The Town of Northwood, New Hampshire - BOS Budget Work Session Meeting 12/19/06

Chairman Bryer opened the meeting with the acceptance of November 28, 2006 minutes. Mr. Bryer stated page one paragraph one needs to be moved up couple spaces. Page 2 line 25 change wording to ?Mr. Bryer stated he had finalized the Management Discussion and Analysis of the financial statement?,

Page 2 Line 34 corrections, should state ?was from previous years budget?.

***Motion*** motion was made to accept the minutes as amended by Mr. Witham, seconded by Mr. Bryer, passed 2/0

Mr. Bryer asked Mr. and Mrs. Frederick Twombly to come to the table. They explained they were there to get the selectmen?s approval for their road. Chairman Bryer called the road agent Jim Wilson to the table.

Mr. Bryer asked for the engineers report for Twombley. Mr. Wilson stated that he did not have the engineer?s report and Ms. Cady stated that she had not received the report either. Mr. Bryer stated that they needed the engineer?s report before they could release funds. Mr. Bryer stated that the Town Of Northwood had to be covered and they needed the report before money released. Mr. Bryer asked if all of the work had been done and is ready to go. Mr. Wilson stated that the work had all been completed. Mr. Bryer asked Ms. Cady if they needed a public hearing to accept. Ms. Cady stated, no they did not need a public hearing. Mr. Bryer stated that they would release the funds when the board gets the report from the engineer and they would have to accept it at the December 26, 2006 board of selectmen meeting if they have the engineer report by that date.

Mr. Bryer stated he would like to review the meeting minutes for December 12, 2006 Board of Selectmen meeting and they would go over on December 26, 2006 board meeting.

Discussion was held about the warrant article for the Recreation commission on full time or part time person. Ms. Cady stated that the board voted in 2005 to make the recreation person full time and it is still in place. Mr. Bryer stated that he thought the people wanted to put a warrant article in to see if they wanted a full time recreation director. Ms. Cady stated if someone brought forth a warrant article then they would have to put it in but the board is within their rights to hire full time. Mr. Bryer asked Mr. Witham if he was in favor of full time or part time for recreation head. Mr. Witham stated full time because for the record he feels the recreation department and the head of the recreation department did an outstanding job this past year and they should be commended. Mr. Bryer stated that it has to be posted in the newspaper if they change any person from part time to full time. Mr. Bryer stated it would be discussed later.

Trustees of the Trust Fund Budget

Section 415-10 under Trustee of the Trust Funds Secretary
Mr. Bryer stated there was a request of $5,200.00 total for the budget
Ms. Cady stated that the audit amount was $2,400.00
Mr. Bryer stated that these numbers might be subject to change and the amount was pretty much what they had requested last year. Ms. Bailey stated that the training that was done last year will not need this year. Ms. Cady stated that she researched the previous year and it was $1,752.50 for training. Mr. Bryer stated $5,200.00 total and if everyone was ok with it, everything is fine with their budget.

