Budget Committee

Minutes

Janaury 20, 2009

Official as of April 8, 2009

Chairman Daniel McNally calls the meeting to order at 7:05 p.m.

PRESENT: Chairman Daniel McNally, Vice-Chairman Robert Holden, Selectmen Representative Alden Dill, School Board Representative Barbara Gendron, Water District Representative John Jacobsmeyer, Bob Bailey, Nona Holmes, Kate McNally, Lucy Edwards, Babette Morrill, Kevin Ash, Board Administrator Linda Smith, and Board Secretary Lisa Fellows-Weaver.

ABSENT: Ken Rick and Herb Johnson.

SCHOOL BOARD MEMBERS PRESENT:
Principal Esther Asbell, Business Administrator Allen Demko.

Ms. McNally requests that dates be noted on all documents distributed to the committee.  

WORK SESSION ~ SCHOOL (Continued):
A discussion is held regarding revisiting the salary increases for the six contractual employees.

. Mr. McNally asks if the school board has held a public meeting to address the salary increases and Ms. Gendron replies yes.

Ms. Edwards makes a motion, second by Mr. Dill, to reconsider the salary adjustments of the six non-contractual positions. VOTE: YES: AD, RB, NH, KM, LE, BG, JJ, KA. NO: RH, BM, DM. Motion prevails; 8/3. Mr. McNally states that with a motion to reconsider a 2/3 majority vote is required rather than a simple majority. Ms. Smith verifies that the vote meets the 2/3 majority.

Ms. Edwards makes a motion, second by Mr. Dill, to add $11,207.36, which is the total of the 3% increase to the salaries of the six non-contractual positions for a final budget committee recommended amount of $11,851,028.80. A discussion is held regarding the final figure. Ms. Smith states that at the January 15 meeting the board determined that the budget committee’s recommend bottom line was stated as $11,851,028.80. She explains that this number was agreed upon by removing $14,999. from computers and adding $11,207.36, which is the total of the 3% increase for the six positions. VOTE: YES: AD, RB, NH, KM, LE, BG, JJ, KA, DM. NO: RH, BM. Motion prevails; 9/2.

Mr. Demko states that he has a different total based on the amount of the reduction of the computer line from the January 12 meeting. He states that his bottom line total is $11,858,536.08. He states that he has $14,761.72 as the cut to the computer line. Figures are reviewed and further discussed. Mr. Holden motions, second by Mr. Dill, for the committee to correct the previous vote and change the budget committee’s recommended figure to $11,858,536.08 as the bottom line for the school’s budget. Ms. Smith states that she disagrees with the format as a number was discussed and voted on by the committee with time for discussion. Mr. McNally states that the committee is not voting to change anything, only voting to identify the correct bottom line. VOTE: YES: AD, RB, NH, KM, LE, BG, JJ, KA, DM. NO: RH, BM. Motion prevails; 9/2.

Warrant Articles
Discussion is held regarding the revised warrant articles and expendable trust funds. Mr. McNally states that the revised articles are a change in how the articles were presented to the public at the first Saturday’s public hearing. Mr. McNally further explains that the committee should be voting on the way it was presented to the public. Mr. Demko provides documentation from Jeanne Samms from the Department of Revenue Administration, (DRA).

Mr. Dill states that the first article to address is Article 7. He states that this article names the school board as agents to expend from this fund. Mr. Dill states that this is changing the intent from a reserve fund to an expendable trust fund. Mr. Demko states that the articles were copied from last year and perhaps they were not accurate at that time. Ms. McNally replies that these articles have not been changed since they were instituted. She adds that there has always been a need for approval at school district meeting to spend funds. She adds that when the town has changed purposes from capital reserve funds to expendable trust funds, a special warrant is required and needs to be approved at town meeting. This change, once approved, would allow the school board to expend the funds.

Mr. Dill adds that there must be a warrant article presented to change the intent of the reserve fund and then there is a separate warrant article presented to add funds to the capital reserve.

