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Audit Committee 070908

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Town of Nantucket  Ad Hoc Budget Committee Meeting  thMinutes – Ad Hoc Budget Committee Meeting September 4 , 2008   Present:  Ms. Libby Gibson, Ms. Jenny Garneau, Ms. Susan Genthner, Mr. James Kelly, Mr. Michael Kopko, Ms. Irene Larivee, Mr. Matthew Mulcahy, Robert Pellicone Ed. D., and Ms. Patricia Roggeveen.  Absent:  None  Also present: Ms. Robin Harvey, Mr. Malachy Rice, Mr. John Tiffany, Mr. Whiting Willauer, and Mr. Craig Abernathy  1.  Call to Order:   Mr. Kopko called the meeting to order at 9:00 AM. 2.  Approval of Minutes: th   Mr. Kelly made a motion to approve minutes from the meeting of August 18 , 2008.  The motion was seconded by Ms. Roggeveen. 3.  Final Review of FY 2010 Budget / 2009 ATM Timeline:   Ms. Gibson directed the Committee to a revised timeline for developing the FY 2010 Municipal Budget.  She pointed out that it is the responsibility of the Town Manager to develop the budget timeline and the budget.  The timeline does not need approval from any other groups but it will be presented to the Board of Selectmen on thSeptember 10 , 2008, for their endorsement.   Highlighting some of the major upcoming deadlines, Ms. Gibson spoke about capital request for FY 2010, noting that they are currently being reviewed and will be thsubmitted for review to the Board of Selectmen on September 17 , 2008.  The Selectmen would then endorse or approve the requests at their next meeting on thSeptember 24 , 2008 ...
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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.
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