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1. Mission Document
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Budget and Administrative Committee

Mission Statement

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2.1. Expected Outcome
2.1.1. First  Year
2.1.1.1. Prepare a recommended budget for the ensuing year.
2.1.1.2. An Administrative recommendation documents that identifies possible areas of improved administrative and fiscal policies, procedures, and practices.
2.1.1.3. Preparation of a schedule of regular meetings.
2.1.1.4. Preparation of recommended meetings with town officials.
2.1.1.5. Preparation of recommended information meetings with the town.
2.1.2. Second Year
2.1.2.1. Prepare a recommended budget for the ensuing year.
2.1.2.2. Prepare a impact analysis document of the implemented recommendations submitted and approved under 2.1.1.2 above.
2.1.2.3. Prepare a recommendation document for continuation of or the dissolution of the BAC. If the recommendation is a continuance of the BAC, the recommendation document will describe the method of continuance, nature of member selection, and revised mission statement.
2.1.2.4. Preparation of recommended meetings with town officials.
2.1.2.5. Preparation of recommended information meeting(s) with the town.

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3.1. Initial Establishment of the BAC The terms of all members of the initial BAC will be for two (2) years.
3.2. Post Initial Committee Terms The structure and terms of any follow on committee will be part to a recommendation by the committee to the selectmen. The continuation of such a committee will be subject:
3.2.1. Approvals annually by an article on the town warrant.
3.2.2. Established as a standing committee by ordinance.

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4.1. Size The BAC will consist of seven (7) or nine (9) individuals appointed by the selectmen.
4.2. Members Member of the BAC be able to act independently and must be free of any conflicts of interest related to the fiscal or administrative operations of the town.
4.2.1. The members of the BAC will be a registered voter or a year round resident of the town (i.e. must have resided in a structure in town for at least eight (8) months in each year for the past two years).
4.2.2.  Members of the BAC may NOT hold any office in town.
4.2.3. Member may serve on another committees elected by the town or appointed by the selectmen. Such membership in other committees must not interfere with, conflict with, or otherwise create a distraction in the involvement in the BAC.

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5.1. Rights
5.1.1. All members of the BAC will have equal rights.
5.1.2.  Members of the BAC will only have advisory right and may neither implement any changes to the town’s operating procedures nor obligate the town fiscally or contractually.

5.1.3.  The BAC or individuals of the BAC may be granted certain rights by the Selectmen to request information from outside sources; such as MMA. (see paragraph 5.2.3 below)
5.1.4.  The BAC has the inherit right to request any and all “freedom of information act” information and have access to the fiscal data and operating practices and policies. Requests shall be made to the pertinent official(s) and that will provide the information in a timely manner. Members of the BAC may request information from a town official but must also submit the request(s) statement(s) and any information received from the request(s) at the next regularly scheduled BAC meeting (see paragraph 5.2.3. below).

5.2. Structure
5.2.1. Chairman
5.2.1.1. The BAC will select a chairman for a term of one (1) year.
5.2.1.2. The chairman will be responsible for:
5.2.1.2.1. Acting as moderator and leader of the BAC meetings.
5.2.1.2.2. Establish with the members of the BAC a schedule for regular meetings and schedule the necessary facility for the meetings.
5.2.1.2.3. Acting as liaison with town officials as required.
5.2.1.2.4. Ensuring that any individual(s) or group(s) be contracted and scheduled to attend to receive information from or provide information to as requested by the BAC.
5.2.1.2.5. Coordinate any joint meetings with town officials.
5.2.1.2.6. Ensuring the completion of the expected outcomes.
5.2.2. Secretary
5.2.2.1. The BAC will select a secretary/recorder for a term of one (1) year.
5.2.2.2. The secretary will be responsible for:
5.2.2.2.1. Recording of the BAC meeting minutes.
5.2.2.2.2. Recording the request for information and responses for requests made to town officials or other parties as part of the BAC minutes.
5.2.2.2.3. Record as part of the minutes the agenda set forth for the next regular or special meeting of the BAC.
5.2.2.2.4. Distribute the minutes to the BAC members.
5.2.3. Communications Officer
5.2.3.1. Although the documents of the BAC are public record; the communications officer will be responsible for reviewing all the documents prior to making them available to the public.
5.2.3.2. The communications officer will report list of all documents received since the previous scheduled meeting to the BAC and provide a written list to the secretary for inclusion in the minutes.
5.2.3.3. The communications officer will publish, release, post or otherwise direct the dissemination of the BAC documents and information.
5.2.3.4. The communications officer will act as the “central repository” of all correspondence of the BAC.

5.2.3.5. The communications officer will be responsible for organizing the documents and providing copies to the BAC members as necessary.
5.2.4. Timekeeper
5.2.4.1. A timekeeper will be selected at the beginning of each meeting for that meeting.
5.2.4.2. The timekeeper will alert the BAC, as deemed necessary, of the progress of the meeting relative to the time allocated for the agenda items.
5.2.5. Members
5.2.5.1. Each member is responsible for reviewing the minutes of the previous meeting prior to the next meeting. Each member is also responsible for noting at the next meeting any errors or omissions in the minutes of the prior meeting.
5.2.5.2. Each member is responsible for preparing for the next meeting by reviewing the agenda.
5.2.5.3. Members with action item(s) are responsible for completing the action item(s)s in the timetable associated with the action item(s). The member will also provide supporting documents, records of conversations, findings, or other materials relative to their action item(s) to the BAC for review and recording in the minutes of the appropriate meeting.

