Meeting Minutes

 

Title:               Budget Committee Meeting

Date:               Wednesday, March 02, 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 Roads and Bridges history and projection. Review and plan a schedule for the balance of the fiscal year.

 

 

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

February 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

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

Discussion Consensus

All

4 :45

10 min

Discuss TPL Grant Proposal and Possible Land Acquisition Warrant Articles

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, Mort Mendes, Susan Partelow and Gary Webber           

Facilitator:       Stan Lane

Secretary:        Bill Hopkins

 

 

 


 

 

Minutes from the March 2, 2011

Meeting of the Budget Committee

 

 

The meeting was called to order by Chairman, Dennis Dunbar at 4:04 PM.  The following members/alternates were present: David Blake, Dennis Dunbar, Bill Hopkins, Mort Mendes, Stan Lane, Gary Webber and Susan Partelow..

 

The following preliminary items were discussed by Dennis:

·        A review of the meeting agenda.

·        Deferred discussion of new Fire Truck

 

The Draft Minutes from February meeting were reviewed and approved.

 

A review was made of the 5 Year Look-ahead Forecast:--General Government costs:

·        Items updated from last meeting identified

·        General cost escalation rate of 3% used for General Government costs

·        New fire truck costs discussed---net annual cost est . $23K, offset by elimination of Fire Truck Reserve funding of $15K for a net additional cost of $8K.

·        Snow removal costs discussed-contract ends this year. Initial rough estimate (guess) of a 10% increase-but uncertain. Need to provide advice to Selectmen on contract terms discussed.-look into other Town contracts. Bill agreed to review the town’s plan for the new snow removal contract.  Mort agreed to obtain a copy of the contract used by Edgecomb, and Dennis agreed to obtain a copy of the contracts used by Woolwich and Alna.

·        Town Landing cost discussed—Estimate “place holder” added, but need input from Wright Comm.

·        New Town storage vault cost discussed—uncertain as to proposal and costs, need committee input. Look into possible alternatives—e.g. off-site storage (Stan)

·        Fire house need for repair mentioned—seemed possible--need input from Fire Dept. (Dennis)

·        Property revaluation cost discussed—present value is at/above 100%, but will need revaluation study sometime, and cost est. at $100K+. Need to set up reserve for this discussed.

·        Transfer of State road (#144) on island to Town discussed—uncertain as to potential, time and costs—need input from Selectmen/Road Commissioner.

·        Suggested that a range of values for uncertain costs be used to get potential scales of impacts.

 

 

 

Education cost estimates were discussed. Dennis indicated that current forecasts include a transition to a new cost sharing formula, more per pupil based, by the RSU, per inputs from Richard DeVries, within a range.

·        Transition of cost sharing to start in 2013FY

·        Dennis discussed need for input to School Board regarding the reform of the cost sharing formula. Possible guiding principles; (1) no town pay more than if not a member, (2) not pay more that state tuition rate. Dennis agreed to draft a letter to the School Board and Superintendent with suggestions from the Budget Committee.

 

Roads and Bridges cost forecast discussed. Dennis indicated that authorized maintenance funds for current year already expended, and that there are no reserves remaining.

·        Input need from Road Commissioner discussed—Dennis to seek

 

 

 

Municipal salary survey by MMA discussed—to be discussed next meeting. Dennis agreed to provide copies of the MMA 2010 Survey and last year’s Budget Committee Compensation Report to committee members.  Mort agreed to take the lead in reviewing Compensation and make a recommendation to the Budget Committee at the next meeting.

 

Noted that Audit of Town for year 2009 to be finished soon (Susan)

 

There being no further business brought before the committee, the meeting was adjourned at 5:30 pm.

 

Next meeting scheduled for Wednesday, April 6 at 4:00pm.

 

Respectfully Submitted,

 

 

Bill Hopkins

Recording Secretary

 


 

 

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/Offsite

-

TBD

 

 

 

 

 

     Sand and Salt Facility

-

 

TBD

 

 

 

 

     Fire House Repairs

-

TBD

 

 

 

 

 

    Transfer Rt. 144 to town

-

-

TBD

TBD

TBD

TBD

 

Total Additions

-

36,000

36,000

36,000

36,000

36,000

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Lower Bound Estimate

$300,314

$309,323

$318,603

$328,161

$338,006

$348,146

Inflation of 3%

Upper Bound Estimate

-

$345,323

$354,603

$364,161

$374,006

$384,146

Excluding TBD items

                                                                                     

