Budget Committee
Nottingham Town Offices Conference Room #1
Thursday November 10, 2011 - 7:00pm
Approved
|
Members |
Additional Role |
Term Ends |
X |
Chet Batchelder (elected) |
Vice Chair School Survey Rep Alternate |
2012 |
X |
Donna Danis (elected) |
Chair |
2012 |
X |
Michael Koester (elected) |
Member at Large School Building Advisory Committee |
2014 |
E |
Gail Mills |
Member at Large School Survey Rep. |
|
X |
Barbara Scannell (elected) |
School Building Advisory Committee Alternate |
2013 |
X |
Doug Simmons (elected) |
CIP Committee Rep. Alternate |
2012 |
X |
Bunny Walder |
Appointed Member |
2012 |
X |
Rick Morrissey |
Appointed Member |
2012 |
X |
Peter Perron |
Appointed Member CIP Committee Reb |
2012 |
|
Other Board Membership |
Board Representing |
|
X |
Hal Rafter |
Selectman Representative |
|
X |
Susan Levenson |
School Board Representative |
|
7:00 Call to Order and Introductions
7:05 Review/approve minutes from Oct. 20
Motion by Chet to accept minutes 2nd by Hal
Mike moved to accept minutes as amended, Chet seconded 7 accept and 2 abstained.
7:15 Presentation: Town First Draft Budget
Charlie Brown presented town budget first draft.
Executive
Changes: Secretary salary changes and this takes into account the hiring of an administrative assistant for town administrator. This was included in narrative section of town budget. Board of selectman needs to agree on part-time of full-time. Mary Bonser sent statement in support of this position and her document was read to BC. Mary Bonser did recommend that this position be full-time, due to need instead of part-time. Board of selectman feels that a part-time position would result in not being able to obtain a qualified individual for the needs of this position.
Donna asked Charlie how many employees were in town office currently. Charlie noted Marge (full-time) and then two part-time employees. The proposed position would add a second full-time employee.
Charlie also noted that cost including insurance etc. were in narrative document presented to BC.
Bunny questioned Charlie about the consolidation of postage and printing. Charlie noted that each department continues to have their individual funds. Charlie did note that printing of town reports was expensive and they are seeking printing services this year at a reduced cost.
Contracts have decreased secondary to new copier and new service contract at lower rate.
There is a desire to upgrade the Nottingham Web page and this is why there is an increase in this line item. Michael inquired about changing or upgrading the broadcasting equipment. Charlie stated that things were being explored, to get the second local channel on-line will be in about one year. Charlie noted that the town office would have to be proactive to get the channel online. Charlie noted the the tech was in this week and that the broadcast should be improved. There is a need to determine exactly where the problem is in the equipment.
The town did get a check from Comcast to get the second local channel on-line will be in about one year.
Elections and Registrations
Minimal changes to town clerk budget. Requesting a salary increase of $2.50 per hour.
Donna asked about prior increases. Charlie noted that past increase of 2% did not include town clerk office as they are an elected position.
Election workers budget will increase this year secondary to there being 4 elections during this budget cycle. The state will pay for state or federal ballots, local elections town must purchase ballots. For all elections the town must pay for programs to prepare computers to tally ballots.
Financial Administration
Bookkeeper budget line has 2% increase in salary line.
Chet ask if there is a protocol about reporting overtime by employees or not. Chet stated that it would make sense for board of selectman to create policy or recommendation for overtime.
Michael asked how bookkeeper and tax collector offices were looked at, was it the same way. Charlie said not that they were two different departments and each completed their own jobs. Again they are elected positions.
Auditor line is increased secondary to GASB 45. Initially it was reported that Nottingham was exempt, however this budget we are not and the increase in this line is secondary to this. It has to do with liabilities from retired town employees. Charlie noted that the normal fee is $5,000 or $6,000.
Donna noted that we were paying three years of audits ($3,200) for one retired town employee.
Assessing
Overall secondary to combining of line items there is a reduction of about $4,500 in this area.
Legal
No changes
Personal Administration
In past years town picked up copays for medical, however this was stopped so line item will be removed from budget sheets.
Cobra insurance - town is contributing for a former town employee.
