Chilmark Selectmen & FinCom Joint Meeting
September 10, 2014 Meeting Minutes
Present: Selectmen Chairman Bill Rossi, Warren Doty, Jonathan Mayhew,
FinCom acting Chairman Linda Coutinho, James Malkin, Bruce Golden, Frank Yeomans, Marshall Carroll Absent. Also: Tim Carroll, Ellen Biskis, Melanie Becker, Diana DeBlase, Frank Fenner, Don Hatch, Susan Murphy, Vicky Divoll, Richard Lionette, Edie Prescott and Michelle Vivian.
At 5:32 PM Chairman Rossi called meeting to order in the Selectmen’s Meeting Room.
Auditor’s Exit Report Update From Town Accountant:
Town Accountant Ellen Biskis gave an outline of the Auditors exit report. The consensus of the persons that attended the exit was that there is a better connection with the auditors this year and the work they performed was very thorough.
Mrs. Coutinho the acting chairman for the FinCom called meeting to order at 5:37 PM.
Proposed draft Warrant Article:
Don Hatch the general manager of the Martha’s Vineyard Refuse District was present with Chilmark’s representative Frank Fenner to present a draft warrant article for Special Town Meeting. Mr. Hatch presented a plan that would maximize the entire property boundaries.
This plan would focus dividing public from commercial tipping and map out the areas for future composting and recycling. The estimate cost of the project was presented at 2.5 million dollars.
Mr. Doty said the contingency part of the estimate is too high. Mr. Doty said 25% contingency says the plan is not budgeted correctly; it should be closer to 10% contingency. Mr. Mayhew said he is in favor of this plan but agrees the contingency is too high he recommended getting it to 15%.
Mr. Mayhew also said he would like to have another scale for the residential side to expedite the flow through the area. Mrs. Coutinho recommended the MVRD take a second look at their figures presented tonight as the numbers don’t quite add up. Mr. Hatch agreed that a second scale would be a good plan and he will return with tighter figures with second scale as an option.
Mr. Fenner said they would refigure the numbers for the next Selectmen’s Meeting.
Up-Island Regional School Committee Representative Report:
Richard Lionette the Chilmark Up-Island Regional School Committee representative said that the UIRSC is turning the ownership of the busses over to the MV Regional High School.
Mr. Lionette said the reasoning behind this is it would save the UIRSD $20,000.00 and we would no longer be holding the liability. At this time the MVRH has complete control of the scheduling and would continue with the same plan.
FinCom New Member Elections:
Selectmen and FinCom members received written requests from both Susan Murphy and Vicki Divoll to be new members to the FinCom. Both Ms. Divoll and Ms. Murphy spoke about themselves and their interest in the Finance Advisory Committee. Mr. Malkin moved to accept the nominations from both interested parties and hold an election. Mr. Golden seconded the motion. SO VOTED: 4 Ayes FinCom, 3 Aye Selectmen.
Susan Murphy as new member to the FinCom SO VOTED: 4 Ayes FinCom, 3 Aye Selectmen.
Vicki Divoll as new member to the FinCom SO VOTED: 4 Ayes FinCom, 3 Aye Selectmen.
Ms. Murphy and Ms. Divoll joined the FinCom and Board of Selectmen at the table.
Capitalization Threshold Increase Proposal:
Mr. Carroll asked that the Selectmen and FinCom decide tonight on a recommendation from the Auditors of increasing our Capitalization threshold for the Financial Statement to match the Capital Improvement Plan of $25,000.00
Mr. Malkin asked Mrs. Biskis to comment on what she as Town Accountant would recommend. Mrs. Biskis said that the $25,000.00 figure was a good one. Jonathan Mayhew moved to increase the Capitalization threshold to $25,000.00. Mr. Malkin seconded the motion.
SO VOTED: FinCom 5 Ayes 1 Abstain S. Murphy. Selectmen 3 Ayes
At 6:10 PM Chairman Rossi adjourned the Selectmen’s Meeting and asked Mrs. Coutinho to carry on with the FinCom Meeting.
Minutes:
Mrs. Coutinho asked all to review all of the draft minutes.
Draft minutes from February 11, 2014 were reviewed. Corrections where made.
Mr. Golden moved to approve minutes as corrected. SO VOTED: 5 Ayes,
1 Abstain S. Murphy.
Draft minutes from February 12, 2014 were reviewed. Corrections where made.
Mr. Golden moved to approve minutes as corrected. SO VOTED: 5 Ayes,
1 Abstain S. Murphy.
Draft minutes from February 13, 2014 were reviewed. Mr. Malkin moved to approve as written.
Mr. Golden seconded the motion. SO VOTED: 5 Ayes,
1 Abstain S. Murphy.
Draft minutes from February 20, 2014 were reviewed. . Mr. Malkin moved to approve as written.
Mr. Golden seconded the motion. SO VOTED: 5 Ayes,
1 Abstain S. Murphy.
Draft minutes from July 9, 2014 were reviewed. . Mr. Malkin moved to approve as written.
Mr. Yeomans seconded the motion. SO VOTED: 5 Ayes, 1 Abstain S. Murphy.
Mr. Yeomans distributed a list of topics he selected from the minutes that mentioned follow up reports to be made by the FinCom members who had volunteered to do so. Mr. Golden said that he met with Mr. Emin the Highway Superintendent and that at that time Mr. Emin said he would take an increased fee to the equipment usage vs new equipment.
Acting chairman Coutinho recommended postponing further discussion of the list Mr. Yeomans distributed to the FinCom meeting scheduled for October 8, 2014 at 5:30. Mr. Carroll said that there will be a FinCom meeting September 24, 2014 to review and recommend warrant articles for the Special Town Meeting.
Mrs. Coutinho said she would like to complete the assignments tonight as there are new members. Mr. Yeomans said after thinking about being assigned to the Up-Island School Committee he decided that he would rather have a joint assignment to the MV Refuse District.
Mrs. Coutinho said she would be willing to cover the Up Island Regional School but someone would have to take her committed role on Capital Planning. Ms. Murphy said she was willing to be assigned to the Up Island Regional School. Ms. Divoll said she was willing to be assigned to the MV Commission.
At 6:36 PM Mrs. Coutinho moved to adjourn. Mr. Golden seconded the motion.
SO VOTED: 6 Ayes
Minutes respectfully submitted by Diana DeBlase. Approved 9/24/14
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