BUDGET COMMITTEE MEETING/PUBLIC HEARING MINUTES
October 23, 2012
Call to Order: 6:32 p.m.
ROLL CALL
Present: Kristin Lewis-Savage, Vice-Chair
Tricia Holt
Gayle Hamel
Neal Morin
Anthony Riccio
Daniel Bush
David Gerns
Ben Sadewicz (arrived 6:34 p.m.)
Barry Weymouth (arrived 6:59 p.m.)
John Sherman, Selectmen Ex-Officio
Excused: Martha Sumner, Chair
Also Present: Sean Fitzgerald, Town Manager
Janet Gallant, Finance Director
The Pledge of Allegiance was led by Plaistow Fire Chief, John McArdle
MINUTES OF October 9, 2012
B. Sadewicz arrived at 6:34 p.m.
T. Holt moved, second by D. Gerns to approve the minutes for the October 9, 2012 meeting.
There was no discussion on the motion. The vote was 7-0-3 (Hamel, Gerns and Riccio abstaining)
BUDGET PRESENTATIONS
Highway Administration – Presented by Dan Garlington, Highway Supervisor
D. Garlington explained the Highway Administration’s proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Highway Salaries $ 162,947.00
- Highway Temporary Labor $ 18,000.00
- Highway Overtime $ 36,000.00
- Telephone $ 3,660.00
- Data Processing $ 1,500.00
- Building Repairs $ 3,000.00
- Training Conferences $ 600.00
- Dues $ 150.00
- Office Supplies $ 250.00
- Gas & Oil $ 21,000.00
Increased Budget Line Items:
- Uniforms (+$,1000.00 $ 4,000.00
- Electric (+$400.00 ) $ 5,000.00
- There has been an electrical rate increase
- General Supplies (+$500.00) $ 3,000.00
D. Gerns asked noted that not much had been spent out of the office supplies line. He asked if more would be spent.
D. Garlington replied that they would soon be purchasing a file cabinet.
T. Holt noted that batteries were listed in the General Supplies line as well as the Office Supplies line.
There was a discussion about the different types of batteries that were used by the department and why they appear in two different budget lines.
D. Garlington noted that some batteries were for more specialized and others were the routine AA, AAA battery types used in office equipment. There was discussion on consolidating the General Supply and Office Supply lines and putting the equipment batteries in the Equipment Maintenance line.
- Equipment Maintenance (+$650.00) $ 1,000.00
- There is now a maintenance contract on the generator that was installed last year
Decreased Budget Line Items
- Engineering (-$6,500.00) $ 10,000.00
- The reduction is due to an update in the 2012 RSMS (Road Surface Maintenance Schedule)
- This line would include acquisition of a Weather Warning system
- Heating (-$1,000.00) $ 4,000.00
D. Britton noted there was approximately a $90,000.00 difference between the 2012 budget amount and the current expenditures.
J. Sherman offered that much of the paving scheduled for 2012 was yet to be done and would be large expenditure.
J. Gallant added that engineering would be a fourth quarter expense as well. She added that lights, heat and gas are higher in the fourth quarter as well.
S. Fitzgerald noted there was continued discussion about consolidating the Cemetery budget into this budget and it that becomes the case the Committee will see the adjustment in this budget in the future.
D. Garlington offered that the bottom line budget request for the Highway Administration budget is $274,107.00.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
T. Holt moved, second by D. Britton to take the Highway Administration budget in the amount of $274,107.00 under advisement. There was no discussion on the motion and the vote was 10-0-0 U/A.
Highways & Street – Presented by Dan Garlington, Highway Supervisor
D. Garlington explained the Highways and Street’s proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Vehicle Maintenance Supplies $ 8,000.00
- Vehicle Repairs $ 5,600.00
- Traffic Supplies $ 21,940.00
- Crushed Stone $ 2,000.00
- Drainage Improvements $ 60,000.00
- Pavement Management $ 185,000.00
- Rentals and Leases $ 34,500.00
- Culverts & Catch Basins $ 7,700.00
- Salt & Sand $ 70,000.00
- Snow Plowing $ 150,000.00
- Grounds Maintenance $ 14,000.00
Increased Budget Line Items:
- Tree Removal (+$,1000.00) $ 6,000.00
Decreased Budget Line Items
- General Supplies(-$150.00) $ 200.00
- Reduction is based on actuals
- Equipment Purchase (-$1,000.00) $ 5,000.00
- Street Sweeping (-$1,000.00) $ 5,000.00
D. Garlington noted that the proposed budget was $574,940.00 for Highways and Street.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
J. Gallant noted that this was a decrease of $1,150.00
K. Lewis-Savage asked that the status on the RSMS study was.
D. Garlington noted that there was a draft report but that all the data had not yet been evaluated.
K. Lewis-Savage questioned when the last study was done.
D. Garlington replied that it had been five or six years.
K. Lewis-Savage asked if the Town was keeping pace with road maintenance.
D. Garlington responded that we weren’t in tough space, but we could be doing a better job.
S. Fitzgerald offered that we some paving had been deferred and the new report would evaluate the roadways. He added that the Town would maintain a high standard of road maintenance.
