BUDGET COMMITTEE MEETING/PUBLIC HEARING MINUTES
December 18, 2012
Call to Order: 6:33 p.m.
ROLL CALL
Present: Martha Sumner, Chair
Kristin Lewis-Savage, Vice-Chair
Trisha Holt
Ben Sadewicz (arrived 6:38 p.m.)
David Gerns
Gayle Hamel
Neal Morin
Barry Weymouth
Daniel Bush
Darrell Britton
Anthony Riccio
John Sherman, Selectmen Ex-Officio
Also Present: Sean Fitzgerald, Town Manager
Janet Gallant, Finance Director
The Pledge of Allegiance was led by Kristin Lewis-Savage.
MINUTES OF December 4, 2012
T. Holt moved, second by G. Hamel, to approve the minutes of the December 4, 2012 meeting. There was no discussion on the motion. The vote was 8-0-3 (Riccio, Britton and Weymouth abstaining).
BUDGET REVIEW
S. Fitzgerald submitted a memo with a list of budget adjustments that he recommended and have been reviewed by the Board of Selectmen (BOS).
2013 Budget Adjustments – Proposed Reductions:
Executive - Part-time Positions (1-4130-10-120): The IT (computer) improvements for 2013 will be started later in that year and therefore this line can be revised. The line is reduced by $6,000.00, from $12,000.00 to $6,000.00. The revised Executive requested budget is $265,309.00.
B. Sadewicz arrived at 6:38 p.m.
Assessing - Contract (1-42503o312): 2013 is not a “values anew” year. This revision will reflect the actual estimate of a new contract. The line was reduced by $23,000.00 from $108,800.00 to $85,800.00. The revised Assessing requested budget is $150,949.00.
S. Fitzgerald noted there was only one respondent to the Town’s RFP (Request For Proposals) and the contract will support the reduction in this line.
Police Department - Capital Equipment (1-4210-20-740): There is a reduction in the number of cruisers that will be replaced in 2013. The possibility of leasing a cruiser will be investigated. This line is reduced by $30,000.00 from $74,058.00 to $44,058.00. The revised Police Department requested budget is $1,830,016.00.
S. Fitzgerald explained that he had been talking to the Police Chief, who supports the reduction in this line. He added that they were looking into the possibility of leasing a new cruiser instead of purchasing one. S. Fitzgerald noted that a new Emergency Management Command Vehicle had been secured by a grant.
M. Sumner offered that the Town has leased cruisers a number of years ago.
K. Lewis-Savage added that leasing was a good idea in the first year or two of leasing but became a problem when the entire fleet was in a lease arrangement.
S. Fitzgerald offered that there would be careful consideration of any lease agreement before one was entered into. He added that he had been disheartened by the return when the cruisers are turned out. Based on the superior maintenance these vehicles receive he estimated they should be getting $5,000.00 to $7,000.00 at sale time but the Town has only been about to get return in the $2,000.00 amounts. He reiterated there would be careful review of any lease agreements and he wasn’t sure that he would favor leasing of the entire fleet.
Highway Administration - Engineering (1-4311-00-310): There is a reduction in this line based upon historical usage data. The line is reduced by $3,000.00 from $15,000.00 to $12,000.00. The revised Highway Administration requested budget is $277,532.00.
Highway and Streets - Drainage (1-4312-10-730): There is a reduction in this line based upon historical usage data. The line is reduced by $10,000.00 from $60,000.00 to $50,000.00.
S. Fitzgerald added that there was a backlog of projects that needed to be completed so there would have to be careful monitoring of how this line is spent.
Highway and Streets – Rental and leases (1-4312-20-580): There is a reduction in this line based upon historical usage data. The line is reduced by $10,000.00 from $34,500.00 to $24,500.00. Considering changes to both these lines of the Highway and Streets budget, the new 2013 request is $554,940.00.
S. Fitzgerald noted that this line was reviewed again and while it would be helpful to lease some additional equipment, such as grinders, the reduction can be supported. He added that in the past Continental (Paving) had provided lighting at some night events (such as fireworks) for free and it was hopeful that they will continue to do so.
