PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING MINUTES
DRAFT
DATE: October 6, 2022
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben
PUBLIC PRESENT: Trish Abbondelo, Town Clerk & Treasurer
AGENDA MODIFICATIONS:
APPROVAL OF MINUTES:
NEW BUSINESS:
1. Process for deliberations
2. Town Report Material & Responsibilities
NEXT SPECIAL BUDGET MEETING: Thursday, October 20, 2022 @5pm Town Office
NEXT REGULAR MEETING: Thursday, October 20, 2002 @6pm Town Office
ADJOURNMENT:
Ann called the meeting to order at 5:06pm. Joyce seconded. All in favor.
NEW BUSINESS:
1. Process for deliberations. Ann opened by saying that it was an odd year with the switchover from calendar to fiscal. The Budget that the Board will be working on is for July 1, 2023 to June 30, 2024. The Board discussed how they should budget for an entire year with what information is available. trish will have a comparison spreadsheet for a full year from July 1, 2021 to June 30 2022. Trish clarified some of the points in the discussion. The Undesignated Funds were discussed. The goal is to have no deficit or surplus. Trish said that this year might be the last year for a surplus. The meeting schedule was reviewed, and it was decided to have the budget meetings in the Town Office so that Trish and Joyce have computer access. The Regular meetings during budget deliberations will also be held in the office except for November 17 tax day . Joyce requestd that all winter meetings of the Select Board be held in town offices to save on heating the Town Hall for such a brief period of time. Meetings in the Town Hall will resume in warmer weather. Ann updated the Board that letters to the various departments requesting their capital improvement plans and funds were sent out. No department has yet requested a meeting date with the Board. Ann requested that responses be received by the Board prior to the October 20th meeting. It was noted that they would like George to be more involved in the Highway Fund’s budget and meet with the Board as the cost for material and supplies has increased and the line items need to be brought up to date. Trish said she would have the Profit & Loss statements for ’21-’22 and the spreadsheet at the next meeting.
Pittsfield Select Board Special Budget Meeting Minutes page 2
October 6, 2022
2. Town Report Material & Responsibilities. Proposed changes to this year’s Town Report were discussed. These included excluding reports from non-town organizations requesting funding. It was suggested that a summary page be included listing the organization, contact information, amount requested, and amount approved. They would also like the various town departments and organizations (Historical Society & PCCVT) to identify what they did this past year, if applicable including the number of events held, number of attendees, and include reports on any fund accounts they may hold. This would encourage transparency. Formatting was discussed. Town Report has used Google Docs and it was suggested that this should be requested in a general letter to be sent to the departments. The Secretary was asked to create a letter that can be sent to all the town entities. Martha had previously expressed an interest in helping with the Town Report this year as Anne Powers will be out of state for the winter. She was asked to work with Beth on updating the timeline for the report as it is several years outdated. This will provide due dates for the various reports. In past years, the Auditors have had help in preparing the report for the printers. Betty Warner helped with last year’s report, but it was suggested that Ryan or Vaughn be asked to help this year. Joyce said she would speak with them.
NEXT SPECIAL BUDGET MEETING: Thursday, October 20, 2022 @5pm Town Office
NEXT REGULAR MEETING: Thursday, October 20, 2022 @6pm Town Office
As there was no further business to discuss, Ann adjourned the meeting at 5:50pm. Seconded by Joyce. All in favor.
Respectfully submitted:
Martha L. Beyersdorf, Secretary
Approved: ________________________
_________________________/__________________________/ _________________________
Ann Kuendig Joyce Stevens AJ Ruben
DRAFT
DATE: October 6, 2022
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben
PUBLIC PRESENT: Trish Abbondelo, Town Clerk & Treasurer
AGENDA MODIFICATIONS:
APPROVAL OF MINUTES:
NEW BUSINESS:
1. Process for deliberations
2. Town Report Material & Responsibilities
NEXT SPECIAL BUDGET MEETING: Thursday, October 20, 2022 @5pm Town Office
NEXT REGULAR MEETING: Thursday, October 20, 2002 @6pm Town Office
ADJOURNMENT:
Ann called the meeting to order at 5:06pm. Joyce seconded. All in favor.
NEW BUSINESS:
1. Process for deliberations. Ann opened by saying that it was an odd year with the switchover from calendar to fiscal. The Budget that the Board will be working on is for July 1, 2023 to June 30, 2024. The Board discussed how they should budget for an entire year with what information is available. trish will have a comparison spreadsheet for a full year from July 1, 2021 to June 30 2022. Trish clarified some of the points in the discussion. The Undesignated Funds were discussed. The goal is to have no deficit or surplus. Trish said that this year might be the last year for a surplus. The meeting schedule was reviewed, and it was decided to have the budget meetings in the Town Office so that Trish and Joyce have computer access. The Regular meetings during budget deliberations will also be held in the office except for November 17 tax day . Joyce requestd that all winter meetings of the Select Board be held in town offices to save on heating the Town Hall for such a brief period of time. Meetings in the Town Hall will resume in warmer weather. Ann updated the Board that letters to the various departments requesting their capital improvement plans and funds were sent out. No department has yet requested a meeting date with the Board. Ann requested that responses be received by the Board prior to the October 20th meeting. It was noted that they would like George to be more involved in the Highway Fund’s budget and meet with the Board as the cost for material and supplies has increased and the line items need to be brought up to date. Trish said she would have the Profit & Loss statements for ’21-’22 and the spreadsheet at the next meeting.
Pittsfield Select Board Special Budget Meeting Minutes page 2
October 6, 2022
2. Town Report Material & Responsibilities. Proposed changes to this year’s Town Report were discussed. These included excluding reports from non-town organizations requesting funding. It was suggested that a summary page be included listing the organization, contact information, amount requested, and amount approved. They would also like the various town departments and organizations (Historical Society & PCCVT) to identify what they did this past year, if applicable including the number of events held, number of attendees, and include reports on any fund accounts they may hold. This would encourage transparency. Formatting was discussed. Town Report has used Google Docs and it was suggested that this should be requested in a general letter to be sent to the departments. The Secretary was asked to create a letter that can be sent to all the town entities. Martha had previously expressed an interest in helping with the Town Report this year as Anne Powers will be out of state for the winter. She was asked to work with Beth on updating the timeline for the report as it is several years outdated. This will provide due dates for the various reports. In past years, the Auditors have had help in preparing the report for the printers. Betty Warner helped with last year’s report, but it was suggested that Ryan or Vaughn be asked to help this year. Joyce said she would speak with them.
NEXT SPECIAL BUDGET MEETING: Thursday, October 20, 2022 @5pm Town Office
NEXT REGULAR MEETING: Thursday, October 20, 2022 @6pm Town Office
As there was no further business to discuss, Ann adjourned the meeting at 5:50pm. Seconded by Joyce. All in favor.
Respectfully submitted:
Martha L. Beyersdorf, Secretary
Approved: ________________________
_________________________/__________________________/ _________________________
Ann Kuendig Joyce Stevens AJ Ruben
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