Discussion ensues regarding the confusion of the wording of warrant articles and labeling articles correctly. Mr. Demko notes that the articles have been amended with specific titles; Article 7 is now noted specifically for Special Education. He suggests that someone from the committee contact DRA for their comments. Mr. Dill adds that the Article 8 is now noted for the School District Capital Reserve Fund and Article 9 is noted for the purpose of creating a new capital reserve fund. 

Mr. McNally states that the fact is that the articles were presented to the public at the public hearing one way and they are now being changed. He adds that his vote was on the assumption that the fund was not being changed into an expendable trust fund and, therefore, his vote was not correct. He was voting to not change the intent of the funds; he was voting to put money into the fund. Mr. McNally adds that at school district meeting the articles can be addressed. Mr. Demko states that he will revise the articles. Ms. Smith states that the articles cannot be revised and Mr. McNally explains that the intent was changed as the school board was changed to be the agents.

Ms. Edwards feels that the change that the committee is discussing and having a problem with is the change to make the school board the agent to expend. She states that this would be a substantial change in how the funds will be spent. She explains that all reserve funds are addressed at town meeting in order to spend any money from the accounts. She then adds that if the school board is made the agent to expend any funds, then there is no need for the school board to come to school district meeting and ask to expend funds. Simply stated, this is a major change to the intent. She asks if the wording can be changed around to change the fund from a regular capital reserve fund to an expendable trust fund. Ms. Edwards states that these changes were not presented at the first public hearing and many people may feel that this would be a substantial change and should be informed. Mr. McNally states that the vote taken by the budget committee was to add money to the fund, not change the agent to spend the funds.

Further discussion is held regarding the process for the articles. Mr. McNally states that he does not feel that the budget committee should be voting on something that was not presented to the public. He suggests that if the school wishes to proceed with the draft presented today, he will recommend that the committee reconsider the votes and vote no on both articles. Ms. Smith states that the school board has voted on the new articles presented tonight, which would now supersede the previous articles that were presented to the public. She states that the committee now needs to vote to either recommend or not recommend what the school board has presented tonight. Mr. Dill suggests not voting on anything as this would create more problems. He states that the committee should wait for the school board to correct the materials and the budget committee can address these articles on Saturday.

Discussion ensues and Mr. McNally suggests rather than reconsidering the articles, he suggests that the votes be withdrawn as the intent was unclear. Ms. Edwards makes a motion, second by Mr. Ash, to strike the previous votes on January 15 related to Article 7: $25,000 from surplus for the Special Ed. Capital Reserve Fund; and Article 8: $25,000 from surplus to be added to the School District Capital Reserve Fund for improvements to school buildings. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Ms. McNally asks for clarification if roof repairs would be a capital reserve fund or a capital improvement. She states that she is still not clear as to where the funds should come from. Further discussion is held if the roof repair is considered replacement or if it is repair and how to classify as an improvement. Ms. Gendron states that it is listed as roof replacement in the estimate provided. Mr. Demko states that he will provide an explanation.

Ms. Gendron reads a letter from the superintendent requesting specifics as to what documents the budget committee would like, negotiations are hoped to be finalized by January 31, as two meetings are scheduled. She adds that the school district is requesting the budget committee to meet again between February 2 and February 5 to discuss the financial implications of the contract. Mr. McNally states that he did not receive the letter, although the vice chair did. He adds that the budget committee’s business will be completed this Saturday, January 24. As far as final documents requested; an updated budget and copies of the warrant articles that are being addressed.

Mr. McNally calls for a recess at 8:00 p.m. Session resumes 8:07 p.m.

WORK SESSION ~ TOWN (Continued)
Pages: 1-2: Dept. 41309~Executive Office
Questions were asked at the January 15 meeting regarding contracted services, line 330. Mr. Martel provides a breakdown of the items incorporated within this line. Mr. Dill states that the town has hired a new IT company, Peter Jones, Deerfield Technologies, and the result has been a savings. Ms. McNally makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $167,956.82. Mr. Holden asks how many hours have been allocated for IT support this year. Mr. Martel replies that the hours are done in lots of 20 at $75. per hour. He adds that there is no way to know how many hours that will be necessary this year. He explains that when something is wrong Mr. Jones comes right in to fix it. He adds that there is monitoring done off-site as well. Mr. Martel states that the cost last year was $9,500., and he believes it was allocated to all departments.
 
