HomeMy Public PortalAbout11/4/20 Fincom Packet
Town of Brewster Finance Committee
2198 Main St., Brewster, MA 02631
fincommeeting@brewster-ma.gov
(508) 896-3701
MEETING AGENDA
Remote Participation Only
November 4, 2020 at 4:00PM
This meeting will be conducted by remote participation pursuant to Governor Baker’s March 2020 orders suspending certain Open Meeting Law
provisions and imposing limits on public gatherings. No in-person meeting attendance will be permitted. If the Town is unable to live broadcast
this meeting, a record of the proceedings will be provided on the Town website as soon as possible. The Town has established specific email
addresses for each board and committee so the public can submit comments either before or during the meeting. To submit public comment
or questions to the Finance Committee, please email: fincommeeting@brewster-ma.gov. To view the:
Live broadcast: Tune to Brewster Government TV Channel 18
Livestream: Go to www.livestream.brewster-ma.gov
Audio/video recording: Go to www.tv.brewster-ma.gov
To submit public comments or questions before or during the meeting email: selectboardmeeting@brewster-ma.gov
Finance
Committee
Harvey (Pete) Dahl
Chair
Frank Bridges
Vice Chair
William Meehan
Clerk
Andrew Evans
Larissa Haynes
Honey Pivorotto
Robert Tobias
Robert Young
Town
Administrator
Peter Lombardi
Finance Director
Mimi Bernardo
1. Call to Order
2. Declaration of a Quorum
3. Meeting Participation Statement
4. Welcome new member – Alex Hopper
5. TA/FD Report (Peter Lombardi and Mimi Bernardo)
6. Budget and Town Meeting Calendar FY2022
7. Audit Committee Update
8. NRHS Building Project Update/Subcommittee Report/
Review of SBC meeting of Oct 28, 2020
9. Liaison Policy and Assignments
10. Matters Not Reasonably Anticipated by the Chair
11. Review of Minutes from 10/7/2020
12. Liaison reports
13. Adjournment
Date Posted: Date Revised: Received by Town Clerk:
11/2/20
DRAFT 10.22.20
TOWN OF BREWSTER
BUDGET & TOWN MEETING CALENDAR
FISCAL YEAR 2022
1.November 9, 2020:
FY21 Capital requests due to Town Administrator and Finance Director.
2.November 12, 2020:
Capital Planning Committee meets to review FY21 Capital requests.
3.November 18, 2020:
FY22-26 Budget forecast presentation to Select Board and Finance Committee, including
recommended FY22 budget development guidelines.
4.December 4, 2020:
FY22-26 Capital requests due to Town Administrator and Finance Director.
5.December 10 and 17, 2020 and January 7, 2021:
Capital Planning Committee meetings with Department Heads to review Capital requests.
6.December 21, 2020:
FY22 Town Operating Budget requests due to Town Administrator and Finance Director.
7.Weeks of January 4 and 11, 2021:
Preliminary budget reviews by the Town Administrator and Finance Director with
Departments and Boards/Commissions.
8.January 28, 2021:
Deadline for Capital Planning Committee to finalize FY21-26 Capital Improvement
Program.
9.February 1, 2021:
FY22 Town Operating Budget Overview delivered to the Select Board and Finance
Committee.
10. February 6, 2021:
Department Head budget presentations to Select Board and Finance Committee.
11. February 16, 2021:
Capital Planning Committee presentation to Select Board and Finance Committee on
FY22-26 Capital Improvement Plan and supplemental FY21 Capital requests.
DRAFT 10.22.20
12. February 17, 2021:
Town Code final deadline for submittal of warrant articles for inclusion within the 2021
Annual Town Meeting warrant.
13. February 24, 2021:
Schools (Nauset and Cape Cod Tech) budget presentations to Select Board and Finance
Committee.
14.March 19, 2021:
Administrative deadline to finalize warrant articles for the May 2021 Special and Annual
Town Meetings.
15. March 29, 2021:
Deadline for Select Board’s and Finance Committee’s recommendations on the May
2021 Special and Annual Town Meeting warrant articles.
16. March 31, 2021:
Send the May 2021 Special & Annual Town Meeting warrants to the printer.