Medical Insurance will have an estimated 12.5% increase and if the new town employer is hired the insurance cost will need to be pulled into budget.
Police and Fire Department retirements have increased secondary to state down-shifting cost to towns. Currently the stated is contributing 0% so town must make up for this. Charlie also noted that contributions from employees has increased to 8.99%.
Also noted that town’s worker’s comp insurance has increased due to injury.
Bunny asked about bottom-line on personnel admin budget increase being primarily from retirement increases. Charlie clarified that this was the bulk of the increase secondary to state funding changes to retirement was from retirement increased. Charlie also stated that different plans have been explored but the board of selectman has not begun to review these.
Planning/Zoning
Planner line did have missing data so Charlie noted that there has been a misunderstanding with budget and this line should decrease from $15,000 down to several thousands. Charlie noted that left over funds would be encumbered. It appears that left over funds will cover planning budget for several years.
General Government Buildings
Charlie noted that maintenance on buildings was needed and that this line item might exceed budget. Steeple on Dame building needs work - RFP has been written.
Maintenance cost for the buildings will be related to having holding tanks pumped. Cost are new so exact budget is questionable and will need to be determined.
Charlie noted that new technology in new HWY building should bring heat and electric cost down.
Donna asked if Recreation Department could be charged for electrical and heat use, Charlie will explore.
Cemeteries
No changes
Insurance Not Otherwise Allocated
Workers Comp has increased due to injury with town workers.
Police
Overtime and gas cost for cruisers has increased, but standard increases there are no big changes in this budget. There will be a new cruiser in the budget line this year ($21,078).
Sue asked about personnel changes in police department. Charlie noted that the plan has moved forward and 7th officer now in academy.
Michael asked about overtime and Charlie noted that most of overtime was secondary to officers having to be in court.
Barb asked about fleet of cruisers and how they were planned into budget. Charlie noted there were 3 cruisers and 1 ford expedition. They try to rotate and buy one cruiser per year. The expedition is expected to be used for seven years.
Fire/Rescue
Salary line increase - chief is asking for a third firefighter. $40,000 salary request for third employee
Chet asked if the BOS have signed off on the town budget as of yet, Hal responded that no the BOS was waiting on comments or concerns from the BC. Chet did note that the new employee’s salary with benefits could be close to an $80,000 cost to the town when insurance, retirement etc is considered.
Ambulance
No issues or concerns
Chet did state that changes in Medicaid could influence ambulance revenue so it should be monitored. Charlie stated that current revenues do appear to be covering cost.
Code Enforcement/Emergency Management
No issues or Concerns
Highway
Overall budget has decreased and this was noted that grader was now paid off so this is why the budget has gone down. Charlie also noted that fuel line has significantly increased.
Construction/Reconstruction
No changes, Church Street and Hall Way and also the driveway into new Salt Pit area. There are concerns with wetland and permits and construction could be expensive/considerable cost secondary to this. Charlie has put out RFP and estimate was around $180,000.
Peter noted that CIP has this listed in 2013 for both bridge and building. Charlie noted that town was going to try to get this done in 2012.
Solid Waste/Recycling
Budget down and has gone down each year, expected to level off in near future.
Charlie and BOS (Gary) noted that “pay to throw” with paper bags is being explored. BOS is also considering putting funds into solid waste fund to get new crusher and bailer, which could save town money. The bailer from last year has resulted in less loads and saved money.
Animal Control
No Changes
Susan asked if Nottingham did have an animal control office or if we used Dover/Rockingham County. Charlie noted that we do have our own officer.
Health Other, General Assistance
No Changes
Vendor Payments
Some were increased, some stated level. Seacoast Hospice is dissolving and therefore have not requested funding.
Parks and Recreations
Slight increase, salary increased requested.
Library
Library trustee will provide budget to BOS on Nov. 21st
Conservation
Chet ask if next time town presents, could conservation committee could report on revenue from timber tax.
Articles
Charlie reviewed articles that will be put forward for town review.
Bottom-line
Town budget is 3,344,043.00. This is $80,000 over the budget from the previous year.
Donna noted to BC to go through narratives provided by Charlie to prepare for future meetings in which the town and department heads will discuss budgets.
