Budget Committee

Minutes

January 22, 2007

Official as of November 6, 2007

Chairman Daniel McNally calls the public hearing to order at 7:09 p.m.

PRESENT: Chairman Daniel McNally, Vice-Chairman Shelley Bobowski,
Robert Bailey, Ben Edwards, Kate McNally, Nona Holmes, Colleen Pingree, Cindy Jones Bryer, Robert Jean, Water District Representative John Jacobsmeyer, Selectmen Representative James Hadley, and Board Administrator Linda Smith. Board Secretary Lisa Fellows-Weaver arrives at 8:00 p.m.

ABSENT: School Board Representative Bill Tappan and Mark Edwards are excused; Herb Johnson, and Douglas Briggs.

Mr. McNally states that a new document is being printed due to the fact that the account descriptions are not visible.  

Page: 16: Dept. 45501~Library:
Librarian Donna Bunker is present. Ms. Bobowski makes a motion, second by Mr. Bailey, to recommend the selectmen amount of $155,671.69. Donna Bunker explains that all of the salary lines, Medicare, and SS will need to change based on information that was just received. Ms. McNally motions that salaries and all associated lines not be addressed. Ms. Bobowski seconds. Ms. Smith notes that there is already a motion on the floor. Ms. McNally and Ms. Bobowski rescind their motion and second to not discuss salaries. Ms. Bobowski and Mr. Bailey withdraw the original motion and second to open discussion for the library.
 
Ms. McNally motions to not discuss salaries and all associated lines until accurate figures are presented. Ms. Holmes seconds. Discussion is held regarding the figures. Mr. Jean states that he is not comfortable with the figures overall and suggests creating a ledger that shows large items and set the priorities from that point. VOTE: SB, RB, BE, KM, NH, CP, CJB, RJ, JJ, JH, and DM. Motion passes unanimously; 11/0.

Ms. McNally motions to discuss the library’s budget. Ms. Holmes seconds.

Ms. Holmes asks if the accurate figure for line 330/contracted services is $9802. Ms. Bunker replies yes due to the audit. Ms. Holmes also asks about line 670/books and periodicals and why the selectmen raised this line. Ms. Bunker explains that the library is requesting $18,976; some adjustments to the department were made at the public hearing. Ms. Bobowski states that $15,000 was budgeted for the audit last year and notes that it has increased about $4,000. She asks if the library is purchasing the same amount of periodicals. Ms. Bunker replies that in the past, periodicals was taken out of the $15,000. She further provides a break down of books and periodicals. Ms. Bobowski asks what line 690/office equipment entails. Ms. Bunker explains that in 2005 a circulation system was purchased and encumbered the funds to 2006. This year they will be replacing two computers, a 2003 and a 2004.

Ms. Bobowski also asks for a breakdown for contracted services/330. Ms. Bunker replies that this line covers costs for cleaning; computer maintenance; carpets and window cleaning; panic alarm; water system maintenance; etc. Ms. McNally asks about the audit costs. Ms. Bunker explains that the audit costs are based upon figures that were expended from the previous year. They found out that the cost was going to increase from $1509 to approximately $2,000.

Ms. Bobowski asks how the library can justify replacing two computers. Ms. Bunker replies that the need for computers is based on the extent of the use.

Mr. Bailey asks about the health and dental insurance plans for the library. Ms. Bunker states that the amounts budgeted were based on the possibility if an employee changes their plan.  

With no further discussion, Mr. McNally closes discussion relative to the library. The library requests to be notified when the salary figures are presented.

Page: 7: 42111~Police Commission and 42112~Police Department:
Police Commissioners Richard Cummings and Ted Thomas are present representing the commission and department. Ms. Bobowski motions to discuss the budgets for the police commission and police department. Ms. Holmes seconds.

Ms. Holmes asks why the insurance has increased under line 320. Ms. Smith suggests that a general motion be made to discuss the general budget rather than by department. Ms. McNally rescinds her motion to discuss the library budget and Ms. Holmes rescinds the second. Ms. Bobowski then rescinds the motion to discuss the police department and commission and Ms. Holmes rescinds the second. Mr. Jean motions to discuss the entire budget in general. Ms. Pingree seconds. VOTE: SB, RB, BE, KM, NH, CP, CJB, RJ, JJ, JH, and DM. Motion passes unanimously; 11/0.

