Budget Committee

Minutes

November 6, 2007

Official as of February 9, 2008

Chairman Daniel McNally calls the work session to order at 7:00 p.m.

PRESENT: Chairman Daniel McNally, Vice Chairman Robert Holden, Selectmen Representative Ken Curley, School Board Representative James Ryan, Water District Representative John Jacobsmeyer, Colleen Pingree, Ben Edwards, Lucy Edwards, and Board Administrator Linda Smith. Shelley Bobowski arrives at 7:12 p.m.

ABSENT: Nona Holmes, Herb Johnson, and Tammie Beaulieu, all excused absences. Douglas Briggs and Robert Bailey.

MINUTES:
1/6/07, 1/9/07, 1/13/07, 1/20/07, 1/22/07, 1/24/07, 1/27/07, 1/30/07, 2/3/07, 2/10/07. Mr. McNally states he has reviewed all of the minutes through 2/10 as motioned and he has no problems, as written.

May 15, 2007: These minutes are postponed.
 
School:
Mr. Ryan explains that the return to the town is $442,929. from a budget that was $9,928,938.57. He states there could have been better efforts made with regard to spending. Mr. Ryan notes that $235,000 was overspent throughout the budget, which means that there could have been a total return to the town of approximately $678,000.

Mr. Ryan explains that he has addressed the S.A.U. and the principal relative to the budget and spending. He states that many reasons were given regarding overspending on certain line items. He adds that he would like to see things run tighter than what they have been run. Mr. Ryan notes that there is a change with the business office as Bill Tappan has taken over the business management position. There has also been a change to the review of the school’s financial activities by the S.A.U. Mr. Ryan states the he and Mr. Tappan understand how a $10 million budget should be addressed.

2722-Special Education Transportation: Colleen Pingree refers to the special education transportation. Mr. Ryan explains that the line actually was underfunded as the figures were used from the previous year. He notes the bid process had not occurred. Mr. Ryan adds that there were new students that needed to be transported outside of the district. Mr. Jacobsmeyer notes that other spec. ed. Lines were over budgeted. Further discussion is held regarding special education services. Mr. Ryan states that approximately 22% of the students are identified as needing some type of spec. ed. services.

2510-Fiscal Services: Ms. Pingree asks what this section is for. Mr. Ryan replies this is for financial assistant wages and training, and implementation of the longevity stipend, per the school board. Mr. Ryan adds that he will further research this.

2630-Contracted Services-Rubbish Removal: Ms. Pingree asks what this section is for. Mr. Ryan replies this is from water damage due to spring flooding. He notes that there may be some reimbursement from FEMA. Mr. Jacobsmeyer asks about potential school claims to FEMA. He explains that the water district was included with the town’s requests.

School ~ 2007/2008 Budget:
Mr. Ryan explains that it appears that there will be a negative balance in the salary lines due to the fact that the lines are based on projections of changes in the status from steps and salary processes. Mr. Ryan explains that there are six major divisions in the salary process based on the degree and years of experience. He adds that once a goal is reached the salary changes.

5110-040/Spec. Ed. Paraprofessional Wages: Mr. Ryan explains that this is a new contract. Mr. Jacobsmeyer asks about tracking of the spec. ed. contingency fund. Mr. Tappan explains that this is part of the bottom line of the budget. He states that it is almost impossible to calculate. It is not determined by historical data. Mr. Tappan states that the concern would be if the budget was overspent. Ms. Pingree states that she feels that the Town of Northwood is a magnet for spec. ed.

Mr. Ryan explains that he and Mr. Tappan look at every line item and will be trying to attack a potential problem before it becomes a problem. Mr. Holden asks if the school’s return will be $200,000. Mr. Ryan replies that he is unable to say at this time as it is early in the budget. Mr. Tappan notes that there are many line items that have not been encumbered to date. Mr. Ryan states that there are still contractual processes to do. Mr. Ryan feels that at least one half will be encumbered.

Shelley Bobowski asks about the principal’s salary. She notes that last year the salary was $72,000 and $75,000 was spent. Mr. Ryan replies that he is unsure; however, states that the increase may be due to the hiring process. Mr. Ryan adds that the town is very fortunate as the principal and vice principal work very well together as a team.

5737-001/Computer Equipment: Ms. Bobowski states that the school computer equipment was in rough shape. She asks if there will be a yearly cost for this section. Mr. Ryan replies that there will be similar costs associated with the line next year. He adds that there is a new technology coordinator who is in the midst of putting together an updated list of needs. He adds that this may even be a two year process.

1200-5120/Gifted and Talented: Ms. Pingree states that there was $9500 budgeted and it appears that some programs have been chosen not to be done. She notes that under enrichment there is $4,000 that is the same situation. Mr. Ryan explains that the program presented last year was not acceptable. He states that he feels that these areas are a disappointment at this time and he expects they will change this year. He notes that there was a learning curve for the principal and vice. This year they will have more time to follow through with these programs. Mr. Ryan states that the school board will be working on a true gifted and talented program after the budget process is completed. Ms. Pingree asks what is not being spent in the enrichment program. Mr. Ryan replies that he will research this and get back to the board. Mr. Jacobsmeyer states that he would encourage the incentives to this program.