Mr. Jacobsmeyer notes that $600. is being spent for water when the town hall provides water to the public. Mr. Martel states that the water in town hall has been contaminated a few times over the past year.  

Mr. Holden refers to line 41309/550-Printing/Advertising and states that it 
was his understanding the town report was included in this line. Ms. Smith replies that she is not sure as to what else is included in the line other than the town report. She states that the cost for the town report is $4-5,000 just for the town reports.

Mr. Martel states that in addition to the town report, this line includes all advertising for the town as well as stationary, envelopes, public notices, advertisements for bids, etc. He notes that the advertisement for the town administrator position running this week is approximately $500.
VOTE: YES: AD, RB, NH, KM, LE, BG, BM, KA, DM. NO: RH, JJ. Motion prevails; 9/2.

Page: 2: Dept. 41401~Restoration of Records
Mr. Martel states that these funds are necessary for preserving records for the town. He adds that most records are off-site; however, there are still some within town hall. Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $1,000. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 3: Dept. 41503~Assessing Administration
Mr. Martel explains that the contract for Brett Purvis is $45,000; however, the Avitar software costs are also included in this line. He states that the company reduced the cost by $3,000.

Page: 3: Dept. 41504~Tax Collector/Town Clerk
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $108,194.22. A discussion is held regarding contracted services, line 390. Mr. Martel states that the line includes a new copier lease. Mr. Dill states that the department can be postponed and he will get a detail. The board decides to continue. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Pages: 3-4: Dept. 41505~Treasurer
Mr. Dill makes a motion, second by Ms. McNally, to recommend the selectmen’s amount of $11,545.88. A discussion is held regarding the increases. Mr. Dill explains that there is an increase in the supplies, line 620. Other increases were to training, line 820, and to the travel line, 830. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 4: Dept. 41509~Budget Admin.
Mr. Dill makes a motion, second by Mr. Ash, to recommend the selectmen’s amount of $1,140. VOTE: YES: AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. NO: RH. Motion prevails; 10/1.
Page: 4: Dept. 41510~Trustees of the Trust Fund
Ms. McNally makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $4,075. Mr. Jacobsmeyer asks why the department went over their budget in 2008. Mr. Holden notes that the stipend line has increased. Mr. Martel will further review. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 4: Dept. 41531~Legal Operations Services
Mr. Dill makes a motion, second by Mr. Holden, to recommend the selectmen’s amount of $25,000. Mr. Holden asks if the selectmen are anticipating anything this year. Mr. Dill replies that nothing large is pending and adds that is why the claims line was also adjusted by $5,000. He states that the selectmen felt that this is a safe amount to be cut and still be responsible. VOTE: YES: AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. NO: RH. Motion prevails; 10/1.

Page: 4: Dept. 41533~Claims, Judgments, Settlements
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $15,000. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 4: Dept. 41552~Personnel Administration
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $33,616. Mr. Holden asks about unemployment, line, 250. He states that only $1,000. was spent last year and this year’s budgeted amount is $5,500. Mr. Martel will check into this. VOTE: YES: AD, RB, NH, KM, LE, BG, BM, DM. NO: RH, JJ, KA. Motion prevails; 8/3.

Pages: 4-5: Dept. 41911~Planning & Development
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $44,951.41. Ms. Smith states that she has provided a handout of explanations for the planning department. Mr. Holden asks about the printing and advertising line, 550. Mr. Dill states that it was a slow year. Ms. Smith explains that the department must budget for an average year and the amount of cases is unknown. VOTE: YES: AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. NO: RH. Motion prevails; 10/1.

Page: 5: Dept. 41913~Zoning Board of Adjustments
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $9,350. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 5: Dept. 41940~Community Hall
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $11,009.38. Ms. Gendron asks about a collective bargaining agreement with the town and school for future plans for joining for all bids. She states that the school board desires to work collaboratively with the town. Mr. Martel states that last year the school board went out to bid and the town would not have any problems working jointly with the school on contracts for fuel. Mr. Dill further explains that the town and school are locked in to the bid through June and both entities did try to reduce the amount to no avail.