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5.3. Meetings
5.3.1. Establishment of Regular Meetings The BAC as a body will establish a schedule of regular meetings deemed necessary to fulfill the expected outcomes in 2.1 above. The meeting schedule may include multiple meetings with a period; for example, several meetings may be required and scheduled in November through January to finalize budget preparations. The regularly and special meeting schedule will be publish in the same manner as other town committee notices.
5.3.2. Agenda
5.3.2.1. The meetings shall follow the agenda established for that meeting unless the attending members of the BAC unanimously approve the deviation from the agenda.
5.3.2.2. The BAC will adopt an agenda format to utilize for each of their meetings (see Appendix B).
5.3.3. Minutes
The BAC will produce and make available minutes for all of their meetings.
5.4. Powers, Duties, and Outcomes
5.4.1. Powers
5.4.1.1. The BAC will have only recommendation powers and will not have authority for implementing changes to or establishment of policies, practices, or procedures currently used by the town in the conduct of town business unless specifically by the approval of the Board of Selectmen outlined below.
5.4.1.2. The BAC will not have the power to obligate the town financially, contractually, or through other instruments unless specifically approved by the Board of Selectmen.
5.4.1.3. The Board of Selectmen will act as the overseers of the BAC and will be the final authority for approval of any recommendations made by the BAC.
5.4.1.4. The Board of Selectmen may approve and grant certain power(s) requested by the BAC necessary in order for the BAC to complete its mission.
5.4.2. Basis BAC Decisions
5.4.2.1. The BAC will operate on a consensus basis.

5.4.2.2. If a consensus cannot be reached the minutes, expected outcomes, or any other document(s) related to the subject will reflect all points of views of the BAC members.
5.4.3. Reporting and Outcome Documents
5.4.3.1. The BAC will provide, upon request from the Board of Selectmen, a report of progress determined to be not available in the BAC minutes. The progress report may be written or verbally presented to the Board of Selectmen.
5.4.3.2. The BAC will submit to the Board of Selectmen a recommended budget and associated backup documentation no later than the third Monday of January.
5.4.3.3. The BAC will submit the non-budget documents outlined in 2.1 above no later than the first Board of Selectmen’s meeting in February.

5.4.3.4. The BAC will provide interim progress reports requested by the Board of Selectmen.

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6.1. Appointments
6.1.1. The Board of Selectmen will be solely responsible for appointing the members to the initial BAC.
6.1.2. The Board of Selectmen will appoint individual(s) to fill vacated BAC position(s).
6.1.3. The Board of Selectmen may replace a member on the BAC they feel is no longer a productive member of the group.
6.2. Annual Budget
6.2.1. The Board of Selectmen is ultimately responsible for the annual budget.
6.2.2. Review, with other town officials as necessary the BAC recommended budget.
6.2.3. Provide input and feedback to the BAC in-accordance-with 5.4.3 above.
6.2.4. Approve the final recommended budget for presentation.
6.2.5. The Board of Selectmen may request the BAC to present the proposed budget at informational meetings.
6.3. BAC Administrative Recommendations

6.3.1. Accept the BAC recommendation document into the town records.
6.3.2. Review the BAC recommendations document.
6.3.3. Approve, disapprove, or accept with provisions each recommendation in the document.
6.3.3.1. Provide written response to the BAC recommendation document of the acceptance action taken on each recommendation.
6.3.3.2. Response for disapproved recommendations should include the reason(s) for the disapproval.
6.3.3.3. Approved recommendation responds will include a plan outlining the process and timetable for the implementation of the recommendation.
6.3.3.4. Approved with provision recommendation responses will include the requested changes, conditions, or alternatives noted by the Board of Selectmen. The response will also include any additional actions required by the BAC and a timetable for these actions.
6.4. Mission Statement document

6.4.1. Providing the BAC Mission Statement document.
6.4.2. Co-authoring any changes to the Mission Statement document during the lifetime of the document.
6.4.3. Co-authoring any replacement document, continuation document, follow-on document, or ordinance(s) that would extend the lifetime of the initial mission statement document.
6.4.4. Author any article to be placed on a town warrant that would terminate, continue, or replace the BAC.
6.4.5. Provide oversight review of the BAC operations and compliance with the Mission Statement.
6.4.6. Respond promptly to BAC request for mission statement direction.
6.4.7. Provide or make available all non-right-to-privacy information in a timely manner requested by the BAC.
6.4.8. Act as liaison to outside groups, organizations, or government entities. For example, Waterford Board of Selectmen regarding the dump shared by the towns.
6.4.9. Monitoring the progress of the BAC expected outcomes.

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1.1.  Members (name, term starting date, term ending date)

		Term	Start	End
	Name	Yrs	Date	Date
1	Priscilla Gammon	2	Mar-09	Mar-11
2	Phil Mead	2	Mar-09	Mar-11
3	Monika Spooner	2	Mar-09	Mar-11
4	Van Sullivan	2	Mar-09	Mar-11
5	Jim Tinder	2	Mar-09	Mar-11
6	Bette Woodbury	2	Mar-09	Mar-11

1.1. Additions
1.1.1. Effective Dates
Dates: Starting:    03/6/07    Ending: 03/01/08
1.1.2. Appointed By Board of Selectmen on: 03/06/07   
John Collins        Kara Jones        Neal  Littlefield
1.2. Special Considerations:                         


1.3. Expected Outcomes (what & when):
1.3.1. _______________________________________________
1.3.2. _______________________________________________
1.3.3. _______________________________________________
1.3.4. _______________________________________________
1.3.5. _______________________________________________

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03/06/07 Original

03/21/07 Revision 1

4.2.1. The members of the BAC will be a year around resident of the town (i.e. must have resided in a structure in town for at least eight (8) months in each year for the past two years).

4.2.1. The members of the BAC will be a registered voter or a year round resident of the town (i.e. must have resided in a structure in town for at least eight (8) months in each year for the past two years).

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