Joint Meeting of Chilmark Finance Advisory Committee
and The Board of Selectman
Approved Meeting Minutes
Wednesday, January 28, 2009 at 7:00 p.m.
Present for the Finance Advisory Committee were: Marshall Carroll, Chairman, Frank Yeomans, Sarah Mayhew Shipway, Frank LoRusso, John Maloney and Richard Williams (by phone). The Selectmen attending were: Warren Doty, Frank Fenner and J.B. Riggs Parker. Others in attendance were: Tim Carroll, Executive Secretary, Tom Wilson, Town Accountant, Melanie Becker, Treasurer and Todd Christy, Recording Secretary
Absent: William Randol, FinCom
Call To Order
Mr. M. Carroll, called the meeting to order at 7:00 p.m.
Meeting Minutes
Mr. M. Carroll suggested putting off review of January 21, 2009 minutes until next meeting which is scheduled for February 5, 2009.
Review of Budgets: Hearing # 3
Order by Department:
Cemetery Commission: Tab 491
John Flender was present for the Budget review. With the retirement of Mr. Welch effective January 1, 2009, the committee is in process of interviewing a replacement Cemetery Superintendent. Mr. Flender made a correction on the salary of the Cemetery Superintendent to Grade 7, Step 1 at 52.2 weeks a year for a total salary of $5489.00. Mr. Flender commented on the postponement of replacing the mower during FY09, but that may not be procrastinated any longer and with wet years like this last year, the budget varies greatly for cutting the grass. Even with that varying cost, the total proposed FY2010 Cemetery Commission budget is $22,459.00, which is -3.2% below FY 2009.
Historical Commission: Tab 691
Jane Slater was present for the Budget review. The Commission has a new administrative assistant whose salary accounts for the majority of the budget. Ms. Slater explained that much of the budget includes paying for the Summer Programs and guest speaker stipends. The rest of the budget goes to membership dues to the Massachusetts State Historical Society and the purchasing of educational material and periodicals. The budget was reduced on line 5 to $350 to give a total proposed FY2010 Historical Commission budget is $1742.00.
Parks and Recreation Committee: Tab 179
Mr. Goldman was present for the budget review. Mr. T. Carroll presented budget for mowing ball field and Mr. Goldman commented that in the past, 5% of Community Preservation Association(CPA) money was available for Parks & Recreation Commission to pay for this service. The Parks and Recreation Commission would like to be able to come to CPA again this year for money if the ball field needs to be mowed during summer. The total proposed FY2010 for Parks and Recreation Commission budget is $500.00
Community Preservation Committee: Tab 179
Mr. Goldman was present for the budget review. The FY2010 budget shows a salary increase as the Administrative Assistant has step increase. Mr. Doty commented on the dues (Statewide Coalition) and consultant's category, calling for a clarification of those expenses. During FY2009, the Community Preservation Committee has been able to have state matching funds of 100% available, but projections are for a reduction to 35% matching funds in FY10. This will amount to about a $100,000.00 reduction under FY09.
Housing Committee: Tab 185
Mr. Goldman was present for the budget review. David Vingeault from the Dukes County Regional Housing Autority(DCRHA) was present for a brief description of his agency's budget and how that money is spent in the Town of Chilmark. Both Mr. Vingneault and Terri Keech of the DCRHA had been present at the recent High Meadow Homesite Lottery and assisted the Selecment in the awarding of that lot. Mr. Vingeault explained that the island has many needs and currently the DCRHA fills requests island wide for a total of $250,000.00 and is involved in the Chilmark Rental Assistance program, currently assisting 3 individuals and a 4th recently approved. Mr. Vingaeult commented on the status of homeless (6) on island and the need for assistance island wide. Mr. Vingaeult also commented on his Agency's abbreviated budget which included
staff costs, with no step or longevity increases, but did include a 3% COLA increase for FY10. Mr. Fenner questioned line item of total due to the DCRHA @ $23,399.00? A correction was made to that amount from $23,999.00 The total town payment to DCRHA for FY2010 is corrected at $23,399.00.
Mr. Goldman commented on the CHC budget, saving two (2) hours a week of salary. Mr. Parker commented on Professional Development line, keeping in place money for professional administrative development. The total proposed FY2010 Chilmark Housing Committee budget is $35,749.00
Planning Board: Tab 175
Janet Weidner was present for the budget review. Ms. Weidner commented on budget reflecting administrative assistant salary. Other expenses include legal costs, consultant's fees and the cost of preparing the Town's Master Plan, particularly the printing. There was a question of the $2000 yearly water study bill. Apparently, the Wampanoag Tribe of Aquinnah is paid for an annual water testing. There was a question of bill timing? Can the town be billed in a more timely manner to keep that payment within that fiscal year? Mr. Wilson explained that the when the budget year closes, the bill must be paid out of current year budget. The advertising and legal amounts came under question and the result of that discussion was to keep the Planning Board legal expense account separate from town legal account budget. The total
Planning Board legal expense to was dropped to $4000 from $5k, resulting in a total proposed FY2010 Planning Board budget: $27,006.00
Zoning Board of Appeals: tab 176
Chuck Hodgkinson was present for the budget review. FY09 has seen half (1/2) the number of applicants before the ZBA and Mr. Hodgkinson explained if the committee hadn't used the funds over the past three years, then they removed it from budget. Mr. Fenner asked if they needed $50 for supplies and "no" was the reply. The proposed budget did include a salary step increase, but no COLA increase, bringing no changes to the total proposed FY2010 Zoning Board of Appeals budget.
