CCRPC board accepts midyear financial report after discussion of underbilling and staff capacity

The Chittenden County Regional Planning Commission (CCRPC) board voted March 19 to accept the commission’s fiscal-year midyear financial report, after staff described a modest operating deficit and members pressed for steps to increase billable work.

The board accepted the report by voice vote, with board member Jeff (last name not specified in the record) making the motion and a second recorded; no roll-call tally was recorded in the transcript. The treasurer’s report covered results through Dec. 31, the first half of the fiscal year.

Staff reported an operating deficit of about $62,000 after allocating $60,000 in municipal dues into revenue. The report noted that the commission’s money-market reserve account held “over half a million” dollars and that accounts receivable were roughly twice accounts payable, and staff described the deficit as larger than in recent years but not insurmountable.

“[Midyear deficits are] not uncommon for the first half of the fiscal year,” Treasurer Forrest said during the presentation, adding that some state funds arrive in quarterly installments and that staff billing for transportation program work was about 46–47% of budgeted expectations halfway through the year.

Board members tied the revenue shortfall to underbilling and extended staff leave. Jeff said he was concerned that direct project revenue was at 28.5% of budget at midyear and cited extended staff leave as a factor that reduces billable capacity. Charlie, the commission’s executive director, confirmed two recent parental leaves and said staff have been reassigned and that managers are emphasizing increasing billable hours in the second half of the fiscal year.

Board members asked several clarifying questions about reimbursement-based state grants and timing of installment payments from the Vermont Agency of Commerce and Community Development (ACCD). Staff explained that many grants are reimbursement-based — the commission must incur and bill expenses before receiving payment — and that some ACCD funds arrive quarterly.

Members also discussed an internal transfer of local dues: staff had advanced $60,000 of municipal dues into revenue to close a midyear gap; board members said they expected those dues would be used later in the year for planned match and program expenses. The executive director said the commission has a cushion from prior strong operating years and expressed confidence the organization could get near break-even by fiscal year-end if billable hours increase.

The board accepted the financial report and directed staff to continue monitoring billable time and revenue performance and to report back with adjustments as needed.

The acceptance was taken as a formal motion and approved by the board during the March 19 meeting.