants totalig approxe 9500,000. I we grants were to be approved, the cost to the town to acquire the property will be approximately $280,000. An article is anticipated for town meeting and there will be a presentation at the public hearing. Peter Beardmore reported that the School Committee met on September 4. They received an update from the business manager relating to year-to- date expenditures and they are expecting a full report relating to budgetary effects of retirements and resignations at their next meeting. The School Committee is also looking at school choice numbers. The outbound number of students using school choice is substantially higher than the inbound number (a difference of roughly 50 students). The School Committee also discussed the budget timeline, ultimately opting to begin their needs-analysis portion in late-November or December. 7. Town Manager Report • New Growth numbers should be submitted by first week of October. There will be a place-holder budget adjustment article at Special Town Meeting. • There will be a place-holder article for the police collective bargaining agreement, involving a transfer from the salary reserve account (which is an existing appropriation). • There will be an article to re-vote the Chase Road property that was acquired in lieu of taxes for conservation land. • There will be an article submitted by the Personnel Committee relating to the salary administration plan. • There may be an article to change the date for the submission of articles for the annual town meeting. • The Selectmen are considering a right of first refusal for a property on Howard Street. ===PAGE 4=== Peter bearamore commented that he belleves there is a marketing problem' which leads citizens to believe the town is operating with a surplus due to the way we purposefully create and expend free cash. 8. Public Comment • Dave Passios commented noting the passing of Janice Carrier, a great loss to the town. • Michelle Walton commented that on September 27th there will be the Massachusetts Municipal Association Legislative Breakfast from 8-10 at Fitchburg State University. Terri Burchfield commented there will be the Selectmen's appreciation night on September 19th, 6-8PM ,at the Eagle House. 9. Minutes David Passios moved to accept the minutes from August 22, 2019 meeting , John Henshaw). Approved unanimously. 10. Next Meeting • September 26, 2019 11. Adjournment • John Henshaw motioned/ David Passios seconded; unanimous approval ======================================================================================== DOCUMENT : 2019-09-26-agenda-2150.txt BOARD : finance-committee DATE : 2019-09-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-09-26-agenda-2150.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09262019-2150 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, September 26, 2019 7:00 PM Town Hall AGENDA 1. Open meeting 2. Communications • Public Comment 3. Town Manager pres entation re: budget development 4. Joint meeting October 29th 5. Committee/Department updates/assignments 6. Minutes 7. Town Manager/Financial Officer Reports 8. Public Comment 9. Next Meetings • October 3, 2019 (6 pm) • October 10, 2019 Public Hearing Special Town Meeting Warrant 10. Adjournment ======================================================================================== DOCUMENT : 2019-09-26-minutes-2150.txt BOARD : finance-committee DATE : 2019-09-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-09-26-minutes-2150.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09262019-2150 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Finance Committee: Terri Burchfield, Chairman Michelle Walton, Vice-Chairman Peter Beardmore, Secretary John Henshaw Jay Simeone David Passios 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Lunenburg Finance Committee September 26, 2019 Meeting Location: Present: Town Hall Terri Burchfield, Dave Passios, Jay Simeone, Peter Beardmore, Michelle Walton Absent: John Henshaw 1. Call to Order Terri Burchfield, Chair called the meeting to order at 7pm. This meeting is being recorded for broadcast on the Lunenburg Public Access channel. 2. Communication • Terri Burchfield outlined that the grants that were sought for land acquisition (both conversation and parks) were approved in full totaling approximately $500K for the land on Northfield Road that is under consideration for acquisition. 3. Town Manager Presentation on Budget Development Process The town manager delivered a powerpoint presentation outlining all the elements of the town budget including revenues (property tax, state aid, local receipts and other available funds), expenditures ( including discretionary and non-discretionary), non-appropriated costs, enterprise funds, and other expenditures (stabilization, special-purpose stabilization, ===PAGE 2=== when information (such as local aid and insurance numbers) become available. • Discussion ensued about the policy to incrementally increase full time positions in the police and fire departments, and the cascading etfects on overtime pay. David Passios asked what the effect would be on accelerating the hiring of new fire fighters, if that would result in a diminishing effect on overtime? • Discussion on whether the town and school department could or should agree to a long term 'get-healthy' plan. The town manager relayed an agreement between her and the superintendent of schools that budget planning would involve considering the school department's 5-year strategic plan. Discussion on the factors that are considered and the timing of the financial forecast. Could or should that happen after town meeting (or in the summer months), rather than in January? 