Conservation Commission: Tab 171
Chuck Hodgkinson was present for the budget review. There was some discussion of general supplies which included certified mail and reduced postage amounts. Mr. Doty asked is applicants should pay for the postage? Mr. Parker also asked about applicants reimbursing for postage? According to Mr. Hodgkinson this is not presently done as the applicants pay for advertising, but not postage fees. Order of conditions must be presented by hand or certified mail and the Commission pays for that cost. Mr. Walton's stipend remains the same @ $6000.00 for his expertise and services, bringing the total proposed FY2010 Conservation Commission budget to $ 29,657.00.
Harbor: Tab 295
Dennis Jason and Virginia Jones present for budget review.
The first item was salaries, identifying that Mr. Jason is stepped out, but will receive a COLA increase. Mr. Yeomans commented that this is the only budget to have a COLA and still remain flat. The line for the Electric rate generated some discussion, particularly how we charge electric rates? Mr. Yeomans asked if metering is done on the docks? Mr. Doty asked to change electric line allocation to $10,000.00. Currently the town charges $5 a day for electric charge on dock hook-up for 30 amp service. There was some discussion as to how we collect information in a data base and then how it is gotten out of the system.
-Septic pumping. Mr. Parker asserted that we haven't done much pumping over the past few years and asked how often is it pumped? Mr. Fenner asked if it had been pumped in two years? It was suggested that the water is leaching and that the bottom is solid.
-Phone bill. The town receives a consolidated bill including the harbor's bill. It was suggested to leave the Harbor phone bill allocation where it is in the budget.
-Water metering on the docks. We are paying an actual water amount, so water conservation should be in affect. Discussion included how the water is metered in Menemsha and where the lines go. Mr. Fenner & Mr. Parker asked to check where the meters are for proper billing.
-Facility Maintenance: Mr. Jason described the dock repair, including pulling docks from the water and making mooring changes; including pulling chains for inspection. He suggested the dock needs a new piling. Capitol improvements to the Harbor should include renting a barge and crane to pull chains and moorings and replacing several pilings. There was a comment about the Warrant article concerning replacing floats as they need to be out of water every two years.
-Credit Card action: What are the fees for Harbor Credit Card usage? Could we save money by changing CC company? Mr. M. Carroll would like to see the charge reduced to around 1% per transaction. There was a suggestion of a direct swipe process that would populate the Access program currently used, with charge/ client information which could be used by the Harbor for accounting purposes. Mr. Jason explained that the Harbor program is good, but retrieving the information/data out of that program has been difficult. Selectmen asked if there are there other programs specific to Harbor Management? We are currently working with a Beta (test) Harbor program.
Legal Department: Tab 151
Legal Department. The town does not anticipate any big problems over the next year so there was a motion to reduce the legal budget to $55,000.00 from $75,000.00. Thus, the total proposed FY2010 Legal budget is $55,000.00.
Dog Officer:
No budget was submitted. Mr. Wilson took step increase out of expenses for a total of $392.00.
Assistant Dog Officer position is paid by stipend. The budget was accepted as proposed.
Animal Control Officer:
No budget was submitted. There is a current budget of $300.00. The Animal Control Officer's duty include inspecting chickens/ rabbits/ sheep. The budget was accepted as proposed.
Note: Community Preservation Committee:
Mr. Fenner asked about CPC legal fees: page 16, line 5305
-made to $0
Mr. Doty suggested we need to get assessment from the High School. Mr. Wilson said this should be available to us by next weeks meeting. Mr. T. Carroll mentioned Chapter 70 money. Ms. Becker said Chilmark will lose $455.00 of lottery (Chapter 70)? money. There are only two towns in the state losing less. Level funding for education.
Comfort Station: Tab 199
There was some discussion about the Comfort Station budget including the replacement cost of parts and the facility maintenance fee. Apparently, the urinals had a poor repair record and the meters on the shower systems failed on a sporadic basis. It was noted that a replacement urinal system needs to run at 30 psi, which is unattainable in the Comfort Station. A waterless systems was suggested and in the past the Board of Health hasn't allowed this waterless system, but it may be time to revisit that option. Mr. Fenner questioned Line 5870, metering the coin operated showers and are we replacing them this year so we won't need to replace them next year? Mr. Fenner also asked if we have funds available this year to replace these meters? These particular meters are $300 a piece and the problems have simply
revolved around them needing to be emptied on a regular basis to work properly. Mr. Doty suggested staying with coins and Mr. M. Carroll said he keeps boxes of quarters just for the showers, thus providing a good public service. Plumbing problems have persisted, resulting in the replacement of two toilets this year. Ms. Becker stated the Facility Maintenance line is always overspent and suggests raising that amount. Bids are in for garbage service and we will revisit this budget next meeting. Mr. Doty suggested we come back to Comfort Station next week. Mr. M. Carroll made a motion to continue discussion next week. All ayes.
Administration
-Next joint FinCom and Selectmen Meeting is Scheduled for Wednesday February 4, 2009 at 7:00 p.m.
With no further business to discuss, Mr. Carroll adjourned the meeting at 9:02 p.m.
Minutes respectfully submitted by Todd Christy, Recording Secretary.
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