| Board of Selectmen Minutes 11/08/11 |
| Written by Diane Young | |
| Wednesday, 29 February 2012 | |
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Board of Selectmen Minutes November 8, 2011 Official as of December 13, 2011 Chairman Robert Holden called the meeting to order at 6:03 p.m. Roll Call Town Administrator Lemire led the Pledge of Allegiance. Citizen’s Forum Appointments/2012 Budget Review Selectman Dill stated at that meeting the majority of the Conservation Commission recommended going with our former forester, but he did not agree with that. Steven Roy, Chair of the town’s Conservation Commission stated they made this decision during a normal conservation commission meeting. He added that four of the members in attendance moved and voted to support a particular applicant or respondent to the Request for Proposal (RFP). The majority voted to support Charles Moreno, operating president for Moreno Forestry, and two members voted in favor of Robert Graves of Forestry Solutions Inc. The board asked about the level of experience, level of training for advanced degrees of the staff of Moreno and the fact that he worked for the town for 10+ years and has written the towns existing forestry management plan on all the towns forests. Discussion continued on the forester position regarding the qualification packs and fee schedule. Selectman Holden stated he understands we have Charles Moreno and Robert Graves III up for consideration and that was affirmed. Selectman Dill stated his problem with the fee schedule was that it was the exact same fee schedule that was submitted under Bean Hill and he thinks that the 50% of the value of chips was being portrayed as more expensive than Moreno. He also stated that it was only on the whole tree chips which is not a product that we market much out of the town forests or is not a market that will be used often. Mr. Dill stated Forestry Solutions was less expensive. Selectman Holden asked Mr. Roy if he had a personal preference. Mr. Roy stated he voted for Charles Moreno, but did not have a personal interest. Selectman Holden asked if we could talk about the value of keeping Mr. Graves versus bringing a new person on. Selectman Dill stated we had 2 years with Moreno and 2 years with Mr. Graves. He added there was a much better working relationship as a town with Bob Graves. Selectman Dill listed his reasons for supporting Mr. Graves. Selectman Dill stated as to the fee, if you look at the top, we are talking 10% of mill value. He also stated if you look at Bob Graves, Forestry Solutions, works off of a commission of 10% of mill value of all money received from harvested forest products. Discussion continued on stumpage and different fees. Selectman Holden asked whose responsibility is it to officially hire the forester. Selectman Bryer and Selectman Dill both replied the Selectmen’s based on the recommendation of the Conservation Commission. Selectman Bryer asked for the fee structure between the two. Mr. Roy stated they took slightly different approaches. Mr. Moreno’s is there is no charge for mill board footage and then fire wood per cord value and a per ton value for chipped wood. The gross stumpage estimate is a cost related to stumpage. Selectman Dill stated it was based on prep and administration. He also stated they both charge for prep and then you have your project administration, this is where you get your 10% of mill value or 12% to 16% of gross stumpage. Selectman Dill stated they both charge for the low grade materials and there is no money made on low grade materials. Discussion continued on this subject. Selectman Holden asked if it would be beneficial to have this reviewed by a third party. He also asked if there was someone at the state level we could send this to. Selectman Dill replied UNH. Selectman Bryer agreed to get someone else’s opinion. Selectman Holden asked if we decide to send it to UNH to be looked at, would it become part of the decision process. Mr. Roy replied yes. Mr. Lemire said he had contacts at DRED forest and lands, he also stated he would make some inquiries and could come back with some suggestions. Mr. Roy stated he was under the impression that the Conservation Commission makes the recommendation and implements the forest management plan. Mr. Lemire should have some information for the next meeting on November 15. Selectman Holden would like this on the agenda for Tuesday, November 15, 2011. Selectman Bryer made a motion to table to the next meeting, Seconded by Selectman Dill. Motion carries 3/0. Review of 2012 Budget Options/final approval Selectman Holden stated it is appropriate to take the retirement number of approximately $120,000 last year and this year the retirement figure has decreased approximately $33,000 and feels it should be added back in. He stated when added back in, the actual increase is $79,000. Selectman Holden stated he is also going to propose further reductions of $25,000. The first one is, page 7, deeded properties, line 440 $5,000. Page 11, salary for the assistant building inspector, line 111, $2,500. Page 11, salary building inspector, line 112, $2,500. Page 17, welfare electric, line 410, $3,000. Page 17, welfare heat and oil, line 411, $1,000. Page 17, welfare rental, line 440, $10,000. Page 17, welfare miscellaneous, line 890, $1,000. A total of $25,000. Selectman Holden stated if the $25,000 is voted in and we take that off the budget, the proposed increase is approximately $54,000. Mr. Lemire stated the net increase with the reductions that Selectman Holden has suggested is $57,474.29 which includes the cruiser and the steps. Selectman Bryer asked if we knew what the default budget is. Mr. Lemire stated we have an idea, but the allowed contracted items for fuel and electricity have not been added in yet. Selectman Bryer asked if we have to take out the actual decrease in retirement because that is no longer a required payment. Mr. Lemire answered no, not in this situation. Selectman Dill felt we should not be worrying about the default budget. Selectman Bryer stated if the operating budget does not pass, then the default budget will stand. Selectman Holden asked if we could have the default budget at the next meeting. Mr. Lemire stated he would have a suggested