Mr. Jacobsmeyer asks what the potential use of the community hall building will be. Mr. Dill explains that major work has been done to the foundation, the first floor is now useable, plumbing is working, and board meetings are being held there. He adds that the historical society is cleaning the building. 

Ms. Holmes asks if the maintenance and repairs could be reduced, line 4630. Mr. Dill states that the selectmen have reduced the department from $10,000. to $7,000. Ms. McNally states that there was a time when there were not enough places for town committees to meet. Mr. Bailey states that now there are not enough nights in the week. VOTE: YES: RH, AD, RB, NH, LE, BG, BM, JJ, DM. NO: KM, KA. Motion prevails; 9/2.

Page: 5: Dept. 41941~Town Parade Buildings
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $62,971. Mr. Dill states that this department was for utilities in town hall and the small garage out back. He states that this was previously under the general government buildings (GGB) line.

Mr. Holden asks about line 650 and for an additional scope of grounds care. Mr. Martel states that there is a transfer of funds from line 330, contracted services, to line 650. He adds that there is also the addition of the two soccer fields for maintenance. Mr. Dill notes that anything over $2,500 goes out to bid and it is easier to have one person to be covered by one contract.

Ms. McNally asks about the repairs and maintenance, line 430. Mr. Dill states that this is for the building and all items would need to go out to bid. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Pages: 5-6: Dept. 41951~Cemeteries
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $6,600. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.
Page: 6: Dept. 41961~Insurance
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $32,000. Mr. Dill states that this is the town’s liability insurance, Primex. Mr. Jacobsmeyer states that the water district had an increase of 10% and he notes that the selectmen are budgeting this 10%. Mr. Dill notes that the rate is based on performance as well as a multiple year discount. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 6: Dept. 41974~Facility/Highway Committee
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $2,100. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 6: Dept. 42111~Police Commission
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $8,392.34. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Pages: 6-7: Dept. 42112~Police Department
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $603,945.14. Ms. McNally notes that the selectmen were to check on the retirement, line 231, as it was $2,900. and has been reduced to $0. Ms. Smith states that the finance administrator stated that personnel have been separated out from 231 and now have been added to line 230. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 7-8: Dept. 42211~Fire Department
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $352,589.44. Mr. Holden notes that $7,000 will be added to contracted services, line 330. He states that the chief indicated that this line could be reduced, based on the proposed warrant article, for the Epsom emergency coverage. Ms. Edwards states that she recalls that the chief suggested the amount not be removed in case the warrant article should not pass, as the total amount would hardly be enough for any ambulance coverage. Mr. Dill states that the line was overspent by 12%. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 8: Dept. 42217~Medical Services
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $500. Mr. Dill explains that this is for first aid. Ms. Smith states that this would be for shots for town employees; health officer, highway department, animal control officer, etc. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 8-9: Dept. 42401~Building/Code Enforcement
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $69,147.46. Mr. Holden asks for an explanation regarding the contracted services, line 330. Mr. Martel is unsure and will get back to the board. Mr. Dill explains that there has been a significant reduction of hours for this department and is noted under the salaries, lines 111; 112; and 113. Mr. Jacobsmeyer notes that there is also revenue in this department as well. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 9: Dept. 42901~Emergency Management
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $705. Ms. Morrill asks about the amount of $705. Mr. Martel states that there were three disasters this year and the amount is an unsure amount. He adds that the town is reimbursed by FEMA. Mr. Dill adds that it is the department’s request. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 9: Dept. 43111~Highway Administration
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $187,749.40. Mr. Dill notes that if all four highway departments were added up, the department total has been reduced by $28,000. He explains that the highway department plans to fully prepare Blakes Hill Rd. by ditching, and cutting. This will make the road ready to pave in 2010. Mr. Bailey states that the highway department was running out of money this year, which is why it was not paved this year. Ms. Gendron notes that there are problems with Kelsey Mill Rd. falling into the culvert. Mr. Bailey will speak to the road agent. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 10: Dept. 43121~Paving & Reconstruction
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $256,667.75. Ms. Edwards asks if the highway block grants are estimated figures, lines 880 and 881, as she believes that this comes from fuel taxes. Mr. Dill states that they are probably estimates. Mr. Bailey adds that the figures may be from last year. Mr. Martel states that this is last year’s money, which is paid out in the following year. The figures are deemed to be accurate. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.
Page: 10: Dept. 43122~Highway Cleaning and Maintenance
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $53,000. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 10: Dept. 43125~Snow and Ice Control
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $151,000. Mr. Jacobsmeyer asks if this department was included in the FEMA emergency funds from the ice storm. Mr. Martel replies no and explains that tree work was included, and the work will begin in the spring. The total amount for the storm was $78,500. and included the  replacement of a generator. Mr. Dill states this was in last year’s budget and is not included within this department. Mr. Jacobsmeyer states that any water estimates were included in the town’s estimates. Mr. Martel replies that the figures were separated out in the end. Mr. Jacobsmeyer states that the water district was not notified as to how much was claimed on their behalf. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 10: Dept. 43163~Street Lighting
Ms. Edwards makes a motion, second by Ms. McNally, to recommend the selectmen’s amount of $375. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 10-11: Dept. 43211~Sanitation Administration
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $118,949.90. Mr. Dill states that the department is level funded. Mr. Holden refers to line 496, Removal Demo/Furniture. Mr. Dill states that the town saved money since the container has been covered. VOTE: YES: AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. NO: RH. Motion prevails; 10/1.

