| Board of Selectmen Minutes 10/18/11 |
| Written by Diane Young | |
| Wednesday, 29 February 2012 | |
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Board of Selectmen Minutes October 18, 2011 Official as of November 8, 2011 Chairman Robert Holden called the meeting to order at 6:00 p.m. Roll Call Absent Mr. Hickey led the Pledge of Allegiance. Appointments Selectman Holden stated that the 2011 adopted budget was $675 and the proposed 2012 request is $475, a decrease of $200. Ms. Smith explained that the committee reduced the budget where there has been a history of expenditures not close to the appropriated amounts. **Motion** Selectman Holden made a motion to accept $475 for 41509-Budget Administration. Selectman Bryer seconded the motion. Motion passed; 1/0/1. Selectman Holden abstained. 41911 – Planning & Development **Motion** Selectman Holden made a motion to accept $34,824 for 41911-Planning and Development. Selectman Bryer seconded the motion. Selectman Bryer asked what percentage of the budget is remaining. Ms. Smith stated that there is 18.6 % remaining as of October 7, 2010. Selectman Holden stated that there should be around 24% left and Ms. Smith stated that the budget is very close. She explained that the planner’s salary line is right on track. A discussion was held regarding dues for Strafford Regional Planning Commission. Ms. Smith stated that there has not been any discussion regarding planning services. She added that the planner has had a number of occasions where she has met with people from SRPC; there is certainly an effort to utilize SRPC, whenever possible. Motion passed; 1/0/1. Selectman Holden abstained. 41913 – Zoning Board of Adjustment **Motion** Selectman Holden made a motion to accept $2,600 as the budget for 41913-Zoning Board of Adjustment. Selectman Bryer seconded the motion. Motion passed; 1/0/1. Selectman Holden abstained. 46111 – Conservation Selectman Holden stated that the 2011 adopted budget was $1,754 and the 2012 request is $1,679. **Motion** Selectman Holden made a motion to accept $1,679 as the budget for 46111-Conservaiton. Selectman Bryer seconded the motion. Ms. Smith stated that the training and conference line is down; however, there may be some activity within this line due to the NH Annual Conservation Commission conference scheduled for November. She added that there may also be an invoice forthcoming for the Special Day line, 622. Motion passed; 1/0/1. Selectman Holden abstained.
Selectman Holden stated that the 2011 adopted budget was $59,046 and the 2012 request is $59,696, an increase of $650. **Motion** Selectman Bryer made a motion to accept $59,696 as the budget for the Building and Code Enforcement department. Selectman Holden seconded the motion. Selectman Bryer asked if there was any information provided regarding building permits issued this year. Mr. Hickey replied that the total building permits are less this year. He explained that permits for new homes have increased over the past few years; however, additions are considerably less. He stated that everything else has remained about the same. Selectman Bryer requested that statistics relative to building permits as it feels it would be helpful with discussions for this department. A discussion was held regarding hours necessary for this department. Selectman Bryer asked if it is necessary to have the amount requested in the salary line for 2012. Mr. Hickey replied that all of the salary lines have been level funded but thought of adjusting the salary line. Ms. Garrett stated that she instructed to level funded lines relative to wages, benefits, and taxes. She stated that typically, the selectmen are the ones that adjust wages. Mr. Hickey also stated that the fuel and vehicle maintenance lines have increased. He stated that the building department continues to budget fuel for the town’s vehicles as well as all of the maintenance. He stated that the numbers were based on actual figures and what he is estimating from now through the end of the year. Mr. Lemire stated that all departments utilize the town’s vehicles and all expenses are within the building department’s budget. Ms. Garrett noted that the health department does have a line in their budget for fuel. She noted the recreation department also uses the town vehicles. Selectman Bryer suggested that if all departments share the vehicles, perhaps the funding should be included within the executive office department. Mr. Lemire stated that the way it is now has been working and there have not been any problems with tracking the usage. Mr. Hickey stated that he is trying to have all of his staff utilize the town’s vehicles as much as possible. He noted that the 2004 truck has low mileage; however, is showing some signs of rust. Selectman Bryer suggested tabling voting on this department until he is able to review statistics from the past three years. Selectman Holden requested information regarding the vehicle maintenance and asked if it is necessary for the additional $1,000 request in the line. Mr. Lemire stated that the majority of the maintenance line funding has been used for the car, not the truck. Mr. Hickey stated that the truck has only needed regular preventative maintenance, oil changes, etc. This department was tabled to a future meeting. 