Work Session
April 27, 2009
Present were: Councilors Donovan, Remillard, Lafleur, McCue, Evans and Cayer; Mayor Bertrand entered at 7:20 p.m.; Councilors Goudreau and Poulin were absent.
Others present included Blandine Shallow, Pamela Laflamme, Patrick MacQueen, Resta Gray and several members of the North Woods Animal Rescue, Inc.
Councilor Evans brought the meeting to order at 6:30 p.m.
In the absence of Mayor Bertrand, Councilor Evans moved to have Councilor Donovan chair the meeting as Mayor ProTem; Councilor Remillard seconded and the motion carried.
North Woods Animal Rescue
Resta Gray, Wight Street, and several members of the North Woods Animal Rescue were in attendance to update the Council on their progress with an animal shelter for the area. Ms. Gray reported on the efforts of the group in rescuing several cats and kittens. Cats that are adopted from the Rescue have to be spayed or neutered and all animals that are born in the shelter have their first shots so that they are ready to be adopted.
The shelter has received a certificate of good standing; an animal shelter license; and a certificate of registration as a charitable trust. The group has adopted out 30 cats; however there are many more cats and kittens that are sick, abandoned and in need of help. NWAR has taken care of spaying and neutering about 12 cats thus far. They will apply for a grant for spaying and neutering.
The group has been doing fundraisers monthly and has collection canisters for donations throughout the area. The Council had asked what would happen if they had to close their doors and the answer to that is that the animals would be split among area shelters. Ms. Gray noted that she will meet with Laura Viger to talk about an emergency management plan.
It was determined that the shelter on Wight Street is only temporary and the group is looking to the City to help find a location with more room. Councilor Cayer commended Ms. Gray and the group for their commitment and well organized plan. Mayor ProTem Donovan confirmed that funding is from donations. He suggested that the group write a letter to the Council for funding through the city’s outside agencies budget. Ms. Gray indicated that they will be applying for a Tillotson grant to help with their work. Mayor ProTem Donovan asked staff to review city owned properties to see if any would be suitable for sheltering animals. With nothing further to discuss, NWAR representatives left the meeting at this time.
Budget
Mr. MacQueen reported that the cut to revenue sharing in the State’s budget will affect this year’s municipal budget with the City losing $440,000 of projected revenues this year.
In next year’s proposed budget, the rooms and meals revenue will be put back in; however this still leaves the City $1 million short in revenue sharing.
Recommendations that have come since the budget was last reviewed include: combining cemetery accounts and funding at $12,000 for two part time summer employees to care for the cemeteries.
Mr. MacQueen also proposed to increase the pay of the building inspector by 5% because we underpay the position.
He went on to say that Ms. Shallow has announced that she will take her retirement as of the end of June but she proposed to stay on with the City. The move would save $13,957 in benefits in the tax collector position. A call placed to the NH Retirement System confirmed that Ms. Shallow would have to work less than 35 hours per week to collect her retirement. Ms. Shallow noted that the medical subsidy goes away after June 30, 2009 giving her an incentive to retire in this year.
Mr. MacQueen established that because we were able to lock in pre-buy fuel, the result will be a $288,000 savings including the schools.
Mr. MacQueen indicated that he has received quotes from brokers who are trying to sell electricity at cheaper rates than PSNH proposing a savings of about 25% for the supply portion of the bill. There is a contract for a term of 7 months that will be signed to start realizing the savings. This proposal would include the schools if they want to participate.
Health insurance was budgeted based on “not to exceed” figures and the actual figures were less than predicted for a savings of $40,000.
Revenues
Mayor ProTem Donovan mentioned that the Council had not yet discussed revenues. Ms. Shallow reported that Motor Vehicle registrations (01-330-202-0000) are down by approximately $100,000; interest on investments (01-373-704-0000) she hoped to be able to get to the projection but warned that there will not be more. Miscellaneous Revenue will also show a shortfall but Ms. Shallow will have to research the line to know the cause.
Ms. Shallow indicated that the city did not sell any property and equipment (01-373-600-0000) and therefore the projection of $47,000. will not likely be made.
Surplus to reduce taxes (01-390-901-0000) is the money the Council took from Unappropriated Fund Balance to reduce taxes. Last year $899,000 was taken.
