Budget Committee

Minutes

January 25, 2006

Official as of May 30, 2006

Vice-Chair Shelley Bobowski calls the work session to order at 7:04 p.m.

PRESENT: Vice-Chair Shelley Bobowski, Selectmen Representative Scott Bryer, Ben Edwards, Robert Bailey, Robert Jean, Cindy Jones-Bryer, Nona Holmes, John Jacobsmeyer, Mark Edwards, Douglas Briggs, and Board Administrator Linda Smith.

ABSENT: Chairman Dan McNally, Richard Gendron and Board Secretary Lisa Fellows-Weaver (excused). Steve Foley

TOWN REPRESENTATIVES PRESENT:

Selectmen Ken Witham, Town Administrator Tammie Beaulieu,

TOWN BUDGET:

Warrant Articles:

Warrant Article #9 – Highway Department Vehicle Purchase:

A discussion is held regarding changing the purposes of warrant articles as was adjusted at the January 19 meeting. Ms. Beaulieu explains that the text of an article cannot be changed unless the selectmen agree to the changes and vote on the changes. The selectmen did not vote on amending this article. She adds that she spoke to town counsel regarding changing articles and the committee cannot change wording or purpose. Mr. Bailey adds that warrant articles purposes cannot be changed at town meeting either. Ms. Smith states that the practice of the budget committee has been to either recommend or not recommend the warrant articles, which keeps the board in line with the legal opinion. Mark Edwards makes a motion, second by Nona Holmes to reconsider Article 9. VOTE: YES: BE, RB, SB, CJB, NH, JJ, ME, DB, SBob. NO: RJ. Motion passes; 9/1. Bob Bailey makes a motion, second by Bob Jean, to not recommend Article 9. Mr. Bryer explains the reason that he voted, as a selectman, to not recommend the purchase of this truck is that the town has bought a brand new truck and if there is an emergency, the road agent could use a local contractor. Mr. Bryer adds that this issue was not brought to the selectmen or the highway advisory committee until the very end. There is money being put into the capital reserve fund for the purchase of a truck next year. He feels that this was a last minute warrant article. Mr. Briggs asks what is visualized for a complete fleet. Mr. Bryer replies that he would agree to purchase a one-ton truck next year. Mr. Edwards states that Mr. Wilson has explained that he needs a new truck. Mr. Bryer states that when there is something needed in the town the people pull together; the fire and rescue, etc. Mr. Bryer states that next year he would like to see a one-ton purchased. He further explains that the town currently has two employees in the highway department and the fleet exists of the one-ton, one orange truck, the new truck from last year and 2 dump trucks. Mr. Bailey states that the town also owns a maroon/silver pickup. Additional discussion is held regarding the condition of the trucks. Mark Edwards asks if the town pays for the repairs for trucks within this department. Ms. Beaulieu replies yes and Mr. Bailey notes that there is $10,000. in the repair line for the department. Bob Bailey calls to move the question, second by Nona Holmes. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB. NO: SBob. Motion prevails; 9/1. Vote to not recommend Article 9: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB. 

Ms. Beaulieu explains the votes taken by the selectmen, which makes their bottom line operating budget to be $2,781,174.

Page 34: 42121-880 – Highway Block Grant Projects:

Ms. Beaulieu states that the BOS amount has changed from $82,035. to $80,138. due to the actual money that came in. 

Page 34: 42121-881 – Town Block Approp. - Projects:

Ms. Beaulieu states that the BOS amount has changed from $77,975. to $79,872.

Page 36: 43163-410 – Street Lighting:

Ms. Beaulieu states that the BOS amount has changed from $0. to $2,700.

Page 48: 45501-690 – Office Equipment Library:

Ms. Beaulieu states that the selectmen reduced this line from $16,678. to become $5,124. This was due to the fact of removing the circulation system out of the selectmen’s proposed budget.

Warrant Articles:

Warrant Article #1 – Fire/Rescue Department Capital Reserve Fund:

Ms. Beaulieu states that the correct amount for the budget committee and the selectmen is $48,162.21, which includes the December interests.