K. Lewis-Savage asked if the cutbacks now would mean potential increases in the future.
S. Fitzgerald replied that the Town has been able to rely on grant funding and he was confident that if more monies were needed we could rely on assistance from the State.
D. Garlington explained the process of what determines when pavement needs to be reclaimed or resurfaced, noting that reclamation was the more expensive process. He added that most roads don’t have enough surface on them at this time to be reclaimed.
It was noted that these roads would be resurfaced this year:
- Rustic
- Sequoia
- Brookside
- Graystone
- Little Nook
D. Britton questioned what caused the large increase in the 2012 Rentals and Leases budget.
D. Garlington replied that they had rented a wood chipper.
J. Gallant offered that they line had been level funded for a couple years and was underfunded. She added that with the additional landscaping responsibilities the increase was necessary.
D. Garlington noted that they didn’t rent the chipper as much last year as they had in the past.
B. Weymouth arrived at 6:59 p.m.
D. Britton asked if they would be purchasing any equipment to maintain the cemetery.
D. Garlington said they would not be doing so.
D. Britton asked about the sand and salt situation. He asked if D. Garlington was looking into bulk pricing.
D. Garlington replied that if the shed could hold more product he could look into more competitive pricing. He added that a shortage of sand/salt was more of a concern to him than a price increase.
There was discussion about the recent tree cutting that was being done by the electric company.
D. Britton moved, second by T. Holt to take the Highway and Streets budget in the amount of $574,940.00 under advisement. There was no discussion on the motion and the vote was 10-0-01 (Weymouth abstained).
Solid Waste Clean Up – Presented by Dan Garlington, Highway Supervisor
D. Garlington explained the Solid Waste Clean Up proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Landfill Overtime $ 8,000.00
- Engineering $ 29,000.00
- Grounds Keeping $ 10,000.00
It was noted that the landfill water monitoring (engineering) was part of a New Hampshire Department of Environmental Services (NHDES) mandate.
There was a discussion about new technologies and methodologies for covering landfills.
D. Garlington noted that the proposed budget was $47,000.00 for Solid Waste Clean Up.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
T. Holt moved, second by D. Britton to take the Solid Waste Clean Up budget in the amount of $47,000.00 under advisement. There was no discussion on the motion and the vote was 11-0-0 U/A.
Street Lights – Presented by Dan Garlington, Highway Supervisor
D. Garlington explained the Street Lights proposed line items for the 2013 budget:
Increased Budget Line Items:
- Street Lights $ 97,000.00
It was noted that the increase is based on actual usage and a 6-7% predicted rate increase.
There was discussion on measures, such as alternate energy suppliers, that the Town was exploring to save costs. There was also discussion on different kinds of lighting fixtures, such as LED and whether or not there would be cost savings.
G. Hamel moved, second by T. Holt to take the Street Lights budget in the amount of $97,000.00 under advisement. There was no discussion on the motion and the vote was 11-0-0 U/A.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
Welfare Administration – Presented by Lori Sadewicz, Human Services Coordinator
L. Sadewicz explained the Welfare Administration proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Training $ 240.00
- Dues $ 50.00
- Office Supplies $ 250.00
Decreased Budget Line Items:
- Mileage (-$133.00) $ 200.00
D. Britton noted that every department budget seemed to have its own “office supply” line. He questions if there was a central supply and items were being sold from it to the departments.
S. Fitzgerald explained that there were some items, such as paper, which is ordered in bulk, but each department does have a modest supply line to support day-to-day functioning.
J. Gallant added that some departments have department-specific supply and maintenance needs that aren’t included in the general supply. She noted that Audrey DeProspero does monitor suppliers to get deals on bulk supplies.
