BOARD OF SELECTMEN September 15, 2003
The meeting was called to order at 7:30 p.m. Present were Chairman Elizabeth Sullivan, Selectmen Andre Martecchini, John Tuffy and Town Manager Rocco Longo.
OPEN FORUM
There was no one present under Open Forum.
Dr. Eileen Williams and Mickey McGonagle – SCHOOL BUDGET PRESENTATION
Superintendent of Schools, Dr. Eileen Williams explained the process in which the school budget is developed and then introduced School Business Manager Mickey McGonagle.
Mr. McGonagle noted key discussion points, indicating where there is some discretion, limited discretion and no discretion relative to student/teacher ratio (some), enrollment growth (none), costs mandated by law (none), fixed costs (limited), support costs (limited), transportation/athletics/co-curricular (some) and capital improvements (some).
The Schools FY04 Budget was broken down by activity as follows:
Labor/payroll in the amount of $18,243,756, made up 77.60% of the school’s budget.
Out of district educational services in the amount of $1,151,224, made up 4.9% of the school’s budget.
Contracted transportation in the amount of $1,236,773, made up 5.30% of the school’s budget.
Fixed costs, i.e. heat, light, telephone, water, etc.) in the amount of $1,529,410, made up 6.50% of the school’s budget.
Everything else, i.e. professional development, educational supplies and equipment, etc. in the amount of $1,354,320 made up the remaining 5.70%, for a grand total of $23,515,483.
Mr. McGonagle noted that a 10% cut in the budget (approximately $2.4 million dollars) may require a cut of those teachers making the least amount of money, approximately 60 teachers in all, at $40,000 each per year. This would increase class size, affecting the student/teacher ratio.
Enrollment data for the period 1992 through 2007 indicated a steady growth. Mr. McGonagle noted that most of the growth was in the lower grades and felt this trend would continue through High School. A cost comparison of selected school districts in the greater Boston area for school year 2000-2001 showed a State average of $7,874 integrated cost per student. Duxbury ranked 29 out of 30 of compared school districts, with an integrated cost per student of $7,208.
In conclusion, Mr. McGonagle noted that absent an overall increase in revenue from property taxes, State aid, and fees, the budget will need to be adjusted through a reduction in discretionary labor costs and/or a reduction in supplies, textbooks, materials, equipment, etc. and/or a reduction in the Capital Budget.
When asked by Mr. Martecchini if an early retirement package proposed by the State was an option, Mr. McGonagle indicated that it would likely benefit the support/administrative staff, since this had been done only a few years ago. When asked about increasing transportation fees, Dr. Eileen Williams noted they would be looking to the School Committee for direction.
Mr. Martecchini asked what could be done to speed up the School’s budget process. Dr. Williams indicated it could be done faster, with less quality, but would not recommend it. December 10th was the earliest she felt the budget could be completed. Mr. Frank Mangione, Finance Committee Chairman noted it should be kept in mind that Duxbury has an early Town Meeting.
Mrs. Sullivan thanked Dr. Williams and Mr. McGonagle for coming and thanked them for their presentation to the Board.
Gloria Williams – Collector/Treasurer’s Budget Presentation
Collector/Treasurer Gloria Williams began her budget presentation by providing the Board with an overview of her staff and their job responsibilities. The Collector/Treasurer’s department is made up of 4 full time and 1 part-time personnel. Seasonal help includes 2-3 seniors as well. The department’s functions were discussed, which include:
Bond issuance ($42.6M temporary, $13M permanent)
Collections of real estate,
Personal property,
Motor vehicle,
Boat excise,
Utility-water, and
Beach/transfer stickers.
Total demands equaling $36,627,825 represent some 70,700 bills.
Other functions include tax title processing and enforcement, cash management, investment and trust fund management, and payroll/corollary tax reporting.
The Collector/Treasurer’s budget for FY05 is $292,809. Ms. Williams noted a decrease over the previous year’s budget due to a voluntary termination. This individual was not replaced. Ms. Williams went on to say that level funding would mean the following:
Budgets already reflect level funded fixed expenses and contract salary. (Did not replace one position in 2003 equaling a yearly salary of$33,256).
Closing the counter one day per week for sale of stickers and tax payments.
Closing the counter for all transactions at 3:30 p.m. to balance and close during peak processing.
