NOTTINGHAM BUDGET COMMITTEE MINUTES
SEPTEMBER 14, 2006
PUBLIC SESSION
APPROVED BY THE COMMITTEE OCTOBER 26, 2006
PRESENT: ABSENT:
Ms. Judy Doughty, School Board Representative Mr. Michael Koester (Excused)
Mr. William Netishen, Selectmen's Representative Mr. Kurt Duprey (Excused)
Mr. Chris Mills
Ms. Gail Powell
Mr. Philip Fernald
Mr. Chet Batchelder
Ms. Denise Blaha
Ms. Charlene Andersen
Mr. John Decker (arrived 7:20pm)
OTHERS PRESENT:
Ms. Kelly Tivnan, Budget Committee Secretary
Mr. Batchelder called the meeting to order at 7:15pm.
Mr. Batchelder said that he was covering for Mr. Koester.
ELECTIONS:
Mr. Batchelder said that the Budget Committee had discussed electing a communications person. He asked if there was any opposition from the Budget Committee members about that idea. There was not.
Ms. Blaha nominated Ms. Gail Powell to be Budget Committee Chair. Mr. Fernald seconded that motion. The present members of the Budget Committee voted unanimously in favor of the motion. The motion passed 8-0.
Mr. Decker nominated Mr. Michael Koester for Budget Committee Vice-Chair. Ms. Blaha seconded the motion. The present members of the Budget Committee voted unanimously in favor of the motion. The motion passed 9-0.
Ms. Powell suggested that the proposed communications person have the official title of "communications officer." Mr. Batchelder asked if anyone wanted to volunteer for that position. Ms. Blaha asked for a better idea of what the position entailed. Mr. Batchelder said that the communications officer would be in charge of communications between the Budget Committee, the Board of Selectmen, the School Board and the public. Ms. Powell said that the Budget Committee needed to do a better job of letting the people in town know what was going on with the budget. She suggested that the Budget Committee could use space in the town newsletter or some other medium of communication. Ms. Blaha said that she might be interested in the position but that she needed time to evaluate her schedule and other
commitments. Mr. Batchelder suggested deferring the choice of communications officer for the Budget Committee until the next meeting in order to allow the members of the Budget Committee to give the position some additional thought.
Ms. Powell said that she wanted the Budget Committee to work as a team. She said that she wanted them to help each other. She said that she felt working as a team would make the Budget Committee more effective. She asked the members of the Committee to look at their own backgrounds and interests and think about which portion of the budget they might like to spend additional time on. She said that she thought it would be a good idea for the Budget Committee to divide the budget into areas and allow individual members to work more closely on certain areas of the budget. She said that she thought this tactic would make the Budget Committee look more prepared. She asked the members of the committee to think about how this would work and she said that the committee would talk about it more at a future meeting.
MINUTES:
The Budget Committee members looked at what minutes still needed to be approved (1-12-06, 1-19-06, 2-9-06, 7-13-06) and they made sure that each member of the committee had copies of all the minutes that still needed to be approved. The Board briefly discussed their policy regarding minutes and they stated that they would defer approval of their outstanding minutes until the next meeting because some members of the committee had not finished reading them.