Page: 11: Dept. 43242~Solid Waste Trans Costs
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $13,670. Mr. Martel states that a firm number would not be available until March. He adds that the amount may be less based on the mileage surcharge. Mr. Dill adds that the board is using last year’s budgeted amount and there are no other options since the board has been requesting these numbers since November 2008. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 11: Dept. 43243~Solid Waste Disposal
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $39, 414. Mr. Dill states that firm numbers have not been provided so the selectmen are using last year’s budgeted amount. Mr. Holden notes that $56,000. was spent last year. Mr. Martel explains that diesel costs increased as well as the surcharge of mileage was $3.00 per trip. Ms. Edwards, member of the recycling committee, explains that the town was transporting more often as there has been an increase in volume. Mr. Holden feels that there has not been enough budgeted in this department. VOTE: YES: AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. NO: RH. Motion prevails; 10/1.

Page: 11: Dept. 44111~Health Department
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $13,912.71. Mr. Dill states that the cell phone has been added to the department. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 12: Dept. 44141~Animal Control (ACO)
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $15,407.76. Mr. Dill explains that the ACO works a lot as the town has many calls. Hours are on call and are approximately 20 hours per week at an hourly rate. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 12: Dept. 44151~Health Agencies-Children
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $31,708.50. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 12-13: Dept. 44411~Welfare Administration
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $27,348.45. Mr. Dill states that the increase is due to case load increase, as well as additional hours for the new director. Ms. McNally asks how many clients the town is serving. Mr. Dill states that he is not sure. He adds that the director is working on collecting on the liens. YES: AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. NO: RH. ABTAIN: JJ. Motion prevails; 9/1/1.

Page: 13: Dept. 44451~Medical Payments-Welfare
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $1,950. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 13: Dept. 44452~Welfare Vendors Payments
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $38,450. Ms. Gendron states that the amount seems to be a lot. Mr. Martel replies that the selectmen added $2,500 to the department’s request. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 13: Dept. 45201~Parks and Recreation
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $70,724.56. Ms. McNally refers to line 123. Mr. Dill explains that this was a new position created last year. Ms. McNally states that the line has now increased. Mr. Dill replies that there was not enough budgeted to allow for the necessary time, so the parks and recreation director was actually needed last summer to cover beaches, which resulted in a deficit in hours. Ms. McNally asks if the beach coordinator’s salary reflects life guarding and coordinator duties. Mr. Dill replies both and Ms. McNally requests that a breakdown be provided of coordinator and life guard duties adding that this also should be broken down in budget lines. Mr. Martel states that the coordinator also covers for staff that calls out due to illness. He notes that the hours are not scheduled per position. Ms. McNally notes that the selectmen’s minutes noted that the position would also be doing off-season work. Mr. Martel will check into this.