Higher costs, compromised data validity in sticker and collector systems, and
Loss of revenue.
A 10% decrease of a level-funded budget is $29,873, or one payroll position, which will result in build up of delinquent tax receivables, limiting counter service hours and lunch shutdown, the use of prerecorded messages and eliminating or charging for services. Ms. Williams indicated this could be offset through taxpayer education and online payment.
Mr. Tuffy indicated he did not want to limit walk-in taxpayers from requesting and receiving information from the service counter. Mrs. Sullivan asked if there was a possibility flextime could be utilized to cover counter service hours. Mr. Longo noted that he would work with the Union to see if this would be a consideration.
Sheryl Strother – Town Accountant’s Budget Presentation
Town Accountant Sheryl Strother began her budget presentation by noting her FY2004 budget is $220,558. Payroll makes up $181,821 and expenses equal $38,737. Staffing includes three G-4 Bookkeeper clerical position. Core functions include:
Weekly warrant
Biweekly payroll
Fund accounting
Reporting
Financial Controls
Budgets and forecasts
Annual audit
Ms. Strother indicated her current FY04 budget is adequate to work toward the department’s long-range goals. Immediate problems have been corrected and the department now has the opportunity to improve systems. She noted that a 10% cut ($22,000) would result in 2.4 clerical positions remaining. Timely payroll, warrant and financial reporting may be jeopardized. There would be less attention to financial controls, budget monitoring and an increased risk of loss to the Town.
Capital needs include an upgrade of financial systems to a window-based environment and a new integrated financial system for general ledger, treasury, water, school, and budgets.
Dick Finnegan – Deputy Assessor’s Budget Presentation
Deputy Assessor Dick Finnegan provided the Board with an overview of the Assessing Department’s organization as well as accountabilities, which includes: real property, annually, motor vehicle excise, boat excise, personal property accounts, non-profit exemption status review and customer service. Current priorities and projects are as follows:
Annual revaluation and timely tax bills.
Implement accelerated “new growth” schedule.
Digitize Assessors maps to begin GIS.
Complete digital photography project.
Implement CPA low-income exemption program.
Use computer projection system for Board meeting presentations.
Expand the Town web site presence.
Mr. Finnegan noted that although the workload of the Assessing Department is being increased due to building permits and subdivisions, under present conditions, the current staffing is adequate to operate the Assessing Department. He also noted the effect of level dollar funding on his department would mean the following:
Without additional FY04 funding, Fy05 level funding will prevent the digitizing of the Assessing Department maps and will further forestall the inception of GIS.
No computer projection system, or fireproof file cabinet purchase program.
The effect of a 10% budget cut would mean converting one clerical position to part time, closing the office to the public one day a week, a reduction in customer service, a cut in personal property inspections and a cut and/or elimination of Assessor training programs. Mr. Finnegan also indicated current fees are in line with other assessing offices and there would be no need for change at the present time.
In conclusion, Mr. Finnegan noted the Assessing Department plays a key role in the Town’s financial management operation and proper management of this function brings credibility to the Town. An adequately funded Assessing Department brings important fiscal and public relations benefits to the Town as well.
The Board thanked all three presenters for a job well done.
Business
Town Manager’s Brief
The cost to purchase a retail alcohol license is going up from $50 to $200. This change was mandated by the State.
A $12,195.67 credit towards the Town’s insurance premiums has been obtained from MIAA. This credit can be taken or allowed to build up.
A Public Safety Team meeting was held today to discuss preparedness for hurricane Isabel. The team will meet again on Thursday morning.
An Employee Appreciation Luncheon scheduled on Friday, September 19, 2003 will be postponed due to the possibility of inclement weather.
Retired Police Officer Alan Gilbert passed away. The flags have been flying at half-mast.
A grant totaling $2700 was obtained for Emergency Management.
On September 29th, the State will let Duxbury know about the Chapter 90 program.
Duxbury has moved from 129 and131, to 124 and 126 under the School Building Assistance Program
Meeting Minutes 9/8/03
Mr. Martecchini moved the Board of Selectmen adopt the minutes of 9/8/03 as written. Mr. Tuffy seconded. The motion passed 3-2.
Committee Appointments/Re-Appointments
There were no committee appointments/re-appointments.
John Tuffy motioned to adjourn at 9:55pm. Andre Martecchini seconded. The motion passed 3-0.
Karen McCann
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