NOTTINGHAM BUDGET COMMITTEE MINUTES
NOVEMBER 8, 2007
PUBLIC SESSION
APPROVED BY THE COMMITTEE NOVEMBER 15, 2007
PRESENT:
Mr. John Decker, Chair
Ms. Mary Bonser, Selectman's Representative
Mr. Terry Bonser, School Board Representative
Ms. Gail Powell
Ms. Charlene Andersen
Mr. Chet Batchelder
Mr. Kyle Barry
Mr. Philip Fernald
Mr. Michael Koester
Mr. Scott Curry
Mr. Kurt Duprey
OTHERS PRESENT:
Ms. Kelly Tivnan, Budget Committee Secretary
The Chair called the meeting to order at 7:00pm.
APPROVAL OF MINUTES:
Mr. Koester made a motion to accept the minutes from the meeting of September 27, 2007 as amended. Mr. Fernald seconded the motion.
Ms. Powell suggested that there be a list of action items made from each set of minutes.
Mr. Decker, Ms. Bonser, Mr. Bonser, Ms. Powell, Mr. Barry, Mr. Fernald, Mr. Koester, Mr. Curry, and Mr. Duprey voted in favor of the motion. Mr. Batchelder and Ms. Andersen abstained from the motion. The motion passed 9-0 with two abstentions.
Mr. Curry made a motion to accept the minutes from the meeting of October 11, 2007 as amended. Ms. Powell seconded the motion. Mr. Decker, Ms. Bonser, Mr. Bonser, Ms. Powell, , Mr. Batchelder, Mr. Barry, Mr. Fernald, and Mr. Curry voted in favor of the motion. Mr. Duprey, Mr. Koester and Ms. Andersen abstained from the motion. The motion passed 8-0 with three abstentions.
LIBRARY BUDGET PRESENTATION:
The Library Trustees introduced themselves. Present were, Laurie Legard (Chair of the Library Board of Trustees), Joanne Albert and Rhoda Capron (Nottingham Head Librarian). Ms. Legard said that the Library Trustees would present the library budget.
Ms. Legard said that there had been a decrease of $135 in the line for alarms. She said that they had not needed to replace their detectors like they had anticipated.
Ms. Legard said that increase in the budget for books reflected the increased price of books and the increased demand for the library.
Mr. Duprey asked if the alarm was a set price. Ms. Capron said yes. She said that they used the same company as the town office. She said that they had previously used a different company but the new company was cheaper and more responsive.
Ms. Powell asked to what date the spent figures were current. Ms. Albert said that the figures were current to mid-October.
Ms. Legard said that they had increased their line for cleaning a little in anticipation that the price of some items might go up. Ms. Capron said that an outside company was coming in to clean the carpets and that it would cost $900.
Ms. Legard said that the budget for automation was decreasing. Ms. Capron said that automation had been a long, tedious process. She said that they were doing the conversion of records and she said that it took 6-8 weeks to convert the records. She said that the library staff had put together all the information but that the actual conversion was done by an outside company. Ms. Legard said that the money in the budget for automation for the next year would be used for software and staff training. Ms. Capron said that the public library was using the Follett system like the school and the two would be sharing a server. She said that the public library would be able to borrow books from the school library. She said that there would be an annual fee for the service. Mr. Curry said that he was a software
programmer and he had approached the town about forming a technology committee. He said that there had not been interest and he said that he felt this was a lost opportunity. He said that he fully supported the library automation. He said that he had heard about free software certified by the American Library Association and the Library of Congress and he wondered if the library could have possibly saved some money. Ms. Capron said that she had talked to a lot of librarians from many other libraries. She said that most libraries had already completed this automation process. She said that of everyone she had talked to, she had not heard of any library getting their software for free. Ms. Albert said that the library trustees had wanted to purchase this service from a reputable company and they had been concerned about service because they wanted to be able to have someone to call if the program needed maintenance. Ms. Legard said that
the library staff and trustees had done a lot of research on the automation process.
