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Minutes of November 14, 2007

November 19th, 2007

Carroll Budget Committee
Minutes of November 14, 2007

Members present: Tom Gately, Ben Jellison, Carmine Fabrizio, Karen Moran, Bonnie Moroney; Lori Hogan arrived at 8:30.
Member absent: Ken Mills
Members of the public present: Bill Rines, for the Highway Department, General Buildings, and Water Department.

Chair called the meeting to order at 7:30 PM
Chair asked for a moment of silence for Pat Martin.
Bonnie motioned to accept the minutes of 11/7/07, Ben seconded, Karen abstained, all others in favor.

Billy Rines discussed the Water Department:

An 8” connecting line should be installed on School street from approximately the town hall driveway to Rt 302 near Garneau’s, will include a pit so there would be no loss of water while construction. Fire protection from the gazebo to the town hall would be improved. The ISO flow rating is done every 3 years, would be improved. Estimate for this expansion of the line (no new customers) is approximately $35,000. Does not include the resurfacing cost of approximately $1,500.

04-4332.10-100 Water Salaries $15,000 DEFERRED VOTE until we get a better understanding of the allocation of time and people.
04-4332.10-101 Part time Labor $500 for a flagger for example, in the event of line work Ben questioned why the PT labor increased, and was told in the past the PD would be used. DEFERRED VOTE
04-4332.10-102 Clerical $1,000 Becki’s time spent performing administrative duties related solely to water department. DEFERRED VOTE
04-4332.10-103 Overtime increased from $500 in 2007 (of which $2,918 was posted) to $3,000. DEFERRED VOTE
04-4332.10-200 Contract labor $15,000 estimate allows for some cushion in case of main break. Ben asked if any of the jobs are put to bid. Billy said used Butch Garneau for Fieldstone Lane.
04-4332.10-201 Contract Labor-Expansion $10,000 includes estimates for Scott Hayes invoices are $600-$800 per month, or about $9,600. Estimate of $10,000 reasonable.
04-4332.10-300 Water Supplies $15,000 include meters, curb stops, etc,
04-4332.10-301 Postage $500 reasonable even if split the water invoice. Year to date in 2007 spent $248 with one annual invoice.
04-4332.10-302 Telephone $800 based on anticipated monthly costs vs. year to date annualized figure.
04-4332.10-303 Electricity $18,000 allows for 4% rate increase
04-4332.10-304 Propane $3,000 Discussion took place, Tom suggested the price is much higher, Billy noted that the propane is used only to heat the pump house and the next delivery is scheduled for February 2008.
04-4332.10-400 Audit $750 base line for state audit in case needed.
04-4332.10-402 Equipment Repairs $5,000
04-4332.10-403 Software Support $1,500 DEFERRED VOTE as Committee unsure if this figure represents a purchase and support of software. Karen to ask Becki and let Committee know.
04-4332.10-404 Chemical $6,000 cost is down because formerly used caustic soda which is very expensive vs, using the soda ash (like baking soda) to balance the PH and alkalinity in the water lines.
04-4332.10-500 Water Samples $2,300 is the state fee for water sampling as required.
04-4332.10-510 Licenses and Fees $500 state certified water system operator
04-4332.10-610 Water Services -0- line never used, so no longer hold open.
04-4332.10-700 Sand and Gravel $1,000 used for when services installed or lines repaired
04-4332.10-800 Water Expansion $12,300 DEFERRED VOTE until understand if Select Board putting forward a water expansion warrant article vs. line item expense.
04-4332.10-801 Water Expansion Piping $11,100 DEFERRED VOTE as above
04-4332.10-802 Water Expansion Testing $1,000 DEFERRED VOTE as above
04-4332.10-900 Miscellaneous request for $2,000 was reduced to $750 after discussion.