In closing, Mr. Ryan invites all members to join the budget process. Mr. Holden requests a schedule. Mr. Ryan states that the first meeting will be the first Monday in December and he will work to have all issues done prior to the first of the year.
 
Town:
Selectman Curley states that the problem areas of the town’s budget would be the road work due to the spring floods. He states that the town received $74,000 from FEMA. Further discussion is held regarding the highway maintenance budget, 43121. 

Mr. Jacobsmeyer asks about the beach erosion problem. Mr. Curley replies that the NHDES will not allow the town to fix Bennett Bridge Road until there is a guarantee that there will not be any further washouts. He states that the bridge and road must be redone and he is not sure if that will get done next year.

44411-Welfare: Mr. Curley refers to the welfare department and explains that there has been some abnormal activity.

41301-Selectmen: Mr. Holden asks about the training and travel lines, lines 820 and 830. Mr. Curley explains that these are for the selectmen’s institute and all three selectmen have attended this year. 

41309-Executive Office: Mr. Holden asks about the administrative assistant salary, line 111. Mr. Curley states that the position has not been filled. He explains that when the interim administrator position began, the staff within the town office covered and filled in for this position. He adds that the selectmen feel that the town has been maintaining without an executive secretary position. He states that the position may be filled when the town administrator position is filled.

Mr. Curley notes that the finance director was the interim town administrator and was given a bonus equivalent to the hourly rate of the town administrator position. Mr. Jacobsmeyer asks when the position will be permanently filled. Mr. Curley replies within the next 90 days. 

Mr. Jacobsmeyer asks if there are any outstanding legal judgments against the town. Mr. Curley replies no. He explains that recently there were some issues addressed relative to compensation time.

Ms. Bobowski asks for an explanation of what is included for contracted services. Mr. Curley replies that he will get a detail on this cost. Ms. Edwards states that she believes it includes the copier lease agreement.

41309-625/Executive Office Postage: Mr. Holden inquires to the amount over expended under postage. Ms. Smith explains that the amounts have not been distributed throughout the specific town departments. Mr. Holden asks if the board’s postage would be offset by fees collected. Ms. Smith explains that is correct and notes that the board actually collects more than what the mailings cost. Further discussion is held regarding town fees collected.

Mr. Holden requests a revenue report.

41402-Voter Registration: Mr. Holden asks about line 131 and why lines have been spent. Mr. Curley replies that this is for hours worked for elections. 

41503-Assessing Admin.: Mr. Holden asks what line 312-Appraisal Assessing, is for and why it is overspent. Mr. Curley replies that he will check into this and get back to the committee.

Mr. Jacobsmeyer asks when the town will assess property for market values. Mr. Curley replies that this is done every 5 years and the state has more control as to when revals are done.

41911-Planning Department: Ms. Bobowski asks what the GIS Cost Share, line 333 is for planning services. Mr. Curley explains that this line is for mapping packages on the town’s website. Further discussion is held regarding line 330, Contracted Services.   Ms. Smith explains that the planning board’s water resources subcommittee has applied for a matching funds grant. This will be used should the grant be received.

41941-General Government Buildings: Ms. Bobowski asks about line 330. She asks if the $15,000 is for repairs for the Narrows Community building. Mr. Curley states that he will check into this and get back to the board.

Mr. Jacobsmeyer states that the appropriated funds for elections will not be adequate if the primary is moved back to 2007. Mr. Curley notes that the town will be purchasing a few more voting booths for elections.

42211-Fire Department: Ms. Pingree asks about the wages part time, line 113. She states that it is an under spent line.

41941-General Government Buildings: Mr. Holden refers to line 343, cellular phone usage. Mr. Curley states that the line is overspent due to the spring floods.

43125-Snow and Ice Control: Mr. Holden asks if the selectmen have discussed what will happen if December is a bad weather month. Mr. Curley states that the board has discussed this and will need to wait and see how December goes.

Other
The budget committee requests a copy of the selectmen’s budget meeting schedule.

The 2008 Calendar is created as follows:
Saturday, January 5: Public Hearing for School Budget 9 AM. Work Session on School Budget to follow if time allows.
Monday, January 7: Work Session on School Budget 7 PM.
Wednesday, January 9: Work Session on School Budget 7 PM.
Saturday, January 12: Public Hearing on Town Budget, Water District Public Hearing 9 AM. Town and Water District Work Session to follow if time allows.
Monday, January 14: School/Town Work Session 7 PM.
Wednesday, January 16: Town/School Work Session 7PM
Wednesday, January 23: Town/School Work Session, snow date any session 7 PM.
Saturday, January 26: Public Hearing on Town Budget/School Budget/ Water District 9 AM. Work Session for all to follow.
Saturday, February 9: Public Hearing for Petition Articles, if needed, on Town, School or Water District Budget at 9 AM, Work Session for all to follow if time allows.

Colleen Pingree makes a motion, second by Lucy Edwards, to adjourn. Motion passes unanimously; 9/0.

Respectfully submitted,

Lisa Fellows-Weaver
Board Secretary