Joint Meeting of Chilmark Finance Committee (FinCom) & Board of Selectmen November 29, 2016 Meeting Minutes
Present: FinCom Chairman Marshall Carroll, Adam DeBettencourt, Eric Glasgow,
Bruce Golden, Susan Murphy, Vicky Divoll- not in attendance Board of Selectmen Chairman Warren Doty, Bill Rossi and Jim Malkin. Others attendees: Tim Carroll, Brian Cioffi,
Ebba Hierta, Robert Hannemann, Alex Elvin and Edie Prescott.
At 6:00 PM Chairman Marshall Carroll called the meeting to order in the Selectmen’s Meeting Room.
Elect new member to Finance Advisory Committee:
Tim Carroll explained that Selectmen Malkin was elected to the Board of Selectmen leaving an open seat on the Finance Committee. The term of the open seat will expire in April 2017. Tim Carroll referred to the meeting handouts which included a resume of Mr. Robert J. Hannemann. Mr. Hannemann has offered to serve on the Finance Committee. Selectman Rossi expressed his gratitude for Mr. Hannemann’s offer to serve. Selectman Doty nominated Mr. Hannemann for the open seat. The nomination was seconded. Chairman Carroll closed the nomination and called for a vote.
FinCom: SO VOTED: 5 Ayes, 1 Absent
Selectmen: SO VOTED: 3 Ayes
Mr. Hannemann was sworn to faithfully….by Tim Carroll and formally welcomed as a member of the FinCom.
Special Town Meeting Warrant:
Tim Carroll presented the Special Town Meeting Warrant as provided in the meeting packet. Chairman Carroll opted to review and vote to “recommend”, “not recommend” or “take no action” on each article individually.
Article 1 – Tim Carroll reviewed the requirement for periodic property revaluation and advised that the state has recently changed the frequency of conducting a revaluation from every 3 years to every 5 years. This is a recurring Warrant Article for the town but now, will not appear again until 2023.
Selectman Doty added that Free Cash was recently certified at roughly $600,000 and will serve as the source of funding for all items listed on the STM Warrant. FinCom member Eric Glasgow inquired about the source of Free Cash. BOS and FinCom asked that the accountant summarize the components making up the balance of Free Cash. With no further discussion on this article, Chairman Carroll called for a motion. Motion was made to recommend the article .
SO VOTED: 6 Ayes to recommend the article, 1 Absent
Article 2 – Library Director Ebba Hierta was present to provide background on the request for Article 2. Long time Youth Services Librarian Kristin Maloney officially retired at the end of August FY17. Prior to retirement, though out sick, she was paid through use of accrued benefitted time which had been acquired over her long tenure with the library. A temporary replacement was hired to cover her absence.
The FY17 budget does not cover the expense of the unanticipated temporary hire and therefore, these funds are being requested to cover the anticipated shortfall which will occur in this line at year end. Motion was made to recommend the article.
SO VOTED: 6 Ayes to recommend the article, 1 Absent
Article 3-Police Chief Brian Cioffi was present and explained that due to limited communications coverage in Chilmark this additional channel would to provide coverage where currently portable to portable radios experience dead spots from Chilmark to Edgartown. This channel will allow numerous command level parties to communication on one channel for emergency services. The proposed article covers the cost of hardware to be installed. PD,FD, EMS and Sheriff routinely review the availability of new technology for our regional communications system and actively pursue State Grant funds for for help with overall long-term infrastructure costs, but this is something the Town can do now to provide coverage needed. The Town has the tower and antennae available at Peaked Hill to install this
additional channel. Motion was made to recommend the article.
SO VOTED: 6 Ayes to recommend the article, 1 Absent
Article 4 – Chief Cioffi reviewed the need, usefulness, and maintenance of a vehicle for the Menemsha Beach area which has become a greater area of concern for the PD due to increased traffic congestion. Chief Cioffi expressed the need to have access to the beach, mobility in heavy traffic, the need for 4WD and the lack of parking in Menemsha. Motion was made to recommend the article.
SO VOTED: 6 Ayes to recommend the article, 1 Absent
Article 5 – Tim Carroll provided history on Harbor improvements related to this Article. The Town was the recipient of State Grant Funds from the Seaport Advisory Council. The final phase of work to be done under this Grant Funding is to complete construction of a public access temporary tie up dock in Menemsha. The Town has pursued pricing on the tie up dock and found that pricing exceeds the balance of Grant Funds due primarily to the fact that revetment stones are in the way of where the proposed dock will go. These stones will have to be removed and pilings must be installed to hold the embankment in place. This portion of the job goes beyond the scope and available funds of building the tie up dock. Susan Murphy inquired about the placement of this temporary tie up dock and
questioned whether or not it would clog up the channel. Tim Carroll advised that the tie up dock is designed for smaller boats, i.e. canoe’s and kayak’s and should not affect channel traffic. Motion was made to recommend the article.
SO VOTED: 6 Ayes to recommend the article, 1 Absent
Article 6 – Tim Carroll explained the article in context with Planning Board efforts and the Master Plan. The Planning Board approved these small projects as they would offer immediate progress on efforts to promoting use of the park and ride and reduce traffic impact in Menemsha in the summer months. Selectman Doty added that the town is working within the Master Plan, and these projects would allow for progress before June 1. Feedback on Park and Ride usage or lack of usage has offered that the lot needs upgrades such as signage, curbstops, lighting, bluestone materials graded out, direction, bus shelter. There is no electric service in this area, as no digging is allowed due to the underground membrane sealing the landfill.