9:00 Teachers’ Contract - list of information requests
Chet noted that only a couple of sections in the teacher contract Articles 8-11 concerned financials.
Donna noted that Article 4 represented the whole package as to what the working environment (benefits) was for the teachers. Also in preparing for the negotiations what other contracts did the school look at and how competitive is the contract to other like schools/districts.
9:20 Committee/ Department Reports
School:
Building committee presented. Upcoming meeting will be devoted to budget and Dover High School Principal will be in attendance. Susan attended meeting with Coe-Brown in which future plans of Coe-Brown was discussed. First draft of SB budget should be in draft form for BC. Susan’s concern is that monies are going into the right place in the SB budget and matches schools educational priorities/goal. It is felt that time schedule for Teacher contract is on schedule.
School Building Committee:
Meeting to firm up funding and cost in line so when presented to BC cost would be clear. Funds (around $14,000) for engineering services to determine cost is being sought. Barbara spoke to committee about timelines that firm numbers were needed later in December than rush through the process to get numbers in November. Barbara discussed that building funds should not be considered from a surplus in the school budget.
Six meetings around town have been scheduled to discuss new building, two have been completed. Attendance was fair. Barbara did have floor plan of new building for BC review.
Donna ask if there was a possibility that the school board could not recommend that the warrant for the new building go forward. Susan noted that this had not been discussed.
Peter asked if the School Board might pull money from another area to pay for the engineering services since the warrant article was pulled. Susan stated no the plan was not to pull money from another area, but financials were being explored by school board.
BOS:
Hal reported that focus has been on budgets. Four state representatives came to BOS to talk with community members. Primary conversations was around state support to towns. Some discussions around DES and USA Springs and water rights. Hal reported that no major comments from state senators about this topic. Highway building coming along should be done by end of December.
Chet asked if the senators spoke about redistricting. Hal noted that the senators remarked that Nottingham would probably have one representative.
Donna noted that she had sent Hal’s responses to BC questions, these will be included in minutes.
CIP:
All departments have request in except for Recreation Department. Request made to pull in Rec. Depart. before next meeting. Also added another line-item for resurfacing driveway/parking lot at schools.
Survey Committee:
Will ask Gail if this committee still is active. No report noted.
Other Business:
- BC schedule: of concern “timing of bond hearing”. Bond hearing can be no more than 60 days and no less than 15 days prior to public hearing. Donna has discussed with DRA and town lawyer and support December 13th as earliest date. The school board and school lawyer and DRA still states Jan. 13 is earliest date. Conclusions:
SB will go forward with Jan 13 as bond hearing:
Move BC hearing to after bond hearing Jan 16 or Jan 17.
Hold our meeting on Jan. 12, and hold our recommendation on bond until after bond hearing. Then Jan. 19 or Jan. 26 we would have meeting and then we would vote to recommend or not recommend the bond for new school.
Hold our meeting Saturday Jan 14th after the SB bond hearing on Jan. 13th.
- Email from Karen Davidson discussed. Email is included in minutes. Bunny noted that it appeared that the email was stating the level of accountability in the highway department is different from other departments and this should be addressed. The second aspect of the email was around the money spent on emergency lanes versus non-emergency lanes. Peter noted that if possible this report should be generated, but it did not belong in the budget, it belonged in town report. Rick agreed with Peter on this point. Susan noted that the highway budget for road maintenance should be more transparent if possible. Barbara noted that this issue had been addressed last year and the BC did the responsible thing and turn this issue to BOS and the issue should be addressed again at this level. Donna supported Barbara’s statement in that the policy had been developed by the BOS and that is should be addressed there and determined if needed. Donna noted that no action was needed from BC and
referred issue to Hal and BOS.
Hal also noted that there could be an estimated breakdown of monies going to emergency lanes versus non-emergency lanes.
3. Michael noted that email asked if public could come to BC meeting to discuss issues such as these and Donna noted that yes public was welcome to come to BC
Action Items:
Donna will explore when the BC public hearing must occur and when the bond meeting must occur for the School Board and School Budget.
10:05 Hal made motion to adjourn meeting, Peter seconded.
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