Welfare Direct Assistance – Shelter/Rent (1-4442-10-840): There is a reduction in this line based upon historical usage data. The line is reduced by $5,000.00 from $25,000.00 to $20,000.00. The revised Welfare Direct Assistance budget request is $32,350.00.
S. Fitzgerald offered that with the reduction of this line the Town will still be able to meet the challenges required by law.
The total recommended reductions of the 2013 budget total $87,000.00, reducing these budget requests from $3,198,096 to $3,111,096.00.
S. Fitzgerald noted that total adjustment to the budget is a little over 1% increase; most of the significant increases can be attributed to the New Hampshire Retirement System and items that are beyond the Town’s control.
Salary Adjustments
The following line items have proposed adjustments based upon salary increases:
1-4210-10-110/Police Administration increased by $1,578.00 to $80,458.00
1-4210-10-110/Police Administration increased by $1,650.00 to $56,650.00
1-4220-10-110/Fire Department Permanent Positions by $1,393.00 to $71,041.00
1-4220-20-110/Fire Department Permanent Positions/FF by $1,162.00 to $39,881.00
1-4220-20-110/Fire Department Permanent Positions/FF increased to $36,920.00
1-4220-20-110/Fire Department Permanent Positions/FF increased to $37,440.00
1-4130-30-110/Executive Permanent Position – BOS/TM by $1,077.00 to $36,962.00
1-4210-10-110/Police Administration – by $1,106.00 to $37,963.00
1-4191-10-110/Planning Board Permanent Positions by $953.00 to $48,583.00
1-4150-30-120/Human Resources/Services Director/Clerk by $952.00 to $48,539.00
1-4240-10-110/Inspections Permanent Position by $655.00 to $33,391.00
1-4311-00-110/Highway Administration Highway Salaries by $1,645.00 to $56,469.00
1-4130-20-110 Executive Salary by $1,725.00 to $88,000.00
The total salary increase amount is $13,893.22; the total increase to NH Retirement System (1-4155-40-260) is adjusted to $2,170.60; the total increase to Medicare (1-4155-30-225) is adjusted to $201.45; and the total increase to FICA (1-4155-30-220) is $502.89. This makes the total requested 2013 budget adjustment based on the listed salary increases $16,767.93.
It was noted that the spreadsheet that had been presented to the BOS had a roll-up error in it and that Board voted on an amount of $14,742.40, which will be reviewed at their next meeting.
The BOS also voted for an adjustment to line 1-4130-20-801 of the Executive Budget increasing this line by $735.00 to reflect a revised contract value of $2,400.00.
Additional Reduction – Planning Board - $5,000.00
S. Fitzgerald noted there had been a reduction to the Planning Department Budget of $5,000.00, pending further information regarding how that money would specifically spent to update the MasterPlan. He added that task would be to go back and revise the scope of work in hopes that the $5,000.00 could be supported and added back into the budget.
It was noted that line item 1-4191-10-875 would be reduced to zero bringing that budget to $72,330.00.
J. Sherman noted that he was in favor of updating the MasterPlan, but there needed to be justification of the hourly rates and clarification of the results that $5,000.00 would bring.
S. Fitzgerald offered that the BOS voted on the incorrect bottom line budget number, due to the spreadsheet roll up issue with the salary increases. The new number that would be brought back to the BOS for their vote would be $7,703,218.00.
The Budget Committee (BudCom) went through the individual budgets that were affected by the previously discussed reductions and salary increases and voted to take the new budget figures under consideration.
K. Lewis-Savage asked if there were going to be any adjustments based upon gasoline prices.
S. Fitzgerald replied that he had been watching trends and recommendations from the United States Energy Administration. They predict gas prices for 2013 to be between $3.30 and $3.40 per gallon, so the price of $3.50 per gallon used to calculate the individual budgets supported those numbers with a modest contingency.
B. Sadewicz moved, second by G. Hamel, to take under consideration the revised Executive budget in the amount of $268,846.00.
The changes are noted to be salary increases and a reduction in part-time positions line.
There was no discussion on the motion and the vote was 12-0-0 U/A.
D. Gerns moved, second by T. Holt, to take under consideration the revised Human Resources/Services/Assessing budget in the amount of $151,901.00.
The changes are noted to be salary increases and a reduction in the Assessor’s Contract line.
