APPROVED MINUTES
Chilmark Board of Selectman / Finance Committee Minutes February 1, 2006
Members present:
Board of Selectmen: Warren Doty, Frank Fenner, and Riggs Parker
Finance Committee: Kathleen Cameron, Sarah Shipway, Doug Sederholm, William Randol, Frank Yeomans, Katie Upson and Marshall Carroll (Chair).
Town Hall: Tim Carroll, Melanie Becker, Tom Wilson and Annette Anthony
Polly McDowell – Tax Collector, Rodney Bunker – Custodian, Deb Cini – Housing & Planning, Chuck Hodgkinson – Zoning Board of Appeals / Site Review, Community Preservation Committee and Conservation Commission., Rusty Walton – Planning Board.
Public: Steve Schwab, Rich Osnoss, Andy Goldman, Zee Gamson.
Marshall C. called the meeting to order at 7:31 pm. The Board asked that the minutes from January 25th be approved at the February 8th meeting.
Warren Doty said that he wanted to address the Members for a moment. He said that he had just learned, at their most recent meeting, that the Dukes County Commission had voted to establish a Charter Study Commission and wanted to explain what that meant. He said that the County would put a question on the ballots asking if they should establish a Charter Study Commission. If there was a yes vote, then a 15-member committee would be elected, at large, to study the County. He said that he felt that this formal process was a movement in the right direction.
TAX COLLECTOR:
Marshall C. opened the discussion stating that there was little increase to the Tax Collector’s budget, just a COLA increase and software maintenance.
Polly McDowell said that the software maintenance was a contractual obligation and was used for the tax title. She noted that she had 2 properties in tax title last year and that she had done the tax title herself, thus saving the Town money. She noted that her postage budget had increased due to the cost increase in stamps as of January 1, 2006. Frank Y. asked if the State provided the software she used and she said no, it didn’t and that she got the software from Data National. Riggs P. asked if the Tax Collector did annual revisions, and Polly M. said that the Assessor did annual revisions. Riggs P. asked if the tax bills were current and she said yes they were the actual bills. He asked if this was consistent of all towns, and Polly M. said no, they don’t have to do it every year. She said that Chilmark
was required to do so yearly due to the Town’s large growth (10%).
There was a brief, general discussion about the revaluation process done by the Tax Collector and how and why it was done. She noted that currently Chilmark is the richest town in the state of Mass.
CUSTODIAN / COMMUNITY CENTER:
Rodney Bunker stated that the only major concern he had in the budget was the fuel for the Community Center. He said he was afraid, with the increasing prices of oil, that the budget would be short. Warren D. asked if the Town Hall’s drainage system was working well and Rodney B. said yes, that the water now goes into the catch basin therefore there was no more flooding. Katie U. asked what the financial responsibilities were for the summer Community Center organization to the year round operation. Tim C. explained that the summer program contributed $ 5,000.00 yearly to the joint maintenance fund along with the Town’s $ 5,000.00 yearly contribution. He explained, in detail, how the summer program pays it's own bills during the 3 summer months in which they actually occupy the building (July 1 - Sept. 1) There
was a general discussion about the operation of the Community Center, how bills were paid by both the summer program and the Town, how Chilmark residents received reduced tuition for the children’s summer program, how the summer program paid for the installation of the tennis courts and how the school used the Center for their gym. Tim C. noted that the summer program gave the Town the Community Center and that there was no lease. Warren D. noted that he was very pleased with the way the Town worked with the Town Affairs Council. There was a question asked why the $ 5,000.00 reoccurring cost of the Community Center was not in the budget. Tim C. said because it is matched with the $ 5,000.00 that the Town Affairs Council gave, and put in a joint maintenance account, then it must be appropriated by means of a warrant article. There was a general discussion about the $ 5,000.00 appropriated yearly for the Community Center and matched with the Town Affairs
$ 5,000.00 and how it was spent, how the total of $ 10,000.00 was spent throughout the year, what the annual cost of the building was, and how UMAS (Uniform Municipal Accounting System) worked. Katie U. said that she thought that the fuel amount was too low by at least $ 500.00. A question was asked about where in the budget book was the revenue from the rental of the Community Center and Tom W. said in the revenues by department in the section under Selectmen, Community Center rent. Tim C. noted that last year the Center took in $ 8, 000.00 in rent. There was a general discussion about the rates that were charged to rent the Center, what the criteria was in order to rent the Center, who was able to use the center for no rental fee and why, and if the rates should be increased in the next year or so.
