| Budget Committee Minutes 11/29/11 |
| Written by Lisa Fellows-Weaver | |
| Tuesday, 07 February 2012 | |
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Budget Committee Minutes November 29, 2011 Official as of January 12, 2012 Chairman Dan McNally calls the meeting to order at 7:01 p.m. PRESENT: Chairman Daniel McNally, Vice-Chairman Jim Vaillancourt, Selectmen Representative Robert Holden, School Board Representative Tim Jandebeur, Water District Representative John Jacobsmeyer, Mark Boucher, Betsy Colburn, Ginger Dole, Bonnie Sears, Kate McNally, Muriel Johnson, Herb Johnson, Board Administrator Linda Smith, and Board Secretary Lisa Fellows-Weaver. John Difeo arrives at 7:12 p.m. ABSENT: Excused Hal Kreider TOWN REPRESENTATIVES PRESENT: Minutes Letter of Resignation TOWN 2012 PROPOSED BUDGET: John Difeo arrives at 7:12 p.m. Mr. Holden states that there are many changes in this budget. He explains that retirement is reduced by $32,000; health care is reduced by $6,000; and step raises are included in the budget at approximately $26,000. He states that all of these items are included within budget. Mr. Holden continues and reviews a few keynote items within a few departments. Pages: 2: Dept. 41401~Restoration of Records Page: 3: Dept. 41403~Elections Pages: 9-12: Dept. 42112~Police Department Page: 12: Dept. 43122~Highway Cleaning and Maintenance Page: 13: Dept. 43125~Snow and Ice Control Page: 15: Dept. 44141~Animal Control (ACO) Page: 16: Dept. 44452~Welfare Vendors Payments Page: 18: Dept. 45501~Library A discussion is held regarding the process for this meeting and addressing public comments. Mr. McNally states that this is a budget committee work session and the public presentation will be done in January. Mr. Vaillancourt suggests that the committee address the police, fire, library, highway departments, and salaries tonight. Pages: 8-9: Dept. 42112~Police Department Chief Drolet is present along with the police commissioners. Mr. Vaillancourt asks to discuss the philosophy as to why the cruiser is now added into the budget. Mr. Holden explains that this topic was debated heavily at the selectmen level. He states that there was a tendency to present the cruiser as a warrant article; however, there was a recommendation from the police chief and commissioners to include the cruiser in the operating budget. Mr. Holden states that the selectmen wanted to be sensitive to the department’s requests and honor these requests. He states that the selectmen voted 3-0 to include the cruiser in the budget this year. Ms. Dole states that she feels that it is a good idea for the cruiser to be included in the operating budget. She states that a cruiser is a disposable item that is necessary. She states that the fleet needs to be kept on a steady keel. She prefers that a cruiser be in the operating budget rather than presented as a warrant article. Mr. Difeo asks if putting a cruiser in the budget will be become a yearly expenditure in the operating budget. Mr. Holden replies that the expectation is that the cruiser will be an item included in the operating budget yearly. He adds that he believes that at the end of the process this year, all parties will be watching the amount spent on repairs of cruisers and probably see that purchasing a cruiser on a yearly basis is better. Mr. Jandebeur states that he is a member of the Capital Improvements Program subcommittee (CIP) and they have discussed the purchasing of cruisers. He states that it is his understanding that the cruiser proposed this year is a larger vehicle and then for the next four years the purchases would continue to be cruisers, which is less money than this year’s proposal. He states that he is supportive of this plan. Chief Drolet states that the proposal is to replace one of the Ford Explorers. He explains that the Explorers are not as durable as they have a car frame and body. He states that they are really not built for what is needed by the department. He adds that the Explorers are not being made anymore. Chief Drolet explains that he is proposing to purchase an Expedition. He states that the Expedition is more expensive; however, it is larger and he had to include funding for changing some equipment. He adds that the more equipment that can be transferred the less that he will need to spend. He states that by not staying on schedule, the equipment also gets older. He notes that there are currently four cruisers that have over 100,000 miles. In addition, Chief Drolet explains that the current radios are not available anymore. He states that repairs can be made to the radios as long as parts are available. Ms. Dole asks if the costs of the cruisers will be based on bids. Chief Drolet explains that there is a state bid in NH and Massachusetts. He tends to receive a lower rate from