NOT APPROVED
TOWN OF
BUDGET COMM= ITTEE - MEETING MINUTES
Thursday, S= eptember 27, 2012
CALL TO ORDER – approximately
|
PRESENT: |
Mr. Larry Hall, Mr. Daniel Guimond, M= r. Bob Sherman, Mr. Greg Farris, Mr. Greg Smith, Mr. Dave Cronin (arrived 7:49p= m), Mr. Ken Dunne, School Board Representative Megan Larson |
|
ABSENT: |
Mr. David Cate, Ms. Daryle Hillsgrove, Selectmen Representative Doug Viger |
Also Present: Cemetery Trustee David Provencal, Highway Road Agent Don Foss, Senior Center Director Sara Landry, Human Services Director Dawn Holdsworth, Finance Director Cindy Kelley, Town Administrator Tom Gaydos
2013 TOWN BUDGET REVIEW
The Budget Committee then reviewed the proposed 2013 budget requests for the following departments:
Cemetery – Cemetery Trustee Chair= man David Provencal came forward to discuss the proposed budget.
Mr. Guimond questioned the large increase in Supplies for flowers. Mr. Provencal explained that the line f= or flowers was cut last year, but if the 2013 request ($950) remained it would= pay for the bulk of them. Mr. Guimond = asked how much was expected to be spent in 2012. Mr. Provencal explained that $950 was requested last year, but they would like to keep the same request.
Mr. Farris asked if the perpetual care listed for flowers fell outside those in= the Trust (for Perpetual Care). Mr. Provencal said perpetual care technically shouldn’t have been listed. They had eight pauper graves that they purchased geraniums for. There wer= e no records for the pauper graves, they just took care of them.
Mr. Smith questioned why they had internet access. Mr. Provencal replied they used the internet for e-mail, tracking and research. They were getting a lot = of their maps computerized and would like to make up a website at some point.<= span style=3D'mso-spacerun:yes'> Mr. Sherman asked if there were maps fo= r the older cemeteries in Town. Mr. Prov= encal said they had good maps for Gibson and the Center Cemetery, the outlying had rough drawings, or counts of people; it was all a work in progress.
Mr. Sherman asked for the age of the truck. Mr. Provencal said it was possibly 15 years old, but didn’t know the mileage. He said they had spent a = lot of money on the truck last year and expected it to last for several years.
Given the problems occurring with water lines, Mr. Guimond wanted to know the replacement cost. Mr. Provencal sa= id it would cost too much, they would keep patching the lines. As a guess, he said replacing the system might cost $10,000-$20,000. Mr. Sh= erman noticed that the Cemetery didn’t have anything listed in the Capital Improvement Plan (‘CIP’) through 2019. He urged them to submit their needs to have it included.
There was a brief discussion regarding the phased plan for cemetery improvements.
Highway Department – Highway Road= Agent Don Foss came forward and reviewed the proposed budget with the Board.
Seeing no increase in equipment repairs, Mr. Guimond asked if the trucks were in g= ood shape. Mr. Foss answered no; to d= ate he had spent over $29,000. Mr. Guimond asked when they would be requesting a new truck. Mr. Foss discussed the needs of the department. It was noted that The Highway Department had trucks listed in t= he CIP – Dump Truck/Plow/Sander 2015, Backhoe 2016, Dump Truck/Plow/Sander 2018. Mr. Guimond asked how many m= ore years remained for the two lease vehicles. The Backhoe will be paid off in April, 2014 and the 6-wheel Plow Tru= ck will be paid off in June, 2015. Mr. Cronin questioned if the vehicles were on a lease to buy agreement. Mr. Foss answered yes; they would pay $= 1 at the end of the lease. Mr. Farris a= sked why vehicles, that were in a sense owned, were listed under new equipment.<= span style=3D'mso-spacerun:yes'> He felt they should be listed elsewhere= under lease payments or leased equipment.
