BC20101004

APPROVED

TOWN OF PELHAM

BUDGET COMM= ITTEE /= MEETING MINUTES

Monday, October 4, 2010

APPROVED &#= 8211; October 14, 2010

CALL TO ORDER – 7:30pm

PRESENT:

Also Present:

Mr. Larry Hall, Mr. Dan= iel Guimond, Mr. Dennis Viger, Mr. Robert Sherman, Mr. Gregory Farris, Ms. Angèle Diack, Mr. Ken Dunne, Selectmen Representative Edmund Gleason, School Board Representative Andy Ducharme<= /p>

Town Administrator Tom = Gaydos, Senior Center Director Sue Hovling, Transfer Station Superintendent Ron Hannon, = Cemetery Chairman David Provencal

ABSENT:

Mr. John Lavallee

PLEDGE OF ALLEGIANCE

2011 BUDGET REVIEW AGENDA

Senior Cente= r, Transfer Station, Cemetery, Sele= ctmen, Health Services, Human Services, Health Officer

Senior Center – Senior Center Director S= ue Hovling reviewed the department’s 2011 budget request.

= Senior Center

2011 Selectmen approved=

2011 Budget increase/(d= ecrease)

Salaries:

58,254

(450)

Supplies:

Repairs:

72= 0

2,500

&nbs= p; 100

&nbs= p; 800

Salaries – Union contract still to be negotiated. Ms. Hovling wasn’t sure how = the Selectmen were handling non-union salary increases.

Supplies – Increase= due to the amount spent during the past year.&nbs= p;

Repairs – The warra= nty on the bus had expired, so the amount for bus repair/maintenance was increased.

Mr. Farris asked if there= was a Town wide contract with the dumpster company. Mr. Gaydos answered yes; it was th= rough Allied who also handled the waste removal at the Transfer Station. The contract would be redone= when the Transfer Station contract came due.&nb= sp;

Mr. Guimond believed the = line under Expenses for cell phone (bus driver) should be put under the Telephone line item, similar to that in other budgets.

Mr. Dunne questioned the = type of license required to drive the bus. Mr. Gaydos informed that a CDL was required. Ms. Hovling added that a passenger endorsement was also needed. =

Transfer Station – Superintendent Ron Hannon came forward= and reviewed the 2011 budget request.

Transf= er Station

2011 S= electmen approved

2011 B= udget increase/(decrease)

&= nbsp;

Salari= es:

&= nbsp;

206,91= 4

&= nbsp;

(3,577)

Suppli= es:

Teleph= one:

Gas/Oi= l:

Repair= s:

Rental= :

New Eq= uipment:

Expens= es:

2,574

1,800

4,265

6,650

2,054

200

288,757

(7= 6)

&nbs= p; 0 =

(72)

(3,600)

(7,146)

(18,02= 9)

(14,54= 5)

&= nbsp;

Salaries= – Most of the number is contractual. &n= bsp;

&nb= sp;

Supplies= – Decrease in safety equipment and printing.= Ms. Diack asked if there would be a reduction in signage based on the reconfiguring (drop off areas and traffic flow) at the transfer station. Mr. Hannon said there would be a decrease because they were working with a company that provided the materia= ls at a reduced price.

&nb= sp;

Telephone – No change.

&nb= sp;

Gas/Oil = – Reduction in diesel fuel. Slight increa= ses in unleaded gas, regular hydraulic, and dexron II-55 gal.

&nb= sp;

Repairs = – There was a reduction in misc. repairs. Mr. Sherman questioned what happened to the glass crusher now they w= ere no longer crushing glass. Mr. Hannon said the glass crusher was still at the location. They were in negotiations with the= owner to possibly do a swap for a = wide conveyer to put at the end of the building in the event there are problems = with the large conveyor.

&nb= sp;

Rental &= #8211; Decrease due to restructure of the contract; primarily the waste trailer. Mr. Viger recalled that the former= Superintendent said the Town would purchase the 100-yard trailer and questioned if that wo= uld still happen, or if the lease would continue. Mr. Hannon said it was a rental un= it and saw no advantage to the Town purchasing it. It wouldn’t have the mileage= or the wear/tear on the tires. <= span style=3D'mso-spacerun:yes'>

&nb= sp;

New Equi= pment – No new equipment was anticipated.&= nbsp; Mr. Hannon said everything was in pretty good shape and running well. His only concern was th= e big conveyor belt. Mr. Sherman no= ted that the reason for the reduction was that the skid steer had been paid off.

&nb= sp;

Expenses= – Reduction in hauling and tipping fees and tin can tip and haul. Increase in uniform allowance, sin= gle stream recycle, landscaping, cfc/hcfc disposal, brush disposal and c&d disposal.

