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TownofNantucketAdHocBudgetCommitteeMeetingth MinutesAdHocBudgetCommitteeMeetingSeptember4 ,2008Present:Ms.LibbyGibson,Ms.JennyGarneau,Ms.SusanGenthner,Mr.JamesKelly,Mr.MichaelKopko,Ms.IreneLarivee,Mr.MatthewMulcahy,RobertPelliconeEd.D.,andMs.PatriciaRoggeveen.Absent:NoneAlsopresent:Ms.RobinHarvey,Mr.MalachyRice,Mr.JohnTiffany,Mr.WhitingWillauer,andMr.CraigAbernathy1.CalltoOrder:Mr.Kopkocalledthemeetingtoorderat9:00AM.2.ApprovalofMinutes:th Mr.KellymadeamotiontoapproveminutesfromthemeetingofAugust18 ,2008.ThemotionwassecondedbyMs.Roggeveen.3.FinalReviewofFY2010Budget/2009ATMTimeline:Ms.GibsondirectedtheCommitteetoarevisedtimelinefordevelopingtheFY2010MunicipalBudget.ShepointedoutthatitistheresponsibilityoftheTownManagertodevelopthebudgettimelineandthebudget.ThetimelinedoesnotneedapprovalfromanyothergroupsbutitwillbepresentedtotheBoardofSelectmenonth September10 ,2008,fortheirendorsement.
Highlightingsomeofthemajorupcomingdeadlines,Ms.GibsonspokeaboutcapitalrequestforFY2010,notingthattheyarecurrentlybeingreviewedandwillbeth submittedforreviewtotheBoardofSelectmenonSeptember17 ,2008.TheSelectmenwouldthenendorseorapprovetherequestsattheirnextmeetingonth September24 ,2008,beforepresentingthecapitalrequeststotheFinanceCommittee.Ms.GibsonsaidthatshehadtentativelyscheduledameetingoftheFinanceCommittee
Minutes – Ad Hoc Budget Committee th September 4, 2008Page 2 of 7 th onSeptember30 ,2008.Continuing,Ms.GibsonstatedthatatthenextscheduledAdth HocBudgetmeeting,September25 ,2008,shewillbeabsent.SheinvitedtheCommitteetoproceedinherabsence.Ms.Gibsonthenpointedoutsometentativeth datesforpublicinformationmeetingsregardingthebudget:October7at4:00PM,th rd October16at6:00PM,andOctober23at6:00PM.Mr.Kopkostatedthathefeltitth wouldnotbenecessaryfortheCommitteetomeetonSeptember25 ,astherewouldnotbeasignificantchangeinavailableinformationatthattime.Heaskedmembersifthismetwiththeirapproval,andeveryoneagreedthatitwouldbebettertoforegoth schedulingameetingforSeptember25 .Ms.LariveeaddedthattheCommitteeshouldprobablymeetinOctoberaftertheTown’sTaxRecapiscertified.
(Note:Thispartofthediscussiontookplacelaterinthemeeting,butitisincludedhereforthesakeofcontinuity.)Ms.GenthnersaidthattheSchoolCommitteeapproveditsbudgettimelineforFY2010,andthatthistimelinedoesincludethedatesusedintheTown’sbudgettimeline.Shestatedthatthistimelineincludesthemajorth milestoneofsubmittingtheSchoolbudgettotheFinanceCommitteeonJanuary6 ,2008.ThecalendarincludesprovisionsfortheSchoolCounciltomeetmoreinSeptemberandOctoberinanefforttopushthebudgetplanningprocessforward.SheaddedthatthisisanambitioustimelinefortheSchoolbutthatallmembersarecommittedtogivingittheirbestefforts.
