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HomeMy Public PortalAboutFincom 2021-10-21Town of Orleans Finance Committee Meeting 19 School Road Orleans Massachusetts 02653 -3699 MEETING MINUTES Thursday, October 21, 2021 -7:00 p.m. Tel (508),244 Fax(508) 240 -3388 This was a virtual meeting of the Finance Committee convened via remote participation using "Zoom" webinar technology,with real -time publicaccess providedby Orleans Channel 18 on the Town website and cable television. The meeting was called to order at 7pm by Finance Committee Chairman Lynn Bnmeau. Also present and thus constituting a quorum were Vice Chair Nick Athanassiou, Committee Clerk Tim Counihan and Committee members Elaine Baird, Chris Kanaga, Ed Mahoney, Peter O'Meara and Roger Pearson. Guests: Min Baumgarten from Media Ops provided tech support. Public Comments: Nonethis evening Announcements - Special Town Meeting on 10/25/21 beginning at 6pm at NRMS Auditorium (not the gym); registration begins at 5pm. Masks will be required in school building. Again will be using electron voting. Rec Department Manager Alan Harrison has organized child care for K thru 51' grade. Need to pre - register (see Town website). Unfortunately not licensed for infants /toddlers. -Voter registration for 11/2/21 local election - on -line on Town website or in person at Town Hall. Town is mailing 2000 mail -in ballots this week based on requests already on file. Voting on electioin day at COA from 9am -7pm. Four Warrant Articles require ballot approval; also election of a new member of the Select Board to fill an empty seat. Review and Approval of Finance Committee Meeting Minutes - 10/7/21 - not yet edited by Ms. Bruneau Continue Discussion /Voting on Warrant Articles for Special Town Meeting with Focus on Fin Comm Speakers for Town Meeting -The Select Board voted on Article 1 - Pay Bills of Prior Years at last night's Select Board meeting with detail provided for $93 in prior year bills. Motion by Ms. Baird to recommend Article 1 - Pay Bills of Prior Years; second by Mr. Kanaga. The vote was 8 -0 with Ms. Bruneau, Ms. Baird and Messrs. Athanassiou, Counihan, Kanaga, Mahoney, O'Meara and Pearson all voting aye by roll -call. - Select Board also re -voted Article 3 - FY22 Budget Adiustments Sewer Enterprise Fund at last night's Select Board meeting. Don't need full $200k to fund both part -tine professional engineer to coordinate on -going work related to wastewater planning plus additional funding for sewer operations start -up. Bids opened Wednesday for sewer operations contract with an indication that extra fimding won't be needed for that. Thus just the $100k to cover the part-time engineer working for the town on wastewater planning. Motion by Ms. Baird to recommend the revised Article 3 - FY22 Budget Adjustments Sewer Enterprise Fund; second by Mr. Counihan. The vote was 8 -0 with Ms. Bruneau, Ms. Baird and Messrs. Athanassiou, Counihan, Kanaga, Mahoney, O'Meara and Pearson all voting aye by roll - call. - Select Board discussion on 10/20/21 re Article 7/Nauset Beach Retreat: no need to re -vote: bids came in slightly below estimate but rather than changing numbers, will leave as is and use any extra for funding gate /kiosk equipment. - Article 11 /Gov. Prence Consultant - possible grant for this $75k but timing is awkward. John Kelly doesn't want to reduce funding without a signed contract. Money was to come from Free Cash so any extra could bereturned to Free Cash. -Any other Articles for Fin Comm to discuss and /or considerre- votine? Ms. Bruneau has sent a note to Moderator David Lyttle indicating Fin Comm split votes and plans for speaking at Town Meeting. Any change in those plans? Article 4 -Revolving Fund for Electric Charge Stations -vote was 6 -1 w/ Mr. Mahoney voting "no ". He confirmed that he does not plan to speak. Article 23 -Sewer Assessment By -Law - vote was 4 -0 -1 but that Article will be postponed indefinitely; also Fin Comm doesn't usually speak to "abstentions ". -The one Article that Fin Comm plans to address is Article 9 - Fund Universal Pre -K. Last night at Select Board meeting, it was agreed that once the Motion was introduced, the OES School Committee Chair, Gail Briere, would speak on the Article. Likely it w/ still be helpful to have Fin Comm endorse the Article from a financial perspective -to support the numbers. Mr. Athanassiou will speak on behalf of Fin Comm. - Anything else on Town Meeting`? Registration starts at 5pm. Fin Comm "pre- meeting" is scheduled for 5:30pm in case any further voting is required/appropriate. We can convene -and then adjourn. Tim Counihan Presentation/Discussion -Real Estate Tax Exemption Idea /Opportunity -Mr. Counihan