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BudCom Minutes 11-13-12


BUDGET COMMITTEE MEETING/PUBLIC HEARING MINUTES
November 13, 2012

Call to Order: 6:33 p.m.

ROLL CALL
Present:                Kristin Lewis-Savage, Vice-Chair
                Tricia Holt
                Gayle Hamel (arrived 6:36 p.m.)
                Neal Morin
                Anthony Riccio
                David Gerns
                Darrell Britton
                Ben Sadewicz (arrived 6:34 p.m.)
                Barry Weymouth
                John Sherman, Selectmen Ex-Officio

Excused:                Martha Sumner, Chair    
                Daniel Bush                     

Also Present:   Sean Fitzgerald, Town Manager
                Janet Gallant, Finance Director
                
The Pledge of Allegiance was led by T. Holt

MINUTES OF OCTOBER 16 AND OCTOBER 23, 2012

B. Sadewicz arrived at 6:34 p.m.

T. Holt moved, second by D. Gerns, to approve the minutes for the October 16, 2012 meeting. There was no discussion on the motion.  The vote was 7-0-2 (Weymouth and Britton abstaining)

G. Hamel arrived at 6:36 p.m.

D. Gerns moved, second by T. Holt, to approve the minutes for the October 23, 2012 meeting.

It was noted that there were extra “.00” on one of the numbers noted on page 2.

There was no additional discussion on the motion.  The vote was 10-0-0 U/A.

BUDGET PRESENTATIONS

Building Inspection – Presented by Mike Dorman, Chief Building Official

M. Dorman explained the Building Inspection Department’s proposed line items for the 2013 budget:

Level Funded Budget Line Items:

  • Permanent Positions                                     $   87,860.00
  • Back-Up Inspector                                       $        300.00
  • Telephone                                                       $     2,040.00
  • Training & Conferences                                  $     2,210.00
  • Supplies                                                        $        700.00
  • Postage                                                 $        500.00
  • Vehicle Repair                                          $        500.00
  • Books & Periodicals                                     $          45.00
  • Consultant - Electrical                                 $     5,500.00
Increased Budget Line Items:

  • Data Processing (+$19.00)                               $        975.00
  • This is the increase being charged for support of the permitting software
  • Consultant - Plumbing (+$500.00)                        $     4,000.00
  • There has been an increase in the number of plumbing and gas permits requiring inspection.  This is a wash item as the fees are collected at the time of the permit.
Decreased Budget Line Items:

  • Dues and Subscriptions (-$45.00)                                $        200.00
  • It was noted that Mike’s certifications would not be due for renewal for three years
  • Gasoline (-$1,060)                                      $     2,300.00
  • This number was calculated on 700 gallons annual use
  • Vehicle Maintenance (-$245.00)                          $        250.00
  • No major maintenance items are due on the Department’s truck in 2013
  • Equipment Purchases (-$149.00)                          $            1.00
  • The Department is not looking to purchase any new equipment in 2013
M. Dorman noted that his total budget request of $107,381.00 was $980.00 less than the 2012 budget.

D. Britton asked why the Plumbing Inspection was requested to be increased and not the Electrical Inspection line item.

M. Dorman replied that the request was based on actuals and that the Plumbing Inspection line was already overspent for 2012.
D. Britton asked if there was an overall increase in permitting and inspections.

M. Dorman answered that there had been four new residential dwelling units in the year, which he noted to be unusual.  He added that there were a couple of commercial projects coming soon as well.

D. Britton asked what the revenues for the department looked like.

M. Dorman responded that the end of September revenues were at $67,299.00, which is approximately $2,000.00 ahead of revenues for 2011.

G. Hamel moved, second by D. Britton to take the Inspections Department budget in the amount of $107,831.00 under advisement. There was no discussion on the motion and the vote was 10-0-0 U/A.

It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).

