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Advisory Board Minutes 1998-11-19
COUNTY OF DUKES COUNTY          DUKES COUNTY ADVISORY BOARD

A meeting of the County of Dukes County Advisory Board was held on Thursday, November 19, 1998, at 12:00 p.m. at the M. V. Airport ARFF Building, notice of such meeting having been posted as required by law.

Members Present:        Ted Morgan, Chairman (Edgartown - 28.95)
                        Pamela Goff  (Chilmark - 19.58)
                        Roger Wey  (Oak Bluffs - 16.56)

Also Present:   Carol Borer, County Manager
                        Noreen Mavro Flanders, County Treasurer 
                        Robert Culbert, Beach Manager

Chairman Morgan called the meeting to order at 12:05 p.m.

Mrs. Borer distributed copies of a Report of Examination/Financial Statements (tentative) for the County of Dukes County’s year ended June 30, 1998, for the members of the Board to review.  She called attention to a couple of items:  Page 02 Unreserved Fund Balance from FY98 of $279,076.00 (due largely from deeds excise and deed fees); Page 04 Revenues & Expenditures for FY98 and Actual Expenses.  
Mrs. Borer also noted the auditors recommendation to establish a fund to address the accrual of benefits (sick days) for County employees in the event of an employee, or possibly two employees, retiring with the accrual of 100 sick days each (200+ sick days) in order to provide a means to compensate the employee(s) for those days.  It was indicated that this fund has been established.
Mr. Morgan inquired as to whether the County has addressed sick banks in their personnel bylaws.
Mrs. Borer reported that a sick bank committee was formed last Spring, regulations were drafted, and a sick bank was established.  She noted an enrollment of a handful of employees as of July 01, 1998.  She went on to explain the purpose of the sick bank.
There was some discussion on the accumulation of sick days; presently unlimited within the County personnel bylaws.

Mrs. Borer reported that some FY99 revenues are coming in very nicely; particularly Beach Permits (projected $15,000.00 and YTD collected $37,700.00).  She also noted a remaining thirty percent of monies expected to receive from Cape & Island License Plates.




COUNTY OF DUKES COUNTY                          Meeting 11/19/98
DUKES COUNTY ADVISORY BOARD                     Page 02


Mr. Morgan inquired as to whether Airport revenues include the industrial park.
Mrs. Borer indicated that this is included; also includes aviation, tiedowns, etc.
Mr. Morgan suggested placing Airport operations and Airport industrial park operations into separate categories in order to provide a clearer picture of what is going on.
Mr. Wey and Mrs. Goff concurred.
Mrs. Borer noted that she has asked the County Treasurer to provide each department head with a monthly expenditure report.  She indicated that she receives an overall revenue report on a monthly basis and noted that this internal report does break down the revenues.

Mrs. Goff inquired as to whether the County’s audit was basically standard.
Mrs. Borer indicated that she had asked for the audit to be performed early in order to have the County’s annual report printed and distributed before the Towns.
Mrs. Flanders indicated that no discrepancies were noted in the audit.

Mrs. Borer distributed a report of FY99 budget line item adjustments to the Advisory Board members and reviewed the various amounts being requested to transfer to and from the various line items in each department.  She noted that this report was reviewed with the County Commissioners last evening and approved for consideration by the Advisory Board.

Mrs. Borer reviewed various transfer requests from the Unreserved Fund Balance; $54,000.00 to Engineering Department (carry department through 06/30/99).  She indicated that a job description is in the process of being drafted with the assistance of her County Cabinet members.  She indicated that once this is finalized she will plan to advertise the position and form an interview committee.  She noted that the position would probably commence in March, 1999.  She reported that the M. V. Commission has offered some office space on a temporary basis.  She indicated that it is anticipated that the Cape Air building will go to the County and will be located at the entrance area to the Airport and would house two County departments; Water Testing Lab and the County Engineer.
Mrs. Goff inquired as to what the process would be for one of the Towns to acquire the services of the County Engineer.



COUNTY OF DUKES COUNTY                          Meeting 11/19/98
DUKES COUNTY ADVISORY BOARD                     Page 03


Mrs. Borer indicated that she might propose that a committee of her cabinet receive requests from the towns and prioritize the various projects.  She noted that the County Engineer would entertain municipal and public works projects.
Mr. Wey suggested it would be important to communicate to the Boards of Selectmen the possible future cost to each town to fund this department, noting that this fiscal year it is being covered by a surplus and for only half the fiscal year.  He indicated that this would be a valuable regional service that will save each town in the long term.
Mrs. Borer noted that she has also been in contact with the highway departments to get a sense of what projects have been, priorities for the future, and what skills we would require of this engineer.  She indicated that she has also gathered financials from each town regarding engineering expenses over the past two fiscal years.

Review of the transfer requests from the Unreserved Fund Balance continued.  A transfer of $10,000.00 to Dept 1510 Dukes County Health & Human Services Advisory Council was addressed.  It was indicated that these funds are to be used toward the matching of a grant.
A transfer of $10,000.00 to Dept 2800 Dukes County Regional Housing Authority for program funding was discussed.  It was stipulated that these funds are to be disbursed via the Housing Authority’s rental assistance program.  The Board further requested that the Housing Authority provide a report as to how the funds are disbursed.
Mrs. Borer reviewed the transfer request of $100,000.00 from the Unreserved Fund Balance to a Reserve Fund for Capital Projects; i.e. Courthouse electrical upgrade, furnace/boiler, relocation of Cape Air building.

Mr. Wey made a Motion to Approve the FY99 budget adjustments with the restrictions as discussed ($10,000.00 to Dukes County Health Council to be disbursed only to matching grant funds & $10,000.00 to Dukes County Regional Housing Authority for their rental assistance program with request for disbursement report).
Mrs. Goff Seconded the motion.
Chairman Morgan called for a vote:      Chilmark (19.58)             -   YES
                                                Oak Bluffs (16.56)           -   YES
Edgartown (28.95)      -        YES
Motion was Unanimously Approved.



COUNTY OF DUKES COUNTY                          Meeting 11/19/98
DUKES COUNTY ADVISORY BOARD                     Page 04



Mr. Morgan asked for any other business to be addressed by the Board.
Mrs. Borer indicated that she might have to call a meeting of the Board within the next month to review FY99 line item transfer requests for the Airport Department.
Mr. Morgan suggested this item could possibly be addressed prior to a meeting of The All Island Selectman’s Association.
Mrs. Goff concurred.

Mr. Wey made a Motion to Adjourn.
Mrs. Goff Seconded the motion.
Motion was Unanimously Approved.

There being no further business, the meeting adjourned at 12:45 p.m.


_____________________________________
Ted Morgan, Chairman
County of Dukes County Advisory Board







advisory board 111998.doc                                                               


 
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