Meeting Minutes

 

Title:               Budget Committee Meeting

Date:               Tuesday, February 02, 2010

Location:        Westport Island Town Office Conference Room, 7:00 pm

Subjects:         Budget Committee Tasks

Objective:       Come to consensus on the near term tasks to be completed, review actuals to date and review benchmarking evaluation to date.

 

 

Proposed Agenda:

 

Topic

 

Type

Responsibility

Time

 

Review agenda and time durations and approve any changes.

Discussion

Consensus

All

7 :00

5 Min.

Action Item Review

Discussion

Consensus

All

7 :05

10 min

January Meeting Minutes Review

Discussion

Consensus

All

7 :15

15 min

Benchmark Reports Review

Discussion

Consensus

All

7 :30

10 min

Road Maintenance Expenses to Date vs. Plan Report

Discussion

Consensus

All

7 :40

10 min

Coordination Letter for Board of Selectmen

Discussion

Consensus

All

7 :50

10 min

Compensation Task Team

Discussion

Consensus

All

8 :00

10 min

Budget Committee Schedule

Discussion

Consensus

All

8 :10

10 min

Other Items (Education Cost,  Salt Shed ROI,  Storage Vault Cost,  Fiscal Year Billing Catch-up etc)

Discussion

All

8 :20

10 min

Public Comment

Discussion

Public

8 :30

5 min

Wrap up

Discussion

Consensus

Secretary

8 :35

5 min

Attendees:       Sandra Besecker, David Blake, Sandra Crehore , Richard DeVries, Dennis Dunbar, Kimberly Greenleaf and Susan Partelow           

Absent:            Kimberly Greenleaf

Facilitator:       Susan Partelow

Secretary:        Dennis Dunbar

 

Attachments:

  1. Municipal Appropriations authorized on Town Meeting for FY 07-08, FY 08-09 and FY 08-10
  2. Compensation History for town office staff and elected and appointed officials
  3. Letter to Board of Selectmen on coordinating warrant and budget reviews.
  4. Spreadsheet of Benchmarking questionnaire results to date.

 

 

09/02/08 Open Action items:

1.      Send the business case analysis of the sand and salt shed to all committee members. David asked that this action be held open.  Action David Blake, March 2010

02/24/09 Open Action items:

1.      Work with Garry Cromwell to develop the road repair and maintenance requirements for 2009-10. Action David Blake, February 2010

120109 Open Action items:

1.      Complete review of benchmark towns. Action: Kim and Richard February 2010

2.      Provide a month by month accounting for 2009 2000 and public works expenditures. Completed through November 2009. Action Susan, Update, February 2010 (Completed 02/02/10)

3.      Perform mid-year assessment of spending/appropriations. Action Susan, February 2010 Road and Bridges (Completed 02/02/10)

01/12/10 Open Action items:

1.      Complete the report for South Bristol from the South Bristol town report and provided Dennis. Action: Richard February 2010 (Completed on 02/02/10)

2.      Dennis to contact South Bristol to fill in the missing information on the questionnaire. Action: Dennis March 2010

3.      Provide a depreciation account (GATSBY 34) overview. Action Susan, February 2010 (Defer to March meeting)

4.      Write a letter to the Selectmen suggesting that the warrant articles be developed as a collaborative effort and that the Selectmen provide a timeline for completing the warrant articles. Action: Dennis February 2010 (Completed 02/05/10)

5.      Send Sandra the school cost information. Action: Dennis February 2010 (Completed 02/01/10)

 

02/02/10 OPEN ACTION ITEMS:

1.      Incorporate comments from Budget Committee members on the letter to the Board of Selectmen and submit it.  Action: Dennis (Completed 02/05/10 – copy attached)

2.      Provide copies of the 2009 MMA Salary Survey to Sandra and Richard for review. Action: Dennis, March 2010

3.      Provide copies of the 2009 Budget Committee report prepared by Dennis to Sandra and Richard. Action: Dennis, March 2010

4.      Request an Excel spreadsheet of the 2009 MMA Salary Survey.  Action: Richard March 2010

5.      Follow-up with Edgecomb on their Benchmarking questionnaire. Action: Sandra, March 2010

 

 

 

 


Meeting Minutes:

 

The Chair brought the meeting to order at 7:00 pm. The agenda was reviewed and approved (motion by David Blake and seconded by Richard DeVries). 

 

Action Items were reviewed.  From the 09/02/08 meeting, David Blake requested that the item related to the business case analysis of the sand and salt shed remain open and he will provide an analysis at the March 2010 meeting.  There was discussion about the likelihood of a case showing cost effectiveness.  David indicated he feared that the next snow removal contract may show a sizable increase without a facility.  David also reported on the open 02/24/09 action item for a road repair and maintenance plan.  He indicated that he has held two meetings with Gary Cromwell and discussed 10 projects.  David expects the plan to show three projects that should start in the next fiscal year.

