BUDGET COMMITTEE MEETING/PUBLIC HEARING MINUTES
December 4, 2012
Call to Order: 6:35 p.m.
ROLL CALL
Present: Martha Sumner, Chair
Kristin Lewis-Savage, Vice-Chair
Tricia Holt
Gayle Hamel
Neal Morin
David Gerns
Ben Sadewicz
Daniel Bush
John Sherman, Selectmen Ex-Officio
Excused: Anthony Riccio
Darrell Britton
Barry Weymouth
Also Present: Sean Fitzgerald, Town Manager
Janet Gallant, Finance Director
The Pledge of Allegiance was led by Dan Bush.
MINUTES OF November 27, 2012
Review and approval of the minutes was deferred to the next meeting.
REVIEW OF PARKING LOT ISSUES
J. Gallant provided a spreadsheet of the outstanding parking lot items and applicable requested documents.
Old Home Day
- The Budget Committee (BudCom) requested a breakdown of the budget used for the 2012 old Home Day Committee, which was provided
- The BudCom requested a summary of payments to vendors, it was provided in the member’s packet
It was noted that there were electrical issues with last year’s Old Home Day which necessitated the rental of a generator.
K. Lewis-Savage asked if it were possible to tap into the Town’s emergency generator in these situations.
S. Fitzgerald replied that the generator was for emergency purposes only. He offered to look into the electric use for the future.
Cable
- The BudCom requested an itemized list of cable studio equipment. The list was provided
M. Sumner suggested the listed values for the equipment appeared low.
There was discussion regarding the values of the cable studio equipment. It was decided that Dean (Zanello) would be asked to make sure the listed values were replacement values of the equipment.
J. Gallant noted that it was an easy fix to increase the insurance coverage values if necessary.
She added that the equipment list was last updated in October of 2011.
- The BudCom PEG Access Fund in the General Fund. It was noted in the spreadsheet that the PEG Access Funds started being placed in the General Fund as of the incorporation of the new contract dated January 4, 2010.
M. Sumner asked if the PEG Access Fund would start to grow again.
S. Fitzgerald noted that it would not unless the Board of Selectmen (BOS) decided to make future deposits to the account.
There was a discussion regarding the process for acquisition of future cable equipment. It was noted that the Cable Committee would have to go through the same budgetary process as all other departments.
- The BudCom asked for the balance, if any, in the PEG Access Fund account. I copy of the 2011 Annual Report from the Trustees of the Trust Funds was provided to the BudCom showing a balance of $2,277.47 in the PEG Access Fund
Planning
- The BudCom asked how much of Leigh’s (Komornick) overtime is spent working for the Planning Department and how much is for other Town duties. The answer noted in the spread sheet was that all Leigh’s overtime is all Planning Department related work. Any other overtime, such as the Town Report, is charged to that budget’s proper line item.
- The BudCom asked how many hours per year were needed to keep the MasterPlan up to date. A memorandum from Roger Hawk (Hawk Planning Resources, LLC) to Town Planner L. Komornick was provided to the Members. The memo listed a scope of work for MasterPlan update support which could be done for $5,670.00. The memo did not specifically state that this money would be spent to update any particular chapter of the MasterPlan but outlined other support services that could be supplied.
- The BudCom asked when the MasterPlan was last updated. Information was provided to the Members that outlined when all the MasterPlan chapters were last updated and when they were scheduled to be reviewed/updated next.
- The BudCom asked when the Town’s Impact Fees were adopted and the last time they were updated. The spreadsheet provided to the Members listed the applicable dates.
Cemetery
- The BudCom asked if and what the annual software support fees would be if the Town were to purchase the cemetery mapping software. It was noted that the package that the Town was looking to purchase at this time was a desktop package and there was no annual support/maintenance fee. It was further noted that there were additional modules that could be purchased and added in the future that could have annual maintenance fees.
D. Bush asked who would be charged with the monitoring of the software once installed. It was noted that the Administrative Assistant to the Town Manager was currently maintaining the Cemetery records and would be the one to monitor the new software.
- The BudCom asked about costs for the replacement of the existing wrought iron fence currently at the cemetery. It was noted that the Town Manager was still researching quotes for repair/replacement of the fencing. It was noted that the existing fence was not falling down but was in need of attention.
- The BudCom asked for an accounting of how many cemetery lots were left. It was noted that there are approximately 200 lots left. Between 2006-2012 the average was 17 lots sold annually. This would mean the current cemetery has approximately 11.76 years remaining until all the lots are used.
