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Town of Bristol Budget Committee Minutes September 8, 2008
DRAFT APPROVED ON: 10/6/08, as amended
ATTENDED: Andrew Hemingway (Chairman), Dan Bouchard (Vice Chairman), Ron Preble, Richard Walenda, David Carr, Dorcas Gordon, Paul Simard, Andrew Williamson, Brenda Biss (enters 7:20 p.m.), Bruce VanDerven (Selectmen), and Diane Marden (Secretary).
ABSENT: Jon Thouin, Tom Winn, and Ashley Dolloff, was not present at this meeting.
OTHERS PRESENT: Four members of the audience.
The Chairman, Andrew Hemingway called the meeting to order at 7:05 p.m., at the Bristol Town Offices, and the meeting was video taped for LRPA.
Minutes of June 9, 2008
Paul Simard made the motion to accept the minutes of June 9, 2008. Ron Preble seconded the motion. All members present approved the minutes of June 9, 2008. MOTION CARRIED 9/0
Introduction of Town Manager
Andrew Hemingway introduced the new Town Manager, Paul Weston to Budget Committee members. Mr. Weston discussed his credentials and gave the committee his employment history throughout Maine and New Hampshire. Mr. Weston gave kudo's to Elizabeth Corrow (former Town Manager) on a job well done. Mr. Weston stated he had met with Department Heads in an attempt to complete the municipal budget, and it is his understanding that all would like to see the numbers kept low based on the economy. Mr. Weston stated the MS4 has gone out to DRA (Department of Revenue Administration), and the MS1 this year has relatively good news. Mr. Weston continued to explain that there has been an increase in taxable property this year, which will bring in additional revenues.
August 2008 Budget Sheets
01-3110-100 Property Taxes (Net Overlay)
Town Manager, Weston stated that 93.5% of Property Taxes has been collected on the first half, and that a 12% late fee is added after the due date, and an 18% interest rate on properties liened by the Town. Mr. Weston explained that the $35,400 that has been collected that approximately $45,000 is anticipated with interest in the penalty phase.
01-3120-100 Land Use Change Tax
Mr. Weston stated that the Land Use Change Tax was budgeted at $30,000, and the Town has received $32.41 that is much lower than originally anticipated.
01-3185-100 Timber Tax (Yield Tax)
Mr. Weston explained that nothing has come in on Timber Tax, but that there is an outstanding amount of $9,000 is expected to come in by the end of the year.
Paul Simard asked how many properties does this include? Mr. Weston stated he was not sure of the actual number of properties, but would get back to Mr. Simard with an answer. Mr. Weston stated he is taking these numbers from the MS7 appearing in the Town Report.
01-3220-100 Motor Vehicle Registrations
Mr. Weston stated the budget amount for Motor Vehicle Registrations was $440,000 of which $308,000 has been collected, which is down from 2007’s collected amount of $440,347.
01-3230-100 Building Permits
Mr. Weston explained the budget amount for Building Permits was $8,000, and collected year to date is $5,000. Mr. Weston stated due to the economy things are very slow.
Dump Stickers
Town Manager, Weston stated Dump Stickers will be sent out with tax bills to 2,981 households, and if a second is needed individuals will need to come in to get one. Paul Simard asked for the number of households this entailed? Mr. Weston stated he was not sure, but would try to get that question answered as well.
01-3357-100 Flood Control
Town Manger, Weston stated these funds come in from the Army Core of Engineers through the Department of Revenue Administration, and to date we have received $22,379.81.
Mr. Weston stated that line item 01-3401-210 Police Outside Detail has been over expended, but that line item 01-3401-250 entitled Ambulance Patient Receipts should come in fine. Paul Simard asked if the speed sign was being rented out to other towns? Mr. Weston stated he had not heard anything about it, and would look into the matter.