&nb= sp;

Ms. Diac= k asked if the facility usage had increased over the past year. Mr. Hannon believed it had increased. Mr. Farris asked i= f the facility was currently accepting c&d materials. Mr. Hannon explained the process o= f how the c&d materials were being accepted.= Mr. Viger questioned if items had been showing up on the side of the road. Mr. Hannon stated furni= ture drop off at the facility had decreased and c&d had increased. He hadn’t heard from Park &a= mp; Recreation or the Highway Department about items being left on the side of = the road. Mr. Viger questioned who picked would pick items up from the side of the road. Mr. Hannon said if they were conta= cted, they would pick it up. He not= ed that the c&d materials were all able to be recycled.

&nb= sp;

Mr. Sher= man asked that information be provide regarding last year’s revenues from= tin cans, cardboard, newspaper and plastic. Mr. Hannon stated that it wa= s all based on a market formula and noted that it wouldn’t be in the upcomi= ng budget. He discussed the comp= arison of the revenue versus the charge for hauling the materials; the Town wasn’t making money on the process.&= nbsp; He said he would provide the requested revenue figures.

&nb= sp;

There was further discussion regarding the items listed under expenses and how the facility handled such. Mr. Ga= ydos said they would continue watching the various markets and whittling it away= so the amount that the taxpayers have to pay will decrease and the service will increase.

&nb= sp;

Mr. Sher= man asked if people could pay cash to dispose of c&d materials. Mr. Hannon answered yes. The facility had slips/receipts to= track the items.

&nb= sp;

Cemetery – Cemetery Chairman David Provencal reviewed the 2011 Cemetery budget. He provided information to the Board. They had sold forty ei= ght plots to date that had an income of $20,400, of which $8160 would go back into the general fund. There were thir= ty one open and closings of graves with an income of $1808 (that went back to the general fund) and there were eight cremations open and closings with an inc= ome of $2150 (that also went back to the general fund). There was an outline of expansions= (an associated work) that would be done during the year.

&nb= sp;

Cemete= ry	2010 O= perating Budget	2011 R= equest / Increase
&= nbsp; Salari= es:	&= nbsp; 86,362=	&= nbsp; 88,267= / 1,905
Gas/Oi= l: New Eq= uipment: Expens= es:	3,501 400 5,212	4,367 / 866 2,600 / 2,200 5,412 / 200
&= nbsp;	&= nbsp;	&= nbsp;

Salaries= – The Sexton was given an increase due to an increase in work hours and becau= se he uses his own truck. The Recording Secretary salary needs to be amended to read $16; the budget will= be amended accordingly to show a $75 increase.

&nb= sp;

The new = bottom line number should read $88,342.

&nb= sp;

Under su= pplies, Ms. Diack questioned the amount listed for computer supplies because under = Town Buildings there was also a break out for $8459 (that Mr. Danevich put together). She requested a br= eakout of the money so the Board could compare what was listed in the other budget= s. Mr. Gaydos believed the items cont= ained within the technology plan was work being done for all departments, versus = some departments needing additional items (i.e. printer, ink). He believed the difference was ‘accessories’ would be items such as cables etc. and ‘supplies’ would be consumables such as paper and ink. Mr. Guimond asked why the computer supplies line was $1000, same as 2010.&nbs= p; Mr. Hall believed last year there was a request for a computer and t= he Board had asked that it be placed in Town Buildings; this may possibly be a carry-over. Cemetery purchased computer software to plot the graves but now needed additional software cos= ting approximately $600-$800; Mr. Gaydos will help them determine what software = was needed to complete the grave plotting.

&nb= sp;

Gas/Oil = – New numbers will be provided at reconsideration.

&nb= sp;

Ms. Diac= k asked if it would be better for the Cemetery Department to purchase a compressor, rather than rent one. Mr. Pro= vencal answered no; they used it during the winter to get through the frost and dig the graves. He said they got a really good deal and to purchase one it would cost several thousand dollars= .

&nb= sp;

New Equi= pment – Request for $2600 for new riding mower. Mr. Guimond asked how old the curr= ent lawn mower was. Mr. Provencal said their current lawn mower was 15-18 years old.

&nb= sp;

There wa= s a brief discussion regarding phase 2 of the expansion project.

&nb= sp;

Selectmen – Mr. Gaydos revi= ewed the 2011 budget. There was an increase in salaries and repairs.

&nb= sp;

Mr. Sher= man asked if consideration had been given to purchasing supplies with the School Department. Mr. Gaydos said t= here was more communication with the Schools now than in the past.

&nb= sp;

Ms. Diac= k asked about the cell usage. It was = her understanding that with a Blackberry there were deals for unlimited texting= and voice etc. for $119 per month. Mr. Gaydos said he would look at the invoice and review the current plan.