MA, which included painting and lettering. Ms. Dole inquires of the cost of a cruiser will depend on the need at that time. Chief Drolet replies yes. He adds that there will also be a time when the Crown Victoria will not be available anymore. He adds that there will be a Ford Taurus, expected to come out late 2012. He adds that there is also a police Interceptor, which is an SUV, but this will not be available until late 2013/2014. In addition, he notes that there is also a Chevy Tahoe option; however, that is $4,000 more than the Ford Expedition. Chief Drolet provides the volume of calls for 2011. He states that year-to-date there has been 2157 calls for service. He notes that for 2010 there were 2449 calls for service. He states that he anticipates that this year will be around the same. He states that the calls for this year are an increase of 24% from 2009 and an increase of 52% from 2008. He states year-to-date there have been 288 arrests. In 2010 there were 257 arrests for the entire year, which is an increase of 12%. This is a 23% increase from 2009 and 34% from 2008. As far as motor vehicle accidents, year to date is 124. This is the same amount up to December 2, 2010. He states that he feels that the department will surpass last year’s number as December is one of the busiest months. Chief Drolet adds that year- to-date total for traffic stops is approximately 2600. Mr. Vaillancourt recalls discussions from last year regarding the elementary school requiring an officer’s attendance. Chief Drolet explains that there is an officer within the school. He adds that Sergeant Wells is at the school teaching the DARE program and he also handles any needs while he is there. Chief Drolet states that he intends to have a meeting with Superintendant Ludwell regarding adding a school resource officer (SRO) to the elementary school. Mr. Vaillancourt asks whose responsibility it would be to cover the costs of an SRO. Chief Drolet states that it is usually a 20/80 split with the school covering 80% and during the summer months there is a shift that they could cover for the town for the remaining 20%. Mr. Jandebeur notes that there is an increase proposed to the repairs line and he asks if the increase will be sufficient based on the mileage of the cruisers. Chief Drolet states that he feels when the budget passes with the new cruiser there will be enough in that line to cover repairs. He states that he is over at this time; however, the new purchase will allow him to rotate out the oldest cruiser. Chief Drolet provides information relative to the fleet of cruisers. He states that the 2010 cruiser has 47,000 miles on it; the 2008 Ford Explorer has 106,000; the 2007, which is the chief’s car has 54,000; the 2006 Ford Explorer has 123,000 miles; the 2005 has 144,000 miles; and the 2003 has 108,000 miles. Mr. Lemire states that the police cruisers are only depreciated now for three years. He adds that a cruiser has a $0 book value after three years. Mr. Lemire states that the auditors and DRA consider cruisers to be expendable assets, which is another reason why they are recommended to be included in budget. Mr. Vaillancourt asks how many employees are within the police department. Chief Drolet replies that there are 12 people in the department. Mr. Vaillancourt asks about the $3,000 increase proposed for office equipment, line 690. Chief Drolet explains that the department is proposing to purchase a GPS system for tracking the cruisers. He adds that the total is approximately $6,700 and he is requesting to increase the line by $3,000. Mr. Vaillancourt expresses concern regarding parts for the radios being available. Chief Drolet states that there are grants that he will be exploring and adds that as long as parts are available, the radios will continue to be repaired. Page: 8: Dept. 42111~Police Commission Page: 15: Dept. 44141~Animal Control Ms. Dole notes that there is an increase in the salary and asks if there is an anticipation of an increase in hours. Mr. Holden states that this increase is a recommendation of the police commission. Ms. Dole asks when the animal control officer position was filled. Chief Drolet replies that the position was filled late September. He adds that this year will be a base line regarding hours. He states that the hours have been averaging 20-25 hours per week since employed. Ms. McNally asks about the SPCA animal control, line 390, which was $1 and now proposed at $300, and line 680, ACO Holding. Chief Drolet explains that the SPCA charges the town when an animal is delivered to be adopted. He states that 98% of the time the owners do claim their dog. He states that the department does hold animals as well as the local veterinarian will. He states that these services need to be paid for and come from line 390 and 