NOT APPROVED
TOWN OF PEL= HAM
BUDGET COMM= ITTEE - MEETING MINUTES
Monday, Nov= ember 5, 2012
CALL TO ORDER – approximately 7:30pm
|
PRESENT: |
Mr. Daniel Guimond, Mr.= Bob Sherman, Mr. David Cate, Mr. Greg Smith, Mr. Dave Cronin, Ms. Daryle Hillsgrove, Mr. Ken Dunne, Selectmen Representative Doug Viger |
|
ABSENT: |
Mr. Larry Hall (excused), Mr. Greg Farris (excused), School Boa= rd Representative Brian Carton |
Also Present: Town Administrator Tom Gaydos, Police Chief Joseph Roark
=
MEETING MINUTES
October 22, 2012
|
MOTION: |
(Sherman/Croni=
n)To
approve the October 22, 2012 meeting minutes as written. |
|
VOTE: |
(8-0-0) The motion carried. |
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October 25, 2012
|
MOTION: |
(Cronin/Sherma=
n)To
approve the October 25, 2012 meeting minutes as written. |
|
VOTE: |
(8-0-0) The motion carried. |
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November 1, 2012
|
MOTION: |
(Cate/Cronin)To
approve the November 1, 2012 meeting minutes as written. |
|
VOTE: |
(7-0-1) The motion carried. Mr. Dunne abstained. |
2013 TOWN WARRANT ARTICLE REVIEW
The warrant article language contained within is for review purposes only.
The Board began their warrant article review out of order since the Police Chief was in attendance for the discussion of the Police Department article.
Article B – To raise and appropri= ate $62,813 for the purpose of hiring and equipping a Communications Center Supervisor. The amount raised cove= rs costs from April through December, 2013 after which the position, if approv= ed will be funded through the Police Department operating budget. The cost breakdown includes $61,823 for salary and benefits and $990 for equip. <= /span>
Police Chief Joseph Roark came forward. H= e felt it was important to note although the person would be employed through the Police Department, they would be working for the Police Department, Fire Department, Emergency Services and Public Works Department. Pelham was unique in that the dispatch = center worked with both the Police and Fire Departments; most towns split the departments. He discussed the volu= me of work. Chief Roark explained that t= he department was currently supervised by a sworn Police Officer. He explained the supervisor oversight structure. He said the structure h= ad worked very well for a long time, = but they had noticed as the communications department got busier, more technical and skill driven, it was hard for sworn Officers to evaluate, supervise, me= ntor and train civilian dispatchers. It= ’s a job that’s very different from anything a Police Officer is doing; they are running into communication breakdowns between the supervisors and the subordinates. They are having a ha= rd time scheduling and evaluating and the civilian dispatchers. Chief Roark explained that the propos= ed position would be the dispatch supervisor and would select, train, mentor, discipline the civilian dispatchers. They would answer to the Patrol Lieutenant and allow the department = to put the field Sergeant back on the road where they belonged. Having the position would increase effi= ciency and liability. It was believed the= re would be a savings of 150-200 hours of overtime (approximately $5500-$7000). The Board asked that= the job description be e-mailed. It was noted that the position would be salary and not eligible for overtime.
Mr. Guimond asked how many dispatchers were currently employed. Chief Roark said they had four full time dispatchers; they work a 4-2 schedule. Mr. Viger asked if the position would be covered in any union. Chief Roark said the position was not currently in the contract but could be negotiable for the union. He felt that question was better suited= for the Town’s legal department. He sa= id the plan was for a salary, non-union position. Mr. Sherman commented if they were going to be supervising they coul= dn’t be in the same union.
Mr. Sherman asked if the proposed supervisor would be a Police Officer that had been through certification. Chief = Roark said preferably the person would be an experienced civilian dispatcher eith= er internally or externally. He was n= ot interested in having sworn Officers in the position. He would like someone who knew the soft= ware, multi-tasking, evaluation of dispatchers and efficient delivery of communications.
Mr. Smith questioned how many hours the department would get back by having the Sergeant perform their own duties rather than overseeing dispatch. Chief Roark believed they would be able= to get back 10-12 hours per week.