Highway budget

Jim Wilson spoke to costs as represented in Underwood report of highways and page 13.
Highway requested $38,376 for salary of the road agent. Ms. Cady stated that this figure included COLA and STEP raises.
Salary for elected road agent put in at $6,000.00. Mr. Bryer stated that this should be increased due to the voting for the increase last year. Should be increased to $6,246.00 per last years vote for COLA to be given road agent. Mr. Bryer asked Ms. Cady to put the increase in.
Line 140- Snow removal. Mr. Bryer asked if Mr. Wilson wanted to leave at $7,000.00. Mr. Wilson stated yes just in case, weather is so unpredictable should leave.
Health+ Dental: Mr. Bryer asked what the increase this year for insurance? Ms. Cady stated the increase at 13.7%.
Mr. Bryer asked about Contract Services highway. Discussion was held about contracting out the landscaping to free the road agent up to do strictly road work. Ms. Cady stated that she put the landscaping under contracted services. Mr. Bryer asked if this amount would cover the year. Mr. Wilson listed the places that the landscaping is being done. Mr. Wilson stated this should be closer to $5,000.00 and Mr. Bryer agreed. Mr. Witham stated his question about the maintenance and repair line. Mr. Wilson stated that if the new 1 ton truck comes in they can reduce the line. Mr. Bryer stated that this should be $8,000.00 and asked if all agreed. Selectmen and Mr. Wilson agreed.
Fuel: Mr. Bryer stated his concern about the fuel because of the prices being so high this year.
Mr. Bryer stated they should leave the fuel cost at $8,000.00. Mr. Bryer addressed the paving line being at $300,000.00 this year. Mr. Wilson stated that the highway advisory committee recommended what was for the overlay line in the budget. Mr. Bryer stated that it was $300,000.00 for the overlay. Mr. Bryer asked if Mr. Wilson was going to need any for reconstruction next year. Mr. Wilson stated that he put in $162,000.00 for overlay. Mr. Bryer stated he had $300,000.00 for overlay on the selectmen line. Mr. Wilson stated he asked for $162,862.00. Ms. Cady stated that she estimated it higher because of the Highway Advisory Committee recommending $368,000.00. Mr. Wilson stated they had done Bow St. for $68,000.00, Old Turnpike Rd for $182,000.00, and Old Pittsfield Rd for $51,000.00. Mr. Bryer asked if Mr. Wilson wanted to put it all in paving or split it up. Mr. Wilson stated he wanted to put into paving. Mr. Bryer asked if any of these roads need work done to them before paving. Mr. Wilson stated he estimated $58,000.00 for estimate of Harmony Rd. Mr. Bryer stated that last years budget for paving and reconstruction was $315,000.00. Mr. Wilson stated that last year it was $315,000.00 and this year is $328,000.00 and they tried to keep around the same amount. Mr. Bryer stated that he needed justification to raise the budget by $150,000.00 for roads. Mr. Bryer stated that the Highway Block Grant is money the Town Of Northwood gets from the state and asked if it was deducted? Ms. Cady stated that it wasn?t deducted.
Mr. Bryer stated his concerns about the numbers being so high. Mr. Bryer stated that he would like to see them stick with the $368,500.00. Mr. Bryer recommended cut the paving line down to $220,000.00. Mr. Bryer stated that the line for paving and reconstruction should read $385,138.00. Mr. Bryer reiterated the figures to Mr. Wilson to make sure they were all in agreement: Paving recon supplies highway -$5000.00, paving overlay $220,000.00, highway block grant projects - $80,138.00, town block grant appropriation projects $80,000.00. Mr. Bryer stated this would bring the total up to $385,138.00.
Mr. Bryer went over account 43-122
Contracted services- asked for $20,000.00
Gravel $9,000.00, Asphalt $1,500.00, culvert highways $1,000.00
Ms. Cady stated that the department requested $41,200.00. Ms. Cady stated that the difference was in tree road work which was reduced to $3,000.00 from $5,000.00 because the department only used $1,400.00 last year. Mr. Bryer asked if Mr. Wilson was in agreement with this reduction. Mr. Wilson stated he was in agreement.
Snow and Ice removal - $50,000.00
1. Sanding $10,000.00
2. Salt $20,000.00 (Mr. Wilson asked for this amount)
Ms. Cady stated that she reduced the salt line because Mr. Wilson only used $12,043.00. Mr. Lane recommended that the board keep the original $20,000.00 just in case and he doesn?t feel the town should skimp on this in bad weather, if the town doesn?t use it all fine but if we need it it?s there. Mr. Bryer stated that maybe they could split the difference to $17,500.00. Mr. Wilson was in agreement with this. Mr. Bryer stated that they would leave the snow and ice removal at $50,000.00. Total for snow and ice control will be $76,501.00 and the total for the department will be: $650,561.00 which is a $64,000.00 increase in the highway department.

Mr. Wilson asked the board about the sander. Mr. Wilson stated that he received 3 quotes for sanders and he recommends going with the highway sander which is the middle price quote. Mr. Wilson stated that the lowest priced sander would not be good for them as it wasn?t built for heavy duty work. When questioned as to whether or not they would be able to use the new sander on the proposed one ton the department wants to buy, Mr. Wilson stated that the sanders were interchangeable in the trucks and it will be $10,000.00 for the new sander. There will be $18,000.00 left in their budget.

