Chilmark Board of Selectman / Finance Committee Minutes February 7, 2007
Members present:
Board of Selectmen: Frank Fenner and Riggs Parker, PersonNameWarren Doty
Finance Committee: Marshall Carroll (Chair), Sarah Shipway, William Randol, PersonNameRichard Williams, and PersonNameFrank Yeomans
Town Hall: PersonNameTim Carroll, PersonNameTom Wilson, PersonNameSylvia Yeomans, Len Jason, Jr., PersonNamePam Bunker, Keith Emin & Dennis Jason
Members absent: Doug Sederholm
Public: Ebba Hierta, Library Director, Liz Oliver, Assessor, Angela Grant, CTA, Norm Freed, Jane Slater, Library Trustees
Marshall C. called the meeting to order at 7:01 pm. There was a brief discussion regarding corrections of the minutes from last week’s 01/31/07 meeting. Bill R. moved to approve the minutes with corrections and Sarah S. seconded. All were in favor.
SNOW & ICE REMOVAL
Marshall C. introduced Keith Emin, Street Superintendent.
Tim. C. mentioned that the budget could not be reduced as it is weather related and what is not used is returned to the fund.
HIGHWAY
Tim C. mentioned that the salary total reduction is due to a reduction of overall hours for one person instead of two. Riggs P. asked about the money in the police detail line. A general discussion took place about the process by which the police department goes through to obtain a detail officer. If a regular officer is unable to perform the detail, then an officer from another town has the ability to do it at a higher rate.
Warren D. asked about the Tea Lane/Meetinghouse line being under budget for the past few years. It was suggested to add $3,000.00 to the Pasture Hill Rd. Maintenance line and reduce the Tea Lane/Meetinghouse line. Frank F. Mentioned that a drain needed to be put in on addressStreetTea Lane so he suggested that it be changed to $17,000.00.
Tim C. mentioned that they are in the process of re-bidding the street lines contract, as it was not performed as well as they had hoped.
Keith E. had to leave on an emergency call due to a fire in placeWest Tisbury. The rest of the discussion was postponed on his budget.
LIBRARY:
Norm F. asked that we begin by introducing ourselves to Ebba Hierta. All present Finance Committee members introduced themselves
Norm F. stated that the building fund has been functioning well as they are continuing to use that fund for other building related issues.
Ebba H. stated that she had changed the budget as listed in the book as she had obtained firm quotes on what the necessary improvements and utilities would cost. She stated that she would like to reduce the total budget by $2,000.00 from what was printed in the book, which would still be an increase over last year. The Buildings/Grounds Maintenance proposed line, which was $5,200.00 in the book, would now be changed to $3,600.00 – up from $600.00 last FY. Ebba stated that she has negotiated a new contract with Verizon and will therefore like to reduce the Telephone/Modems/Pager line from $2,600.00 in the book to $2,200.00, which would therefore be a decrease of $200.00 from the previous FY.
Ebba stated that they have also added seven hours per week. The library would now be open 6 days per week for a total of 36 hours. She stated that the budget was under funded last year in Utilities, Maintenance & Supplies.
Norm F. called the board’s attention to the Funding Sources part of the handout indicating the other funding sources but cautioned that the information is not a guarantee from year to year. Frank Y. asked if the issue with the spending of the Friend’s money had been cleared up with the Friends. Norm F. replied that the issue of what the Friend’s budget is spent on happened (and was cleared up) over a year ago.
Norm F. then stated that the building fund has now been closed out so that was why the increase happened in the maintenance line of the budget.
A discussion then began about the salary lines for the Library Associate and Library Assistants and whether money could be moved from line to line if needed. Tom W. stated that a policy would need to be developed and approved by the Selectmen and the Personnel Board. Tom W. suggested that the Library Assistant line be changed to Library Assistants and Coverage to account for overtime.
ASSESSORS:
Pam B. stated that she has put in the budget a line for temporary clerical work to assist with the filing of the Property Record Cards and other clerical projects that will be necessary.
Frank Y. asked if this took place at certain times of the year. Pam B. replied that it would be once per year after the tax bills go out but it takes approximately 45 total hours to complete.
Pam B. stated a reval would be taking place in 2009, which will cost about $50,000.00. Tom W. suggested that we start funding it at $15,000.00 per year starting next year, as we know that we need to do it every three years.
Frank Y. asked if it takes place over two fiscal years and Pam B. stated that it does. Tom W. answered that we still, however, have to certify the cash on hand when the contract is signed so it would all need to be done in one fiscal year.
VTA:
Angela Grant stated that her fiscal year is from 7/1 – 6/30 so developing a budget for the towns is difficult for her. She gave background on how the VTA was created and stated that it is funded in arrears and paid on the cherry sheet. The operating budget is approved by the advisory board.
The commonwealth pays 75% and towns pay 25% net cost of service number. There has been a 2½% increase in the local share. Richard W. asked if the town formula is static. Angela G. replied that the formula is voted on by the advisory board and looked at by equity and level of service. The Chilmark share is 15.3% fixed.
Angela discussed the various programs that they support and reviewed the letter prepared by Dan Greenbaum at the request of Frank Y.
BUILDING INSPECTOR:
There were no changes to the Building Inspector’s budget from last year except COLA and longevity.
HARBOR:
The Harbor has requested an off-season assistant in this budget for October – March. The reason for the large reduction in budget for this year was largely due to the movement of the rubbish removal from Other Purchased Services line as it is now listed in the comfort station’s budget.
Bill R. made a motion to adjourn at 10:05, Sarah S. seconded. All Members were in favor.
Respectfully submitted
Sarah Mayhew Shipway, Finance Committee
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