4. Joint meeting • Joint meeting will be on October 29th at LMHS auditorium involving Finance Committee, Board of Selectmen, and School Committee. Terri Burchfield has proposed general guidelines for the speakers and has proposed that the committee chairs jointly run the meeting. The format is strictly Question and Answers directed to the speakers (through the chairs). • All involved committees will be posted in accordance with the open meeting law. 5. Committee reports Peter Beadmore reported that the School Committee met on September 18th. The meeting included building improvement reports. The high school will be going through an accreditation process this year. Mr. Londa presented a forecast of anticipated capital needs over the next several ===PAGE 3=== meeting (2na, Michelle Walton). Approved unanimously. 7. Public Comment Resident Rhonda Lissio spoke in support of the plan to incrementally increase the staffing levels in the police and fire departments, particularly because the fire department now has 24 hour coverage. 8. Next Meeting October 3, 2019, 6:00 PM (review draft of warrant articles, non-televised) October 10, 2019 (public hearing for warrant articles) 9. Adjournment • David Passios motioned/ Peter Beardmore seconded; unanimous approval RECEIVED & FILED FEB 13 2020 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-10-03-agenda-2157.txt BOARD : finance-committee DATE : 2019-10-03 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-10-03-agenda-2157.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10032019-2157 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, October 3, 2019 6:00 PM Town Hall AGENDA 1. Open meeting 2. Communications • Public Comment 3. Review Warrant Articles for Special Town Meeting 4. Next Meeting • October 10, 2019 Public Hearing Special Town Meeting Warrant 5. Adjournment ======================================================================================== DOCUMENT : 2019-10-03-minutes-2157.txt BOARD : finance-committee DATE : 2019-10-03 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-10-03-minutes-2157.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10032019-2157 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Finance Committee: Terri Burchfield, Chairman Michelle Walton, Vice-Chairman Peter Beardmore, Secretary John Henshaw Jay Simeone David Passios 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Lunenburg Finance Committee October 3, 2019 Meeting Location: Present: Town Hall Terri Burchfield, Dave Passios, Jay Simeone, Peter Beardmore, Michelle Walton Absent: John Henshaw 1. Call to Order Terri Burchfield, Chair called the meeting to order at 6pm. 2. Communication • Public Comment: None 3. Review Warrant Items for Special Town Meeting The town manager presented the draft warrant items for the special town meeting and provided a brief synopsis for each article. The articles' numbers and sequence had not been established, nor had a final review been received by town counsel. With respect to the article to acquire the property in front of the public safety building on Mass Ave., Peter Beardmore inquired if a 2nd means of egress for the public safety building had already been established during ===PAGE 2=== With respect to the article to acquire the Saliba Brothers property on Northfield Road, Dave Passios opened a discussion as to whether it would be beneficial for the town to seek a one-time capital exclusion, rather than to service the debt over time with non-excluded, capped funds. The committee took no action on any articles, pending the public hearing scheduled for October 10, 2019. 4. Public Comment • Resident David Rodgers commented, with respect to Finance Committee goal setting, that the committee should look to the role of the Finance Committee as set forth in the Town Charter, which is limited. He also commented that any future funding policies for the School Department should take into historical spending decisions. 5. Next Meeting • October 10, 2019 (public hearing for warrant articles) 6. Adjournment • David Passios motioned/ Peter Beardmore seconded; unanimous approval RECEIVED & FILED FEB 13 2020 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-10-10-agenda-2161.txt BOARD : finance-committee DATE : 2019-10-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-10-10-agenda-2161.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10102019-2161 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE 7:00 PM Town Hall AGENDA 1. Open meeting 2. Communications • Public Comment • New Communications 3. Open Public Hearing on Town Meeting Warrant Articles 4. Close Public Hearing and Deliberate/vote Recommendations 5. Town Manager/Financial Officer Reports 6. Public Comment 7. Next Meetings October 24, 2019 October 29, 2019 6:30 Joint Information Session 8. Adjournment Public Hearing for Special Town Meeting Warrant Articles Thursday, October 10, 2019 ======================================================================================== DOCUMENT : 2019-10-10-minutes-2161.txt BOARD : finance-committee DATE : 2019-10-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-10-10-minutes-2161.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10102019-2161 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John Henshaw Jay Simeone David Passios Lunenburg Finance Committee October 10. 2019 Meeting Location: Present: Absent: Town Hall Terri Burchfield, John Henshaw, Dave Passios, Jay Simeone, Michelle Walton, Peter Beardmore None 1. Call to Order • Terri Burchfield, Chair called the meeting to order at 7pm (all expected members were in attendance). This meeting is being recorded for broadcast on the Lunenburg Public Access channel. 