S. Fitzgerald offered that some items, such as printer toner, are ordered through local vendors.
G. Hamel moved, second by D. Britton to take the Welfare Administration budget in the amount of $740.00 under advisement. There was no discussion on the motion and the vote was 11-0-0 U/A.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
Welfare – Direct Assistance – Presented by Lori Sadewicz, Human Services Coordinator
L. Sadewicz explained the Welfare Direct Assistance proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- It was noted that this line was reduced $15,000.00 in last year’s budget as they were able to utilize other resources to provide services
- Food/Markets $ 250.00
- Telephone Services $ 100.00
- Heat $ 5,000.00
- Miscellaneous Assistance $ 500.00
- Funeral Assistance $ 1,000.00
Increased Budget Line Items:
- Unitil Electric ($+500.00) $ 4,500.00
- Increase is due to rate increases
Decreased Budget Line Items:
- Medical (-$500.00) $ 1,000.00
- Decrease is due to the ability to take advantage of other healthcare programs that the Town also supports
G. Hamel moved, second by T. Holt to take the Welfare – Direct Assistance budget in the amount of $37,350.00 under advisement. There was no discussion on the motion and the vote was 11-0-0 U/A.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
Human Services – Presented by Lori Sadewicz, Human Services Coordinator
L. Sadewicz explained the Human Services Assistance proposed line items for the 2013 budget:
L. Sadewicz noted that the Committee had been provided with a booklet at a previous meeting of what agencies receive assistance. There were no questions about the booklet.
Level Funded Budget Line Items:
- Family Mediation $ 10,408.00
- Rockingham Community Action Program $ 10,612.00
- Sexual Assault Support $ 1,000.00
- Crisis Pregnancy Center $ 2,200.00
- Sad Café $ 5,000.00
- Retired Senior Volunteer Programs $ 850.00
- Vic Geary Center $ 6,500.00
- SeaCare Health $ 2,000.00
- Rockingham Nutrition & Meals on Wheels $ 3,552.00
- Community Health Services $ 2,500.00
- Child and Family Services $ 1,000.00
Increased Budget Line Items:
- A Safe Place ($+500.00) $ 4,000.00
- Increase based upon the number of units of service provided in 2012. The number of victims supported went from 14 to 23.
- Center for Life Management (+$500.00) $ 7,000.00
- It was noted that the unit rate per service had been decreased but there were more referrals for service made
- Lamprey Health (+$90.00) $ 3,090.00
- Increase based upon the number of service referrals made in 2012
Decreased Budget Line Items:
- Child Advocacy Center (-$250.00) $ 1,250.00
- Decrease is due to fewer services provided
- Greater Salem Caregivers (+$600.00) $ 5,400.00
- The reduction in services is due to the reduction of volunteers available from the Town of Plaistow.
It was noted that Rockingham Visiting Nurses Association no longer requested assistance from the Town of Plaistow. They are still operating; they are just no longer requesting funding from Plaistow.
L. Sadewicz explained that Salem Caregivers are having difficulty in finding enough volunteers to provide all the services needed. She noted that they have tried socials, outreach and recruitment without much success.
D. Britton asked if L. Sadewicz had a sense whether or not things were getting better.
L. Sadewicz replied that there was an increase in traffic and requests and the need was more extreme. She added that she was able to do more referring to agencies that the Town already supports, but that she didn’t really see an end in sight.
B. Sadewicz asked if there had been a request from the food pantry.
L. Sadewicz responded that she has been able to refer those in need to the food pantry. She added that they were supported in other ways such as by the church and the scouts.
T. Holt moved, second by G. Hamel to take the Human Services budget in the amount of $6,362.00 under advisement. There was no discussion on the motion and the vote was 11-0-0 U/A.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
Emergency Management – Presented by Lt. William Baldwin, Emergency Management Director
W. Baldwin explained the Emergency Management proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Part-Time Positions $ 10,000.00
- Telephone $ 1,000.00
- To include Wi-Fi services for the new mobile EOC (Emergency Operations Center)
- Office Supplies $ 400.00
- Equipment Maintenance $ 150.00
- Miscellaneous $ 500.00
- Mileage/Travel $ 444.00
Increased Budget Line Items:
- Postage (+$450.00) $ 500.00
- Increased will be used to recruit volunteers for a CERT Team
- Equipment Purchase (+$2,000.00) $ 6,000.00
- Communications equipment for the new EOC Mobile Command
Decreased Budget Line Items:
- Training (-$500.00) $ 1,000.00
- Decrease is due to some training being able to be done in-house
W. Baldwin explained that he would like to recruit and train volunteers to form a CERT (Civil Emergency Response Team). Examples of what a CERT would do are: check on elderly residents; spot areas of trees down for quicker response; assist where needed in the EOC.