Mr.KellyaskedifthecapitalrequestsareapprovedbytheBoardofSelectmen.Ms.Gibsonansweredthat“endorsed”wouldbeabettertermtorepresenttheBoard’saction.Mr.KellythenaskedifthecapitalrequestapprovalprocessprogressedfromTownManagementtotheBoardofSelectmenandthenontotheFinanceCommittee.Ms.GibsonansweredthattheactualrequestwouldgoontotheCapitalProgramCommittee,butnotedthattheFinanceCommitteehadaskedtoseecapitalrequestsearlierthisyear.Forthisreason,Ms.GibsonstatedthatsheaddedaFinanceCommitteemeetingintothetimelineinordertoprovideforthisrequest.Mr.Kopkosaidthatthefeltthiswasaredundantmeasure,asthefinalcapitalrequestmightbearlittleifanyresemblancetotheinitialrequest.Mr.MulcahystatedthathewouldprovideregularcapitalrequestupdatestotheFinanceCommitteeviaemail.(Mr.MulcahyrepresentstheFinanceCommitteeasamemberoftheCapitalRequestCommittee.)Mr.KellyandMs.Gibsonagreedthatitwouldbetooearlyintheprocessth fortheFinanceCommitteetoreviewcapitalrequestsonSeptember30 ,2008.Themeetingwascancelled.
Dr.PelliconeaskedMs.Gibsonwhatsheenvisionedforthepublicinformationmeetings.Ms.GibsonansweredthatshethoughttheAdHocBudgetCommitteewouldbepresentatthemeetings,Ms.Lariveewouldmakeapresentationusingacondensedversionofthebudgetprojection,andtheCommitteecouldpossiblybegintointroducetheideaofaprioritybudget.Ms.Lariveesaidshefeltthemeetingswouldgivethepublictheopportunitytospeakabouttheiropinionsandparticipateindiscussions
Minutes – Ad Hoc Budget Committee th September 4, 2008Page 3 of 7 regardingreducingbudgetsforexistingprograms.Ms.GibsonstatedthatshefeltitwasimportantfortheCommitteetoagreeonaformat.
Mr.KopkosaidthathefelttheSchool’sbudgetwouldreceivefarmorescrutinyinthesetypesofpublicmeetings.Ms.GibsonaskediftheSchoolhadpendingmeetingsregardingthebudgetingprocess.Ms.GenthneransweredthattheSchoolhasanumberofmeetingsscheduled,butthepublicmeetingtimelinepresentedatthemeetingshoweddatesthatwouldstillbesomewhatearlyintheSchool’sbudgetingprocess.Ms.GibsonagreedthatitwouldalsobesomewhatearlyintheTown’sbudgetingprocess,butthatthesewerepreliminarymeetingsinordertobeginpublicdiscussion.Mr.Kellyproposedthatthedatescouldbeusedasplaceholdersuntilthepublicmeetingschedulecouldbefinalized.
Ms.GarneaustatedthatiftheSchoolistopresentthekindofbudgetthattheTownandSchoolwillneedtopresent,itwillbenecessarytodoalotofeducationofthepublicinregardtonewchallengesfacingmunicipalfinances.Mr.Kopkoagreed,statingthathefeltitwouldbeimportanttostartearlyinordertogainmomentumintheprocess.Ms.Roggeveenaddedthatshefeltthatmostofthefocusofthesemeetingsisrevenue,andthattheearlyeducationinthesemeetingissimplyaboutthefactthattheTownhaslessrevenue.ShesaidthatasthemeetingsprogresstheCommitteecanaskthepublicforinputonhowtoaccommodatedecliningrevenues.Ms.Garneausaidthatshefeltitwouldbeimportanttogetinputfromdepartmentsandtheirconstituentssothattherewouldbe“buyin”tothebudgetingprocess.Ms.Roggeveenstatedthatwithrevenueshefeltthepublicwouldneedtwomeetings.
Mr.KellyaskedwhetherornotitwouldbebettertopresentalistofprogramsforwhichtheCommitteeisthinkingofreducingfunding.Ms.Garneausaidthatshefeltitwasimportanttoaskthecommunitywhattheirprioritiesare.Ms.Roggeveenaddedthatshefeltthemeetingswouldalsopresentanopportunitytofindoutaboutthepublic’swillingnesstosupportanoverride.Mr.KopkostatedthatthemeetingswouldalsoallowtheCommitteeto“takethetemperature”ofeachdepartmentandfindouttheirfeelingsaboutreducedfunding.