Selectman Rossi advised that a landscape architect will propose a formal plan and this is the estimated cost of the intended improvements. Motion was made to recommend the article.
SO VOTED: 6 Ayes to recommend the article, 1 Absent
Article 7 – Tim Carroll reviewed the issued that have created a need for improved signage and maintenance in Menemsha. Problems were encountered when PD was not able to enforce parking restrictions if signs were not posted and visible. Again, as with Article 6, this is proposed with the approval of the Planning Board. Motion was made to recommend the article.
SO VOTED: 6 Ayes to recommend the article, 1 Absent
Article 8 – Tim Carroll discussed that Chilmark Town Hall chimney is over 100 years old. The chimney feeds our furnace and hot water heaters. Maintenance Supervisor has received 8K estimate to replace the chimney and 6K to repoint. A decision will be made with input from the historical committee. Motion was made to recommend the article.
SO VOTED: 6 Ayes to recommend the article, 1 Absent
Minutes:
Chairman Carroll moved to review minutes from 2/4/16 and called for a motion to approve as presented. Susan Murphy noted a typo on back page ½ way down under public safety meeting “Docation” should be replaced with “donation”.
SO VOTED: 6 Ayes to approve the minutes as corrected, 1 Absent
Chariman Carroll called on Selectmen Malkin who promoted the practice of an appointed FinCom member taking an active role in representing Chilmark’s interests throughout the budgeting process of the external parties who ultimately submit an Assessment to our town, in particular, the UIRSD. Selectman Malkin urged the FinCom to continue this practice in order to be involved before the Assessment comes before us. Malkin added that a lot of attention should be paid to the UIRSD as the fiscal responsibility, extends beyond just impact on a town and further to the well-being of the district. West Tisbury has expressed a desire to change formulas, perhaps withdraw from the district and Chilmark wants to stay. Selectman Malkin is interested in pursuing what is best for district not the individual towns and
urged the FinCom to devote time to UIRSD. Susan Murphy has been the rep, but is now unable to devote the time. Rob Hannemann offered to serve as the rep for UIRSD.
COLA – Tim Carroll reviewed that last year a policy was voted whereby the HRB would obtain and provide the Northeast Urban Wage Earners & Clerical Workers CPI database index to the FinCom & BOS. FinCom & BOS would rely on this index to determine the COLA to apply to our Compensation Chart within an established range not below 1% and not above 3%. HRB provided the number which is 0.4%. Chairman Carroll recommended continued adherence to this policy. Selectman Malkin advised the FinCom that a Compensation Study is underway that HRB will present to BOS with recommendation where Chilmark stands in relation to other towns.
Tim Carroll referred Committee and Board members to the contact list included in the handout material and asked all members to review numbers and communicate any updates to Dilly.
A FinCom Schedule for 9 hearings is also attached. Tim Carroll asked for communication of any schedule conflicts. The Committee will try to limit to 2hrs/night.
Tim Carroll asked if the FinCom would like to offer any guidance to the department heads to consider while preparing FY18 budgets or make any new assignments.
Selectman Doty reported on TTA budget and noted that it is much tighter and will show an increase of less than 1%. Accountant has been working with TTA Chief Retmier. Chairman Doty offered that although the budget is controlled, the Assessment will not reflect this as the contributions from insurance are down. Salary lines, over time and holiday pay should be broken out. Chairman Doty said FinCom does not need to assign a FinCom member to TTA as he is intimately involved.
Selectman Malkin asked FinCom to clarify who will be assigned to what external entity and reiterated that impact we can have in the budgeting process if we are involved throughout the budgeting process. Tim Carroll offered that he will circulate that listing.
Mr. Hannemann has been attending High School budget meetings. Mr. Hannemann reported MVRHSD Budget is up about 5.4%. Increases are predominantly in two areas; health insurance and long-term maintenance, Mr. Malkin said we have more impact with the UIRSD budget and it is currently somewhat contentious. Mr. Malkin will provide background info to Mr. Hannemann.
Tim Carroll asked again if the FinCom has any specific instruction for department heads.
Clarification on budgeting assignments
Tim Carroll added that Selectman Rossi will be representing the town at a meeting of 1 Selectman from each Up Island town and the 3 town accountants. Carroll suggested that this might be a place and time for Mr. Hannemann to get involved. Selectman Doty offered that that discussion should be about the Formula NOT the COSTs.
At 7:00 PM With no other items for discussion Mr. Golden moved to adjourn, Ms. Murphy seconded the motion. FinCom: SO VOTED: 5 Ayes, 1 Absent
Selectmen: SO VOTED: 3 Ayes
Minutes respectfully submitted by Ellen Biskis
Approved 02/06/17
Document List:
11/29/16 FinCom BOS Joint Meeting Agenda
Resume for Robert J. Hannemann
Warrant for STM 12/05/16
Memo To BOS From HRB recommending FY18 0.4% COLA
DRAFT Contact List for FinCom, BOS and Town Hall Staff
FY18 Proposed Budget Hearing Schedule
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