has been working on this for almost a year. He has shared some of this with with a few Fin Comm members previously, and he has talked to Town Assessor Brad Hinote about it. He is anticipating taking the idea to the Select Board as a private citizen. His presentation materials were shared w/ the Committee this afternoon and will be appended to the meeting minutes. Note that it is NOT intended for Fin Comm endorsement/voting. -Mr. Counihan proposes raising up to $8mm per year while lowering taxes for nearly 71 % of the Orleans tax payers (the percentage came from Brad Hinote, Assessor). This would be possible by combining the Residential Exemption with overrides. This would stabilize the effective tax rate on residents and make it progressive. -The goal is to create significant revenues to invest in the future development of the Town while stabilizingthe tax rate, and shiftingsomeof the tax burdento higher- valueproperties. The SclectBoard would have to propose an override in the Warrant, at Town Meeting, to be voted upon, and the Select Board would have to set the Residential Exemption (a power that they have now). -Using the Residential Exemption allows for an exemption of up to 3 5% of average assessed value for permanent town residents. Pairing this with planned overrides allows for an increase in the townbudget above 2.5 %. Using them in a coordinated way could maintain or lower the tax bill for 71% of the residents, while gradually raising the effective tax rate to raise funds for economically vital programs. -Mr. Counihan's next step will be to contact Town Administrator John Kelly and Select Board Chairman Meff Runyon to request time on the Select Board agenda to present his idea - as a private citizen. Continue Preparation for Fin Comm Meeting with Charter Review Committee -Ms. Bruneau forwarded a "short fornn" ofthe Charter with highlighted discussion points and suggested changes to Fin Comm members on Tuesday. A few Fin Comm members have been working on this - not a quorum, not a defined "sub committee ". The group has beenthroughthe whole Charter to identify areas of importance to financial oversight and to the Finance Committee, paying particular allenflon to Chapter 8, where the role of Fin Comm is defined and elaborated. 1 -The group searched the internet for reference material -and found something of particular use called the "Model Cities Charter" which provides a framework that matches most of the local Cape Charters in content and layout. The group also compared the Orleans Charter to several of local towns - particularly Chatham, Eastham, P'Town and Wellfleet - and to some extent, Harwich. Also consulted MA General Law to by to better understand roles and rules - particularly where the Charter referred specifically the MA GL. -The overall recommendation is to simplify things - to take the opportunity with this Charter revision to streamline the Chatter - to minimize wherever possible. And to put more of the procedural and operational detail into Town By -laws and Policies instead -which are moreeasily accessible- and more flexible as needs change. That's where some ofthe comparison comes into play -some of our neighbors don't have all of the detail in certain sections that Orleans has. Suggest moving detailed procedures to Town policies. -In Chapter 8, the goal would be to strengthen and clarify the role of the Finance Committee - again in some cases taking a lead from our neighbors - and /or other reference materials. - Charter 2 -7 -7 - about Town Meeting - .... "the Committee may supply its reasons, pro and con or abstaining, in the Warrant or during discussion of the article at Town Meeting." - Charter 4- 3 -2(b) - include the Finance Committee in the preparation of the CIP - Chatter 4- 3 -2(d) - Town Administrator report at least quarterly to Fin Comm on fiscal affairs - Charter 4- 3 -2(e) - Town Administrator inform Select Board and Fin Comm regularly re grant opportunities - Charter 8 -1 -1 and 8 -1 -2- blend these 2 sections. Fin Comm to be 7 members plus 2 Associates w/ terms expiring on 7/15 instead of 6/30. - Charter 8 -1 -6 -It is the respon sibility ofthe Finance Committee to independently examine and analyze all aspects of the Town's financial affairs and to inform the citizens of the Town of its findings and recommendations. Takeout specific references to a few things and use "all aspects" instead. - Charter 8 -2 -9 and 8 -2 -10 - insert some wording from Model Cities Chatter - Charter 8 -3 -3 -The Finance Committee shall makerecommendationswithin the Warrant on all articles having financial implications or by announcement during Town Meeting. Also add at the end of die next sentence - "at any time