FinCom October 8, 2014 Meeting Minutes
Present: Acting Chairman Linda Coutinho, Jim Malkin, Bruce Golden, Frank Yeomans,
Vicky Divoll, Marshall Carroll and Susan Murphy were not present.
Others: Tim Carroll, Diana DeBlase
At 5:30 PM Acting Chairman Linda Coutinho called the meeting to order in the Selectmen’s Meeting Room on the second floor in the town hall.
Minutes: Draft minutes from the September 24, 2014 meeting were postponed till the November 12, 2014 meeting.
At 5:35 PM Susan Murphy Arrived
Mr. Yeomans Requested Agenda Items:
- Purpose of meeting minutes:
Mr. Yeomans said to keep a written record of anything of substance that took place at a meeting, not verbatim but a clear record of the meeting. Mr. Malkin said when we review the draft minutes if anyone feels substance has been left out that is the time to make sure they are added prior to approval of the minutes.
Mr. Carroll said the policy adopted by the town concerning the making of minutes and the content thereof can be supplied to all members to review. Mr. Malkin recommended having them sent electronically to each member of the FinCom.
Mr. Carroll distributed a printed copy of the Open Meeting Law Guide from the Office of Attorney General dated August 1, 2013.
- Highway Department – cost of owning truck vs. renting:
Mr. Golden reported that when he met with Mr. Emin, Mr. Emin said that he would rather have the town purchase a vehicle for his use. Mr. Golden said that he told Mr. Emin that he would not be able to use the vehicle for his private business. Mr. Emin said he understood that. Mr. Emin said to Mr. Golden that Executive Secretary said he would also not be allowed to drive this vehicle home, though Mr. Emin did not agree.
Mr. Golden said he would give the written notes from his meeting with the Highway Superintendent to Mr. Carroll.
- Park & Recreation Committee - Review of Bulkhead Leases:
Mr. Malkin reported that Mrs. Coutinho and he met with the Park & Rec. Chairman Andy Goldman and reviewed the leases and fees. At that time Mr. Goldman reported that the Park & Recreation committee has met with the lease holders and agreed to a 4% increase annually for the next 8 years to the commercial rental fees.
Mr. Yeomans Requested Agenda Items Continued……
- Park & Recreation Committee - Review of Bulkhead Leases Continued….
Mr. Yeomans asked for a copy of the 1940 Town bylaw describing the Park & Recreation authority over the bulkhead leases. Acting Chairman Coutinho and Mr. Malkin both said that they were not interested in researching the document.
Mr. Carroll said he would research this for Mr. Yeomans and send him a copy of the requested documentation.
- Treasurer WTI Software FY2015:
Mr. Carroll said that the Town Treasurer discontinued the portion of the software for the treasurer section but that did not reduce the fee, the other departments have to increase their portion of the bill.
- 2014 report of the Presidential visit:
Mr. Carroll said that the Tri Town Ambulance budgeted $8,000.00 and spent $9,400.00 Mr. Carroll said the TTA had spent $5,000.00 in overtime prior to the POTUS visit. Discussion ensued.
Mr. Malkin moved to direct the Tri Town Ambulance to supply a documented report of all calls with response time and hospital arrival time from FY15 records. This report is due at least1week prior to the Tri Town Ambulance FY16 budget hearing. Mr. Carroll recommended ALS & BLS to be defined in the report as well. Mr. Yeomans added to document dates of when and how long ambulances were out of service. Golden seconded the motion. SO VOTED: 6 Ayes, 1 not present.
- Schools / percentage of non-English speaking students & cost to the schools:
Mr. Yeomans asked to request from the schools a report stating percentage of non-English speaking students & cost to the schools. As FinCom representative assigned to school budget Mr. Malkin said he was not comfortable asking such a thing on behalf of the FinCom. Acting Chairman Coutinho recommended Mr. Yeomans asking this himself if it was important to him.
Mr. Malkin said he would attend an All Island School Committee budget meeting planned for October 16, 2014.
Mr. Carroll said that there is a legal limit to the liability claims a municipality can have. Mr. Carroll assured Mr. Yeomans that the Town has coverage.
