BUDGET COMMITTEE MEETING/PUBLIC HEARING MINUTES
October 2, 2012
Call to Order: 6:33 p.m.
ROLL CALL
Present: Martha Sumner, Chair
Kristin Lewis-Savage, Vice-Chair (arrived 6:42 p.m.)
Tricia Holt
Gayle Hamel
Neal Morin
Anthony Riccio
Daniel Bush
David Gerns
Ben Sadewicz
Barry Weymouth (arrived 7:05 p.m.)
John Sherman, Selectmen Ex-Officio
Also Present: Sean Fitzgerald, Town Manager
Janet Gallant, Finance Director
The Pledge of Allegiance was led by Darrell Britton.
MINUTES OF JANUARY 11 AND APRIL 3, 2012
Review and approval of the minutes was deferred to the next meeting.
BUDGET PRESENTATIONS
Town Clerk Budget – Presented by Plaistow Town Clerk, Maryellen Pelletier
M. Pelletier explained the Town Clerk’s proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Salary for Deputy Town Clerk and Assistant $43,715.00
- Telephone $ 900.00
- Town Clerk Dues $ 20.00
- Office Equipment & Maintenance $ 1,000.00
The Computer Licensing Fee was considered level funded at $885.00 if the bi-annual costs of the State Firewall Renewal ($575.00) are not included. The firewall will not have to be renewed in 2013.
Increased Budget Line Items:
- Town Clerk Salary (+$1,323.00) $39,916.00
- Increased At Town Meeting 2012
- Computer Hardware/Software (+$568.00) $ 4,368.00
- Costs of software and set up fees to process checks for boat registration
- Increase in support for existing software programs
- Training Expenses (+$50.00) $ 850.00
- Mileage and Lodging expenses were shifted to this line
Decreased Budget Line Items
- Dog Tags & Forms (-$100) $ 600.00
- No longer purchasing 3-part NC paper)
- Office Supplies (-$3,391.00) $ 5,630.00
- Do not need to do as much restorative work to the record books in 2013
- Postage (-$500.00) $ 4,300.00
- There is only one (1) election in 2013
- Mileage Reimbursement (-$27.00) $ 750.00
M. Pelletier offered that the bottom line budget request for the Town Clerk budget is $102,934.00.
J. Gallant added this request is a decrease of $2,812.00 from the 2012 Town Clerk budget.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
M. Sumner commended M. Pelletier for always keeping the department budget numbers as low as possible.
M. Sumner asked about the restoration of the record books.
M. Pelletier noted that the older ones that had been damaged when there was a leak where being repaired.
D. Britton asked for an estimate of revenues collected.
J. Gallant replied that revenues were approximately $1,152,000.00
K. Lewis-Savage arrived at 6:42 p.m.
M. Sumner noted that revenues would be reported in the next weeks. She added that the first time the Budget Committee looks at the individual department budgets they have always taken them under advisement (as opposed to approving them).
D. Britton moved, second by G. Hamel to take the Town Clerk Budget (in the amount of $102,934.00) under advisement.
There was discussion as to whether or not the correct term was advisement or consideration. For consistency all budgets during the first round of review will be taken under consideration by the Budget Committee.
The motion and second amended the motion as follows:
D. Britton moved, second by G. Hamel to take the Town Clerk Budget (in the amount of $102,934.00) under consideration. There was no discussion on the amended motion and the vote was 10-0-0 U/A.
Tax Collector Budget – Presented by Plaistow Tax Collector, Rosemarie Bayek
R. Bayek explained the Tax Collector’s proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Part-time Position (Deputy) $ 7,150.00
- Mortgage Research $ 2,675.00
- Telephone $ 520.00
- Data Processing (software support) $ 1,910.00
- It was noted that this number may change once the invoice is received
- Mailing Services (tax bill preparation/mailing) $ 2,572.00
- Dues $ 40.00
- Office Supplies $ 363.00
- Equipment Repairs $ 400.00
- Mileage Reimbursement $ 649.00
- Research Unknown TC Deeds $ 2,000.00
K. Lewis-Savage asked if there had been anything done in 2012 to research owners unknown.
S. Fitzgerald noted there had been work done by the Plaistow First Committee (PFC) to assist in clearing up owner unknown properties.
K. Lewis-Savage noted that the handout did not indicate any funds being spent from that line in 2012.
S. Fitzgerald explained that the PFC had been doing some of the due diligence to research which has kept the fees down by there has been some legal fees involved that have not yet been processed.
