Monday, January 10, 2022
Amey Tucker Spencer Fund Trust 6:30 P.M.
Town Council Sitting in their Capacity as Trustees
Followed by
Town Council Meeting
7:10 P.M.
ZOOM
Attachments can be found: https://clerkshq.com/barrington-ri
Video: https://vimeo.com/664643898
THIS MEETING WAS HELD VIA ZOOM.
Present: (Town Council sitting as Trustees): President Annelise Conway, Vice President Carl Kustell, Trustee Jacob Brier, Trustee Michael W. Carroll, and Trustee Robert Humm
Also, Present: Town Manager Phil Hervey, Assistant Town Solicitor Amy Goins, Spencer Trust Administrator Debra Page -Trim and Town Clerk Meredith J. DeSisto
Others Present: Dennis Roy and Jim Dealey with EBCAP
Megan Grady with Meals on Wheels
Tim Faulkner with The Barrington Farm School
Teriza Rivera-Cira/Pascale Lord with TAP-IN
President Conway called the AMEY TUCKER SPENCER TRUST FUND MEETING to order at 6:30 P.M. President Conway stated that all Trustees are present via roll call.
Motion by Vice President Kustell and seconded by Trustee Humm to approve the Amey Tucker Spencer Trust Fund minutes from October 4, 2021. The motion passed in favor 5-0-0-0, President Conway, Vice President Kustell, Trustee Brier, Trustee Carroll, and Trustee Humm; no one opposed, no recusals and no abstentions.
Town Manager Phil Hervey provided an update on the status of the FY2022 budget. In October of 2022 the Trustees adopted the following budget line items: Management Fees of $26,000, Spencer Administrator Fees, $20,808, and FICA, $1,592, for a total of approximately $48,400 approved for FY22. He discussed that some expenses have been ongoing from the approved FY21, approximately $38,000 in repair projects, $3,000 in Emergent Needs, TAP-In received $10,000 in FY21, EBCAP received $20,000, Meals on Wheels received $3,600. However, said Mr. Hervey, Advertisement and Miscellaneous fees exceeded the budget line items do to an error in which Attorney’s fees were charged to the account, therefore, this budget does not have enough funding.
Mr. Hervey stated that a new application process for those agencies requesting funding was implemented. He said that the intent of the Trustees was to allow requests to happen two (2) times a year. He said that this application for requests ended December 31, 2021. Mr. Hervey stated that those requests are as follows for FY22: Barrington Farm School $1183, Meals on Wheels $5,000, TAP-IN $5,000 and EBCAP is seeking $25,000. He is recommending an additional $3,000 for Advertising and Outreach (Marketing), and $3000 for Legal Fees/ Annual Filing fees. Mr. Hervey stated that the Trustees will be adopting additional budget items for FY22.
President Conway stated that we will need to add an additional line item for the Barrington Farm School and for Legal fees (these line items were not included in FY21). Vice President Kustell was pleased to note that the Spencer Trust has helped many more people this past year. He agreed that we need to have more dedicated accounts to prevent overdrafts.
Vice President Kustell suggested that the Home Repair and Down Payment Assistance Program should not be within the same account and should be separate. He suggested that Marketing and Advertising, Salaries and Administrative Management fees, Emergent Funds, Miscellaneous Fees, and the line item for Legal Fees should have a dedicated line item with a dedicated account. Trustee Brier agrees that there should be separate line items for each account.
Trustee Brier questioned the FY22 Budget and asked, what the available funding is now that we are halfway through the year.
Trustee Brier explained that Finance Director Raposa was not able to unmute but used the chat feature to confirm that there are separate line items. Discussion ensued.
President Conway stated that Finance Director Raposa, (through the chat feature) said, that there is $182,00 in income and interest.
Discussion ensued regarding the budget line items, Home Repair $36,000 that would carry forward, $12,000 for Emergent Need. Mr. Hervey suggested that funding should be made for the Day of Caring. President Conway stated that we will be rolling forward the funding for the Home Repair Fund and the Down Payment Assistance Program because these line items should not be reduced now that there is more awareness with Spencer Trust.
Discussion ensued with funding that is carried over and allocations for additional budgeting. Trustee Brier clarified that President Conway is suggesting replenishing what was spent from those line items.
Trustee Carroll questioned EBCAP’s meal and if it is overlap with our senior meals via the Senior Center. EBCAP Director Dennis Roy explained that the meals are contracted with a vendor for the Senior Center. The meals with EBCAP are federally funded and are not Spencer Trust Funds.
Mr. Hervey shared his screen with an excel budget spreadsheet. President Conway requested that a column depicting a carry-over balance would be helpful.
Discussion ensued regarding EBCAPs Crisis Fund and bring it back to $25,000. Trustee Brier suggested to add more funding to marketing and advertising with an additional $5,000 and to add $500 to the Miscellaneous line item.
| Item | FY2021 Budget | Balance | FY2022 Budget |
| Management Fees | $23,000 | $0 | $26,000 |
| EBCAP (FY2022 - $15,000 over. / $10,000) | $22,939 | $8,800 | $25,000 |
| TAPIN | $10,000 | $0 | $5,000 |
| Meals on Wheels | $3,600 | $0 | $5,000 |
| Barrington Farm School | $0 | | $1,183 |
| Legal Fees | $0 | | $3,000 |
| Spencer Trust Admin | $20,400 | $0 | $20,808 |
| Spencer Trust Admin - FICA | $1,561 | $0 | $1,592 |
| Misc. Expenses (travel, copies) | $0 | | $500 |
| Home Repair Projects | $75,000 | $37,193 | $38,000 |
| Emergent Fund | $15,000 | $12,000 | $3,000 |
| Marketing Advertising/Misc. | $2,500 | -$200 | $5,000 |
| Day of Caring | $0 | | $1,000 |
| Down Payment Assistance | $75,000 | $71,000 | $4,000 |
| TOTAL | $249,000 | $128,793 | $139,083 |
Motion by President Conway and seconded by Trustee Brier to accept the amended Amey Tucker Spencer Trust Fund budget for FY22 and to accept the funding requests (Barrington Farm School, TAP-IN, EBCAP and Meals on Wheels) as presented. The motion passed in favor 5-0-0-0, President Conway, Vice President Kustell, Trustee Brier, Trustee Carroll, and Trustee Humm; no one opposed, no recusals and no abstentions.
Vice President Kustell asked for clarification regarding line items and separate accounts. Motion by VP Kustell and seconded by Trustee Carroll that each line item has an account (Management Fees, Marketing and Advertising, Home Repair, Down Payment Assistance Program, Emergent Fund, Legal Fees Discussion and Miscellaneous).
Discussion ensued regarding VP Kustell’ s concern that all of the line items have separate accounts to prevent intermingling of funds. Finance Director Raposa, through the chat feature on zoom, clarified that each line item has its own expenditure account.
Vice President Kustell withdrew his motion.
There was no one that wished to speak.
Motion by Trustee Brier to adjourn the Amey Tucker Spencer Trust Fund meeting at 7:09 PM. The motion passed in favor 5-0-0-0, President Conway, Vice President Kustell, Trustee Brier, Trustee Carroll, and Trustee Humm; no one opposed, no recusals and no abstentions.
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Meredith J. DeSisto, CMC, Town Clerk