Marshall C. asked that the fuel line in the Community Center be increased by $ 700.00 for a total of $ 3,000.00.
Warren D. said that Rodney B. had a list of capital improvements items that he would like to see done in the next year or so at the Center. He said that a Capital Improvement Committee would be formed and would review the list Rodney B. had presented. Warren D. said that 2 more people from the public were needed for the committee. Tim C. stated that Kathleen C. and Frank Y. had been appointed members of the Capital Improvement Committee.
MARTHA’S VINEYARD COMMISSION:
Mark London, Director from the MV Commission was not present to address the budget. Doug S. who is a member of the MV Commission finance committee was asked by the Members to address the budget. Doug S. said the budget was up 2.5 % and Chilmark’s share was up by 6.2 %. There was a brief, general discussion about the way the MV Commission did its allocation of shares to the town.
PLANNING BOARD:
Rich Osnoss and Rusty Walton represented the Planning Board’s budget. The increase to the budget was a step increase and a COLA. Frank F. asked about water testing and noted that in FY 05 & 06 nothing was spent and wondered if the line could be adjusted down to $1,000.00. Tim C. explained that the Town had an obligation with the Wampanoag Tribe’s water testing facility for $ 2,000.00 a year. He said it was the Town’s commitment. Rusty W. said he did not know what the glitch was but that he was certain that the money was transferred in the last 2 years. Frank F. noted that last year the budget had been cut by $ 500.00 in the printing line and wondered if that could be done again. Warren D. said that he wanted to discuss the legal expenses. He noted that this was the only department that had a legal
expense line and noted that he wanted the Town to have good control over the legal expenses. There was a general discussion about the Planning Board counsel, which has been separate from Town Counsel. Rusty W. said that the Board was willing to use Town Counsel on many occasion, but noted that there were times when the Planning Board needed counsel with particular expertise in Land Use and that Ron Rappaport had, on several occasions, recused himself, since he had acted for one or the other clients. Frank F. suggested that any legal questions go through Ron Rappaport first. Warren D. said that the Town had set up a legal policy in which Board members were to follow as to keep things in order. There was a brief, general discussion about the budgeting for legal expenses and the process used once a Board exceeded their budgeted legal amount. Rusty W. noted that the Planning Board had a situation that may require legal defense. Tim C. noted that there was a question before Town Counsel
about re-writing the regulations. He summarized that he felt that the Members would like everybody to go through Ron Rappaport’s office first and then through Special Counsel after. Frank F. noted that if Ron R. could not answer the question(s) then he would refer them to someone, who could, thus giving the Town the opportunity to have kept the legal expenses down, and noted that the Town’s policy was to get the answers back in writing, thus creating a folder. Rusty W. replied that this Board did. There was a brief discussion about the use of attorney Tom Bracken and the importance of getting legal bills on a monthly basis. Deb C. noted that Mr. Bracken got the information to the Planning Board in a very timely fashion and that they received the invoice for his services within 2 weeks.
HOUSING:
Steve Schwab represented the budget for the Housing Committee. Doug S. noted that there was a 38% increase to the budget and only $ 8.00 expended on legal expenses.
