BAC Minutes 09.20.2023

Attendees: Tom Anderson, Stewart Brock, Brad Bull, Marsha Dixon, Cindy St. Jean.

Meeting called to order at 5:30 PM. Town Anderson nominated Stewart Brock for Chair, seconded by Marsha Dixon. Motion carried.

Stewart Brock nominated Marsha Dixon for Vice Chair, seconded by Brad Bull. Motion carried.

Marsha Dixon nominated Cindy St. Jean for Secretary, seconded by Stewart Brock. Motion carried.

Attendees reviewed what occurred at the Select Board meeting of September 11, which Stewart was unable to attend. Marsha addressed the potential for an increased need for tree cutting in the foreseeable future, due to the age of trees, storms, and the damage from the ash borer beetle on ash trees. The expense is currently under the Highway Department. She was concerned that the true expense of tree removal could outstrip the budgeted funds and negatively impact the overall Highway Department budget. After discussion, it was agreed upon to ask Town Administrator Jamie Pike if the expense can go in the general town budget. Brad asked if it would be a non-lapsing appropriation.

Attendees acknowledge receiving the 2024 Budget Directive email distributed by Jamie Pike to department heads, outlining guidelines for submitting departmental budgets. Departments were asked to keep discretionary spending under a 4% cap, and to identify three areas as priorities for possible additional funding. All committee members have online access via GoogleSheets to the budget submission spreadsheets.

Stewart addressed the guiding philosophy of the committee’s budgeting work. It was agreed that the committee’s work shall be guided by keeping the town’s services as they are. It is acknowledged that costs do go up, and Francestown has had a flat budget for a while.

Brad observed that at the latest Select Board meeting which reviewed the budget, the hazmat costs incurred from the transfer station contamination have not been included in the budget. He attended a previous Select Board meeting where the audited financial statement presentation was given, and it is his understanding that at year-end 2022 Francestown’s unassigned fund balance was around 21% of both operating revenues (plus assessments) and operating expenditures (plus assessments). The State and town policy is to maintain between 5-15% of revenues or 8-17% of expenditures. While acknowledging the assessment numbers were a “moving target,” he questioned, given the rather substantial possible excess, whether the town was committed to the guidelines or not. If so, what is the timing of excess balance determinations and how is that communicated and addressed on an annual basis? There was discussion about the details of the percentage calculation for the audited 2022 financial statements versus the current year calculation. It was decided that Stewart would ask Jamie Pike to clarify the unassigned fund balance. 

Committee members can attend the upcoming CIP workshops, as they are informative, but would do so as guests. Stewart will ask Jamie Pike to send the CIP draft to the committee members.

The committee reviewed upcoming scheduled meetings. Regarding the first budget presentation, Stewart will ask Jamie if either October 26 or Nov. 2 at 5:30 PM would work (preference is for Oct. 26). Reviewing the proposed Budget/CIP Schedule, additional meetings were confirmed and include:

• November 22: Jamie Pike presenting the budget to the committee
• December 6 & 7: Department budget meetings
• December 13: Budget review/discussion meeting: This BAC meeting is scheduled if Brad, Tom, and Cindy would find it useful. Stewart and Marsha will not be available that week.
• December 20: Budget work session

Further meetings will be confirmed in the future.

Tom Anderson moved to adjourn; Stewart seconded. The meeting was adjourned at 6:18 PM.

Respectfully submitted by Cindy St. Jean, Secretary.