Town of Mount Desert
Board of Selectmen
Special Meeting Minutes
March 3, 2011
A meeting of the Board of Selectmen was held this date in the Meeting Room, Town Hall, Northeast Harbor Maine.
Those present included: Chairman Tom Richardson, Selectmen Jean Bonville, Chuck Bucklin, and Rick Mooers, Town Manager Durlin Lunt, Finance Director John Graves, Police Chief Jim Willis, Public Works Director Tony Smith, Town Clerk/Recording Secretary Joelle Nolan, and members of the public.
I Call to order at 4:00PM.
Chairman Richardson called the meeting to order at 4:08 p.m.
II Minutes
A. None
III Appointments and Recognitions
A. None
IV Consent Agenda (These items are considered to be routine, and therefore, will not be allotted Selectmen discussion time on the agenda. The items may be passed by the Selectmen in one blanket motion. Any Board member may remove an item from the “Consent” portion of the agenda for discussion or questions by requesting such action prior to consideration of that portion of the agenda.)
A. None
V Selectmen’s Reports
None submitted.
VI Old Business
A. Continued review of Budget, including Revenues and Marina, and Warrant for Annual Town Meeting, May 2 and 3, 2011.
Referring to the budget dated March 1, 2011, Board started with a review of the Marina budget. As an enterprise fund, true expenses need to be presented. Chairman Richardson said he is reluctant to spend too much time on this. Selectman Bonville said she feels as responsible for this budget as the other. Chairman Richardson noted a new budget line is needed for insurance, and a proposal for debt payment is needed. Rather than reviewing in detail, Board agreed to continue the Marina review at its March 7 meeting when Harbormaster Murphy will be present.
Board began its review of Revenues. Town Manager Lunt observed a few revenues are fixed, but most are not and are estimates; he tried to be reasonable, but conservative.
General Taxes
40030 Penalties & Interest on Delinquent Taxes increase to $20,000
Licenses and Permits
40140 Marriage Licenses Town Clerk Nolan requested that the $500 be moved to Charges for Services/Vital Statistics; Board agreed. Currently, revenues are correctly posted to Vital Statistics.
Intergovernmental
40226 State Revenue Sharing Selectman Mooers thinks, with the current administration, $45,200 is high. Selectman Bonville explained that what is in the budget is what can be used, even if more money is received. If less is received, we have to make up the difference. Kathi Mahar commented that Maine Municipal Association is predicting $54,000 for Mount Desert (as of last week). Board agreed to leave the amount at $45,200.
40332 Veteran’s Exemption Selectman Bonville said the amount should be $760. Mrs. Mahar explained the reason for $0 is that money for this year won’t be received until next July; the amounts are booked by audit adjustment at the end of the year.
Charges for Services
40310 Outside Detail Chief Willis explained this line corresponds with expense line 104-01-501-55 and should be increased to $8,000 to cover payroll costs; 40135 MDEA Reimbursement, increase by $700 for the same reason; and again 40316 Hancock County Sheriff Reimbursement increase to $55,000.
In trying to compare 2012 proposed figures to what has been spent in the past, Board members stated they need current and accurate figures from 2010 and 2011 to make informed decisions. Selectman Bonville said this is where timeliness of the audit and adjustments comes in. Also, “old” accounts need to remain in the budget for comparison. Mrs. Mahar noted she recently added some of the deleted accounts back in.
Other Revenues
40409 and 40410 Interest Income and Investment Earnings Finance Director Graves said he will have a new figure by Monday. However he feels $75,000 is safe for 40409.
40430 Sale of Municipal Assets Selectman Mooers asked if the fire truck sale proceeds are included, and Finance Director Graves replied that money goes into the Fire Reserve and does not show as increase in revenue.
Other Financing Sources
40500 Selectman Bonville noted this amount needs to equal the corresponding expense line 120-05-510-50, and should be $76,829.
40526 Surplus Board agreed to leave at $300,000 for now.
Marina Revenues
Will review with Harbormaster Murphy March 7th.
Under continued review of the budget, Chief Willis referred to his memo regarding a slight increase in his budget line for IT/Technology Fees 104-30-504-20. This is due to a mandate, by the State Police Access integrity Unit, equipment upgrade. Board agreed to the increase of $500.
Selectman Bonville, referring to the budget dated February 24, 2011, pg. 4/Town Clerk, asked if Ballot Clerks were subject to FICA and MC, and if so, did those line items need to be adjusted; Town Clerk Nolan replied Ballot Clerks are not subject o FICA and MC, the current amounts should be all right. Under Finance/Treasury, Selectman Bonville suggested $12,000 was not enough to fund 501-30/Part-time wages according current spending. Board agreed to increase 102-11-501-30 to $18,000 and to adjust FICA and MC. After a discussion of 507-40/Technology Hardware and 507-41/Technology Software, Finance Director Graves said he needs both amounts, even though expenses are now currently posted under the Manager’s budget. The “Trio Software Annual Fee” description is not accurate and does belong in
Manager’s budget.