Steve S. said there were a few requests. He said that they wanted to increase Deb Cini’s hours to 12 hours a week. He said that the increase was due to the Middle Line project and that for the next 2 years he anticipated needing her more than she currently worked now. He noted that Professional Development line was up and said that he and Deb C. had attended courses last year on regulations and had found it extremely helpful and had anticipated doing more of the same professional development in the coming year. He noted that the cost varied between $ 600.00 and $ 800.00. He noted that they had added $100.00 to office supplies for obvious reasons. There was a general discussion about the housing assessment, which had increased yearly. Tim C. explained that the housing assessment increased yearly due to the commitment
that the Town made to the Dukes County Regional Housing Authority. He noted that is the Town’s share and that he believed that this was the fourth and final year of the commitment. Steve S. was asked if the Housing Board had gone to the Personnel Board to inquire about the needed increase in Deb C. hours and Steve S. said no they had not, but would as soon as possible. Warren D. explained that the procedure would be for the Housing Board to go first to the Personnel Board and present their case as the Personnel Board handled requests for increase in Administrative Assistant’s hours. Warren D. stated that at the last Board of Selectmen’s meeting he had asked the County to reappoint Zee Gamson as the representative to the Housing Committee.
ZONING BOARD OF APPEALS:
Frank F. asked what the ZBA anticipated on their advertising, and Chuck H. said that was a variable, noting that in FY 05 advertising was over budget because they had more cases than was budgeted for. He said he raised the budget in FY 06 to $ 1,350.00 and had already spent 70 % of that amount. He said that he had increased the budget enough where he felt that they would not exceed their budgeted amount. He noted that he decreased the budget for in-state travel and professional development. Riggs P. asked if the rates for advertisements for the Vineyard Gazette were up and Chuck H. said yes. Riggs P. asked if they had looked at the rate for advertisements in the MV Times and Chuck H. said no they had not, but that they would look into what they offered for rates. Frank Y. asked if residents who had come in front of the
ZBA paid a fee and Chuck H. said yes, and it was $ 175.00, which included the advertisement. Chuck H. was asked how much revenue the ZBA generated and he said approximately $ 4,000.00 – $5,000.00.
Tim C. said that he encouraged Board members to attend professional development courses as it helped in reducing the Town’s insurance costs.
CONSERVATION COMMISSION:
Chuck Hodgkinson said that Professional Development had been maintained as well as in-state travel. He noted that postage was up and admitted that in the past the amount budgeted was too low considering that most of the mail needed to be sent by certified mail.
COMMUNITY PRESERVATION COMMITTEE:
Tim C. stated that the Community Preservation is not funded by the general fund and said that it is funded from a 5% cap on the Community Preservation Fund. Chuck H. said that the grand total for next year of $ 13,000.00 is under the 5% cap. He noted that the big increase was legal. He noted that in FY 06 the amount went up $ 5,000.00 wich was a town appropriation. He discussed what the intent of the money was for and he noted that at this time the $ 5,000.00 was still in the budget. Tim C. noted that this money must stay in the CPC account, and could not go to free cash. There was a general discussion about the funds that the CPC had in their account, what could and could not be done with the money, where the money went if not entirely used, the rules and regulations that surround the money in the CPC funds. There was
clarification that the Town is allowed to spend up to 5% of the CPC funds on administration. Frank F. noted that if legal questions arose that the Town could take the money from CPC. Chuck H. said yes that was correct. Chuck H. noted that the CPC did have the appropriation of $ 212,000.00 for legal, architectural and engineering fees. Chuck H. reminded the Members that the money was purely for the CPC use. There was a general discussion about whether money in the CPC could be used for affordable housing legal questions and how money could be used if tied back to the CPC. Tim C. noted that the CPC had to ask the question.
