Chilmark FinCom & Selectmen FY2016 Budget Hearing
February 11, 2015 Joint Meeting Minutes
FinCom Present: Chairman Marshall Carroll, Frank Yeomans, Jim Malkin, Vicky Divoll,
Linda Coutinho, Bruce Golden and Susan Murphy.
Selectmen Present: Chairman Bill Rossi, Jonathan Mayhew, Warren Doty, Tim Carroll, Ellen Biskis, Melanie Becker, Diana DeBlase, Marina Lent, Katie Carroll, Don Hatch, Rodney Bunker, Matt D’Andrea, James Weiss, Susan Stevens, Skipper Manter, Mary Boyd, Katherine Devane, Robert Lionette, Mark Friedman and Gill Traverso.
At 6:00 PM Chairman Marshall Carroll called meeting to order in the Selectmen’s Meeting Room.
#430 Waste Collection:
Martha's Vineyard Refuse Disposal District (MVRD) director Don Hatch presented the FY16 proposed budget. Chairman Carroll said that the budget for FY16 shows a decrease of $ 253.73.
Ms. Biskis explained the breakout of the numbers; transportation for $8,400.00, assessment for $86,346.84 and the contract for $29,897.95. Discussion ensued.
Mr. Hatch recommended (helping clarify his numbers with the information the budget books have) splitting out the budget line that we have labeled tipping fees and waste disposal budget line #5294 making 2 separate lines; Tipping fees as one line and Transportation (possibly #5295) for the other. Tim Carroll asked Mr. Hatch to explain the calculation of transportation fees. Mr. Hatch said the transportation fee is calculated by taking the estimated tonnage of the previous year and multiplying it by $35.00 per ton.
Mr. Doty spoke about the warrant article that the town approved to borrow for improvements to the MVRD of up to $2.5 million dollars. Mr. Doty asked Mr. Hatch if they have started borrowing yet. Mr. Hatch said that he has not because one of the Island towns has opted to put on their Annual Town Meeting this spring and until he has approval from all of the towns that utilize MVRD (Aquinnah, Chilmark, Edgartown and West Tisbury) he will wait. Chilmark’s portion is 12%.
Mr. Hatch said that the debt payment for the prior 2.6 million dollar bond will be completed by 2016 so the amount the towns have been paying should be essentially the same. Mr. Hatch said the first 4 to 6 years the payments will be slightly higher.
Discussion turned to food composting and what the State regulations are requiring.
Mr. Hatch discussed his contract with SeaMass incinerator of waste. (Structural Engineers Association of Massachusetts Westborough Mass) and getting a contract at $60.00 per ton.
Mr. Hatch discussed the trial of sheep grazing at the Chilmark LDO to decrease the need of mowing so frequently.
Ms. Biskis recommended budget line 5294 be $24,000.00 and adding line 5295 at $8,400.00. This change increases tipping & transportation (combined) by $3,600.00.
#430 Waste Collection Continued:
Chairman Carroll said the total budget is now $156,844.79 Selectmen and FinCom Chairman thanked Mr. Hatch for his good work.
#510 Board of Health:
Chairman Katie Carroll and Administrator Marina Lent presented the proposed FY16 budget for the Board of Health. Ms. Carroll requested an increase from 30 hours a week to 35 hours a week for the position that Ms. Lent holds. Discussion ensued. Selectmen Doty said that 35 hours is an appropriate recommendation and endorses this increase of hours.
With this recommended (Admin. up 5 hour) increase to line 5138 the salary total for FY16 would be $56,102.06
Other changes that the Board of Health recommended are listed; line 5301 Medical Services decreased by $300.00. Line 5316 Visiting Nurse Services decreased by $2,485.00. Line 5344 postage is decreased by $200.00. Lines 5420 & 5589 office supplies & other supplies are decreased each by $50.00. Line 5730 dues & memberships decreased by $75.00
Chairman Carroll thanked both representatives from the Board of Health for their presentation.