17. April 12, 2021:
Deadline to post warrants.
18.April 13, 2021:
Deadline for Select Board to place a ballot question on the Annual Town Election.
19. April 16, 2021:
FY22 Budget and Town Meeting warrant book distributed to the general public as an
insert in the Cape Codder and on the Town’s website.
20. April 27, 2021:
Town Meeting public information session.
21.May 3, 2021:
2021 Special and Annual Town Meeting held at Stony Brook Elementary School.
22.May 18, 2021:
2021 Annual Town Election.
Fincom Meeting & Budget Schedule 2020-2021
as of:10.30.2020
Month Date Day Meeting Tuype
Nov 4 Wed Fincom See Agenda
Nov 18 Wed Joint Meeting w/ SB Budget Forecast
Dec 2 Wed Fincom
Dec 16 Wed Fincom
Jan 6 Wed Fincom
Jan 13 Wed Fincom
Jan 20 Wed Fincom
Jan 27 Wed Fincom
Feb 1 Monday Joint Meeting with Select Board and TA
Feb 6 Saturday Joint Saturday all-day Budget Presentations
Feb 16 Tuesday Joint Tuesday - Capital Planning Requests
Feb 24 Wed Joint School Budget Presentations
Mar 3 Wed Fincom Budget Deliberations and Votes
Mar 10 Wed Fincom Budget Deliberations and Votes
Mar 17 Wed Fincom Budget Deliberations and Votes
Mar 24 Wed Fincom Budget Deliberations and Votes Last day for vote to be recored in Warrant
Mar 31 Wed Fincom
Apr 7 Wed Fincom
Apr 14 Wed Fincom
Apr 21 Wed Fincom
Apr 29 Wed Fincom
May 3 Town Meeting
Feb 17 Final Day to Submit Warrant Articles
March 29 Printing Deadline
April 13 Deadline for Ballot Questions expect NRHS Debt Exclusion
May 3 Town Meeting
May 18 Annual Town Election
Other Dates
Brewster Finance Committee
Liaison Assignments 2020 – 2021
Group Member
Select Board/Town Administrator Pete Dahl – Chairperson 1
Board of Assessors Bob Young 1
DPW (TA)
Police (TA)
COA Honey Pivirotto 1
Fire (TA)
Crosby Mansion Andy Evans 1
Planning Board Honey Pivirotto 2
Nauset Regional Schools** Bob Young 2
Brewster Elementary Schools ** Robert Tobias 1
Brewster Ladies Library** Andy Evans 2
Cape Cod Tech** Pete Dahl 2
Golf Dept. * Bill Meehan 1
Water Department * New Member
Recreation Department (TA)
Community Preservation Committee Alex Hopper 1
Human Services
Board of Health Alex Hopper 2
Housing Trust Robert Tobias 2
Energy Committee
Non Resident Taxpayers Assoc. Pete Dahl 3
Recycling Commission Frank Bridges 1
Capital Planning Committee Frank Bridges 2
Personnel Bylaw Committee OPEN
Vision Planning Honey Pivirotto 3
*Enterprise Fund - Require Liaison
** School Committee – Independent Board – Requires Liaison
Inactive Committees
Comprehensive Water Planning
Brewster Taxpayers Association
Building Needs Committee
All Citizens Access Committee
Brewster Finance Committee
Liaison Guidelines
A. PURPOSE. Brewster Finance Committee members act as liaisons to Town boards,
committees, and commissions to facilitate effective communication between those
groups and the Finance Committee. As the primary role of the Finance Committee is to
review budgets and make recommendations to Town Meeting, the role of a Finance
Committee liaison will be primarily of a financial nature.
B. LIAISON ROLE. A Finance Committee Liaison will:
1. Establish a relationship with the chair of each public body to which they are assigned and be
available for consultation as needed.
2. Announce board, committee, and commission activities likely to be of interest to the Finance
Committee and public during “Finance Committee Liaison Reports” at Finance Committee,
facilitates communication and action, when feasible.
5. Serve as a resource to their assigned boards, committees, and commissions.
6. Not be a voting member of the board, committee, or commission unless so specified.
7. Speak as an individual Finance Committee member when participating in board, committee,
or commission meetings, and not representing the voice of the full Finance Committee.
