Meeting Minutes

Title: Budget Committee Meeting

Date: Tuesday, March 17th, 2009

Location: Westport Island Town Office Conference Room

Subject: Review Vote on Road Repair Warrant Article Proposal, Letter to Selectmen on Road Repair Warrant Article Proposal, MMA Legal Opinion Request Policy, Budget Committee Schedule, Benchmark Town Status

Pre-Work:

Objective: Come to consensus on vote on Road Repair Warrant Article Proposal; proposed warrant articles for poor and organizations; MMA Legal Opinion Request Policy; and benchmark town data status. Update task schedule with near term responsibilities to be accomplished by the Budget Committee for 2008-09 fiscal year.

Topic	Type	Responsibility	Time
Review agenda and time durations and approve any changes.	Discussion Consensus	All	7 :00 5 Min.
Review Vote on Road Repair Warrant Article Proposal	Discussion Consensus	All	7 :05 10 min
Review Minutes from 3/3/09	Discussion Consensus	All	7 :15 10 min
Action Item Review	Discussion Consensus	All	7 :25 5 min
Support for the Poor Article Review	Discussion Consensus	All	7 :30 5 min
Organizations Requests Article Review	Discussion Consensus	All	7 :35 15 min
Benchmark Town Selection Data Update	Discussion Consensus	All	7 :50 10 min
Warrant Article Proposal Letter to Selectmen Review	Discussion Consensus	All	8 :00 15 min
MMA Legal Opinion Request Policy	Discussion Consensus	All	8 :15 15 min
Budget Committee Schedule Review – Near Term Responsibilities	Discussion Consensus	All	8 :30 10 min
Other Items	Discussion	All	8 :40 10 min
Public Comment	Discussion	Public	8 :50 10 min
Wrap up	Information Discussion Consensus	Secretary	9 :00 5 min

Attendees: Ruth Nelson, Dennis Dunbar, Sandi Besecker, Richard DeVries

Facilitator: Dennis Dunbar

Secretary: Rhonda Cromwell

Attachments:

1. Revised proposal to the Selectmen on Roads and Bridges.

2. Support for the Poor Article and Organizations Funding Article

3. MMA Legal Opinion Request Policy

4. Budget Committee Proposed 2008-09 Schedule

5. Closed Action Items

2007-08 Open Action items:

1. Obtain updated copy of note for the Wright property from Geo. Richardson. Action: Kim Greenleaf 05/06/08

2. Provide any sub-committee schedules to George. Action: All as it occurs

3. Obtain electronic financial data from the treasurer of at least the last two years. Action Richard DeVries 083008

090208 Open Action items:

1. Send the business case analysis of the sand and salt shed to all committee members. Action Richard 100708 Richard is currently updating the analysis – will send when complete.

111108 Open Action items:

1. Draft a letter to the Road Commissioner with regards to long-term and short-term and road improvement plans. Action Richard DeVries 111408 Revised Richard & David to meet with Road Commissioner to bring road report current. Closed 031709

022409 Open Action items:

1. Assemble data on State support payments and other subsidies. Action Richard DeVries 030309

2. Work with Garry Cromwell to develop the road repair and maintenance requirements for 2009-10. Action David Blake 050509

031709 Open Action items:

1. Obtain information from Dennis Cromwell on monies available and opportunities for URIP expenditures. Action Ruth 040709

2. Update 030309 minutes and resend. Action Richard 040709 Complete 040709

3. Add a column to article 34 for 09/10. Action Richard 040709 Complete 040709

Minutes:

The meeting was called to order by Chairman, Richard DeVries at 7:10 PM.

A review of the agenda (for times and subjects) was unanimously approved.

The vote on the road repair or warrant article proposal was reviewed, and it was agreed that confusion existed during the discussion on March 3rd. The recollection of the members present at the March 03 meeting was that the vote was on the amendment. The March 03 minutes noted that a tie vote signified approval. Dennis noted that in accordance with Robert's Rules a tie is a no vote. Dennis noted that the motion with regards to the changes to the proposal was withdrawn effectively tabling the proposal.