- The BudCom asked for a copy of the Cemetery Sexton’s job description. A copy was included in the Member’s packets. It was noted that the job description had not been updated since 1994. The budget worksheets showing the separate Highway Administration and Cemetery budgets as well as the budget that showed the Cemetery budget merged into the Highway Administration budget were provided to the Members.
Insurance
- The BudCom asked for an accounting of the Town Properties and their assessed values versus the appraised values. A table of assessed values (provided by the Town’s Assessing Office) and the appraised values used by the Property Liability Trust (PLT) for insurance coverage was provided to the Members. A number of discrepancies between the two values were noted.
S. Fitzgerald noted that the Plaistow First Committee had also found similar discrepancies in their research regarding town-owned properties.
There was discussion regarding the need to have both these values reviewed, particularly in light of the fact that the Town may be looking to sell some properties in the future and it would be important for these values to be more in line with each other. It was noted that there was a difficulty in the assessment/appraisal process because the values are largely based on sales and town-owned properties rarely enter the market.
Solid Waste Collection
- The BudCom asked for additional information regarding the Department’s recommendation of a $525,000.00 Solid Waste Collection budget and the BOS’s recommendation of a $500,000.00 line. It was noted that at the current rate of collection the Town will spend $509,000.00 in 2012 and that was the number used to base the recommendation for 2013’s budget. It was further noted that 2012 was a relatively dry year, which can affect collection weights. When the trash gets wet from either snow or rain the Town is charged for the “wet weight” of the trash.
- The BudCom asked if there was a new contract in place for solid waste collection. It was noted that the Town was proceeding with the numbers provided under the “Year 1” option for extension of the contract.
There was additional discussion of the budget that consolidated the cemetery. The BudCom suggested that even though the duties of the Sexton were going to be merged with those of the Highway Department that, to the extent possible, they still be called out as Cemetery lines in the budget worksheets. It was suggested that this would make for clearer tracking of Cemetery expenses and make the recording consistent across all budgets.
K. Lewis-Savage reminded that she had requested a copy of the updated RSMS (Road Service Management System).
S. Fitzgerald replied that it was still only in draft form and that he was hoping to have it finalized soon.
J. Sherman noted that he was hoping to have it finalized at the next BOS meeting.
K. Lewis-Savage stated that it didn’t matter if it were in draft or final form.
Street Light Budget
- The BudCom asked for a worksheet of all utilities. It was noted all the information was not yet available.
Emergency Management
- The question was asked when the new command vehicle would be complete. It was noted that we have not yet received the vehicle
- The BudCom asked if the monies for the laptop and printer/fax/scanner had been encumbered. It was noted that $3,880.00 was encumbered. It was further noted that a list of all 2011 encumbrances was provided in the Member’s packets.
- The BudCom asked if additional insurance coverage would need to be provided if the Town were to form a CERT (Citizen’s Emergency Response Team). It was noted that volunteers are covered under the Town’s PLT insurance. It was confirmed that as long as volunteers were working in the capacity of their position they would be covered by the Town’s insurance policy. In addition there would be a $10.00 annual charge to cover the volunteers under a worker’s compensation policy if a complete roster of the volunteers is provided.
Human Services (Agencies)
- The BudCom asked what the increased numbers for A Safe Place. It was noted that there were three (3) more individuals served. There was also an email from Lori Sadewicz explaining the increase in services to CLM (Center for Life Management). There was a follow up email that stated Plaistow residents received $79,000.00 with of services while the Town’s contribution was $6,500.00 and that was why they were requesting an increased contribution to $7,000.00 for 2013.
Water
- The BudCom asked for the utility worksheet related to the Water Department. It was noted that utility trends were still being monitored and information was not yet complete.
Highway Administration
- The BudCom had similar request for the Highway Administration electric use numbers. It was again noted that the information was not yet complete and that the information for all affected departments would be provided as soon as it was available.
- The BudCom asked if Highway Block Grant monies had been encumbered. The Members were again directed to the list of encumbrances provided in their packet.
- There was discussion regarding how to call out the cemetery line items within the Highway Administration budget. It was again noted that the Sexton’s job description was provided in the Member’s packets.
Solid Waste Cleanup
- The BOS had asked how many years were unexpended related to the maintenance of the Landfill Cap. It was noted that no monies had been expended since 2010; $1,500.00 was expended in 2007, and $1,4363.33 was expended in 2009.
