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Minutes of Town Board Meetings

minutes of December 19

December 20th, 2007

Carroll Budget Committee
Minutes of December 19, 2007


Members present: Tom Gately, Lori Hogan, Karen Moran, Ben Jellison, Bonnie Moroney. Ken Mills, Carmine Fabrizio excused.

Members of the public present: Bill Smalley, Carroll Police Seargent, Jeff Duncan Fire Chief, Devon Hogan, Al Strasser

Chair called the meeting to order at 6:14

Bonnie motioned to accept the minutes of December 5, Ben seconded, all in favor. Bonnie then motioned to accept the minutes of December 12, Ben seconded, all in favor.

Tom asked Karen to go through the accounts not yet voted:
01-4130.10-136 Town Clerk and Tax Collector was discussed in conjuction with the Water Clerk in 04-4332.10-103. Becki performs both jobs, and after discussion of the allocation work done by Lori, Karen recommended that the Town Clerk salary line reflect $32,500 Bonnie seconded the motion and all were in favor. The Water Clerical line was recommended to be $500 by Karen, seconded by Lori, all in favor.

01-4150.10-110 Admin Assistant, 01-4150.10-111, Office Staff, 01-4191.10-100 Planning Board Secretary and 01-4192.10-100 Zoning Board Secretary are jobs performed by two people. Again using Lori’s allocation detail, Bonnie motioned and Karen seconded the following breakdown:
01-4150.10-110 $35,700
01-4150.10-111 $27,600
01-4191.10-100 4,000
01-4192.10-100 950
All were in favor of the four accounts above.

01-4150.10-808 Comstar Billing vote had been deferred pending review of the fire department portion in 02-4150.10-808, After discussion, Karen motioned and Lori seconded, with all approving the following:
01-4150.10-808 $1,200
02-4150.10-808 $4,800

Property Assessing in account 01-4152.10-200 was estimated per communication from Sue Kraabel that the anticipated expense for 2008 would be $35,000 with the Select Board to recommend the same. On motion by Karen and seconded by Ben, all approved the Property Assessing estimate of $35,000.

01-4155.10-200 Retirement $61,481 was the estimated cost based on the projected 2008 salaries as proposed by the Select Board
01-4155.10-201 FICA $22,065 was the estimated employer tax based on the projected 2008 salaries as proposed by the Select Board
01-4155.10-202 Medicate $9,731 was the estimated Medicare tax based on the projected 2008 salaries as proposed by the Select Board
01-4155.10-300 Employee Insurance estimate of $156,050 reflects the current enrollment as well as $6,282 for enrollment to begin for one current employee who had not previously used the insurance benefit
01-4155.10-301 Unemployment Compensation $306
Each of the above employee payroll tax and benefit accounts were motioned for acceptance by Ben, seconded by Bonnie, all in favor.

After discussion of the Planning Board on 11/7, 11/14, and 12/5, the following were voted:
01-4191.10-100 Secretary $4,000 based on allocation work
01-4191.10-101 Board Member salaries $1,000 based on 12 meetings
01-4191.10-625 Postage $500 is offset by equal revenue
01-4191.10-626 Office Supplies $300 for mounting the tax maps and cover with plexiglas
01-4191.10-627 Advertisements $1,000 offset by equal revenue
01-4191.10-700 Legal $4,000 due to proposed building in town. Estimate 75% reimbursed
01-4191.10-701 No Country Council dues $1,900 annual membership dues
01-4191.10-702 Circuit Rider Expense $1 to maintain line
01-4191.10-800 Registration Fees $300 offset by equal revenue
01-4191.10-801 Engineering $7,000 estimate 75% reimbursed
01-4191.10-900 Miscellaneous $200
01-4191.10-901 Code Enforcement Officer $7,000 Stan, minimal reimbursed, 10% estimated
01-4191.10-902 Training and Travel $1,500 based on legal issues
01-4191.10-903 Maps $1,000 as developments etc are approved, new maps required
01-4191.10-904 Master Plan $1,000 should be in development stage
01-4191.10-905 Good and Welfare $500 based on warrant article that passed in 3/07 that the $500 would “become a line item”
Ben motioned to accept the Planning Board accounts as above, Bonnie seconded, all in favor.