680. Mr. Vaillancourt asks if there is any revenue if animals are contained at the police department. Chief Drolet states that there are fines assessed, which the town clerk handles. Ms. Pease, Town Clerk/Tax Collector, states that the total dog fines for the year thus far are $1,922. She states that last year at this time the total was $1,700. Mr. Vaillancourt asks if it is fair to say that the fines cover the costs of boarding an animal. Chief Drolet replies yes between the fines and the costs to register dogs. Page: 9-10: Dept. 42211~Fire Department Chief George Ashford is present. Ms. McNally refers to line 191, and asks if the stipends were paid. Ms. Garrett states that the stipends were paid out this week. She states that the balance in line 191 is $14.40. The year-to-date expended total is $25,985.60 A discussion is held regarding staff. Chief Ashford states that there are 4 full-time benefit positions in the department. Ms. Garrett notes that there are different cost basis for police and fire staff. She states that the life insurance is $6 per month, per person. Mr. Vaillancourt asks if there are any fire hydrants that are currently out of service. Chief Ashford replies no, not at this time. Mr. Vaillancourt asks about line 331. Chief Ashford explains that this line is the Capital Area Fire Dispatch Association. He explains that the numbers are reported from the county and cost is based on the population of the town. He states that these numbers are the actual numbers for fiscal year through June. Mr. Vaillancourt asks about the vehicle maintenance, line 660. Chief Ashford states that this line was over-expended last year and again this year. He explains that currently the department maintains 7 vehicles. He states that he feels they are being replaced effectively and the rotation cycle is fine. He states that the line was level-funded last year. He states that this line would cover tires and other supplies and these have increased. A discussion is held regarding maintaining the department’s equipment. Chief Ashford states that the equipment is equal to or better than the surrounding towns. He explains the vehicle replacement program with the ambulance funds, which keeps the vehicles up to date and upgraded. He adds that the hand tools are up-to-date. He believes that the staff does a great job and it is good management throughout the department. He states that the department understands the times and they have what they need. Mr. Difeo asks if there are any items outstanding in the repairs line. Chief Ashford states that he looks at the budget as a whole and fixes things as necessary. He adds that they save where they can. In addition, he adds that he will not be scarce on staff training or safety equipment. He states that he moves figures around the entire budget in order to get through the year. A discussion is held regarding conflict of interest and voting. Page: 11-12: Dept. 43111~Highway Administration Road Agent Jim Wilson is present regarding the highway department. Ms. McNally refers to line 630, maintenance, and asks if the amount will be sufficient. Mr. Holden replies that the selectmen and department agree with the proposed figure. Ms. Dole asks what is covered within line 630/maintenance and repairs, and line 661, equipment maintenance. Mr. Wilson explains that line 661 combines the chainsaws, lawnmowers, etc. It does not cover the trucks or the backhoe. Mr. Jandebeur notes that $1,473 has been spent and the request is for $500. Mr. Wilson states that there were some different repairs required when the new truck was purchased. He tries to utilize both of these lines. Page: 12: Dept. 43121~Paving & Reconstruction Mr. Vaillancourt asks about the paving and roads plan for 2012. Mr. Wilson explains that the plan is to complete Mountain Road. He states that he is not able to obtain a firm price on hot top at this time. He plans to begin work on Jenness Pond Road, and then Ridge Road; however, it depends on the cost of hot top. He states that there are many roads that need paving. Mr. Dill states that the creation of a 5 year highway plan was voted in at last year’s town meeting and the highway advisory committee should be completing the plan at the November meeting and will have a firm plan for the next 5 years. He states that when the plan is completed there will be a firm plan for the roads. He adds that the committee is utilizing town and highway committee members. He states that the plan will be available for deliberative session in February. Page: 13: Dept. 43111~Highway Administration Mr. Vaillancourt asks about the increase of $10,000 proposed in line 390, contracted services. Mr. Holden states that the increase is for crack sealing next year, which is a new process. He states that this should help to maintain the life of roads.
