BUDGET COMMITTEE MEETING/PUBLIC HEARING MINUTES
November 27, 2012
Call to Order: 6:35 p.m.
ROLL CALL
Present: Martha Sumner, Chair
Tricia Holt
Gayle Hamel
Neal Morin
Anthony Riccio
David Gerns
Darrell Britton
Ben Sadewicz
Daniel Bush
John Sherman, Selectmen Ex-Officio
Excused: Kristin Lewis-Savage, Vice-Chair
Barry Weymouth
Also Present: Sean Fitzgerald, Town Manager
Janet Gallant, Finance Director
The Pledge of Allegiance was led by Steven Savage, Police Chief
MINUTES OF November 13, 2012
D. Britton noted that he was omitted from the roll call but was at the November 13, 2012 meeting. (NOTE: The minutes were corrected to note D. Britton’s attendance. All voting results were changed to be reflective as well and no outcomes of those votes were affected)
B. Sadewicz moved, second by D. Britton, to approve the minutes for the November 13, 2012 meeting as amended. There was no discussion on the motion. The vote was 8-0-2 (Sumner and Bush abstaining)
BUDGET PRESENTATIONS
Recreation – Christina Cruz, Acting Recreation Director and Bill Coye, Chairman Plaistow Recreation Commission
C. Cruz noted that she was the Acting Recreation Director. She explained the Recreation Department’s proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Part-Time (Summer Recreation Positions) $ 41,019.00
- Overtime $ 3,653.00
- Telephone $ 3,000.00
- Electric (at Fields $ 3,021.00
- Supplies and Equipment $ 3,932.00
- Postage $ 200.00
- Equipment Maintenance $ 2,050.00
- Groundskeeping $ 5,280.00
- Mileage/Expense Reimbursement $ 1,221.00
- Summer Recreation Program $ 31,595.00
- Summer Transportation $ 10,000.00
- Community Trips $ 500.00
- Community Transportation $ 6,000.00
- Plaistow Pride (Place Holder) $ 1.00
- Concerts $ 6,480.00
- Senior Programs $ 4,000.00
- Senior Trips $ 8,680.00
- Senior Transportation $ 8,500.00
- Youth Basketball $ 2,000.00
- Youth Disbursements $ 1,500.00
- Ump Baseball/Softball/Basketball $ 4,000.00
Increased Budget Line Items:
- Director Training (+$250.00) $ 950.00
- The increase is to be able to provide adequate training once a new Recreation Director is hired. The increase amount is what was dedicated to the longevity benefit in the salary line
- Community Events (+$1,000.00) $ 6,500.00
- There is a change in this line to now include all community events. Budget Line items 860 (Community Events: $1,500.00); 871 (Miscellaneous Town Events: $1,500.00); and 876 (Holiday Events: $2,500.00) are suggested to be combined into a single Community Events Line. The dollar amount proposed in this line items is the combination of the three noted lines all level funded and the additional money ($1,000.00) added from the Uniforms line
- Baseball/Softball Leagues (+$8,680.00) $ 14,680.00
- While an increase to the actual Baseball/Softball line item this is not an increase to the overall budget. It is proposed to combine line items 861 (Baseball/Softball Leagues:$6,000.00); 863 (Little League Baseball: $4,580.00); and 865 (Softball: $4,100.00) into a single line item (861 Baseball/Softball Leagues). The change is proposed to allow parents with children participating in more than one league to write a single check to cover all. Currently they were required to write separate checks.
Decreased Budget Line Items:
- Director Salary (-$250.00) $ 38,958.00
- The decrease is from dropping the longevity benefit which will not be immediately applicable for a new recreation director
- Uniforms (-$1,000) $ 3,200.00
- The intent is to order more t-shirt type uniform shirts for Summer Recreation Staff instead of the high quality polo shirts that were used this past summer. The $1,000 is being moved to the Community Events line
C. Cruz noted that his total budget request of $210,920.00 which, with the noted adjustments and consolidation of lines level funds the 2012 budget for 2013.