***Motion*** motion made by Mr. Witham to purchase a new sander from E.W. Sleeper for $9,921.00 including installation, seconded Mr. Bryer 2/0

***Motion*** motion was made by Mr. Witham to pay Busby Construction $1,250.00, seconded by Mr. Bryer, passed 2/0

***Motion*** motion made by Mr. Witham to hire the grader from Hodgdon & Son at $640.00, for grading on Old Barnstead Rd., seconded by Mr. Bryer, passed 2/0

Police Commission Budget

Present: Mr. Cummings, Mr. Bryant, Mr. Thomas

Mr. Bryer stated that last year?s budget for the police commission stated $0 on the police commission secretary but this year it has a request of $1,500.00. Mr. Thomas stated that in the past years it was not put in the line item for the commission but they feel that it should be in the line items. Mr. Thomas stated that her duties have increased and this way they could be in control of what work is being done. Mr. Bryer stated that looked good to him and asked Mr. Witham if he had any questions, Mr. Witham stated that it looked fine to him.

Mr. Bryer stated that the biggest change he could see was the $1,500.00 for the secretary for this year?s budget. Discussion was held on the legal amount and Mr. Bryer stated that only 2/3 was used but should keep in there in case a legal issue should arises.
Mr. Bryer suggested the salaries be done last in the police department budget. Mr. Bryer stated that there is a $63,000.00 increase requested for the police budget. Mr. Thomas stated that the biggest change is the cruiser in the amount of $28,914.00. Mr. Thomas stated that they thought it easier to put the cruiser in the budget as a line item instead of doing a warrant article every year. Mr. Witham questioned the buying of Crown Vics for police use. Mr. Thomas stated that the Crown Victoria is a rear wheel drive and better for back roads and better ability to get in and out of back roads. Mr. Thomas also stated that the Crown Victoria has more front seat room for all of the new technology that is coming about and being put into the front seat such as computers etc.
Mr. Thomas stated that the town is paying for the cruiser every year anyways the only difference is where it comes from as a budgeted item or as a warrant article. Mr. Bryer stated that he was not sure if they should put into budget opposed to putting as warrant article, will have to think about it.

Mr. Thomas spoke about the Nighttime differential, they are asking for $4,600.00
Mr. Bryer and Mr. Witham stated that they are both fine with the nighttime differential.
Mr. Thomas suggested to the board that there be an emergency phone placed outside the police station which has been budgeted in this budget. Mr. Witham asked where this phone will be placed and stated his concerns about kids playing with this phone. Mr. Thomas stated they are suggesting money in the budget for a surveillance camera on this also. Mr. Bryant spoke of an incident where someone went to the police station at night and the door was locked and they had no phone. Mr. Thomas spoke of the part time salary increase on the budget. Mr. Thomas referenced the officer that might have to go to Iraq next year. Mr. Bryer stated that if he does go to Iraq he will be paid by federal money and his salary will cover the one who covers for him.

Mr. Bryer stated that they agree and will keep the $17,000.00 for part time help. Overtime ? Mr. Thomas stated that overtime is usually not asked for but is required. Mr. Thomas referenced that an officer is no longer allowed to go to a domestic alon, so if one is called to a domestic and another officer is getting off his shift then that officer must stay and help with the domestic call and this is where the overtime comes in to play.
Mr. Bryer stated they would leave the $20,000.00 for overtime and leave the $17,000.00 for part time help.

Mr. Thomas stated that the police department had a new line item for deductibles on accident insurance and stated it has never come out of their budget before but it did this past year. Mr. Bryer stated he would like to see the insurance figures stay on the town hall budget. Mr. Cummings stated that last year the police department was slammed with the insurance deductible and it wasn?t in their budget. Ms. Cady stated to date they have used $53,988.26 for insurance.

