Joint Meeting of Chilmark Finance Advisory Committee
and The Board of Selectman
Meeting Minutes
Thursday, February 18, 2009 at 6:30 p.m.
Approved
Present for the Finance Advisory Committee were: Marshall Carroll, Chairman, Frank Yeomans, Sarah Mayhew Shipway, William Randol, Frank LoRusso, John Maloney and Richard Williams. The Selectmen attending were: Frank Fenner and J.B. Riggs Parker and Warren Doty. Others in attendance were: Tim Carroll, Executive Secretary, Melanie Becker, Treasurer and Todd Christy, Recording Secretary
Absent: Tom Wilson, Town Accountant
Call To Order
Mr. M. Carroll, called the meeting to order at 6:37 p.m.
Meeting Minutes
February 4:
Minutes postponed until March 4, 2009
February 12:
Minutes postponed until March 4, 2009
Review of Budgets: Hearing # 6
Order by Department:
Highway Department: Tab 422, p.33
Keith Emin was present for his FY2010 budget request. There was little discussion about the highway budget which was submitted at 0 increase as requested. The telephone and pagers line received some discussion and was reduced from $800.00 to $600.00. Line including Police flagging received some discussion concerning the wage and contract price for police time. Mr. Williams thanked Mr. Emin for a job well done keeping the town roads clear and in good shape and then questioned budget lines 5246 and 5531, both of which are dependant on the weather.
Snow and Ice:
Mr. Emin related that both Chilmark and West Tisbury do not use their own plows, deciding to contract out the plowing service. MASS Highway maintains State Road (South Road) and the difference between what the state pays and what the town pays is very little. It was suggested to leave $7000.00 appropriated to the Snow and Ice.
Board of Health: Tab 510, p.37
Marina Lent was present for budget review. There was some discussion pertaining to the Administrative Assistant/Inspectors salary; currently grade 6/ step 4 and increases to possibly grade 8/ step 1 with no COLA as of certification. The discussion pertained to exactly which Step/grade her new wage would be, and if there was enough budgeted to cover that increase.
At gr.8/step 1 $22.72 the total salaries line would be $34,688.00.
Line 5301 was reduced to $1500.00
Refuse and Waste: Tab 430, p. 35
Marina Lent and Don Hatch were present for budget review. After some discussion the budget was left as proposed at $41,600.00
3 Warrant Articles:
Cultural Council:
The town pays $1500.00 to the Martha's Vineyard Cultural Council who then awards grants and moneys to various island organizations. It was reported last year the MVCC gave out grants to nearly 40 different island organizations.
County:
Integrated Pest Management: It was suggested that the BOH support a Mosquito Trapping System to identify the possibility of West Nile Virus in Chilmark. That was turned down and the total proposed budget for IPM was reduced -$1000.00 to $4691.00
Vineyard Health Care Access program: Sara Kuh was present for the proposed warrant article. She described the medical needs of the island and the community, concerned with possible staffing reductions. Two items are up for vote allocating money; #1) $8029.75 and #2) $5576.60
Martha's Vineyard Commission:
Chilmark's town assessment to the MVC is a total of $129,269.00. There was some discussion about this payment and the suggestion was made to place this allocation before the voters for as a non-binding referendum or as a warrant article of no confidence. The amount will be paid, but it may show the MVC that they need to present towns with a proposal or system of solutions for future development strategies. The towns need the help of the MVC to mitigate patchwork development. The MVC presented a level assessment to Chilmark.
Town Office: Tab 192
Rodney Bunker was present for the budget review. Mr. Bunker requested an additional $8960.00 for the line referring to town hall maintenance. Town Hall has lots of equipment that require regular maintenance and repair, besides the need of the Town Hall building to be repainted. Mr. Bunker reported on the proposed budget including painting, septic pump out, lawn mowing, equipment service calls and the cost of garbage. The fuel allocation was reduced to $3000.00. Mr. Yeomans suggested referencing the Library's phone contract as it may save town hall money on their phone contract. Software Maintenance and Licensing, along with supplies is paid to a local vendor totaling $18,000.00 a year. Line 5510 was reduced to $100, reducing that line -$900.00. Total proposed budget is $133,979.00
Community Center: Tab 194
Rodney Bunker was present for budget review. There was little discussion of the Chilmark Community Center (CCC) budget. Mr. Fenner was worried about having enough funds in the maintenance line and so, $400 was taken from line 5430, $100 was taken from line 5450 and $500 taken from line 5870 and added to the maintenance line for an additional $1000.00, but $0 budget gain. Budget proposed at $17,750.00.