MS7 & MS4, Municipal Audit
Mr. Weston explained the MS7 reflects 6.4 million and the MS4 reflects 3.3 million in revenues. Of these dollar amounts $467,000 came out of the revenue reports when two (2) Articles were not passed at Town Meeting. Mr. Weston stated that in one (1) month the municipal audit will be complete, and soon after the County, School, and State Wide Property Tax will be completed. Mr. Weston explained that DRA states the role of the Budget Committee is to review expenditures not to distribute expenditures.
Central Street Bridge
Ron Preble asked Town Manager, Weston where the Town currently stands on the Central Street Bridge Project? Mr. Weston stated due to the war steel has been difficult to obtain. Mr. Weston stated he has attended meetings on the Central Street Bridge, and a steel company fabricating the parts located in South Portland, Maine can deliver the steel sometime in June with an anticipated opening date sometime in 2009. Mr. Weston stated assistance will be needed getting the beams to the site. Mr. Preble asked if the cost of the project increased based on the cost of steel, and if so, are we now locked in on a price? Mr. Weston stated the Town is locked in on a price, and the cost increase was due to the steel prices.
Expenditures
Town Manager, Weston explained that eight twelth’s of the budget year has been completed representing 67% of the budget. Mr. Weston explained that when going down through the budget sheets anything above 37% is doing fine. Paul Simard stated often 100% of some line items are remaining. Mr. Weston stated those will need to be encumbered next year. Mr. Simard explained he wanted to make sure that line items are being spent for items needed, and not just because there is funds in the line item. Ron Preble stated the Budget Committee voted to buy the secretary a USB Tape Recorder. Mr. Weston stated he would take care of this.
01-4153 Legal
Town Manager, Weston stated to date $16,300 has been expended on Legal Issues. Dorcas Gordon asked if there is a deductible on the liability coverage for Town vehicles? Mr. Weston stated the Local Government Center carries all of the Town’s insurance. Chairman, Hemingway stated liability insurance is sold on a flat rate basis depending on what is purchased for coverage, but some do have surcharges. Ms. Gordon asked if there was a cap on the amount of coverage? Mr. Weston stated there is an umbrella policy carried by the Local Government Center that gives coverage for most claims. Anything above and beyond that would be the responsibility of the Town of Bristol.
01-4155-275 Grant Writer
Mr. Weston stated it is expected that a Grant Writer will be hired by the end of the year to assist the Town of Bristol in obtaining grants.
Drug Testing Program
Ron Preble asked if the Drug Testing Policy is in place? Mr. Weston stated all the full-time employee’s have been tested. Dave Carr commented that each department should have a line item for this to show how much is spent on drug testing within each department. Selectmen, Van Derven stated the line items were created by former budget committee’s not the current one or this years Town Manager. Mr. Van Derven stated he believes this was done because it was easier to protect the individual employee’s privacy. Dan Bouchard asked if the testing is now complete? Town Manger, Weston stated it is complete, and random testing will continue throughout the year.
01-4194-812 Public Access
Mr. Weston stated we are currently waiting for Metrocast Cablevision to get this up and running.
01-4194-411 GGB Heating Oil
Mr. Weston explained that the Heating Oil is expensive, and he has talked to every department head at every level to discuss ways of cutting down on fuel costs. Andrew Williamson stated no one has control over the fuel prices, and everyone should be using only what is needed. Chairman, Hemingway stated the point is that everyone is doing their part in trying to save on fuel.
Police Department Fuel
Dan Bouchard stated he had not seen as much bicycle patrol as he had the previous year, and the Police Department did put in for uniforms for this purpose. Mr. Weston stated he would look into that explaining that fuel was bid out and locked in at 18 cents above rack price.
Fire Department Boat
Selectmen Van Derven stated he had heard the boat was out of commission due to a hole? Mr. Weston stated that is correct, and he is not sure if the repairs have been made yet.
