10/1/2020 FINANCE COMMITTEE Minutes

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5 Finance Committee Minutes October 1, 2020 Update on Budget Process from Town Manager: Town Manager Rodney C. Collins reviewed the budget process for Fiscal Year 2020 with members of the Finance Committee. In the general review process, budget guidelines are distributed to Department Heads in early September for the direct submission of budgets into the MUNIS software. At the Town Manager's discretion copies of departmental budget requests are forwarded to the Board of Selectmen and Finance Committee. Liaisons of the respective Select Board and Finance Committee attend the budget meetings and report their findings to their respective board/committee. It was noted the general budget message to all departments requests a level funded expense budget with no new personnel. Exceptions to the level funding directive would require a separate memorandum with specific explanations to justify the expenditure in detail. The deadline for the submission of operating budgets and CIP requests is October 2, 2020. It is anticipated the bottom line of the preliminary FY2022 budget would be adjusted to accommodate the contract settlements proposed at the October Town Meeting. Thereafter and with final budget assumptions in order,the draft budget is then presented to the Board of Selectmen and Finance Committee in approximately 1.5 months. The budget review consists of the Operating Budget as well as Capital Improvement Program (CIP)requests. In the process and to avoid additional compensatory time for Department Heads Town Manager Collins requested the Finance Committee follow protocol by directing questions to the Town Manager through the Finance Committee Chair in advance of a meeting. Members of the Finance Committee complimented the Town Manager and Assistant Town Manager for responsible budgeting during a time of many challenges. The Finance Committee requested a copy of the Town Manager's Budget directive for the FY2022 Operating and CIP Budget submittals. The Budget Calendar includes budget meetings and recommendations prior to the submission of the articles with explanations and the dates of the Public Hearings to be held prior to the May 2021 Town Meeting. Over the past few years,this process has been uniformly consistent. In the timeline of progression, the Board of Selectmen execute the Special and Annual Town Meeting warrants prior to the Finance Committee's finalization of their Report to the Voters on the Articles of the Warrant. Generally, the warrant when finalized by the Selectmen does not include all of the recommendations from the Finance Committee. However, all recommendations of the Finance Committee are contained in their Report to the Voters.