Bristol Budget Committee

Meeting Minutes

April 13, 2009

The Bristol Budget Committee convened a meeting at the Bristol Fire Department at 6:50pm, Monday, April 13, 2009.  The meeting had been noticed for the town office conference room, but was moved to the firehouse because the building was locked.  A note was left for the members and public on the door of 230 Lake Street.

Present members were Hemingway, Bouchard, Dolloff, Greenwood, Gordon, Thouin, Williamson, Van Derven, Costigan, Carr, and Preble.  Missing were members Simard and Fritz.

Andrew Hemingway opened the meeting, immediately identifying it as an organizational session.  He opened the floor to motions for chair and vice chair.  Dan Bouchard moved Andrew Hemingway for Chair, seconded by Andrew Williamson.  After a very brief discussion, a vote was taken, 11 in favor, 1 abstention.  Ron Preble moved Dan Bouchard for Vice Chair, seconded by Andrew Williamson.  Without discussion, the vote was 11 in favor, 1 abstention.  Andrew Hemingway and Dan Bouchard were approved as Chair and Vice Chair, respectively, for 2009-10.

The Chair opened a discussion about establishing a position of recording secretary, with a member of the committee serving in this capacity.  The committee discussed the pros and cons of the position, the need for a record in light of audio visual capabilities, procedural aspects of the meetings and the requirement to satisfy public information needs.  Members thought of various ways to preserve the record, but streamline minute taking, such that if any person wanted to review the verbatim record of the meeting (taped, both audio and audio/visual) they could do so by listening to or watching a digital record (CD, MP3).

Dan Bouchard moved that the budget committee forego hiring a secretary, thereby saving the expense, with a volunteer member of the board to take written minutes, with recordings on the audio tape transferred to a CD or digital format to preserve a verbatim record, with the digital record stored with the written minutes.  Andrew Williamson seconded this motion.  Bruce Van Derven amended the motion to provide for alternative volunteers to perform the duties of recording secretary, with members of the committee asked to express their willingness to serve in this capacity.  Dan Bouchard seconded this amendment.  The amended motion carried unanimously.  The following committee members volunteered to serve as recording secretary, as needed: Ashley Dolloff (who had initially volunteered but might need relief) and members Gordon, Thouin, Greenwood, Van Derven, and Costigan.

The Chair announced a meeting of the committee in May, on the 11th, at 7pm at the town office conference room.  There was discussion of where to meet throughout the year, including consideration of old town hall.  The Chair will speak with the town manager to ascertain availability and his recommendations.

Dave Carr was recognized by the Chair for comments.  Procedurally, he asked the Chair to consider allowing the Vice Chair to take over during times the Chair speaks in favor or in opposition to a particular budget proposal.  He also asked if the committee can be provided with a list of lines from the budget which were overspent, and any transfer of funds to those lines, with sources shown.  He wishes there to be more time for review of the budget template this year than last.  He hopes that two programs -- benefits assessments and road repair will be considered for funding in the upcoming budget.  

Ron Preble was recognized by the Chair to suggest that the upcoming public hearing on the 09-10 budget be considered for a Saturday to allow for greater public participation.

Dan Bouchard was recognized by the Chair, commenting on the need for the committee to be provided with revenue reports, even if only estimates.  He also suggested that last year's budget be used as next year's template, and that the department heads and town manager not continue to submit multiple budgets throughout the upcoming budget process.

John Thouin was recognized by the Chair, and highlighted the two roles of the committee: to develop a budget and to watch and see how the money is spent to assist upcoming budget planning.

Bruce Van Derven was recognized by the Chair to provide an update on the possible budget impacts of the impending Mica Building demolition.  He said that the situation is yet unfolding, with an action pending to require the razing or repair, and public bids received in the amounts of $132,600, $150K and $199K.  The low bid was $132,600, and the town manager and selectmen are looking carefully at where the funds will come from in the budget.  Van Derven said he did not speak for the board, or any other selectman; it was his sense that the matter ought not require a special town meeting, that funds from the budget would be available, and that the selectmen might decide to request release of fund balance based on emergency now, or over-expenditure nearer to the end of the year.  He said that any decision would be fully coordinated with the budget committee, especially a request for release of fund balance from DRA which requires the approval of both selectmen and budget committee.  Lastly, he cautioned the members from relying too much on media coverage for the facts about the Mica building, and recommended they contact the town manager to get the most current status.

There being no further discussion, the meeting was adjourned following an appropriate motion and second, at 7:30pm

Respectfully submitted,

B. Van Derven

Designated Recording Secretary  

Approved on June 8, 2009