March 03, 2009 minutes were reviewed and Ruth made a motion to table the review of the minutes and Dennis provided a second. Decision was unanimous to table the minutes and resend them after corrections.

The Support for the Poor article was reviewed and accepted as written. It is understood that they numbers within the article will be established shortly before the final writing of the article when the carryover can be reasonably established.

The article covering request from various organizations was reviewed, however, letters of requests have not been received from many of the organizations. It was agreed that a third column should be added to summarize the requests for 2009-10.

It was noted that obtaining the benchmark town information continues to be difficult. It was agreed that a one-on-one approach with each of the towns would probably be required to complete the analysis.

The proposal in attachment one was reviewed and several changes were proposed. Richard agreed to incorporate the changes and reissue the proposal to the team for final concurrence.

A policy to request legal opinions from MMA was reviewed. Dennis inquired as to the source for the requirement of a policy and Richard noted that the Selectmen felt that there should be a single point of contact with MMA from the Budget Committee. Ruth made a motion to accept the policy as written, and Dennis seconded the motion. The decision to adopt the policy was unanimous.

Proposed Motion

Recommendations to the Board of Selectmen

on the Roads and Bridges Account

1. The Budget Committee recommends to the Board of Selectmen that a report be presented to Town Meeting on Roads and Bridges account expenditures for the previous year for snow removal, sand and salt, and for road paving and maintenance. This report will also discuss establishment of a short term (3 years) and long term (15 year) Road Maintenance Plan and cost estimate to be developed by the Road Commissioner in conjunction with the Budget Committee.

2. The Budget Committee recommends to the Board of Selectmen that warrant articles should be added to the 2009 Town Meeting Warrant that request funding authorization for the following:

o The amount for Snow Removal, Sand and Salt costs that will need to be expended for the coming fiscal year from the Excise Tax balance and receipts and from the General Fund.

o The amount for Road Paving and Maintenance to be expended for the coming fiscal year from the Excise Tax balance and receipts and from the General Fund

o That Articles 26 and 28 of the October 1st 2005 Town Meeting be rescinded and that funding for Roads and Bridges will come from Excise Tax balances and receipts and, as authorized, from the General Fund.

o The establishment of a reserve fund for future major resurfacing and repairs in accordance with a Road Maintenance Plan.

3. For future years, years a Short Term (3 year) and Long Term (15 year) Road Maintenance Plan will be developed by the Road Commissioner, in conjunction with the Budget Committee. The Plans will be completed no later than September 01, 2009, be posted on the town web site and reviewed with the legislative body no later than 1 November 2009. These plans will establish the proposed project priorities and estimated amount of expenditures for each year and will define the amount of funding that should be added to the reserve fund annually to meet the Plan.

Article 33. To see what sum the Town will raise and appropriate for Support of the Poor.

Recommended by the Selectmen that the balance of $1,251.00 be carried forward, and an additional sum of $749.00 be raised (total $2,000).

Recommended by the Budget Committee.

Article 34. To see what sum the Town will raise and appropriate for each of the following Service Organizations:

	Raised 07-08	Requested 08-09
New Hope for Women, Inc.	1,000	710
American Red Cross	0	1000
Coastal Economic Development	420	420
Sweetser	924	924
Elmhurst	800	800
Healthy Kids	1000	1000
Kno-Wal-Lin Home Healthcare	750	0
Lincoln County Animal Shelter	330	330
Maine Public Broadcasting	180	100
Mid Coast Mental Health Center	0	745
Wiscasset Library	7,273	8,364
Children’s Center	600	300
Coastal Transportation	400	400
Community Center	8,000	8,000
Wiscasset Fireworks Display	0	800
Senior Spectrum	701	701
	------------	------------
TOTAL	$22,378	$24,594

Recommended by the Budget Committee except for American Red Cross amount of $1000.00.