There was no discussion on the motion and the vote was 12-0-0 U/A.
G. Hamel moved, second by N. Morin, to take under consideration the revised Personnel Administration budget in the amount of $1,607,169.00.
The changes are noted to be salary increases in FICA, Medicare, and NH Retirement based upon salary increases in individual department budgets.
There was no discussion on the motion and the vote was 12-0-0 U/A.
K. Lewis-Savage moved, second by G. Hamel, to take under consideration the revised Planning Department budget in the amount of $73,283.00.
The changes are noted to be salary increases and a reduction in the MasterPlan update line.
J. Sherman offered there shouldn’t be a surprise to find that the $5,000.00 is back in the budget once the BOS receives the additional information they are seeking.
There was no discussion on the motion and the vote was 12-0-0 U/A.
T. Holt moved, second by D. Bush, to take under consideration the revised Police Department budget in the amount of $1,834,350.00.
The changes are noted to be salary increases and a reduction in the change in the number of police cruisers.
There was no discussion on the motion and the vote was 11-0-1(Lewis-Savage abstaining).
K. Lewis-Savage moved, second by T. Holt, to take under consideration the revised Fire Department budget in the amount of $528,173.00.
The changes are noted to be salary increases.
There was no discussion on the motion and the vote was 12-0-0 U/A.
K. Lewis-Savage moved, second by G. Hamel, to take under consideration the revised Inspections Department budget in the amount of $108,036.00.
The changes are noted to be salary increases.
There was no discussion on the motion and the vote was 12-0-0 U/A.
K. Lewis-Savage moved, second by B. Sadewicz, to take under consideration the revised Highway Administration budget in the amount of $279,177.00.
The changes are noted to be salary increases and a reduction in the engineering line.
There was no discussion on the motion and the vote was 12-0-0 U/A.
G. Hamel moved, second by D. Bush, to take under consideration the revised Highways and Streets budget in the amount of $554,940.00.
The changes are noted to be decreases in the drainage and rentals/leasing lines.
There was no discussion on the motion and the vote was 12-0-0 U/A.
G. Hamel moved, second by T. Holt, to take under consideration the revised Welfare – Direct Assistance budget in the amount of $32,350.00.
The changes are noted to be reduction in the shelter/rent line.
There was no discussion on the motion and the vote was 12-0-0 U/A.
The last item on the Town Manager’s memo to the BudCom was regarding an increase to the Selectmen’s Salary.
The proposed warrant article, approved by the BOS, would read as follows:
K. Lewis-Savage asked what the vote to approve was.
S. Fitzgerald noted that it was a unanimous vote.
“Shall the Town vote to raise and appropriate the sum of $10.765 to increase each Selectman’s annual salary from $1,000 to $3,000? The additional $765 is to cover the Town’s payments to Social Security and Medicare.”
Intent: This amount represents an increase to the elected 5 member Board of Selectmen’s salary. The Selectmen’s salary has not been changed since March 1970. There are 31 Towns in NH in the population range of 5,000 to 9.999 (including Plaistow). The average (Selectmen’s) salary is slightly more than $3,000.
S. Fitzgerald noted that there had been comparison done with similar sized towns, some with three-member Selectboards and some with five-member Boards.
D. Britton offered that 28 years ago an increase was proposed and he was in favor of it at that time. His mind was changed when Leroy Dube (former Selectmen) stated that the people who run for that office know how much the pay is and if they couldn’t afford to do the job for that money, they shouldn’t run for the position.
S. Fitzgerald responded that there are good people out in the community who would like to become involved but the low salary would present a hardship to their families for the amount of time and effort involved. Increasing the salary could open the pool of qualified candidates.
D. Gerns added that it was also a reflection as to how we value the job the position.
REVIEW OF WARRANT ARTICLES
The BudCom reviewed changes that were made to specific warrant articles:
Article P-13-07 REPLACE POLICE DEPARTMENT MOBILE RADIOS
“Shall the Town vote to raise and appropriate $31,500 for the purpose of replacing 6 Mobile Radios for the Police Department?”