44111 – Health Department Selectman Holden stated that the 2011 adopted budget was $14,959 and the 2012 request is $14,950, a decrease of $9. **Motion** Selectman Holden made a motion to accept $14,950 as the recommended amount for the Health department’s 2012 budget. Selectman Bryer seconded the motion. Mr. Hickey stated that he is requesting an increase of $750 to the health officer’s salary line. He explained that the state is no longer conducting water tests on a regular basis at the town’s beaches. Mr. Hickey recommended that the water tests be performed on a regular basis of one test every 10 days to 2 weeks during July and August. He explained that the salary will cover getting the samples and then the delivery to Concord, and any follow up necessary. As far as the tests itself, there are no fees. Ms. Garrett stated that the tests are $40 per test, and are included in line 391. Selectman Holden stated that he is concerned because there are actual amounts that are unknown at this time such as health care, steps, COLA. He stated that it is difficult for him to address these items until there is a bottom line. Selectman Bryer asked if there is a requirement that the water must be tested. Mr. Hickey replied that he does not believe so. Mr. Lemire asked if the current salary may still be able to absorb the time necessary to include the water tests as there has only been $6,250 expended. Ms. Garrett added that a salary increase is typically done by an hourly rate, not a flat figure. She stated that the taxes have not been included in the $750 increase. Selectman Bryer stated that the prudent thing is to cover the tests and all necessary salary figures should be included in the department’s budget. Mr. Lemire stated that the 2011 actual figure is $6,250.42 through today. Selectman Holden stated that there appears that there will be $2,500 left in the department if spending continues in the same manner for the next few weeks and five more payrolls. Mr. Lemire stated that he plans to track statistics for the health department similar to the building department. He stated that he will work with Mr. Hickey to provide some base line information for the next meeting. Ms. Garrett added that the wage line for 2011 was based on estimated annual hours worked from the previous year. She stated that this year the same number shows up again based on the fact that all salary lines were level funded. This department was tabled to a future meeting. 41940 – Community Hall Selectman Holden stated that the 2011 adopted budget was $7,114 and the 2012 request is $6,914, a decrease of $200. **Motion** Selectman Holden made a motion to accept $6,914 as the recommended amount for the Community Hall 2012 budget. Selectman Bryer seconded the motion. Mr. Bailey reminded the board that the town is not allowed to keep emergency funds in the budget. He stated that the two maintenance funds for the community hall and the town hall are the only funds available for emergency situations. He mentioned the boiler problems and noted that he believes that the maintenance line is over expended. He stated that the boiler is ten years old and was repaired twice last year and already once this fall. He stated that every year the maintenance line is reduced for the two buildings. Selectman Holden asked if it would be better to upgrade the boiler to a more efficient one. Discussion ensued and Mr. Bailey feels that repairs to the town hall boiler will be a continuous issue. Motion passed; 1/0/1. Selectman Holden abstained. 41941 – Town Parade Buildings Selectman Holden stated that the 2011 adopted budget was $66,256 and the 2012 request is $69,756, an increase of $3,500. He noted that the increase is primarily from the contracted services line. **Motion** Selectman Holden made a motion to accept $69,756 for Town Parade Buildings 2012 budget. Selectman Bryer seconded the motion. Ms. Garrett stated that $10,900 is for janitorial services for the town hall. She will check into the other items for specific amounts. Selectman Bryer asked about the grounds care. Mr. Lemire stated that he would like to speak to the road agent regarding having grounds care back in house, have control and better results. He noted that there would need to be some additional equipment purchased. Selectman Holden asked why nothing has been expended and Mr. Lemire stated that the contractor has not submitted any invoices to the town since May. Mr. Lemire stated that he has tried to reach the contractor. Ms. Garrett explained that a purchase order can be held 90 days after the close of the fiscal year; after that if an invoice were received, the funds would come out of the current budget. This department was tabled to a future meeting. 41974 – Facility/Highway Committee 43111 – Highway Administration Selectman Holden stated that the 2011 adopted budget was $180,218 and the 2012 request is $182,528.21, an increase of $2,310.21. **Motion** Selectman Holden made a motion to approve $182,528.21 department 43111–Highway Administration 2012 budget. Selectman Bryer seconded the motion. Selectman Bryer noted that the increase is due to fuel. Mr. Wilson explained that the majority of the paving has been completed. Mr. Lemire stated that to date $141,313.90 has been paid out for the entire budget. Selectman Holden asked about the supplies line, 610. Mr. Wilson explained that he believes that this is relative to the new street signs and stop signs. Mr. Lemire stated that there was not a budget line to apply the signs to; therefore, the signs were applied to the supplies line. Mr. Bailey added that not all signs were new; some needed to be replaced because they were broken or missing. Selectman Holden noted that there is about 50% remaining in the call line used for snow- plowing. Selectman Bryer stated that this line may reduce quickly depending on when the snow comes. Mr. Lemire stated that in 2009, $9,711.62 and in 2010, $10,875.45 was expended. Selectman Holden stated that based on past history, there appears to be some available funds in this line. Selectman Holden stated that it appears that the contracted services line, 390, will not be expended completely, as well as the electricity at the recycling building will have some remaining funds. Motion passed; 1/0/1. Selectman Holden abstained. 