Mr. Dunne wanted to know what the $990 for equip would cover. Chief Roark said $500 was for uniforms = (to be replaced as needed-not annually), $250 for employment advertisements and $2= 40 for a cell phone. The repeating c= ost would be the cell phone at $30/month. The employee would need a cell phone because they were virtually on-call.
Mr. Smith asked if one of the current dispatchers could be raised a level to be= the supervisor, thereby having three dispatchers and using the fourth person for coverage. Chief Roark said they wo= uld lose the 40 hours the dispatcher currently worked. He said currently many of the duties we= re being handled by the senior dispatcher, and the department was ending up pa= ying overtime for that person to conduct those functions.
There was a brief discussion regarding the salary and benefits breakdown. A full year would cost approximately $8= 2,000 inclusive of salary and benefits. =
Article A – To raise and appropri= ate $266,189 for repair, maintenance and upgrading of Town roads, to be offset = by the State Grant for highway maintenance.
Mr. Gaydos said the proposed article was the same one put forth each year; the current number was an estimate. As= more information was learned the number would be amended. He felt it was a good number.
Mr. Sherman said generally there was further clarification of there being no tax impact. Mr. Viger believed the Sel= ectmen tried to stay away from that statement because in the event the voters turn= ed the article down there would be a tax impact and the Town would have to com= e up with the money from somewhere. The= voter guide could be used to provide explanation.
Article C – To raise and appropri= ate $30,000 to establish a Capital Reserve fund for Cistern Repair and designate the Selectmen as agents to expend.
Mr.
Gaydos told the Board the Town had 76 cisterns and the number was rising.
Article D – To remove $175,000 fr= om the Tallant Road/Willow Street Bridge Capital Reserve Fund for the purpose of preliminary engineering and cost estimates.
Mr. Gaydos said the Willow Street Bridge was not on the State’s red list (as failing); however, it was too small for the amount of traffic going over it that has created safety concerns. = He said the issue was the cost to replace the bridge was going up faster than = the $100,000 being put away each year; the Town would never catch up to what wo= uld be needed. He spoke to the State w= ho indicated the engineering cost was eligible for reimbursement. He noted that the State’s money for act= ual construction went out to 2023 but engineering money was available now. He said the thought was to find out w= hat the bridge would cost and to determine what added things would need to be d= one. He said by receiving 80% of the enginee= ring cost back from the State; a decision could then be made if the work would be bon= ded so they could move forward. The S= tate was firm in making sure that the Town had appropriated 100% of the bridge c= ost so they wouldn’t be in a waiting situation.
Mr.
Smith clarified that the bridge would be going on Willow Street. Mr. Gaydos explained originally there w=
as
work to be done in both areas; Tallant Road was done and the Town received =
80%
of the money back. The Town kept t=
hings
in place and planned to do the second bridge.
Technically, the Town would have to go back to Town Meeting to change
the name of the capital reserve fund. Mr.
Sherman questioned if this would be an opportunity to change the name of the
fund. Mr. Gaydos said it would nee=
d to
be a separate warrant article; each article had to have a single purpose.
Mr. Sherman wanted to know the status of the Beaver Brook study given that the = Main Street Bridge was on the State’s list. Mr. Gaydos said they had narrowed do= wn the engineers to three and would be interviewing them during the week and receiving proposals.
Article E – To authorize the Sele=
ctmen
to enter into a 3-year lease/purchase agreement for $15,489 to obtain a new
Ford Focus to replace the current Planning Department Code Compliance vehic=
le
and to further raise and appropriate $5,329 for the first year’s payment.
Mr. Gaydos commented if the current vehicle broke down the Town wouldn’t have c= ode enforcement. He said as of recent,= there are code violations cropping up and the Town was playing catch up. Interviews were being held during the w= eek for a code officer. However, being= a part-time position, people didn’t want to use their own vehicle for the work.
Mr. Guimond asked if the Planning Budget had funds contained in it for repairs = and gas for the current vehicle. Mr. G= aydos said the offset money would be returned to the taxpayers afterwards. Mr. Cate noted that the breakeven time = period was less than seven years without major repairs. He said the savings over the years would exceed the cost of the vehicle and then some.