J. Sherman noted that with reference to the consolidation of the “Community Events” lines that the Board of Selectmen viewed it as being more convenient to have a single line instead of trying to decide which budget line of the three might be the best fit.
There was a discussion about the clothing purchased for the Summer Recreation Staff.
C. Cruz noted that they were planning to purchase less expensive shirts. She added that while last year’s shirts were moisture wicking polo shirts and great for summer activities, they were expensive.
J. Sherman added that it was a safety issue that the Recreation Counselors be quickly identifiable if needed.
M. Sumner asked if combining the baseball and softball league lines would create a problem in tracking the numbers for the individual leagues. It was noted that it was a bigger problem for families to have to write multiple checks.
D. Britton asked what the status was on the hiring of a new Recreation Director.
S. Fitzgerald noted that the position has been posted and is still open for applications.
D. Britton questioned whether or not the same money would be needed in the salary line for that position since no one has been hired as yet.
S. Fitzgerald explained that carrying that amount would offer a range to negotiate for the best candidate.
D. Britton asked if the position was salaried or hourly and where the overtime line was spent.
S. Fitzgerald replied that previously the position has been salaried but he was looking into labor standards to determine whether or not it would be best to make it a salaried position.
D. Britton questioned if the position became salary would the need for an overtime line go away.
S. Fitzgerald noted there were some events, such as opening day for baseball that could warrant an overtime line item.
D. Britton asked if what the income was for the department.
J. Sherman replied that they didn’t have the numbers for 2012 yet, but last year the revenues were approximately $88,000.00.
D. Britton asked if the revenues were held for recreation department use of if they were put into the General Fund.
J. Sherman answered that they were returned to the General Fund.
M. Sumner inquired if the revolving account was still being used.
S. Fitzgerald responded that it wasn’t being used as vigorously as it could be.
M. Sumner noted that whole point of the revolving account was to fund self-sustaining events and keep the budget line items.
J. Sherman offered that the Recreation Department did a good job offsetting their budget by nearly half.
There was additional discussion about the combining of the similar line items into single budget line items.
B. Coye noted that there had been an increase in events for holidays, seniors and kids.
There was discussion of other types of programming the Recreation Department would like to present.
D. Britton asked if monies collected from recreational programs went into the General Fund could the department then come back and request those monies for their programs.
J. Sherman replied that the technical answer was no, but the Board of Selectmen could authorized transfer of funds to the Recreation Department depending on the circumstances and considering the Town’s bottom line in the overall budget. J. Sherman added that typically if there is a need to overspend in one line, other lines are reviewed to see where they can be under spent.
D. Britton moved, second by B. Sadewicz to take the Recreation Department budget in the amount of $210,920.00 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).
Police Department/Animal Control Officer (ACO) – Police Chief Stephen Savage
S. Savage noted that the Animal Control Officer reports to the Police Department and that budget was proposed to be rolled into the Police Department budget and that was how his 2013 budget was proposed. He noted that the ACO was a certified part-time police officer and could function in that capacity if needed. Chief Savage noted taking his total budget into account that 84% of it was personnel related.
S. Savage explained the Police/ACO Department’s proposed line items for the 2013 budget:
Level Funded Budget Line Items:
- Administrative Salaries $ 338,074.00
- Management Information Systems $ 31,522.00
- Pre-Employment Screening $ 2,000.00
- Training $ 4,500.00
- Collective Bargaining Agreement Education $ 1,000.00
- Dues & Subscriptions $ 500.00
- Rentals & Leases $ 1,644.00
- General Supplies $ 10,000.00
- K-9 Supplies $ 2,000.00
- Office Supplies $ 8,500.00
Postage $ 1,200.00
Jail Maintenance $ 1,500.00
Books & Periodicals $ 1,000.00
Equipment Purchase $ 16,115.00
Unanticipated Expenses $ 500.00
Expense Reimbursement $ 1,500.00
Officer Overtime $ 141,278.00
Gasoline $ 49,000.00
- Vehicle Maintenance/Repair $ 19,000.00
Dispatch Salaries $ 215,825.00
Part-Time Dispatch $ 5,000.00
Medical Services $ 500.00
Wildlife Control $ 150.00
Kennel Repair & Maintenance $ 500.00
Increased Budget Line Items:
- Prosecutor (+$1,028.00) $ 35,282.00
- Increase represents a contractual 3% COLA increase from the Rockingham County Attorney’s Office. Prosecutor services are shared with other communities.
