Budget Committee

Minutes

April 2, 2008

Official as of August 6, 2008

Chairman Daniel McNally calls the public hearing to order at 9:06 a.m.

PRESENT: Chairman Daniel McNally, Vice-Chairman Robert Holden, Selectmen Representative Ken Curley, School Board Representative Colleen Pingree, Babette Morrill, Nona Holmes, Kate McNally, Lucy Edwards, Kevin Ash, Herb Johnson, and Board Administrator Linda Smith.

ABSENT: Ken Rick, Ken Witham, and Board Secretary Lisa Fellows-Weaver, excused. Water District Representative John Jacobsmeyer, Shelley Bobowski, and Bob Bailey.

Election of Officers:
Chairman:
Mr. Holden nominates Dan McNally as the 08-09 chairman. Seconded by Mr. Johnson. 

Vice-Chairman:
Mr. Johnson nominates Bob Holden for vice chair. Second by Mr. Curley.
With no other nominations, Mr. Curley motions for Dan McNally as chair, seconded by Mr. Johnson. Mr. Johnson makes a motion, second by Ms. Holmes, for Bob Holden as vice chair, and that the nominations be accepted by affirmation.

Town:
Selectman Curley states that new reports are available tonight noting the entire first quarter. Mr. Curley states that the departments are fairly normal for this time of year. He highlights departments and discussions are held as follows:

41303-Moderataor: Mr. Curley states that this department is at 24% and is due to the number of elections this year and the adjustments in salaries.

41402-Voter Registration: Mr. Curley states that there were salary changes in this department. 

43111-Highway Administration: Mr. Curley explains the major problems with the highway department. He states that there have been some plow repairs and mechanical failures with some trucks, which is reflected in this department. 

43121-Snow and Ice Control: Mr. Curley states that this department is encumbered for contracted services. He notes that prior to town meeting, the selectmen were in agreement to increase this department; however, due to discussions held at town meeting, this did not occur. He states that the BOS will keep reviewing this department.

43211-Solid Waste: Mr. Curley states that the percentage remaining in this department is due to encumbered funds.

44452-Welfare Vendor Payments: Mr. Curley states that the selectmen did increase the department for this year and will keep an eye on the department, due to economic times.

Mr. Curley states that he feels that all other departments are where they should be for expenditures for the first quarter.  

41552/232-Personnel Administration/Maintenance: Ms. McNally asks what this line is for. Mr. Curley states that he is not sure and will check into this.

Ms. Holmes asks what impact the cost of diesel fuel has had on the town. Mr. Curley replies that each department has their own fuel lines. He explains that the most impacts are to the police and highway departments. He adds that the selectmen did increase fuel lines. 

Mr. Holden asks about fuel lines; 43111/635-Highway. Mr. Curley states that funds have been encumbered and there is only about 10% left. Further discussion is held regarding the fact this line is also accessed in the summer months for road calls and repairs. Mr. Curley states that the toughest times for these lines are the winter months.

Ms. McNally reviews various departments and states that some lines are encumbered with the amount remaining being very small. Mr. Curley states that the monies have been encumbered based on blanket purchase orders to ensure that the money has  been reserved specifically for the purpose budgeted.

Ms. McNally requests that line 45899-883 be identified specifically as a donation to the historical society. Mr. Holden asks if changing the title is appropriate. Mr. Curley replies, pending the system, the title can be as specific as we want. Further discussion is held regarding the changes that occurred a few years back to the title of the department. Ms. Smith notes that some lines do change and the titles would change at the time of creating a new budget. Summary account numbers are the critical numbers due to the MS-7.

School:
Colleen Pingree explains that the provided reports are not quarterly reports as it takes a few weeks for the SAU to prepare. The reports, per policy, are then brought to the school board for review. She states that the provided reports are the most recent reports that the school board has reviewed.

Ms. Pingree asks if the committee wants the most recent reports or quarterly reports. Mr. McNally replies the most current financial statement would be acceptable noting what is going on. In addition, she states that communication is getting lost and requests a mailed agenda be sent to the SAU of meeting schedules. Ms. Pingree states that the SAU Business Administrator had no idea that there was a budget meeting scheduled. Mr. McNally replies that the school board member that attended the last meeting should have informed the board accordingly. In addition, he explains that the materials need to be provided with at least a weeks lead time; getting materials ahead of time is more efficient especially during January meetings. Ms. Pingree states that she will make sure that this process is followed.

Salaries/Wages: Ms. Pingree states that the most obvious overages are with the teacher’s salaries and aide wages. She explains that employees have left and there are new hires and the original budgeted figures were not sufficient to cover the requirements of the new salaries. All related lines to wages such as retirement, insurance, etc. are also noted as overages.