Mr. Holden refers to line 122, counselor salary. Mr. Dill states that the town is not running the town’s summer camp so this line has been reduced by $6,000. However, Mr. Dill notes that there is an increase in line 810, Recreation Programs, as the town is now using Rochester YMCA for summer camp. He states that this is a much better program, a safer program, and is a savings to the town. Mr. Dill adds that there is a charge to residents, which offsets about 70% of the cost. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 13-14: Dept. 45501~Library
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $197,557.04. Mr. Dill states that there is an increase of $12,000 in this department’s budget, which covers the utilities and also the telephone, previously covered under the GGB line. VOTE: YES: AD, RB, NH, KM, LE, BG, JJ, KA, DM. NO: RH, BM. Motion prevails; 9/2.

Page: 14: Dept. 45831~Patriotic Purposes
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $2,700. Mr. Holden asks what the $1,000. is for under events, line 620. Ms. Smith states that this is for flags at the cemeteries. Mr. McNally adds that the flags are also used to recognize firemen at the cemeteries. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.
Page: 14: Dept. 45890~PD Wage Grant Programs
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $3,889.52. Ms. Morrill asks what the line is for. Mr. Dill explains that these funds are used to offset grants for special items such as speeding and DWI patrols. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 14: Dept. 45899~Donations
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $1,000. Ms. Gendron suggests that the amount be increased for the food pantry. Ms. McNally states that the food pantry never asked for the amount; it was added into the budget by the previous welfare director. VOTE: YES: RH, AD, RB, NH, KM, LE, BM, JJ, KA, DM. NO: BG. Motion prevails; 10/1.

Page: 14-15: Dept. 46111~Conservation
Ms. Edwards makes a motion, second by Mr. Dill, to recommend the selectmen’s amount of $2,878. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Page: 15: Dept. 46510~Economic Development
Mr. Dill makes a motion, second by Mr. Ash, to recommend the selectmen’s amount of $453. Mr. Jacobsmeyer asks how many years the town is going to continue to fund the committee and not spend the funds. Ms. Edwards states that she believes the funds are to cover the town’s website and it has not been allocated to the correct line. Mr. Holden suggests that the line be increased and the committee become active again. Ms. Edwards states that there is currently no committee; however, there have been several attempts to start the committee again. Mr. Dill states that the selectmen can advertise for
the committee again. VOTE: YES: AD, RB, NH, KM, BG, BM, KA, DM. NO: RH, LE, JJ. Motion prevails; 8/3. 

Page: 15: Dept. 47231~Interest on T.A.N.
Mr. Dill makes a motion, second by Ms. Edwards, to recommend the selectmen’s amount of $15,000. Mr. Holden requests an explanation. Mr. Dill explains that a letter has been provided to the budget committee from the town’s treasurer, Joe Knox. The letter explains that the T.A.N. funds are budgeted funds and if taxes are not received, then the town needs to borrow money. He adds that it was very close this year and Mr. Knox thought that he would need to borrow, which was not the case. Mr. Dill states that the cost to borrow $1 million for one month cost $15,000. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

New Total: $3,061,515.69. Mr. Dill makes a motion, second by Ms. McNally, to recommend $3,061,515.69 as the new total. VOTE: YES: AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. NO: RH. Motion prevails; 10/1.

Warrant Articles
Mr. Martel states that the selectmen are meeting tomorrow evening due to the fact that new numbers were received this morning; therefore, some changes will be made. He adds that the selectmen may change articles 9 and 10 based on comments from town counsel. Mr. Martel states that there are two new articles provided.

Mr. Holden asks why the Lucas Pond article is going to be removed. Mr. Martel explains that the way the article was adopted in 1997 was for an athletic or recreation facility, not several. He states that the ball fields committee has already taken out $125,000. and built two fields with the intent to continue to build a baseball field.

Mr. Dill states that the Woodman Park Study Committee met with the BOS and provided two new warrant articles with the plan to change the intent of the capital reserve fund to pay for beaches. He adds that after discussion, the selectmen passed this by a vote of 2/1. Mr. Dill states that counsel was contacted and based on the original intent of the warrant article the selectmen will meet and discuss removing this warrant article.