Library – Present were Jennifer Kiarsis, Chair Library Board of Trustees; Cathy Willis, Treasurer Library Board of Trustees and Diane Arrato Gavrish, Library Director

J. Kiarsis noted a number of programs that the Library offered over the past year.  Items that were specifically called out were the new circulation system, staff training, the library being used as a cooling center, and the 1-year anniversary of the Southern New Hampshire Library Cooperative (SNHLC) that links the libraries in Plaistow, Atkinson and Sandown and allows card holders to use all three facilities.

C. Willis noted that the library had a tough year with illness and staffing.   She added that according to their door counter there were 48,410 visits to the library in the past year.  Ms. Willis also noted increases in attendance at programs and use of the meeting rooms.

C. Willis explained the Library proposed line items for 2013.

Level Funded Budget Line Items:

  • Materials                                                       $   35,000.00
  • Telephone                                                       $     2,000.00
  • Postage                                                 $        300.00
  • Technical Services                                      $     5,000.00
  • Gas                                                     $   18,280.00
  • Electricity                                                     $   31,275.00
  • Repairs/Maintenance                                     $   17,000.00
  • Building Insurance                                      $     2,233.00
  • Janitor                                                 $   21,426.00
  • Landscaping                                             $     5,956.00
  • Bookkeeping                                             $     4,120.00
  • Legal Fees                                                      $        500.00
  • Liability                                                       $     2,000.00
Increased Budget Line Items:

  • Salaries (+$21,135.00)                                  $ 225,939.00
  • Increase represents and 10% increase for merit raises and a new 20-hour position at $15.00/hour.  It was noted there is a gap in staffing the children’s room with 2012 resignations.
  • Social Security/Medicare (+$1,774.00)                   $    17,284.00
  • Workers Comp/Unemployment (+$370.00)            $      1,000.00
  • Health/Life/Disability (+$4,941.00)                     $    66,710.00
  • Retirement (+$1,090.00)                                 $      9,877.00
  • All the above increases are directly related to salary increases and the additional 20-hour position
  • Online Resources (+$2,500.00)                           $      9,500.00
  • Supplies (+$1,000.00)                                   $      9,500.00
  • Continuing Education (+$500.00)                 $      2,500.00
  • Public Activities/Programs (+$2,000.00)                 $      6,000.00
  • Professional Dues (+$180.00)                            $         750.00
There was a discussion of the staffing issues that have faced the library and how they were coping.

K. Lewis-Savage asked if the Board of Selectmen had approved this budget.

J. Sherman replied that they had.

C. Willis noted that the merit increase for salaries was 3.5% and since it would be based on performance they may or may not use it all.

There was discussion about the possibility of the Library becoming an official cooling and warming center in the case of an emergency.

C. Willis noted that she had been discussing the possibility of obtaining a grant for a generator with Lt. William Baldwin, the Emergency Management Director.  She explained that if they were able to get a grant they would most likely have to put up 50%, or an estimated $40,000.00, in matching funds.  C. Willis offered that those monies would likely come from one of their Trustee special purpose accounts.  

D. Britton noted that the 2012 expenditures to date were approximately $110,000.00 less than budgeted.  He offered that it was a large portion of the annual budget and he asked if and where those monies would be spent before the end of the year.

C. Willis replied that there would be expenses for salary, heat and electricity.

J. Sherman said that he was leaning more towards wondering if they would have enough funds to finish out the year.

C. Willis noted that and the end of the year the Trustees do put in their monies to cover some expenses.

D. Britton asked how much money was in the Trustees’ discretionary account.

C. Willis replied there was approximately $150,000.00 in different designated account lines.

K. Lewis-Savage asked if the funds balance information could be forwarded to the Budget Committee.  C. Willis agreed.

D. Britton questioned where the generator matching funds would come from if the grant was approved.

C. Willis offered there had been some discussion about the monies for the matching funds for a generator coming from their special projects account.

D. Britton asked what sources of income the Trustees have.

C. Willis noted income from fines, copies and donations.

D. Britton inquired if there was a charge for space rental. It was noted they do not.

There was a discussion of tables submitted to the Budget Committee that showed expenditures from library funds and interest accounts.  It was noted that there had been a marked increase in library used for card holders who are allowed to use all three libraries in the SNHLC.