T. Holt asked how people would volunteer.
W. Baldwin replied there would be an outreach flyer that people would return. Volunteers would indicate on the form their list of skills and specific training which would then be matched up with the needs of the EOC. He added that there need to be a screening and certification program set up, which would include a background check at a minimum.
N. Morin asked who the Deputy Emergency Management Directors (EMDs) are.
W. Baldwin replied that Mike Dorman and Dennise Horrocks are the Deputy EMDs.
N. Morin asked if a CERT would present a liability issue for the Town.
S. Fitzgerald said that there would need to be a discussion with the town’s insurance carrier to find out if any and/or what liability waivers would need to be in place.
N. Morin asked if the CERT would be exclusive to Plaistow or available to other towns as well.
S. Fitzgerald noted that there were also ex-military, social, civic and faith-based groups to explore for volunteers.
J. Sherman said that he was not “CERT”tain what other towns had the program.
K. Lewis-Savage offered that they would likely have the same liability as the sports coach volunteers.
There was a discussion regarding different emergency notification possibilities including email and social media.
J. Sherman noted that Facebook played a big role in people being able to connect with each other during the recent earthquake.
K. Lewis-Savage added that the Friends of Recreation was already using Facebook for notifications.
D. Britton asked how much the usually reimbursement is from government funding programs.
W. Baldwin responded that most grants we apply for require a 50% match from the Town.
D. Britton asked if the EMD staff were drawing stipends over and above their regular payroll.
S. Fitzgerald noted that the three employees being paid under the Emergency Management budget were performing duties over and above their core job responsibilities. He noted they were making themselves available to respond whenever they are called.
K. Lewis-Savage added it was a roll of the dice whether there would be multiple disasters or none at all.
D. Bush moved, second by D. Britton to take the Emergency Management budget in the amount of $19,994.00 under advisement. There was no discussion on the motion and the vote was 11-0-0 U/A.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
Fire Department – Presented by John McArdle, Fire Department Chief
J. McArdle explained the Fire Department proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Permanent Positions- Chief $ 69,836.00
- Data Processing $ 4,225.00
- Books & Periodicals $ 200.00
- Building Maintenance $ 200.00
- Dues – HazMat $ 6,200.00
- Gasoline $ 11,374.00
- Part-Time – Forest Fire $ 350.00
Increased Budget Line Items:
- Uniforms (+$1,470.00) $ 8,050.00
- Based on Actuals and increased allowances for call and fulltime staff
- Telephones/Communications (+$2,800.00) $ 7,082.00
D. Britton asked if and how this would be integrated with the Police Department.
J. McArdle replied that the $2,800.00 figure was the Fire Department’s share and the Police Department would have hardware and software costs.
- Increase is to allow for conversion to private communications frequency
- Medical Services (+$1250.00) $ 6,000.00
- Increase is due to increases in costs and CLD Medical Cards which is added in 2013
B. Sadewicz asked if the Department paid for CDL licenses.
J. McArdle replied that as long as the person didn’t need that license for another job.
- Supplies (+$200.00) $ 700.00
- Increased based on Actuals
- Unanticipated (+$300.00) $ 1,230.00
- This increase is due to increases in the related fees, particularly in background checks
- Events & Activities (+$50.00) $ 1,300.00
- This is a fourth quarter expense
- Permanent Position – FF(+$16,248.00) $ 129,304.00
- Increase is due to new hire and coverage for sick and vacation
- P-T Call Firefighters (+$11,062.00) $ 139,099.00
- Increase is due to increase in number of calls and a $0.50 hourly rate increase
- Overtime-Firefighters (+$10,129.00) $ 30,450.00
- Increase is due to additional FT Staff, there are three members of the department who are eligible for overtime
- Vehicle Maintenance/Supplies (+$225.00) $ 16,720.00
- Increase is for Large Diameter Hose Testing
- Equipment (+$15,698.00) $ 27,013.00
- Increase is for replacement of one thermal-imaging camera, nozzles and fittings hose, truck headsets and two portable radios
Decreased Budget Line Items:
- Dues (-$50.00) $ 1,725.00
- Reduction is due to a membership census change
- Mileage and Expenses (-$1,704.00) $ 2,875.00
- Reduction is due to cost-savings efforts and locating a training class in Plaistow
- Training (-$4,493.00) $ 25,410.00
- Reduction is due to multi-year training schedules
- Equipment Maintenance (-$2,820.00) $ 9,835.00
- Reduction is due to fluctuation in cyclical inspections and testing (SCBA) cycles
- Vehicle Repairs (-$1,500.00) $ 5,500.00
- Newer Equipment, which should need less repairs, allows for a reduction
- Equipment/Bunker Gear (-$35.00) $ 12,175.00
- Collaborating with other departments has allowed a small cost savings
- Books & Periodicals (-$105.00) $ 2,505.00
- General Supplies (-$605.00) $ 6,260.00
- Reduction is due to leasing smaller oxygen bottles and exchanging item for item when transporting