Mr. Sherman suggested taking the words ‘code compliance’ out of the warrant and simply calling it Planning Department vehicle. Mr. Viger commented that the Selectmen discussed the vehicle and giv= en that the main purpose was for code compliance they felt the warrant should indicate such.
Mr. Smith wondered if a clarifying statement could be included so voters unders= tood after the lease period the Town would own the vehicle. Mr. Gaydos said that verbiage could be included in the voter guide.
Mr. Cronin noted the budget line for gas/oil was $2700 and repairs were $2108.<= span style=3D'mso-spacerun:yes'> Mr. Guimond noted these items washed ou= t the cost and the Town would have a more reliable vehicle. Ms. Hillsgrove suggested adding a comme= nt that mileage would be a cost factor in the event the present vehicle stopped running. She said one way or anoth= er the Town would have to pay for someone to drive around.
Article F – To approve cost items included in the three year Collective Bargaining Agreement ratified by the Board of Selectmen of the Town and the Local 3657 American Federation of St= ate, County and Municipal Employees (‘AFSCME’), Pelham Police which calls for the following increases and benefits and to further raise and appropriate $XXX,= XXX to fund the first year.
Mr. Gaydos commented that negotiations were moving along well; the article was a placeholder to let the Board know that it would be coming forward. Mr. Viger said as soon as the contracts= were available they would be provided to the Board for review. It was noted that the $XXX cost would i= nclude the NH Retirement costs; there would be an increase in cost even without a raise.
Article G – To increase the annual contribution to Ambulance Fund from $25,000 to $60,000 funded from ambulance service fees collected in each calendar year.
It was noted that the first $25,000 collected for ambulance fees went into the revolving fund; the remainder was returned to the general fund. Mr. Gaydos explained due to the increas= ed pace ambulance costs were rising, the Town wanted to be on target for when = the next ambulance was needed in three/four years. Currently there was = very little in the fund because an ambulance was just purchased. The ambulance fees collected were approximately $250,000 each year; anything above the $60,000 would be retur= ned to the tax payers.
Article H – To raise and appropri= ate $75,000 to establish a Capital Reserve Fund to erect a highway garage.
Mr. Cate asked if an approximate cost was known for the garage in total. Mr. Gaydos said part of the money would= be used to start building a capital reserve and a portion would be used to determine the needs and total cost of the project. When the project was presented to the t= ax payers they wanted to know how much it would cost the first time out. Mr. Viger believed the Selectmen vote w= as 3-2 because they were unsure if they wanted to put money on a warrant based on = tax impacts. Ultimately the decision w= as made to give the tax payers the right to decide if they wanted to move forw= ard. The Highway Agent had been requesting i= t and it was realized as a need for the past ten years. It was noted that the department curren= tly didn’t have a garage.
Article I – To raise and appropri= ate $25,000 from the Forest Maintenance Fund for the purpose of forest manageme= nt, stewardship (signage, trail building and maps, parking, etc.) security, pub= lic education and other costs associated with the maintenance and care of Town Forest land. All expenditures are approved by the Board of Selectmen.
This article was requested each year to give the Forestry Committee the ability = to use funds raised through timber harvest to maintain Town land.
Mr.
Guimond was under the impression there would be an additional warrant artic=
le
associated with refurbishing the six classrooms. Mr. Gaydos stated that members of the B=
oard
of Selectmen met with members of the School Board and the Superintendent-el=
ect
to discuss preliminary numbers. He
encouraged the Board to review the Selectmen meeting of October 30, 2012.
Mr. Gaydos said in the end when the Town was going to build something, they wou= ld have a process to follow. He said = having a process in place the Town would have more successful projects.
Mr.
Sherman believed that additional options, such as reviewing the land across
from the high school and the land on Willow Street, should be considered.
There was a brief discussion regarding the process the Board would take during the vote for Town articles.
ADJOURNMENT
|
MOTION: |
(Sherman/Cate)=
To
adjourn the meeting. |
|
VOTE: |
(8-0-0)
The motion carried. |
The meeting was adjourned at approximately 8:40 pm.
= Respectfully submitted,
= Charity A. Landry
= Recording Secretary
BUDGET COMMITTEE MEETING/Monday, November 5, 2012