Page: 13: Dept. 43163~Street Lighting Page: 13-14: Dept. 43211~Sanitation Administration Mr. Vaillancourt states that there is a return with the recyclables as shown in the revenue report. He states that the department is not budgeting near that level. Mr. Lemire explains that there was a vendor change in August. He states that the town is now tracking the recyclables and he is working with NRRA regarding scrap metal. He states that the town has received four checks totaling $1,000 for the scrap metal. He adds that that without having any history the revenues should not be increased. He adds that DRA suggested being conservative with the estimates. Ms. Dole states that there are fluctuations on the costs and what needs to be paid. She states it is difficult to forecast what the trend will be. She states that it is better to be conservative and be surprised with the revenues in the end. Discussion ensues regarding revenues and tracking. Mr. Boucher asks about the equipment maintenance line 430. Mr. Lemire explains that there was a container that needed to be welded and painted this year. Mr. Holden adds that this was a one-time expense. Mr. Difeo asks about extermination, line 490. Mr. Holden explains that extermination is for insects and rodents. He adds that wildlife is addressed by the animal control officer. Ms. McNally asks about salaries, in general. She asks how raises were recommended for 2012 and if raises are to be given to all employees. Mr. Lemire states that the only raises approved by the selectmen this year are the step increases to the eligible employees. He states that employees that are at the top of their steps will not be receiving a raise in 2012. He adds that there is no COLA proposed. Ms. McNally states that she is aware that some employees are at the top of their steps and we have passed some of these people in the budget discussions already; this should have been addressed earlier. She states that she is concerned with the fact that people have been here for many years and do a great job for the town and we say thanks to these people by giving them nothing. She suggests giving these people something for their service. She states that the town is remiss not to look at these staff members that are at the top of the steps and will end up losing money. She would prefer that the selectmen offer a suggestion for these staff members or she will make a motion to amend the budget of the sections with these employees that are at the top of their steps. Mr. Holden states that there is a wage study that is in place and he feels that it is important to follow the scale to have structure. He states that the selectmen struggle with this issue and this year the board agreed to give step increases to the employees that have a step available. He states that new steps should be created to give raises. Ms. McNally states that she does not see that this is creating an additional step and suggests a longevity raise or some acknowledgement to the staff that has been here above the top step. She states that this is only fair and sends a message that the town appreciates their services. Ms. Dole states that with the status of the economy, she respectfully disagrees. She states that not giving raises is not an indication that the town does not value the employees’ service. She explains that the wage study states that there is an appropriate wage for all positions and asks at what point we say that this is the top of the grade for the positions. Mr. Jandebeur expresses his dissatisfaction with the town’s current wage plan structure. He states that an employee that does not receive a raise, still has a job, insurance, etc. and this shows appreciation. He states that he does not agree with paying a person to stay here. He states that the town needs to pay what people are worth and he supports the decision of the selectmen. Additional discussion ensues. Ms. McNally states that the employees should receive something so they are not losing money. She explains that with the situation of the economy, people are losing money as the cost of living increases and no raise is given. Ms. Dole states that the staff is in the same situation as many people in town. VOTE: YES: JV, MB, BC, GD, TJ, BS, BH, JD, JJ, MJ, HJ, DM. NO: KM. Motion prevails; 12/1. Page: 14: Dept. 43243~Solid Waste Mr. Vaillancourt asks about line 391, landfill costs, and the status of the agreement with the Lamprey. Mr. Holden states that staff will check into this item. Mr. Vaillancourt adds that he has heard that the recycling building will be re-opened. Mr. Holden sates that the goal would be to re-open the building; however, there are no plans to do so in 2012. Chairman McNally calls for a recess at 8:35 p.m. Session begins at 8:45 p.m. Page: 22-24: Dept. 45501~Library Librarian Donna Bunker is present along with the library trustees Norma Heroux, Ann Kelly. Mr. Holden refers to line 210, health and dental, and explains