one. He also stated he received information from legal and so far what legal has told him is that the default budget would be $3,263,000 appropriated plus any contractual items such as fuel. Selectman Holden asked if there were any questions regarding the $25,000 that he is suggesting be cut. Selectman Dill and Selectman Bryer both have questions. Mr. Lemire suggested making a motion for a bottom line and then amend it accordingly. Selectman Dill made a motion for the $3,345,573.29 the current bottom line of the budget, seconded by Selectman Bryer. Selectman Bryer stated he would like the deeded properties explained. Selectman Holden stated we have carried our budget for 2012 and it is $15,000, and this year we have expended $0, with his proposal we will still have $10,000 in the account. Selectman Bryer stated his concern is that the town is the first place people come to for welfare. He asked Ms. Holden if her client base was up from previous years. Ms. Holden replied no. Mr. Lemire stated he and Ms Holden researched back history, they went back to 2005 and found that larger amounts were expended, sometimes to deficit in some welfare accounts. In 2009 this trend reversed itself. He also stated that in 2010, we barely spent the accounts and in 2011 the expenditures for the accounts are much lower. He said that Ms. Holden has gone out and partnered with many of the agencies in town to provide resources that we used to have to pay for, so now we are benefiting from this partnership. Ms. Holden stated she agreed that more fuel will be used this year, but she has talked with other places and they are still willing to help out as the first source before the town has to pay. Selectman Bryer asked if some of the agencies were running out of money and is that no longer a concern. Ms. Holden stated she could not start using their money until February, but fuel assistance starts December 1. Selectman Holden stated he would like to go over the four lines. Electricity, our proposed 2012 budget is $8,000 and suggested it be cut to $5,000. He stated that $1,300 has been spent year to date. Heat & Oil is $8,000 and he is suggesting it be cut to $7,000 as the year to date is 0. Welfare Rental is $25,000. Selectman Holden is suggesting it be reduced by $10,000 which will leave $15,000. Our year to date expenditures have been $2,500. Welfare Miscellaneous is $3,900. Selectman Holden is suggesting it be cut to $2,900, as we have spent 0 year to date. Selectman Holden stated that with the exception of the $25,000 reductions and $10,000 for the contracted services line for highway, it was essentially what the departments had requested. Mr. Lemire stated he would like to thank his staff for all their help and cooperation in working on this year’s budget. Selectman Holden stated they had one more vote to take for the 2012 operating budget of $3,320,573.29. Motion carries; 3/0 Unfinished Business Public Hearings New Business October 25, 2011 Assessing Forms/Applications Approval of Manifest(s)/Purchase Orders Miscellaneous Reports (Treasure, Road Agent, Code Enforcement) Raffle Permit Website access to tax records Mr. Lemire stated he spoke with the DRA and we are finally in the queue for tax rate setting. We received the new forms and it can be done via e-mail this year. Mr. Lemire stated he would see it goes out tomorrow, so when we get it back, the warrant could be run on Thursday, and the board could sign on Tuesday night. Selectman Bryer suggested to Mr. Lemire we use $250,000 to buy down the tax rate and that would leave us at 6½ % retainage, meeting state recommendations. Discussion continued on the tax rate. Selectman Dill stated we have not had the revenue this year to build the surplus that we have had the last few years. Mr. Lemire stated Ms. Pease is starting to see an increase in registering new vehicles. Selectman Holden stated for the record if the board approves this we are looking at a 6 cents per thousand overall. Mr. Lemire stated the tax bills will be going out on November 18th. Selectman Holden made a motion that we authorize Town Administrator Lemire to sign the template for taxes for 2011, seconded by Selectman Dill. Motion carries; 3/0 A brief discussion was held regarding the cash flow. Selectman Holden asked the board if they were ok with the motion in the way we voted it in or do we want to clarify. Selectman Dill and Selectman Bryer are both fine with the way it was done. Reports Selectman Dill stated he went over to the Knox’s and Joe is bouncing back very fast. Selectman Holden asked about Mary Waldron Beach and Northwood Beach. Mr. Lemire stated that Mr. Roy did not have the permits tonight. Selectman Holden stated that it is going to be snowing soon and would like to get the work completed. Selectman Holden stated one thing that has come up is that he has been asked about the website in connection with the Economic Development Committee. Mr. Lemire stated he contacted an IT support company by the name of Day Star at the suggestion of the two people that are helping us with IT currently. He also stated that Mr. Jones would not be able to continue with us out due to his traveling. Mr. Robert, the IT person at the school, stated they are comfortable with the vendor because they work with the school district. Mr. Lemire stated representatives will contact him in the morning to see what they can do for us. Mr. Lemire is looking into additional vendors for quotes and will have some information forth coming. Citizen’s Forum Non-Public Session Roll Call Vote: Selectman Dill – Yes Selectman Holden - Yes 7:46p.m. Selectman Holden made a motion to come out of non-public session, seconded by Selectman Dill. Motion carries; 3/0 Selectman Bryer made a motion to seal the minutes of the non-public session, seconded by Selectman Dill. Motion carries; 3/0 Selectman Dill made a motion to approve the list of tax deeded properties as per the memo from the Town Clerk dated November 4, 2011, seconded by Selectman Holden. Motion carries; 3/0 Selectman Dill made a motion in reference to the waiver of the police detail that we reduce the bill to the amount of $142.43, seconded by Selectman Holden. Motion carries; 2/1 Adjournment Respectfully submitted,
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