- Disaster Recovery Plan - Data recovery plan:
Mr. Yeomans said our plan only covers town hall offices. The Police and Fire department are not included.
Mr. Malkin Requested Agenda Items:
- Capital Improvement Planning Committee Update:
Mrs. Coutinho spoke about the meeting held October 1, 2014 at 4:30 PM. Attending the meeting was: Shellfish Constable, Custodian, Ambulance Chief, Fire Chief, Police Chief, and Harbormaster. Each department head discussed their plans for the next 3-5 years that would be $25,000.00 or over.
Mr. Carroll reported that as of last night’s Selectmen’s meeting Melanie Becker and he are appointed to the Capital Improvement Planning Committee for this year. So the committee members are: Warren Doty, Bruce Golden, Linda Coutinho, Tim Carroll and Melanie Becker.
- Public Safety Building Site Committee (PSBSC) Update:
Mr. Carroll reported that the PSBSC met October 1, 2014 at the 6:00 PM.
The committee members are: Andy Goldman, Fire Chief David Norton, Ambulance Chief Paul Wilkins, Cody Coutinho, Aquinnah Selectmen Jim Newman, Tim Rich,
Liz Gude and Selectmen Bill Rossi.
The organization of the board was made; Mr. Goldman was elected chairman and Mr. Coutinho was elected secretary. The first item to be worked on will be the space needs. Mr. Carroll said the committee will be meeting twice a month.
- Martha’s Vineyard Regional High School Budget Meetings Update:
Mr. Malkin reported he attended the October 6, 2014 meeting. Budget director is Susan Mercier she welcomed fincom members from the island towns. . The Accounting budget director said to the committee that the vocational department is in need of building repairs and improvements. So far the numbers show a 5% increase to last year’s budget.
Mr. Malkin will attend the next meeting and report back at the next FinCom meeting scheduled for November 12, 2014. Mr. Malkin said that the October Census has not yet been supplied.
- Martha’s Vineyard Refuse Disposal & Resource Recovery District Update:
Mr. Yeomans reported that the town residents will be allowed to bring their vehicles onto the scale. Has not raised fees for over 8 years
Mrs. Murphy calculated 12% of 2.5 million (Chilmark’s portion) to be approximately $300,000.00.
- Martha’s Vineyard Commission Budget Update:
Ms. Divoll reported on her involvement in understanding the MVC and how it affects Chilmark. Ms. Divoll met with MVC director Mark London, Curt Schroder and John Breckenridge. Ms. Divoll said that during the budgeting schedule is when we need to
insert ourselves in the process to have the possibility of influencing any change to their plans.
- Martha’s Vineyard Commission Budget Continued…..
The MVC Budget schedule is as follows:
October 23, 2014 is the draft budget meeting. Then October 30, 2014 the MVC finance committee will meet to review the draft. On October 31, 2014 we can receive the preliminary draft MVC FY16 budget. Then there is a meeting scheduled for November 4, 2014 that the towns may attend and we may supply input at that time. It was noted that that is Election Day and the MVC may reschedule. Ms. Divol will email Chilmark Fincom committee members schedule updates and will attend and invites any members to join.
November 13, 2014 the MVC Fincom will adopt the draft budget. This budget is what goes to the Commissioners to vote on. December 1, 2014 through January 9, 2015 the MVC will go to each (if the town desires) town to inform them of the draft budget.
Mr. Carroll recommended inviting the MVC to the December 10, 2014 scheduled Chilmark FinCom meeting. January 22, 2014 is the final date for the MVC budget.
Mrs. DeBlase confirmed that the next meeting of the Chilmark Fincom will be November 12, 2014 at 5:30 PM.
Mr. Carroll said that the Special Town Meeting will be October 20, 2014 at 7:30 PM.
At 6:39 PM Mr. Malkin moved to adjourn. Ms. Divoll seconded the motion.
SO VOTED: 6 Ayes, 1 Not Present.
Minutes respectfully submitted by Diana DeBlase. Approved 02/04/15
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