 

1 March, 2011

 


Westport Island Appropriations 5-Year Look Ahead

 For Property Tax Commitment

 

Commitment

 Items \ Fiscal Year

FY-2007

7/1/06-6/30/07

FY-2008

7/1/07-6/30/08

FY-2009

7/1/08-

6/30/09

FY-2010

7/01/09-

6/30/10

FY-2011

7/01/10-

6/30/11

FY-2012

7/01/11-

6/30/12

FY-2013

7/01/12-

6/30/13

FY-2014

7/01/13-

6/30/14

FY-2015

7/01/14-

6/30/15

FY-2016

7/01/15-

6/30/16

Notes on Forecast

Methodology and Assumptions

General Government

$246,748

 $291,997

$311,743

$304,749

$300,314

$309,323

$345,323

$318,603

$354,603

$328,161

$364,161

$338,006

$374,006

$348,146

$384,146

Lower Bound      DD

Upper Bound

County Tax

 

$184,855

$213,634

$232,125

None-Catch-up Year

$245,874

$250,000

$255,000

$260,000

$265,000

$270,000

Assume $5K per year growth rate            SP

Catch-up Loan (2)

-

-

-

-

$154,598

$264,997

$264,997

$264,997

$264,997

$110,415

SP/DD

Education

 

$940,694 (1)

$768,728 (1)

$854,834 (1)

$1,035,664 (1)

$979,773 (1)

$1,155,000

$1,053,750

$1,091,250

$925,500

$1,027,500

$851,250

$963,750

$750,000 (3)

$900,000 (3)

Lower Bound      RD

Upper Bound

Overlay

 

$35,000

$61,394

$63,359

$15,727

$26,986

$30,000

$30,000

$30,000

$30,000

$30,000

SP

Total Assessment

$ 1,407,296

$1,335,753

$1,462,061

$1,335,727

$1,679,578

$2,009,320

$2,045.320

$1,922,350

$1,995850

$1,808,658

$1,946,658

$1,749,253

$1,897,753

$1,508,561

$1,694,561

 

Assessed Valuation

$271,747,912

$261,662,579

$262,258,474

$264,500,462

$264,500,462

$266,000,000

$267,500,00

$269,000,000

$271,000,000

$273,000,000

Increase $1.5M in FY12-14 then $2M

Mill Rate

 

5.30

4.94

5.42

5.05

6.35

7.55

7.69

7.19

7.46

6.72

7.24

6.46

7.00

5.52

6.21

 

 

Notes:

 

(1) Actual spending for education was higher in each of these years because part of our cost was transferred from “Education Reserves”.  In FY-07, $40,000 was paid from reserves and in FY-08, $404,664 was drawn down and in FY-09, $228,784 was drawn down.  For FY-10, Total Local Contribution was $1,224,716 and FY-11 is $1,155,581 with $364,860 carry forward from actual tuition costs from FY-09 (as tuition town) covering the difference.

 

(2) Loan amount is $1,335,000 with a monthly payment of $22,083.08.  First payment was planned for June, 2010.  Unexpended fund balance will be invested in an interest bearing account.

 

(3) Education cost reduction based on an assumed new cost sharing agreement that transitions to a formula that includes cost per pupil in the weighing. Estimate is provided by Richard DeVries from the School Board Finance Committee.

 

 

1 March 2011 Draft


1 March 2011 Update

Roads and Bridges Accounts History and Forecast

 

 

 

CY-2005

(Jan-Dec)

CY-2006

(Jan-Dec)

2007  (1)

(Jan-Jun)

FY 07-08

(Jul-Jun)

FY08-09

(Jul-Jun)

FY 09-10

(Jul-Jun)

FY 10-11

(Jul-Jun)

FY 11-12

(Jul-Jun)

Notes to FY 10-11 Budget Estimates

Costs

 

 

 

 

 

 

 

 

 

   Road Maintenance

45,739

67,634

29,496

90,001

89,976

106,721

65,000

 

$10K from Carry Forward, $40K from URIP, $15K from Excise Tax

   Spring Grading

3,000

3,500

4,000

-

-

-

-

 

 

   Paving

17,800

0

0

-

-

-

25,000

 

$10K from Reserve, $5K from URIP, $10K raised

   Street Lights & Signs/Barricades

911

872

245

570

-

-

-

 

 

   Other (Mow, Trees, Trap, Ads)

1466

1565

426

-

-

-

-

 