during the year" - and then add another idea about including the Fin Curran Warrant Letter in the Warrant for Annual Town Meeting. - Charter 8 -5 -1 and 8 -5 -3 - add some wording to include Fin Comm in the CIP /Capital Planning process and some wording about sustainability and measuring outcomes. - Charter 8 -8 -1 - add wording to include a report on the annual audit to a joint meeting of the Select Board and Fin Comm -Ms. Bruneau will further reduce the length of the "short form" version of the edited Charter prior to the 11/4 Fin Comm meeting to focus more specifically on Fin Comm - related changes and she will incorporate the results of tonight's discussion. Review /Act on FY22 Finance Committee Priorities - Update on FY21 and FY22 Financial Reporting- latest on this topic - sent email to JK, trying to understand approval process and funding for Cathy Doane's new raise. It was approved by the Select Board; didn't need any other approval. -Two more Special Revenue and Trust summary reports in Drop Box -July and August. On this same topic -there has been no part - timehelp in the Finance office since August -so most of money approved by Reserve Fund transfer hasn't been used. Still in Finance Dept expense account - thus it can't be used for Cathy's new comp. -Nick found some potentially useful into that was placed in the Drop Box - MA municipal finance info including a 22 -page glossary of terms and a 200 -page document on MA muni finance that maybe will explain some of what we're missing on approval rules - who, dollars, etc. - Update on Long -Range Capital Planning Considerations - still don't have a date to meet with Select Board Chair Meff Runyon and Vice Chairman Andrea Reed to keep discussion going after 9/8/21 joint meetingonFY23 budget priorities where we hada goodjoint discussion on importanceof and apparent ' l" agreement on need for long -term capital planning. After last night's Select Board meeting, Meff said he would suggest dates. John Kelly dugout the "charge" for a long -term planning committee from 5 years ago - when the only applicant was Roger. Update on Other FY22 Finance Committee Discussions and Priorities -NRSD Enrollment numbers published for 10/1/21 - date used by the state for funding various programs. Mr. Mahoney had asked again about scheduling the Orleans representatives to the NRSD School Committee for a discussion regarding "school choice ". Mr. Athanassiou andMs. Bruneau met informally on Monday afternoon w/ Judy Schumacher, Vice Chairman of the NRSD School Committee and Orleans resident. In a recent NRSD School Committee meeting, the interim Superintendent, Brooke Clenchy, had noted that now that the October 1 enrollment numbers are in, perhaps they can begin to look at "School Choice". The take -away from the meeting with Judy Schumacher was that there is not yet a defined strategy for approaching the "School Choice" question. The Superintendent has not yet defined the goals /objectives/approaclVtiming for such a project. Fin Comm's continued interest in the topic is noted - and overall interest in the District is noted and appreciated. Review /Act on Action Items / General Updates Including Recent Select Board Meetings - Select Board 10/13/21 - Select Board met with Charter Review Committee. Also quarterly update from Planning Director George Meservey and quarterly update from Doug Fromm - Orleans rep to Cape Cod Commission though recently CCCommission Chair had been here. Much focus on CCC's region -wide climate change initiatives. Select Board voted to approve Cathy Doane's new contract - added $24k to annual salary bringing her base up to $179.5k retro to July 1, right behind JK at $180.5k; new 5 -year contract even though just 2 years into current 5 -year contract. Email from X in response to question about funding for this -no need for TM or other approval for funding; should be enough in department budget to cover, if not will seek other funding later in fiscal year. Increased overnight stay expenses from $4300 /year to $5k /year even though none of $4300 was spent through 6/30/21. - Select Board 10/20/21 - pre -Town Meeting review of Warrant w/ Moderator, Town Clerk and Town Counsel. Reviewed Warrant, Article by Article. Warrant Index in packet shows which Select Board member will introduce which Articles. Changes to Warrant Articles as noted above; clarification during discussion re why 2/3 vote vs. 3/4 vote where appropriate. Some discussion re who else w/be available to help w/ any questions (eg, Ron Collins and Chief Deering forArticle 10 - Fire Station; who for dredging and Nauset Beach; etc.) Proposed Motion has to be read - but not "Article" and not "Summary ". Overtime, Town