2. Public Comment • Peter Beardmore acknowledged the passing of former Lunenburg Police Officer Pat Barney and conveyed sympathy to the Lunenburg Police Department and The Barney Family Terri Burchfield announced the planned symposium meeting scheduled for October 29th at the LMHS auditorium. Presenters will include the Town Manager, Land Use Director, and Superintendent of Schools 3. Public Hearing for Special Town Meeting Brandon Kibbe, chairman of the land acquisition committee presented Article G, the proposed acquisition of the Saliba Brothers property on Northfield Road. Of the six criteria outlined for consideration of property acquisition in the open space and recreation plan, the Saliba property meets five. The assessed value of the property is 996,900. The appraised value is 1,110,000. Negotiated price is $775,000, 22% below assessed value and 29% below appraised value. Additionally, state grants will contribute ===PAGE 2=== Dave Passios called attention to the interest costs associated with borrowing, which should be considered as part of the overall costs. • Adam Burney, Land Use Director, presented Article N submitted by the Planning Board dealing with earth removal and fill, which strikes the entirety of the existing bylaw and replaces it. The bylaw proposes to transition the licensing authority for earth removal and fill from the Board of Selectmen to the Planning Board and adjusts the thresholds and terms of licensing. Mr. Burney communicated there may be financial impacts to the town as result of the bylaw but are indirect and unpredictable. Town Manager Heather Lemieux presented the following Articles: • Article A, a budget adjustment for FY2o. Adjustments are based on final state aid figures, and an adjusted estimate to new growth ($18,367 less than annual town meeting estimate), debt principal (a required pay-down on the LMHS principal), interest and temporary interest accounts, changes to the assessor's administration fund (due to new software), tax title (increased to $24,000). The net effect of the changes come to a $78,604 surplus available for appropriation. • Article B, to purchase street lights from Unitil; or pay Unitil for conversion of the streetlights to LED. The projected cost of conversion is $65,493. We annually pay approximately $74,300 for streetlight service. Until is projecting a savings of $31,000 annual after LED conversion. The cost of acquiring the street lights from Unitil is $87,646, plus there would be subsequent costs for conversion of the lights after purchase (there are potentially grants available to recoup the conversion costs), plus costs to run and maintain the lights. The Green Communities Committee is recommending acquiring the lights, and long-term savings are expected, but more analysis is needed. It is currently unknown what option the town wants to pursue on this project. Members pointed out that the article, as written, did not sufficiently account for the purchase option, and may need to be reworded. Were the town to vote to purchase the lights at the special town meeting, it would position the town to apply for the Green Communities grants for conversion in March. A delay would likely push out the conversion project until the following-year's grant cycle. Article C, special purpose stabilization. The town manager recommended that the budget surplus be appropriated to the special purpose stabilization fund (the account was originally created for capital purchase, ===PAGE 3=== • Article E, an article to move retained earnings of $7,513.66 from Sewer Enterprise Retained Earnings to the Reserve Capacity Stabilization Fund. • Article F, the collective bargaining agreement with the Police Union has not been finalized, thus the Town Manager is unable to present figures. Dave Passios expressed concern as to whether there would be sufficient time in advance of town meeting to review the terms of a contract, would a new contract be agreed to between the Police Union and the Board of Selectmen. • Article H, to acquire 635 Massachusetts Avenue would likely be removed from the Town Meeting Warrant. • Article I, to acquire 250 Howard Street would likely be removed from the Town Meeting Warrant. Article J, to acquire 842 Chase Road by gift, rather an in lieu of taxes as has been voted in a previous town meeting. The owner of the property has requested to pay the tax balance and then gift the property to the town. Article K, to add 189 Cross Road to the Sewer Service Area map. The article was submitted by the sewer commission. There is a residence at the property that is operating on a tight tank. It is unclear as to whether the lot is subject to be subdivided, or if an extension will better other properties or what the development ramifications may be. Peter Beardmore advised caution on this article, as there is considerable undeveloped, wooded land around the property. • Article L, amendments to the Salary Administration Plan. The article would change the lifeguard position from grade 1 to grade 3, the position of Public Access Production Assistant to be added and assigned Grade 9, the position of Recreation Director to be added and assigned Grade 9, the position of Building Commissioner to be changed from grade 14 to grade 16, the position of Council on Aging Director to be changed from Grade 11 to Grade 14, and the position of Assistant Town Manager/HR Director to be added and assigned Grade 16. The only change that would reflect access to monies from the Salary Reserve Account would be the Council on Aging Director position. • Article M, an amendment to bi-laws which would change the deadlines of submission of articles for the annual town meeting. The article would move the deadline date from a Saturday to the preceding Monday. This would allow more time for town committees to consider and make recommendations prior to the printing of the warrant. ===PAGE 4=== Orchards. This would sit outside the town's quota for licenses driven by population. • Article R, a home-rule petition to authorize the Board of Selectmen to petition the General Court for an additional retail liquor license (there is no current applicant). This would sit outside the town's quota for licenses driven by population. Finance Committee deliberation and recommendations Peter Beardmore moved to recommend Article A, Dave Passios Seconded. Unanimous Approval. • Dave Passios moved