APPROVED MINUTES
Chilmark Board of Selectman / Finance Committee Minutes February 8, 2006
Members present:
Board of Selectmen: Frank Fenner, and Riggs Parker
Finance Committee: 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.
Sylvia Yeomans – Board of Health
Public: Mark London and Jeff Wooden – Martha’s Vineyard Commission,
Matt Poole and Mike Renahan – Board of Health, Don Hatch – Martha’s Vineyard Refuse.
Marshall C. called the meeting to order at 7:30 pm. Sarah Shipway made a motion to accept the minutes from the January 25th meeting, Katie Upson seconded the motion and all Members voted to accept the minutes.
MV COMMISSION:
Mark London, Director, represented the budget for the MV Commission.
Frank F. began the discussion about the budget for the MV Commission by stating that one of the problems he had was that the allocations of the commission budget to the towns done by the Commission were not done yearly. He talked about the other down Island town’s valuations and their percentage of increase to the budget. Mark L. stated that theoretically that it averaged out over 20 years. Frank F. said that he was not quite sure if it did. Frank F. noted that they were discussing it but that there was nothing really the Town would be able to do about the budget. Mark L. explained which towns had increased and which towns had decreased and stated that it was equalization valuation. Marshall C. asked about the
100 % shared plan being different from the shared regulatory plan and Mark L. said it was because Gosnold did not do DRI, (Development of Regional Impact) and explained that the planning budget was spread over 7 towns and that the regulatory budget was spread over 6 towns. Mark L. explained that he had distributed Explanatory Notes to the Members, which explained how the Commission compiled the budget. There was a question asked if there was any opportunity to discuss the Commission's budget and Doug S. replied that there was an opportunity to discuss it but no opportunity to change the budget. Mark L. noted that the budget was up by 2.5 % and noted 1 line item, which was a special All-Island 3 year project. He noted that the target was to have 1/3 of that budget funded by assessments and 2/3 funded by grants and
fund-raising. He noted that last year was the initial year and it was a little lower and that this year it would be a little higher and that increase reflected the budget and was a $ 60,000.00 increase which meant a 4.2 % increase across the board. He noted that the $ 60,000.00 that was added in would be taken out because the Commission had sought the money in projected grants and donations.
Mark L. explained how the assessment to the town for FY07‘s Special Project was the same as in FY06 and how the Commission had calculated the $ 40,000.00, which was carried from last year’s budget.
Riggs P. asked if the All-Island Special Project included the requirement that the plan have specific implementation guidelines. Mark L. said that it would be left up to the towns whether or not the success of the plan would depend on the participation and the support of the towns and the community at large.
There was a long, general discussion about the whether or not the Special Project would have implementation guidelines, if there would be specific recommendations for the town, possible change of zoning by-laws, money spent on the Plan, town involvement in the Plan, and guidelines for developments of regional impact. In conclusion of the general discussion Riggs P. talked about a plan on transportation a district of critical planning that was approved by the MV Commission that never developed. Katie U. said that since Chilmark’s contribution towards the MV Commission was $ 144,000.00 she felt that the Commission would have been sensitive with the concerns of Chilmark. There was a general discussion led by Doug S. on the powers that the Commission has and does not have and how those powers were used. There was a
brief discussion and clarification led by Frank F. about the FY07 assessment of $ 40,000.00. Frank F. noted that FY07 was considered year 2 and for year 3 the cost would be $ 60,000.00. Mark L. explained the breakdown for each year and noted that the $ 180,000.00 was the amount that was allocated for the planning effort in a particular year. Doug S. said of that $ 180,000.00 the commission was hopeful that they would be able to fundraise and grant $ 120,000.00 of that total. He said that this would mean that $ 60,000.00 would be divided among the 6 towns. Frank F. clarified that the $ 40,000.00 would be divided among the 6 towns by assessment. Frank Y. asked if at the end of the 3 years would the $ 40,000.00 end and Mark L. said yes.
DOG OFFICER:
Chris Murphy, Dog Officer was not present. The Members agreed that the budget was fine and needed no adjustment. A question was asked about how many dogs were registered in Chilmark, and Tim C. said that information came from the Town Clerk.
BOARD OF HEALTH:
Mike Renahan, Board of Health Chairmen, introduced Don Hatch from the Refuse District. He said Don would answer any question the Members had about waste collection. Frank F. told Mr. Hatch that he was doing a terrific job.
