Chilmark FinCom & Selectmen Joint Board Meeting
Budget Hearing FY2014 February 7, 2013 Minutes
Present: FinCom: Chairman Marshall Carroll, Dr. Bruce Golden, Robert Chidsey,
Frank Yeomans, Sarah Mayhew-Shipway and Richard Williams. Alan Porter was absent.
Selectmen: Chairman Jonathan Mayhew, Bill Rossi, Warren Doty, Others: Tim Carroll,
Diana DeBlase, Dennis Jason, Jessica Bradlee, Rodney Bunker. 7:00 pm arrivals: Pam Bunker, Martina Mastromonaco, Jen Wlodyka and Isaiah Scheffer.
At 6:00 pm Chairman Marshall Carroll called meeting to order in the Selectmen’s meeting room.
Tax Collector:
Town Tax Collector Jessica Bradlee presented the proposed FY14 budget.
Ms. Bradlee said that she will take the test for Certification as Tax Collector this coming year and has raised the professional development line item $200.00.
The line for postage was raised to reflect the one cent increase that the USPS initiated in January. The office supplies line was raised to reflect the cost of replacing a calculator. Ms. Bradlee said that her calculator broke during this year; she did not have enough in the line item for emergency purchases and has added $30.00.
Mr. Doty said that the past couple of years the Town of Chilmark has borrowed money because of the lack of a cash flow. Discussion turned to semi annual preliminary tax bills. Ms Bradlee said that changing to semi annual preliminary tax bills would have to be approved by Town Meeting.
Tim Carroll said that part of the problem getting the preliminary tax rate set and bills sent out was the State does not understand our software program. Tim Carroll said the software is old and antiquated and the State reviewers are no longer familiar with it. Tim Carroll said that the Assessors have a warrant article proposing to purchase an updated State recognized system.
Marshall Carroll thanked Jessica Bradlee for presenting the Tax Collector budget for FY14.
Harbor Department:
Dennis Jason presented the proposed budget for the Harbor Department for FY14.
Tim Carroll said that the Harbor plan is in flux. Mr. Rossi said that there is a proposed business plan for the coming season. Per Selectmen request Mr. Hodgkinson worked out an analysis and proposal for the Menemsha Harbor.
Chairman Carroll said that the proposed plan is available for public to view on the Chilmark web site. Mr. Rossi said the main change that will happen with the new plan is more supervisor coverage throughout the entire day. Mr. Rossi said that the plan is to cover any staffing increases with increased revenues.
Harbor Department Continued…
Mr. Doty said that during a joint meeting with the Board of Selectmen and the Harbor Advisory Committee January 23, 2013 there was discussion on the proposed plans to the harbor. Mr. Doty said that suggestions were made to increase the transient dock fee from $2.75 to $3.00 and to increase the 30 amp electrical service from $5.00 to $15.00, and the fifty amp service from $10.00 to $30.00.
Dr. Golden asked if the town offered pump-out service and how much we charge for the service.
Tim Carroll said that the town is working to upgrade our system with a State grant. This grant will fund 75% of the project costs; the town of Chilmark will be responsible for 25% of the cost. Mr. Doty said that we will not charge a fee for pumping out any vessels.
Harbormaster Jason said that the Town of Chilmark has not pumped out any boats in over two years.
Mr. Yeomans asked how the Harbor boat worked out this season. Dennis Jason said that the boat worked fine. Mr. Jason said it was not the boat he wanted but the price was very good. Mr. Jason said that the fuel expense is a considerable one and he has added $1,000.00 to the fuel budget for FY14.
Dennis Jason said that he still needs to purchase a trailer for the boat; he plans on storing the boat locally rather than in Edgartown where it is now. Mr. Jason said there are funds in the Harbor Boat Warrant Article to make this purchase of a trailer and any extra will be returned to the waterways fund.
Mr. Yeomans asked Mr. Jason if it’s the policy of the harbormaster to rescue boaters in need. Harbor Master Jason said it’s his policy to help when he can. Tim Carroll said the town would have to purchase insurance to cover towing .Mr. Yeomans said the town should purchase insurance coverage for the harbormaster to tow boats when needed.
Town Office / Building Maintenance:
Rodney Bunker the town custodian presented the budget for FY14. Tim Carroll presented the office section of the budget. Mr. Bunker said that the air handler needed replacing in 2012 and the second one will need replacing in the next year so he raised the budget line $1,800.00.
Tim Carroll said that the Town has received reimbursement money for the upgrade from Cape Light Compact.
Mr. Carroll said that the computers need to be upgraded from the XP 2003 to 2007. Mr. Carroll increased the proposed budget line for the computers $3,000.00.