 

On Action Items from the 12/01/09 meeting, Richard reported that he has developed a spreadsheet summary of the Benchmark Towns and provided it subsequent to the meeting.  A copy is attached to these minutes.  Susan reported on the actual costs and revenues for the Roads and Bridges account thru January.  Based on the data presented, costs and revenues are consistent with the rates noted in 2008-2009.  It appears that the spending and revenue are generally on track to meet the budget set at Town Meeting.

 

For the 01/12/10 action items, Richard reported on South Bristol and provided a draft report.  Dennis agreed to meet with South Bristol and fill in incomplete questionnaire items.  Susan requested that the GATSBY 34 discussion of depreciation accounts, and how they could be used for funding depreciation tasks, be deferred to March.

 

The January meeting minutes were reviewed.  Sandra Crehore offered a change to the sentence addressing the proposed letter to the Board of Selectmen.  She requested the sentence where she was quoted to be revised to read “Sandra further noted that it was the budget committee responsibility to assist the Selectmen, not to do the warrants.”  The minutes were approved as modified.

 

Dennis advised the Committee that the comparison table of expenses in recent years provided at the January meeting did not include the FY 09-10 data from our last Town Meeting.  An updated copy was provided. (copy attached).  He also provided a history of compensation for town office staff and elected and appointed officials.  Susan pointed out the history of compensation and the changes in organization related to the tax collector, book keeper, treasurer, administrative assistant and excise tax collector.  The table was updated and is attached to these minutes. (see attachment)

 

A Compensation Task Team was formed with Sandra, Richard and Dennis assigned.  Dennis offered to sent copies of the MMA 2009 Salary Survey to members along with the report he provided to the Budget Committee for their consideration last year.

 

A schedule of activities was discussed in context to the proposal in the letter to the Selectmen.  Based on expected feedback from the BOS, a proposed schedule will be discussed at the March meeting.

 

“Other Items” were briefly discussed, including education and the fiscal year billing catch-up tax billing. Richard reported that no date had been set for the next school budget public meeting.  Susan indicated that the issue of catch-up tax billing would be discussed with Maine Revenue Service soon.

 

There being no further business and no public comments, the meeting was adjorned at 8:23 pm

 

Respectfully submitted, Dennis Dunbar, Secretary

 


 FYE 6/30/07

 FYE 6/30/08

FYE 6/30/09

Article No

NOTES

FYE 6/30/10

Article No.

NOTES

DESCRIPTION

 APPROPRIATED

 APPROPRIATED

APPROPRIATED

 

 

(BOS Rec.)

 

 

School Bus Reserve

 $            7,500.00

 $           7,500.00

 $                    -  

none

 

 $                    -  

 

Planning Board Expenses

 $                 67.80

 $              319.66

 $                    -  

13

 $                    -  

10

 

Expenses for Other Boards

 $                      -  

 $                     -  

 $            750.00

8

New

 $            313.00

10

 

MMA Membership

 $                      -  

 $                     -  

 $         1,200.00

19

 $         1,225.00

22

 

Conservation Commission Exp.

 $            2,090.00

 $           2,457.78

 $         1,080.00

14a

 $            800.00

10

 

  Clough Point Grant Match

 $                      -  

 $           1,525.00

 $                    -  

none

 $                    -  

None

 

  Matching Fund  for Cons. Grants

 $                      -  

 $           5,000.00

 $                    -  

14

 $                    -  

15

 

Matching Fund for "Other" Grants

 $                      -  

 $                     -  

 $         4,250.00

15

New

 $            750.00

15

 

History Committee

 $                      -  

 $                     -  

 $                    -   

11

New

 $            100.00

12

 

Groundwater Protection Committee

 $                      -  

 $                     -  

 $         1,400.00

9

New

 $            498.00

10

 

Committee Insurance (MMA)

 $                      -  

 $                     -  

 $                    -  

None

 $            300.00

13

New

Wright Property Loan

 $                      -  

 $                     -  

 $       15,672.00

16

Use MLA

 $       23,292.00

19

Inc. half rent

Town Office Operation & Maint.

 $          38,758.00

 $         43,348.87

 $       49,067.00

17

 $       37,168.00

18

 

Printer Lease and Service

 $                      -  

 $                     -  

 $                    -  

None

 $                    -  

19

Proposed

Add to Capital Improvement Account

 $            2,000.00

 $           1,000.00

 $         3,000.00

18

 $                    -  

21

 

Town Hall Operation

 $            3,500.00

 $           3,700.00

 $         4,800.00

10

 $         3,500.00

11

 

Town Hall Maintanance

 $                      -  

 $           9,100.00

 $         2,500.00

11

 $                    -  

None

Add to 14

Minic. Bldg, Major Repair Reserve

 $                      -  

 $                     -  

 $         2,500.00

23

New

 $         4,200.00

14

 

Snow Removal, Sand and Salt

 $                      -  

 $                     -  

 $                    -  

None

In Excise Tax

 $                    -  

26

$98,600 ET

Roads and Bridges Maintance

 $                      -  

 $                     -  

 $                    -  

None

In Excise Tax

 $       10,000.00

27

$86,033 ET

Road Improvements Fund

 $                      -  

 $                     -  

 $                    -  

25

Used Excise Tax

 $         5,000.00

28

New Res.