Mr. MacQueen confirmed that the City has not received a number from schools on operating surplus. Councilor Donovan noted that bonding capital improvements is looking better all the time. Mr. MacQueen cautioned that six years from now, if the City continues with its capital plan, the payments coupled with the CIP could be an exorbitant amount to pay.
Councilor Remillard questioned Fire Inspection Fees’ (01-365-602-0007) projected revenue of $50,000 reduced to $25,000. Mr. MacQueen stated that he was airing on the side of caution because it will take some time to establish the fees.
Mayor Bertrand entered the meeting at this time, 7:20 p.m.
Budget Request
Councilors proceeded to review the budget
01-401 Mayor and City Council. The consensus was to leave the accounts as budgeted.
01-402 Administration. Mayor Bertrand confirmed that the proposed increase in the city planner’s hours and the 3% union increase are included in the $57,275 noted.
Councilor Donovan advocated that the rate for the tax collector be negotiated. Mr. MacQueen stressed that if Blandine goes this route; her hours will have to be kept under 35 or she will run the risk of losing the retirement benefits.
Mayor Bertrand felt it important to establish what it would cost for a full time economic development director. Councilor Donovan determined that a request for proposals would have to go out and that would not likely happen by July 1; however an unfunded line item could be added to the budget so that a future Council will consider adding the position if it cannot be funded this year.
Councilor Donovan moved to insert a line item for an economic development coordinator under 01-402-108-0000 with 0 funding; Councilor Evans seconded and the motion carried with all in favor.
01-402-121-0000 Economic Coordinator. Councilor Donovan moved to increase the line item by $9,000 to $25,000; Councilor McCue seconded and the motion failed. Councilors Evans, Lafleur and Mayor Bertrand voted against.
01-402-114-7000 Salaries Code Enforcement. Councilor McCue moved to increase code enforcement by 5% to $57,121 and to fund the assistant to full time at $21,728 for a total of $78,849; Councilor Donovan seconded and the motion carried. Councilor Evans opposed.
01-402-117-0000 MRI Contract. Councilor Remillard moved to fund the MRI contract at $150,706; Councilor McCue seconded and the motion failed. Councilor Donovan stated that says he is voting against because he believes it is time to hire a city manager. Councilors Evans, Cayer and Donovan voted against.
01-402-117-0000 MRI Contract. Councilor McCue moved to fund the MRI contract at $146,317; Councilor Cayer seconded and the motion carried 5/2; Councilors Evans and Donovan voted against.
Councilor Donovan moved to open another line item for a city manager funded at 0; Councilor Evans seconded and the motion carried with Councilor McCue voting against. Mayor Bertrand confirmed that the City is indicating to MRI their willingness to accept the contract at no increase.
Mayor Bertrand suggested that another line item could be created and funds transferred and made available for another manager if necessary. Councilor McCue voiced his concern about putting a City Manager on the payroll; he favors a contract.
Councilor McCue asked about the GIS Maintenance (01-402-210-6000) and Maps on Line (01-402-210-6001) accounts. Ms. Laflamme explained that they are with the same vendor; however they are separate projects. Maps on Line is for upkeep of information for public use and the other is project is for data updates.
01-402-301-0000 Legal Services. Councilor McCue moved to increase the line item to $140,000; Councilor Cayer seconded. Councilor McCue explained that the mill site is likely to generate enough activity to justify the increase. Councilor Donovan warned that if the line is funded to that extent, we will have to raise the revenue by raising taxes. In the vote, the motion failed.
Councilor Cayer questioned the Utilities Update (01-402-336-5000) and Mr. MacQueen explained that it is for Skip Sansoucy to update the mill property assessment. There is a contract for this year but not yet for next.
Councilor McCue commented that he is hoping that Riverfire (01-402-632-0000) will not have the expense it had last year.
01-403-405-0000 Elections. Councilor McCue moved to increase miscellaneous cost by $250 to pay for coffee urns; Councilor Lafleur seconded and the motion carried with all in favor.
City Hall & Other Buildings
Councilor McCue confirmed that the janitor position is non-union.
Mayor Bertrand commented that filtering the water that goes into a boiler may reduce build-up of minerals that may be harmful to boilers. $4,000 is budgeted to 01-404-522-0000 to replace the small boiler at City Hall.