Highway Department Fuel
Town Manager, Weston explained fuel is up in the Highway Department’s budget based on all the snow this year. Mr. Weston stated the 1996 Backhoe broke down and needed a new transmission housing at the cost of $15,532. Mr. Weston explained they had talked about selling the remaining parts, and leasing the rest of the year, but they instead decided to keep it and make the repairs. Mr. Weston stated road resurfacing has occurred on Westshore Road paid by the state.
01-4324-366 Solid Waste COOP
Mr. Weston stated he has concerns about waste disposal. Chairman, Hemingway stated the fuel surcharge is included in this line item explaining when fuel costs increase so does this line item. Paul Simard asked Mr. Weston to obtain the actual numbers for the committee to review? Mr. Weston stated he would do so.
Budget Sheets
David Carr stated throughout the entire budget he found eleven (11) items zeroed out of the budget. Mr. Weston stated more than likely it is a book keeping error, and each should be posted to the appropriate line item.
Mr. Carr stated that 50% of the line items which were already 50% over budget that equal approximately $44,000. In many of the instances overspent were Meetings and Memberships. Mr. Carr continued to say that each year there seems to be assessing issues or increases within that department. Selectmen Van Derven commented that an enormous amount of abatements has come in, and things of that nature occur. Mr. Van Derven explained the re-evaluation of lake front properties where some have view and others do not, yet their assessments went up as well. Mr. Van Derven stated a couple of individuals has gone as far as litigation on these issues. Town Manager, Weston stated there are always a few bugs, but overall the Town is going in the right direction.
Budget Sheet Discussion Continued
Mr. Carr asked Mr. Weston if the Police Building Committee was still active? Mr. Weston responded to Mr. Carr stating the Police Department Building is not still active, however the Capital Improvements Committee is active. Selectman, Van Derven stated Article 13 was defeated at Town Meeting, but the decision was made to not continue with the committee. This year there may be alternative warrant articles. Mr. Van Derven stated the Town Manager, Selectmen, and the CIP Committee have not met to discuss any of these issues.
Dave Carr asked Town Manger, Weston if the Police Department renovations were sent out to bid? Mr. Weston stated he did not know the answer, but he would find out for Mr. Carr. Mr. Carr inquired about the Plymouth Dispatch calls for service wondering if it was actually the number of telephone or radio calls per incident, or the actual incident responded to? Mr. Weston stated he would also get the answer to this question. Andrew Williamson stated he believed it to be per incident. Paul Simard asked the Town Manger to obtain mileage, repairs, gallons of fuel used per vehicle for the Police and Fire Department. Mr. Simard stated we used to get that information, and we have not had it for a couple of years now. Mr. Carr stated there are two (2) or three (3) instances within the budget that have not been expended. Mr. Weston stated he believes they may be encumbrances.
Correspondence - None
Local Government Center Meeting of Thursday, September 4, 2008
Chairman, Andrew Hemingway stated he hoped that everyone learned from the meeting held on Thursday by the Local Government Center. Mr. Hemingway stated it is important to understand the RSA’s, role of the CIP, and our role as Budget Committee members.
Vice Chairman, Dan Bouchard stated he would like clarification on how committee members should handle all correspondence? Chairman, Hemingway stated all correspondence should go to the Secretary or the Chairman directly to avoid any additional confusion, and at that point they will make the decision to email members.
Selectmen Van Derven stated he would like the LGC to give clarification to the email information. Mr. Hemingway suggested a forum be added to the website for town officials to use explaining an open forum of communication will cut down on the amount of breakdown that occurs over the Internet.
Up Coming Budget Committee Schedule
Mr. Hemingway stated it is anticipated to receive each department request one (1) week prior to the department meeting with the Budget Committee allowing members to work through questions prior to the meeting. Adjournment
Paul Simard made the motion to adjourn at 8:55 p.m. Dan Bouchard seconded the motion. MOTION CARRIED 10/0.
The next meeting of the Bristol Budget Committee will take place on Monday, October 6, 2008, at 7:00 p.m. In the lower level of Bristol Town Offices.
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