Warrant Article #5 – Operating Budget:

Ms. Beaulieu states that the selectmen’s recommended bottom line for the 2006 operating budget is $2,781,174.

Warrant Article #16 – Lagoon Maint. & Repair Expendable Trust Fund:

Ms. Beaulieu states that the updated the figure is $8,193.90, which includes December interest.

A discussion is held regarding capital reserve and trust funds. Ms. Beaulieu explains that these accounts are in the control of the trustees of trust funds and any information about these accounts will be provided in the town report. Lengthy discussion ensues regarding revenues and the trust funds that exist. Mr. Jacobsmeyer explains the water district’s MS form that must be presented to DRA. Additional discussion is held regarding how the town estimates the impact to the tax rate and net valuations. Ms. Beaulieu states that the selectmen’s budget is recommending an increase of $458,508. Mr. Bryer estimates that this increase reflects to be approximately $.80. for the town’s operating budget. Mr. Bryer adds that should everything pass, the total town and school increase is 1.4 million and if both the town and school are approved, the increase to the tax rate will be approximately $3. Mark Edwards expresses his concerns about estimates of revenues. He requests more accurate figures; how much the town has and where the money comes from, how much gain and loss there was for the fiscal year. Ms. Beaulieu states that she does not have these figures and suggests that the tax collector be asked for this information. Ms. Smith explains that budget committee members are to look at the requests of the expenditures of the town not necessarily what revenues may or may not come in.

Page 1: Dept. 41301~Board of Selectmen:

Doug Briggs makes a motion, second by Nona Holmes, to recommend the selectmen’s amount of $9826. A discussion is held regarding if the selectmen’s salary was included in previous discussions for a COLA increase. Bob Bailey calls to move the question, second by Bob Jean. VOTE: YES: Motion passes unanimously; 10/0. Vote on Motion: YES: RB, RJ, NH, JJ, ME, DB, SBob. BE, SB, and CJB abstain. Motion passes; 7/0/3.

Page 1-2: Dept. 41302~Town Administrator:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $87,058. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 2: Dept. 41303~Moderator:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $702. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 2-5: Dept. 41309~Executive Office:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $144,336. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 5-6: Dept. 41402~Voter Registration:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $2,331. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 6: Dept. 41403~Election:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $4030. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 7-8: Dept. 41501~Financial Administration:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $59,556. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 8: Dept. 41502~Audit:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $8400. Mr. Jacobsmeyer asks why the department total is reduced. Mr. Bryer replies that the town has received an unqualified financial statement audit. The fixed assets and land values are now properly accounted for. This is also a result of the implementation of GASB 34, which was successful. He adds that the town’s records are in much better shape and in turn, require less work for the auditors. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 8-11: Dept. 41503~Assesing:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $92,280. Mr. Bryer states that the certification of the town has been completed. There was an assessing trust fund and now that the 5 year project is complete, the selectmen are proposing to use the money to continue to keep the records up to date and this money is now a part of the operating budget. Mr. Bryer states that the town’s assessing contract expires in May and the town will then need to determine how to keep the assessing records updated and how to complete pick ups of new construction. Three different approaches are either to hire an assessor, contract the entire project out, or contract out certain pieces and hire a measure and lister person to work for the town. Additional discussion is held regarding market values. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 14: Dept. 41509~Budget Committee:

Ms. Bobowski makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $1240. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 15: Dept. 41510~Trustees of the Trust Fund:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $5200. VOTE: YES: BE, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes; 9/0/1. RB abstains. 

Page 15: Dept. 41531~Legal:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $40,000. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 15: Dept. 41533~Claims, Judgements, & Settle:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $25,000. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Page 16: Dept. 41552~Personnel Administration:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend the selectmen’s amount of $38,514. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Recess:

Ms. Bobowski calls for a recess at 8:30 p.m. Session resumes at 8:40 p.m.

