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Minutes of October 24, 2007

October 26th, 2007

Carroll Budget Committee
Minutes of October 24, 2007

Members present: Tom Gately, Ben Jellison, Karen Moran, Carmine Fabrizio, Bonnie Moroney Lori Hogan
Members absent: Ken Mills Members of the public present: Karen Horsch, Treasurer, Mac McQueeney, Town Moderator, Linda Dowling for Trustees of the Trust Funds, Bill Dowling, Jim Sullivan for Cemetery Trustees, Jane Sullivan, Roberta MaGee for Cemetery Trustees, John Gardiner for Library Trustees, Cindy Smith for Recreation Department.
• Chair called the meeting to order at 7:05
• Bonnie motioned to accept the minutes of 10/17/2007, Carmine seconded, all in favor.

After each spokesperson presented his/her budget request, he/she left the meeting.
4130.10-130 Salaries Selectmen- this account is for the chair of the board, and represents an increase of $100 over the 2007 budget. 2008 budget $2,100
4130.10-131 Salaries Selectmen – this account is for a member of the board, and as above has been budgeted for 2008 with a $100 increase to $1,800
4130.10-132 Salaries Selectmen – this account is for a member of the board, and as above, has been budgeted for 2008 with a $100 increase to $1,800
On motion made and seconded, all approved the recommended Select Board salaries for 2008.

4130.10-135 Treasurer salary-Karen Horsch, Town Treasurer, noted that she anticipated the salary percentage increase that the Select Board had presented for the other town employees. 5% would bring her to $4,158 annually.
4150.10-809 Treasurer noted the expense was $9.70 per trip to the bank, which equated to between $60-$90 per month. Mileage reflected in the Travel Expense account.
Tax Anticipation Note may be used to cover County payment due in December. SAU payment also due in December. 3.58% interest as long as the TAN is less than 6 months. Available line of credit through Laconia Savings Bank. Treasurer provided cash account activity for the year for the General Fund, Planning Board Special Revenue Fund, Recycling Center, Fire Dept and Ambulance Apparatus Fund, Water Enterprise Fund.
Treasurer stated her intention not to run for office in 2008. Will reluctantly if there are no other candicates. Tom Gately asked her to notify the SelectBoard at a regular meeting to ensure the public is aware.
After Karen Horsch left, the Committee was motioned to accept the detail as provided and noted in these accounts, seconded, and all were in favor.

4130.10-136 Town Clerk and Tax Collector had requested a salary increase from $30,000 to $35,000. Select Board recommended a 10% increase to $33,000. Karen asked if Becki was still to do the Water Clerical (see account 04-4332.10-102 which had been budgeted for 2007 at $1,000 and was budgeted for 2008 at $1,000 and was told yes. Ben asked for clarification of the increased responsibilities the Town Clerk has assumed, as he wanted to understand the 10% increase compared to 5% for other town employees. Karen noted she would contact Becki for clarification. Motion to defer vote was made and seconded, approved by all pending additional information.
4130.10-137 Deputy Town Clerk salary set at $11 per hour to work up to 30 hours per week. $17,000 motion made, seconded and approved by all to accept the recommended salary of the Deputy Town Clerk.







Mac McQueeney spoke as the Town Moderator and presented information for his specific accounts and also spoke for the Supervisors of the Checklist.
4140.10-130 Supervisors Sittings should be doubled to $400 Mac stated on behalf of Pat Martin. This due to four elections that should take place in 2008-town meeting, presidential primary, state election, presidential election. Ben wondered why there had been only $40 posted to date, Bonnie thought the timecards would have to be checked. They may be paid at year end, but not sure.
4140.10-135 Town Meeting Supervisors this account is not used, but keep $1 in it to keep the line open. Year to date expenses however show $56. Appears to be a misposted items which should be in the 4140.10-130 account.
4140.10-136 Supervisors Elections was also requested to be doubled to $300 for the same reason of increased election activity in 2008.
4140.10-150 Moderator salary line request was doubled to $300 due to the increased election cycle.
4140.10-160 Selectmen Salary line remains on the worksheet, but there was no request for funds. The line was kept open with $1 in 2007, Select Board and Moderator have no request to maintain the line for 2008, so zero discussed for this line.
4140.10-200 Supervisors Expenses line item was doubled to $200 due to the election cycle for 2008.
4140.10-201 Advertisements requested was $200. However, there was $258 spent, therefore, the recommendation was an increased to $500 due to the election cycle for 2008.
4140.10-202 Moderator Expenses represent the cost of meals for the people working the elections, budgeted at $125 per election, 4 elections, or $500.
4140.10-203 Moderator Travel and Training is requested as a new account. Mac has been Moderator for 10 years and is not running in 2008, so new Moderator will require training. Budget requested $500
4140.10-xxx Elections Training is also requested as a new account. The Supervisors of the Checklist may have turnover in 2008 and a new Supervisor will require training. Budget requested $500
4140.10-300 Ballot Clerks salary line item was estimated to be four clerks working twelve hour elections at $8 per hour for four elections. Request is for $1,500.
Total Elections and Registration section of the Budget as requested was $4,501, but due to the increase in the Advertisement line the Budget Committee motioned, seconded and unanimously approved $4,701.

