Meeting Minutes

 

Title:               Budget Committee Meeting

Date:               Tuesday, February 08, 2011

Location:        Westport Island Town Office Conference Room, 4:00 pm

Subjects:         5-year Look-ahead, Fire Truck, Education Cost Sharing

 

Objective:       Discuss 5-Year Look-Ahead Forecast Update, discuss Education cost history and projection and discuss potential needs of VFD for new fire truck. Review and plan a schedule for the balance of the fiscal year.

 

 

Proposed Agenda:

 

Topic

 

Type

Responsibility

Time

 

Review agenda and time durations and approve any changes.

Discussion

Consensus

All

4 :00

5 Min.

Action Item Review

Discussion

Consensus

All

4 :05

10 min

December Meeting Minutes Review

Discussion

Consensus

All

4 :15

10 min

Discuss 5-Year Look-Ahead Forecast

 

Discussion

Consensus

All

4 :25

10 min

Discuss Roads and Bridges Cost Expenditures and Forecast for Balance of Fiscal Year

Discussion

Consensus

All

4 :35

10 min

Review Education Account History and Forecast and Cost Sharing Factors Review by School Board

Discussion Consensus

All

4 :45

10 min

Discuss VFD Possible Needs for a New Fire Truck and Financing Options

Discussion Consensus

All

4 :45

10 Min

Budget Committee Schedule Status Reporting

Discussion

Consensus

All

5 :05

10 min

Other Items (Snow Removal Contract Bid, Storage Vault Cost,  etc)

Discussion

All

5 :15

5 min

Public Comment

Discussion

Public

5 :20

5 min

Wrap up

Discussion

Consensus

Secretary

5 :25

5 min

 

Attendees:       David Blake, Dennis Dunbar, Bill Hopkins, Stan Lane, Susan Partelow and Gary Webber

Absent:            Mort Mendes

Facilitator:       Bill Hopkins

Secretary:        Dennis Dunbar

 

 

 

 

Budget Committee Meeting Minutes

 

February 08, 2011

 

The meeting was called to order at 4:01 pm by Committee Chair Dennis Dunbar.

The agenda was reviewed and agreed upon.  Meeting minutes from the December 07, 2010 were reviewed and approved as written.  Since the October meeting minutes had not been approved, due to lack of a quorum in November, they were reviewed and approved in this meeting with no changes.

 

The meeting time and day were discussed due to the availability of Susan Partelow on Tuesday afternoons.  It was agreed to change our meeting day to the first Wednesday of the month at 4:00 pm.

 

 

The 5-Year Look Ahead forecast was discussed with input provided by committee members on their assigned areas.  For Municipal Appropriations, it was agreed to show a 3% inflation rate plus an adjustment for the potential of an added fire truck and fire station repairs, an increase in the snow removal contract, the addition of an account for the Ferry Landing, and for provisions for storage.  These will be shown as a range for planning purposes.  David Blake agreed to request input on the plan from the assigned committee.  Stan Lane offered to check status of offsite storage options.  A range of costs will be estimated (Upper and Lower Cases) based on inclusion of inflation only or inflation plus the noted additional elements.

 

 

For County Tax, it was agreed to show a level of $250K for next year and a 3% growth for subsequent years.  For Education, Richard DeVries suggested using $1,155,000 for next year transitioning to $900K in FY 2016 (Case 1) or $750K (Case 2).  Case 1 and 2 rely on a revised cost sharing formula based, in part, on actual number of pupils attending.

 

The estimate for overlay was estimated to be $30K for each of the next five years.

 

Assessed valuation will be estimated to increase by $1.5M in FY 12 thru 14 and $2.0M thereafter.

 

Dennis Dunbar agreed to update the 5 – Year Look Ahead based on these estimates.

 

The Education Budget was discussed further and the request to the Budget Committee to provide inputs to the Westport Island members of the School Board on the cost sharing formula.   The audit of the actual costs vs. the budgeted costs for the base year (FY 08-09) used in setting the cost share for the first three years was discussed.  For Westport Island, the estimated Total Local Contribution used to set our share was $1,084,582.  The actual, however, were $820,973 ($8,088 per student).  Using the current share burden, Westport currently pays over $13,000 per student for FY 10-11.  Efforts to appeal to the School Board and Superintendent to correct the base share based on actual has been unsuccessful.

