Budget Advisory Committee Proposed Minutes of November 28, 2011
Present: Charlie Pyle, Abby Dawson, Henry Kunhardt, Bill McAuley and Nick Wilder
Also present: Betty Behrsing, Lisa Bourbeau and Polly Freese
Meeting opened at 5:00 pm.
First order of business was the nomination and election of Charlie Pyle as the Chairman of the Committee; all in favor
Charlie stated that the BAC’s current “charge” came from Article 26 from the 1978 Town Meeting, which he read:
Town Meeting March 14, 1978
ARTICLE 26
Voted to authorize a change in the name of the present Advisory Board to the Advisory and Budget Committee and to authorize the continued periods of service and terms of membership of the Advisory Board on the Advisory and Budget Committee and of subsequent appointments to the committee.
The duties and responsibilities of the Advisory and Budget Committee shall be:
- To continue, upon the request of the Board of Selectmen, to advise and assist the Board regarding any matter affecting the Town.
- To actively participate with the Board of Selectmen in the preparation and final compilation of the annual Town Budget.
- To publish and post not less than 15 days prior to Town Meeting in two or more conspicuous locations within the Town, its findings and recommendations with regard to each item of the budget and all articles proposing the capital expenditures as they are approved by the Board of Selectmen.
The Advisory and Budget Committee shall not have the power of veto over any item of the Town Budget or of the Town Budget in its entirety as it is finally approved and submitted by the Board of Selectmen.
He noted that for many years the BAC has produced a report to the Selectmen that in recent years had become counter-productive. The Committee would work with the Selectmen on the Budget and provide information to the Town per instructions from the 1978 Town Meeting. Charlie asked for help in determining what he should write for this year’s Town report.
The Board discussed each budget as follows:
Executive: General discussion on payroll and hours. Charlie noted that the executive assistant’s hours were being increased for 2013. He also noted that there was some confusion at Monday night’s BoS meeting over hours (and pay) included under Reval for CU updates, but also reported under Executive. He will clarify. Committee members concern over future increase in hours and want to hear the Selectmen’s future plans. Also will current increase in staff hours mean an increase in public hours? Several people noted that the current office staff is very receptive to the public, even outside of “official hours” – issue may be moot. Charlie explained that Mike has moved computer supplies to General Government Buildings.
Election, Registration and Vital (Town Clerk) and Financial Administration (Tax Collector): The Committee was concerned and unclear over several payroll items, but generally agreed with the 2013 Administrator Recommendations. Regarding the Deputy’s rate of pay, the Committee wondered if there was any agreement when first hired as to future increases and rates. Absent any such adjustments, the Committee believed that any increases to the Town Clerk, Tax Collector and Deputy positions should match any given (or not) to other Town employees. The Committee was also confused over under “other Election wages”. The consensus was that fewer potential elections should mean less election related pay.
Treasurer: Discussion regarding the increase in bank fees. Nick Wilder, Town Treasurer, explained that the Town was being assessed increased monthly fees. Brief discussion over alternatives, which will be investigated.
Legal: Charlie noted that the BoS was concerned over the pending PSNH and Verizon law suits. He also believed that there were other potential legal matters that were keeping this budget high.
Personnel Administration: Charlie noted that the Selectmen had suggested that this Departments budget be put off until final salary and health insurance costs were determined. He added that he and Abby were on the Health Insurance Committee that examined costs and recommended a plan that should keep the 2013 medical insurance premiums at the approximate 2012 level.
Planning & Zoning: The BAC believed that $500 was added to “Professional Plan”; Charlie will ask for a revised budget. The Committee was also concerned over the $5,000 for Master Plan, but understood that was possibly that maximum amount needed. Plan budget may be reduced after the discussions between the Planning Board and their Master Plan sub-committee.
Heritage: OK.