Linda Dowling provided the 2008 budget request for the Trustees of the Trust Funds. Linda is the Secretary, Claire Gritzer is the Chair and Treasurer, Ann Fabrizio is a trustee.
4130.10-138 Trustee of Trust Funds salary line request for 50% increase to $1,200 to be allocated $480 per year for the Chair, $360 per year for the other two trustees. Discussion ensued that time spent at monthly meetings is approximately two hours, with an additional two hours worked from home. Claire does the investment work and makes deposits, transfer, etc. Linda records all of the minutes and maintains the records.
4130.10-140 Trustee Education and Seminars request for $1,050 represents an increase over the 2007 budget of 110%. Such an increase was outlined as $50 dues for the NH Government and Finance Association, $300 mileage at $.485 cents per mile for one trip to Conway and three trips to Concord for the NH Gvt & Finance and Public Depository Investment Pool seminars. $300 was listed as the cost to attend these sessions for all three trustees; a $40 NH Charitable Fun Session for the Trustees of Trust Funds; and $360 for the three trustees to attend the Annual Local Government Center Conference. Linda emphasized the importance of training. Said prior trustees allowed the funds to lose money which is a violation of RSA. The NHPDIP appears to be a more stable fund into which many of the investments have been moved from Edward Jones.
413.10-141 Trustees Miscellaneous request for $150 for 2008 up from $100 in 2007 was outlined to be the need for paper, envelopes, binders, etc. Linda noted that large 3-ring binders are necessary. Bonnie suggested she purchase some with 2007 funds, as there has been just $14 spent so far.
Linda also requested that the name of the account be changed or adjusted in some fashion to reflect “Supplies” rather than simply miscellaneous. Karen noted she would check with Sue.

Discussion turned to the Perpetual Care Trust funds left by/for people to care for their gravesites. Linda thought that years ago it was determined that the funds should pay $5 per year to the town for the cost of care, and because of that, the principal is gone, despite the fact that the income, not principal is what is supposed to be used. Karen asked about the reporting to DRA, and was told that the DRA form as reported was incorrect. The funds have no cash backup and because she was not the trustee, has no direct answers relative to prior activity. Roberta Magee then noted that at the Cemetery Trustee seminar it was suggested that Perpetual Care accounts should be eliminated as Selectmen (in general in the state) tended to use them incorrectly. Karen then asked how many trust funds there are, and was told the town holds over $1 million. Karen and Lori asked for a specific list of the funds, where held, identifying account numbers, and current balances. John Gardiner wondered who held the statements from the bank/Edward Jones/wherever the investments were. Linda thought Kathy Saffian as the former trustee had the official historical information.

Regarding the Perpetual Care funds, Jim Sullivan, Cemetery Trustee noted that the annual MS-9 DRA form can be the basis for the state to recreate who/where the funds belong-this per Terry Knowles, State office of the Attorney General who was a speaker at a seminar attended by the Cemetery Trustees. Roberta agreed.
Linda noted that the town is technically caring for the entire cemetery, rather than having some of the perpetual care funds pay for their portion.
With open questions regarding the Trust funds, motion made seconded and approved by all to defer voting on the budget as requested.

