Meeting Minutes

 

Title:               Budget Committee Meeting

Date:               Tuesday, September 08, 2010

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

Subjects:         Budget Committee Tasks

 

Objective:       Review and plan a schedule for the balance of the fiscal year. Review “deliverables” document and review LD-1 requirements.  Discuss 5-Year Look-Ahead Forecast

 

 

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

August Meeting Minutes Review

Discussion

Consensus

All

7 :15

10 min

Review of Deliverables Document

Discussion

Consensus

All

7 :25

10 min

Review of LD-1 Requirements

Discussion Consensus

All

7 :35

10 min

Discuss 5-Year Look-Ahead Forecast

 

Discussion Consensus

All

7 :45

10 Min

Budget Committee Schedule

Discussion

Consensus

All

7 :55

10 min

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

Discussion

All

8 :05

5 min

Public Comment

Discussion

Public

8 :10

5 min

Wrap up

Discussion

Consensus

Secretary

8 :15

5 min

 

Attendees:       David Blake,, Dennis Dunbar, Bill Hopkins, Mort Mendes

Absent:            Kimberly Greenleaf, Richard DeVries, and Susan Partelow 

Facilitator:       David Blake

Secretary:        Bill Hopkins

 

 

 

 

 

 

 

 

 

 

Minutes from the September 8, 2010

Meeting of the Budget Committee

 

The meeting was called to order by Chairman, Dennis Dunbar at 7:10 PM.  The following members were present: David Blake, Dennis Dunbar, Bill Hopkins, and Mort Mendes.  Richard DeVries, Susan Partelow and Kimberly Greenleaf were absent.

 

The following preliminary items were discussed by Dennis:

  • Election of Committee officers for fiscal year to be postponed to October meeting
  • A review of the meeting agenda.

 

The Draft Minutes from August meeting were reviewed and approved.

 

A review was made of the Budget Committee Deliverables list updated for the August meeting comments:

  • It was suggested/approved that item #4 b modified to indicate the Committee will work with the Road Commissioner, as there is no standing Road Commission.
  • It was suggested and agreed that an additional item #11 be added – “Review and make recommendations on all budgets affecting warrant Articles under consideration at the Town Meeting.”

 

 

Dennis discussed the background and operation of the LD-! statute. Detail calculation of the current year’s amounts were reviewed..

 

The task of preparing a “5 -Year Look Ahead” for property tax commitments was discussed. It was indicated/agreed that the development of the forecast for 6 areas would be divided amongst members, as follows:

  • General Government—Dennis Dunbar
  • County TaxSusan Partelow
  • Catch-up Loan—Susan Partelow/Dennis Dunbar
  • Education—Richard DeVries
  • Overlay—Susan Partelow
  • Assessed Valuation—Bill Hopkins

 

It was further discussed that the General Government account in the forecast should include items needed for reserve accounts that may not yet be included—such as property reassessment, building additions, landing maintenance, etc.

 

A revised version of the Committee’s schedule for this year’s activities was discussed:--

  • It separated “Special Studies” which would be undertaken in upcoming months, from Warrant Article reviews which would likely start after the first of the year.
  • The ‘lead” individuals for the tasks were agreed as listed.

 

 

Next meeting scheduled for Tuesday, October 5, at 7 p.m.

Meeting concluded at 8:40 p.m.


Westport Island Budget Committee Deliverables

 (Update: 10-05-10)

 

1.      A review report of the MMA Salary Survey data to determine the current market rates for salaries and  stipends for municipal employees and officers for towns in our size range and with our structure and to make recommendations to the Board of Selectmen for any proposed annual adjustments, to include:.

  • A report on the basis used in determining any adjustments to salaries and stipends to be provided to the officers, town office staff, and appointed town officials.
  • The recommended salaries of the town office staff and any recommended reorganizations to improve the efficiency of the Westport Island town office staff.
  • The recommended stipends to be paid to the Board of Selectmen and appointed town officials (Except the Licensed Plumber Inspector and the Code Enforcement Officer) and any recommended reorganizations to improve the efficiency of the Westport Island government.
  • A recommended budget to cover any special tasks that are beyond the traditional duties of the Selectmen, Assessors and Overseers of the Poor or town office staff.
  • Recommended fees to be collected by and paid to appointed officials.

2.      A benchmark report of at least two Maine towns that appears to have a very efficiently run organization. (Note, currently Arrowsic, Edgecomb and Jonesport selected, with South Bristol under consideration)

3.      A Business Case Analysis of incorporating labor saving devices, facilities or software to increase the efficiency of the Town of Westport Island.

4.      Develop a long term maintenance plan for the roads owned by the Town of Westport Island with the Road Commissioner.

5.      A mill rate impact analysis of the cost of individual warrant articles under consideration.

6.      Regular news letters to the citizens of the Town of Westport Island, if warranted, and an advertised public meeting where the Budget Committee recommendations and the Board of Selectmen recommendations are jointly reviewed.

7.      Review the requirements of LD-1 and propose recommendations to the selectmen on the results, options, and consequences of compliance.

8.      Develop a five-year projection of tax obligations with the intent to ensure a stable financial impact.

9.      Review the financial health of the town, from time to time, and make recommendations on future financial approaches, as needed.

10.  Develop a schedule of major warrant line items to be discussed by the Budget Committee that could become a template schedule for future years.\

11.  Review and make recommendations on all budgets affecting warrant Articles under consideration at the Town Meeting.

 


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

 

 

 

 

 

(Dennis Dunbar)

County Tax

 

$184,855

$213,634

$232,125

None-Catch-up Year

$245,874

 

 

 

 

 

(Susan Partelow)

Catch-up Loan to Correct FY(2)

-

-

-

-

$154,598

$264,997

$264,997

$264,997

$264,997

$110,415

(Susan P & Dennis D)

Education (1)

 

$940,694 (3)

$768,728 (3)

$854,834

$1,035,664

$979,773

 

 

 

 

 

(Richard DeVries)

Overlay

 

$35,000

$61,394

$63,359

$15,727

$26,986

 

 

 

 

 

(Susan Partelow)

Total Assessment

$ 1,407,296

$1,335,753

$1,462,061

$1,335,727

$1,679,578

 

 

 

 

 

 

Assessed Valuation

$271,747,912

$261,662,579

$262,258,474

$264,500,462

$264,500,462

 

 

 

 

 

(Bill Hopkins)

Mill Rate

 

5.30

4.94

5.42

5.05

6.35

 

 

 

 

 

 

Property Growth Factor

2.0% est.

0.28%

0.3% est.

-

0.4%

 

 

 

 

 

 

Personal Income Factor

2.47%

2.24%

2.28%

-

1.78%

 

 

 

 

 

 

 

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.

 

 

September 2010 Draft


Budget Committee Schedule