Mr.MulcahyaskedifthepublicmeetingscouldbeincorporatedasapartofthetelevisedBoardofSelectmenmeetings.Ms.Genthnersaidthatshefeltitwasimportantforthepublichearingstobeaseparatemeeting.Ms.LariveeproposedthattheCommitteeholdtwopublicmeetingsonrevenueinOctoberandthentwopublichearingsonexpensesinNovember.Mr.Kopkoaskedaboutthenecessityoftwomeetingseachforrevenueandexpenses.Ms.Garneausaidthatshefeltthenecessityfortwomeetingsdependeduponcommunityresponse.ShenotedthatbymeetingatdifferenttimesduringthedaytheSchoolwasabletogetabetterresponsefromthecommunity.ShestatedthatshefeltitwasimportantfortheCommitteetomakeitsbestefforttoobtaininputfromthecommunityandshareinformationaboutthefutureofNantucket’sMunicipalfinances.
Minutes – Ad Hoc Budget Committee th September 4, 2008Page 4 of 7 th Ms.GibsonproposedapublicmeetingbescheduledforOctober16 ,2008,todiscussFY2010revenueprojections.Dr.Pelliconesaidthemeetingcouldbeheldattheschool,buthewouldneedtogetbacktotheCommitteeonanexactlocation.Healsohighlightedtheimportanceofadvertisingthemeeting,askingtheSelectmentomentionitattheirtelevisedmeetingsandstatingthattheSchoolCommitteewouldinvitethepubicduringtheirmeetings.Ms.Gibsonproposedthatthesecondmeeting,a“coffee,”st beheldat8:30AMonTuesday,October21 ,2008.Sheaddedthattherevenueprojectionhasbeendevelopedandthatitcouldbemodifiedforthepublichearing.Ms.Gibsonalsostatedthatherofficewouldworkondevelopinganadvertisementdesignedtomaximizeinterestinthemeeting.TheadvertisementwouldbepublishedintheInquirerandMirrorandpostedontheTown’swebsite.Mr.KopkospokeoftheneedtoissueanearlypressreleaseinordertogivethemediatimetointerviewMs.LariveeandMr.Dickinson.Ms.Genthneraskedifthemeetingscouldbetelevised,andMs.Gibsonsaidthatshewouldworkontelevisingthemeetings.
Ms.Garneauaskedabouttheprocessofcapitalrequestapproval.Ms.GibsonansweredthatTownAdministrationreviewsandsubmitsdepartmentalrequeststotheBoardofSelectmen.Afterreviewingtherequests,theBoardapprovesitsupdatedlistofcapitalrequests.TheserequestsarethensubmittedtotheCapitalProgramCommittee.TheCapitalProgramCommitteewillthenworkontherequestsforaroundonemonthandthenreturnafinalrecommendationtotheBoardofSelectmen.Ms.GarneausaidthatitseemedsuperfluoustohavetheBoardendorsethecapitalplanbeforeitisevenvetted.Ms.Gibsonstatedthatprogramsmightbecutatthetimeherofficereviewsrequests.TheBoardmightthenmakemorecuts,oraddbacksomeoftheprogramspreviouslycut.Ms.GibsonnotedthatintheendtheBoardcouldsubmitacapitalplanrequestthatdidnotresembletherequestoriginallysubmittedbyTownAdministration.Mr.Kopkoaddedthatinreportingonthecapitalplanprocessshowsdocumentationofwhatwassubmitted,recommendedandthenputforwardtotheCapitalProgramCommittee.
InregardtoapublicmeetingtodiscussFY2010expenses,Ms.Gibsonproposedth a“coffee”for8:30AMTuesday,November18 ,2008.Mr.KellysuggestedthattheAdHocBudgetCommitteemeetfollowingthe“coffee.”Mr.MulcahynotedthatbythattimetheCapitalProgramCommitteewouldhavecompleteditsfinalrecommendations.Ms.GibsonaskediftheCommitteewouldliketoscheduleanotherpublicmeetingtoreviewexpenses,andseveralmembersmadestatementsinfavorofwaitinguntilalatertimebeforeschedulinganothermeeting.