Tuition/Other Schools is explained. Ms. Pingree notes that one student is going to Dover High School which was unanticipated when the budget was prepared. Ms. McNally asks if the board knew that a student was planning to attend another school and knowing that if the school board would still budget for the full amount or remove one. Ms. Pingree replies that there is a cushion of six students. She explains that children are allowed to elect to go out of the district for alternative schooling. The tuition amount of CBNA is paid, with no transportation. Ms. McNally notes that students may choose an alternative due to interests that CBNA could not accommodate.

IEP: Ms. Pingree states that an additional IEP aide has been required, which was not budgeted for.

Special Education/Other Public Schools: Ms. Pingree explains that there has been some spec. ed. requirements for students needing other schools.

Guidance Salaries: Ms. McNally asks if there has been a change in personnel. Ms. Pingree replies that the changes will be shown in the next report. The school board originally budgeted for two counselors and currently there is only one. Because of this shortage, there will be a surplus.

Non-Certified Retirement: Ms. Pingree states that the increase is due to the fact that there was an employee that was classified incorrectly.

Office of the Principal:-Secretarial Wages: Ms. Pingree explains that there was a step and track that were not correctly budgeted.

Finance Administrator: Ms. Pingree explains that the issue for the overages is due to the person working overtime. Mr. Holden asks if the overtime has been stopped. Ms. Pingree replies no and adds that the position is paid on an hourly basis and the issue is an agenda item to be addressed at the next school board meeting.

Facilities Director Salary-Longevity: Ms. Pingree explains that the longevity pay was not budgeted for.

Heating Repairs Maintenance: Ms. Pingree states that there were some repairs needed to the furnace. She explains that the state has also recently reviewed the oil tanks, and determined that there are deficient. Therefore, new alarms are needed on the underground oil tanks. There is $9,000 budgeted and that amount should cover the cost.

Rubbish Removal: Ms. Pingree explains that these lines should even out by the end of the year via credits.

Grounds Maintenance: Ms. Pingree states that the tractor needed repair due to water damage.

Special Ed. Transportation: Ms. Pingree states that according to mandates, the district must reimburse parents for transporting their special ed children; therefore this line reflects the reimbursements which had not been budgeted for.

The bottom line is $18,000 + at this time.

Ms. Pingree explains that the school board is in the process of cutting the budget. She states that this process has been a lot of work. They have created a working list of items noting what they plan to cut. This list will be voted on. 

Minutes:
February 9, 2008: Ms. Edwards makes a motion to approve the minutes of 2/9/08 as amended as follows:
Page 4: Change she to Ms. O’Neil

Other:
Mr. Holden states that he was on the committee a few years back and explains that he recalls that there were several public hearings held. The committee would then review and discuss as a committee, and then hold another public hearing. He states that after the second public hearing this year there was no real discussion held or votes. He feels that the committee did not allow the public the opportunity to have their voice heard. Mr. McNally explains that years back the committee would reaffirm the votes that were taken after the second public hearing was closed. He adds that nothing really changed due to the fact that there was not anything to discuss. At that point, from the work session if no one motioned to revisit a section then the process was done. Mr. Holden states that the committee should have gone back and reviewed the lines that the public had expressed concern with. Mr. Curley notes that the committee did review the Lucas Pond issue. Mr. Holden feels that it is important to discuss the public’s comments. Ms. Pingree adds that she feels that the public needs to feel that they have been heard.

Further discussion ensues regarding the comments from the public relative to the employment issues with the building department. Ms. McNally states that she has seen the committee readdress items as a result from public hearings.
Mr. Holden states that the committee needs to inform the public. A lengthy discussion is held regarding how to inform the public; cable channel, articles to the SUN and Forum, website, public notices. Ms. Edwards states that she will draft something around November for the newspapers and have the chair review. Ms. McNally states that many town’s people do not understand the process of the town and what goes on at town meetings. Mr. Curley likes the fact that there was such a lengthy discussion at town meeting as he felt it informed the town’s people in attendance.

Ms. Smith states that she was on the budget committee for two terms. She once received a phone call prior to the budget process beginning. The person expressed comments, concerns, and noted that the budget committee members are elected and are a representative to the public. The general public is not typically well versed in the budget process and the information may be too much for them to come in, sift through, and process. Ms. Pingree adds that the committee members should then be taking a more active role. Mr. Johnson states that he attended town meeting and feels that some people are very irresponsible at the meeting to just pick numbers and not justify the time spent on the budget process. Ms. McNally feels that people need to be informed in order to make a reasonable decision and not feel overwhelmed. Further discussion ensues.  

Next meetings are scheduled for August 6 and October 1, 2008. 2009 calendar to be provided at the October meeting.

Herb Johnson makes a motion, second by Colleen Pingree, to adjourn at 8:17 p.m. Motion passes unanimously; 10/0.

Respectfully submitted,

Lisa Fellows-Weaver
Board Secretary