#491 Cemetery:
Accountant Biskis said in addition to the step and COLA for the Superintendent salary line the Cemetery has a membership amount of $100.00 that was not figured into this budget yet. It was recommended to add $100.00. to the memberships & dues budget line. The total for Cemetery budget will be $22,368.72
#152 Human Resource Board (HRB):
Chairman of the Human Resource Board Jim Malkin presented the proposed budget for the HRB. Mr. Malkin said that the increase to the budget was due to the position of their Administrative Assistant being re-graded to a higher grade. Other than the salary the budget is unchanged. Tim Carroll said that the HRB has the Town Clerk as their Administrative Assistant.
#300 Education
School Superintendent James Weiss introduced Assistant Superintendent Matt D’Andrea who is also the Superintendent Elect and will take over July 1, 2015. Mr. Weiss also introduced the new High School Principal Gill Traverso, Accounts Manager Mark Friedman, Chilmark Principal Susan Stevens, West Tisbury vice principal Mary Boyd, Katherine Devane, Skipper Manter, and Chilmark’s Up Island School representative Robert Lionette.
Superintendent’s Office:
Mr. Weiss presented the Superintendents Shared Services budget. Mr. Weiss said that the budget is up 7.4% ($399,000.00) Up Island’s portion of this is 7.9% ($93,182.00) the shared services are included in this budget. Mr. Weiss said that 90% of the FY16 budget is salaries. Extensive discussion ensued concerning the shared services which are special education cost for students age 2.8 to 21 years old (Grades 9-12 are presented in the High School Budget).
Up Island Regional School District (UIRSD):
Mr. Weiss said that the UIRSD budget is up 7.63% but Chilmark’s portion is down 6.8% using the regional formula which is driven by the number of students.
Discussion turned to the OPEB significant liability. Mr. Weiss asked for the Chilmark representative to say a few words. Mr. Lionette said the budget for Chilmark is very good; having a FinCom representative at the labor negotiations and during the budget hearings was great. Mr. Lionette spoke to the “enrichment program as being vital and not an outrageous expense.”
Discussion turned to School Resource Officer (police) and the policies for each of the island schools. Extensive discussion took place. Chilmark School and Police department are proposing 10 hours a week for a SRO.
Mary Boyd spoke about the West Tisbury Playground project. The School is seeking Community Preservation Funds this year as a warrant on Chilmark’s Annual Town Meeting. The playground project is proposed as a three phase project. The cost for the three phase project was estimated in the $300,000.00 range but there were no plans available to refer to.
Martha’s Vineyard Regional High School (MVRHS):
Gill Traverso and Mark Friedman presented the MVRHS FY16 budget. The Proposed Budget total for MVRHS is $16,038,870.08.
Mr. Malkin said he attended the budget process for the MVRHS. Mr. Malkin said “the physical condition of MVRHS is shocking.”
Mr. Traverso discussed the loss of $881,000.00 in state revenues but said omitting that the increase to the budget is only $63.00 per student.
Accountant Biskis asked why the $881,000.00 was being taken out of revenues. Mr. Friedman explained that the school built the Performance Art Center in part with a state grant back in 1995 and we are at the end of the 20 year payment of the grant. It is finished this year.
Mr. Traverso agreed with Mr. Makin’s assessment of the facilities. Mr. Traverso was in the building trades previously and was very concerned at the condition of the building. When he took over as principal he brought in State inspectors to assess the repairs needed to the facility.
Mr. Weiss said in 2008 there was a reduction of funds for maintenance and essentially no funds have been going to maintenance since. Mr. Traverso listed the top priority problems; HVAC system and Vocational department. Mr. Friedman said that they are applying for aid from the state for repairs. The administration is researching the financial impacts of the needed repairs. Mr. Traverso spoke to funding the immediate need of $175,000.00 for architectural engineers and planners.
Martha’s Vineyard Regional High School (MVRHS Continued…
Mr. Weiss said that all the schools except Edgartown, because it is new, have HVAC problems and repairs needed. Superintendent Elect Mr. D’Andrea said he will require that the custodians are educated in corrective maintenance and preventative maintenance.