Jim Sullivan then presented the Cemetery Trustees 2008 budget.
4195.10-100 Cemetery Salary Because no town employee works at the cemetery, the original request for this was zero, but at the suggestion of Sue K, the request was made to $1 to maintain the line
4195.10-101 Cemetery Trustee Chair salary request for $300 is unchanged from 2007
4195.10-102 Cemetery Trustee salary request of $400 represents $200 for each of the two trustees, and is unchanged for the year.
4195.10-200 Cemetery Maintenance request $5,500 represents an increase to this line, but has moved the prior $2,500 out of the cemetery salary account 4195.10-100. The $5,500 request for maintenance includes mowing, raking, general clean up, miscellaneous supplies such as deeds and headstone replacements/ repair. Trustees have been in contact with McCormack-Whitco Memorials for inspection/repair etc of stones with historical significance and/or any needing repair. Quote provided noted 15 need repair, and 6 need to be replaced. To restore, clean and seal 15 would cost approximately $1,680. Replacement of 6 would cost between $1,425 and $2,625 per stone. Projected to spread replacement across 4-6 years to keep costs reasonable.
Jim then noted that he and Roberta were meeting 10/25/07 with a representative of a fence company regarding installation of a gate at the Straw Cemetery. There is a partial gate at the front, and a full one would prevent snowmachines, etc from passing through the area. Roberta noted that Officer Bailey stated at a Select Board meeting he had been called to the area on 2-3 occassions in 2007 for report of snowmachines in the cemetery. Discussion turned to whether the gates should be locked in the winter (on both the Rt 3 side, and the New Straw Rd side). Because the cemetery is not plowed and internments do not take place in the winter, it seems reasonable to lock the gates in the winter. There should be a pedestrian pass-way, wide enough to walk, but not wide enough for a snowmachine, to allow people to visit gravesites.. Jim also noted that while the representative of the gate company is in town they would look at the Crawford Cemetery which has a piece of the pipe fencing missing. State law requires fencing around cemeteries.
Roberta noted that with one of the newly renovated headstones, a woman from Utah was able to locate the gravesite of a relative who died in 1912.
On motion made, seconded, and approved by all, the Cemetery Trustees budget for 2008 was approved.

John Gardiner as a Library Trustee, presented the 2008 Library budget request.
At the outset, John noted that about 10 years ago a similar cleaning of headstones was done at the Straw Cemetery and the same company had been used.
Eleanor Mason is recovering, and anticipates coming back as the town librarian, but may need a wheelchair. Discussion ensued regarding handicap access issues within the library and town hall. While Eleanor is recovering, John, Claire Gritzer, and Georgia Brodeur, the library trustees, are acting as the town librarian.

4550.10-100 Librarian salary request for 3% raise to $8,354 was adjusted by the Select Board to the 5% other town employees were budgeted to receive, or $8,518.
4550.10-200 Telephone budget of $700 is for phones only, as the internet service is free to the library. Phone service is approximately $60 per month.
4550.10-201 Books and Materials budget is flat at $2,000. Lori questioned the book cost and stability and was told in prior years the library funds not expensed were carried over, so until that funding is used, this line item does not need to be increased. That and the fact that yes, books generally have been a fairly stable cost. Discussion turned to the bookcases, which were rebuilt several years ago, but are now sagging. Repair will be needed eventually.
4550.10-202 Subscriptions for the various magazines in the library request for increase from $100 to $150.
4550.10-205 Miscellaneous line item request flat at $100
4550.10-208 Capital Items request for $500 is to replace one of the three personal computers in the library. Two are used by the public, one by the librarian.
4550.10-210 Software line item is used for computer maintenance, upgrades to software and printers and is flat at $500
4550.10-215 Audio and Video request dropped from $400 to $350
4550.10-218 Training and Mileage request increased to $450 to provide for training while Eleanor is recovering.
4550.10-220 Office Supplies request is flat at $300.

John noted that a Certificate of Oath was located for the first library in the town and was dated April 9, 1896 with Charles Leavitt, Flora Miller and Julianne Leavitt named on the Oath.

John then noted that the Cemetery building at the Straw Cemetery had been moved back from Rt 3 and repaired by the Historical Society. They are hoping to find someone to donate a sign so designating the cemetery. The building used to house the town’s horse drawn hearse.

On motion made, seconded, and approved by all the library budget was approved by all. The total budget is $13,618.

Lori Hogan then recused herself from the committee and assisted Cindy Smith in presenting the Recreation Department Budget. A handout demonstrating the age split of children enrolled in the summer program was provided. There are anticipated to be approximately 35 children over the age of 12 enrolled in 2008. Enrolled children are from Carroll and Whitefield, with out of town assessed slightly higher registration fee. A Leadership Program is being developed on the Lincoln model to provide community leadership values in the 10-14 age group.