 

The following “Guiding Principles” were discussed as input to the School Board as they consider alternative cost sharing formulas for FY 12-13:

 

1.      No town should be asked to pay more to be a member of the RSU than they would pay not being a member. (Eliminates incentive for towns to withdraw from the RSU)

 

2.      The cost per pupil for any town should not be more than 30% above or below the average for all towns.

(A maximum variance of 60% from highest to lowest rather than the current 370% to ensure equity)

3.      The cost per pupil for member towns will not exceed the tuition rate set for the RSU by the State DOE.  (Provides a simple metric for capping cost per pupil)

4.      Town costs for students tuitioned outside of the RSU shall be the State tuition rate in lieu of the formula rate for those students.  (Incentivizes towns and parents to keep students in RSU schools)

5.      In the event the base year FY 08-09 costs are used in any new cost sharing formula, actual independently audited costs should be used in lieu of original budget estimates (Actuals reflect the true costs)

 

Susan Partelow provided year to date cost and revenue for the Roads and Bridges account.  It was decided to defer this topic until our March meeting to compile a forecast.  Dennis Dunbar and David Blake agreed to review the information provided by Susan.

 

The Volunteer Fire Department’s recommendation to acquire a new fire truck to replace Engine 2 was discussed and a data summary was provided to the committee.  An option for financing, discussed with the committee, would be to proceed with an order in July, 2011 with $30K down and a 10 year initial payment plan at 3.91% (Oshkosh Capital Estimate), requiring annual payments of $23K replacing the typical $15K Fire Truck Reserve Account payment for an initial increase of $8K.  Once the “Catch-up” loan to reconcile our tax and fiscal years is paid, we would pay added principal to reduce the term of the loan to 7.5 years. (See the discussion and table attached)

 

There being no further business brought before the committee, the meeting was adjourned at 5:25 pm.

 

Respectfully Submitted:

 

 

 

Dennis Dunbar

Recording


5-Year Look Ahead for Municipal Appropriations

General Government Worksheet

 

                                                      

FY-2011

FY-2012

FY -2013

FY -2014

FY -2015

FY -2016

Comments

Current Base

$300,314

$309,323

$318,603

$328,161

$338,006

$348,146

Inflation of 3%

Potential Additions

 

 

 

 

 

 

 

     Fire Truck

-

$23,000

$23,000

$23,000

$23,000

$34,500

See Engine-2 financing

     Increase in Snow Cont.

-

$10,000

$10,000

$10,000

$10,000

$10,000

Assume10% Increase

     Town Landing Maint.

-

$3,000

$3,000

$3,000

$3,000

$3,000

Float & ramp maint.

     Storage Vault

-

TBD

 

 

 

 

 

     Sand and Salt Facility

-

 

TBD

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Potential Reductions

 

 

 

 

 

 

 

     Defer Fire Truck Res.

 

-$15,000

-$15,000

-$15,000

-$15,000

-

Defer until after catch-up loan paid

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                                                     

 

8 February, 2011




 

RSU-12 Town (Local) Contributions

 

Option of Capping Cost per Pupil Contribution Based on Adjusted Tuition Rates

 

 

 

 

 

 

 



VFD Proposal for Replacement of Engine-2

 

 

 

 

 

Financing Strategy Option:

 

 

An option for financing would be to proceed with an order in July, 2011 with $30K down and a 10 year initial payment plan at 3.91% (Oshkosh Capital Estimate), requiring annual payments of $23K replacing the typical $15K Fire Truck Reserve Account payment for an initial increase of $8K.  Once the “Catch-up” loan to reconcile our tax and fiscal years is paid, we would pay added principal to reduce the term of the loan to 7.5 years.  An example of this approach is shown below:

 

 

 

FY-11

FY-12

FY-13

FY-14

FY-15

FY-16

FY-17

FY-18

FY-19

FY-20

Catch-up Loan (Ref)

$154K

$266K

$266K

$266K

$266K

$110K

-

-

-

-

With No New Fire Truck

 

 

 

 

 

 

 

 

 

 

 Fire Truck Reserve Account

$15K

$15K

$15K

$15K

$15K

$15K

$15K

$15K

$15K

$15K

With New Fire Truck

 

 

 

 

 

 

 

 

 

 

 Fire Truck Reserve Account

$15K

-

-

-

-

$15K

$15K

$15K

$15K

$15K

 Fire Truck Financing

-

$23K

$23K

$23K

$23K

$34.5K

$46.5K

$46.5K

$23.4K*

-

Added Commitment with Fire Truck

-

$8K

$8K

$8K

$8K

$34.5K

$46.5K

$46.5K

$23.4K

-

 

*Last Payment due in January 2019 for total payments of $242.9K

 

 

 

 

 