Veterans' Graves

 $               200.00

 $                     -  

 $                    -  

none

 $                    -  

None

 

Tax Maps

 $                      -  

 $              500.00

 $         1,080.00

24

 $            650.60

10

 

Contingency Account

 $            4,968.66

 $           2,562.00

 $         1,265.00

20

 $                    -  

23

$10K CF

Legal Fund

 $            8,252.55

 $         15,000.00

 $       15,000.00

21

 $         4,000.00

24

$6K CF

Transfer Station

 $          64,644.00

 $         74,769.20

 $       75,106.89

22

 $       75,106.89

25

Estimate

Ferry Landing (Roads) Safety

 $                      -  

 $                     -  

 $                    -  

none

 $                    -  

29

$25K SHA

Westport Volunteer Fire Dept.

 $            9,000.00

 $           9,000.00

 $       12,000.00

26

 $       12,000.00

30

 

  Insurance for Fire Dept.

 $                      -  

 $              840.00

 $            759.00

29

 $            840.00

34

 

Fire Truck Note

 $          16,097.64

 $         16,097.64

 $       16,097.00

27

 $                    -  

None

Note Paid

Fire Truck Reserve

 $                      -  

 $                     -  

 $                    -  

None

 $       15,000.00

32

New

EMT Training

 $                      -  

 $                     -  

 $                    -  

28

 $         1,696.00

33

 

General Assistance

 $                      -  

 $              749.00

 $                    -  

30

 $                    -  

35

$1783 CF

Human Resources Committee

 $            1,500.00

 $                     -  

 $                    -  

none

 $                    -  

None

 

Service Organizations

 $          12,979.00

 $         14,378.00

 $       13,703.00

31

 $       13,603.00

 

Salaries

 $          39,940.00

 $         43,170.00

 $       44,753.00

3

3.66% inc.

 $       45,955.00

4

2.7% inc.

Selectmen's Stipends

 $            9,300.00

 $           9,630.00

 $         9,990.00

3

3.74% inc.

 $       10,260.00

4

2.7% inc.

Additional for Chairman

 $            5,200.00

 $           3,000.00

 $         3,110.00

4

3.65% inc.

 $         3,195.00

6

2.7% inc.

Assessing Agent/Support

 $            2,750.00

 $           2,850.00

 $         3,150.00

5

10.52% inc.

 $         3,500.00

7

 

Wiscasset Community Center

 $            8,000.00

 $           8,000.00

 $         8,000.00

31

 $         4,000.00

36

Less Mems

Certified Assessor

 $          10,000.00

 $         17,500.00

 $       15,000.00

6&7

 

 $       15,000.00

8&9

 

Total Municipal Appropriations

 $        246,747.65

 $       291,997.15

 $     305,232.89

4.5% Total inc.

 $     291,952.49

4.4% Total dec.

Education

 $        940,694.00

 $       768,728.00

 $     854,834.00

& $229,748  Surp

 $  1,134,011.00

& $238,000 CF

County Tax

 $        184,854.53

 $       212,219.00

 $     213,634.00

 $     232,075.00

 

Overlay

 $          35,000.00

 $         60,232.65

 $       60,000.00

 

Estimated

 $       60,000.00

 

Estimated

Total Appropriations

 $     1,407,296.18

 $    1,333,176.80

 $  1,433,700.89

7.5% incease

 $  1,718,038.49

20% Increase

 

 

 

 

 

 

 

 

WESTPORT ISLAND PAYROLL HISTORY

                                             

 

1985

1995

1996

1997

1998

1999

2000

2001

2002

2003

2004

2005

2006

2007

2008

2009

2010

Selectman Chairman

5400

5000

5000

5000

5000

5000

7750

7755

7755

7755

8000

8,240

8,300

6210

6430

6615

 

Selectman - 2nd

1350

1750

1750

1750

1750

1750

2585

2585

2585

2585

3000

3,090

3,100

3210

3330

3420

 

Selectman - 3rd

1350

1750

1750

1750

1750

1750

2585

2585

2585

2585

3000

3,090

3,100

3210

3330

3420

 

Assessing Support- 1st Sel.