to defer any recommendation on Article B to town meeting, Peter Beardmore seconded. Unanimous Approval. Peter Beardmore moved to recommend Article C, Dave Passios seconded. Unanimous Approval. • Peter Beardmore moved to recommend approval of Article D, John Henshaw seconded. Unanimous Approval. • John Henshaw moved to recommend approval of Article E, Jay Simeone seconded. Unanimous Approval. • The Finance Committee agreed to defer recommendation on Article F. • Peter Beardmore moved to recommend approval on Article G, Michelle Walton seconded. Unanimous Approval. • John Henshaw moved to recommend approval on Article J, Peter Beardmore seconded. Unanimous Approval. • David Passios moved to recommend to defer on Article K, Peter Beardmore seconded. Unanimous Approval. • John Henshaw moved to recommend approval on Article L, Peter Beardmore seconded. Unanimous Approval. • Peter Beardmore moved to defer on Article N, John Henshaw seconded. Unanimous approval. • Michelle Walton moved to defer on Article O, John Henshaw seconded. Unanimous approval. • Dave Passios moved to not make a recommendation on Article P, John Henshaw seconded. Approved 5-0-1 (Peter Beardmore abstained) • John Henshaw moved to defer on Article Q, Jay Simeone seconded. Unanimous Approval. • Dave Passios moved to defer on Article R, John Henshaw seconded. Unanimous Approval. ===PAGE 5=== 5. Next Meeting October 24, 2019, 7PM August 29, 2019, 6:30 symposium at LMHS auditorium 6. Adjournment • John Henshaw motioned/ David Passios seconded; unanimous approval RECEIVED & FILED FEB 13 2020 LUNENBURG TONY CLERK OFFICE RECEIVED & FILED FEB 13 2020 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-10-24-agenda-2151.txt BOARD : finance-committee DATE : 2019-10-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-10-24-agenda-2151.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10242019-2151 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, October 24, 2019 7:00 PM Town Hall AGENDA 1. Open meeting 2. Communications • Public Comment 3. Review Warrant Articles for Special Town Meeting 4. Department/Committee reports 5. Town Manager/Finance Director Updates 6. Minutes 7. Next Meeting • October 29, 2019 Informational Symposium MS/HS Auditorium 8. Adjournment ======================================================================================== DOCUMENT : 2019-10-24-minutes-2151.txt BOARD : finance-committee DATE : 2019-10-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-10-24-minutes-2151.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10242019-2151 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John Henshaw Jay Simeone David Passios Lunenburg Finance Committee October 24. 2019 Meeting Location: Present: Absent: Town Hall Terri Burchfield, John Henshaw, Jay Simeone, Michelle Walton, Peter Beardmore Dave Passios 1. Call to Order • Terri Burchfield, Chair called the meeting to order at 7pm. This meeting is being recorded for broadcast on the Lunenburg Public Access channel. Terri Burchfield informed the committee that there may be a need to discuss the Police Union contract on November 7th and inquired it the members would be available. All present members indicated that they would be available • Terri Burchfield reminded members and the public of the informational symposium at 6:30 PM on October 29th. Terri Burchfield confirmed that all members, with the exception of Peter Beardmore, would be available for the special town meeting on November 12th. 2. Public Comment Peter Beardmore commented that the regular schedule only includes two regular meetings in the current calendar year and expressed concern that the committee would be able to make progress on informal discussions with department heads prior to budget season as well as make progress on committee goals, particularly arriving at definitions relating to spending levels. Terri Burchfield reported that she has heard back from four departments and will schedule those, as well as follow up with departments that she hasn't connected with. 3. Warrant Articles for Special Town Meeting ===PAGE 2=== constitutes financial impact and would trigger a Finance Committee position, and as to whether a recommendation of the finance committee relating to the health of a particular business may establish precedence without having been considered as policy. Terri Burchfield commented that her view of the role of the Finance Committee is to take positions on budgets before us. Terri Burchfield also commented that she wants to follow-up on economic development with the Planning Board. The committee took no additional action on the articles. • The town manager reported that the Board of Selectmen held a hearing on Butterfly Lane and accepted the layout. Terri Burchfield asked if the town has a road acceptance policy? The town manager reported that the BOS has a process, but town meeting voters are under no obligation to accept the road. Terri Burchfield emphasized that it is important for both the Finance Committee and Town Meeting to understand the financial impact of accepting a road. The Town Manager reported that the cost of maintaining Butterfly Road could reach $2200 annually. The committee took no additional action. • John Henshaw commented that the discussions on the warrant articles had gone well and been informative. 4. Department and Committee Reports • Peter Beardmore reported that the School Committee met on September 16th. MCAS scores were reported by the Superintendent and the Principals. Middle and High Schools are doing well, compared to previous scores and like communities. The Elementary School performance relative to like communities is an area of concern. There was also a financial update. The year end report has been submitted. There were also line-item transfers of approximately $297,000, reconciling salary changes resulting from retirements, new hires, and allocation of specialist employees that cover multiple buildings. • Terri Burchfield reported that the Ham and Beans supper occurred the prior weekend and went-off well. • Michelle Walton announced that she and Dave Passios will be attending the Association of Town Finance Committees meeting on Saturday at Bridgewater State University. 