Mr. Bryer asked how much the department has actually spent on gas. Ms. Cady stated $19,859.48 was spent on gas for the year. Mr. Bryer stated that the police department was requesting $20,000.00 for gas for the budget. Mr. Bryer asked how much was spent on repairs. Ms. Cady stated $11,805.70 was spent. Ms. Garrett explained to the board the differences with deductibles that come out of the vehicle maintenance. Mr. Bryer stated that the final budget requested from the police is $544,372.00 which does include salaries. Mr. Witham referred to line item 820, Mr. Witham asked why there was $6,500.00 allocated last year but $0 was spent, asked for explanation. Mr. Cummings stated that this was for training of officers in different fields and all of the training was done in house this year so there was no need to spend any of the money. Mr. Thomas stated that the money is there in case there is a training of something that would be good for the department and then they could send an officer for that training but they did not need to take anything out of training this year to send someone for training.
Ms. Garret stated that year to date the police department has used $361.90 of this fund.
Mr. Thomas stated that he had an officer that used it to train for marksmanship and now he is the trainer for the whole department. Mr. Bryer stated it wasn?t a lot of money and Mr. Witham stated that the board has allowed everything so far when do they decide to cut? The board agrees that the $6,500.00 will stay in budget.

Mr. Bryer asked how close we are to having the wage study done. Ms. Cady stated she would call first thing in the morning. Chairman Bryer asked what towns were used for the wage study? Ms. Cady stated the towns used for the wage study are: Chester, Candia, Epson, Deerfield, Auburn, and Barrington.

Mr. Bryer asked what salaries were in for the police department. Mr. Thomas stated there was a 3.3% in COLA and regular steps they added 2.5% for the average and it moves the entire patrolman up to average. Mr. Bryer asked if the board could have another meeting after the wage study comes in and review the salaries. Mr. Thomas stated yes. Mr. Bryer asked Ms. Cady to call on December 20, 2006 and find out how long before the wage study done. Ms. Cady stated she would call first thing in the morning.

Mr. Thomas stated that the police chief was on the high side on the pay scale and they are only looking for the COLA for him. The sergeant was a little on the low side but close but if they use the figures that Ms. Cady gave them, then he would be put up to the medium average. Mr. Thomas stated there were two guys on the low side but they are new and are on trial period. Mr. Bryer stated they are good with the salaries but would like to wait for the wage study and then discuss it more in another meeting.

Mr. Witham stated he stood in favor of two patrolmen Chris and Matt and does not want to lose them

Mr. Thomas stated they do not want to lose Shane; he is an excellent seasoned officer, well trained. Mr. Thomas stated Shane was in the top 5 of his class in the academy out of over 80+ people (largest class in years). Mr. Thomas asked if they could receive a copy of the wage study before they come to the next meeting. Mr. Bryer stated one will be provided to them when it is received.

Mr. Bryer called for a break at 7:30pm

Mr. Bryer called to order back from break at 7:40pm

Mr. Bryer called Mr. Wilson back to speak about warrant article for new truck. Ms. Cady stated that she has a new warrant article written up for $45,000.00 for a new one ton truck with plow. Mr. Bryer asked how much of this money is coming out of Highway Capitol Reserve? He asked how much is presently in the capital reserve, Ms. Garrett researched and told him $22,000. Mr. Bryer stated some money needs to be left in the fund, does not want to end the trust fund. Mr. Bryer stated there should be $20,000.00 taken out and raise and appropriate the $25,000.00 so that there would be money left in the fund. Mr. Bryer stated that he felt next year they could start putting money into the trust fund. Mr. Bryer also stated that they should be all set with equipment for several years.

Discussion continued on the proper amount the town can or should receive from the sale of the old truck. Mr. Bryer asked Ms. Cady if she had the warrant article for the 1 ton. Ms. Cady stated that she did. Ms. Cady also asked Mr. Wilson to get estimates before hand on the 1 ton. It was clearly decided that the present truck should be advertised and perhaps Jim should take to garage and get idea of trade-in value.