43121 – Paving and Construction Mr. Wilson stated that next year he plans to complete Old Mountain Rd. Mr. Bailey stated that the new road has been completed and will be reviewed by the committee at the November meeting. He stated that the roads in town are in pretty bad shape. He added that by level funding, the road maintenance has continually fallen behind. Mr. Bailey stated that they are about one year behind the projected five years and the infrastructure is poor. Selectman Bryer asked what it would cost to get a bond to bring the roads up to the plan status rather than continuing on year-by-year. Mr. Bailey explained that the past five year was done road-by-road and with the new plan, there will be a more involved maintenance plan and a lot of the maintenance can be completed with town staff. He stated that at this time he feels like things are sufficient; however, stated that a bond may be something that the town will want to consider within the next year or two. Mr. Bailey stated that the highway committee originally was planning to request an increase. Ms. Garrett stated that the bottom line for paving is $36,243.80. She added that there is an invoice for Wolcott in this week’s vendor run for $152,000. Discussion ensued regarding ditching. Mr. Wilson added that with the funds left he would like to continue and do the overlay on Mountain Rd. Motion passed; 1/0/1. Selectman Holden abstained. 43122 – Cleaning and Maintenance Selectman Bryer noted that the increase is due to contracted services. Mr. Wilson explained that he would like to do more ditching. He noted that most places can be reached with the back-hoe. Other areas that are not accessible will require the excavator and clean-up bucket. He added that he plans to do some crack sealing next year, as well. Selectman Holden indicated that there is $10,000 left in the gravel line and $7,000 left in the tree work line. Mr. Wilson stated that the tree work done this year was a part of the rebuild project on Blake’s Hill Road. He added that the tree work for next year will be on Mountain Rd. Selectman Holden stated that $20,000 has been budgeted for contracted services and only $3,600 has been expended. Mr. Wilson added that the mowing will be approximately $3,500 and fall grading has not begun yet. Selectman Holden asked if there is any way that some of the maintenance can be done this year as there appears to be some money in the budget and the budget could be cut down for next year. He stated that there has been $40,000 budgeted for next year. Mr. Wilson explained that this would cover grading, mowing, and as much crack sealing that can be done. Mr. Bailey stated that there is more work that can be continued on Mountain Rd. this year. Mr. Wilson stated that he would come back to the board with a different budget. Motion does not carry; 0/1/1. Selectman Holden abstained. 43125 – Snow and Ice Control Mr. Wilson stated that the overall increase is the contracted services. He stated that he is unsure of the rate for fuel but indicated that last year the cost was $100 per hour for plow trucks. He noted that there is some money left in the line, which will be for the rest of this year. He added that this could be depleted within a snow storm. He is concerned that the town be covered. Mr. Lemire stated that so far $93,324.95 has been used from this budget. Mr. Wilson stated that the paving has been completed on Pender Road and Knowles Way. He believes that Masten Estates may be completed soon as well. Mr. Lemire stated that the board has not officially accepted these two roads as town roads. Motion passed; 1/0/1. Selectman Holden abstained. 43211 – Sanitation Administration Mr. Lemire stated that some adjustments have been made with aluminum and tin cans. There was a check received for $1,800 for the first time for scrap metal. He stated that this should be occurring every 3 to 4 weeks. Motion passed; 1/0/1. Selectman Holden abstained. 43243 – Solid Waste Disposal Selectman Holden stated that the 2011 adopted budget was $80,953 and the 2012 request is $83,382, an increase of $2,429. Mr. Preston noted that these are actual figures from Lamprey. **Motion** Selectman Holden made a motion to accept the 2012 request of $83,382 for Solid Waste Disposal, Department 43243. Selectman Bryer seconded the motion. Motion passed; 1/0/1. Selectman Holden abstained. Schedule Selectman Bryer asked about the default budget. Mr. Lemire stated that if an item is in the default budget then it would continue to be in the budget. He added that a final document should be provided by 11/20. Mr. Lemire stated that so far the board has voted on $1,481,439.07. Approval of Payables, Manifests, and Purchases Orders Adjournment Respectfully submitted, |