Ms. Legard said that the budget for maintenance had been increased because they had already overspent that line and they wanted the budget to reflect the costs a little better. She said that the library also needed to service their water softener. Mr. Duprey asked if there had been any extraordinary maintenance costs over the past year which would explain overspending the line. Ms. Capron said no. She said that the line had not reflected the actual costs. Mr. Decker asked if the library expected to have any large maintenance costs in the next year. Ms. Capron said no.
Ms. Legard said that the budget for postage had increased. Mr. Decker asked how much mail was sent by the library. Ms. Legard said that most of the mail sent by the library was overdue notices and bills. Mr. Decker asked if the library used the phone to call people regarding overdue books. Ms. Capron said yes. She said that sometimes they called people two and three times to remind them of their overdue books. She said that sometimes it just took mailing them a letter.
Ms. Capron said that they were anticipating an increase in the cost of supplies because they needed to buy barcodes.
Ms. Capron said that the library was anticipating a $3,000 cost for half of a server. She said that they had put $6,000 in the budget for a total of 5 new computers. She said that amount had been based on a quote from Dell. She said that they would continue to look at the products of other computer companies to try to get the best possible value on their purchases. Mr. Curry said that if the library was planning to purchase new computers it was very important that they look at virus and spyware. Ms. Legard said that the library had someone who did technical support on an on call basis. Mr. Duprey asked if they got technical support on both hardware and software. Ms. Capron said yes. She also said that their technical support helped them with all their computers, not just the newer
ones.
Mr. Curry noted that the total operating expenses for the library were increasing. He asked if that was an ongoing trend. Ms. Capron said no. She said that the total operating expenses would drop. She said that much of the increase was for the automation stuff. She said that once the automation was complete the cost in the budget would decrease to the annual fee of approximately $900.
Ms. Albert said that eventually the library would have to have a three or five year computer replacement plan. She said that they did not currently have such a plan but she said that when the automation process was complete, she thought it was something they should seriously consider.
Ms. Legard said that the only thing different from other years in the salary and wages line was the performance award. She said that one employee of the library had gone above and beyond what was expected.
Mr. Fernald asked why the librarian didn't use the money she was given for mileage. Ms. Legard said that Ms. Capron filled out the paperwork to get all her mileage money at the end of the year.
Mr. Duprey asked if there were any library employees with benefits. Ms. Legard said yes. She said that there was one full time employee of the library and that person received benefits. Ms. Bonser noted that the benefits for the library employee appeared in the town budget. Mr. Decker asked if it could be noted at the bottom of the library budget information form that the benefits appeared in the town budget.
Ms. Capron noted that there had been a burst of preschoolers in Nottingham. She said that they had the maximum of 15 children in each of their three story hours. Ms. Legard noted that the library offered many programs for both children and adults. She said that they offered far more than just story hours. She said that once the automation was complete the library might need to look into an increase in staffing. She said that the current staff was overwhelmed. Ms. Bonser noted that additional staff was not a capital improvement but she said that it wouldn't hurt to mention it in the capital improvement plan as a possible future need. She said that additional staffing would be needed in other town offices as well.
PRESENTATION BY CHRIS MILLS:
Mr. Mills said that he had a citizen petitioned warrant article. He said that they were not asking for funds with the article but he said that they expected to have the article on the ballot so people could vote on the proposed ordinance. He said that if someone in town and made a major water withdrawal there could be a monetary impact and he said that was why he was bringing this article in front of the Budget Committee. He said that if the value of the houses in town decreased than the tax base would decrease and that would affect town services and revenue. He said that state regulators had not taken any notice of the people's opinion regarding the USA Springs water bottling plant. He said that the petition warrant article was proposing a rights based ordinance. He explained the attachments to the
ordinance. The first was a summary of legal information, the second was a quote from the New Hampshire state constitution and the third was a news article on rights based ordinances. He read out loud Article 10 of the New Hampshire state constitution.
Mr. Decker asked about whether the proposed ordinance would affect sole proprietorships. Mr. Mills said that was an interesting question and he would like the opportunity to research it further.
Mr. Mills said that Section 5 of the proposed ordinance stripped corporations or personhood. He said that was a very important piece of the proposed ordinance. He also said that the ordinance listed exceptions to the proposed policy such as the possibility of a municipal water system. He said that Section 8 of the proposed ordinance said that if one part of the ordinance was held to be invalid than the other parts would remain in effect.