Mr.Mulcahyspokeaboutmembersofthepublicapproachinghimwithcommentsreflectingafavorableopinionofanoverride.Heaskedwhereoverridediscussionswouldtakeplace.Ms.GibsonansweredthatanyoverridewouldcomefromdiscussionsoftheBoardofSelectmenandultimatelyaFinanceCommitteeorSchoolCommitteemotion.Continuing,Mr.Mulcahyaskedifanoverridewasonthetable.Mr.KopkostatedthatforthepurposesofdiscussionintheAdHocmeetingsthemeetings
Minutes – Ad Hoc Budget Committee th September 4, 2008Page 5 of 7 havecenteredonthepremiseabalancedbudgetwithoutanoverride.Ms.Gibsonsaidthatherpreliminaryopinionwasthattherewouldbenooverride,butthatitisstilltooearlytosaythattherewillorwillnotbeanoverride.Mr.Kopkonotedthatthisiswhythepublicmeetingsaresoimportant,astheyprovideanopportunitytoshareinformationwiththecommunity.Healsostatedthatifthereweretobeanyoverrideitwouldneedto“comeorganicallyoutofthecommunity.”
Ms.LariveesaidthatiftheTowndecidedthatitwouldliketotrytoreceiveapprovalforanoverride,itwouldbenecessarytoprovidetwobudgetsforvoterapprovalattheAnnualTownMeeting.ShespokeofthenecessityofdoingthisinordertoavoidhavingaSpecialTownMeetingtoapproveabudgetwithoutanoverrideintheeventtheoverridewasnotapproved.Mr.Kellysaidthesituationwassomewhatironicinthatafterdenyingtwooverridesin2008votersmightactuallybemoreopentoanoverridein2009.Mr.KopkonotedthatanoverridewouldbenecessaryinorderfortheTowntobeabletomaintainitscurrentlevelsoffundingforservicesandprograms.Ms.Gibsonhighlightedthefactthattherearetwotypesofoverrides,operatinganddebtexclusion.ShestatedthattheTownputalotofinformationoutintothecommunityabouttheminimalimpactofthedebtexclusionoverridein2008.Mr.Mulcahyputforwardhisbeliefthatthereasontheoverridefailedwasduetothecombinationoftheplayingfieldswiththepublicsafetycomplexwhichkilledthedebtexclusionoverride.Mr.Kopkoagreednotingthatlastyearsomeitemsweretakenoutofthebudgetandplacedinanoverridewheninpreviousyearstheywouldhavebeenpartofthebudget.
4.ReviewofFY2010BudgetGuidelinesandReviewofStatusofFY2010ReviewofStatusofFY2010DepartmentalBudgetInstructions:
Ms.Gibsonpointedoutthattheguidelinesaretobeusedatthepolicylevelinbudgetplanning.ShestatedthatthebudgetinstructionsaremoreofaTownAdministrationfunction.Ms.Gibsonprovidedmemberswithadraftofdepartmentalbudgetinstructions.Shestatedthattheinstructionshavedepartmentsfilloutaserviceidentificationform,whichisintendedtogetdepartmentstobeginthinkingaboutalloftheservicesandprogramsprovidedbytheirdepartments.Thedepartmentheadswouldthenbeabletohaveabettergraspofwhatresourcesareassociatedwiththeseservicesandprograms.ShestatedthatthiswouldhelpmovetheTownclosertothedevelopmentofaprogrammaticbudget,butthatthiswouldnothappenimmediatelyasthischangewilltaketimeandeducation.Additionally,eachdepartmentwillbeprovidedwithaspreadsheetshowingexpenditures.Ms.GibsonsaidthatdepartmentheadswillbeaskedtoreviewthespreadsheetsandprovideTownAdministrationwithproposedchanges.Also,Ms.Gibsonstatedthateachdepartmentwillbeprovidedwithatargetforspendingreductions.Shestatedthatmidwaythroughthisprocessherofficewillbeholdingaworkshopfordepartmentheadsinordertofacilitatetheireffortsandansweranyquestions.