Fire Department Budget ? George Ashford

Fire Dept. page 25 of budget

Mr. Bryer asked if the $7,000.00 increase was correct. Mr. Ashford stated yes and that the 2 big increases were diesel fuel and Turnout gear. Mr. Ashford stated they use to get a discount on the turnout gear but lost the discount so it has gone up this year. Ms. Cady stated the fire department asked for $296,000.00 and she gave in budget $293,000.00 and figured in COLA and step increases. Mr. Bryer asked Ms. Cady about contracted services and why she has $13,000.00 in the line. Ms. Cady stated they had $23,000.00 and last year spent $5,077.00, Ms. Cady put in $13,000.00. Mr. Bryer asked about the paramedic intercepts and how much the agreement is with Epson. Mr. Ashford stated the agreement is $5,000.00. Mr. Bryer asked Ms. Garret how much was spent in 2005 for the paramedic intercepts. Ms. Garret stated $ 15,400.00 was spent. Mr. Bryer suggested a compromise of $17,000.00 and asked if they were in agreement. Selectmen- yes, fire department ? yes

Mr. Witham asked Mr. Ashford if he was aware of the postage increase that is coming.
Mr. Ashford stated that they don?t do a lot of mailings from their office and does not need to raise that line item.

Mr. Bryer stated that the contracted services line would be changed to $17,000.00.
Ms. Garret stated that the fire department has already expended more than they have asked for in the budget and there is still an outstanding bill from Irving that needs to be paid.
Mr. Bryer stated that the overall budget looks ok and they shouldn?t change the diesel line.
Mr. Bryer and Mr. Witham stated they were ok with the budget line.
Mr. Ashford presented the warrant article to the board for $165,000.00 for the purchase of a new ambulance. Mr. Bryer asked how much was in the trust fund. Mr. Ashford stated a little under $200,000.00. Mr. Bryer asked if this would affect taxes. Mr. Ashford stated no. Mr. Ashford stated that the town should look at selling the ambulance outright and not trade. Ms. Cady stated they should put into the Local Government Center Town and City magazine for sale and the bids would come to the board of selectmen.

Ms. Cady asked Mr. Bryer what he wanted to do about the other departments that were not on the agenda for tonight and if he wanted to finish them up December 20, 2006. Mr. Bryer stated he did not want to do the rest of the departments tomorrow night he would like to finish up tonight. Mr. Bryer stated Ms. Cady can put the ones that need to see the board on for December 26, 2006 board of selectmen meeting agenda.

Tax Collector/ Town Clerk ? Judy Pease
Page 11 of budget

Mr. Bryer stated they are waiting for the wage study to come in for salary. Mr. Bryer said to Ms. Pease that they were not doing COLA this year for her they put her on the wage study. Ms. Pease stated that is what was brought up to her last year and she agreed to it and it wasn?t done and wanted to know if COLA would come into play. Mr. Bryer stated that with the wage study she might not get a raise this year. Ms. Pease stated she was not in agreement but would go along with it. Mr. Witham stated that he was not in agreement either and feels that she should get COLA.
Mr. Bryer stated that when they received the final wage study they would address it at that time.

Ms. Pease stated that she put on the budget for a deputy wage increase due to the fact that when advertised, two numbers got mixed up and her deputy was put at a lower pay bracket. Requesting that she be put back up to level VI (6). Ms. Pease stated that her hours are increasing to 5 days a week, Ms. Pease read her hours that she will be open as of January 2, 2006. Ms. Pease stated that contracted services went from $13,000.00 to $14,000.00. Ms. Pease stated that $6,000.00 was used for Brown?s River to do binding of vital records. There is a grant that they are in the process of getting and will not know until the first of the year if they are going to get and could be in upwards of $10,000.00 depending on what is left for other towns from NH Vital Records. Ms. Pease stated this could come off the line if they get this grant.

Ms. Cady stated that Ms. Pease is only asking for what they did last year for medical and dental. Ms. Pease stated it had to do with the last deputy had benefits and the current deputy does not receive benefits. Ms. Pease stated that the travel line is higher because of training or her new deputy and mileage paid to her. Mr. Bryer and Mr. Witham stated they are ok with Ms. Pease?s budget.