K. Lewis-Savage offered that this was a worthwhile budget line as it put properties back on the tax rolls.
S. Fitzgerald noted that work of the PFC had revealed a 3-rod road that gave frontage to a town-owned piece of land formerly considered to be landlocked. He added the money would support those due diligence efforts to clean up the records.
Increased Budget Line Items
- Tax Collector Salary (+$802.00) $27,528.00
- Increased At Town Meeting 2012
- Training (+$275.00) $ 925.00
- Budget was insufficient in 2012 and increases were made for the last year of training for the Deputy Tax Collector
- Postage (+$100.00) $ 3,900.00
- Routine Postal Rate increase
- Registry of Deed/Recording (+$50.00) $ 400.00
- Budget was insufficient in 2012
R. Bayek offered that the bottom line budget request for the Tax Collector budget is $51,032.00
J. Gallant added this request is an increase of $1,227.00 increase over the 2012 Tax Collector 2012 budget, $800.00 of the increase being a voted salary increase.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
K. Lewis-Savage moved, second by T. Holt, to take under consideration the Tax Collector’s budget in the amount of $51,032.00. There was no discussion on the motion and the vote was 10-0-0 U/A.
Finance Administration – Presented by Finance Director, Janet Gallant
J. Gallant explained the Finance Administration proposed line items for the 2013 budget:
Increased Budget Line Items
S. Fitzgerald noted that there was a proposed $10,000.00 increase (from $55,800.00 to $65,800.00) in the salary line to support a part-time coverage for the finance office. He explained that there were more responsibilities and demands on J. Gallant’s and other Town Hall staff time. S. Fitzgerald added that he counted on J. Gallant to be present during collective bargaining and contracting sessions and having some back up to cover day-to-day Town Hall responsibilities was important.
M. Sumner asked if this would be a new position or increase in existing staff hours.
S. Fitzgerald replied that it would be a new position. He added that a former employee had been helping out 10-15 hours a week depending on the customer service needs.
K. Lewis-Savage asked if this new position would be cross trained to be able to provide coverage for other departments.
J. Gallant offered that the main telephone lines were currently programmed to roll over to her office(s) if there was no one at the front desk.
S. Fitzgerald added that the position would be mostly to support finance but could be made available if there was a need.
K. Lewis-Savage asked what the rate of pay for the position would be.
S. Fitzgerald replied that the person currently in the position was being paid approximately $14.00 per hour.
The following line items are proposed to be level funded:
- Data processing $ 4,000.00
- Training $ 800.00
K. Lewis-Savage asked if the new position would require any training that would warrant an increase in the training line item.
S. Fitzgerald replied that they had been taking greater advantage of training offered by the LGC (Local Government Center). He added that combined with in-house training should be sufficient.
J. Sherman asked if someone was already doing the job that was proposed and where they were being paid from.
S. Fitzgerald responded that they were being paid from the Executive budget line using the position that was formerly held by Ruth Jenne.
K. Lewis-Savage questioned if the person who is currently doing the job will step into the new position.
S. Fitzgerald replied that proper employment hiring guidelines will be following, which may include posting of the position. He added that the person who was performing the job at this time has served the Town for a long time and would be an excellent candidate for the position.
K. Lewis-Savage, noting that there were now many cross-over positions, requested that the Town’s organizational chart be updated and posted.
S. Fitzgerald responded the chart would be updated and posted in the Town Clerk’s Office. He added that there was discussion regarding including it in the Town Report. S. Fitzgerald offered that chart would take about two (2) weeks to update and get to the Committee.
- Office Supplies $ 800.00
- Mileage Reimbursement $ 333.00
- Professional Audit $ 20,077.00
J. Gallant noted that there were still encumbrances from 2010 on this line to complete audits. She added that funds from 2012 would also be encumbered because the 2012 audit will not be completed until 2013.
J. Gallant offered that the proposed 2013 budget for Finance Administration is $91,810.00.
K. Lewis-Savage moved, second by B. Sadewicz, to take under consideration the proposed Finance Administration budget in the amount of $91,810.00. There was no discussion on the motion and the vote was 10-0-0 U/A.
J. Gallant noted that the BOS had approved that same amount at their recent meeting, but the numbers were inadvertently omitted from the handouts.
Financial Accounting – Presented by Finance Director, Janet Gallant
J. Gallant explained all the budget line items for this budget:
Level Funded Line Items:
Treasurer’s Salary $ 7,244.00
- It was noted that this salary could only be increased by warrant article
Budget Committee Secretary $ 1,020.00
- It was noted that this line was based on a per meeting fee
Trustees Mileage $ 167.00
- This is usually paid out at the end of the year
Budget Committee Expenses $ 200.00
- This item covers training and mileage for Budget Committee members
J. Gallant offered the total 2013 proposed budget for Financial Account is $8,631.00.
J. Sherman noted for the record that this was the same amount that was approved by the BOS at their September 24, 2012, meeting.