5. Town Manager / Town Accountant ===PAGE 3=== AVA. LLLED • John Henshaw moved to accept minutes September 26th and October 3rd, seconded Jay Simeone. Approved unanimously. 7. Next Meeting October 29, 2019, 6:30 symposium at LMHS auditorium November 7th 8. Adjournment • John Henshaw motioned/ Peter Beardmore seconded; unanimous approval RECEIVED FEB 13 2020 TOWN CLERK ======================================================================================== DOCUMENT : 2019-10-29-agenda-2162.txt BOARD : finance-committee DATE : 2019-10-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-10-29-agenda-2162.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10292019-2162 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Tuesday, October 29, 2019 6:30 PM Middle/High School Auditorium AGENDA 1. Open meeting • October 29, 2019 Informational Symposium with School Committee and Board of Selectmen 2. Adjournment ======================================================================================== DOCUMENT : 2019-10-29-minutes-2162.txt BOARD : finance-committee DATE : 2019-10-29 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-10-29-minutes-2162.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10292019-2162 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John Henshaw Jay Simeone David Passios Lunenburg Finance Committee October 29. 2019 Meeting Lunenburg Middle High School Auditorium Terri Burchfield, John Henshaw, Jay Simeone, Michelle Walton, Peter Beardmore, Dave Passios Location: Present: Absent: 1. Call to Order • Terri Burchfield, Chair called the meeting to order at 6:30pm. This meeting is being recorded for broadcast on the Lunenburg Public Access channel. 2. Meeting Overview • This was an informational symposium and joint meeting including the Lunenburg Board of Selectmen, The Lunenburg School Committee, and The Lunenburg Finance Committee. Terri Burchfield opened the meeting with an explanation of the purpose of the meeting and groundrules. Land Use Director, Adam Burney, spoke from a prepared PowerPoint presentation, outlining the historical population and building growth of the town, anticipated development and population growth rates (including age-related demographies), and development opportunities. • Superintendent, Dr. Kathleen Burnham, spoke from a prepared Powerpoint presentation, outlining the strategic changes that are underway in the Lunenburg School District, an assessment of existing resources (buildings, faculty, etc) and a forecast of emerging needs over the next 10 years. Town Manager, Heather Lemieux, spoke from a prepared PowerPoint presentation, outline needs and projections from all town departments including public safety (police and fire), DPW, Library, and Council on Aging. ===PAGE 2=== RECEIVED & FILED FEB 13 2020 LUNENBURG TOWN CLERK OFFICE RECEIVED FEB 1 3 2020 TOWN CLERK ======================================================================================== DOCUMENT : 2019-11-07-agenda-2152.txt BOARD : finance-committee DATE : 2019-11-07 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-11-07-agenda-2152.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11072019-2152 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, November 7, 2019 6:30 PM Town Hall AGENDA 1. Open meeting/workshop 2. Communications • Public Comment 3. Town Manager/Finance Director Reports • status of Police contract negotiations- may vote recommendation 4. Department heads- informal discussions • 6:45 Susan Doherty/Eagle House • 7:30 Kate Burnham/Schools 5. Open items - Goals, definitions, Committee assignments 6. Public Comment 7. Next Meetings • November 12, 2019 Special Town Meeting • November 14, 2019 Regular meeting 8. Adjournment ======================================================================================== DOCUMENT : 2019-11-07-minutes-2152.txt BOARD : finance-committee DATE : 2019-11-07 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-11-07-minutes-2152.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11072019-2152 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John Henshaw Jay Simeone David Passios Lunenburg Finance Committee November 7, 2019 Meeting Location: Present: Absent: Town Hall Terri Burchfield, John Henshaw, Jay Simeone, Michelle Walton, Peter Beardmore, Dave Passios None 1. Call to Order • Terri Burchfield, Chair called the meeting to order at 6:30pm. 2. Public Comment • Dave Passios commented that he and Michelle Walton attended the MMA Association of Town Finance Committees meeting on 10/21. Between them they approximately 10 sessions. Mr. Passios reported on a presentation from the town of Arlington, which appropriates their capital planning as 5% of the overall operating budget, rather than a function of free cash as we do. The state auditor is still working on the effects of new educational funding formulas. 