[Intent: To provide for the necessary transition/upgrade of current mobile radios mounted in police cruisers that were purchased in 2001 to a current model. The current police cruiser radios are no longer being manufactured and this project will allow the Town to take advantage of significant technology changes. These funds would be able to replace six (6) of the 12 units in 2013. This is the first year of a two year plan. ]
A change was made to reduce the number of Mobile Radios from 12 to 6 that will be replace in 2013 in half and make the complete replacement into a two-year plan. If available, State and Federal grants will be explored to complete the change over quicker.
K. Lewis-Savage suggested that the last line of the intent “This is the first year of a two year plan.” be deleted.
D. Gerns asked if the Police Chief was confident that the new radios would be able to communicate with the new radios.
S. Fitzgerald replied that Chief Savage said the phasing will work and the radios will all communicate during the transition. He added that some of the older equipment would be switched out to less-critical vehicles, such as the Animal Control Officer’s truck during the transition.
D. Gerns offered that his only concern was that officers would not be able to communicate with each other. If that is not an issue he thought the two-year replacement plan was a good idea.
K. Lewis-Savage confirmed that Chief Savage told her the old and new radios would be able to communicate with each other.
Article P-13-08: PUBLIC SAFETY COMPLEX ARCHITECTURAL/COST STUDY
“Shall the Town vote to raise and appropriate $25,000 for a Public Safety Complex Architectural/Cost Study?”
[Intent: To acquire detailed cost estimates based on the Space Needs Assessment for current and future needs of Police, Fire, and Emergency Management Departments. This study will also provide additional justification for facility related capital needs, including HVAC, power, electrical, communication, computer, and security systems.]
The changes to the wording of the Article’s intent previously suggested by the BudCom were incorporated. No additional changes were made.
S. Fitzgerald noted that Article P-13-12 and P-13-13 had been removed. Both these Articles related to a new Highway Garage.
J. Sherman added that the Warrant Articles had not yet been renumbered.
Article P-13-09: REPLACEMENT OF ROOF ON THE PUBLIC SAFETY COMPLEX
“Shall the Town vote to raise and appropriate $80,000 for the replacement of the Public Safety Complex roof (Flat roof and shingled portions)?”
[Intent: To replace the Public Safety Complex roof that has been leaking for several years resulting in damage to the ceilings in the building as well as the fire alarm system. The
Town’s roofing contractor has made several unsuccessful attempts to patch the leaks without any significant success. This is the original roof and was installed in 1985.]
The minimal changes to the wording of the Article and intent of P-13-09 proposed by the BudCom were incorporated. No other changes where made.
Article P-13-10: REPLACE THE CONCRETE APRON AT FIRE DEPARTMENT AND REPAIR THE PORTION OF THE PARKING LOT BY THE POLICE DEPARTMENT SALLY PORT
“Shall the Town vote to raise and appropriate $30,000 for the engineering for the concrete reinforcement and repaving of the 20 foot apron in front of the Fire Department garage doors and the repair of a portion of the parking lot by the Police Department Sally Port?”
[Intent: To replace an approximate 20-foot section of the driveway located just before the garage doors that is experiencing significant rutting, pot holes and alligator cracking. These effects are exacerbated by the weight of the fire trucks as they exit the safety complex. The purpose of this project is to remove and replace this section of the driveway in order to withstand the weight of the rescue trucks and fire engines. Two different repair techniques are being reviewed (concrete versus asphalt). Likewise, on the Police Department side of the parking lot, the Police Chief has indicated that reclamation and/or repaving is needed to repair a badly damaged section of the parking lot by the Police Department Sally Port.]
The proposed changes of replacing the word “engineering” with “replacement” and the word “apron” with “section” in the wording of the Article itself were not made. It was suggested that the words “engineering” and “apron” can easily be misconstrued. The word “apron” was determined to be okay in the title of the suggested Warrant Article.
Article P-13-14: Replace Windows at Court House
“Shall the Town vote to raise and appropriate $10,000 for the replacement of the windows at the Plaistow Circuit Court House?”
Appropriation: $ 10,000
Withdrawal from Unexpended Fund Balance: $ 10,000
Amount to be raised from 2013 taxes: $ 0
[Intent: To replace the windows at the Courthouse, located on Elm Street that are old and energy inefficient which results in increased costs to heat and cool the building. The Town receives $XX in annual rent payment from the State of NH. Payback of the investment is XX]
It was noted that the changes in the wording proposed by the BudCom were incorporated.