Marshall C. asked about the proposed increase in hours. Mike Renahan explained that the Board of Health had already gone to the Personnel Board to discuss an increase / change in Sylvia Yeoman’s hours and job description. He said that as of recently the Board of Health had to adhere to a new State mandated Emergency Preparedness which was strictly for Board’s of Health to prepare them for any kind of State emergency. He explained that Sylvia Y. now had to travel off-Island to attend monthly meetings as well as spend time in the office working on the Emergency Preparedness paperwork, which included a timeline schedule. Mike R. noted that currently, due to the newly mandated extra work, that Sylvia Y. did not have enough office time to do it all. He did note that eventually the Town would possibly be reimbursed
by the state for the extra time Sylvia had to put in, but did not know when of if that would happen. He said that the Board Members had put together a plan in which Sylvia Y. would be able to spend more time in the office, since currently 2 days a week she was out in the field doing perc tests, inspections, room counts etc. He said that when she is out in the field those 2 days a week she is paid as a subcontractor. He said that his Board thought it would work better if Sylvia no longer worked as a sub - contractor those 2 days a week but instead took a regular 33 ½ hour workweek here at the Town Hall. Mike R. said that those hours included the time she had spent out in the field 2 days a week on her own. He said that those hours included everything, night meetings as well. He recapped that it included 28 hours a week, which was the 4 new hours, (plus the usual 24 hours) the kitchen inspections, the perc tests, and all of the meetings. He said that this would also work
better as she would be in the office Monday - Friday, therefore being able to assist residents with pump-out permits, obtaining septic plans etc. Mike R. said the new hours requested would also include the 16 hours a month in which Sylvia traveled off-Island to attend the Emergency Preparedness meetings. He said there were minor changes to her salary. He said that the money paid to her was no more than when she was paid as a subcontractor. He said that there would be a change to her retirement benefits, and stated as a subcontractor any money she was paid was not eligible to be put towards her retirement benefits, and now that she would no longer be as subcontractor that the money being paid to her on a weekly salary would be eligible for retirement benefits. There was a brief discussion about the retirement money was calculated and Frank Y explained. Doug S. recapped the changes by stating that Sylvia was currently paid a salary of about $35,000.00 – $36,000.00 and her other
duties, restaurant inspection, perc test, emergency prep were subcontracted items. And for those subcontracted items there was no retirement benefit. Therefore by rolling all items into one job this would increase her overall salary as well as her retirement benefits. He noted that there would not be a present cost to the Town, that ultimately a cost to the Town paying a higher retirement benefits somewhere down the line.
There was s discussion, about how the Board of Health felt there would be a need, down the road, to hire somebody to inspect septic system. He said that the Board had engineers that had installed septic systems, which meant that those engineers could not inspect their own septic systems. He said that the Board had arranged things with John Powers, West Tisbury Board of Health, to come and do the inspections. He noted that the money would come out of the fees collected for the septic permit. He also noted a situation where the Board had septic plans that needed to be reviewed by somebody else to see if the Boards’ concerns were really concerns or not. He said that the Board had been already doing just that, but have been unable to pay for that service, and that they would like to have some money in the budget for
that service.
Matt P. explained to the Members what the Emergency Preparedness was all about. He noted that the Commonwealth of Mass. had gone full speed ahead with the program, especially after hurricane Katrina. He said that as of current that Board of Health had received equipment, just as a special fax machine, wireless lap-top computer, etc. from the Commonwealth to help the be more prepared in the event of an emergency, at no cost to the Town. He noted that there’s lots of work to be done to prepare for a disaster.
Tim C. said that he would like to reset the whole budget. He said that the changes were as followed. Total salary line would be $ 50,662.00, and $ 3,000.00 for the Septic Inspections, $ 46,162.00 for the staff and $ 1,500.00 for the Board. He said that line
# 5613, Visiting Nurse, would be $ 9,435.00. He said that it was $ 1,005.00 more and that it was an 11.9% increase. He gave the expense total which was now $ 15,940.00, and a
$ 11,060.53 increase over last year, for the total of $ $ 66, 602.00. He said there would be a list of all changes printed and given out at the next meeting,
REFUSE DISTRICT:
Don Hatch said that the MVRD & RRD Assessment line went down form FY06. Frank Y. asked what the debt was now on the District and Don H.said that there were 2 different bonds and that one was for 2.6 million dollars and a current one for 1.5 million bringing the total to 4.1 million. He said that the figure did not include the $ 200,000.00 for the capping of the Edgartown dump. He said that there was already one for
$ 1.5 million. Katie U. stated that the prices had been doubled to dump a bag of garbage at the Chilmark landfill and wanted to know how this had impacted all the dumps. Don H. said it was hard to say because there were 6 different prices for various bags. He said that it had changed to 2 different prices to simplify things. He noted that while the bag price went up, the cost of the barrel went down. He noted that with just 2 prices there was a lot less confusion. Katie U. asked if the District made money on the changeover and Don H. said it was hard to tell. Katie U. said from her point of view and from what she had heard from others that the change was a negative move. Don H. said that in the past the public was happy to name their own price to dump their garbage. He said now there was no negotiating on the cost to dump
trash, there were only 2 prices that people would be charged, and now everybody would pay the same.