3. Informal Discussion with Sue Doherty, Eagle House Director • Ms. Doherty reported on a number of programs and issues that are concern to the Council on Aging and Eagle House. • Current documents indicate that the current number of Lunenburg residents age 60 or over exceeds 3000, up from approximately 2100 in the 2010 census. The 55+ development at Tri-Town landing will further effect those #'s. There is growing need for another van and driver due to increasing requests for services. ===PAGE 2=== 4. Town Manager Report • Selectman have signed a Memorandum of Agreement with the Police Officers Union. Annual increases will be 2.5%, 2%, and 2% respectively over the 3-year contract. Additional cost to fund the contract over previous cost will be $139,000 over the 3-year term of the contract. There were also changes to COLA, overtime, educational benefits, and longevity bonus payments. • New growth was certified today for $88,222. Town manager recommends to follow-through with provisions of Article 2 on the Special Town Meeting warrant, appropriating those funds to the Special Purpose Stabilization Fund. 5. Informal Discussion with Dr. Kate Burnham, Superintendent of Schools, and Michael Cassidy, Finance and HR Director • There may be a need to expand behaviorial services programs at Turkey Hill Elementary School • Projected need for an additional kindergarten class due to increasing birthrates, which would require 1 teacher and 1 paraprofessional. Rationale for a data specialist was discussed. Discussion of budget-building process. This year's budget will likely bring more focus on deeper-learning and emotional well-being. Probably a social worker at lower grade-levels. Discussion of a budget process that includes both public comment and time for deliberation. 6. Public Comment • School Committee Member Carol Archambault thanked everyone for organizing, presenting, and attending the symposium. • Resident Rhonda Lisio commented that she believes the Finance Committee is overreaching. 7. Next Meetings: November 12, 2019 Special Town Meeting ===PAGE 3=== RECEIVED FEB 1 3 2020 TOWN CLERK RECEIVED & FILED FEB 13 2020 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-11-14-agenda-2153.txt BOARD : finance-committee DATE : 2019-11-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-11-14-agenda-2153.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11142019-2153 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, November 14, 2019 7:00 PM Town Hall AGENDA 1. Open meeting 2. Communications • Public Comment 3. Town Manager/Finance Director Reports 4. Review Symposium and Special Town Meeting • Discussion regarding information raised 5. Open items- Goals, definitions, Committee assignments 6. Public Comment 7. Next Meetings • December 5, possible Informal Department Head discussions • December 12, 2019 6:30 Regular meeting, DHs continue 8. Adjournment ======================================================================================== DOCUMENT : 2019-11-14-minutes-2153.txt BOARD : finance-committee DATE : 2019-11-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-11-14-minutes-2153.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11142019-2153 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John Henshaw Jay Simeone David Passios Lunenburg Finance Committee November 14, 2019 Meeting Location: Present: Absent: Town Hall Terri Burchfield, John Henshaw, Jay Simeone, Michelle Walton, Peter Beardmore, Dave Passios None 1. Call to Order • Terri Burchfield, Chair called the meeting to order at 7pm. This meeting is being recorded and broadcast over Luneburg Public Access. 2. Public Comment • Dave Passios attended the Capital Planning Committee Meeting and chatted with the Fire Chief. Their biggest challenge currently is repair cost. Trucks aren't lasting as long as they previous did. • John Henshaw spoke with the Police Chief. There has been recent damage to squad cars by apprehended suspects. • Peter Beardmore commented that he watched the Special Town Meeting on YouTube, and feels that he does not understand what is happening with storm water planning and how that is relating to requirements for new developments and new additional costs to the town. We should inquire with the Storm Water Task Force or DPW Director. • Michelle Walton commented that the costs associated with annual maintenance on Butterfly Lane were difficult to obtain prior to town meeting. 3. Review of Special Town Meeting and Symposium John Henshaw was struck by how many additional positions were identified by the Superintendent of Schools, though he thought they were ===PAGE 2=== whether one should be considered separate trom the budget process. • Michelle Walton and Peter Beardmore agreed to meet to discuss the timing and level of coordination required from both the Town Manager and School Department. Peter Beardmore commented that he's hopeful that the Land Removal and Fill article will be re-considered and proposed again by the Planning Board. John Henshaw commented that he thinks there is opportunity to publish more commentary relating to the Finance Committee's rationale for its recommendations to town meeting voters. He thinks we may want to consider structing a checklist to determine what constitutes financial impact. Peter Beardmore commented that perhaps we should also consider communicating the level to which we were able to consider a particular article prior to making (or not making) a recommendation. • John Henshaw volunteered to draft a checklist as described for consideration by the committee. • Terri Burchfield reviewed the confusion relating to the changes in the personnel grade recommendations that happened just prior to town meeting. 4. Open items, goals, definitions, committee assignments Discussion on terms for budget process. There hasn't been progress on identifying these definitions. There is some question on the terms being used by the Town Manager. We need a meeting with the Town Manager to clarify the terms and meanings. • We'd like a multi-year synopsis of free cash, and where the money originated from year-to-year. Peter Beardmore reported that his conversation with the Town Manager indicated that fluctuations in recent years are mostly attributed to unique circumstances in each year (such as tax title programs). The committee would still like a list from the Town Manager on non- municipal funding. • Peter Beardmore suggested we should look at dashboards from the new software that is being used for budgeting. ===PAGE 3=== an RFP out by 1 January for selecting architects. They are planning to re- engage all the parties who are requesting space. Next meeting will be the first Wednesday in December. Peter Beardmore reported that the School Committee met on 6 November and discussed the budget process following the symposium. • John Henshaw reported the Capital Planning Committee met on 5 November and met with public safety departments, discussing the police cruiser replacement cycle the timing of the acquisition of the new fire truck. They will be meeting with the school department and DPW in subsequent meetings. 