Counsel, others have tried to move most of bulky language into Article and out of Motion so make things go more quickly. - Approved P &S and Conservation Restriction for 66 Portanimicut Road - second half of money was in Annual Town Meeting CPC funding. Mr. Mathison asked again about funding for CR's. These come w/ a Town obligation to create and maintain parking, hails and property in general - but no additional funding for this. JK said Cons Comm had $ l Ok budget - revenue comes from applications. This year added$ 15k for property maintenance -but not nearly enough. JK also noted thatthere are management plans for most properties. (Note for Fin Comm Budget discussions /considerations.) -Voted to adopt newvoting precincts - now need 2 (had had 2 previously). All voters will still vote at COA. Census demographic data in packet is interesting. -Voted to amend charge of Renewable Energy Committee to include focus on Climate Change. - Liaison reports - following 11/2 election - with addition of 5'h Select Board member - may re -do liaison assignments. Or Michael Herman may simply pickup those left by Cecil Newcomb. Finance Committee Liaison Reports and FY22 Liaison Considerations/Assignments - NRSD /OES - NRSD above; Superintendent search committee has been formed, expect to have a name by 1/29/22. - Library /COA - Library site sewer work will pause after this week; plates will be pulled; when work is done - very little will "show" above - ground. l -BOWSC - drought update; new meters in for all but 15 or so; sewer project/planning update w/ financial info - schedule them to Fin Comm on 11/18/21 (they to Select Board on 11/10). - OPD/Fire Department - Elaine has been going to Citizens' Fire Academy. -CRC - missed most recent mtg; no word yet on re- scheduling mtg w/ them. - AHC /AHTB - update on 107 Main Street (AHTB); Alan McClennen referenced a memo that he sent to the AHTB the night before their Tuesday meeting that outlined projects and funding; have asked for this; have invited AFTB /AHC to Fiji Comm in Nov /Dec for update onprojects and funding and funding "tutorial"; HAC update focused on permitting but HAC is also pursuing more state grant funding unclear whether AHTB /AHC will go back to CPC this round for funding. - Health Dept - Flu Shot drive -thru at DPW on 10/18/21. - Committee Orientation - annual meeting was 10/19 - Mr. Counihan and Ms. Bruneau attended Review Schedule and Items for Future Agendas - 10/25/21 - Fin Comm pre -TM meeting at 5:30pm; NRMS Auditorium; TM at 6pm -11/4/21 - Fin Comm at 7pm; TM "post- mortem "; maybe FY23 Fin Comm budget approval if material available; continue Charter review discussion - 11/18/21 - Fin Comm at 7pm; sewerproject/planning update w/ AECOM /others; maybe FY23 Fin Comm budget approval - 12/9/21 and 12/2/21- both at 7pm - maybe AHC/AHTB at one of these meetings Adjourn: Motion by Mr. Counihan to adjourn, second by Ms. Baird. The vote was 8 -0 with Ms. Bruneau, Ms. Baird and Messrs. Athanassiou, Counihan, Kanaga, Mahoney, O'Meara and Pearson all voting aye by roll -call. The meeting was adjourned at 9:20pm. Respectfully submitted, Stacy Faber, Recording Secretary All documents referenced are in the Fin Comm Drop Box unless otherwise noted: I . October 21, 2021 Finance Committee meeting agenda 2. Article 1 - Pay Bills of Prior Years; Greta Avery memo of 10/7/21 outlining detail for Article 1 (Select Board meeting packet for 10 /20/21 Select Board meeting) 3. Warrant Index dated 9/23/21 4. Special Town Meeting Warrant for 10/25/21 Special Town Meeting 5. Tim Counihan presentation on "Real Estate Tax Exemption Idcas /Opportunities" (also included with meeting minutes) 6. Fin Comm draft suggestions forchangesto Town Charter ( "short - form" discussion document dated 10/19/21) 7. Model Cities Charter (reference material for Charter review discussion) 8. Division of Local Services "Municipal Glossary"- January 2020 9. MA Dept of Revenue "Manual for Uniform MA Accounting Systems" - July 2014 10. Select Board Meeting packet for 10 /13/21 Select Board meeting (Select Board webpage) 11. Select Board Meeting packet for 10 /20/21 Select Board meeting (Select Board webpage) 12. Fin Comm FY21 Liaison Assignments �`V The October 21, 2021 Finance Conunittee meeting minutes were reviewed and approved at the November 4, 2021 Finance Committee meeting. Motion to approve by Mr. Counihan; second by Ms. Baird. The vote was 7 -0 with Ms. Baird, Ms. Bruneau and Messrs. Atha mission, Counihan, Kanaga, Mahoney and O'Meara all voting aye by roll -call. V . a rD Ln D O + rD D 3 co D 0 i c S cfi . a rD Ln D + rD D iti� l� ��v I O —I � N Orq + N rD -0 0.) X S� Q" (D N. 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