that $12,496 needs to be removed from this line, for a new line total of $29,129. He states that the trustees decided to hire two part-time employees to fill the vacant full-time position; therefore, there will be no family plan insurance required to be budgeted for this line. He thanks the library for their wisdom with this matter. Mr. Vaillancourt requests usage figures for the library. Ms. Bunker provides handouts regarding usage of circulation for 2008-2010, computer usage for 2008-2010, and the number of patrons for 2009-2011. She states that in 2011 there are 1517 active cards that have been issued. She explains that there has been an increase with circulation and in 2010 25,565 items were circulated. As far as computer usage, the use has increased as a result of the economy and more people come in to use the computers now. Mr. Vaillancourt states that the notes indicate that there was a reduction in the computer purchase line 690. Ms. Bunker states that they are now purchasing computers from Staples and Best Buy rather than using the town’s computer service provider. Mr. McNally states that typically the town rounds off the figures. Mr. Holden amends the motion, second by Mr. Johnson, to recommend $192,759 for the library. Page: 4: Dept. 41504~Tax Collector/Town Clerk: Town Clerk/Tax Collector Judy Pease and Deputy Sharon Olsen are present. Mr. Vaillancourt asks if retirement is included in this department. Ms. Garrett replies this department does not have retirement. Mr. Vaillancourt asks about the overage noted in the printing line 550, and the line is being proposed to be reduced for 2012. Ms. Pease explains that last year there were certified mailers purchased for various types of invoices and it was unanticipated. She states that the mailers were an added expense as well as a purchase of envelopes that will last for 2 years rather than just one year. She states that she will not need to purchase these items in 2012. Mr. Vaillancourt states that the vehicle registrations have increase 4.5% through October 2011 from October 2010. He states that the amount of vehicles sold in America has increased 10%. A 1% change in vehicle purchases will change the town’s revenue by 0.4%. He asks why the revenue budget is proposed to be dropping for vehicle registration. Ms. Pease provides a print out of registrations, which shows $547,933 through November 2010 and today the total is $548,721. Revenue discussions ensue. Ms. Pease notes that the registrations are generally older vehicles or lesser valued vehicles than what occurred in the past. Page: 3: Dept. 41403~Elections Mr. Vaillancourt states that he has reviewed back 10 years and is unclear as to the reasons for the overall increases. Ms. Pease replies that there are additional costs for SB2. She explains that the ballot is larger and costs more for programming and ballot charges; more people are required to work the polls; the requirements have also increased over the past 10 years. Mr. Vaillancourt states that the printing is $5,000 more, line 550. Additional discussion ensues. Ms. Pease states that this is not just for printing. Mr. Holden states that this is an estimate of the costs provided by the department head and it can be adjusted accordingly next year. Ms. Pease states that the town is charged for the ballots, at a per contest or per number of people on the ballot rate; a set up fee; separate ballots, etc. She states that there are more elections this year and there are SB 2 charges. Pages: 2: Dept. 41401~Restoration of Records Mr. Vaillancourt asks if there is a plan for this project. Mr. Holden explains that there is a plan to restore the records. Ms. Pease adds that she received a $10,000 grant from vital records in which some of the town’s vital records have been bound. She adds that these records are town records, minutes from town meetings, as well as vital records that still need to be addressed. She states that they have tried to set a schedule to get on track and this has not been done; she hopes to be back on track this coming year. She adds that one volume is a cost of $4,000. Ms. Pease states that the town reports are also bound. She states that these are all paper documents that must be kept from 1930 to date. She adds that there is also a disc of each bound copy. She states that the library, town hall, and the Bureau of Vital Records all receive copies. Page: 3: Dept. 41402~Voter Registration VOTE: YES: MB, BC, GD, TJ, BS, KM, BH, JD, JJ, MJ, HJ, DM. NO: JV. Motion prevails; 12/1. Page: 11: Dept. 42401~Building/Code Enforcement Building Inspector/Code Enforcement Officer Dave Hickey is present. Ms. McNally asks why the salaries are reduced. Mr. Holden explains that the selectmen felt that the department was over budgeted and hours were reduced. Ms. McNally states that the narrative states that the department is expecting an increase in building permits over last year. Mr. Holden states that the permits