MUNICIPAL BUDGET LAW:
Mr. Batchelder said that he had pulled some important sections of the municipal budget law governing budget committees for a quick refresher. He gave the Budget Committee members the sections he had pulled regarding the purpose, membership and duties and authority of the Budget Committee. He said that the purpose of the Budget Committee was to do a review of expenditures. He said that they were in effect a review committee. He said that it was important that they did not cross that line. He said that part of the duties of the Budget Committee included critiquing. He said that he felt the Budget Committee had been lax on this. He said that he did not feel that the committee periodically reviewed how the money was being spent. Ms. Powell said that she would like to look further at the revenues
and she would like to look at where the overspending occurred. Ms. Doughty said that she had asked the Superintendent to give the Budget Committee copies of the most recent school district financial statement but she noted that it had not happened. She said that the school district had approximately $300,000 in surplus. Mr. Batchelder said that he would recommend the Budget Committee review the budget quarterly. He said that the basis for the Budget Committee decisions was in the statutes and he said that he would keep the committee updated on any changes in the statutes. He noted that due to the nature of his job, he saw a lot of legislation. Mr. Decker noted that RSA 40 governed the default budget. He said that the Budget Committee should pay attention to that. He said that he agreed with the idea of the committee meeting quarterly. Ms. Powell said that she would meet with Mr. Brown and Ms. McGann. She said that it was
necessary for the Budget Committee to get data as soon as possible. Ms. Blaha noted that it might be easier for the Budget Committee to get data since only one of the school districts in the SAU was in contract negotiations. Mr. Decker suggested that the Budget Committee could meet on the third Thursday of the month after the end of each quarter. Mr. Batchelder said that it was the intent of the Budget Committee to review the budget on a quarterly basis. He said that the Budget Committee could do their review based on whatever made sense with their current schedule. Mr. Decker suggested that at their next meeting the Budget Committee look quickly at the year to date spending. Mr. Netishen noted that the Budget Committee should be able to get numbers through June for the town budget and year end numbers for the school district budget. He noted that the Budget Committee should have agenda's so anyone planning to come to the meetings would
know what the committee was planning to discuss. Ms. Powell said that the Budget Committee should have data to review at their meetings or they shouldn't have meetings. Mr. Decker said that marathon meetings did not work. He said that he would be willing to meet more often in order to have shorter meetings. Ms. Powell said that the Budget Committee could finalize their meeting calendar at their next meeting. She said that it was important that someone talk to the School Board and the Board of Selectmen to make sure that they had input on the meeting schedule. Mr. Netishen said that he thought the best thing to do would be to have Budget Committee members pick up all their information at the Town Office. He said that would make sure everything was in a central location.
TEACHER CONTRACT DISCUSSION:
Ms. Powell said that she wanted to talk about the teacher contract discussion. She said that the Budget Committee could be another voice representing the people. She said that the Budget Committee needed to communicate with the School Board more. She said that the Budget Committee thought real changes needed to be made to the contract. She said that the public should know that the Budget Committee was working on this and advocating change. She said that she wanted to have a formal list of recommendations from the Budget Committee to take to the Superintendent. She said that she did not want to waste time because the district and the teachers were going into negotiations. She presented her suggestion of a memo to send to the School Board and she said it was based on minutes from previous Budget
Committee meetings.
Ms. Doughty said that she wanted to address one of the suggestions on Ms. Powell's memo. She said that the School Board had talked about communications with the public and they were going to be putting surveys together. She said that the School Board had been working with someone from UNH who was showing them how to put together effective surveys. She said that the School Board had gotten sample surveys and they were looking at making their survey simple so that people would respond to it. She said that the School Board had talked to Ms. Capron and had been told that the town newsletter had room for an insert. She said that putting an insert in the town newsletter would save money for the school district. She said that the insert would be above and beyond the small space that the School Board already got
as a part of the town newsletter. She said that the School Board was in the process of putting together a communications committee. She said that the closing date to apply for that committee was September 22, 2006. She said that the School Board was looking for a good cross section of town to volunteer for this committee. She said that the purpose of the committee would be to poll the residents of the community and see what was the best way to communicate with the community. She said that they wanted to see what was the most efficient way to get information to the most people. She noted that part of the problem was that all information was held, printed and disseminated by the SAU. Ms. Blaha asked if the survey that the School Board planned was about the contract. Ms. Doughty said that the School Board members were still incorporating their questions into a survey but she said that they were looking for information about growth
potential. She said that the survey would begin with an opening statement explaining why they were doing the survey and she said that they would be sending the survey to all the households in town. She said that the School Board wanted to ask people how they felt about the quality of education in Nottingham. She said that there was information available at UNH and the School Board needed to look at accessing it. She said that the survey person had gone to the School Board meeting to talk to the School Board about how to create an effective survey and how to find and use information that was available to them. Ms. Doughty said that in response to comments about the contract the School Board felt the people who had talked to them about it had given a clear message. She said that the people who had talked to the School Board had stated they wanted real changes to the contract and they did not want the School Board to simply tweak the contract and
send it back to the voters. She said it was her understanding that the School Board survey would ask general questions as opposed to specific questions about specific issues such as the contract. She also said that the School Board had voted unanimously at their last meeting to continue to hire a professional negotiator to help them with contract negotiations. Mr. Netishen asked if the information from the School Board sponsored focus group was available to the public. Ms. Doughty said that the website stated where the report would be available. She said that she thought there were copies available at the library and the SAU office. Mr. Netishen said that the information should be available at the town office and the post offices in town. Mr. Batchelder asked if the Budget Committee could get copies of the report. He also noted that the quarterly report had been sent and that as far timing was concerned the Budget Committee would not
have an opinion on it until January. Ms. Powell said that the Budget Committee would be working off the data but they would not necessarily be giving out data of their own for a while. Mr. Decker asked whether data about the school budget could be given to the Budget Committee before the school budget public hearing. Ms. Powell said that the public usually looked at the budget for the first time at the public hearings and she said that the information should be available to the public in advance. Mr. Decker said that he thought that was a good idea. He said that it might get people interested in going to the public hearings. Ms. Powell said that she would like to reserve the right for the Budget Committee to put out information to the public if they felt it was necessary. Mr. Batchelder noted that the Budget Committee did not have a budget of their own. Ms. Doughty wondered if maybe the Budget Committee could have the School Board run
their letter by them before they sent it out. Not all members of the committee were real comfortable with that idea and subsequently no further action was taken on the concept. Ms. Powell noted that the Budget Committee did want to have people be able to talk about their concerns.