Mr. Yeomans asked if the town would consider a data backup service (for computers) that costs approximately $300.00 per year. Tim Carroll recommended that Mr. Yeomans, Selectmen, Brad from Educomp and himself all get together to review the suggested backup system.
Chilmark Community Center:
Mr. Bunker said that there are maintenance items for the Center that need to be done soon. The roof on the other side of the bathroom needs replacing. Mr. Bunker said that the hot water on demand might need repairs soon.
Tim Carroll said that the CCC Advisory Committee needs to be rejuvenated.
Tim Carroll said the CCAC had worked very hard at coming up with plans for renovations but that the estimates from the architect were very high and no action was taken. Mr. Bunker said the vestibule, floors and sliding divider doors are the priority items to work on.
Mr. Bunker recommended that a solar panel array be installed the full length of the south roof. Tim Carroll said that there is a 16 KW panel in place now. This panel has been off setting the electricity bill at the Center for approximately 9 years.
Town Assessors:
Assistant Assessor Pam Bunker presented the Assessors proposed FY14 budget.
Mrs. Bunker said that the Board of Assessors asked the Human Resources Board to approve increasing the Assistant Assessors’ weekly hours 1.5 hours. Mrs. Bunker said the increase was requested because the job requires more time than the position pays for. Mrs. Bunker said that she has had to request comp time. The Assessors also requested an increase of $1,100.00 to the temporary clerical position bringing the total to $3,300.00.
Mrs. Bunker said that as the Assistant Assessor she needs to earn 45 credits every 3 years. In FY14 she will be attending training for one week and she has increased her budget line for instate travel to cover this. Mrs. Bunker said she has already used up her mileage allowance for this year but will continue to get the work done. Mrs. Bunker has increased her mileage line for FY14 by $100.00
Tim Carroll said that Mrs. Bunker should keep track of her mileage that she should be reimbursed for it later.
Mrs. Bunker said that the Assessors have a Warrant Article for Town Meeting. The Article is for an appraisal software upgrade. Mrs. Bunker said this program will replace the system that the State does not support. Mr. Rossi said this antiquated program that we are using probably was partially responsible for the State delaying our revalue. Mrs. Bunker said that she is quite certain that had a lot to do with it.
Mrs. Bunker said she has received a recommendation from a trusted trainer in assessing that PK would be a good company to go with. Mrs. Bunker has received quotes from three companies PK is the lowest estimate with a cost of $23,000.00. The warrant article is for $25,000.00 to cover unforeseen expenses and what is not needed will be returned.
Beach Department:
Pam Bunker, Jen Wlodyka, and Martina Mastromonaco are present for the FY14 Beach budget.
Beach Superintendent Mrs. Mastromonaco said that June 1st - 14th and then September 2nd -15th will be covered by a laborer instead of a lifeguard. This change increases the salary totals by only 0.68%.
The Beach Department has increased the expense line for the portable toilets by $2,500.00 this will cover additional cleaning and an extra portable toilet during the busy season.
Chairman Carroll thanked the Beach Department for their effort on organizing the budget saying it looks good. Beach Superintendent Martina Mastromonaco thanked Jen Wlodyka for her help in reorganizing the staffing schedule.
Shellfish Department:
Shellfish Constable Isaiah Scheffer presented the Shellfish Department proposed budget for FY14. Mr. Doty asked if the Assistant Constable was collecting unemployment. Mr. Scheffer said he should not be, saying that he is working elsewhere at this time.
Mr. Scheffer said that the fuel line is up $200.00 for the FY14 budget. Mr. Scheffer said that the MV Shellfish Assessment line is also up $2,000.00 explaining this is because they are loosing most of the State funding they had been receiving in the past.
Mr. Scheffer reported 2,300 bushels of scallop harvested this year saying these numbers have not been seen in 32 years. The coming year will not have these numbers as the seed set was not good. Mr. Scheffer said they are putting effort into a good oyster season for next year.
Mr. Doty said that Mr. Scheffer’s attention to the maintenance of our shellfish has been really top notch that the numbers we are seeing are a direct reflection of our Shellfish Departments hard work.
Mr. Scheffer said that there is an important meeting at the Tribe Offices Tuesday February 12, 2013 concerning the dredging plans of Menemsha Pond. Chairman Carroll thanked Mr. Scheffer for his budget and information.
Mr. Doty said we need to address an override. Mr. Williams said we will have strategic discussions about what will go on an override. Tim Carroll said that the School will be the item most likely on the override because of the sizable increase.
Mrs. Shipway moved to adjourn, Dr. Golden seconded the motion. SO VOTED: 9 Ayes
At 8:44 PM meeting adjourned.
Minutes respectfully submitted by Diana DeBlase. Selectmen Approved 3/22/13
Pending FinCom Approval
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