&nb= sp;

Mr. Gayd= os said the increase in repairs was due to the copier contract.

&nb= sp;

There wa= s a discussion regarding the type of Town audit conducted. Mr. Gaydos said the Town had never= had an audit in which every item was traced down.= He said there were discussions with the Board regarding what the expectations were and in turn speaking to the auditor to inform them of tho= se expectations. He said account= ing systems were being improved, but as they improved the next layer of improve= ment was being found. Mr. Gleason = said there was a standard auditing process for all municipalities and the Town w= as basically being tested for compliance.&nbs= p; They reviewed the operating systems. The Selectmen were aware of = some problems and were focusing on improving those.

&nb= sp;

Ms. Diack questioned what services were included in the Services & Misc. Consulti= ng line under Expenses. Mr. Gayd= os said from time to time the Town had altercations with neighbors or people that f= elt there was some type of problem attributable to the Town.

&nb= sp;

Mr. Sher= man wanted information regarding the funds for the distribution of the Town Report. Mr. Gaydos said the T= own mailed the report to the people that were requesting them. If there is a ‘stuffer’= ; in the report the Town sometimes hired an organization, such as the Boy Scouts= to do it. The Selectmen’s voter’s guide is mailed.

&nb= sp;

Compensa= ted Absence Fund was level funded. Mr. Guimond asked what the unfunded liability was. Mr. Gaydos said he would find out because it was in the audit. = Mr. Farris asked what ‘hit’ the fund would take if a long-term empl= oyee were to retire. Mr. Gaydos sa= id the Town just had a long-term employee retire, but as the number of employees g= rew, the unfunded liability was not dropping.&n= bsp; Mr. Viger asked if the Selectmen were planning to put anything toward the unfunded balance during the upcoming year. Mr. Gaydos said the Selectmen had = a list of items for consideration of warrant articles, but with the economy they h= ave tried to focus on the things that they feel really need funding now. The list has not yet been finalized. Mr. Viger asked if= the money raised in the warrant article in the past had been touched, or if the= re was still a balance. Mr. Gayd= os said there was a balance in the account and would find out the amount. Mr. Viger asked that a comparison = be done between what the unfunded balance was, and that which was in the accou= nt as well as the anticipated use for this year.

&nb= sp;

Health Officer – Mr. Gaydos reviewed the proposed 2011 budget. He said the position had changed in the last couple years primarily because of the anticipated pandemic issues. The Deputy Health Officer handled = mainly inspections; the Health Officer worked with the physicians at the hospital = and the organization/coordinating with the Emergency Management Director. Mr. Gaydos said the increase in the budget was due to the inspections. <= /span>

&nb= sp;

Ms. Diac= k asked if the Town had looked for better pricing for mosquito control. Mr. Gaydos said unfortunately ther= e were only two companies in the state; one handled the southern portion and the o= ther handled the northern portion of the state.= He noted that the service had been fantastic. Ms. Diack asked if there would be = a time when mosquitoes were controlled. Mr. Gaydos didn’t have an answer; every year there seemed to b= e a problem that came up. Pelham = was in the prime area where mosquitoes showed up.= Ms. Diack asked what percentage of the Town was treated. Mr. Gaydos said 100%; all the water areas were treated and as they found more, those areas are treated as well. He noted that stations = were set up to monitor mosquito population.&nbs= p; Mr. Sherman saw that there was an estimate for $55,000 and questione= d if it had been negotiated down. = Mr. Gaydos said the price was not finalized, but believed it would be closer to what was in the budget. He discussed what services were being provided.

&nb= sp;

Health Services – Mr. Gaydo= s discussed the budget request. There was= an error on the request; the budget should reflect zero growth.

&nb= sp;

Human Services – Mr. Gaydos reviewed the budget, which was lowered primarily because the Town was on an excellent track. He discussed= the types of assistance the Town provided.&nbs= p; Mr. Farris questioned if the budget was being over-budgeted. Mr. Gaydos said if it was, anything remaining would go back to the taxpayer.&n= bsp; He noted the state says that the Town can’t ever tell people it was out of money, the Town was obligated to serve people as they came throu= gh the door. Mr. Farris asked fo= r the number of what had been spent year-to-date.

&nb= sp;

Mr. Sher= man saw that assistance was provided for a car payment and questioned if a lien had been put on it in the event it was sold.&n= bsp; Mr. Gaydos said if there was a car payment made, there was already a lien on the car. He said if t= here was a house or an asset the Town would lien it. Mr. Sherman asked if anything was = put against an estate in the event of a funeral. Mr. Gaydos said when they did fune= rals, there was nothing there.

&nb= sp;

Mr. Vige= r asked if the problem placing liens on properties had been resolved. Mr. Gaydos said the problem was resolved.