Karen asked about the offsetting REVENUE anticipated, as there would be another
significant rate increase if all of the line item increases were approved. Budget Committee does not set Water Rates. Billy noted that the Water Dept is trying to address concerns and prevent future issues. All agreed with the motive, discussion turned to impact and from where the money would be raised. Bonnie had suggested there may be a water capital reserve fund established for water expansions that do not add customers, such as the expansion of the fire line on School Street. The expansion line items may become a warrant and the voting on these accounts was DEFERRED for this reason.
Billy noted he had applied for a grant to install fencing around the well house, and was told by the grant reviewer that because of the rural nature, there is little risk. Discussion ensued about the reviewer’s misconception.

Following discussion and concern again about the rate impact, Ben made a motion to accept the Water Budget account with the exception of the Labor accounts 04-4332.10-100 through 103, the Water Expansion Contract Labor 04-4332.10-201, Water Meter Software Support 04-4332.10-403, and the Water Expansion new line accounts 04-4332.10-800 through 04-4332.10-802 all of which were DEFERRED pending further information, seconded by Bonnie, all were in favor.




Highway Department
4312.10-100 Road Agent Salary $39,291 represents 5% increase DEFERRED VOTE until understand allocation
4312.10-101 Part Time Labor $1 also DEFERRED VOTE
4312.10-102 Overtime Pay $8,000 DEFERRED VOTE
4312.10-103 Highway Helper $30,156 represents 5% increase-DEFERRED VOTE
4312.10-104 Highway Helper II $28,718 represents 5% increase-DEFERRED VOTE
4312.10-200 Telephone $1,200 includes computer fee of $40 per month which began in June 2007
4312.10-201 Regarding tools, they are trying to upgrade and actually fill the needs with town tools rather than having the workers provide their own. Blades and a new band saw are needed. Ben asked what was purchased in 2007 and was told a socket set, welding screen, safety cap for torches, safety valves for hoses. Bonnie asked if those represented the safety issues and if the town was now in compliance and was told basically yes. Request for $3,500 was reduced to $2,500 after discussion.
4312.10-202 Tools $500 represents minor hand tools
4312.10-250 Equipment Purchase original request for $10,000 dropped to $6,000 after discussion that equipment to be purchased is primarily a gas driven steam cleaner for culverts $4,000 which with special nozzles would save labor time and costs to clean the culverts. Ben asked what the $9,956 spent in 2007 bought and was told portable generators that can be used for emergency in the event of any disaster.
4312.10-260 Equipment Repairs and Maintenance $10,000 will be used for tires, brakes, etc regular maintenance for the big truck all of which must be done before spring inspection.
4312.10-271 Radio Repairs original estimate of $8,000 was to purchase radios, which were actually bought in 2007. Town Highway crew now have hand-held radios as does the town hall so they can be reached quickly. Regular maintenance of the radios was estimated to be $500 rather than the $8,000. Line item thus reduced to $500.