Property Liability Insurance
Ms. Shallow noted that she received the actual numbers from Primex and will have them at the next session.
County Tax
This budget amount is based on a best guess as of December and it was confirmed with the County that there was nothing on which to base changing the numbers as of February.
Central Services
Diesel fuel costs will go down based on new contract prices.
Mayor Bertrand asked if municipalities are required to use standard diesel fuel rather than off road diesel fuel, with the difference being the taxes paid on the fuel.
Discounts &Abatements
It was noted that the DRA puts in a projected abatement amount.
Personnel Benefits
In Personnel Benefits it appears that Health Insurance is overspent; however Water Works’ health insurance is paid by the city and reimbursed by BWW.
Contingency
No changes were suggested
Outside Agencies.
01-412-201-0000 NHMA. $5,625.00
01-412-202-0001 NCC . $3,911.00
01-412-203-0000 Chamber of Commerce. $914.00
01-412-205-0000 Northern Human Services. $7,312.00
01-412-206-0000 AVH Home Health. $9,140.00
01-412-207-0000 CAP . $13,710.00
01-412-208-0000 Holiday Center. $1,828.00
01-412-210-0000 Veterans Council. $457.00
01-412-211-0000 Child and Family Services. $0
01-412-214-0001 CASA. $0
01-412-220-0000 Heritage Park. $9,140.00
01-412-221-0000 Main Street Program. $18,280.00
01-412-222-0001 American Red Cross. $0
There were no changes to the Manager’s recommended budget.
Cemeteries
01-413-154-0000 Laborer Salaries Councilor McCue moved to amend the line item from $4,000 to $12,000; Councilor Lafleur seconded and the motion carried with all in favor.
01-413-201-0000 Cemetery Contract. Councilor McCue moved to amend the line item to $0; Councilor Lafleur seconded and the motion carried.
01-413-7140-0000 Social Security Councilor McCue moved to reduce the line item to $918 for a total Cemetery budget of $15,289; Councilor Lafleur seconded and the motion carried with all in favor.
Transfer to Berlin Airport
Mr. MacQueen indicated that in past years the city budget has included a subsidy to the airport and this year no subsidy is proposed.
Police and Fire budgets would be discussed at the next meeting.
Councilor Donovan left the meeting at this time (8:55 p.m.)
Special Public Safety – no changes were proposed.
01-423-252-0000 Ambulance Contract. Councilor McCue moved to reduce the line item to $234,000; Councilor Remillard seconded and the motion carried.
Housing
Mr. MacQueen noted that $10,000 was budgeted for legal expenses in hopes of obtaining grant reimbursement from the housing grants. The Housing Coordinator position is going to full time status at $49,000 per year based on 1400 hours per year at $35.00 per hour.
Landfill
In a brief discussion Council members noted that five positions would be reduced to four in this proposal. Mayor Bertrand expressed concern for safety. It was the consensus to discuss Landfill along with the PWD budget.
Health Department
In the health department per diem staff hours were cut. Mayor Bertrand acknowledged that this department came in at the 7.5% budget and should not be cut further.
Welfare
Mayor Bertrand noted that this is another department to leave as proposed.
Recreation and Parks
The department is showing a 7.5% reduction as requested.
Mayor Bertrand asked if programs could be rotated one day per week through the different playgrounds throughout the city rather than having a program Community Field every day.
Library
The 7.5% reduction is coming out of books.
Mr. MacQueen confirmed that there are funds budgeted to fill the hole created by the demolition of the building adjacent to the Library. These are in Capital Improvements.
It was affirmed that the Council would meet again Thursday, April 30 at 6:30 p.m. to continue the budget discussion.
Non-Public Session
Councilor Lafleur moved to go into non-public session per RSA 91-A:3 (d) Consideration of the acquisition, sale or lease of real or personal property which, if discussed in public, would likely benefit a party or parties whose interests are adverse to those of the general community; Councilor Remillard seconded and the motion carried unanimously by roll call.
Councilor Lafleur moved to come out of non-public session; Councilor Evans seconded and the motion carried unanimously by roll call.
Councilor McCue moved to seal the minutes as releasing them would render the proposed action ineffective; Councilor Evans seconded and the motion carried unanimously by roll call.
Councilor Remillard moved to adjourn; Councilor Cayer seconded and the motion carried. The meeting ended at 9:25 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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