8. Be included on the meeting agenda distribution list for the public bodies they are assigned to.
C. APPOINTMENTS.
1. Following reorganization of Finance Committee leadership at year-end (June) the Chair will
make liaison assignments.
2. Finance Committee members will be invited to request specific assignments and the Chair
will accommodate requests where possible.
3. When assignments are made, Finance Committee members are encouraged to contact the
chair of each assigned group to inform that chair of the liaison assignment.
Kickoff Meeting –November 2, 2020
Sharon Rooney, AICP, RLA, Principal Planner
Vesna Maneva, RLA, Senior Landscape Architect
BREWSTER LOCAL COMPREHENSIVE PLAN
This is to be used to for general overview slides for
interviews
Replace pics
PROJECT TEAM
Tracy J. Adamski, AICP
Vice President
Project Director
Sharon Rooney, AICP, RLA
Principal Planner
Project Manager
Vesna Maneva, RLA
Senior Landscape Architect
Community Engagement
Kristin Dippold
Environmental Planner
Katie Weaver
GIS Analyst II
Albert Good
Planner
PROJECT MANAGEMENT
KEY PERSONNEL
•Project Goals
•Scope of Work
•Project Schedule
•CCC Certification Review Requirements
•Public Outreach Strategy
AGENDA
PROJECT GOALS
•Define Growth Policy for the Town
•Prioritize Vision Plan Actions
•Engage Community and
Stakeholders
•Develop Required LCP Elements
•Receive LCP Certification from CCC
•Task 1: Project Coordination
•Task 2: Vision Plan
Implementation and Growth
Policy
•Task 3: Develop LCP Elements
•Task 4: Cape Cod Commission
Certification Review
SCOPE OF WORK
QUALITY
SCOPE
COSTTIME
•Kickoff Meeting
•Participate in VPC Committee meetings
•Quarterly Progress Updates to Selectboard
•Meetings with Planning Board, Selectboard
and Finance Committee
•Monthly conference calls w/Town staff and
meetings with CCC Staff
TASK 1: PROJECT COORDINATION
•Review Vision Plan recommendations and
implementation progress
•Facilitate stakeholder workshop
•GIS Mapping
•Cape Cod Placetypes
TASK 2: VISION PLAN IMPLEMENTATION & GROWTH
POLICY
TASK 3: DEVELOP LCP ELEMENTS
•Land Use
•Vision Statement
•Inventory of Existing
Assets/Conditions
•LCP Goals
•Capital Facilities Plan
•Housing Plan
•Open Space & Natural Resources
•Targeted Action Plan & Schedule
•Performance Measures
•Draft and Final LCP
•Participate in up to two meetings of Cape Cod
Commission Committee on Planning and
Regulation and/or full Commission
TASK 4: CAPE COD COMMISSION CERTIFICATION
REVIEW
Public/Stakeholder Engagement
Selectboard
Vision Plan Implementation
Develop LCP Elements
Develop Growth Policy
Cape Cod
Commission
Certification
Review
STAYING ON TRACK
Project Duration 12 –14 months
Draft/Final LCP
CCC Coordination
SelectboardSelectboard
FinCom,
Planning
Board
Town
Meeting
PROJECT SCHEDULE
COMMUNITY AND STAKEHOLDER ENGAGEMENT
•Formation of Stakeholders
Group
•Up to 3 workshops
Engagement Tools:
•Updates on Town webpage
•Televised meetings
•Online survey
•Submit photos
•Virtual open house
•Other virtual tools
BREWSTER LOCAL COMPREHENSIVE PLAN
Sharon Rooney, AICP, RLA srooney@tighebond.com
Vesna Maneva, RLA vmaneva@halvorsondesign.com
QUESTIONS?Questions?
Finance Committee Minutes
October 7, 2020 Page 1 of 4
TOWN OF BREWSTER
FINANCE COMMITTEE
Date: October 7, 2020 Time: 4:00 PM
VIRTUAL MEETING MINUTES
Present: Chair Pete Dahl, Vice Chair Frank Bridges, Bill Meehan, Honey Pivirotto, Bob Young, Andy Evans,
Robert Tobias
Also present: Mimi Bernardo, Finance Director; Peter Lombardi, Town Administrator; Tom Fitzgibbons,
School Committee
Absent: Larissa Haynes
The Chair called the meeting to order at 4:00 pm.