S. Fitzgerald explained that it was important to have a maintenance plan for the Landfill Cap because failure to do so affects the cap’s ability to shed water, which in turn can affect whether or not there is contamination of the ground water supply.
Recreation
- The BudCom asked for a reconciliation of the revolving accounts. It was noted that the information was still pending.
- The BudCom asked for a comparison of the Plaistow Recreation Director position’s salary to that in other towns. A salary comparison chart was included in the Member’s packets. It was noted that the majority of the Recreation Director positions were salaried as opposed to hourly.
S. Fitzgerald suggested that with the Plaistow position there may be times of heavy demand and he was still researching the Fair Labor Standards to determine the best way to handle compensation for the position.
Police Department (Animal Control Officer)
- The BudCom asked how much monies the Town had received from Danville for ACO services and the number of Plaistow versus Danville ACO calls. It was noted that there was an email from Sarah Gibbs, (Plaistow Police Department Executive Secretary) showing that Danville has paid $1,039.50 through October 2012. It was noted that there were 251 ACO calls for Plaistow and 89 calls for ACO services to Danville.
Government Buildings
- The BudCom requested utility information. It was again noted that all trending information was not yet available. It was anticipated that there will be sufficient information available in mid-December.
- The BudCom requested information on gasoline indices. It was noted that the Town Manager is still monitoring the trends before making a recommendation for what the Town should use to calculate gasoline budgets for 2013. It was noted that the current range is around $3.44 and is anticipated to hold in 2013. S. Fitzgerald noted that he will be making a recommendation to the BOS at their next meeting.
- The BudCom asked for a status of the Courthouse contract. It was noted that the current contract expires on June 30, 2013. Utilities and janitorial services are being paid by the State. It was noted that the Court has expressed that they are very happy with the upkeep on the court building.
S. Fitzgerald noted that he has been in touch with Sarah Lineberry, representative for the New Hampshire Courts and they should have a date set by the end of December to meet to start discussing a new multi-year contract. He added that the Court is no longer known as the “Plaistow District Court” but was now the “Plaistow Circuit Court.”
Executive
- The BudCom asked for additional information regarding contracts and rental agreements on equipment such as the copier and postage machine. It was noted that the budget line “Rentals and Leases” covers the lease amounts for the copier and the postage machine. The maintenance costs for the copier are for the excess number of copies over the contract amount and for color copies. Toner and machine maintenance is covered under the lease.
J. Gallant offered that she would get the pending information to the Members as soon as possible. She added that if anyone had any additional questions they could email them to her and she would get them addressed.
REVENUES
An Excel spreadsheet was provided to the Members that listed all the Town’s revenue streams. It was noted that conservative revenue estimates were used as it would be difficult to predict what could happen to grants and other Federal programs with the pending “Fiscal Cliff” being unresolved at the Federal Budget level. It was noted that the estimated revenues for 2013 was $2,719,218.00.
There was a brief discussion of the color coding of the spreadsheet and how to use it.
K. Lewis-Savage asked where the BOS was in reviewing the proposed warrant articles.
J. Sherman replied that there were four (4) that had not yet been voted on, a couple they were waiting for more information on.
BUDGET REVIEW
M. Sumner noted that she would like to target December 18, 2012, as the date for final budget approvals.
The Committee reviewed all the department budgets:
Executive in the amount of $ $271,309.00
K. Lewis-Savage noted that the utility lines were not yet adjusted.
S. Fitzgerald reiterated that they were still monitoring the utility trends. He added that he was aware of a 7% increase from Unitil and that they were looking into costs savings for electricity purchasing. S. Fitzgerald explained that he would be presenting the information to the BOS at their next meeting.
K. Lewis-Savage offered that there could be s switch in many of the budget line items depending on how the trends work out.
S. Fitzgerald noted that there was a good chance that many of them will stay the same as known anticipated cost increases were already considered in department budget preparation.
J. Sherman added that the estimated cost for gasoline is currently predicted at $3.44/gallon. He noted that most departments had used a figure of $3.50/gallon and that he personally didn’t think he could support an increase in that number.
K. Lewis-Savage reminded that those items could be adjusted at Deliberative Session if necessary.
J. Gallant noted the budgets that would be most affected would be Government Buildings; Police and Fire Departments.
The review of the department budgets continued:
Town Clerk’s Office in the amount of $ 102,934.00
Elections and Registrations in the amount of $ 12,612.00
Finance Administration in the amount of $ 91,810.00
Human Resources/Services/Assessing in the amount of $173,949.00
K. Lewis-Savage asked about the Assessing contract.
S. Fitzgerald noted that it had gone out to RFP (Request for Proposal) and there had only been one (1) response thus far.
