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minutes of 10/17/07

October 19th, 2007

Carroll Budget Committee
Minutes of October 17, 2007

Members present: Tom Gately, Ben Jellison, Karen Moran, Carmine Fabrizio, Bonnie Moroney Lori Hogan
Members excused: Ken Mills Members of the public present: Becki Pederson, Sue Kraabel
• Chair called the meeting to order at 7:04
• Bonnie motioned to accept the minutes of 10/10/2007, Carmine seconded, all in favor.
Becki Pederson, Town Clerk and Tax Collector discussed the 2008 budget line items. Revenue sources not specifically aligned with departments, such as yield taxes, motor vehicle registrations, etc, cannot be accurately projected, as they are simply a function of activity. Projection for 2008 should be year end 2007 actuals. The UCC paper files are no longer required, per State.
4130.10-136 Selectboard had provided for a 10% increase for Town Clerk to compensate for higher workload. Karen asked if Becki was still considered the Water Clerical (see account 04-4332.10-102 $1,000.) Answer was yes, total wage will be $34,000.
4130.10-137 Deputy Town clerk budgeted for $11/hour for $17,000, less than 30 hours per week, part time.

Lori Hogan arrived at 7:10
Becki Pederson left at 7:25

4150.10-110 Admin Assistant budget increase 5% to $37,500 per select board
4150.10-111 Selectmen’s Office Staff budget increase 5% to $27,600 per select board
Discussion ensued about salaries of Planning Board and Zoning Board clerical and “in office” work on items such as minutes and time spent with Stan Borkowski. Planning Board Secretary $5,000 and Zoning Board Secretary $1,700 per selectmen’s budget from 10/10. Duties normally performed by Office Staff, occasionally by Admin Assistant.
4150.10-250 Tax Map represents the physical maps in the town hall, and the cartographic expense for E-911
Karen asked if this was the same as the Planning Board maps,was told no, those are aquifers, special overlays, etc. Sue thought that $4,000 may be a little high.
4150.10-260 Town Report estimate of $4,000 should be reasonable as the cost will be higher with the inclusion of the audit report as required.
4150.10-301 Auditing estimate of $12,500 reasonable per Sue K based on discussion with Karen Carew, CPA
4150.10-390 Discussion ensued relative to Office Equipment – Sue K noted the estimate of $7,000 will be used for the purchase of 2 computers at $1,911 each. The new photocopier was purchased with 2007 dollars, old copier being used by PD. Ben wondered if the computer purchase had been quoted, Sue said yes and provided Ben with the quote. Discussion ensued that $7,000 was too high, $5,000 was recommended. Sue said that Becki will need a new State Motor Vehicle printer, cost unknown. Discussion then ensued that the telephones used by the town hall are in need of replacement. Recommendation increased to $6,000. Further discussion about ergonomic chairs needed by all and suggested by Safety Committee, recommendation back to the Select Board’s $7,000.
4150.10-603 Office Equipment Maintenance Select Board recommendation of $2,200. The new photocopier service contract is approximately $720 per year and includes everything except paper and staples. Discussion ensued, and it was recommended that this be reduced to $1,000.
4150.10-604 Association Dues budget of $1,400 is primarily for the Local Government Center.
4150.10-620 Office Supplies- biggest expense is paper, but need printer cartridges for the computer printers and other miscellaneous items to run the office. Select Board recommends $6,000
4150.10-621 Computer Software Support budget $9,600 pays for BMSI and phone support, internet monthly ~ $50, Frank Caruso hardware and software update, license fee for Clerkworks $996 and Tax Management $5,155 Tom asked if the estimate includes any assessing software and Sue noted that the “proval” software can be made available to the town for the town office to see, for the public to see, or to put online. Costs of those options was not known.
4150.10-625 Postage has been $4,900, Select Board did not change. There is no anticipated postal rate increase, although a portion of 2007 actual expense was at $0.39 not $0.41. Discussion ensued. Postal meter was thought to be $200/qtr. Recommended adjustment to $4,000.
4150.10-740 Telephone estimate of $3,000 based on two phone lines for the town office, one fax line ~$220 per month or $2,650 year.
4150.10-800 Town Officers’ Expense budgeted at $1,000. Discussion ensued, determined this is a Miscellaneous Expense account, which is already listed in 4150.10-804. Recommended to drop the 2008 budget for this account to $1
4150.10-801 Bank Service Charges budget $1,000 lengthy discussion of sweep, bank options, municipal PDIP, earnings rates, checking account general fund only sweep account, water, ambulance, recycling savings accounts. Current budget reasonable based on $75 or $85 per month fee regardless of bank.
4150.10-802 Advertisements budgeted for ’07 at $1,000 were exceeded due to new PD Chief search per Bonnie-that was ’06 not ’07. Recommend remain at $1,000
4150.10-803 Registras Fees are those booked when the tax collector records a tax lien or releases the lien. The offsetting revenue (should be tax impact neutral) is added to the amount due from the property owner.
4150.10-804 Miscellaneous budgeted for ’07 was $500. Actuals to date show credit balance ($330.77) Sue noted that the office has had petty cash but never on the balance sheet. To book it, debit cash, credit Miscellaneous expense account. Select Board budget for ’08 $1,000. Discussion that if put Town Officer Expense to $1, reasonable to have $1,000 Miscellaneous.
4150.10-805 Training budget for ’07 $2,500 was also used for mileage reimbursement. So budget for ’08 of $1,750 may be reasonable as there is also a new line item for mileage-50/50 split of $3,500 total training and mileage budget. Used by Select Board, Town Clerk’s office, Treasurer.
4150.10-808 Comstar Billing Fee- town responsible for 20% of collection company cost. Comstar hired to do insurance billing for ambulance. 80% to 02-4150.10-808. Select Board budget for ’08 $1,200, but Fire $4,000 so split of 20% 80% not the same. Defer to the Fire Chief prior to voting on town portion.
4150.10-809 Travel Expense is the new line item for mileage reimbursement, 50/50 split with Training above, set at $1,750.