B. Sadewicz moved, second by T. Holt, to take under consideration the proposed Financial Accounting budget in the amount of $8,631.00. There was no discussion on the motion and the vote was 10-0-0 U/A.
Debt Service – Presented by Finance Director, Janet Gallant
J. Gallant noted there was a $1 place holder in the Debt Services line as the Town has no debt at this time. She added that cash flow management measures and a good relationship with the school district makes the need for a TAN (Tax Anticipation Note) unlikely.
M. Sumner asked what the amount of the unexpended fund balance.
S. Fitzgerald replied that the last audit showed the amount to be $3.9M. He added that $300,000.00 was used to offset taxes leaving a balance of $3.6M. S. Fitzgerald noted that the unexpended fund balance had been steadily increasing over the last three (3) years and that 2008 was the last time the Town had a need for a TAN.
B. Weymouth arrived at 7:05 p.m.
F. Fitzgerald noted that the departments have been cooperative with tightening lines and producing a conservative budget which has allowed the fund balance to be built up.
J. Sherman noted for the record that this was the same amount that was also approved by the BOS at their September 24, 2012, meeting.
K. Lewis-Savage moved, second by T. Holt, to take under consideration the proposed Debt Service budget in the amount of $1.00. There was no discussion on the motion and the vote was 10-0-1 (Weymouth abstaining.)
M. Sumner noted that Lori Sadewicz, Assessing Clerk, was sick and unable to be at the meeting tonight to present her budget.
There was discussion regarding when best to reschedule the Assessing Department budget presentation. It was noted that CIP (Capital Improvement Plan) was scheduled for the next meeting and was a lengthy presentation when before the BOS.
S. Fitzgerald offered there was now a PowerPoint presentation available which should shorten the presentation time.
K. Lewis-Savage suggested that Assessing be rescheduled for October 16, so that appropriate time could be dedicated to review.
J. Gallant suggested that a few of the smaller budget could be scheduled for the end of the evening in case time ran short. This would make it easier to push them to the next meeting if necessary.
COMMITTEE REPORTS:
CIP – G. Hamel and D. Gerns
D. Gerns reported that is’ been a long process but they have identified larger projects and how to budget for them until the year 2018. He added they looked at projects ranging from recreational used to roadways and closely examined the life cycles of large equipment pieces.
S. Fitzgerald added that the CIP is not a budget document but a planning tool. He commended the work done by the CIP committee.
D. Gerns offered that he felt the committee also made a more realistic estimation of revenues, which had been skewed in the past.
It was noted that Recycling and Public Safety had not met recently so there were no reports.
M. Sumner asked if it was necessary to appoint an alternate for the CIP Committee.
J. Sherman replied that it had not been necessary this past cycle as G. Hamel and D. Gerns were both dedicated. He suggested it might not be a bad idea for future years.
UPDATES FROM THE FINANCE DIRECTOR
J. Gallant noted that all the budgets were printing and in the members’ folders, but she would like to focus on getting them out electronically for future meetings. She suggested that they not be printed and brought to the meetings, as there would still be hardcopies put in the folders.
J. Gallant offered that revenue reports would be distributed at one of the next couple meetings once presented to the BOS.
J. Gallant noted the following parking lot items for the next meeting:
- Advertising for Budget Committee vacancy
- Organizational Chart that would show cross-trained employees
- Update BOS approved budget amounts for the three (3) reports that were missing the information for this meeting
M. Sumner explained that the Town Report Committee was looking to have pictures of all boards and committees taken to be included in the Town Report.
There was a discussion as to when the best time to take the picture of the Budget Committee would be. It was suggested that the meeting on October 16, would be the best. It was also suggested that the Cable Budget be moved to that night as well because Dean Zanello would be taking the picture as well as presenting the Cable budget. The picture will be taken an hour into the meeting to insure that as many members as possible will be present.
OTHER BUSINESS
S. Fitzgerald noted a Town of Plaistow flag displayed on the stage. He added that flag was purchased by Roy Jeffrey and Mr. Jeffrey would be providing information on how to purchase the flags.
M. Sumner asked the residents viewing the meeting at home to consider serving on the Budget Committee and to contact Town Hall if they would like information on how to become involved.
The meeting was adjourned at 7:23 p.m.
Respectfully Submitted:
Dee Voss
Recording Secretary
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