 

Sub-Total

68,916

73,571

34,167

90,571

89,976

106,721

90,000

 

 

 

 

 

 

 

 

 

 

 

 

   Snow Removal Contract

56,740

71,746

43,752

73,410

73,400

73,400

73,400

 

Assumes Contract Value

   Salt

6,722

9,576

1,765

8,634

10,658

0

1,700

 

9.2 tons (231bags) at $7.35 per bag

   Sand

25,254

21,216

11,766

20,652

37,436

35,364

16,800

 

 

Sub-Total

88,716

102,538

57,283

102,696

121,494

108,764

91,900

 

 

 

 

 

 

 

 

 

 

 

 

Total Costs

157,632

176,109

91,450

193,267

211,470

215 ,485

181,900

 

 

 

 

 

 

 

 

 

 

 

 

Revenue

 

 

 

 

 

 

 

 

 

  Raised by Warrant Article

0

0

0

0

0

10,000

10,000

 

Raised by Article 29

   Excise Tax Receipts

148,806

146,474

70,901

135,818

129,152

128,282

106,900

 

Rough estimate based on prior  years is $125,000

   State Support (URIP) Transfer

60,000

0

0

0

0

0

45,000

 

$40K for Article 28 and $5K for article 29

   Reserve Account Transfer

-

-

-

-

-

-

10,000

 

Reserve established in 2009 TM, and withdrawn in 2010 TM

   FEMA Grants

24,968

1,680

0

11,243

7,381

10,642

TBD

 

 

Total Revenue

233,774

148,154

70,901

147,061

136,533

148,924

171,900

 

 

 

 

 

 

 

 

 

 

 

 

Over (-)/Under (+) Spent

+76,141

-27,935

-20,549

-46,206

-74,937

-66,561

-10,000

 

 

Balance Forward from Prior Year

161,463

237,604

209,649

193,793

154,451

79,514

12,953

 

 

Balance Forward to Next Year

237,604

209,649

189,100

147,587

79,514

12,953

2,953

 

Excise tax reserves essentially depleted. 

 

Notes:  1. 2007 costs and revenue are for 6-month only due to change to a new fiscal year.

             2. June 2010 Town Meeting allocated $10K Reserve for FY 10-11 paving projects


1 March, 2011

Roads and Bridges Accounts Forecast for FY 2010-11

 

 

FY 10-11

Authorization

(1 Jul

- 30 Jun)

FY 10-11

Actuals

(1 Jul

-1 March)

FY 10-11 Forecast

(1 March

-30 Jun)

FY 10-11

Total

(1 Jul

-30 Jun)

Forecast Assumptions

Costs

 

 

 

 

 

   Road Maintenance

65,000

72,069

30,000

102,069

Forecast is low based on FY 09-10 actual spending for March-June– HIGH RISK!

   Spring Grading

-

0

0

0

 

   Paving

25,000

25,450

0

25,450

Spent by Reynolds, GE

   Street Lights & Signs

-

306

194

500

 

   Other

-

0

0

0

 

   Snow Removal Contract

73,400

58,720

14,680

73,400

Forecast equals budget

   Salt

1,700

0

1,700

1,700

Forecast equals budget

   Sand

16,800

18,396

0

18,396

Forecast assumes no more sand req’d

Total Costs

181,900

174,941

46,574

221,515

 

 

 

 

 

 

 

Revenue

 

 

 

 

 

   Raised by Warrant Article

10,000

10,000

0

10,000

 

   Excise Tax Receipts

106,900

79,055

38,528

118,053

Forecast equals 4/8 times actual (8 months)

   State Support (URIP) Transfer

45,000

20,295

6,765+ 17,940

45,000

17,940 is a drawdown from URIP carry- forward balance

   Reserve Account Transfer

10,000

10,000

0

10,000

 

   FEMA Grants

TBD

19,608

0

19,608

Receipts from FY 09-10 winter storms

Total Revenue

171,900

138,958

62,233

202,191

 

 

 

 

 

 

 

Over (-)/Under (+) Spent

-10,000

 

 

-19,324

 

Balance Forward from Prior Year

12,953

 

 

2953

 

Balance Forward to Next Year

2,953

 

 

-16,371

 

Notes:  1. URIP State Highway Account, as of mid February 2009, had $56,896 and should receive another $15,020 by the end of the prior fiscal year.  That is in addition to the $27,468 in the Ferry/Parsons Road Project Account.  (Needs update from Susan)