5. Minutes John Henshaw motioned to accept minutes from October 10, 2nd by Dave Passios. Unanimously approved. 6. Public Comment • None 7. Next Meetings: December 5, 2019 December 12, 2019 8. Adjournment • Peter Beardmore moved to adjourn. Dave Passios 2nd 1. Unanimous approval at approximately 8:30 PM. RECEIVED & FILED FEB 13 2020 LUNENBURG TOWN CLERK OFFICE RECEIVED FEB 1 3 2020 TOWN CLERK ======================================================================================== DOCUMENT : 2019-12-12-agenda-2154.txt BOARD : finance-committee DATE : 2019-12-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-12-12-agenda-2154.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12122019-2154 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, December 12, 2019 6:30 PM Town Hall AGENDA 1. Open meeting/workshop 2. Communications • Public Comment 3. Town Manager/Finance Director Reports • Preview budget schedule 4. Department heads- informal discussions • 6:30 Public Library • 7:15 Police Department 5. Reserve transfer request for $16,890 for Fire Vehicle/ Maintenance line. Requires vote. 6. Open items- Goals, definitions, Committee assignments 7. Public Comment 8. Next Meetings • January 9, 2020 9. Adjournment ======================================================================================== DOCUMENT : 2019-12-12-minutes-2154.txt BOARD : finance-committee DATE : 2019-12-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-12-12-minutes-2154.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12122019-2154 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John Henshaw Jay Simeone David Passios Lunenburg Finance Committee December 12. 2019 Meeting Location: Present: Absent: Town Hall Terri Burchfield, John Henshaw, Dave Passios, Jay Simeone, Peter Beardmore Michelle Walton 1. Call to Order • Terri Burchfield, Chair called the meeting to order at 6:30 (all expected members were in attendance). 2. Communications • Public Comment - none 3. Reserve transfer request for $16,890 for Fire Vehicle/Maintenance line • Chief Sullivan presented to the committee the need for the transter described above due to un-projected repairs to an ambulance and a fire truck pump rebuild. The transfer is anticipated to cover scheduled maintenance for the remainder of the year, but not additional unanticipated repairs. The chief referenced an email addressed to the committee (Appendix A). Peter Beardmore moved to approve the request, John Henshaw 2nd, Unanimous Approval • Dave Passios publicly thanked the Chief and first responders for services rendered during a recent emergency that he experienced. 4. Informal Discussion with Library Director - Muir Haman ===PAGE 2=== the past 5-7 years. • Hopes to appropriate more municipal funding for programs, such as museum passes, which is currently funded by The Friends of The Library. • There may be more staff and space needs in future fiscal years (not FY2021). • There is likely to be increases costs relating to CWMars due to Lunenburg's population expansion (we are currently paying the 'small library rate, despite our population exceeding 10,000 residents. Terri Burchfield relayed a request from Michell Walton to specifically identify non-town funding sources in upcoming budget request. • 70% of the current library budget currently goes to salary. State funding mandates 16% of budget allocated to circulation. Lunenburg currently exceeds this minimum by $17,000. This includes things like telescopes, yard games, digital content. • Peter Beardmore requested that the budget request include some comparison and details with respect to the ratios and costs of both digital and physical materials. 5. Informal Discussion with Police Chief - James Marino • John Henshaw asked about ratio of squad cars to police officers. Currently every three new officers triggers the need for an additional squad car. • The police department currently replaces three front-line squad cars every two years. That rate will likely increase to four or five vehicles per two-year period due to the 10-year force expansion plan. • Longevity of vehicles seems to be improving slightly with shift to Tahoe's over the past few years, and anticipated lifespan of hybrid vehicles. • Most recent police contract corrects mistakes that were made in the original hiring plan. Going forward we will be hiring new officers at lower rates, which will reflect some savings. • Traffic and motor vehicle incidents continue to increase. Radar trailer counts have shown increases over the past several years. This is attributable to both growth in town and transient traffic. • Ultimate goal of hiring plan is to have an additional patrol on duty at all times. There may also come additional savings in lines such as Investigations and Field Services that can not currently be covered sufficiently by on-duty patrols. ===PAGE 3=== • October 24 - John Henshaw moved to approve, Jay Simeone 2nd, unanimous approval • October 29 (symposium) - John Henshaw oved to approve, Jay Simeone 2nd, unanimous approval 7. Town Manager Report • Correction made to November 29 error in Lunenburg Ledger regarding certified new growth #'s. • Monty Tech assessment for FY20 decreased Snow removal is likely to be further over than previous years due to increased use of contractors, higher contractor rates, and covering for staff shortages in the school department. 