Article P-13-15: REPLACE REMAINING GUTTERS & DOWNSPOUTS AT THE TOWN HALL
“Shall the Town vote to raise and appropriate $14,000 for the replacement of the gutters and downspouts on the sides and back of the Town Hall?”
[Intent: To complete the upgrades to the gutters and downspouts on the Town Hall that are currently functioning inadequately. The copper gutters and downspouts on the front of the Town Hall have already been replaced. These features are critical as they direct water away from the Town Hall.]
It was noted that the changes in the wording proposed by the BudCom were incorporated.
Article P-13-19: FIRE SUPPRESSION PUMP AND PUMP HOUSE CAPITAL RESERVE FUND DEPOSIT
“Shall the Town vote to raise and appropriate $70,000 to be added to the Fire Suppression System Pump/Pump House Replacement Capital Reserve Fund?
[Intent: To continue to set aside money for future replacement of the pumps for the Fire Protection System and the pump house they are located in. The building that houses the pump that distributes the water for the fire suppression/protection system must be replaced at the same time that the pumps are replaced. The replacement is schedule for 2015 at an estimated cost of $200,000 for the pumps and $150,000 for the pump house, totaling $350,000. The money in this Capital Reserve Fund will be invested in an interest bearing account.
It was noted that the intent was replaced with the wording from last year’s Warrant Article and the word “Deposit” has been added to the Warrant Article title as suggested by the BudCom.
Article P-13-21: fire suppression system POTENTIAL conversion feasibility STUDY
“Shall the Town vote to raise and appropriate $30,000 to conduct a feasibility study that evaluates the potential conversion of the Town’s Fire protection system into a potable water system capable of both domestic drinking water supply and fire protection flow?”
[Intent: To conduct an initial investigation and evaluation of the potential conversion of the Town’s fire protection system into a potable water system capable of both domestic drinking water supply and fire protection flow. The Town completed a comprehensive survey and study for the establishment of a municipal water system in 1973. Additionally, the Town of Plaistow is also the home of one of the largest active EPA Superfund locations (Beede Waste Oil) in New England. This contamination has significantly impaired the Town’s watershed. As one of only 2 municipalities in New Hampshire that does not have a pond or water body sufficient for a reservoir, the Town of Plaistow faces significant water resources challenges. Providing a thorough assessment of water resource options would
help the Town significantly meet the water resource challenges in the community.
J. Sherman suggested that the word “potential” be removed from the Article’s title, but added to the intent section.
S. Fitzgerald noted that this was to study the potential technical work to determine whether or not the Fire Suppression system was capable of supporting a drinking water system.
It was consensus of the BudCom that the word “potential” should be removed from the title of the Warrant Article.
Article P-13-22: CONSERVATION FUND DEPOSIT
“Shall the Town vote to raise and appropriate the sum of $10,000 to be deposited into the existing Conservation Fund as provided for in RSA 36-A?”
[Intent: To add funding to the Plaistow Conservation Fund. The Conservation Commission intends to purchase land, easements, and/or other land rights to preserve the natural environment. This money is invested in interest bearing accounts.
It was noted that the intent section wording was replaced in its entirety with the wording used in last year’s warrant article as was suggested by the BudCom.
Article P-13-23: CONSTRUCT A SHELTER AT THE OLD COUNTY ROAD RECREATION (PARC) FACILITY
“Shall the Town vote to raise and appropriate the sum of $80,000 for the engineering, materials and construction of a Shelter at the Old County Road Recreation (PARC) Facility?”
[Intent: To construct a 40 x 60 Shelter including the installation of electrical outlets, cement slab, deep cement footings to secure the structure, shingled roof, and adequate space for picnic tables under the roof. A Shelter is needed to meet the need for protection from outdoor elements for the Town’s summer recreation program held at this site and will save the Town over $5,000 annually on tent rentals. This Shelter will also allow for the year-round use for a variety of events and functions such as Old Home Day events, youth sport programs, concerts, and any other Town sponsored events.
It was noted that the wording changes proposed by the BudCom had been incorporated into the Warrant Article.
M. Sumner asked if there enough information gathered this year to put the Articles for the Highway Garage and the Salt Shed back on the Warrant.