General Government Building: Charlie noted that payroll for cleaning of all Town Buildings, except Library and Fire was under payroll here. He understood that budget was less than last year; Highway Garage would only be cleaned every other week in summer. Discussion on IT contract and new computers. Charlie provided both a copy of the proposed service contract and proposed computers for the Deputy Tax Collector/Town Clerk and Police. Discussion followed on cost. The Committee questioned the extra $1,500 in the Administrator’s 2013 recommended budget. Under building repairs Charlie mentioned several items discussed at Monday night’s BoS meeting; painting the Town Offices and Annex, repairs to the foundation of the Town Offices building, replacement windows for the Town
Offices, etc. Not all items would be budgeted and worked on. Will need clarification from Selectmen. Heating budget was increased over 2012 (and over the Department’s initial request). Charlie will follow-up.
Cemetery: Polly Freese had previously provided information regarding $500 in the new maintenance account. Discussion on potential use of perpetual care funds to reduce the grounds keeping budget. Henry Kunhardt, Trustee of Trust Funds, explained that because principle in several perpetual care funds had been used in prior year, there were not sufficient funds in perpetual care. Committee agreed that this budget was all set.
Insurance and Regional Association: Committee wondered about the cause of the insurance increase: rate increase or additional building (Heritage Museum)? Charlie will follow-up.
Police: Charlie questioned the increase in gas and will follow-up. The Committee questioned the plans for professional development when only $120 was used in 2012. Budgets for 2012 and 2013 are the same. BAC also discussed the telephone lines, which they believe Mike Branley, administrative Coordinator, is reviewing. Specifically, the BAC questioned the Police Departments third telephone line used for local emergencies. As in prior years the BAC believes that the Police Department should have only two lines 911 for emergencies and a local “547”. The third number (547-6850) rings and almost immediately is forwarded to Hillsborough Dispatch. Do we still have number and, if so, why?
Ambulance: Budget comes from Peterborough and has been reduced.
Fire: OK.
Building Inspector: New inspector. Charlie wondered about mileage and will ask for clarification on the policy.
Emergency Management: OK/same.
Highways and Streets: The Committee reviewed and discussed the 2013 administrator recommended payroll. The BAC believes that the Selectmen are not recommending the addition of a fourth full-timer for highway, but are confused over the number of part-time hours. Have they been increased? Several members expressed concern over overtime hours? Need clarification from the Selectmen. Charlie noted that fuel budget “placeholders” will need to be reviewed.
Reseal/Patch: Charlie asked views on adding to asphalt budget due to increased cost. Suggested an additional $5,000. Members felt, since Gary was comfortable with budget, it should stay the same.
Bridges and Street Lighting: OK
Solid Waste: Why was the budget line “Building Repairs and Maintenance” increased from $1000 (department request) to $2,000 (administrator request)? Charlie will follow-up.
Health: The BAC understands that several accounts that did not appear in the first budget will be restored. Charlie will ask for an updated budget and details.
Welfare: Brief discussion and continued higher budget than actual costs. Charlie relayed the Selectmen’s view that there were cases in the pipeline that would be appearing before year end and into 2013.
Recreation: OK
Library: OK
Patriotic Purposes: OK
Conservation: OK
Charlie will follow-up with Mike Branley and the Selectmen on various items. Discussion on the next Committee meeting. Consensus that we should meet jointly with the Selectmen after they have made some decisions on Mike’s proposed budget. Proposal for pay raises will need to be discussed. Most of the committee agreed that the Selectmen will have some budget items that will remain outstanding, pending further review. Any such items should be identified as “placeholders” in the budget, similar to those in the 2013 administrator budget.
Highway bridges were briefly discussed. Charlie provided an update based on his conversation with Gary Paige. Gary was looking into several different options for both bridges. Charlie had asked the Selectmen to keep the Budget Committee up-to-date on the bridge issue and any potential budget impact. They had agreed to do so.
Meeting adjourned at 7:25 p.m.
Respectfully submitted,
Charlie Pyle, Chairman
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