At 8:30, Lori Hogan arrived

4312.10-300 Road Maintenance line item held open with $1, while the following 10 accounts are more specific.
4312.10-301 Grading was discussed. The town can rent a grader for $40 per meter hour to cut out shoulders, etc. After discussion, the request for $2,000 was reduced to $1,600 to represent 40 hours at $40 per meter hour rental.
4312.10-302 Cold patch $500 is used to fill pot holes
4312.10-303 Hot top $5,000 is used for shimming and culvert replacement
4312.10-304 Resurfacing $60,000. 2007 $50,858 purchased from GMI for Fieldstone Lane and Harmony Hill. The estimate for 2008 is for the School St work which will remove the water lines from under the road, and also for New Straw Rd. With no concept plan for a future Police Station on School St, Billy does not want to incur expense of resurfacing whole road, only to have to do it again if the plans for a new station go forward. Blueberry Lane requires much work. Ben wondered if the School St resurfacing should be part of the potential water improvement warrant article? Then the $60,000 estimate could be used to repair and repave New Straw Rd.
DEFERRED VOTE until possible warrant article is determined.
4312.10-305 Roadside mowing $4,000. Karen recused herself. Mowing will not be done near the Gadbois property in 2008.
4312.10-306 Culvert Replacement $3,000 reasonable based on prior activity
4312.10-307 Winter Sand $4,500 in anticipation of a price increase from Pike
4312.10-308 Salt $6,000 discussed at length, with understanding that 90% of the salt is mixed with sand to prevent the sand from freezing.
4312.10-309 Gravel $4,000 to be used for road repair, shoulder work etc. Line was discussed with Billy noting that if the town would allow him to use a crusher, he would provide bank run gravel to the town at no cost. Tom noted he should discuss that at the Select Board. DEFERRED VOTE
4312.10-310 Bridge Repair $2,000 the historic value of Fahey Bridge was discussed. Bridge may be removed intact and used near Rt 3 over Little River for the bike path and snowmobiles. Deck needs replacement. Harold Garneau was thought to be working with Hoyle Tanner regarding the redecking.
4312.10-311 Sweeping is a new line item. $3,000. A proprietor in Lincoln will do the sweeping, the Highway crew will empty the hopper. More reasonable than purchasing a sweeper.
4312.10-350 Gas $10,000 estimate at the state pump (which excludes some taxes)
4312.10-360 Clothing $3,000-with the new five year uniform contract, highway crew each got 11 sets of uniforms. Discussion ensued about the lack of contract clarity. Bonnie suggested Billy forward it to Bernie Waugh for review. There is a need for heavy coats, rubber boots, steal toe boots and rain gear. The $3,000 represents the contract cost of $38 per week (approx. $1,976) plus $1,000 for the items above.
4312.10-900 Miscellaneous $500
4312.10-901 Sidewalk repair $15,000 Anticipate continuing sidewalk repair up Rt 3.

On motion by Ben to accept the budget as adjusted, with the DEFERRAL of VOTE on the highlighted Labor accounts 4312.10-100 through 4312.10-104, the Resurfacing account 4312.10-304, and the Gravel account 4312.10-309, seconded by Karen, all in favor.

General Building
4194.10-100 Janitor estimate of $9,100 retained as Bonnie noted that Sue K. said that should be sufficient for all town buildings.
4194.10-101 Town Building Labor, as with other salaries is an allocation of time spent.
Vote on this DEFERRED until we have a better understanding.
4194.10-102 Rec Area Labor also DEFERRED until we understand the allocation
4194.10-200 Contract Labor $5,000 represents payments for outside services not performed by the town
4194.10-410 Electricity cost $12,000 down due to better efficiencies
4194.10-411 Heating Oil $35,000 should be a reasonable estimate as much of the town hall has been better insulated. Ben asked about a price lock, Bonnie noted that Stiles views the town as a high consumption customer so that represents lower cost.
4194.10-412 Heating Plant Maintenance request for $1,500 was increased to $2,500 based on seven building units at an annual cost of approximately $360.
4194.10-430 Repair and Maintenance $30,000. 2007 includes the “unanticipated funds” repairs made to the old PD and temporary PD. Anticipate a need for new septic systems at the highway garage and fire department, town hall doors. A heating system for the pump house is being considered that will be 98% efficient, vs. the 10 year old system now 60% efficient.
4194.10-440 Rec Area $2,500 maintenance will entail a fence around the basketball court, and safe/sanitary walls in the bathrooms.
4194.10-450 Rentals and Leases account will be used for the temporary PD lease. Payments will be recalculated on the anniversary of the lease according to the lease term. Ask Sue what the anticipated annual cost will be. Because this was not known, vote was DEFERRED
4194.10-610 Janitor Supplies $1,000 based on consumption to date.
4194.10-900 Miscellaneous was left at $600. PD lease payments posted to this account in 2007.

With the exception of the Town Labor 4194.10-101, Rec Labor 4194.10-102, and Rental 4194.10-450, the General Buildings budget was motioned by Ben to be accepted as adjusted, seconded by Carmine, all in favor.


None of the Planning Board budget items were voted, due to the many questions that remain regarding the actual revenue offsets.