Discussion turned to the progress being made with the AMR-Automatic Meter Reading equipment to be used to read the water meters-still slow, but moving.

Sue provided the MS-2-update of Revenue estimates for 2007, used in setting tax rate within next month or so.

4152.10-200 Property Assessing Select board recommend $60,000 as there will be ongoing rolling assessments (perhaps 25% of properties per year) plus the valuation costs for new developments. The ’07 was based on 1,200 properties in town, with anything over 1,200 billed at a higher rate. Sue thought there were currently at least 1,500 properties, and discussion ensued about the Dartmouth Brook development out east may add almost 200 units. She will try to get a better estimate of the probable cost
4153.10-200 Legal Select board estimate $25,000 reasonable as there may be ongoing discussions with the AMC and any PILT (see Revenue account 3186). Discussion ensued about prior discussion with the AMC, the collection and retention of Rooms and Meals Tax (now being issued back to DRA); difficulties encountered when town and town attorney asked for AMC financials to determine the profit/non-profit split, etc.

4155.10-200 Retirement – Sue provided spreadsheet of calculations based on ’08 estimate of personnel (excluding possible warrant article for new police officer)-Retirement rates based on information from State calculated as 11.84% for Police, 15.92% for Fire, 8.74% for all others
4155.10-201 FICA-6.2% all non police and fire personnel
4155.10-202 Medicare 1.45% for all employees
4155.10-300 Employee Insurance-spreadsheet based on type of plan employees currently use, with 10% increase estimated. Information received from Sue noted that Health increased 9.9%, Dental 2.6%. Sue noted she will compile a new spreadsheet to provide updated dollar estimates for 2008.
4155.10-301 Unemployment Compensation was not changed

Sue wondered about the water expansion, who should pay, if it is only fire compliant (upsize of mains), with no new users. Discussion ensued and Bonnie concluded saying there may be a Capital Reserve warrant article put forward to address the water capital expansion costs.

4196.10-520 Town Insurance covers buildings, vehicles, including things like the backhoe because it is registered as a vehicle, liability. Sue thought the $25,000 budget was reasonable although she has not yet received the premium letter for ’08. The budget does not reflect the possible Rec Dept van, and the impact of the premium is unknown.
4196.20-520 Workers Compensation estimate of $23,000 but premium letter from Primex not yet received.
4196.20-521 Workers Compensation Audit estimate of $5,000 reduced from budget of $8600 in ’07 as actual was $3,360
4199.10-100 Contingency was increased from $1,000 to $10,000 by select board to be used for emergency purposes only.
4316.10-200 Street Lighting budget for ’08 was increased by 4% based on a letter received from PSNH
4326.10-200 Sceptic Disposal discussion took place regarding the entire sceptic system. $1,500 budgeted, unknown if that would be sufficient if something were to happen to the system. See Contingency above. If pumping required, $1,500 should be sufficient. Talk with Billy Rines about system and any concerns he has if any.
4441.10-200 Direct Assistance estimate of $15,000 will remain as year to date (as of September) almost $8,000 used.

Sue left the meeting at 9:00, then returned. Wondered if the Committee had thought about putting a Town Administrator line back into the budget. Sue then left. Discussion ensued regarding changes to line items vs. warrant articles.

Karen noted that the Budget Committee was to vote on the items discussed tonight. Discussion ensued, and Tom motioned to defer until 10/24 the vote on the above items. Karen seconded, all in favor.

Incoming and Outgoing correspondence with Karen Horsh was discussed. Request by her to come to meeting on 10/24 was approved. Correspondence with Evan Karpf regarding the 11/7 date for the Health officer, Planning Board, Zoning Board, Conservation Commission would not accommodate him and Joan. Karen had requested a different night, Ben suggested a substitute person. When information is received from Evan, it will be provided to the group.

Bonnie may attend the seminar entitled “Successful Town Meeting”.

Tom provided the committee with a handwritten letter addressed to the Budget Committee from Tess, thanking us for the flowers we sent to her.

At 9:10, there being no further business, Ben motioned to adjourn, Carmine seconded, all in favor. The next meeting will be held at 7:00 on Wednesday October 24, 2007.
Respectfully submitted,
Karen Moran, Secretary

Town of Carroll, New Hampshire ®2024