Other Salary allocations reviewed and discussed were:
01-4194.10-101 Town Building Labor 3,000
01-4194.10-102 Recreation Area Labor1,000
01-4312.10-100 Road Agent salary 31,691
01-4312.10-101 Part time labor 1
01-4312.10-102 Overtime Pay 8,000
01-4312.10-103 Highway Helper 27,456
01-4312.10-104 Highway Helper II 23,018
04-4332.10-100 Water Salaries 15,000
04-4332.10-101 Part time Labor 1
04-4332.10-103 Overtime 1,000
It was discussed that the three full time employees’ allocation of salaries is just that, a reflection of the department in which time is spent. It is understood that the allocation does not indicate a cut in pay, rather reflects in total the recommended 5% increase as with the other departments. The allocation is a tracking mechanism only to account for hours spent working in the different town departments of General Building, Highway, and Water. Karen motioned to accept the recommendations, Ben seconded and all were in favor, with Lori abstaining from the vote of 01-4312.10-104.

Bonnie had to leave the meeting at 7:00pm.

01-4194.10-411, Heating Oil $40,000 was recommended for adjustment from previously voted $35,000 based on information the the temporary Police station is using a tank of heating oil per month. 275 gallons at $2.459 exceeds $676 per month. Because the system is new, the fuel used is different, and the building usage is different than prior to occupying, the fuel company cannot provide a reasonable estimate of fuel consumption. The estimate of 6 months of winter, then three months’ worth spread over the remaining 6 months amounts to approximately $6,100. Karen motioned to set the Heating Oil estimate at $40,000, Ben seconded, all were in favor.

01-4194.10-450 Rents and Leases $15,800 based on 4 months at $1,250 and 8 months at $1,350. Karen motioned to approve, Ben seconded, all in favor.

01-4196.10-520 Town Insurance $25,000 based on estimate from Sue K.
01-4196.20-520 Workers’ Comp $21,146 based on invoice for 2008 from Primex
01-4196.20-521 Workers’ Comp Audit $5,000 based on communication and invoice from Primex. Ben motioned to approve the above three insurance accounts, Lori seconded, all in favor.

Karen informed the group that Jim Covey from the Chamber had spoken to her about the new Chamber Budget. Karen clarified that the Information Booth line was verified through DRA and the attendants would not be town employees as long as the payroll is literally processed through the Chamber. Karen motioned to reinstitute the $10,000 and Lori seconded for discussion. Karen noted that the Chamber warrant articles have passed by majority vote in the past, the Select Board determined that the Chamber could be a line item rather than a warrant, as each line item is reviewed and voted at the deliberative session. Lori then motioned to open the line at $1 and encourage the Chamber to discuss its proposals at the deliberative session. With only four members of the Committee (a quorum) discussing the new section, Karen then recommended that the Beautification and Advertising lines also be opened to $1 for the same reason, and that the deliberative session provide the open discussion of the proposals. Karen also had provided to each member the advertising rates and proposals for the Boston area and the Montreal area that Jim C had given to her. With no second to her motion, there was no discussion or vote. Lori’s motion on the Information Booth line being opened to $1 was seconded by Karen. On vote, Lori and Karen voted yes, Ben voted no, Tom abstained. It was decided to discuss the Chamber again with more members in attendance.

Lori provided a document showing the budgeted expense trend analysis she compiled for the Police for each year since 2002.