Mr. Foss explained the increase in Specials was due to the State giving the Town less Block Grant money as well as the increase in hot top of $6.25 per ton. Mr. Farris asked what the Tow= n had received in 2012 for the Block Grant. Mr. Foss said the Town received approximately $275,000. Mr. Farris asked if the money was used = mostly on paving, or overall road maintenance. Mr. Foss commented that he was doing a section on Hinds Lane and when that job was done, the money would probably be depleted. Mr. Farris asked if the $300,000 in Spe= cials was money above what received by the State. Mr. Foss answered yes. Mr. = Farris recalled that the Town had a warrant article to pave all the roads in Town = and asked if they were close to that point. Mr. Foss believed it was for approximately 30 miles and noted that h= ot top at that time was approximately $22/ton (the current price is $75.25/ton= ) Mr. Farris asked if the department was = keeping up with the paving between the Block Grant and the money in the budget. Mr. Foss said they would do approximate= ly five miles of road next year. He t= old the Board that the Town had 107 miles of road; some roads were last paved 19 years ago. Mr. Farris asked if the= y were keeping up with what needed to be done. Mr. Foss answered yes, but was uncertain what would happen next year with costs increasing.
Mr. Sherman asked when the bridge at St. Pat’s would be worked on. Mr. Foss believed it would be worked on= in 2017. He said Planning Director Je= ff Gowan would have the information. =
Senior Center – Senior Center Dir= ector Sara Landry came forward to present the proposed budget. She said Salaries had increased; they w= ere having more demand for transportation and therefore, would like to increase= the bus driver’s hours to thirty-two per week.
Mr. Guimond asked if the bus driver would have an increase in pay along with the increase in hours. Ms. Landry said= there was a slight increase in pay; since being employed with the Town they had n= ever received an increase. Mr. Sherman = asked if working 32 hours would make that employee qualify for State retirement.<= span style=3D'mso-spacerun:yes'> Ms. Landry said he would remain a part-= time employee. It was noted an employee working under thirty four hours per week didn’t qualify for benefits through the Town.
Ms. Landry noted there was an increase in the Gas, Oil, etc. line to accommodate the increase in transportation and the extra day of service.
Mr. Sherman commented about the CIP and questioned if the Senior Center had any plans to add anything through 2019. Ms. Landry said this had been her first full year being employed with the Senior Center; she felt she would have a better idea of the community’s needs after working at the facility for a year or two. At present, she believed the budget seemed adequate with the excepti= on of transportation. Mr. Sherman ask= ed that she keep an eye on the older section of the building.
With the increase in bus usage and the age of the vehicle, Mr. Farris asked if t= here would be an increase in expenses to maintain it. Ms. Landry replied they were managing w= ithin the current repair budget. Based o= n the last time the bus was looked at, it seemed to be running well. She didn’t foresee any large amounts th= is fiscal year.
Ms. Landry discussed the Food Program at the facility. They averaged approximately 25-35 peopl= e per day for meals. She provided the Bo= ard with an overview of the services and activities offered by the Senior Center.
Mr. Smith questioned why there were four telephone lines. Ms. Landry said there were two telephone lines, one fax lines and believed the fourth line was an alarm line.
The Board thanked Ms. Landry for reviewing the budget.
Human Services – Human Services D= irector Dawn Holdsworth and Finance Director Cindy Kelley came forward to review the proposed budget. Ms. Holdsworth summarized the assistance she provided to people.
It was noted that approximately $22,000 was expended through the end of August. Mr. Farris asked if more requests were anticipated going into the fall and winter months. Ms. Holdsworth said it went in waves; t= his past July and August were the busiest she’d ever seen.
Mr. Guimond wanted to know if the Town put a lien on a person’s house if they received assistance. Ms. Holdsworth answered yes. Mr. Guimond asked if= there were currently any outstanding liens. Ms. Holdsworth answered yes. Mr. Gaydos commented that the Town had used that practice for many years; as pe= ople refinanced many of them are paid off. At present, he believed there may be approximately 50-60 outstanding.
Mr.
Cronin asked if ten hours per week was adequate to do the necessary work.
Health Officer - Town Administrator Tom Gaydos and Fin= ance Director Cindy Kelley reviewed the budget. Mr. Gaydos discussed the job function of the Health Officer and Depu= ty Health Officer, specifically assistance with health issues and business inspections. He noted that the Town didn’t having anything to do with inspecting restaurants, the State handled that function. He then provided an overview of the mosquito control process and what actions the Town had taken.
Mr. Sherman asked if the cost for water testing covered Little Island Pond. Mr. Gaydos replied the State tested Lit= tle Island Pond through the Parks & Recreation department.