Selectmen's Maintenance: Tab 196
Tim Carroll was present for budget review. During the discussion it was stated that all department heads need to go to their monthly actuals to make sure money is being allocated to the proper lines. Selectmen's Maintenance was left as proposed.
Treasurer:
Melanie Becker was present for review of her FY2010 budget request. Ms. Becker had submitted a budget that was $2,600 over zero increase.~ Mr. Carroll, pursuant to the budget objectives for FY2010, had printed both Mrs. Becker’s request and a 0 increase budget in the budget book. The zero increase budget could only be realized if line 5307 - payroll data processing, was reduced significantly by changing a weekly payroll to bi-weekly payroll. ($6200.00 requested for weekly payroll.)
There was discussion about how the current 'weekly' payroll started. The Treasurer reported how the town had already halved the cost of this service by changing from ADP to Harper. ~It was stated that the employee preference is to have a weekly payroll and the Personnel Board had voted to not recommended a bi-weekly payroll. It was discussed that the only down side to this change was employee convenience and morale. ~It was mentioned that this saving could help fund a possible COLA.~ The Finance Committee and Board of Selectmen preferred to change the payroll to once every two weeks.~ The budget as printed was at zero increase of $69,366.00.
Other Warrant Articles:
Warrant articles were reviewed and put off until next scheduled joint meeting.
Wind: None of the joint committee had time to read article.
Noise: None of the joint committee had time to read article.
Taxation:
MGL C.59 sec. 17. Motor Vehicle Excise Payment Deferral (military service)
MGL C.59 sec. 5k Senior Citizen Property Tax Work-Off Abatement
MVSSU:
Blanket Authorization for sale of the 4 Pine street office building
After some discussion it was suggested to not place this on the warrant article until there is definitive plan.
Other Post Employment Benefits (OPEB):
Accept MGL C.32.B sec. 20 to allow creation of OPEB Trust Fund by town
Vote to join the Dukes County Pooled OPEB Trust Fund (after it is created)
2nd Actuarial Study of Chilmark's current liability $500
1st Installment to a fund to pay Chilmark's OPEB liabilities over 20 years $74,586.00
Take $25,000.00 free cash to make amount $100k (from GSF)
Housing:
MLR design of 3 rental duplex units $85,000.00 (raise and appropriate)
MLR Project Manager/ Clerk of Works $40,000.00
County:
Integrated Pest Management $4691.11
Vineyard Health Care Access Program Article #1 $8029.75
Vineyard Health Care Access Program Article #2 $5576.60
Highway:
Road Paving $30,000.00 (free cash)
MV Cultural Council:
Funding $1500.00 (raise and Appro)
Stabilization Funds:
General Stabilization Fund $25,000.00
Fire Dept. Stabilization Fund (Apparatus> 30 years) $25,000.00 (reduced $5k)
Reserve Fund:
$20k overlay
$20k free cash
Departments:
Community Center Joint Maintenance $5000.00 (raise and Appr.)
CPC- Stone walls from Historical Preservation $24,000.00 (CPA)
CPC- Reservation of FY2010 estimated receipts
Police- Replacement of Police cruiser
Fire/Emergency Management -replace roof siren $8000.00
Harbor- Floating docks
Harbor- Hariph's Creek Dock $2000.00
Harbor- Dredging $15k free cash, $15k waterways
Harbor- New Office
Departments Revision:
Police:
This discussion was reopened and it was suggested to reduce total proposed budget by $18,000.00
Library:
This discussion was reopened and it was suggested to increase the budget $13,866.00 as proposed. That discussion was continued.
Administration
-Next Joint FinCom and Selectmens Meeting is scheduled for Wednesday March 4, 2009 at 7 p.m.
With no further business to discuss, Mr. M.Carroll adjourned the meeting at 10:03 p.m.
Minutes respectfully submitted by Todd Christy, Recording Secretary.
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