01-4210.10-100 Chief Salary Budget Committee recommends $52,500 which is the contract cost. Karen motioned, Tom seconded, all in favor
01-4210.10-101 Sgt Salary $49,333 based on 5% increase over prior year. Ben motioned Karen seconded, all in favor.
01-4210.10-102 Detective salary $44,635 based on 5% increase over prior year. Ben motioned Karen seconded, all in favor.
01-4210.10-103 Special Officer $10,000 increase over last year is signficant as this line represents part-time certified officers who are available to cover shifts of vacations, holidays, court time, etc. While the line appears high, it is less to pay the part-timers than another full-timers. Karen motioned to accept the $10,000, Tom seconded, all in favor.
01-4210.10-104 Overtime $30,000 request is signficantly higher than the estimate of $5,000 used in 2007. Lori was concerned with the transition from the current pay of 43 hours including call out, to the not yet finalized human resource policy manual which would change the pay to 40 hours but 3 hour OT if called out. Sgt Smalley noted that the 3 hours OT was once per night, so if called out twice, only paid actual for second call. After further discussion relative to coverage, training, hour restrictions per year for part-timers, Ben motioned and Karen seconded to recommend $25,000 for the Overtime line. On vote, Tom, Ben, and Karen approved the $25,000, Lori voted no.

01-4210.10-105 $2,000 Training: $600 seminar in Maine to which Sgt and Chief will attend, no hotel cost due to staying with relative; $1,500 possible cost for Sig plus ammunition cost if Rifle Instructor training not availabe at Academy, (if at Academy, need to provide ammunition 1,000 rounds of 223) Fingerprinting Schools and others related to Detective position.
Tom motioned to accept the $2,000 Karen seconded, all in favor.
01-4210.10-106 Patrolman Salary $39,936 represents the 5% increase proposed by the Select Board. Ben motioned Karen seconded, all in favor.
01-4210.10-107 Details $30,000 is a new line item which represents time of officers (and cruiser if requested) at events as requested by the event sponsor. This line item is 100% reimbursed with revenue from the requesting event sponsor.
01-4210.10-200 Office Supplies $1,500 for purchase of printer cartridges for 2 laser printers, a dot matrix, a photocopier printer, and regular office items-paper etc. Higher than last year due to increased arrests etc. Ben motioned for the $1,500, Karen seconded, all in favor.
01-4210.10-201 Telephone $4,200 estimate based on $200 Verizon, USCellular $100, Internet $46 per month. Lori motioned to accept the $4,200, Karen seconded, all in favor.
01-4210.10-202 Professional Associations $200 based on International Association of Chiefs of Police, NH Chiefs of Police Assocation, International Association of Law Enforcement Firearms Instructors, estimated at $50 each, with 1 extra. Karen motioned to accept $200, Ben seconded, all in favor.
01-4210.10-203 Vehicle Maintenance $3,000 Tahoe has 69,000 miles, Charger mileage is much lower, Tahoe is actually still under warranty, according to Sgt, but both will need tires, regular maintenance, synthetic oil, etc.Ben motioned to accept $3,000 rather than the $4,000 requested, Karen seconded, all in favor.