Health Services - Town Administra= tor Tom Gaydos and Finance Director Cindy Kelley presented the proposed budget. Town Administrator Tom Gay= dos explained to the Board that traditionally the agencies were required to send the Town a letter explaining what they did and how they served the Town and= the number of people served. Ms. Kelley noted that the Selectmen had cut the Salvation Army’s request for $2000 dow= n to last year’s budgeted amount of $500. The St. Joseph’s request was increased primarily due to the cuts in the Meals on Wheels program. Mr. Gaydos explain= ed that the County had cut it. He sai= d St. Joseph’s indicated if the individual towns picked up the actual meals being served in the towns, they could make ends meet. Mr. Gaydos discussed the importance of the Meals on Wheels Program. = He said many of the people served were shut-ins. They helped a lot more than simply delivering meals, they watched out for the people serviced and provided daily contact. It was noted there were 95 people in Pe= lham receiving service from the Meals on Wheels Program.
Mr. Dunne questioned how the Selectmen arrived at the requested numbers. Mr. Gaydos said the Selectmen reviewed = the request, the Town’s need and the services provided to Pelham. He said a lot of the agencies had been receiving funding from the State, but the State was no longer funding them. The programs were reviewed to determine what services were given to the people in Pelham and if it was effective for Pelham.
Conservation Commission – There w= as no increase. Mr. Hall wanted to know = the status of the bond. Ms. Kelley will forward information to the Board. = There was a discussion regarding the fees collected for timber and how they were used. Mr. Farris wanted to know ho= w many ‘buildable’ lots the Conservation Commission acquired using the bond. Mr. Gaydos knew will ask the Conservati= on Commission to forward that information. <= /span>
Mr. Sherman asked if there was a chance to make a connection between the Cutler Conservation area and Veteran’s Park. Mr. Gaydos said it had been discussed a number of times and the Conservation Commission was trying to get it done; they don’t want to pay f= ull price.
There was a brief discussion regarding the parcels the Conservation Commission had obtained. Mr. Sherman wanted to kn= ow if there was anything in place for the Town to obtain the Girl Scout camp in t= he event portions of it became available. Some of the Board members believed that the Town had First Right of Refusal for the camp.
Selectmen - Town Administrator Tom Gaydos and Finance Director Cindy Kelley reviewed the budget with the Board. It was noted that during th= e last budget cycle Mr. Gaydos’ contract was not yet negotiated; this year’s budget shows the adjustment. The increase= in Expenses showed an increase for MuniSmart; it typically increased 10% each year. Mr. Gaydos commented that t= he Town Audit line would be overspent this year, but that was due to the Town catching up and completing both the 2010 and 2011 audits. The goal was to complete the 2012 audit= by Town Meeting. Ms. Kelley explained= that the Town had approximately 32 different funds; she identified 20 that they could get rid of. Having fewer fun= ds streamlines the audit process. The= re was also a brief explanation of the compensated absence listed for two possible retirees.
Capital Improvement Plan Presentation=
Capital Improvement Plan Committee Chairman Peter McNamara presented the CIP to the Board. He discussed the process us= ed when compiling the information and assigning priority rankings. The plan has been presented to the vari= ous Town boards. The intent was for the committee to continue meeting and present a more complete plan in Spring, 2= 013. He said the committee didn’t have a lot= of information from the School, but expected to receive additional comments soon.
Ms. Larson commented that it was the School Board’s intention (although they had not yet voted) to put a warrant article on the ballot for a four-room addit= ion for Kindergarten and to capture the State aid that ended in March. She noted that the technology plan woul= d not be a warrant; the School Board voted to put it into the budget. The School Board is continuing to discu= ss the sprinkler/pipe repair. The high sc= hool related items need to be addressed if nothing is done with the building; th= ey intended to continue to address the issues.
Mr. Sherman asked if the CIP had considered the possibility of gambling coming = into New Hampshire, which would create a spill-over effect of traffic. Mr. McNamara said it hadn’t come up in = the committee’s discussions; they were mainly concerned with numbers and the ne= eds of the departments. He said if it = were to come up they would consider the issues. Mr. Farris believed anyone proposing casino/gambling would also need= to come up with a plan for improvements and possibly fund such. Mr. McNamara said that type of developm= ent would be considered one of regional impact.
Mr. McNamara said as the committee continued to meet the plan would be refined further and include updated information.
ADJOURNMENT
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MOTION: |
(Sherman/Guimo=
nd)To
adjourn the meeting. |
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VOTE: |
(8-0-0)
The motion carried. |
The meeting was adjourned at approximately 9:20 pm.
= Respectfully submitted,
= Charity A. Landry
= Recording Secretary
BUDGET COMMITTEE MEETING/Thursday, September 27, 2012<= /p>