- Equipment Maintenance/Repair (+$3,984.00) $ 23,864.00
- Increase represents an increase in radio console yearly maintenance agreement conversion of the Seacoast Fire Base to the Plaistow Fire Repeater and radio programming for all Town agencies.
- Part-time Officers (+$19,500.00) $ 24,500.00
- Increase in this line item is attributed to merger of the ACO position to the Police Department budget which includes a pay-rate and number of hours increase.
- Telephone & Communications (+$3,515.00) $ 20,442.00
- Increases are due to adjustments in cell phone billings; increased monthly fees for the Timberlane Regional High School (TRHS) antenna and the acquisition of the billing for the ACO phone. It was noted that some of the adjustments were necessitated from Fairpoint’s neglect in proper billing
- Capital Equipment (+$7,808.00) $ 74,058.00
- The increase is due to the cost to set up a new cruiser. The vehicles that are being used for cruisers have been changed so it’s not possible to transfer hardware from a retired cruiser to a new one. It was noted that the cruiser purchase rotation was included in the CIP (Capital Improvement Plan)
Decreased Budget Line Items:
- Officer Salaries (-$38,817.00) $ 757,975.00
- The decrease is from a change in the census, higher salaried employees have left the department and been replaced by entry-level employees at a lower pay rate
- Officer Uniforms (-$550.00) $ 30,250.00
- Reduction is from decrease in soft body armor equipment for 2013 and only one initial uniform set-up instead of two. It was noted that the soft body armor has about a five (5) year shelf life and the replacement would be rotated going forward.
- School Crossing Guard (-$125) $ 16,387.00
- Decrease is from the removal of the interpreter stipend
- Dispatch Overtime (-$9,994.00) $ 20,000.00
- This decrease is based on actuals
- Dispatch Uniforms (-$100.00) $ 4,450.00
- Decrease is due to census change for one dispatcher and collective bargaining agreement requirements decreases for in year 4 uniform allotments
S. Savage noted that all line items that were in the ACO budget were zeroed out and absorbed as part of the Police Department’s budget in this presentation. Chief Savage noted that even with the absorption of the ACO budget they were able to decrease the 2013 budget request by $27,663.00 which is 1.47%.
D. Britton asked if the prosecutor contract was a flat fee.
S. Savage replied that it was case and population based, but that Plaistow carried the heavier load. He added that the numbers were watched very carefully. Chief Savage noted that Rockingham County was contracted for prosecutor and legal assistance only. He added that Victim-Witness services were paid for by an ongoing Federal grant. The Chief noted that there may need to be some changes made in the future as the grant allocations were diminishing with the increase in the Federal costs of administering the grant.
There was a discussion of the technical upgrades the Police Department was planning for their communications. It was noted that some of the costs were being borne by the Fire Department but there would be a dedicated Plaistow frequency that could be used by all applicable agencies.
D. Britton asked when an officer is funded through a grant what happens at the conclusion of that grant.
S. Savage explained that they either have the choice to keep the officer on or lay them off.
S. Fitzgerald noted that frequently they are able to keep the person, not the position, due to vacancies created through attrition.
There was a discussion of the value of the grant that provides an officer to the Police Department.
There was discussion regarding Police Union contract negotiations. The question was raised what would have happened to this budget if an increase comes out of the contract. It was noted that the Department budget would still stand but they would have to go back to the voters to fund any new contract.
There was discussion of the roll of the ACO as a certified part-time police officer. S. Savage noted that while he is certified as a part-time police officer his primary role is as ACO. The qualifications to be a certified allows him to be better prepared in the case of domestic violence and other situations where he would be called upon because an animal may be involved.
M. Sumner asked if he would be used some days as a part-time officer when not needed for ACO responsibilities.
S. Savage replied that they only have authorization for one (1) part-time officer for cruiser duty.
He added that as a part-time officer the ACO would have the ability to summons and charge people.