01-4210.10-204 Gasoline $13,600 based on gas cost $3 per gallon and calculated actual gallons purchased. State gas pump used but no longer signifcantly less than regular retail pump. Sgt obtained the actual invoice for the Tahoe which used 234.9 gallons in one month at a cost of ~2.50 per gallon or $585. Ben motioned, Karen seconded, all in favor.
01-4210.10-205 Accurint $500 usage fee for investigatory computer program that does background checks. Ben wondered in what account this fee had been posted during 2007. Ben motioned to approve the $500, Karen seconded, all in favor.
01-4210.10-300 Equipment Purchase request $3,000 estimated for a shredder, computer printer, digital camera and associated items. fingerprinting gear, a forensic light (approximately $700) and new computer. Karen motioned to approve, Ben seconded, all in favor.
01-4210.10-301 Radio Repair $800 is estimate to replace the batteries which are $150 each for 5 radios. $750 with $50 buffer. Karen motioned and Tom seconded, all in favor.
01-4210.10-302 Computer Support request $5,600. Ben questioned why the Police would need a compnay to clean twice per month at a cost of $2,500. Discussion ensued about the age of the computers at the station, the networking capability and storage capacity, the required programming needed for IMC and Grafton. After discussion the following were reviewed: $1,100 IMC cost for main computer, $150 each for the two personal computers in the cruiser = $300, $1,000 Grafton software, $700 allowance for software support Total recommended Somputer Support $3,100 motioned by Ben, seconded by Lori, all in favor.
01-4210.10-305 Clothing $4,000 Chief noted that $750 for each of the 4 full time officers would purchase reasonable uniform, shoes, coats, etc and $250 for each of the 4 part time officers would purchase uniform After lenghty discussion about the method by which the officers receive the allowance, Ben motioned and Karen seconded the clothing allowance of $4,000. All in favor.
01-4210.10-306 Clothing New Officer-this is a new line, but the Police Dept has not requested funding for it. Budget Committee agrees with the zero line for 2008.
01-4210.10-307 Uniform Cleaning – After a lenghty discussion about the requested $1,500 for uniform cleaning, a motion was made by Lori to zero the account, seconded by Ben. A vote was then taken, with Lori and Ben voting yes on the -0-, Karen and Tom voting no. Defer until another vote can be taken.
01-4210.10-308 Ammunition $1,500 Lori motioned to accept the requested amount, Ben seconded, all in favor.
01-4210.10-900 Miscellaneous $800 damage to any personal property such as glasses, watch etcwhile performing duties, purchase of stuffed animals (have on hand for calls to domestic disturbances, etc when children may be distraught), purchase of bike helmets for kids.
01-4210.10-XXX Travel Expense was recommended to be a new line item with $400 to cover the weekly court appearances in Lancaster and trips to Concord. Mileage rate set for 2008 at $.505 per IRS.
Ben motioned to split the Miscellaneous account into Miscellaneous and a new line called Travel Expense with the $800 and $400 outlined above. Karen seconded the motion and all were in favor.