This meeting will be conducted by remote participation pursuant to Governor Baker’s March 2020 orders suspending certain Open Meeting Law provisions and imposing limits
on public gatherings. No in-person meeting attendance will be permitted. If the Town is unable to live broadcast this meeting, a record of the proceedings will be provided on
the Town website as soon as possible. The Town has established specific email addresses for each board and committee so the public can submit comments either before or
during the meeting. To submit public comment or questions to the Finance Committee, please email: fincommeeting@brewster-ma.gov. To view the:
Live broadcast: Tune to Brewster Government TV Channel 18
Livestream: Go to www.livestream.brewster-ma.gov
Audio/video recording: Go to www.tv.brewster-ma.gov
1.TA/FD Report
Peter Lombardi discussed the approved FY21/FY22 Strategic Plan from Select Board approved Monday night.
The Priority Sheet decided on holds a total of 40 goals for this year going into next. We included a separating
out an identifying party to each goal, where the Finance Committee is a key stake holder in 7 or 8 of those key
goals. We also clearly identified the highest priority goals where the Finance Committee is a stake holder in a
handful of those as well. Mimi Bernardo and Lisa Vitale and Jim submitted the recap to set the FY21 tax rate of
$8.58/$1000 which is a few cents less than last year. Residents can expect to receive the tax bills next week.
Frank asked if addressing any vacant Committee positions was in the Select Board Plan. Peter Lombardi said it
was certainly discussed during the Select Board 2nd Annual Retreat in July. Vacancies and consolidations came
up several times. Ultimately, with 40 goals, ½ dozen which were Pandemic related, we had to hone in where
our priorities were, and it did not make the list. However, just because it’s not on the plan, does not mean we
will not work on it. We realize there are many committees and more seem to be popping up on a regular basis
which is an issue we want to continue addressing. There has not been any further interest in the Audit
Committee open positions. Pete asked Peter Lombardi to raise the issue regarding a Select Board member
joining the committee so the Audit Committee could begin its work. Peter replied he would.
Frank also queried the goal of working more closely with the Nauset Regional School Committee and fostering
a deeper relationship with them. Peter Lombardi said he sent these goals and the feasibility study to the
Approved:
VOTE:
Finance Committee Minutes
October 7, 2020 Page 2 of 4
Nauset Regional School Officials. He mentioned some information in the past reaching the Select Board and
Finance Committee right before their meetings and not having sufficient time to review before meeting. This
was something they were hoping to avoid in the future.
2.NRHS Building Project Update, Sub-Committee Report
As Chair of the Sub-Committee, Frank said this work began last fall where a number of meetings were held.
The Subcommittee convened in December with its first meetings to start the process off. The report’s goal was
to present, as impartially as we could, the facts we developed over the course of the past 12 months. He said
that if the Committee sees anything in the report where you don’t feel we have evaluated the information
correctly, we really want to hear that. It’s impossible when going through a process like that to not come to
your own conclusions, but we tried our best to stay as impartial as we could.
Honey said she really enjoyed seeing Rob Tobias’ questions as a new member of the Finance Committee and
suggested everyone look at them and give feedback, as well as ask their own questions should they have
more. Frank went through Rob’s questions with everyone and gave responses.
Pete mentioned having a commitment from the School Committee to have P-Town and Truro join the district
to take on a portion of the new school costs and feels this would go a long way in possibly passing this Capital
Item.
Bill Meehan MOVED to accept this as a report of progress subject to edits and revisions as information
changes.
Robert Tobias second.
Roll Call Vote: Bob Young – yes, Frank Bridges – yes, Bill Meehan – yes, Honey Pivirotto – yes, Andrew Evans
– yes, Robert Tobias – yes, Chair Pete Dahl– yes.
The Committee voted: 7-yes 0-no
Pete asked if there had been any questions from the public sent in at this point. None were submitted.