5-year forecast will incorporate School Department participation, presented on January 23 along with Capital Plan. Initial Budget presentation on Feb 13th. Weekly meetings and following Monday's will be posted in the weeks following. Final budget hearing will be March 26th. Warrant will go to printer on April 6th. Finance Committee Report will need to be ready for March 26th, BOS will likely host a pubic forum in late January to discuss budget (probably Jan 28th). Town Meeting Warrant opens January 14th • Municipal Vulnerability Preparedness Planning Grant has been submitted. RFQ is out for TC Passios design services. RFQ for West St. properties will go out soon. 8. Committee Reports • Peter Beardmore reported that the school department provided a budget update at their last meeting. There were a few small line-item transfers. • John Henshaw reported that the Capital Planning meeting on December 10th completed the process of discussions with all stake-holding committees. The new scoring system is being rolled-out an seems to be beneficial for deliberations. 9. Public Comment • Dave Passios suggested the board make an effort to inform the public about the limited effect that the new education funding bill is likely to have on Lunenburg ===PAGE 4=== 11. Adjournment • Dave Passios motioned/ Jay Simeone seconded; unanimous approval Appendix A: TOWN OF LUNENBURG, MASSACHUSETTS FIRE DEPARTMENT CHIEF Patrick A. Sullivan CEL: (976) 583-4155 :A.X: (078) 582-105: 555 Massachusetts Ave Lunenburg, MA 01482 PHE INC MEMORANDUM TO: FROM: MS. HEATHER LEMILAX~ SUBJECT: VEHICLE MAINTENANCE BUDGET OVERAGE November 26, 2019 Paying the invoice for the pump repair leaves us at approximately $400 for the romainder of the FY A rough estimate for anticipated expenses for the remainder of FY "20 include: 600 for scheduled services on Rescues 1 & 2 ($300/unit) $ 1,200 for scheduled services of Car I, Car 2, Engine 2 and MI (S200/unit; 2 services each for 190 for ennual Vehicle Safety inspections @S3s/inspection @ S35/inspection&: @S60/inspection) : $ 5,000 for estimated miscellancaus supplies Toral- $19,890 Ayain, these are knowas or anticipated expenses. It does not account for breakdowas or needed repairs beyond scheduled maintenance. There are anticipated repairs to the emissions system on Engine I, baltery replacement on Squad 3 and an ABS system issue on Sound 3 that are currently figured as part of the remaining funis and the $5000 in miscellaneous supplies. RECEIVED & FILED FEB 13 2020 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-12-19-agenda-2158.txt BOARD : finance-committee DATE : 2019-12-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-12-19-agenda-2158.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12192019-2158 ======================================================================================== ===PAGE 1=== NOTICE of FINANCE COMMITTEE MEETING on Thursday, December 19, 2019 6:30 PM Town Hall AGENDA amendments in bold 1. Open meeting/workshop 2. Communications • Public Comment 3. Minutes 4. Town Manager/Finance Director Reports 5. Department heads- informal discussions 6:30 Fire Department 7:15 DPW 6. Public Comment 7. Next Meetings • January 9, 2020 Adjournment ======================================================================================== DOCUMENT : 2019-12-19-minutes-2158.txt BOARD : finance-committee DATE : 2019-12-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2019-12-19-minutes-2158.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12192019-2158 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Town of Lunenburg Finance Committee: Terri Burchfield, Chairman Michelle Walton, Vice-Chairman Peter Beardmore, Secretary John Henshaw Jay Simeone David Passios 17 Main Street, P.O. Box 135 Lunenburg, MA 01462-0135 978.582.4139 FAX 978.582.4148 Lunenburg Finance Committee December 19. 2019 Meeting Location: Present: Absent: Town Hall Terri Burchfield, John Henshaw, Dave Passios, Peter Beardmore, Michelle Walton Jay Simeone 1. Call to Order • Terri Burchfield, Chair called the meeting to order at 6:30 (all expected members were in attendance). 2. Communications Public Comment - none 3. Informal Discussion with Fire Chief • The board held an informal discussion with Chief Sullivan to discuss the operations of the Fire Department and upcoming budget expectations. Topics discussed include overtime, and effects of overtime from expanding full-time staff, motion to paramedic-status rescue service, costs ot training, recruitment and retention of trained staff, collections for rendered services, changes in firefighting science. 4. Informal Discussion with DPW Director The board held an informal discussion with Mr. Rodriquenz, DPD Director to discuss operations of the DPD and upcoming budget expectations. Topics included expectation for level-funded budget (excluding pavement management), lack of resolution on funding for stormwater management mandates, maintenance of deteriorating buildings, vehicle maintenance management and reporting, the pavement management program (which is ===PAGE 2=== due for revision), shared services with other departments (DPW is currently plowing the School Department due to staffing shortage), and snow removal. 5. Minutes • November 7 - Dave Passios moved to approve, Jon Henshaw 2nd, unanimous approval • November 14 - Dave Passios moved to approve, Jon Henshaw 2nd, unanimous approval 6. Town Manager Report • The town finance director explained that the committee will be given access to our online budgeting software. 7. Committee Reports • Dave Passios reported that the TCP redesign RFQ is out and there have been requests for 30 packets. Responses are expected by January 7th. Process for selection is in development. • Jon Henshaw reported that the most recent meeting of the capital planning was cancelled. He anticipated their next meeting will be January 7th. 8. Public Comment - none 9. Next meeting • January 9 - , January 23- 10. Adjournment • Dave Passios motioned/ John Henshaw seconded; unanimous approval RECEIVED MAR 12 2020 TOWN CLERK