Discussion relative to the Health Officer:
4419.10-100 Health Officer Salary $1
4419.10-300 Health Officer Travel $250
4419.10-301 Health Officer Budget-Education $300
4419.10-302 Health Officer Supplies $75
Discussion took place regarding the line items, if there should be a split or combination of the Travel and Education. Refer to the attached email communication. Vote was not taken on the Health Officer Budget until answer was obtained and Committee could revisit.







Discussion and vote relative to the Zoning Board of Adjustment
4192.10-100 BA Secretary $1,700-DEFERRED until better understanding of salary allocation
4192.10-101 Board Member Salaries $600– no increase
4192.10-625 Postage $250
4192.10-626 Office Supplies $100– no increase
4192.10-627 Advertisements $250
4192.10-700 Legal $1,500
4192.10-900 Miscellaneous $1

All accounts other than 4192.10-100 were motioned for acceptance by Ben, seconded by Karen, all in favor.

A vote was taken relative to the Conservation Commission:
4611.10-300 Membership NHACC $150.00 NH Association of Conservation Commissions
4611.10-301 Workshops $200.00 training
4611.10-302 Operating Expense $150.00 miscellaneous office supplies, etc.

Bonnie motioned to approve the budget, Karen seconded, all were in favor.


On motion by Ben and seconded by Carmine, the meeting was adjourned at 10:20pm.

The next meeting will be November 28, 2007 at 7:00pm at the town hall.

Karen asked Sue, Maryclare, and Becki clarification questions, answers to which are attached. See ATTACHMENT #1.

Clarification of specific Trust Funds and corresponding communication is included in ATTACHMENT #2.


Respectfully submitted,
Karen Moran, Secretary












ATTACHMENT #1


Received via email from Sue Kraabel on Thursday 11/15/2007 at 12:15pm

Health Officer travel and education should probably be separated. Travel would be mileage and motel, though we haven't had much of that for anyone in town.

Planning expenses - advertising and postage are reimbursed in full. Legal and engineering are reimbursed for the most part. If some kind of dispute were to come up, and the engineer or attorney would side with the client, the town would probably have to pay for the services. Hasn't happened in my term. Most of the Code Enforcement is expense of the town. A small amt is rebilled. 2006 misc expense is for a membership so we could order the building code books.

Becki seems to think the software support is for maintenance and updates for the software. Since we've not used the system yet, we've incurred no expense.

Sue
----- Original Message -----
From: Moran, Karen
To: Town of Carroll ; Assistant
Cc: Becki Pederson
Sent: Thursday, November 15, 2007 8:49 AM
Subject: BC meeting last night-

Good morning- Sue-we had a couple of questions fall out of last night’s meeting…regarding the Health Officer section, there was discussion about the Travel and Education line items…should they be separate or one line item? If they stay separate, would travel encompass mileage and any motel costs if applicable?

Maryclare-Regarding the Planning Board section, Evan discussed that some expenses are actually offset by revenue coming in, but he did not know any specifics. Because none of us on the BC knows how the Planning Board actually functions, we thought it best to ask you. Evan thought the Legal costs were reimbursed, but didn’t know what percentage. Same for Advertising, Postage, Code Enforcement, and he had a question mark in the Miscellaneous expense. Because I don’t know what costs post to the miscellaneous expense account, I don’t know what to ask regarding reimbursement.

Becki-there was a question about the water department software support line item that has a budget of $1,500…Bonnie was unsure if that was the one time cost of the software, or if it is the ongoing support. Seemed somewhat high for a software support deal.









ATTACHMENT #2
Received via email from Claire Gritzer, Chair of the Trustees of Trust Funds 11/16/2007 at 3:36pm.

Karen, I am including this summation on the same sheet and the response you received from Linda. Please address any questions to the Chair of any committee and cc the rest of the board, so A knows what B is saying and the same for C. Tks.

The Town Reports have the purpose to which any of these accounts were established via Warrant Articles. Yes, there is more than one account for some of these Capital Reserve Funds, but we are trying to just stick to PDIP, unless a better rate for a CD comes along. We are following the Poliicy established.

