Warner Budget Committee

Meeting Minutes

Thursday, May 27, 2010

 

Meeting opened at 6:02 p.m.

In attendance:   Marc Violette – Chairman

                        Kimberley Edelmann

                        Alfred Hanson

                        Martha Bodnarik

                        Paul DiGeronimo

                        Clyde Carson – Selectman’s Representative

Absent:             Mike Cutting      

                        Pete Newman – Warner Village Water District Representative  

Others present: Selectman David E. Hartman, Ed Mical, Martha Mical  

1. Organizational Meeting

Mr. Violette welcomed Paul DiGeronimo, the newest member to the Committee.  Mr. Violette advised Mr. DiGeronimo about a workshop that takes place on either September 21st or September 23rd; the workshop covers the roles and responsibilities of a Budget Committee.  Mr. Violette also explained the process of the committee which begins in October where the Selectmen present a budget to the committee.  That process comprises of the Town Administrator meeting with the Department Heads to create department budgets.  There is also a Capital Improvements Program that is created by the Planning Board; this plan is used by the Budget Committee as a tool, a Budget Committee representative will be part of the CIP Committee; this year Planning Board member Ed Mical is  the Chairman of the CIP Committee.  

The Budget Committee members discussed and agreed to conduct Department tours at the beginning of the budget process as well as establishing a goal.  

Selectman Carson recommended before getting into the budget process laying out a calendar merging it with the CIP schedule and the Selectmen’s schedule.  He said there was a point during the process last year where more Selectmen meetings were needed to get ready for the Budget Committee.  Martha Bodnarik was not happy with the process last year; she said the RSAs clearly state that the Budget Committee will prepare a budget not tweak the Selectmen’s budget.   Mr. Violette explained that the meeting schedule is created by meeting with the Town Administrator.  Selectman Carson recommends the Chairman of the Budget Committee, Board of Selectmen Chairman and the CIP Committee Chairman sit down and lay out the Budget Committee meeting dates. Kimberley Edelmann would like to see more information on the calendar such as a process flow.   Martha Bodnarik added that she would like to have an agenda made available before and during the meeting.  Mr. Violette said last year the agenda was the meeting schedule.   The Committee members agreed to have an agenda before and during a meeting.

2. Chair – Vice Chair

Alfred Hanson moved to postpone voting for a Chairman until a full board is in session.  Motion was seconded.  Mr. Violette explained Budget Committee member Mike Cutting will not be available to participate fully until September.  No vote on the motion; the motion died. Alfred Hanson moved to have Marc Violette remain as Chairman until September 1st.  Motion was seconded.  Mr. Violette asked what happens if there is not a full Board on September 1.  The members agreed to vote for a Chair and Vice Chair on September 1 with a full Board or not a full Board.  Mr. Violette asked then what is the difference..  Mr. Hanson said because Mr. Cutting will be available as well as the Precinct Representative.  Kimberley Edelmann offered her assistance until September 1.  No further discussion; all were in favor, the motion passed.  

3. Meeting Start Time

Martha Bodnarik asked if future meetings could begin at 6:30 p.m. instead of 6:00 p.m.   Alfred Hanson recommended starting at 7:00 p.m. the majority of the Committee agreed upon 7:00 p.m.   Mr. Violette would like to establish a deadline for meetings.  Kimberley Edelmann agreed, Alfred Hanson recommends 9:30 p.m.   Martha Bodnarik asked the members if they would still care to meet if the Chairman can’t make the meeting.   Alfred Hanson said the Vice Chair would cover the meeting.   The last two scheduled meetings were canceled because there was not a quorum.   Ms. Bodnarik said that information was not passed on because she thought the meeting was canceled because the Chairman could not attend.  Mr. Violette explained in order to hold a meeting a quorum is needed as well as a Chairman or Vice Chair.   Alfred Hanson feels the Committee should meet as a whole with at least one Chair.   

4. Year to Date Expenses & Revenues

Alfred Hanson said that the Town should know at this time what the results are from the revaluation.  Assessing Clerk, Martha Mical said at this time, including the non-taxables, the Town is down by $11,000,000 and she expects the value to go down even lower because of the recent value reviews.  