Tim C. said that he noticed the line item for Waste Oil Disposal was a zero amount and wanted to address the fact that the Board of selectmen had sent a letter to the Board of Health which asked them to do oil and had asked for waste oil collection and had wondered what the progress was. Mike R. said that the Board had decided not to have waste oil at the Landfill because it had become way too much trouble. He said in that it caused a lot more problems than it was worth. He noted that it was an added expense, and was difficult to regulate the collection of it. Tim C. asked if the transfer station in Edgartown would be a possible place to collect the waste oil and Mike R. said that there should have been one at the transfer station. He said that at this time the transfer station did not have a permit for hazard waste. Tim
C. said since the service would not be provided in Chilmark, shouldn’t money be put in the budget to provide the service some other place. Mike R. said no, not as far as he was concerned. There was a general discussion on what the laws was on the retuning of waste oil, who took oil back, waste oil furnaces and the problems that arose when solvents got into the oil and the oil was then dumped into waste collection, and the difficulty of keeping the oil clean. Don H. noted that the District would have to be permitted to take the oil and the District would need somebody to supervise as well. He did note that the old Edgartown landfill might be a possible site for this type of operation. He said he would discuss it with his Board. Mike R. said that there was a question about revenues and he said that the revenues were higher than the expenses on the trash.
Riggs P. asked what the status was on the telephone service for the Chilmark drop-off and was told by Tim C. that there had been trouble getting a commitment from Andy Farrisy to do the work. Frank Y. stated that the Chilmark dump had the fewest hours in the district, and that the contract that they paid proportionately was much more compared to West Tisbury. He said that other towns were open 3 times more that Chilmark, but yet Chilmark had paid over half of what the other towns had paid. He noted that Chilmark was open 12 hours and West Tisbury was open 20 hours and asked why wasn’t the cost 60% instead of 80% He said that Chilmark paid more money for less hours. Mike R. said the Board had discussed that item a few times at meetings and had asked Don H. to look into it. He said it didn’t seem fair and the
Board would look at it again. He said that he was not sure if it would be changed this year or not, but would try and figure a more equal way to charge Chilmark.
ANIMAL INSPECTIONS:
Tim C. said that Ozzie Fisher was the Animal Inspector, and due to his age of 92 may step down sometime soon. He said that Ozzie did many extras for the Town, such as the barn book, fences, quarantines etc. and that when the time comes to replace him it may be difficult.
TREASURER:
The Members had no questions with the Treasurer’s budget.
DEBT; RETIREMENT OF DEBT:
Riggs P. said there was an open item due to Dock Repairs. He said that the Town had appropriated $ 750,000.00 but did not know what the bids would come in at Tim C. said the Town had not appropriated the money but was authorized to borrow that amount. Riggs P. said that they might not borrow the whole amount. Melanie B. said if the town does not borrow the money by the end of the fiscal year June 30, 2007 then the $ 750,00.00 would not be necessary. The Members agreed to leave the total amount in the budget until the bids came in, and noted that adjustments would be made accordingly once the bids were received. Frank Y asked for a debt schedule and Melanie B. gave him one. Tim C. said the next item to be discussed was the interest on the long-term debt and interest on the sort term debt. He said that the short-term debt
was increased by 83%
ACCOUNTANT:
Riggs P. said he wanted to discuss an item named Other Funds, a report given to him by the Town Accountant, which was a fund that the Town held. He said it had approximately $467,000.00. He said the fund was exactly what it said it was, “Other Funds” such as Waterways Funds, State grants, Cultural Council. He said some of it was bits and pieces, a lot was the Library and he said that he felt that the Finance Committee should see the report. There was a general discussion about the Other Funds report and who can expend the funds. Riggs P asked Tim C. what the listing of Title 5 Septic was and Tim said that the state had given the Town a grant several years ago to upgrade Title 5 systems for low-income residents. Riggs P. noted that the amount was $ 60,000.00. Tim C. said he was aware of the amount but it could
not be used for any other purpose and could not transfer the money. Tim C. said since there were no qualified low-income residents that the Town was allowed to spend it on residents who were not low income. There was a general discussion on the dollar amount each department had left in the fund and how it could or could not be spent.
AUDIT:
Tim C. noted that the audit was in the budget just for reference, he said it was because of the way the Town borrowed money that the Town must have yearly audits.
TOWN CLERK:
The Members agreed that the Town Clerk’s budget was fine and needed no adjustment.
As the meeting came to a close, Tim C. gave the Members reminders of next week’s long list of article to review. He noted that he forgot to put in the $ 5,000.00 for the Community Center ceiling. He said in addition to the Warrant Article there was a bill from a prior fiscal year regarding water testing from last year. He said that would require a Warrant Article at the Special Town Meeting. He said also included in the handout package was information on re-selling of emergency vehicles, just a thought.
There was a question if the meeting for next week would start earlier, or possibly go later due to the large amount of items to cover. The Board agreed that the meeting for next week would start at 7:15 pm. Marshall C. made a motion to begin next weeks meeting at 7:15 pm and all Members voted AYE.
Tim C. noted that Katie U. would be retiring from the Finance Committee after this year.
Katie U. said due to her new job she did not have the time to commit to the Finance Committee. She said that she had really enjoyed her time in the last 3 years being a member of the Finance Committee. She said that she loved the Town and working for it.
Meeting adjourned at 9:00 pm
Respectfully submitted
Annette Anthony
Assistant to Executive Secretary
Approved 4-19-06
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