Treasurer budget ? Joe Knox

Mr. Knox stated to the board that he is asking for COLA if the elected officials are getting COLA. Mr. Knox stated that he is spending more time here, almost 2 days per week which keeps him from his regular job.
Mr. Bryer and Mr. Witham stated they are ok with Mr. Knox budget.

Ms. Cady presented to the board with cemetery deeds

***Motion*** motion was made by Mr. Witham to sign cemetery deed for Julia Jeffery?s, seconded by Mr. Bryer, passed 2/0

Ms. Cady presented the board with 2 timber requests for Yankee Clipper and Richard Dowst

***Motion*** motion was made by Mr. Witham to accept the timber request of Yankee Clipper and Richard Dowst, seconded by Mr. Bryer , passed 2/0

***Motion*** motion was made by Mr. Witham to sign the final payroll of $47,442.56, seconded by Mr. Bryer, passed 2/0

Executive Department ? Harriet Cady

Selectmen?s office $8,500.00 salary Mr. Bryer stated, leave this the same. Mr. Bryer stated he would like to add more into the training line. Mr. Bryer stated he would like to attend the NH GFOA conference this year at the Red Jacket in Concord. Mr. Bryer asked Ms. Cady to put the travel up to $200.00. Mr. Bryer stated that when the wage study comes back they will discuss the Town Administrator?s salary. Ms. Cady stated that she raised the line for travel for town administrator.

Mr. Bryer asked Ms. Cady to speak with the moderator about budget. Ms. Cady stated that the biggest expense is voter registration.

Mr. Bryer asked if the municipal secretary and the Administrative Secretary are on the wage study. Ms. Cady stated no. Mr. Bryer stated he felt that the new employees should get COLA and no step this year because they just started.

Mr. Bryer stated that the finance department warrant article to put the finance officer to full time can just be put into the budget. Mr. Bryer asked the opinion of the Administration Commission and they felt it should be in a warrant article. Mr. Bryer stated it will be put into a warrant article so there is no fight about it like last year. Mr. Witham stated to put it into a warrant article and let the people decide.
More discussion was held on the recreation department and the possible full time position. Mr. Bryer stated that the job should be advertised in the newspaper.

Transfer Station ? Steve Preston
Page 35

Mr. Preston stated he did not figure out salaries. Mr. Bryer asked about the warrant article for Mr. Preston being full time. Mr. Bryer asked Mr. Witham if he was in agreement of putting the warrant article in and Mr. Witham stated no not at this time.
Mr. Bryer stated they would wait for the wage study for salary. Mr. Bryer stated that the biggest increase would be for Lamprey Regional Cooperative.
Mr. Preston stated he received quotes for compactors and they need at least 2. Mr. Bryer stated they would be paid out of the expendable fund and doesn?t need to come out of the budget process. Ms. Marion Knox stated that unless it is recycling then it needs to be in the budget. Mr. Bryer stated it needs to be in the budget.

Mr. Preston stated that the budget should be close to last year. Mr. Bryer stated last years budget was $78,500.00 and this years $85,115.00, went up.
Mr. Bryer asked that Ms. Cady sit down with Mr. Preston to go over his budget and come back Tuesday December 26, 2006 for the board meeting to review his budget. Mr. Bryer stated the final for this year $188,000.00 and there is a $50,000.00 increase from last year and most of this is due to tipping fees, they are going up $31,000.00.

Mr. Bryer stated that the board will see the Planning board and the recreation department on December 26, 2006. Mr. Bryer asked Ms. Cady to speak with the chairmen of the committees and see if they are all set with their budgets.

Ms. Cady stated that all petitioned warrant articles need to be in by February 5th, 2006 . Mr. Bryer asked Ms. Cady to find out exactly when the warrant articles need to be in for the town budget committee.

Motion to adjourn at 8:58 pm

Respectfully submitted,

Jennifer M. Boulay
Executive Secretary to the Board of Selectmen

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