S. Savage noted that there has been a large turn-over of officers in 2013, which has helped with budget savings for 2013 but created serious staffing issues in 2012.
S. Savage offered that gasoline prices would be reviewed again in December and there may be a possible adjustment. He also noted that he had provided the Committee with a list of salaries and vehicle service and replacement rotation scheduled.
S. Savage talked about the new kennel, which was constructed exclusively through benefactor donations. He noted that since a generator, financed by a Federal Homeland Security Grant, was installed the kennel also served as an emergency animal shelter.
J. Sherman added that the kennel was not only used for strays but in the recent ice storms people would not evacuate their homes without a place for their pets to go. The kennel will provide this necessary service.
S. Savage noted there was an ordinance that assessed a fee for loose dogs that are housed in the kennel, but there was no fee for emergency care and shelter of animals.
D. Britton asked what sources of revenues the Police Department had.
S. Savage noted that they receive revenues from violations, state and federal grants and issuing pistol permits.
D. Gerns asked if the merging of the ACO with the Police Department meant that the department would receive revenues from dog licensing fees.
S. Fitzgerald noted that dog licensing fees were a function of the Town Clerk’s Office and those monies were deposited into the General Fund.
D. Britton moved, second by T. Holt, to take the Police Department budget in the amount of $1,860,016.00 under advisement. There was no discussion on the motion and the vote was 10-0-0 U/A.
Solid Waste – Sean Fitzgerald, Town Manager
S. Fitzgerald noted that the Town was in the third year of a five year contract. Since there is two-year option on the current contract the Town has been looking into what other options might be available for solid waste disposal.
S. Fitzgerald presented two charts that showed the increase in recycling and the decrease in costs related to solid waste collection.
J. Sherman requested that the charts be redone based on a calendar chronology instead of showing the information for each month as compared to the previous year.
There was discussion about the fluctuations of tonnage. It was noted that in rainier months the tonnage rates were higher because the rain-soaked waste cost more to haul.
It was noted that the 2013 request for Solid Waste Collection was level funded at $525,000.00 as was the Household Hazardous Waste Collection line at $15,000.00. The Board of Selectmen approved the Household Hazardous Waste Collection line at $15,000.00 but decreased the Solid Waste Collection to $500,000.00. The increase in recycling and decrease in tonnage cost was cited and the reason to decrease the line.
There was discussion about the success the two-barrel limit was having with regards to the increase in recycling.
G. Hamel moved, second by T. Holt to take the Solid Waste Collection budget in the amount of $515,000.00 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 was the amount approved by the Board of Selectmen (BOS).
REVENUES
J. Gallant noted that there was a summary of revenues provided for the members.
There was a brief review of the tables. It was noted that the Town was currently exceeding anticipated revenues reported on the MS-7.
COMMITTEE REPORTS
There were no committee reports for this meeting.
D. Britton noted that he would soon be attending a Public Safety Complex Committee meeting.
UPDATES FROM THE FINANCE DIRECTOR/PARKING LOT ISSUES
J. Gallant noted that she would have updated spreadsheets ready for Board of Selectmen review and then they would be ready for the Board of Selectmen. She added that resolution of parking lot issues would be provided at the next meeting.
NEW/OLD BUSINESS
J. Gallant noted the expenditures and revenues would be updated and provided for the Committee.
M. Sumner asked if there were drafts of the proposed warrant articles ready for review yet.
J. Sherman noted that the Board of Selectmen would be reviewing drafts at their next meeting.
M. Sumner asked if it were possible to get advanced copies with the understanding that they weren’t in stone.
J. Sherman reminded that the schedule was about two weeks behind. He noted that the Selectmen had actioned about half the warrants they were reviewing. J. Sherman added that the process the Board uses is to look at the CIP, dismiss some items that don’t make sense and then draft warrants on what they want to present to the voters.
There was no additional business before the Committee and the meeting was adjourned at 8:51 p.m.
Respectfully Submitted,
Dee Voss
Recording Secretary
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