CHATHAM FINANCE COMMITTEE
Town Hall Annex Meeting Room
December 8, 2011
Members Present: Chairman Kenneth Sommer, Vice Chairman Jo Ann Sprague, Norma Avellar, Coleman Yeaw, Roslyn Coleman, Richard Stenberg, Robert Dow, John Whelan
Also Present: Alix Heilala, Andy Machado
Chairman Ken Sommer called the meeting to order.
Mr. Sommer announced this meeting is being broadcast live and also being recorded and will be available shortly thereafter for scheduled and on-demand viewing. He introduced the members and reviewed the Agenda.
Minutes:
11-30-2011 - These minutes will be reviewed at a future meeting
Sewer Project Update:
Dr. Robert Duncanson provided the updates:
Members have taken a tour of the wastewater treatment plant
Four contracts for sewer project:
#4 - side streets - completed in August
#2 - Sewer pump stations - 96% to 97 % complete - probably close this contract in the Spring
#3 - Route 28 sewer construction finished on Monday this week but still some final items to be done. Some water services are being replaced so road won’t have to be closed again. Detours will end tomorrow. Some items need to be cleaned up before winter. Final paving will be done after 90 days (in Spring). Contract to be closed in May/June time frame.
#1 - Wastewater treatment construction is about 75% completed. Hoping to start up in January but that may be optimistic. Further details over the next few months.
No additional funding request until May 2013
In the Summer/Fall 2012 the BOH will start issuing sewer connection advisories - owners have a year to connect
Schedule and costs are in line.
Project is in Part 1 of Phase 1. $59,500,000 has been appropriated for Phase 1 - about 45 million has been spent. We are on track for amounts being spent.
Phase 1 is a 20 year project. It is projected we will need to request about 15 million in May 2013 - and then that amount every two years.
About 1.1 million so far in Police details and about $80,000 in Fire Department expense. This includes training for trench and enclosed space rescue and rescue vehicles stationed at street that have no alternate egresses.
$168,000 for advertising for affected business.
Savings have been seen mostly in the bidding process - economy has affected businesses - need work so bids are lower.
Debt service approximately 1.75 million in 2013.
CBI connection - CBI has its own treatment facility and it needed to be replaced. A plan of having CBI be the first to connect to the sewer was discussed. Ultimately, CBI decided to fix their treatment plant and it is now on-line.
There have been queries from people who paid betterments in the 60s and 70s. They feel that have paid individually and now will help people pay through the taxes.
They have finished paying their betterments (betterments only last 20 years) and most properties have changed hands.
No surprises were found in the process of digging.
Harwich is now ready to discuss wastewater treatment possibilities with Chatham.
Budget and Financial Management Policies
Document needs to be updated - it is from 2008. Ms. Heilala will discuss this with the Town Manager and make appropriate changes. The members will discuss this document after it is updated. Mr. Sommer suggested that the members forward to him any comments or suggestions for the updates. The Board of Selectmen will have final approval on this document.
Tax Assessment Process:
Assessor Andy Machado offered to answer any questions:
Two volunteer assessors each receive a $200 yearly stipend.
Assessment abatement application is heard by the board which takes it under advisement and then decides later.
While under advisement property is measured and any obvious errors are corrected (ex. assessing as 3,000 sf in place of actual measurement of 2,000 sf).
General discussion regarding various scenarios that might result in requests for abatement.
Mr. Dow mentioned that there had been a presentation the BOS about two years ago that was very helpful in explaining the process. Mr. Machado offered to update that presentation and present it to the Finance Committee.
Mr. Stenberg asked how assessments are determined for water views - fresh and salt.
Sales of properties are considered in the formula and when there are more sales it gives a clear picture.
When people request an abatement application they are provided with an instruction and information sheet.
Mr. Stenberg left the meeting at 6:15 PM.
General discussion continued:
Mr. Machado said that not much subjectivity is used in the process - it is primarily based on a formula.
Discussion how CPA and Land Bank taxes are computed - both are 3%.
Land values may be adjusted based on sales of other properties in the area.
Assessment process may be regionalized.
New Business:
Quarterly bills have been considered - Towns that do that are usually doing it to address cash flow issues. Chatham does not have that problem.
Also electronic bills are being considered.
Town is accepting credit card payments this year.
Future meeting dates:
Mr. Sommer suggested cancelling next week’s meeting (12-15-2011) - the members agreed. The next meeting will be held on January 5, 2012. Mr. Sommer is hoping to have a full committee (a ninth member) for the January 5th meeting.
Adjournment: Mr. Avellar moved and Mr. Whelan seconded to adjourn. VOTE: 7-0-0
The meeting adjourned at 6:35 PM.
Respectfully Submitted,
Genie Griffin
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