K. Lewis-Savage suggested that based on a new contract there may be a change in this budget.
Tax Collector’s Office in the amount of $51,032.00
It was noted that there was uncertainty with the data processing number in the Tax Collector’s budget.
J. Gallant noted that the invoice had been received and the number confirmed.
Financial Accounting in the amount of $8,631.00
Legal in the amount of $40,000.00
Personnel Administration in the amount of $1,604,595.00
Planning in the amount of $77,330.00
Zoning Board in the amount of $7,137.00
Government Buildings in the amount of $187,004.00
Cemetery in the amount of $0.00
K. Lewis-Savage moved, second by N. Morin, to take under consideration the Cemetery budget in the amount of $0.00. (Note: This vote was taken based on the decision to merge the Cemetery duties and responsibilities, as well as the budget, into the Highway Department).
There was no discussion on the motion and the vote was 9-0-0 U/A.
Insurance in the amount of $83,000.00
Advertising/Associations in the amount of $25,102.00
Cable Studio in the amount of $32, 712.00
Conflict of Interest Committee in the amount of $597.00
Police and ACO Departments in the amount of $1,860,016.00
Fire Department in the amount of $525,618.00
Building Inspection in the amount of $107,381.00
Emergency Management in the amount of $19,994.00
M. Sumner asked about the emergency generator testing.
S. Fitzgerald noted there was a monthly testing schedule as well as a maintenance service contract for the generator.
J. Sherman noted that at the upcoming Regional Selectmen’s Meeting there would be a discussion about coordinating if not regionalizing some emergency management functions.
Highway Administration in the amount of $280,532
G. Hamel moved, second by D. Gerns, to take under consideration the Highway Administration budget in the amount of $280,532.00. (Note: This vote was taken based on the decision to merge the Cemetery duties and responsibilities, as well as the budget, into the Highway Department). There was no discussion on the motion and the vote was 9-0-0 U/A.
K. Lewis-Savage questioned the rentals and leases line item, noting the 2013 request was for $34,000.00 but only a little more than $10,000.00 was spent in 2102.
S. Fitzgerald said there were some new lease agreements being considered.
K. Lewis-Savage suggested there was a significant pad in the line item and that it leasing the same equipment each year shouldn’t change by $20,000.00.
S. Fitzgerald said that he would look into it further and the item was added to the Parking Lot List.
Highways and Streets in the amount of $574,940.00
Street Lights in the amount of $97,000.00
Solid Waste Collection in the amount of $515,000.00
Solid Waste Clean Up in the amount of $47,000.00
Water Distribution in the amount of $56, 057.00
Health Department in the amount of $79,442.00
Human Services in the amount of $66,362.00
Welfare Administration in the amount of $740.00
Welfare – Direct Assistance in the amount of $37,350.00
Recreation in the amount of $210,920.00
Patriotic in the amount of $1,000.00
Cultural (Old Home Day) in the amount of $26,619.00
Conservation Commission in the amount of $8,137.00
Debt Service in the amount of $0.00
Library in the amount of $494,150.00
K. Lewis-Savage noted that the library salaries continued to increase each year and asked if there would be any increases proposed for the rest of the town employees.
S. Fitzgerald explained that he would be presenting proposed changes to the BOS. He noted that there were currently two (2) union contracts being negotiated and he hoped to take recommendations to the BOS on both soon. S. Fitzgerald stated that there were increases proposed, some would affect budget line items (non-union) and some would go to warrant (union).
M. Sumner noted that she would like to be able to go over the warrants at the next meeting. She said she was hopeful that the BOS would be done with their review.
J. Sherman offered they should be done with most but may not have the highway garage and salt shed review completed yet.
COMMITTEE REPORTS
There were no committee reports for this meeting.
J. Sherman noted that the Highway Safety Committee was supposed to meet but did not have a quorum so no official business was conducted.
OLD BUSINESS
The Budget Committee picture for the Town Report, which was taken earlier in the meeting, was the only Old Business item.
NEW BUSINESS
There was a discussion as to when the Timberlane Regional School District was holding their Budget Public Hearing and Deliberative Session. There was discussion as to whether or not the snow date for the Town needed to be revised.
There was no additional business before the Committee and the meeting was adjourned at 7:49 p.m.
Respectfully Submitted,
Dee Voss
Recording Secretary
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