At 8:55 Sgt Smalley left the meeting.

Ben questioned if he should be included in the Fire Department discussion as he does not want to appear as a conflict of interest. Lori asked if he was the department head and was told no, not the Chief nor the full-time employee. Karen asked if he could provide fair and impartial oversight, and was told yes. Karen also noted she could do the same, as a member of the Twin Mountain Fire Department Auxiliary.

01-4220.10-100 FD Chief Salary request $41,345.Ben expressed reservations about moving the full time firefighter salary to the Chief salary, due to the manner in which the warrant article for a full-time chief had been written several years ago. After discussion, Ben motioned to maintain the stipend for the Chief position at $3,860, Karen seconded, all in favor.
01-4220.10-101 Officers’ Salaries request $4,500 for 5 officers at $900 per year. Ben motioned to approve the request, Karen seconded, all in favor
01-4220.10-102 Full-time Fire Fighter $37,485 represents Jeff Duncan’s full time responsibility. Ben motioned to approve the $37,584, Lori seconded, all in favor
01-4220.10-103 Firefighters’ salaries request $11,000 which represents the 5% increase. Lori motioned to approve the request, Karen seconded, all in favor
01-4220.10-200 EMT Salaries request $11,500 represents rate of $10 per hour. All EMTs are considered at risk when they go on a run. Average per year is 540 ambulance calls. Lori motioned to approve the salary request, Karen seconded, all in favor.
01-4220.10-201 Overtime request $2,750 represents an increase of 57% from the 2007 budget, and was based on different needs of regular work hours vs. night and weekend hours. After discussing if this is sufficient, Jeff noted that if he works hours that normally would be paid from overtime, he tries to offset other hours-basically using comp time rather than overtime pay. Ben motioned to approve the $2,750, Karen seconded, all in favor.
01-4220.10-202 Firefighter Insurance request $600 at $21 per fire fighter, with 26 members, = $546. The insurance represents nominal state retirement for fire fighters. Lori motioned to approve the $600, Ben seconded, all in favor
01-4220.10-300 Office Supplies request $1,500 no increase from prior year. Every couple of years, need a new computer, regularly need printer cartridges, paper, etc. Karen noted that computers are not supplies, rather equipment. Discussion ensued and it is recommended that a new line be implemented called Office Equipment. Office Supply recommendation $700 to cover costs of printer cartridges, paper, etc. Ben motioned to approve Office Supplies at $700, Karen seconded, all in favor.
01-4220.10-XXX Office Equipment new account recommendation to purchase computer with accompanying software $800 Ben motioned to approve this new line Karen seconded, all in favor.
01-4220.10-301 Telephone request of $2,750 was reduced to $2,200 includes phone, and cell phone for chief, phones in ambulances. Ben motioned to accept $2,200, Karen seconded, all in favor.
01-4220.10-302 Medical Equipment request $4,500 Lori motioned to accept, Karen seconded, all in favor.
01-4220.10-304 Innoculations request $500 all of the EMT/ambulance personnel will be required to receive infectious disease innoculations (state requirement) 12 EMTs at at least $20 per innoculation. Discussion ensued if sufficient, Jeff noted that some will get the innoculations from other sources. Ben motioned to accept the $500, Tom seconded, all in favor.
01-4220.10-342 Software support request $1,975 represents anticipated Time Warner internet increase, Image Trend mobile data terminal, Fire Point software required by the state, and the $35 per year website fee. Request was dropped by Chief to $1,550 based on renewing one rather than two Image Trend licenses. Tom motioned to accept the reduced $1,550, Karen seconded, all in favor.
01-4220.10-400 Equipment Supplies, request $2,000 for any fire equipment needed, and includes the extinghisher testing. Lori motioned to accept the request, Karen seconded, all in favor.
01-4220.10-401 Medical Supplies request $1,750 represents costs to restock each ambulance after a run Lori motioned to accept the request, Karen seconded, all in favor.
01-4220.10-402 Advanced Life Support (ALS) Medical Supply request $750 for IV supplies, etc, items that Paramedics would use. Lori motioned to accept the request, Karen seconded, all in favor.
01-4220.10-403 Oxygen request $1,200 contract with Merriam Graves rather than through LRH. Lori motioned to accept the request, Karen seconded, all in favor.
01-4220.10-410 Defib Supplies and Maintenance request $1,500 4 batteries at $356 each, plus pad replacement costs ~$100. Ben motioned to approve, Karen seconded, all in favor
01-4220.10-500 Dispatching Twin State request $4,000 contract figure. Ben motioned to approve, Karen seconded, all in favor