Ms. Andersen noted Section 7 of the proposed ordinance and said that in her opinion $1,000 as a fine for a violation seemed low. Mr. Koester noted that the fine was $1,000 per day. Ms. Andersen said that she still thought it was too low.
Mr. Duprey asked what the petitioners anticipated as an outcome of this proposal. He said that there would most likely be a legal battle and that could cause a financial impact to the town. Mr. Curry said that he was concerned about large legal fees to the town. Mr Mills said that towns in Pennsylvania had passed similar ordinances. He said that the petitioners had been talking to a group called the Community Environmental Legal Defense Fund. He said that if the Community Environmental Legal Defense Fund were able to get a lawyer practicing in New Hampshire, the legal fees would be free. Ms. Bonser said that the town had spent $400,000 in legal fees so far arguing the preemption status in the case of USA Springs Water Bottling Plant. Mr. Curry said that he supported the goals of the ordinance
proposed by the petitioners but he was concerned that the proposed ordinance would not hold up in court. Mr. Mills said that if they gave up the fight against USA Springs than the $400,000 spent on legal fees would have been wasted. Ms. Bonser said that the town could not make retroactive law. Mr. Curry said that this was about risk analysis. Ms. Powell said that ordinances like this had been passed in two towns within New Hampshire. She said that there was legal precedent for this ordinance within the state. Mr. Duprey said that the people in town needed to know that if they voted in favor of this ordinance it would be a fight.
Mr. Mills said that he felt Article 10 of the constitution trumped the law saying that the town could not make retroactive laws. He said that the water withdrawal would have an impact on the environment, ecology, property values and other areas. He said that there were bigger issues here than simply financial and legal fees. Ms. Andersen asked if the petitioners could do an analysis of the possible costs of not having the ordinance. Mr. Mills said that Mr. Balestero had presented a document in the past which he felt explained the possible costs to the community. Ms. Bonser said that any information presented by Mr. Balestero would be in the USA Springs file.
Mr. Mills said that the petitioners were expecting that this warrant article would be voted on at Town Meeting. He said that was the way it had been done in Barnstead when that town had passed a similar ordinance to the one the petitioners were proposing. Ms. Bonser said that the petitioners should let the Board of Selectmen know where they expected the warrant article to be presented to the voters. She said that the petitioners should have an opinion on the issue when they officially presented the petition and the article in front of the Board of Selectmen.
Mr. Koester noted that the Budget Committee could continue to look at this petitioned article all the way up until the ballots were sent to be printed. Mr. Decker suggested that Mr. Mills return to the Budget Committee on December 13, 2007 to discuss this matter further.
SCHOOL DISTRICT REPORT:
Mr. Bonser showed the Budget Committee the Quarter 1 report. Mr. Decker asked if the district had the audited year end report. Mr. Bonser said that he did not think so. Mr. Decker noted that it was real late for receiving finished audit numbers. Mr. Bonser agreed.
Mr. Batchelder said that he was trying to interpret the revenue information. Mr. Bonser said that most of the school district revenue was received in June. He said that the budget forms mostly showed anticipated revenue. Ms. Powell asked if the Medicaid reimbursement would change. Mr. Bonser said that the medicaid reimbursement was a year behind.
Mr. Bonser said that usually the tuition adjustment to the current year tuition figures is made in October or November.
TOWN BUDGET REPORT:
Mr. Decker noted that the Budget Committee had received copies of the town revenue numbers. Mr. Curry asked if the town had started receiving money from FEMA (Federal Emergency Management). Ms. Bonser said yes. She said that the FEMA application was very site specific. She said that each spot, each hole in the road had to be figured separately. Mr. Curry asked if there was a ballpark number as to the percent of flood damage covered by FEMA.
Mr. Duprey asked if someone could explain the numbers on the revenue sheet to him. He said that he didn't understand what the numbers meant. Mr. Batchelder said that the report did not make sense. Ms. Bonser said that she would ask for a written summary of what the revenue report meant.