J. McArdle noted that his total budget request is for $525,618.00, which is an increase of $45,355.00.
There was a discussion as to why there was no longer an ambulance budget. It was noted that ambulance services where now contracted to Trinity EMS and the patient is billed directly.
There was discussion on the different trainings the Department participates in.
D. Bush moved, second by B. Weymouth to take the Fire Department budget in the amount of $525,618.00 under advisement. There was no discussion on the motion and the vote was 11-0-0 U/A.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
Water Distribution – Presented by John McArdle, Fire Department Chief
J. McArdle explained the Water Distribution proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Uniforms $ 825.00
- Telephone $ 660.00
- General Supplies $ 200.00
- Equipment Maintenance $ 3,200.00
- Fuel $ 2,000.00
Increased Budget Line Items:
- Electric (+$5,000) $ 13,000.00
- The electrical billing is under review
Decreased Budget Line Items:
- Payroll Temporary (-$7,159.00) $ 20,072.00
- There is no Route 125 construction monitoring needed at this time
- Engineering (-$10,000.00) $ 6,000.00
- An initial review is being conducted to determine the feasibility of converting the fire suppression line into a potable system
- Mileage ($11.00) $ 100.00
- This is a place holder item
- Waterline Repairs (-$1,000.00) $ 8,500.00
- This is a line-break contingency line
- Equipment Repairs (-$200.00) $ 500.00
- This line is for repairs of hydrants and maintenance
- Vehicle Maintenance (-$450.00) $ 200.00
- The current truck has been replaced
D. Britton asked if there was a vehicle coming out of service that could be re-purposed
- Equipment Purchase (-$1,000.00) $ 800.00
- There are not many tools that need to be replaced at this time
J. McArdle noted that the Water Distribution 2013 budget request was for $56,057.00 a decrease of $14,820.00.
D. Britton asked what the overall condition of the water system was.
J. McArdle said that he would score it as an 8 (out of 10). He discussed the condition of some of the original pipeline, which has asbestos lines as compared to newer PVC piped sections.
D. Britton asked if there was a plan to replace the asbestos lines.
J. McArdle replied that if there were a significant break then there would have to be replacement work done. He added that replacement of the pump house and the system (on Maple Ave) has been included in the CIP (Capital Improvement Plan).
D. Bush moved, second by D. Britton to take the Water Distribution budget in the amount of $56,057.00 under advisement. There was no discussion on the motion and the vote was 11-0-0 U/A.
It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).
COMMITTEE REPORTS
There were no committee reports at this meeting.
PARKING LOT ISSUES
J. Gallant noted that all updates that have been discussed at these meetings will be included in the final review copies and new copies will not be distributed until that time.
K. Lewis-Savage asked to see a copy of the updated RSMS when it was available.
OLD BUSINESS
J. Sherman noted that he has been involved in the budget review process for twenty years, twelve as a member of the Board of Selectmen and wanted to express how impressed he was with the level of detail and preparedness on the part of the departments presenting their budgets. He noted that all presenters have been well prepared to answer any questions from the Committee.
NEW BUSINESS
There were a few announcements about upcoming events
- Household Hazardous Waste (HHW) Collection Day
- Toddler Trick-or-Treat
- Pumpkin Lighting
- Ribbon Cutting for the New Town Hall HCA Parking
K. Lewis-Savage asked if the two original HCA parking spaces were going to be retained.
S. Fitzgerald replied that he was looking for input from the Elder Affairs Committee. He noted that the location of the three in front of Town Hall was a great improvement
K. Lewis-Savage asked if there was a list of what was acceptable at the HHW Collection Day.
J. Sherman offered it would be nice if it could be on the cable scroll but that it is a lengthy list.
K. Lewis-Savage questioned if it was in the Town Report, noting that if it was not, it should be.
There was no additional business before the Committee and the meeting was adjourned at 8:42 p.m.
Respectfully Submitted,
Dee Voss
Recording Secretary
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