All Chair's should know what is in their accounts, if not ask. In the case of the Fire Department, Jeff is very well aware of his purpose for each account and periodically asks me for an update. You have the advantage over me Karen, as you are listening to the Department Heads state their future needs. If there is a Warrant Article coming due or a line item as you stated for the Straw Rd. resurfacing and the Department Head did not know what is in that account, then he/she should step aside and let someone else handle the funds accordingly. It is a little late in the year at this time to consider that project and should be put on a Priority List of expected repairs.

I did research the Account called "Water Improvements" which was established on June15, 1999 at PDIP. On February 3, 1999, Article 7 states as amended "To see if the Town will vote to raise and appropriate the sum of Twenty-seven Thousand Nine Hundred Fifty Dollars (27,950.) from the Water Department Enterprise Fund for the purpose of replacing and extending the water main on Route 302 West. This will be a non-lapsing appropriation per RSA 32:7, VI and will not lapse until the water line is completed or by December 31, 2001, whichever is sooner. The Budget Committee and Selectmen recommend this appropriation.

Other requests were made in later years referring to whatever water lines were needed in Carroll and the same procedure was followed, taking it from the Enterprise Fund.. I do hope this is clear as it cleared my mind, it happened before I got on Board and really had no clue to this account and its purpose. Perhaos its now time to lapse or add more dollars.

The other research is in reference to the Robert Williams Estate check for $5,000. That was sent to the Town Clerk from the Atty. for the estate of Robert Williams, and the Trustees thought it was for perpetual care in the Cemetery Fund. Hence, Kathy Saffian wrote a letter to the Attorney and received not only a reply, but a check for $1,000 to be placed in the Cemetery Perpetual Care Fund. Then the $5,000 was placed in a separate Williams Estate Fund (as acknowledged by the Attorney General's Office) "to open a sseparate Trust Fund to be used to maintain and make improvements to the Town Cemetery"". Please send a memo for funds you need from this account, via the Selectmen's Office to the Trustees of the Trust Fund.

I do hope this is clear and if some of your committee has not received this memo, please forward as they are not in my contact list. Tks. Claire


----- Original Message -----
From: Linda
To: Moran, Karen
Sent: Thursday, November 15, 2007 4:30 PM
Subject: Re: trust funds
Hi Karen,
You would have to look back into old Town Reports to find out what the warrant article intended for a certain fund. The Trustees require the authorizing warrant article when a request is made for money from a Trust Fund.

Yes, it does make one wonder why there is a specific article for New Straw Road. You would have to ask the petitioner or Selectmen if they are the ones who submitted the warrant article.

The are two accounts for a few funds. We have CD's that have not come due yet in E. Jones but when they mature we will be tranferring all the money to PDIP. Don't want to pay any penalty fees by taking the money out early.

The Williams account came to us with a letter specifying what the money should be used for. The major portion was for general cemetery maintenance but another sum was specifically for perpetual care.

Hope this answers your questions.
Linda

----- Original Message -----
From: Moran, Karen
To: Bonnie Moroney ; Ben Jellison ; cjf516@roadrunner.com ; Ken Mills ; Lori Hogan
Cc: Linda ; Ann Fabrizio ; cg3410w@adelphia.net
Sent: Thursday, November 15, 2007 10:17 AM
Subject: trust funds

Hi-I was just looking through the list of trust funds that Claire gave the BC last week. There are already accounts called "Highway Fund" with $54,865, "Water Improvements" with $2,159, and "Major Road Improvements" with $95,372. among others.

I don't know for what specific purpose these funds were established, but the water improvement CRF already exists, so doesn't appear you'd have to do a warrant article to establish it. And based only on what Claire gave us, the Highway dept appears to have $150k available for whatever the fund was set up to cover.may negate the $60,000 Straw Rd line item ?

Linda and Ann and Claire, can you provide some insight into what the 3 accounts above were set up for? Also, why are there funds in both the PDIP and Edward Jones for the 2 fire department accounts, and for what is the Wm Robert Estate being held?

Karen J. Moran

Town of Carroll, New Hampshire ®2025