S. Fitzgerald said that it was unlikely to happen this year.
N. Morin suggested that in Article P-13-23 that the foot (‘) marker be added to the dimensions of the proposed shelter for clarity.
N. Morin asked if the proposal to replace the courthouse windows (Article P-13-14) was to replace all the windows. He suggested that the number of windows being replaced, and whether or not it was all the windows, be included in the Article’s intent section.
M. Sumner noted if there were any additional questions on the Warrant Articles they should be forwarded as soon as possible in order to have all the answers before the Committee’s meeting on January 8, 2013. She reminded that the Public Hearing on the Budget would be the next day (January 9, 2013) at 7:00 p.m.
OPEN PARKING LOT ITEMS
The question of the rental/lease equipment for the Highway Department had been previously addressed.
S. Fitzgerald offered that Tony Garrow was consulting on the updated RSMS (Road Service Management System) and the report should be ready soon after the first of the year. He added that he would be presenting it to the BOS and then would make it available to the BudCom.
M. Sumner asked for an update of the expenditures through November. She noted that last update she has is through September.
J. Gallant noted that the workbook provided to the BudCom tonight had the updated expenditures.
J. Sherman noted that he was still looking for the recycling chart based on the chronology instead of by month.
J. Sherman also noted that he had requested a map of the waterline.
M. Sumner added that she was still looking for an updated organizational chart.
S. Fitzgerald reported there was a recent updating to the Assessor’s maps and there is a feature that will allow them to include the waterline in the mapping.
M. Sumner suggested it would be a good thing to see the map for the Warrant Article (regarding the feasibility study of drinking water using the fire suppression system P-13-21).
COMMITTEE REPORTS
There were no committee reports for this meeting
OLD/NEW BUSINESS
M. Sumner noted the following Committee Members’ terms where expiring:
- Trisha Holt
- David Gerns
- Neal Morin
M. Sumner noted there was still a vacant seat on the Committee so that was a total of four (4) three-year term position that would be on the ballot this March. She added that she hoped that all members whose terms were expiring would consider running for re-election.
M. Sumner asked if the new (real estate) tax rate had been set.
S. Fitzgerald noted that it was set the previous Friday and the rate was the same at $24.74/$1,000.
There was a discussion regarding the fluctuations in the tax rate. It was noted that the Town’s portion of the rate was down and the school rate had risen to offset. It was also noted that property values remain relatively level, while there are still struggles with valuations in the commercial district due to the lack of sales there.
J. Sherman noted that an issue was raised at the last School Board Committee meeting. Currently there are nine (9) members on that Board, three (3) from Plaistow; two (2) from Atkinson; two (2) from Danville; and two (2) from Sandown, as the charter was written. A resident from Sandown is proposing that this be changed so that each town only have two (2) representatives to the Board and that there be a ninth position that would rotate to each town. J. Sherman noted that Peter Bealo (Plaistow resident and member of the School Board Budget Committee) brought this to the attention of the Board of Selectmen, who are going to be drafting a memo to express their concerns about this change.
J. Sherman noted that while the populations of the towns involved are becoming more level, Plaistow still have 33% of the total enrollment. Both the high school and the middle schools are located in Plaistow and it is our Fire, Police and Rescue who are the first responders. Our Health Officer is very involved with the school including inspections and assistance with mosquito control, so there are a number of extra resources being expended by Plaistow and not by the other communities who send students to the school, and the reason Plaistow has a higher representation on the Board.
There was additional discussion on the matter of representation on the School Board and how to best delicately handle the discussion with other towns without it becoming an “us versus them” situation.
K. Lewis-Savage offered that with all the recent events there was even more to consider with regards to school security.
It was noted that this change was only being discussed with reference to the School Board and not to the School Board Budget Committee.
K. Lewis-Savage asked when the tax bills will be mailed out.
S. Fitzgerald noted they would be sent real soon, but in the meanwhile residents could call and get their information. He also noted that it would be posted on the Town’s website.
The next meeting is scheduled for January 8, 2013.
There was no additional business before the Committee and the meeting was adjourned at 8:04 p.m.
Respectfully Submitted,
Dee Voss
Recording Secretary
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