Ms. McNally asks about the camera systems noted in lines 335 and 341. Mr. Thomas explains that this is for the 911 phone with a camera; the one listed in line 341 under the pagers is a separate camera. Ms. McNally notes that the items under the note are not listed in the line total. Mr. Thomas states that the $1500 camera system should be included in line 335/security camera system; however, the total of $7250 is correct.

Ms. Bobowski asks for a breakdown for line 690/office equipment-small items. Mr. Thomas explains that this line covers breathalyzers and the necessary supplies.
A discussion is held regarding the postage, line 625. Mr. Cummings states that postage is increasing.
Ms. Bobowski asks if the officers need new uniforms every year, line 680. Mr. Thomas replies yes and explains that the belts wear, etc.

Ms. McNally asks about the grant match, line 881 and 45890/190. Mr. Cummings explains that they are keeping the line open within the department. Ms. McNally suggests that the line be moved. Mr. Bryer states that an expendable trust fund was created and the line is not necessary.  

At this point a new selectmen’s budget is distributed to the members showing the departments account numbers and titles.

A discussion is held regarding the matrix and COLA increases; a step and 3.3% COLA. Mr. Bryer explains that the selectmen met on Tuesday and states that the board instructed Ms. Cady to use this year’s matrix. If the employee was entitled to a step then they would get the step and the COLA increase of 3.3%. In addition, when the final wage study is provided, the board will put the employee into the appropriate step. The rates will depend on the placements on the wage plan. Mr. Bryer adds that for budgetary purposes, the old wage study was used along with a 3.3% COLA increase. Ms. Smith notes that a motion was previously made to not discuss wages at this meeting.

Mr. McNally states that the committee has previously voted on and recommended the warrant articles for special duty and the new cruiser.  

Mr. Thomas states that there are people on a step 10 and asks what will happen to those staff. Mr. Bryer replies that they should wait to see what comes back and discuss it at that time.

Ms. McNally asks when creating the step and COLA increases, were the results based on completed evaluations. Mr. Bryer replies that to the best of his knowledge, he does not believe that evaluations were completed. Ms. Smith states that everyone will be placed on the scale within the new matrix. Mr. Bryer replies that in the current matrix there is nothing built in for people on step 10; they would receive the 3.3% COLA. Mr. Bryer adds that on the preliminary wage plan, some people are getting over paid. Ms. Smith states this does not allow for any money in the budget for a step increase with the new wage study for people on step 10. Mr. Bryer replies that it is the selectmen’s intention to move everyone where they should be in the wage study.

Ms. Smith explains that the board of selectmen (BOS) have total control over how the funds are spent so if the budget committee was to cut funds in a line, the BOS still have the final say over the entire budget. Additional discussion is held regarding the legal requirements of the MS-7. Ms. Smith explains that the budget committee provides a recommendation only. Mr. Bryer states that the hands of the BOS cannot be tied if there was a physical crisis.  Mr. Bryer adds that he tries to honor the people and how the money is spent as it passes at town meeting. Further discussion is held regarding the role of the budget committee and micromanaging the departments. Mr. Jean suggests a ledger of expenditures be created and the committee views the budget as a whole. Mr. Bryer agrees and suggests that the committee not look at the pieces but look at the whole town and ask if the budget should pass, is it a reasonable request to run the town.

The board proceeds through the budget and discussions are held regarding the following departments:

Page: 1: Dept. 41302~Town Administrator:
A discussion is held regarding the health insurance. Ms. Cady explains that the note states that there was an increase in the federal budget for health. Mr. Bryer states that there is an overall increase of 13.7%. Ms. Cady adds that LGC does not separate health and dental. 

A discussion is held regarding full time qualifications. Mr. Bryer explains that some full time positions are 35 hours and others are 40 hours. Mr. Jacobsmeyer states that the positions are not consistent and all positions should be the same. 

Page: 1-2: Dept. 41309~Executive Office:
Ms. McNally asks about line 621/software. Ms. Cady explains that this is for 2007 software to get the latest Excel programs working within the office and to purchase the Adobe license for the office rather than having to download the program each time it needs to be used. Ms. Cady explains that the computers are networked throughout the building. She further explains the technology with the printers.

Ms. McNally asks about line 330/contracted services and notes that in a previous document the amount for the networkers was over expended. Ms. Cady replies that $3981 was spent above the $2500 budgeted. She adds that she will be reviewing the current bills due to the fact that she was told that $7500 was spent.