Mr. Jacobsmeyer states that the Lucas Pond Beach project was turned down last year. Mr. Dill explains that a commission was formed with various members from town committees and they came up with a different plan to prevent erosion for $10,800. 

Article 1: $84,000. Fire Truck Capital Reserve Fund.
Mr. Dill makes a motion, second by Mr. Holden, to recommend Article 1, as written. Mr. Holden asks for an explanation. Mr. Dill explains that this amount is collected for ambulance billings this year and will be added to the fund. Mr. Holden asks if this amount will be used to offset the two new fire fighter positions and Mr. Martel replies that the article is written so that the billings must be put into the reserve fund. Ms. Edwards adds that the funds must be spent towards equipment. Mr. Holden states that this is really just moving revenues. Mr. Dill notes that the chief stated that there were more runs so there is more revenue. Mr. Dill calls to move the question; VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.
Original Motion-VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Article 2: $60,108.83. Payment on New Fire Truck.
Mr. Dill makes a motion, second by Ms. Edwards, to recommend Article 2, as written. Mr. Holden asks why the entire amount would not be taken out of capital reserve funds. Mr. Dill replies that 1/3 of the ambulance billing funds must be used to purchase ambulance equipment. Mr. Martel states that there will be a slight change of language as this will be the first payment. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Article 3: $136,950. Fire Department Extended Coverage.
Mr. Dill makes a motion, second by Ms. Edwards, to recommend Article 3, as written. VOTE: YES: RH, AD, RB, NH, LE, BG, BM. NO: KM, JJ, KA, DM. Motion prevails; 7/4.

Article 4: Operating Budget. Done previously.

Article 5: $35,000. Police Vehicle Purchase.
Mr. Dill makes a motion, second by Ms. Edwards, to recommend Article 5, as written. VOTE: YES: AD, NH, LE, BG, BM. NO: RH, RB, KM, JJ, KA, DM. Motion does not prevail, 5/6. Article 5 is not recommended.

Article 6: $16,296. Telephone System for Town.
Mr. Dill makes a motion, second by Ms. Edwards, to recommend Article 6, as written. VOTE: YES: AD, RB, NH, KM, LE, BG, BM, DM. NO: RH, JJ, KA. Motion prevails, 8/3.

Article 7: $43,800. Facilities Committee Expendable Trust Fund.
Mr. Dill makes a motion to recommend Article 7, as written. Mr. Dill states that the selectmen have voted on the original amount, $38,800. Mr. Martel explains that the additional $5,000. was a request from the Woodman Park Committee for Lucas Pond. Ms. Smith asks if the selectmen have voted on the $43,800. Mr. Martel gives an overview of the items proposed by the facilities committee. No second is given. Discussion is postponed until the article is voted on by the selectmen. 

Article 8: $15,000. Benefit Pay Vested Time Expendable Trust Fund.
Mr. Dill makes a motion, second by Ms. McNally, to recommend Article 8, as written. Mr. Martel states that the police chief and two other officers left so this is to rebuild the account. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Article 9: Recreation Capital Reserve Fund. Possibly being removed.

Article 10: Lucas Pond Boat Launch Area. Possibly being removed.
Article 11: $20,000. Grant Match Expendable Trust.
Mr. Dill makes a motion, second by Ms. Edwards, to recommend Article 11, as written. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Article 12: $8,682.58. Payment on Transfer Station Compactor. 
Mr. Dill makes a motion, second by Mr. Bailey, to recommend Article 12, as written. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Article 13: $10,000. Town Hall Improvement Capital Reserve Fund.
Mr. Dill makes a motion, second by Mr. Bailey, to recommend Article 13, as written. Ms. Morrill asks why the selectmen’s vote was 2/1. Mr. Dill states that Mr. Bryer voted no due to the economic times. Mr. Dill adds that the town will need to eventually expand this building. VOTE: YES: AD, RB, NH, LE, BG, BM, JJ, DM. NO: RH, KM, KA. Motion prevails; 8/3.