Mr. Bryer suggests that the committee review the departments that have not been discussed and vote on the bottom line of the budget. Discussion ensues regarding the process. Mr. Jean makes a motion, second by Mr. Bryer, to recommend the selectmen’s figures for all lines that have not previously been voted on. A brief discussion is held regarding the use of the teen center and the fact that money has not been placed into the budget this year. Mr. Bryer states that the teen center is used by the boy scouts. Ms. Beaulieu adds that there is grant money from the police department for the teen center. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Warrant Articles:

Article 3: Facilities Committee Expendable Trust Fund:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend Article 3 for $45,000. A discussion is held regarding the facilities committee proposals for repairs and improvements. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Article 4: Town Hall Improvement Capital Reserve:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend Article 4 for $20,000. Mr. Bryer explains that this the first installment of a reserve fund that is being established to set aside money for future expansions. There are no specifics at this time. VOTE: YES: BE, RB, RJ, SB, CJB, NH, ME, DB, Sbob. NO: JJ. Motion passes; 9/1. 

Article 6: Membership of the Budget Committee:

No discussion; no money involved. 

Article 7: Elderly Exemption:

No discussion; no money involved. 

Article 11: Milfoil Control Treatment Expendable Trust Fund:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend Article 11 for $3,000. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Article 12: Transfer Station Expendable Trust Fund:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend Article 12 for $5,555. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. A discussion is held regarding the building. Mr. Bryer explains that maintenance is done in the building and for storage of the highway trucks. Discussion ensues regarding equipment. Motion passes unanimously; 10/0.

Article 13: Benefit Vested Time Expendable Trust Fund:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend Article 13 for $5,000. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. A discussion is held regarding the purpose of the article. Mr. Bryer explains that this is for liability for vested time for employees that must be paid should they leave. Motion passes unanimously; 10/0.

Article 14: Highway Equipment Trust Fund:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend Article 14 for $10,000. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Mark Edwards asks for the amount in the account. Ms. Beaulieu replies that with this article, the amount will be $21,000. Further discussion is held regarding the process of articles. Ms. Smith states that the committee either recommends or not. Mr. Bryer suggests that this be set up as an expendable trust fund and purchase equipment as needed. Motion passes unanimously; 10/0.

Article 15: Cable Expendable Trust Fund:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend Article 15 for $20,000. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Ms. Beaulieu states that there is a contract for the cable and the cable franchise fees are put into this trust fund. Motion passes unanimously; 10/0.

Article 17: Cemetery Improvement Expendable Trust Fund:

Mr. Jean makes a motion, second by Mr. Bryer, to recommend Article 17 for $800., as written. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Article 16: Lagoon Maintenance and Repair Expendable Trust Fund:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend Article 16 for $8,193.90. A discussion is held regarding the costs and purposes. Mr. Bryer states that the lagoon is for Northwood residents only. He further explains the process of contractors using the lagoon. Ms. Beaulieu states that the lagoon is self supporting at this time. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Article 18: Special Duty Coverage:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend Article 18 for $25,000. Mr. Bryer explains the billing process of special duty and notes that the account is self supporting. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

Article 19: Parks and Recreation Site Plan Improvements:

Mr. Bryer makes a motion, second by Mr. Jean, to recommend Article $10,000. VOTE: YES: BE, RB, RJ, SB, CJB, NH, JJ, ME, DB, Sbob. Motion passes unanimously; 10/0.

A general discussion is held regarding forms. Ms. Smith states that the MS-7 form should not be filled out until the final public hearing is closed and a final vote is taken. Mr. Bailey requests that the forms be provided at the next budget meeting. Ms. Smith explains that a subcommittee will need to be selected for reviewing of the forms.

Ms. Smith states that the time for filing for members has arrived and reviews the members whose terms will not be expiring. Ms. Smith states that there are 7 seats open for budget committee.

At 9:40 p.m. Vice-Chairman Bobowski calls for a recess to Saturday, January 28, 2006. 

Respectfully submitted,

Lisa Fellows-Weaver

Board Secretary

Town of Northwood

Budget Committee Minutes

1/25/06