Meeting Minutes

 

Title:               Budget Committee Meeting

Date:               Tuesday, November 05, 2010

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

Subjects:         Budget Committee Tasks

 

Objective:       Discuss 5-Year Look-Ahead Forecast Update, discuss Roads and Bridges accounts history and current year forecast and Review Municipal Appropriations (General Government) Spending History. 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

7 :00

5 Min.

Action Item Review

Discussion

Consensus

All

7 :05

10 min

October Meeting Minutes Review

Discussion

Consensus

All

7 :15

10 min

Discuss 5-Year Look-Ahead Forecast

 

Discussion

Consensus

All

7 :25

10 min

Review Roads and Bridges Account History and Forecast

Discussion Consensus

All

7 :35

10 min

Review Municipal Appropriations Spending History

Discussion Consensus

All

7 :45

10 Min

Budget Committee Schedule Status Reporting

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, Susan Partelow and Gary Webber

Absent:            Bill Hopkins, Richard DeVries, Mort Mendes          

Facilitator:       Dennis Dunbar

Secretary:        David Blake

 

 

 


Budget Committee Meeting Minutes

November 5, 2010

 

The meeting was called to order by Chairman Dennis Dunbar at 4:25 PM.  Members present included Dennis, Susan Partelow, Gary Webber and David Blake.  Gary was introduced to those present and noted that he was appointed by the Selectmen to replace Kim Greenleaf, who had recently resigned from the Committee.

 

The minutes of the October meeting could not be approved as Dave Blake did not attend that meeting and there was not a quorum present to approve the minutes and thus that will it was agreed that the discussion would happen at the December meeting.

 

Gary was provided with a packet of information that he needs to review.  There was no change to the agenda as provided by Dennis.  However, due the fact that there were so few members present, the discussion was limited to the Roads and Bridges account.

 

Susan provided the appropriations summary from the 2009 Town Meeting for talking purposes.  Dennis noted that using that material and the History and Forecast from last year that we needed to prepare a five (5) year program for this account.

 

It was noted that the Forecast for FY ’10-’11 was limited, the Selectmen could authorize exceeding that amount by 15 %  for maintenance without going back to Town Meeting.  Dave Blake indicated that he would meet with the Road Commissioner to work out a maintenance program that would stay within the appropriation presented.

 

For  FY 11-12, any budget presented will have to be cut to the “bare bones”.  All of this discussion was made with the understanding that any storm damage would not be considered as to kept within the budget amount.  Expenses incurred for that type of a situation would more than likely be reimbursed by FEMA money.  Any money that would be reimbursed to the Town under this program would not go to the General Budget but would be returned to the Roads and Bridges account.

 

There was a discussion of changing the meeting time from 7 PM to 4 PM.  This will be voted and made official at the December meeting.  The meeting was adjourned at 4:55 PM

 

These minutes are submitted by David Blake.


1 November, 2010

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)

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 November, 2010

 

Roads and Bridges Accounts Forecast for FY 2010-11

 

 

FY 10-11

Authorization

(1 Jul

- 30 Jun)

FY 10-11

Actuals

(1 Jul

-1 Nov)

FY 10-11 Forecast

(1 Nov

-30 Jun)

FY 10-11

Total

(1 Jul

-30 Jun)

Forecast Assumptions

Costs

 

 

 

 

 

   Road Maintenance

65,000

52,015

12,982

65,000

Forecast equals budget – HIGH RISK!

   Spring Grading

-

 

 

 

 

   Paving

25,000

25,450

0

25,450

Spent by Reynolds, GE

   Street Lights & Signs

-

143

 

 

 

   Other

-

 

 

 

 

   Snow Removal Contract

73,400

11,010

62,390

73,400

Forecast equals budget

   Salt

1,700

00

1,700

1,700

Forecast equals budget

   Sand

16,800

5,796

11,004

16,800

Forecast equals budget ($5142 more billed)

Total Costs

181,900

 

 

 

 

 

 

 

 

 

 

Revenue

 

 

 

 

 

   Raised by Warrant Article

10,000

10,000

0

10,000

 

   Excise Tax Receipts

106,900

46,649

60,262

106,900

Forecast equals budget ($125K likely)

   State Support (URIP) Transfer

45,000

45,000

0

45,000

 

   Reserve Account Transfer

10,000

10,000

0

10,000

 

   FEMA Grants

TBD

19,608

TBD

19,608

Last winter’s storm

Total Revenue

171,900

131,257

60,262

191,508

 

 

 

 

 

 

 

Over (-)/Under (+) Spent

10,000

 

 

 

 

Balance Forward from Prior Year

12,953

 

 

 

 

Balance Forward to Next Year

2,953

 

 

 

 

 

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)