Purpose: Provide a methodology for Budget Committee members to obtain a legal opinion from the Maine Municipal Association.

1. All members of the Budget Committee shall have the right to request a legal opinion on issues being considered by the Committee from the Maine Municipal Association (MMA).

2. Requests for a legal opinion from the Maine Municipal Association on issues being considered by the Committee shall be approved by and submitted to MMA by the Budget Committee Chairperson or the Budget Committee Deputy Chairperson in the event the Chairperson is unavailable.

3. In the event the request for a legal opinion from the Maine Municipal Association is not approved by the Budget Committee Chairperson or the Budget Committee Deputy Chairperson in the event the Chairperson is unavailable the request shall be brought before the Budget Committee for approval.

4. Copies for requests for a legal opinion from the Maine Municipal Association on issues being considered by the Committee shall be provided to the Selectmen.

____________________________________________________

Richard DeVries, Chairperson

____________________________________________________

Kimberly Greenleaf, Deputy Chairperson

____________________________________________________

Rhonda Cromwell, Member

____________________________________________________

Dennis Dunbar, Member

____________________________________________________

Ruth Nelson, Member

____________________________________________________

Sandra Besecker, Alternate Member

____________________________________________________

David Blake, Alternate Member

2007-08 Closed Action items:

1. Send list of benchmarking questions to David B. Action: All 090208 Closed 090208 meeting agenda item.

080508 Closed Action items:

1. Update mission and deliverables. Action Richard DeVries 090208 Complete 090208

2. Identify additional tasks that the committee should be considering. Action All 090208 Complete 090208

090208 Closed Action items:

1. Type up benchmark town results and questions and send to the team. Action Richard 090908 Complete 090908

2. Send an electronic copy of the sand and salt usage and the budget review template to Richard. Action Richard 090908 Complete 090308

3. Group the budget review process schedule by dates and add to the program management schedule. Action Richard 100708 Complete 100608

4. Determine date for school consolidation hearing. Action Dennis 100708 Closed Hearing is 10/25

5. Review and comment on benchmark town results and questions. Action All 100708 Complete 100708

6. Determine date for school consolidation hearing. Action Dennis 100708 Closed Hearing is 10/25

7. Review and comment on benchmark town results and questions. Action All 100708 Complete 100708

100708 Closed Action items:

1. Regroup the questions/results for the bench mark towns. Action: David Blake 11/02/08 Complete 111108

111108 Closed Action items:

1. Draft a letter requesting town reports from Brooklin, South Bristol, Bowdoin, Franklin, Hancock, Damriscotta, Bristol, and Acton. Action Richard DeVries 111408 Complete 111508

2. Draft a newsletter to be issued in December. Action: David Blake & Sandi Besecker 010609

3. Obtain 2007 town reports. Rhonda – Arrowsic Complete, David – Woolwich Complete, Ruth – Edgecomb Complete, & Sandy – Gerogetown 112108 Complete

4. Draft a letter requesting town reports from Brooklin, South Bristol, Bowdoin, Franklin, Hancock, Damriscotta, Bristol, and Acton. Action Richard DeVries 111408 Complete 111508

5. Provide town reports to Dennis to complete the 2007 fiscal survey report and analysis. All - as available Complete 021009

6. Complete the 2007 fiscal survey report and analysis for possible benchmark towns. Action Dennis 010609 Complete the 2007 fiscal survey report and analysis for possible benchmark towns. Action Dennis 010609 Complete 021009

021009 Open Action items:

1. Assemble data for support for the poor and service organizations. Action Richard DeVries 030309 Complete 030309

2. Assemble data for the Fire Department. Action David Blake 030309 Complete 030309

3. Send letters to boards. Action Richard DeVries 030309 Complete 030109

022409 Open Action items:

1. Revise minutes for 2/10/09 and send to team. Action Richard DeVries 030309 Complete 030109