Warren D. asked Chuck H. to explain about the Warrant Articles. Chuck H. said that there were 2 articles. The Housing Committee recommended / requested refunding the rental assistance program with an additional $ 55,000.00. He said that due to the timing of last years Town Meeting the current amount would run out 1 month before the next years Town Meeting of 2007, thus to avoid a shortfall. The second Warrant article was for the restoration of stonewalls. This year there was an appropriation of $ 17, 000.00 to restore 4 stonewalls and that work had been completed with $ 3,000.00 left over and the committee, very pleased with the results, wanted to see if voters would agree to expand the project and appropriate an additional $15,000.00 for stonewalls. A question was
asked which stonewalls would be redone and Chuck H. said he did not know yet. There was a small discussion about the recent clearing of Peaked Hill and how the view was now amazing. There was a question about how to beautify the radar tower that was placed at the top of Peaked Hill to enable the Coast Guard with search and rescue. Warren D. noted that recently there were 2 spruce trees planted in front of the chain link fence. Tim C. noted that he had about $ 200.00 left in the budget if anybody had any ideas on what would improve the fence.
INSURANCE BENEFITS:
Tim C. said that the Town had figured a 15% increase for the new health insurance rates and Melanie B. said that was not the percentage increase Tim C. stated and that the new correct rates were only 8.4 and 8.3 % therefore instead of $ 416,760.00 it is now $371,558.00 which was a reduction of $ 45,202.00. Frank F. said that he computed that figure as 9%, and gave the formula he used. Tim C. explained that the Town had carried 2 extra family plans last year. Melanie B. said that it was now at a 2.5 % increase and gave the formula she used to calculate her figures. She described how each plan had gone up a certain percentage, noting that not all the percentages were the same. She noted that her calculations had included 2 extra plans. Warren D. asked what the bottom line number was and Tim C. said $ 585, 181.00. Melanie B.
said that every year the County sponsored a Health Fair in which the public was invited to attend and view each of the particular plans. She noted that the Master Health / Master Medical plan had increased the most to 8.3 %, which was more than Blue Cross / Blue Shield PPO. Melanie B. noted that it was difficult to get all your questions answered at the health fair, some questions being rather personal. She felt that the Town could possibly save money if people migrated to less expensive plans but said it was difficult to compare which plan was best at the health fair and wondered if there would be a different format in which the vendors would be able to explain which health plan would be best for each employee. Melanie B. said that Frank Y. had suggested that maybe the Town would hire a consultant who would be able to meet with the individual employees so that they may be able to learn what health plan options they had. There was a general discussion regarding the possibility of
the Town finding a consultant to discuss employee health benefits, if there would be a cost, if they may be able to get a consultant for no cost, and how they might go about doing so. Frank Y. noted that this was not necessarily all about saving the Town money but to help employees get the best coverage possible as well.
Melanie B. described some of the price differences between each plan, what the costs were to the Town and the employees and what plans had changed. There was a general discussion about all the health plans provided by the Town, including family plans, single parent – single child plan and the individual plans. There was a general agreement among Members that the Town would investigate further the possibility of getting somebody to come to the Town Hall to discuss health plans.
LIABILITY INSURANCE:
Tim C. noted that the liability insurance went up last year due to losses in the prior 2 years.
He said that things had been going well until the police had 2 cruiser accidents this year.
He said on the good side that the Town had received some insurance credit due to the employee’s participation in continuing education and the viewing of videos sent by the insurance company. Tim C. said that the insurance had decreased due to the fact that the Town no longer carried insurance on the Coast Guard station and no longer needed to carry builders risk insurance on the Town Hall building. He noted that the school paid their own insurance. He said that the Engley House is used randomly for fire training, therefore considered occupied and as such received a reduction in insurance rates.
Tim C. was asked how much liability insurance the Town had and he said 1 million per current, 3 million per year and a 3 million umbrella. Doug S. said he did not think that the 3 million was enough.
Tim C. told the Members that he had a warrant article list for them and told them that he had forgotten to add a $4,500.00 warrant article for the Community Center for the acoustical ceiling. He noted that the Town is putting $ 105,000.00 into their savings (stabiliazation fund) account. Melanie B. asked him where the $ 4,500.00 for the Center was coming from and he said from free cash.
Meeting adjourned at 9:05 pm
Respectfully submitted
Annette Anthony
Assistant to Executive Secretary.
Approved 4-19-06
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