D. Britton asked if anyone saw the demise of the library in the future.

D. Arrato Gavrish replied, never.

C. Willis added that the use was just different than it was years ago.

B. Sadewicz, noting he was a user of the eBook service, asked if they knew the numbers of users for that kind of service.

D. Arrato Gavrish answered that approximately 25% of card holders were using the downloadable products.  She added that with tracking they were able to see which products the library might want to consider owning.

B. Sadewicz asked why using the Town’s highway personnel for landscaping didn’t work out.

S. Fitzgerald replied that there were discussions with Dan Garlington (Highway Supervisor) and David Bowles (Building Maintenance Supervisor) about staffing.  He said that he felt there were still ways to make it work but consideration would have to be made with regard to man hours and staffing.  He added that he felt the Library had a very reliable contractor doing the landscaping for them at this time.

C. Willis added that they had not yet renewed the contract with the landscaping contractor yet.

S. Fitzgerald noted that the Highway Department had taken on a lot of responsibilities maintaining all the Town properties and he was eager to see the synergies with adding the library if it would minimize costs and enhance services.

B. Sadewicz offered that it was working out well to have the Highway Department maintain the landscaping for town-owned properties and that he thought they did a great job.

J. Sherman summarized the discussion of the Library budget with the Board of Selectmen, noting the Selectmen consider the Library and jewel in Town for providing lots of low and no cost family programming.  He added that the budget is reflective of those services and the Board of Selectmen approved it as presented.

G. Hamel moved, second by B. Sadewicz, to take the Library budget in the amount of $494,150.00 under advisement. There was no discussion on the motion and the vote was 10-0-0 U/A.

It was noted that the Library Trustees anticipate adding approximately $75,700.00 from Library Funds Expenditures Accounts (including potential 50% matching funds for a generator) to the budget for a total budget of $569.850.00.

Health Department – Presented by Dennise Horrocks, Health Officer

D. Horrocks noted that Plaistow is one of only sixteen self-inspecting towns in New Hampshire, meaning we have the authority to inspect and license all food establishments.  She added that as of the end of October there were 57 licensed food establishments.  D. Horrocks explained that she also issued temporary food service licenses for Old Home Day and licensed Daycares.

D. Horrocks explained that her department was also a resource for residence in many health-related areas and over the course of 2012 she had addressed 56 nuisance calls and 37 requests for information.  She noted there were a number of organizations that Plaistow is affiliated with including the Greater Derry Public Health Cooperative and that she worked very closely with the Timberlane School District.

D. Horrocks explained the Health Department’s proposed line items for the 2013 budget:

Level Funded Budget Line Items:

  • Telephone                                                       $     1,250.00
  • Training                                                        $        400.00
  • Dues                                                    $        200.00
  • General Supplies                                                $        150.00
  • Office Supplies                                         $          75.00
  • Postage                                                 $        150.00
  • Mileage                                                 $     1,665.00
  • Medical Services                                                $        400.00
  • Water Testing                                           $        400.00
  • Mosquito Control                                                $   40,000.00
Increased Budget Line Items:

  • Permanent Position (+$143.00)                           $    34,752.00
  • The increase reflects an increase in the longevity pay ($250.00 to $500.00) and a reconciliation of the salary line
D. Horrocks noted that she did not have use of a town vehicle and used her own car for work-related travel.

D. Horrocks explained that she did annual water testing for the Town Hall, Safety Complex, PARC and Smith Field recreational areas and for the Plaistow Public Library.

D. Horrocks explained how the Town conducts mosquito control and testing.  She noted that there was no longer any financial aid available from the State of New Hampshire for this program.  She noted that her revenue from licensing was $8,500.00.

K. Lewis-Savage noted that if it weren’t for the increase in longevity in 2013 the salary line would be close to level funded.

D. Britton asked how D. Horrocks found the workload today versus a decade ago.

D. Horrocks noted that she worked less hours then than now and that with new regulations and health threats she was extremely busy.

S. Fitzgerald remarked about the growth along Route 125 and noted D. Horrocks to be an invaluable resource for the residents and the businesses in Plaistow.