Article 14: $29,779.46. Cable Expendable Trust Fund. 
Mr. Dill makes a motion, second by Ms. Edwards, to recommend Article 14, as written. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Article 15: $10,000. Highway Capital Equipment Reserve Fund.
Mr. Dill makes a motion, second by Mr. Bailey, to recommend Article 15,  as written. Mr. Jacobsmeyer asks for the account balance. Mr. Dill states that he is not sure and explains recent purchases that have occurred over the past few years. He notes that the town will need to replace the International within the next couple years. VOTE: YES: RH, AD, RB, NH, LE, BG, BM, KA, DM. NO: KM, JJ. Motion prevails; 9/2.

Article 16: $10,000. Police Station Expansion Capital Reserve Fund.
Mr. Dill makes a motion, second by Ms. McNally, to recommend Article 16, as written. Ms. Smith notes that the article total was for $1,000. not $10,000. Mr. Martel states that the selectmen are recommending $10,000. Ms. Smith states that the police commission’s vote was for $1,000. However, it is the selectmen’s article. Mr. Holden states that he recalls that the police commission stated $1,000. to establish the line with hopes to fund the building in 2011. VOTE: YES: AD, NH, KM, LE, BG, BM, KA, DM. NO: RH, RB, JJ. Motion prevails; 8/3.

Article 17: $50,000. Special Duty.
Mr. Dill makes a motion, second by Ms. Edwards, to recommend Article 17 as written. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Article 18: $11,000. Lagoon Maintenance and Repair Expendable Trust Fund. Mr. Dill makes a motion, second by Mr. Bailey, to recommend Article 18, as written. Mr. Holden asks what maintenance is done at the facility. Mr. Bailey explains that every 10 years the material at the bottom is cleaned out. Mr. Holden states that this is a serious liability and would encourage the town to add a chain link fence or eliminate the lagoon all together. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Article 19: $1,100. Cemetery Improvement Expendable Trust Fund.
Mr. Dill makes a motion, second by Ms. McNally, to recommend Article 19, as written. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

Article 20: $3,000. Milfoil Treatment Program Expendable Trust Fund.
Mr. Holden makes a motion, second by Mr. Ash, to recommend Article 20, as written. Mr. Holden states that he has spoken to Jim Vaillancourt and asked if this could be held off for one year. Mr. Vaillancourt indicated that it could be. Mr. Bailey states that he feels that if the treatment does not continue on schedule, ground will be lost fast. Mr. Holden states that this is for any public water body in town. VOTE: YES: RH, AD, RB, NH, KM, LE, BG, BM, JJ, KA, DM. Motion prevails; 11/0.

School:
Ms. Smith explains a discussion she had with Allen Demko regarding the number that the budget committee voted on. She states that her numbers did not coordinate with Mr. Demko’s numbers. She notes that there was a line that needed to be addressed relative to the computers and this was corrected to be $14,760. instead of $14,999. Aside from this, Ms. Smith explains that there was a $7,000. difference in the lines. She states that it appears that Mr. Demko provided the figure the budget committee voted on based on a January 12, 2009, sheet that he had been working off. Ms. Smith states that she does not have the January 12 sheet.

Mr. Holden states that he recalls the January 12 sheet and notes that this sheet depicted FICA changes. Ms. Smith expresses concern with the fact that the bottom line voted on by the committee does not match the 1100 department line that the committee voted on; therefore, the bottom line figures will not match. She states that she believes the budget committee voted on the 1100 line on January 2, 2009. She states that this will be reviewed.

Bob Bailey left at 10:10 p.m.

Mr. Holden states that in review of Dept. 1100/Regular Education, the totals are different; however, the individual lines appear to be the same so he believes that there is a calculation error. Further discussion and review are held and Ms. Smith notes that the FICA figures are different. Mr. McNally recalls that the committee voted the figures in with the understanding that the school would be correcting the line. Ms. Smith states that the last number the committee voted, in essence, would be over-riding all other departments. Mr. McNally asks if the committee is comfortable with the decision. 

Mr. Dill makes a motion, second by Mr. Ash, to recess the meeting until Saturday, January 24 at 9 a.m. Motion passes 10/0 at 10:20 p.m.

Respectfully submitted,
Lisa Fellows-Weaver
Board Secretary