Ms. McNally states that the postage line was overspent and the actual figure was $4,615.91. Ms. Cady replies that the transfers have not been completed. Mr. Bryer states that this has not been allocated to the various departments. Ms. McNally states that this was not addressed as requested in October. 

Page: 4: Dept. 41501~Finance Administration:
Mr. Jacobsmeyer recommends renegotiating the contract for the software as he feels that the town is not doing well by it. Ms. McNally notes that there is a 50% increase to the postage line, 625.

Page: 6: Dept. 41503~Assessing Admin:
A discussion is held regarding the assessing contract. Mr. Bryer explains that there are ongoing needs of the assessor. The selectmen have signed a 3 year contract to do all of the pickups for the town, updates, assessments, etc. He adds that the town does not have an assessing position now. Mr. Bryer states that the contract begins yearly July 1.

Ms. McNally asks why there is training line, 820. Ms. Cady explains that this is for someone in the office for training for meetings with DRA for equalization purposes. Further discussion is held regarding the proper placement of this item. Ms. McNally suggests that this be placed under conferences. Mr. Bryer states that they will leave this as is for now and make a note for next year. 

Mr. McNally, noting the time, suggests that the town clerk/tax collector, fire department, and highway department meet with the committee on Wednesday, January 24.

Mr. Bryer motions to stay another 25 minutes, second by Ms. Bobowski. Motion passes unanimously.

Page: 6: Dept. 41505~Treasurer:
Mr. Bryer notes that the $7,307.76 includes a 3.3% COLA increase. Ms. McNally notes that there are spelling errors in this department.

Page: 6: Dept. 41509~Budget Admin.:
Mr. McNally explains that one member mentioned that there should be snacks offered for the committee. He states that in the past this was discussed and spending of the funds was frowned upon as it was not appropriate.

Ms. Smith notes that the postage line 625, shows an increase, which is recommended by the BOS. The department, through the chairman, chose to level fund the department at $1240.

Page: 7: Dept. 41531~Legal Operations Services:
Mr. Bryer states that this is an estimate for legal costs for the town. Ms. McNally refers to the note regarding the police department and if there is also money in their department for legal. Ms. Cady replies that the police commission and department both have funds allocated for legal. Mr. Bryer states that the police department’s legal line would be for personnel and counsel where the selectmen’s legal line would be used for litigations.

Page: 7: Dept. 41552~Personnel Administration:
Mr. Bryer states that the bottom line is $35,151. The majority is workers compensation and unemployment. This is down due to the wage study being in this line, which was $9,000. He further explains the volunteer appreciation line, 990, is for the holiday party for employees and volunteers. This increase is due to cost of the donation for the rental of the Shepherd Center.

Page: 7-8: Dept. 41911~Planning & Development:
Ms. Bobowski asks why the salary for the planner is reduced, 112. Mr. Bryer explains that the BOS added a step and cola increase for the position for budgetary purposes. He adds that it is the understanding of the BOS that the person was going to work 15-20 hours per week and they budgeted for 20 hours per week, added the step, and cola. Mr. Bryer stated that when the position was created last year, it was $35,000 for a full year. He adds that the department asked for $30,000. Ms. Bobowski states that the department was requesting $30,000. Mr. Bryer replies that is correct and adds that when the BOS applied the step raise and cola, it was clear that there was no need for that amount for the position. Mr. Bryer explains the hours and adds that the BOS also included some room for extra hours for additional projects.

Ms. McNally asks about line 690. She asks if there is enough money in the line to follow through with the notes. Ms. Smith replies that there is no need for a laptop. Ms. McNally requests that the notes be reviewed.

Ms. Smith refers to contracted planning services/line 330. She states that the planning board had requested $6,000 for this line. 

Page: 8: Dept. 41913~Zoning Board of Adjustment:
A discussion is held regarding the legal line, 320. Ms. Smith states that the department recommended $7000 and felt it was adequate as there are no pending litigations; the BOS figure is $10,000. Ms. Cady explains that the increase was due to a request from Jean Lane at a board of selectmen meeting. 

Mr. Bryer makes a motion, second by Ms. Bobowski to recess the meeting to Wednesday, January 24, 2007.

Respectfully submitted,

Lisa Fellows-Weaver,
Board Secretary