FEATURE SHEETS

FREIGHTLINER M2 106 FEATURES

_ Cummins 350 hp ISB Engine

_ Bright Finish, West Coast Mirrors, Heated, Remote, w/Convex, w/PS Aux Down View

_ 50 Gallon Aluminum Fuel Tank Under Passenger Side of Cab

_ Tilt & Telescoping Steering Wheel

_ Exhaust Brake (Standard)

INTERNATIONAL 4400/7400 FEATURES

_ MaxxForce 300 hp Engine

_ Black Finish, West Coast Mirrors, Heated, Remote, Integral Convex

_ 50 Gallon Steel Fuel Tank Under Passenger Side of Cab (4400)

_ 50 Gallon Steel Fuel Tank Under Driver Side of Cab (7400 4x4)

_ Tilt Steering Wheel (Tilt & Telescoping with 1250 tank and ESC)

_ Exhaust Brake (Optional on 4400)

STANDARD CHASSIS FEATURES

_ Extended (2) Door Cab

o Seats - Air Ride Driver, Stationary SCBA Officer

o (Third SCBA Seat in Extended Cab Optional)

o 193” Wheelbase, Freightliner

o 195” Wheelbase, International 4400

o 203” Wheelbase, International 7400 4x4

_ Optional (4) Door Cab

o Seats - Air Ride Driver, Stationary SCBA Officer, Three (3) SCBA Crew Cab

o 215” Wheelbase, Freightliner

o 213” Wheelbase, International 4400

o 221” Wheelbase, International 7400 4x4

_ 35,000 lb GVW (12,000 lb front and 23,000 lb rear)

_ 38,000 lb GVW Required w/1250 gal Water Tank (12,000 lb front and 26,000 lb rear)

_ 39,000 lb GVW Required w/1000 gal Water Tank on 4x4 (13,000 lb front and 26,000 lb rear)

_ 270-Amp Alternator

_ Allison 3000 EVS P Automatic Transmission

_ Bumper, Painted, Non-extended (Chrome Non-extended or Steel Extended

 

 

 Optional)

_ Tow Hooks

_ NFPA Compliant Step Package

_ Air Conditioning

_ Keyless Ignition

_ Intermittent Windshield Wipers

_ Code 3 3692 Siren with Code 3 100 Watt Speaker

_ SCBA Air Bottle Brackets

_ LED Step Lights

_ Pierce Number 90 Red Paint

_ Wheels, Painted Red

Revised 2 April 15, 2009

STANDARD BODY FEATURES

_ Aluminum Body

_ Full-Height Compartments on Driver’s Side and Low Compartments on Passenger’s Side

_ Full Height Rear Compartment with Roll-Up Door

_ Anodized Aluminum Roll-up Doors (Painted Optional)

_ Natural Compartment Interior Finish

_ Diamond-plate Rubrails

_ Stainless Steel Body Fender Crowns

_ Intermediate Full Width Rear Step Above Rear Compartment, 10” Deep

_ Tailboard, Full Width 12” Deep

_ 1000-Gallon Polypropylene Water Tank with 1.50” Tank Fill

o Provisions for Future Installation of a Rear Newton Dump

o Provisions for Rear Passenger Side 2.50” Tank Fill

_ One (1) Adjustable Hose Bed Divider, Single Sheet Style w/Handhold

_ Pierce Command Zone™ Multi-Plexed system (Freightliner ONLY)

_ Whelen LED Warning Light Package

o Rear Upper RB6T Rotators, DS Compartment Top and PS Bracket

_ Tail lights, Whelen LED Tri-Light Cluster w/halogen Back-Up Lights

_ Waterous 1250 gpm Pump

o Stainless Steel, Brass, Cast Iron, and Flex Hose for all Plumbing

o FRC Pump Boss Pressure Governor

o Outlets - Two (2) 2.50" (DS), One (1) 2.50" (PS), One (1) Rear (PS) 2.50"

o Two 1.5” Crosslays, Low Profile

o 3.00" Deluge Riser with 2.50” Valve

o Inlets – One (1) 6.00” (DS), One (1) 2.50” (DS)

_ Direct Acting Lever Style Valve Controls

_ Pump in Motion

_ Drivers Side Comprehensive Pump and Plumbing Service Access

_ NFPA Hose Restraints (hosebed and preconnects)

_ Color-Coded Tags

_ Chevron Striping, Rear of Body

_ 6.00" White Scotchlite Stripe

_ Pierce #90 Red Paint

_ Standard Pierce Body 10 yr Structural plus Standard Paint Warrantee