will increase; however, not in a significant manner to warrant additional funding. He states that there were discussions with the building inspector who agreed with the changes. Ms. Sears asks how many inspectors there are for the town. Mr. Hickey replies, Mr. Jandebeur notes that the department spent less than what was budgeted. Mr. Vaillancourt asks about the increase in line 635, fuel. Mr. Hickey explains that the increase represents two vehicles that the town has, which is utilized by multiple departments. He states that the town encourages departments to use the town’s vehicles. He states that as the usage increases, the cost of the need for fuel and the overall cost of fuel decreases. He adds that this is best estimate as to the cost for next year. Page: 14-15: Dept. 44111~Health Department Building Inspector/Code Enforcement Officer Dave Hickey is present. Mr. Boucher notes that the salary is increasing. Mr. Hickey explains that the salary is increasing to cover additional costs due to the state down shifting duties to the town. He states that the town must now do the water tests at the town beaches and the department has started supplementing the testing. He states that he is expecting the same or less state participation for testing. He adds that the town needs to ensure the water quality for the residents; it is important for the beach to be safe for swimmers. The overall increase is a total of $300. A discussion is held regarding the cell phone usage for the health department. Mr. Hickey states that the cell phone is level-funded. Mr. Vaillancourt asks if there is any investigating being done regarding the cause of E-coli in the town’s lakes. Mr. Hickey replies yes and explains that they have been trying to pinpoint the cause of the E-coli but have not been successful. He states that additional testing has been done in some of the tributaries that feed into the lake and have looked into various septic systems that are close to the lake. Additional discussion is held. Mr. Bailey notes that this is a state body of water. Mr. Vaillancourt asks if there is enough money budgeted in this line to test if required. Mr. Holden states that the department has only used 60% of the labor for testing, so between the labor and the actual costs of the tests, there is enough funding for 2012. Ms. Dole states that these lakes are also located in other towns, which may have properties and tributaries that affect the town’s bodies of water. Page: 11: Dept. 42901~Emergency Management Page: 16-17: Dept. 45201~Parks and Recreation Kathy Boudreau is present along with members of the recreation commission. Mr. Vaillancourt asks how much revenue has been collected so far this year from recreation. Ms. Boudreau provides a breakdown of all programs that generate revenue as well as all of the expenditures from the revolving fund. Mr. Vaillancourt states that from January 1 through November 29, 2001 the total revenue from parks and rec is $15,269 and expenses total $4,803. He states that there was a total profit $10,500. He asks why the profit cannot be applied to the upcoming funds for next year. Ms. Garrett explains that all funds in an escrow account are under the jurisdiction of the treasurer. She states that the operating budget is under the jurisdiction of the selectmen. She states escrow accounts and revolving funds are created by warrant articles and have specific wording relative to the purpose of the expenditures. Discussion ensues as to revolving funds. Ms. Garrett explains that a department head can expend directly out of a revolving fund for an invoice. She states that funds cannot be co-mingled from the budget and revolving funds. Selectman Bryer stated that when the revolving fund was created for recreation it was set up so that all revenue from the department went into the revolving fund. He explains that some programs are charged fees and they generate revenue and other programs offered have no fees for participation. He states that any funds in the revolving fund are available to pay for rec activities. He states that salaries are absorbed through the operating budget, which is from taxation. Ms. Dole asks about the beach coordinator position salary line 120. Mr. Lemire states that the beach coordinator was on an extended leave and the rec director covered, as needed. He states that he is confident that all positions will be filled next year. Ms. McNally asks if there are any plans to make the non-revenue generating programs generate revenue. Mr. Lemire replies not at this time. VOTE: YES: MB, BC, GD, TJ, BS, BH, JD, JJ, MJ, HJ, DM. NO: JV, KM. Motion prevails; 11/2. Page: 16: Dept. 44411~Welfare Administration Page: 16: Dept. 44451~Medical Payments-Welfare Page: 16: Dept. 44452~Welfare Vendor Payments
Mr. Vaillancourt makes a motion, second by Mr. Johnson, to recess until Thursday, December 1, 2011 at 7:00 p.m. Motion passes unanimously; 13/0, 10:00 p.m. Respectfully submitted, |