DISCUSSION OF MEMO (CONTINUED)
Mr. Decker said that he had a comment about one of Ms. Powell's suggestions (referenced in memo). He said that it included a sentence which stated, "Clearly identify the new expenses that are ongoing expenses (ie. were in past warrants before). He said that he felt that sentence was hazy. There was further discussion. Ms. Powell said that she felt the various expenses needed more clarification. Mr. Decker said that the Budget Committee needed to know the lengths of expenses. Mr. Netishen pointed to a sentence in Ms. Powell's memo which stated "School Board needs to be in control of the integrity of its data." He said that sentence was not about working together. Mr. Mills suggested that instead of "be in control" the word "verify" could be substituted.
Mr. Netishen commented on a sentence which read, "Budget Committee needs information to be reviewed and/or voted on to be given to members at least 4 days prior to a meeting, not on the same day." He said that he did not think the phrase "not on the same day" was appropriate and he thought it should be removed.
Mr. Netishen said that as well intentioned as this discussion was it could create a perception among the public that the Budget Committee and the School Board worked on the contract together. He said that it was the responsibility of the School Board to do the contract. He said that it was the responsibility of the Budget Committee to evaluate how the contract related to the budget. Mr. Decker said that they needed to maintain their credibility as a Budget Committee. Ms. Doughty noted that the Budget Committee was not supposed to get involved in the negotiating process. Mr. Batchelder said that the Budget Committee did want to be briefed on the contract before they needed to vote to recommend it or not. Ms. Doughty said that the Budget Committee did need to know the financial impact of the contract.
Mr. Netishen said that he felt the suggestions in Ms. Powell's memo regarding the contract overstepped the authority of the Budget Committee. Ms. Powell said that some things could be documented. She said that it would help the Budget Committee if they could get more information so they could clarify any parts where questions might arise. Mr. Mills suggested changing the word "recommendations" to the word "suggestions." Ms. Andersen noted that the memo mentioned a distrust in the community. She asked if the Budget Committee knew that to be a fact. Ms. Doughty noted that the phrase about "distrust in the community" had come directly from the forum report. Ms. Blaha said that the report had also stated they had too small of a sample to make comments about the feelings of the whole town. Mr. Netishen suggested that the word "distrust" could be changed to "concern." Mr. Decker
asked if it was the job of the Budget Committee to comment on this. Mr. Netishen noted that the Budget Committee knew the budget would be understated if it did not include the teacher contract numbers. He said that the Budget Committee could ask for a schedule of the negotiations to use when planning their meeting schedule.
Ms. Powell said that she would make changes to the memo as discussed and she would send a revision to the Budget Committee members.
CAPITAL IMPROVEMENT PLAN COMMITTEE REPORT:
Mr. Decker said that the committee had met the previous day and they had reports from the Police Department, Library, Highway Department and school district. He said that the committee hoped to be able to have a public hearing soon.
OTHER:
Mr. Decker congratulated Ms. Powell on being elected Budget Committee Chair.
Ms. Blaha reminded everyone of Nottingham Day and she said that she would be sitting in a booth doing a discussion about climate change.
Mr. Netishen thanked everyone for giving their time to the community and volunteering to be on the Budget Committee.
Mr. Batchelder made a motion to adjourn the meeting at 9:25pm. Ms. Blaha seconded the motion. The present members of the Budget Committee voted unanimously in favor of the motion. The motion passed 9-0.
Respectfully submitted,
Kelly Tivnan
Budget Committee Secretary
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