ACTION ITEMS – (ongoing)

· = ~~Mr. Gaydos will confirm the Town is in co= mpliance with the Payment Card Industry Data Security Systems by providing a copy of= the e-mail confirmation and on-going security costs;~~ 9/16/10 Mr. Gaydos informed t= hat the Town paid nothing for the security because nothing went onto the Town’= ;s computer. It was set up like = that so as to not have security problems. COMPLETED

· = ~~Mr. Gaydos will review past budgets to fi= nd out where the cost for the cemetery flags had previously been placed~~; <= span style=3D'color:red'>COMPLETED

· = Mr. Gaydos= will speak with the Highway Road Agent to find out the impact to the roads when Pennichuck fixed breaks in their water lines (specifically Vassar Drive); as of 9/16/10 Pennichuck is investi= gating the Town’s complaint on Vassar and why they take pieces of it up versus replacing the whole line. =

· = ~~Mr. Gaydos will provide a list of all Tru= st Funds held by the Trustees;~~ 9/16/10 Mr. Gaydos provided the list as requested. COMPLETED

· = ~~Mr. Gaydos will work with Mr. Greenwood to provide an inventory list of equipment indicating when it would need replac= ing – along with any back up requested;~~ COMPLETED

· = Mr. Greenwood would supply the balance amount figure;

· = Mr. Gaydos= will find out what the bank fees and interest revenue year to date as compared to 2009;

· = Mr. Viger = will research to see if consolidating the phone system with all departments could help obtain a better rate;=

· = Library Trustee F= ran Garboski to clarify the trust funds. What money was taken out and for w= hat use;

· = Selectmen Rep. Vi= ger will find out what rate is given to a fire fighter du= ring workman compensation period in the event they were filling in a plus rate w= hen injured. =

· = ~~Fire Chief Midgley to provide the Board w= ith the cost estimate of two defibrillators~~. COMP= LETED

· = ~~Fire Chief Midgley to provide the Board w= ith back up information regarding the forestry truck, thermal imaging, rescue struts, boat, porta-tank and strategic planning.~~ COMPL= ETED

· = ~~Police Chief Roark to verify the salary f= or Patrolman 16 & 17~~. 9/30/10 Mr. Gay= dos stated there was an in advertent error in calculation; on the chart, a 10% raise w= as given rather than a 5% raise. New sheets will be provided to the Board. COMPLETED

· = ~~Police Chief Roark will check the figures= for the dispatcher salary~~. 9/30/10 Mr. Gaydos stated there was an incorrect ove= rtime rate used; corrected sheet will be provided. COMPLETED

· = Police Chief Roar= k to provide numbers for what the School Resource Offic= er would cost in the budget. <= u>

· = Park & Recrea= tion Director Brian Johnson will check on the= life span of the batteries in the defibrillators and find out if new batteries n= eed to be purchased.

· = Highway Agent Don= Foss to provide an equipment list showing a potential replacement schedule.

· = Mr. Gaydos to get information on the state’s latest review= of the Willow Street bridge status and how much was in the capital reserve fund.

· = Highway Agent Don= Foss to draft an argument why the $219,000 for road repairs should be put back into the operating budget.

· = Planning Director= Jeff Gowan to provide a number showing how ma= ny violations were found during the year.

· = Planning Director= Jeff Gowan to provide an estimate for the replacement cost of the plan copier.

·      =    Planning Director= Jeff Gowan to provide backup regarding Munism= art maintenance.

·      =    Mr. Gaydos to provide the balance of the senior (voluntary) contribution fund, the senior/recreation impact fee fund and the fire impact fee fund.

·      =    Transfer Station Superintendent Ron Hannon to provide last year’s revenue figures for tin cans, newspapers, cardboard and plasti= c.

·      =    Mr. Gaydos to find out what computer software was needed by the Cemetery Department to complete the plotting of graves.

·      =    Mr. Gaydos to review the cellular plan and associated costs.

·      =    Mr. Gaydos will find out what the unfunded liability is for the compensated absence fund.

·      =    Mr. Gaydos will do a comparison (for the compensated abse= nce fund) between what the unfunded balance was, what was in the account and wh= at was anticipated to be used this year.

·      =    Mr. Gaydos to provide the number of what had been spent year-to-= date for Human Services.

MINUTES REVIEW<= /p>

MOTION:

(Guimond/Sherm= an) To approve the Se= ptember 20, 2010 meeting minutes as amended.

VOTE:

(8-0-1) The motion carried. Mr. Gle= ason abstained.

ADJOURNMENT

MOTION:

(Sherman/Guimo= nd) To adjourn the meeting.

VOTE:

(9-0-0) The motion carried.

The meeting was adjourned at approximately 9:30 pm.

            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =          Respectfully submitted,

            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =          Charity A. Landry Willis

            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =          Recording Secretary