-

-

-

-

-

-

-

-

-

-

2500

2,575

2,750

 

2850

 

3150

 

3500

 

Administrative Assistant/

Prop. Tax Collector/ (2) Treasurer (3)

5900

8650

8650

8650

8650

8650

9720

22,800

12,000

12,000

22620

17389

20,888

21,515

 

22270

23083

23710

 

Bookkeeper

 

3000

3000

3000

3000

3000

3000

-

-

-

-

-

-

 

 

 

 

Municipal Agent (plus fees) (1)

-

-

-

-

-

-

-

11,232

11,232

9984

8800

10,284

10,600

10970

11370

11680

 

Town Clerk/Registrar of Voters (plus fees)

1300

1350

1350

1350

1350

1350

2585

2585

2585

2585

3340

3,750

3,865

4500

4665

4790

 

Registrar of Voters

 

410

410

410

410

410

672

673

673

673

-

-

-

 

 

 

 

Custodian

-

-

-

-

-

-

1363

1363

1363

-

-

1,870

1,925

1995

2070

2125

 

Constable

600

750

750

750

750

750

1057

1056

1056

1056

700

722

745

770

800

820

 

#-911 Addressing Officer

-

-

400

400

400

400

414

414

414

414

425

722

745

770

800

820

 

EMA Director

-

-

-

-

-

-

-

-

-

-

-

-

-

850

880

900

 

Harbor Master

-

 

 

-

-

-

-

-

-

500

500

530

545

770

800

820

 

Health Officier

-

-

-

-

-

-

-

-

-

-

-

-

-

275

285

290

 

Code Enforcement

-

750

750

750

750

750

775

775

775

775

795

-

-

-

-

-

 

Plumbing Inspector

 

750

750

750

750

750

775

775

775

775

795

250

-

-

-

-

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Total

15,900

24,160

24,560

24,560

24,560

24,560

33,281

54,598

55,797

52,307

49,244

56,011

57,190

58650

60993

62900

 

 

Notes:

1.        Municipal Agent in 2001 and 2002 Based on 16 hrs/wk at $14.04/hr assuming 50 weeks ($11,232)

2.        Property Tax Collector in 2001 Based on 30 hrs/wk at $15.20/hr assuming 50 weeks ($22,800)

3.        Tax Collector/Administrative Assistant in  2002 Based on 20 hrs/wk at $12/hr assuming 50 weeks ($12,000).  Treasurer in 2002 Based on 20 hrs/wk at $12/hr assuming 50 weeks ($12,000)

 

 

 

 

 

 

 


February 5, 2010

 

Board of Selectmen

Town of Westport Island

6 Fowles Point Road

Westport Island, ME 04578

 

Subject:   Budget Committee Proposal for Budget Review Process Improvements

 

Dear Board of Selectmen,

There is some sentiment that last year’s warrant article development process was unsuccessful. In the past, the Budget Committee has worked well ahead of the BOS and took the initiative to create a template of warrant articles based on prior year articles. When judged beneficial, the committee repackaged some articles in a manner that may have caused some confusion with the Board of Selectmen and with Town Meeting attendees. 

The Budget Committee would like to coordinate efforts with the Board of Selectmen to improve the process of budget warrant development and review.  In the last few Town Meetings, some attendees felt that better coordination between the Budget Committee and Board of Selectmen would benefit the Town Meeting process.  We, too, believe that there is room for improvement, and we would like to work more closely with the Board of Selectmen in planning for the upcoming Town Meeting.

To align the budget review activities more closely, we would like to suggest a series of Budget Workshops to be led by the Board of Selectmen.  The workshops could be scheduled just prior to or subsequent to regular Selectmen’s meetings or at Budget Committee meetings.  Each workshop could cover convenient groupings of similar articles. For example, one Workshop might focus on warrants for municipal facilities, one for committee support, one for compensation, one for Roads and Bridges, etc.  The approach would allow the Budget Committee to review, provide past trends, and make recommendations on the annual operating budget as proposed by the Board of Selectmen.

The Budget Committee Ordinance states that the Committee shall have the following duties:

1.    To review and make recommendations on the annual operating budget as proposed by the Board of Selectmen;

  1. To review and make recommendations on annual capital expenditures as proposed by the Board of Selectmen;
  2. To review and make recommendations on supplemental appropriations and expenditures and other budgetary action whenever proposed by the Board of Selectmen; and
  3. To make such other recommendations on fiscal matters as it may from time to time be deemed advisable.

 

In past years, the Board of Selectmen has taken up the budget and warrants very close to Town Meeting, leaving inadequate time for the Budget Committee to make meaningful recommendations on what is being proposed.  This has led the Budget Committee to work independently and in advance of the Selectmen, resulting in coordination challenges which were evident at Town Meeting.

 

If you support a budget workshop approach, we will be happy to have you propose a schedule.

 

With Best Regards,

 

 

Westport Island Budget Commitee