Mr. Weiss said that we do not have the Governor’s budget yet so the school assessments will not be available until March 6, 2015. Mr. Weiss explained that you cannot form the statutory formula without the Governor’s budget. Mr. Weiss said all of the figures for MVRHS are estimates until March 6, 2015.
Mr. Carroll mentioned the Chilmark Warrant article request for CPA funds to repair the MVRHS track. Mr. Weiss and Mr. Traverso spoke to this topic.
Chairman Carroll thanked the school representatives for their presentation.
#192 Town Offices / Building Maintenance:
Maintenance Supervisor of Town Buildings (previously titled Custodian) Rodney Bunker was present for the FY16 budget review. Mr. Carroll said the salaries line has an increase due to a re-grading of the position that Mr. Bunker holds. Mr. Carroll said that the remainder of this budget is level funded with moving some funds from within the budget.
Mr. Carroll said that the Electric budget will have some financial improvements: 12% reduction because of the photo voltaic system we have at the Tabor House landfill. Also the town has just signed a two year electrical contract with a cent reduction (0.0906 per kwt) for two years through Cape Light Compact.
Mr. Doty said that after hearing about the condition of the schools he wanted to say that because of Rodney’s efforts we do not have the kinds of problems we have heard about tonight. Applause from the room. Mr. Doty said Rodney “owns” our town owned buildings.
#194 Chilmark Community Center (CCC):
Mr. Carroll said this budget is level funded and if anyone has a question about the renovations to please ask. Ms. Coutinho asked if any changes have been made to the revenues for the CCC. Did the Selectmen adopt the recommendations from the Utilization of Town Owned Facilities Committee? Selectmen Chairman Rossi addressed the question saying that they have not changed the policies yet. Mr. Carroll recommended a broader fee schedule that would fit the uses.
Mr. Bunker discussed the renovations that will take place this spring in the town hall. Mr. Bunker also discussed the CCC renovation plans as well. Mr. Bunker said the floor will be completed this spring. The roof will be replaced for just under $30,000.00 this year along with a vestibule. The Committee and Board members thanked Rodney for his report and commitment to the buildings and community.
Ms. Biskis said that she prepared a document for the FinCom of information they requested after last night’s meeting. It is the Waterways fund balance for section #295 Harbor Department.
#145 Town Treasurer:
Town Treasurer Melanie Becker presented her FY16 budget. Chairman Carroll said this position was also re-graded this year bringing the salaries line up but the rest of this budget is level funded. Ms. Becker discussed the process of getting the bonding completed and the Standard and Poor’s rate set for the town. Ms. Becker said she will now move forward with choosing new software that will meet our needs within the next few months.
Mr. Doty said that he was present and prepped for the telephone conference with Standard & Poor’s and wanted to say that Melanie was very well prepared and that she and Ellen both were very professional and because of this he is sure we will get a good rating.
Mr. Carroll said that Pam Bunker was also very professional during our Standard & Poor’s conference Mr. Malkin agreed.
Tim Carroll discussed the Capital Planning process and some of the hurdles they still have to work on; the department heads have submitted their capital plans but there are plans that the Selectmen have that are in executive session that have not been brought to the committee and there are broader perspectives we have to consider like the CPA fund requests. Discussion ensued about formulating the building blocks for our capital plan and getting a report prepared in a timely manner.
Ms. Biskis asked Ms. Becker about line 5248 Software Maintenance / License asking if WTI sent a new proposal. Ms. Becker said this line is for the maintenance cost of cash book software not tax title software with WTI.
At 9:13 PM Mr. Golden moved to adjourn, Mr. Malkin seconded the motion
SO VOTED: Fin Com 7 Ayes Selectmen: 3 Ayes
Mr. Carroll reminded the FinCom and Selectmen the next meeting is posted for tomorrow night with a 6:00 PM start time. Added to the posted agenda will be continuing what we did not get to from tonight’s agenda: #135 Accountant Audit, #131 FinCom, #910 Employee Benefits and Debt and minutes.
Minutes respectfully submitted by Diana DeBlase. Approved 03/17/15
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