In reviewing an expense to date spread sheet, Kimberley Edelmann feels the one piece of information missing; it is the opinion of the Selectmen, Town Administrator and Department Heads as to whether or not the percentage spent is on track.  Color coding was suggested, green, yellow and red, like a traffic light.  Martha Bodnarik referred to the Precincts budget, a line item explanation if there was an increase or decrease.  

Alfred Hanson would like to see a comparison from last year to this year on the 2010 Estimated & Actual Revenues.  

The Committee discussed the possible impacts the State budget may have on the Town.  The State budget takes effect in June.   Selectman Carson said the Town can also expect an impact from the County; less revenue and the State is shifting more issues on the County.   

Alfred Hanson asked about the ambulance billing from the Town of Hopkinton , has it been resolved.  Selectman Carson explained a resolution is no further along, but a letter will be sent to Hopkinton in an effort towards resolution.  Data is being collected on what other towns are doing in order to meet and create a service agreement with the Town of Hopkinton .  Kimberley Edelmann asked if there is a representative from the town.  Selectman Carson explained that it is a Board effort.  Ms. Edelmann said one of the complaints last year was the town was not involved in Hopkinton’s decision making process.  Selectman Carson said the town cannot approve Hopkinton’s capital expenses, a service agreement is needed.  

Martha Bodnarik noted that the cost for heating the Police Department is extremely low.  Selectman Carson said that is an anomaly, most likely the deliveries were placed in the wrong account; the office is looking into it.  

At this point Mr. Violette stopped the meeting so Mr. Mical could talk about the Capital Improvements Program because Mr. Hanson needs to leave at 7:00 p.m.  

5. Capital Improvements Program

Mr. Mical said that a representative from the Budget Committee is needed for the CIP Committee.  He said the first meeting will be in June.   Information will be collected from the Departments and then the CIP Committee will meet in late July early August to begin developing the program.  A public hearing will be held when the program is completed, probably during the September Planning Board meeting.  A presentation to the Budget Committee will take place later in September.  Mr. Mical said if there are any recommendations they can be forwarded to the Land Use office.  Martha Bodnarik volunteered to be the Budget Committee representative.  Kimberly Edelmann was in favor of Martha Bodnarik and suggested adding a CIP Committee report to the agenda.  Alfred Hanson moved to appoint Martha Bodnarik as the Budget Committee representative to the CIP Committee.  Kimberley Edelmann seconded the motion; all were in favor, the motion passed.  Mr. Mical offered to forward the unapproved CIP Committee meeting minutes.  

6. Expense Review

Martha Bodnarik noted that within the Parks & Rec budget the beach line item was over spent by $140.  She also noted that every year $500 is allotted for the skate board park but it has not been spent.  She feels that if it is not spent this year it should be removed from the budget next year.  

7. Other Business

Kimberley Edelmann said she was approached immediately after the Town Meeting and was asked why not all Budget Committee members were seated on the stage.  Martha Bodnarik said that she has not read anything that said the Budget Committee has to sit on the stage during Town Meeting.  Kimberley Edelmann said the feedback she received from a resident was that they voted for people on the Budget Committee and they expected to see those people on the stage at Town Meeting.  Martha Bodnarik said for her to sit on the stage she feels she won’t see and hear the meeting the same way, she said for her to go on a committee and give up some of her rights as a participating voter…. she likes to be an active participant during Town Meeting.  Mr. Violette said there is nothing in writing that says the committee needs to sit on the stage during Town Meeting.  Ms. Bodnarik understands having one or two representative sitting on the stage, but in past years she said the Committee members look like bumps on a log and that’s if they can be seen behind the Moderator.  Mr. Violette said the Budget Committee sitting together on the stage is a united front.  Martha Bodnarik does not wish to give up her right to participate on the floor of Town Meeting; she said she is an egalitarian and does not like the idea of sitting on stage.  Kimberley Edelmann’s opinion is if you are going to speak on behalf of the Budget Committee from the Town Meeting floor you should be on the stage.  Mr. Violette agrees that the Budget Committee as a whole should sit together on the stage.  

8. Next Meeting

Mr. Violette will work on scheduling a Department tour around the week of August 23rd.  

8. Adjournment

A motion was made at 7:19 p.m. to adjourn.