D. Horrocks added that there wasn’t as much going on when she was first hired as there is now and that the focus of health departments had shifted to an “all hazard” approach.

J. Sherman noted there was also Health Department involvement in the monitoring of the Beede (Superfund) Site.

G. Hamel moved, second by T. Holt to take the Health Department budget in the amount of $79,442.00 under advisement. There was no discussion on the motion and the vote was 10-0-0 U/A.

It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).

Executive – Presented by Sean Fitzgerald, Town Manager

S. Fitzgerald explained the Executive Department’s proposed line items for the 2013 budget:

Level Funded Budget Line Items:

  • Part-time Positions                                     $   12,000.00
  • There are 4th quarter expenses not yet paid out
  • Board of Selectmen Salary                               $     5,000.00
  • Contracted Consulting Services                          $   20,000.00
  • Beede (Superfund) Site related expenses
  • Professional Mapping Services                           $     4,500.00
  • It was noted that the Town has recently contracted with Sewell to have the Tax Maps updated.
  • Telephone                                                       $     4,510.00
  • There are proposals for new telecom systems being sought and reviewed
  • Data Processing                                         $   26,500.00
  • Computer Support Services
  • Labor Relations Consultant                              $   14,500.00
  • Union Negotiations related to two collective bargaining units
  • Training & Conferences                                  $        600.00
  • Dues                                                    $     1,475.00
  • Rentals & Leases                                                $     6,500.00
  • Office Supplies                                         $     4,260.00
  • There has been some consolidation to allow for bulk ordering
  • Postage                                                 $     3,800.00
  • Office Equipment/Maintenance                            $     4,104.00
  • Technical Supplies/Equipment                            $     7,060.00
  • Unanticipated                                           $     2,000.00
  • Events & Activities                                     $     3,000.00
  • Salary – Town Manager                                   $   86,275.00   
  • Overtime                                                        $      4,000.00
  • Mileage & Expense Reimbursement (Town Manager)  $      1,665.00
  • Contractually supports Town Manager contract
  • Employment Expenses                                     $         480.00
  • Permanent Positions                                     $    55,380.00
  • The part-time position included in this line has not yet been filled
  • Recycling Committee                                     $        200.00
Increased Budget Line Items:

  • General Supplies (+$750.00)                             $     1,500.00
  • The increase is based on actuals.  It was noted that more meetings/events are being hosted here in Plaistow
Decreased Budget Line Items:

  • RSA Supplies (-$1,685.00)                               $      2,000.00
  • The reduction is due to the increase in availability of online publications and updates being done in-house
S. Fitzgerald reported that the total 2013 budget request for the Executive budget is $271,309.00, a decrease of $1,027.00.

D. Britton asked who was doing the work of the vacant 25 hour position.

S. Fitzgerald explained that those hours represent the hours the Ruth Jenne worked.  He added that the work was being handled by other staff but primarily the Administrative Assistant to the Town Manager.  S. Fitzgerald noted that there had been some redefining of positions since he started with the Town and different people have left.  He added that they had always done the best to squeeze the budgets and return monies to the unexpended fund balance.

D. Britton moved, second by B. Weymouth to take the Executive budget in the amount of $271,309.00 under advisement. There was no discussion on the motion and the vote was 10-0-0 U/A.

It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).

Personnel Administration – Presented by Sean Fitzgerald, Town Manager

S. Fitzgerald explained the Personnel Administration proposed line items for the 2013 budget:

Level Funded Budget Line Items:

  • Performance Management                          $   30,000.00
  • Employee Tuition Reimbursement                  $   10,000.00
  • FICA                                                    $   91,930.00
  • Medicare                                                        $   40,584.00
  • Municipal Worker’s Compensation                 $   60,781.00
  • 125 Caf. Plan Pre-Tax                                   $        500.00
  • Medical Services                                                $     1,000.00
  • Pre-Employment Screening                                $     1,500.00
  • Town Manager Search                                     $            0.00
  • Notices & Publications                                  $     1,000.00
  • Employee Relations                                      $        500.00
  • Sick Leave Buy Back                                     $   20,000.00
Increased Budget Line Items:

  • Work/Health Insurance  (+$19,509.00)                    $  890,245.00
  • This is based on premium increases
  • New Hampshire Retirement (+$129,332)                    $  453,136.00
  • Based on legislative changes and premium increases
Decreased Budget Line Items:

  • Unemployment Compensation (-$38.00)                     $     3,419.00
  • Based upon census changes in employees
S. Fitzgerald noted that the total 2013 budget request for the Personnel Administration budget is $1,604,595.00, an increase of $148,803.00.

S. Fitzgerald added that the increases were beyond the control of the Town and were a result of the State “downshifting” fiscal responsibilities to the towns.

There was a discussion about the employee tuition reimbursement policy, noting that members of the Police Department currently took the most advantage of the benefit.  

D. Britton asked if employees were not taking advantage of vacation time in order to be able to buy the time back.

S. Fitzgerald noted that the Town does not have an ETO (Earned Time Off) program and the current buy back was only available for unused sick leave.

N. Morin moved, second by G. Hamel to take the Personnel Administration budget in the amount of $1,604,595.00 under advisement. There was no discussion on the motion and the vote was 9-0-1(Lewis-Savage abstaining).

It was noted in the handout that this amount has been approved by the Board of Selectmen (BOS).

Advertising/Associations – Presented by Sean Fitzgerald, Town Manager

S. Fitzgerald explained the Advertising/Associations proposed line items for the 2013 budget:

Level Funded Budget Line Items:

  • Town Report Expenses                                    $   12,050.00
Increased Budget Line Items:

  • Dues (+$32.00)                                          $   13,051.00
  • Increase is rate increase
Decreased Budget Line Items:

  • Notices & Publications (-$499.00)                       $           1.00
  • Notifications are being rolled into other lines in other department budgets
S. Fitzgerald offered that the total 2013 budget request for the Advertising Associations budget is $25,102.00, a decrease of $467.00.

D. Gerns noted that the Town Report used to be mailed to residents and asked if there was a way for it to be PDF’d and put on the Town’s website.

S. Fitzgerald noted that it was already currently on the website in its entirety.

J. Sherman added that the report downloaded quicker, relatively speaking, from the Plaistow website than it does from other towns.

J. Sherman explained that the reason for no longer mailing the Town Report was because people with post office boxes were throwing them away before even leaving the post office.  He added that the report can also be made into a CD.

K. Lewis-Savage asked if the Town Report won an award this year.

J. Sherman replied that it did not. He added that he asked about what was missing and he said that some features, such as the receipts and expenditures report, weren’t specifically called out in an easy to read format.  J. Sherman noted the information was available in the Town Report but it was just wasn’t pretty enough.

D. Britton moved, second by T. Holt to take the Advertising/Associations budget in the amount of $25,102.00 under advisement. There was no discussion on the motion and the vote was 10-0-0 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 for this meeting.

UPDATES FROM THE FINANCE DIRECTOR

J. Gallant noted that there was a summary of all budgets provided in the member’s folders.  She added that the total 2013 budget was a 1.99% overall increase from the 2012 budget.

PARKING LOT ISSUES

J. Gallant reminded that all parking lot issues would be included in the final budget reviews.

K. Lewis-Savage noted that the budgets that would be reviewed on November 20, 2012 are:

  • Police/ACO
  • Recreation
  • Solid Waste Collection
  • Revenue
  • All Parking Lot Issues
K. Lewis-Savage suggested that anyone who has questions forward them to J. Gallant as soon as possible.

NEW/OLD BUSINESS

S. Fitzgerald announced that Sue Sherman would be recognized as “Volunteer of the Year” at the upcoming LGC (Local Government Center) Annual Meeting.  He noted that Mrs. Sherman was being recognized for her outstanding work with the Recreation Commission and the Elder Affairs.

There was no additional business before the Committee and the meeting was adjourned at 8:23 p.m.

Respectfully Submitted,


Dee Voss
Recording Secretary