01-4220.10-501 Mutual Aid request $1,000 was recommended to be dropped to $750 based on YTD actual. Ben motioned to approve the reduced amount of $750, Karen seconded, all in favor
01-4220.10-502 North Pact request $500 was reduced to $400 based on YTD actual.. Ben motioned to approve the $400, Karen seconded, all in favor
01-4220.10-600 Equipment Purchases request $5,000 will cover items like hose replacement. Each is 10-12 years old. One engine has 2600’ of hose which translates to 5-6 hose packages per engine. A 4” hose package is $425, so 5 would sum to $2,125. Ben motioned to approve the request, Lori seconded, all in favor.
01-4220.10-601 Radio Repair request $3,000 pagers are aging, and cost $100 to replace. There are 26 members. Two-way radios were received by grant, but the batteries are needing replacement and cost $425 apiece. There are approximately 30 two way radios. Ben motioned to approve the request, Lori seconded, all in favor
01-4220.10-602 FD Vehicle Repairs and Maintenance request $$4,700 Ben recommended that a new line item be added to the general ledger to be called FD Maintenance in which non-vehicle related repairs or maintenance would be booked. Specifically, the generator contract should be included. On motion by Ben and seconded by Lori, the Vehicle Repairs and Maintenance account was estimated at $4,050, approved by all.
01-4220.10-XXX FD Maintenance is the recommended new line item to reflect the Cat generator contract of $650 and $100 for other non-vehicle related maintenance. Ben recommended this new line and related $750, Lori seconded, all in favor.
01-4220.10-605 Ambulance Repairs and Maintenance request $3,000. A1 is now 4 years old and the warranty is up. Both need tires and general vehicle maintenance. Karen motioned to approve the $3,000, Lori seconded, all in favor.
01-4220.10-660 Forestry Equipment request $800 is for tools such as ropes, reel, etc. Karen motioned to approve, Lori seconded, all in favor
01-4220.10-680 Extrication Equipment request $1,500 represents maintenance and an attachment tool for the “Jaws-of-Life” Karen motioned to approve, Lori seconded, all in favor.
01-4220.10-685 SCBA Equipment and Maintenance request $4,000. Jeff noted that Hopkinton FD received a grant for new bottles and will sell 10 to TMFD for $350 each. 10 will cost $3,500 vs. $1,000 each new. Karen motioned to accept the request and Lori seconded, all in favor
01-4220.10-700 Gasoline request $5,000 use approximately 6 gallons per call. Do use the state pump Discussion ensued about the reliabitily of the estimate, if the request would sufficiently cover actual costs. Jeff noted that the consumption per run has stayed fairly flat so the usage is a reliable estimate. Lori recommended to accept the $5,000, Tom seconded, all in favor.
01-4220.10-701 Travel Reimbursement request $1,250 IRS rate for 2008 set at $.505. Round trip to Concord now approximately $101 All EMTs must be recertified and attend 48 hours of training per year. There are 12 EMTs. Tom motioned to approve the request, Lori seconded, all in favor
01-4220.10-702 Clothing request $2,000 with 26 members, purchasing a class b uniform @ $400 per uniform. After lengthy discussion, Karen recommended reducing the request to $1,200, to outfit 3 members with class B per year. On motion by Lori and seconded by Ben the recommended clothing request of $1,200 was voted and approved by all.
01-4220.10-710 FD Protective Clothing Request $5,500 will replace two sets of bunker gear @ $2,600 Ben noted that when he joined the department, the gear he used had been used by his father. Further discussion ensued about the life of the gear, the manufacturer recommended replacement every 5 years. Karen motioned to approve the request, Lori seconded, all in favor.
01-4220.10-715 Ambulance Protective Clothing request $1,000 to protect from blood borne pathogens, etc. Karen motioned to approve the request, Lori seconded, all in favor.
01-4220.10-725 EMS Training request $3,500 All EMTs are required to fulfill 24 hours of training every year. To train an EMT Basic costs $500, we have 12 EMTs who need to have license renewed $200 every 2 years. Ben motioned to approve the training request, Karen seconded, all in favor.
01-4220.10-800 FD Training request $2,000. Cost for Level I FF $500, 10 FF renewal training at $125 per person Ben motioned to approve the training request, Karen seconded, all in favor
01-4220.10-801 Fire Prevention request $500 for items of promotion for fire safety Lori motioned to approve the request, Tom seconded, all in favor
01-4220.10-802 Inspections request $1,000 Computer disk $750,NHPA-1 $100 code books as upgraded. Lori motioned to approve the request, Tom seconded, all in favor
01-4220.10-900 Miscellaneous $600 pays for items such as the post office box fee, association memberships such as the ambulance, fire chief. Lori motioned to approve the request, Tom seconded, all in favor


Ben questioned again the cost recovery of the Chief’s time spent doing inspections, and discussion ensued that the town recovers through the building permit fee, but it is not shown as an offset in the Fire Department portion of the general ledger.

With no further business, Ben motioned to adjourn at 10:10, Karen seconded, all in favor. The next meeting will take place on Thursday January 3, 2008 at 7:00pm

Respectfully submitted,
Karen Moran, Secretary