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Hancock Advisory Committee Meeting Monday, February 1, 2010 Minutes
The Hancock Advisory Committee attended the Select Board's Feb. 1 meeting at 5:15 p.m. to share our thinking to date on the 2010 Budget and Warrants, and to seek further clarification of the sources and disposition of substantial unanticipated revenues received in 2009. All Committee members were present -- Gail Hoffmann, Marsha Kono, Rich LeFebvre, Greg Lusted (Chair), and Pat Payne – as was Kurt Grassett , Public Works Director, Select Board members Carolyn Boland [Chair], Roberta LaPlante and John Jordan, and Barbara Caverly, Town Administrator.
Clarification of Unanticipated 2009 Revenues– Kurt Grassett provided us with background on how FEMA handles disaster response funding, noting that once a disaster is officially declared FEMA reimburses promptly for 100% of actual expenses during the event. FEMA representatives then come through and estimate clean-up and mitigation costs. Based on this estimate, FEMA issues a check for the federal share (75%) of estimated clean-up/mitigation costs. If the Town handles the clean-up cost-effectively, and there are remaining funds, the Town can retain the balance to be used only for specific disaster preparedness purposes.
He noted that in early 2009 uncertainty remained as to whether the State would be able to grant its 12.5% share – eventually, the State did come through. Kurt said that all 2009 Town expenditures for the ice storm clean-up are reflected in the year-end 2009 expense reports.
He noted that some of the "unanticipated" revenue in 2009 was for the final FEMA Hazard Mitigation Grant for Norway Hill Road ($38,572). This work was done in 2008, with final inspections in late 2008 and funds not arriving until early 2009.
Kurt said he would welcome the opportunity to spend more time with the Committee to explain how he manages his budgets, and also how warrant article projects are accounted for.
The discussion with Kurt answered the Committee's questions about FEMA reimbursements, but we are still unclear as to how and where these funds impact the Town's bottom line financially. Rich LeFebvre asked the Select Board about the Town's current overall fund balance; Select Board Chair Carolyn Boland replied that the numbers are not yet available, as this fund reconciliation is currently handled by the auditors and is one of the reasons the Town has brought a bookkeeper on staff so that numbers will be more readily available in the future.
Quarterly Reporting– The Committee shared with the Select Board its thinking on the desirability of regular (perhaps quarterly) reporting by the Select Board to the Town during the year, summarizing how the Town is doing financially relative to the current year budget and Warrant Article spending – as a way to increase voter awareness and understanding of the Town's financial matters. Carolyn Boland said the Select Board is talking/thinking about such a process.
Warrant Articles Pros & Cons– Advisory Committee member Pat Payne raised the issue of the desirability of additional information at Town Meeting on the pros and cons of specific warrant articles. She cited seeing Select Board warrant recommendations for another town which included a breakdown of the Select Board vote (e.g., 2 favor, one opposing) when the recommendation was not unanimous. She believes this would facilitate discussion at Town Meeting into the rationale for and against the proposals, and perhaps encourage voter participation and comments. She also said the Advisory Committee favors paper ballots on all Warrant Articles requesting funds, because she believes voters are intimidated by public votes, especially when passionate supporters or affected department/commission heads are at the front of the room. Carolyn Boland noted that only five signatures are needed to request a secret ballot and suggested that Advisory Committee members be prepared to step forward and so request/sign on each article where we feel this is an issue.
Salary Increases– In the interest of heading off speculation/rumor, Committee member Marsha Kono asked the Select Board to confirm that there are no raises for Town employees in 2010. The Select Board said this is so, with the exception of two 2009 hires for whom a six-month performance review/ possible pay adjustment were promised at the time of hire. John Jordan added that the Hancock does not have a program of automatic cost-of-living or annual step increases.
Change in Disposition of LUCT– The Select Board provided the Committee with additional information on the Warrant Article to have all Land Use Change Tax (LUCT) proceeds go to the Town's general fund, rather than set aside half for the Hancock Conservation Fund devoted to open space acquisition, as has been the practice since 2004. Select Board member John Jordan said the State recommends a goal of 25% of a Town's land to be under conservation protection (not counting Current Use) – and that Hancock is well over 50%. In addition, the Select Board believes the Conservation Commission currently has sufficient funds to do their explorations of potential conservation opportunities before bringing proposals forward to the voters.
Police Special Detail Warrants– The Select Board asked the Committee for its thoughts on the Police Special Detail Warrant Article requests. Committee members responded with their opinions that a revolving fund is unnecessary, since prompt payment of officers for special details can be done by regular payment processes.
The meeting adjourned at 6:45 p.m. Respectfully submitted, Marsha Kono
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