WARRANT COMMITTEE
The major responsibility of the Warrant Committee each year is to present a balanced budget proposal to Town Meeting Members for their consideration and vote. This year, because of an unusual budget situation, we accomplished this but did things a little differently. Due to a major downturn in the State economy, the outlook for FY2003 was very bleak, despite the fact that Belmont voters had approved a $3million override in the spring of 2001(for the FY02 budget). We began the budget cycle with the assumption that we could not ask again for an increase in taxes, but as the Board of Selectmen, Warrant Committee, and School Committee struggled with fairly drastic cuts, there was a growing feeling that we should present the problem to Town Meeting and let the members help with the solution. We planned two sections of
Annual Town Meeting, one in April to deal with routine matters and to discuss the budget dilemma and potential solutions, and the second in May to address a revised plan for the Alewife area and to vote on a budget for FY 03.
The Warrant Committee and Board of Selectmen therefore used the final night of the first part of Town Meeting to present the budget outlook. This presentation included a projection of the operating budget for the next five years, an overview of the budget situation at the State level, and a presentation of three potential levels of budget for FY03. These three levels included one budget that met anticipated revenues, and two that depended on overrides of Proposition 2 ½. We presented a fairly detailed basic service budget which would result in a serious decline in services and a reduction of about 30 employees each on the School and Municipal sides of the budget. The override budgets discussed were less detailed, but included a general outline of what services could be retained with additional taxing capacity of
$2.4million, and $4 million. It was our intent to ask Town Meeting to come to consensus on whether or not to seek an override, and if so, at what level. After a long and productive discussion, Town Meeting suggested that the Board of Selectmen request a $2.4 million override. Following this session of Town Meeting, the Board of Selectmen met in special session and voted to place a ballot question to the voters on June 3, 2002 for $2.4 million. During the next two weeks, the Warrant Committee prepared a detailed budget that met the proposed override.
Further sessions of Annual Town Meeting were convened in May 2002 for the purpose of voting a budget for FY 2003. As with previous years, the Warrant Committee prepared an extensive report that was mailed along with the proposed budgets to each Town Meeting Member. This Warrant Committee Report included a description of the Warrant Committee, the process used by the committee to prepare recommendations to the Town Meeting, an explanation of the various parts of the budget, and our recommendations as of May 2002. As in prior years, a few of the budget articles were in flux right up until Town Meeting, and the Warrant Committee made its recommendations orally. Please refer to the budget portion of the Warrant for 2002 Annual Town Meeting for specifics.
In May of 2002 Town Meeting voted the basic budget (one without an override), and then voted supplemental amounts that were contingent on the override passing. The override vote was held on June 3, 2002 and it passed by a very narrow margin.
In the past two years, the Warrant Committee has also attempted to take a longer range look at the operating budget. We had begun this work for the FY02 budget process, and have continued it this year. Robie White chaired a committee with members Pat Morley, Susan Freiner, Pat Brusch, Joyce Munro (Assistant Town Administrator), and Steve Szabo (Town Accountant until his retirement in Feb.). This committee took a very detailed look at all expenditures and revenues, and projected them for 5 years. This spreadsheet was then used as background for all budget discussions, and was regularly updated. In the fall of 2002, new Town Accountant Barbara Hagg took over the responsibility of keeping this document current.
During all of the budget discussions this past year, the Warrant Committee engaged in discussions of how to change the way we do things in order to achieve cost savings. The municipal and school administrators have achieved many efficiencies over the past years, but the crisis this year forced us to try to come up with some new ideas. We recognized that many of the initiatives we suggested needed study, and so we committed to working on these in the coming months. We held a few brainstorming sessions and solicited ideas from Town officials, department heads, Town Meeting Members, and all citizens. Prior to the May budget session of Annual Town Meeting we created a list of areas that would be explored in FY03, and these were presented to that session. We list them here along with a brief status report, a detailed
report will be made to the 2003 Annual Town Meeting.
1. Health Insurance
A committee led by Town Administrator Mel Kleckner is working to move to a single-provider insurance plan which should result in significant cost savings
2. Creating a Public Works Department
The Board of Selectmen has asked several department heads to work together to
see if we could achieve efficiencies and cost savings by combining several departments. A report to the Board of Selectmen and Warrant Committee is expected in Feb. 2003.
3. Pay As You Throw
A committee formed by the Board of Selectmen is looking into this. It is not anticipated that this would take effect until FY05 when the current NESWC contract expires
4. Bulk Purchasing
The Town Accountant is looking at the current policies, and examining ways in which more cost savings can be achieved.
5. Use of Overtime
This is part of the ongoing budget review process. This year we will examine all reasons for overtime, and will look at the possibility of getting the same results in a less costly way.
6. Review of Collective Bargaining Contracts for Financial Implications
This has been completed for all of the contracts on the General Government side, the School Department contracts are now under review.
7. Review of the costs of the branch libraries
This was done in preparation for a December meeting with the Board of Selectmen to discuss whether or not to close the branch libraries.
8. Review of Police Staffing
This was intended to review the current staffing and needs of the Police Dept., and to make recommendations about the desired level of staffing. Due to the turmoil in the Police Dept. over the summer and fall, this was put on hold.
9. Review of the State’s Early Retirement Incentive
This issue was thoroughly reviewed early in the summer by Assistant Town Administrator Joyce Munro and several department heads and Warrant Committee members, and a recommendation was made to the Board of Selectmen to not accept this proposal. We determined that this only saves money if the positions opened by retirements are left vacant, and this would not be possible in Belmont.
10. Review of Town-Owned Vehicles Policy
This was completed during the summer of 2002 and recommendations were made to the Board of Selectmen. We anticipate some savings in the FY04 budget.
11. Resource Sharing Among Departments
This will include efficiencies achieved by technology, and ways in which support staff could be shared between departments.
2002 saw many personnel changes on the Warrant Committee. Town Accountant Steve Szabo retired in February. During the months before a new accountant was hired, Kristina Frizzell worked with us, taking minutes of all meetings, and taking care of all our clerical needs. Kristina’s professionalism and the quality of her work caused the Town Administrator to ask her to continue to work with us. We are delighted that she agreed. We welcome Town Accountant Barbara Hagg. Her previous experience meant that the transition was very smooth. Three members of the Warrant left in 2002. Susan Kendall Freiner became Town Treasurer, Mark Clark is appointed to the Capital Budget Committee, and Joanna Hilgenberg is completing her Masters Degree. We will miss them; they all have made an impact on the
Warrant Committee. We welcome new members Margaret Callanan, Geoffrey Tillotson, and Diane Kobus. In Sept. the Warrant Committee elected as its officers Mike Widmer, Chair, Robie White, Vice-chair, and Linda Oates, Clerk.
One responsibility of the Warrant Committee is to review and approve all requests for transfers from the Reserve Fund. Established by Town Meeting, this fund is intended to be used for emergency and unforeseen expenditures. The transfers during the fiscal year are listed here (PDF).
Respectfully submitted,
Michael Widmer, Chair
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