3.Discussion of Financial Management Policies and Practices and Department of
Revenue recommendations
Peter Lombardi said that the 3rd Goal of the Strategic Plan from the Select Board was to specifically look at
adopting financial policies from the DOR report and implementing some of their recommendations in the
short and medium term identified as one of the 12 high priorities. We plan on starting our regular Finance
Team meetings to dive into those policies. This was one of those projects put on the shelf due to the
Pandemic, but now we can start back up.
Robert asked about a template of policy and procedures to work from. Peter Lombardi said that there was a
DOR report produced and appendices included some template policies for Brewster. We started working
through them with priority items first. We didn’t have a policy to deal with what we are trying to do here. Pete
said they did present a manual on policy and procedure, and when we were trying to get that looked at, the
Pandemic hit. Now is the time to look at this again. The final reports show that many things are done well, but
it’s important to have a documented policy to follow.
Finance Committee Minutes
October 7, 2020 Page 3 of 4
Mimi Bernardo felt it important to share in her experience, that long term, policies are important to get in
writing, but the Town financially has really followed the Letter of the Law in their procedures.
4.Liaison Policy and Assignments
Pete said he circulated a statement or guideline to the committee for review before the meeting. The Select
Board has a policy for this. Pete distilled their policy down to make it more appropriate for this committee in
guideline form. He said we are a committee that makes recommendations to Town Meeting and takes
positions on Town Warrant. He made the liaison guidelines and asked for feedback from the Committee.
Bill said he thinks the guidelines are inclusive and appropriate. Guidelines give everyone guidance and give
members information on what it means to be a liaison.
Bill Meehan MOVED to accept these guidelines as how this committee will approach liaison work.
Frank Bridges second.
Roll Call Vote: Bob Young – yes, Frank Bridges – yes, Bill Meehan – yes, Honey Pivirotto – yes, Andrew Evans
– yes, Robert Tobias – yes, Chair Pete Dahl– yes.
The Committee voted: 7-yes 0-no
Pete mentioned there are a variety of openings and would like the Committee to look over and decide what
they would like to cover, what they are interested in, and take positions they would enjoy and request an
assignment. Please send to Pete and he will recirculate the list.
5. Matters Not Reasonably Anticipated by the Chair - none
6. Review of Minutes from 8/12, 9/2, & 9/12
Frank Bridges MOVED to accept the Minutes from 8/12/20.
Robert Tobias second.
Roll Call Vote: Bob Young – yes, Frank Bridges – yes, Bill Meehan – yes, Honey Pivirotto – yes, Andrew Evans
– yes, Robert Tobias – yes, Chair Pete Dahl– yes.
The Committee voted: 7-yes 0-no
Bill Meehan MOVED to accept the Minutes from 9/2/20.
Robert Tobias second.
Roll Call Vote: Bob Young – yes, Frank Bridges – yes, Bill Meehan – yes, Honey Pivirotto – yes, Andrew Evans
– yes, Robert Tobias – yes, Chair Pete Dahl– yes.
The Committee voted: 7-yes 0-no
Bill Meehan MOVED to accept the Minutes from 9/12/20.
Frank Bridges second.
Roll Call Vote: Bob Young – yes, Frank Bridges – yes, Bill Meehan – yes, Honey Pivirotto – yes, Andrew Evans
– yes, Robert Tobias – yes, Chair Pete Dahl– yes.
The Committee voted: 7-yes 0-no
Finance Committee Minutes
October 7, 2020 Page 4 of 4
7.Liaison reports
Bill sent an email to the Chair and provided updates on the Golf Committee. A new Superintendent has been
hired named Colin Walsh who comes to us from Blue Rock. Mark O’Brien has announced his retirement,
leaving January of next year. Mark O’Brien’s reports have shown record numbers over the last two periods.
8. Adjournment
Bill Meehan MOVED to adjourn the meeting at 5:57 PM. Frank Bridges second.
Roll Call Vote: Bob Young – yes, Frank Bridges – yes, Bill Meehan – yes, Honey Pivirotto – yes, Andrew Evans
– yes, Robert Tobias – yes, Chair Pete Dahl– yes.
The Committee voted: 7-yes 0-no
Respectfully submitted, Beth Devine
Packet of additional documents on website for public review.