Selectman Bonville suggested that the Consulting Cost figure of $50,000 on page 13 is not enough per the current agreement; should it be increased to $58,000? Town Manger Lunt said he is hoping to wrap up the project sooner than anticipated thereby reducing the cost. However, Board agreed to increase the total to $58,000. She also suggested the following changes: Pg 17 502-12 Maine State Retirement should be $4,360; Pg 35 506-01 Liability Insurance needs to be increased as does 506-05 Other Insurance. When asked about a line for an umbrella policy, Town Manager Lunt noted it doesn’t seem as though the non-profits are coming up with the money.
B. Additional 2011 Warrant Articles for consideration: Sidewalk Bond Article, Disbursement Warrant Ordinance, and Sidewalk Snowplow.
Public Works Director Smith explained in detail the problems and expenses incurred with the current sidewalk snowplow. He expects firm quotes next week, and noted leasing other equipment has been successful. He will try to trade-in the old plow for the new; otherwise he will sell it outright. The old plow cost $57,000 new; hard to say what the current worth is. He also suggests trailering the snowplow from location to location instead of driving it to other villages, as is currently done; the funds are available to purchase a trailer. Selectman Bonville wondered about paying for the plow outright to avoid interest costs. Chairman Richardson asked when it would be purchased and Public Works Director Smith said after July 1. He estimates the cost to be $18,000 annually; however, he hopes to make a more
informed presentation after the quotes are received next week. Town Clerk Nolan suggested changing the Warrant article to read Board of Selectmen in place of Municipal Officers for consistency; Board agreed.
MOTION: Selectman Mooers moved, seconded by Selectman Bonville, to add an article to the 2011-2012 Warrant for the leasing of a sidewalk snowplow. The vote was unanimous in favor, 4-0.
Town Clerk Nolan explained the Disbursement Warrant Ordinance needs to be adopted by Town Meeting vote, then the Board will continue its annual practice of adopting a policy.
MOTION: Selectman Bonville moved, seconded by Selectman Mooers, to add an article to the 2011-2012 Warrant for the proposed Disbursement Warrant Ordinance. The vote was unanimous in favor, 4-0.
Regarding the sidewalk repair borrowing warrant article, Board agreed on 10 years; the interest rate and amount is needed, along with the total for outstanding bonds.
Board reviewed the memo from Hannah Annis, Area Biologist for the Department of Marine Resources, in which she encouraged the Board to approve the proposed changes to the Shellfish Conservation Ordinance presented by the Shellfish Conservation Committee. She outlined the responsibilities of the Selectmen, Committee, and Town Clerk; and pointed out that many towns defer to the recommendations of the Committee.
MOTION: Selectman Mooers moved, seconded by Selectman Bonville to add an article to the 2011-2012 Warrant for the proposed changes to the Shellfish Conservation Ordinance. The vote was unanimous in favor, 4-0.
Board reviewed the Warrant version dated February 17, 2011 and made the following suggestions, corrections, and motions:
Table of Contents correct Cary Forwards to Carry Forwards.
In the Greeting correct May 3, 2010 to 2011.
Article 5 correct .To to To, noted this article has been brought back after an absence of a few years.
Article 10 correct lost to lots
Add an article for the passenger launch.
MOTION: Selectman Mooers moved, seconded by Selectman Bonville, to set the interest rate at 7%, in what is currently numbered Article 18. The vote was unanimous in favor, 4-0.
MOTION: Selectman Mooers moved, seconded by Selectman Bonville, to set the interest rate at 3%, in what is currently numbered Article 21. The vote was unanimous in favor, 4-0.
MOTION: Selectman Mooers moved, seconded by Selectman Bucklin, to dedicate $300,000 as the amount to transfer from surplus to reduce taxes, in what is currently numbered Article 27. The vote was unanimous in favor, 4-0.
In Article 29 add Human Resources after Code Enforcement.
MOTION: Selectman Mooers moved, seconded by Selectman Bonville, to dedicate $3,000 as the amount for General Assistance, in what is currently numbered Article 30. The vote was unanimous in favor, 4-0.
MOTION: Selectman Mooers moved, seconded by Selectman Bonville, to recommend passage regarding ratification of the overdraft that occurred in Public Works: Roads, in what is currently numbered Article 35. The vote was unanimous in favor, 4-0.
MOTION: Selectman Mooers moved, seconded by Selectman Bonville, to recommend passage regarding ratification of the overdraft that occurred in Public Works: Sewers, in what is currently numbered Article 36. The vote was unanimous in favor, 4-0.
Selectman Bonville asked about the order of the articles, sometimes the school articles are presented first. Board agreed to leave the order as presented; it helps ensure a quorum.
Board agreed to remove the second amount for Downeast Transportation that it included at its February 24, 2011 meeting, since the request was neither made nor required.
MOTION: Selectman Mooers moved, seconded by Selectman Bonville to remove from the budget $1,000 under line item 109-20-509-13. The vote was unanimous in favor, 4-0.
VII New Business
A. None
VIII Committee Meeting Reports
A. None
IX Treasurer’s Warrants
A. None
X Executive Session
A. None
XI Adjournment
MOTION: At 6:24 p.m., Chairman Richardson moved, seconded by Selectman Bucklin, to adjourn the meeting. The vote was unanimous in favor, 4-0.
Respectively submitted,
Jean Bonville
Secretary
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