Ms. Bonser said that there was the potential of a 10.7% increase in the insurance for the full time employees. She said that the town was also looking at making the Recreation Director a full time position and she said that the town was looking at adding an additional full time office staff person to help the Town Administrator as well as helping in the Planning and Zoning office. She noted there were a lot of state deadlines governing the Planning and Zoning office. She said that the town was also looking at giving COLA (Cost of Living Adjustment) raises and merit raises.
Ms. Bonser said that the Board of Selectmen would officially sign papers for Mulligan Forest on Tuesday November 13, 2007 at their meeting.
Ms. Bonser said that the new fire station had been completed ahead of schedule and under budget. She said that the open house for the new fire station had been very well attended. She said that the town fire department was completely moved in to the new building.
Ms. Bonser said that the town was planning to give COLA raises of between 1 and 2.3% and then she said that they were planning to give merit raises to deserving employees over and above the small COLA raise. She said that the overall department budget for raises should not exceed 2.3%. Mr. Koester noted that the new raise formula had the potential to increase department budgets 3-4%.
REMINDER:
Mr. Decker said that the Town Administrator would do a short run through of the town budget and the Budget Committee would get the school default budget at their meeting on November 15, 2007.
SPECIAL TOWN MEETING:
Mr. Koester noted that there was a special town meeting coming up in Nottingham. Ms. Bonser noted that the issue at the special town meeting did not need to go in front of the Budget Committee. She said that the Budget Committee was not involved. Mr. Decker said that the the special town meeting would be held on December 15, 2007 at 9:00am at the Nottingham School. He said that in order to participate people needed to be registered to vote and he said that people needed to register to vote before 10 days prior to when the special town meeting would be held. He read an email from the Pawtuckaway Lake Taxpayers Alliance regarding the special town meeting. It noted that the meeting was about the firm hired to do property assessments. Ms. Andersen asked how the town would let people know about the
special meeting. Ms. Bonser said that there was information on the internet, there would be an advertisement in Foster's Daily Democrat and she said that there was also going to be an article in the Union Leader. Ms. Andersen asked if the town could do a mailing to all the households. Ms. Bonser said that she would ask the other Selectmen about that idea. She said that the DRA (Department of Revenue Administration) always did an analysis on property assessments. She said that according to DRA, the assessments had been done properly. Mr. Curry noted controversy about a "new neighborhood" tax. Ms. Andersen said that she had a question about the process of a special town meeting. Ms. Bonser said that the petitioners were responsible for publicizing the special meeting. She said that the town was in a delicate position on this matter.
OTHER ELECTION DISCUSSION:
Mr. Bonser said that on December 18, 2007 there would be an election to replace Representative Johnson. He said that if more than two people decided to run for the position than the December 18th election would be a primary and the general election would be held in January. He said that if only two people ran for the position than the December election would be the general election. He noted that the polls for that election would be open from 8:00am-7:00pm.
Mr. Bonser said that the School Board was talking about moving the Deliberative Session to a week night. He said that the date they were considering was February 6, 2007. He asked if there were any objections from the Budget Committee. There were not. Mr. Bonser said that the School Board would let the Budget Committee know the final decision as soon as it was made.
OTHER:
Mr. Fernald asked if all the town employees would be getting 3-4% raises. Ms. Bonser said no. She said that they would be getting a cost of living adjustment raise of between 1 and 2.3% plus a possible merit raise.
Mr. Fernald said that he thought the Budget Committee Secretary should receive gas money for her commute. He said that she did a really good job and he thought she deserved it. Ms. Bonser said that she thought that was a good idea.
Mr. Curry made a motion that the Budget Committee recommend that the Board of Selectmen investigate giving the Budget Committee Secretary money for mileage or a raise to cover the mileage. Mr. Fernald seconded the motion. The Budget Committee members voted unanimously in favor of the motion. The motion passed 11-0.
Ms. Bonser made a motion to adjourn the meeting at 9:25pm. Mr. Curry seconded the motion. The Budget Committee members voted unanimously in favor of the motion. The motion passed 11-0.
Respectfully submitted,
Kelly Tivnan
Budget Committee Secretary
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