4520.10-100 Counselors are the same as 2007, there are 7 permanent counselors and 2 replacements. The request of $19,615 reflects the 5% increase as well as one additional planning week.
4520.10-200 Telephone is a flat fee of $75 for months in use and $25 for months out of use (basically 6 and 6). The request for $900 was dropped by the Select Board to $750 same as 2007, Budget Committee recommends $600 as that is the math of the flat fees provided.
4520.10-201 Equipment and Supplies budget of $1 to maintain line was explained that most of these costs are born out of the checking account and funded by dues.
4520.10-300 Parties was budgeted at $1 for the same reason above.
4520.10-310 Ski Program cost request of $1,000 is the bus cost to transport children from the Whitefield School to Bretton Woods and back over a six week period.
4520.10-320 Field/Court Repair request of $1,000 is primarily to line the basketball court and cover regular maintenance of the baseball field. The expectation is to find a basketball court template and line the court by volunteer help.
4520.10-321 Building Repair budget request of $200 is minimal to maintain the building.
4520.10-500 Transportation new line item request $5,000 was dropped to $2,000 by the Select Board. The request was to subsidize the purchase of a used 15-passenger van to transport the children in the Leadership Program on the daily outings. Lengthy discussions ensued about insurance, liability, children’s safety, driver requirements, van capacity vs. anticipated enrollment, current youth counselors using personal vehicles to transport children from one place to another. A variety of concerns were expressed, and it was recommended that the Recreation Department put forward a warrant article to purchase a van. Only if that is done, the Budget Committee will support a line item of $2,000 to provide for fuel, regular maintenance of the vehicle.
4520.10-805 Training/Lifeguards is also a new line item and requests funds to certify as lifeguards three counselors, one of whom will also be trained as a lifeguard instructor. Request for $2,000. Karen asked what agency/company was providing the training certification. Cindy said she had the information but could not locate it.
Ben suggested that the Recreation Department review the wording used by the Fire Department in the 2007 request for funds for a pickup truck, as the wording had been reviewed and approved by the DRA.
Bonnie asked if Lori had received any feedback from the 2007 camp attendees’ parents and was told yes, the older children are losing interest, thus the attempt to switch to the Leadership program. Works well in Lincoln.
Lori said she would check with Sue about the liability potential of the youth counselors transporting children in their personal vehicles while on town payroll time.
Ben suggested that the Transportation account be retitled as Vehicle Fuel/Maintenance to more closely reflect the intent of the account.
Total of the Rec Dept budget $26,417 as adjusted with the understanding that the Transportation account will not be used to purchase a van. Karen motioned to accept the adjusted budget request, Ben seconded, all were in favor, with Lori abstaining from the vote.

4150.10-250 Tax Map-relative to acquifer overlay, cartographic 911 expenses etc, need to double check if $4,000 is reasonable. Vote deferred.

Other accounts reviewed and voted:
4150.10-113 Budget Committee clerk $1-volunteer secretary, so no pay associated
4150.10-260 Town Report printing cost increase to $2,000 should ensure the audit report can be included
4150.10-301 Auditing expense of $12,500 for external CPA review of town books deemed reasonable by Staff and CPA
4150.10-390 Office Equipment $7,000 needed for 2 new pc, telephones, chairs, state required printer for the motor vehicle work
4150.10-603 Office Equipment Maintenance budget of $1,000 per Budget Committee based on the monthly service agreement for the new photocopier, which is approximately $720 per year.
4150.10-604 Association Dues $1,400 pays for the Local Government Center
4150.10-620 Office Supplies $5,000 per Budget Committee to cover cost of paper, printer cartridges, etc. The new photocopier maintenance contract includes everything except paper and staples.
4150.10-621 Computer Software Support $9,600 represents the cost for Frank Caruso to input and update software, BMSI, ClerkWorks ($990 annual) and Tax Management Advantage $5,155 annual.
4150.10-625 Postage reduced by Budget Committee to $4,000 based on actuals to date and no anticipated postage increase in 2008.
4150.10-740 Telephone covers the phone expense of the town offices (all lines and fax lines) about $215 per month with enough extra to cover taxes fees etc. Budget $3,000
4150.10-800 Town Officer Expense line was dropped to $1 as this is basically miscellaneous items and there is a line item for miscellaneous.
4150.10-801 Bank Service Charges budget of $1,000 reasonable for overnight cash sweep and standard bank charges.
4150.10-802 Advertisements $1,000 cover all town notices, etc.
4150.10-803 Registras Fees represent costs incurred when instituting and removing tax liens. $700 reasonable and eventually offset with cash in, as the property holder has the fee added to their tax bill due.
4150.10-804 Miscellaneous $1,000 based on elimination of 4150.10-800
4150.10-805 Training Budget Committee estimated $2,500 with Town Clerk and Deputy Town Clerk attending variety of seminars, as well as potential new Treasurer
4150.10-806 Budget Committee Expenses of $50 for items such as paper
4150.10-807 Budget Committee Training and Mileage reduced to $250 as most sessions are provided by the Local Government Center at minimal cost
4150.10-808 Comstar estimate deferred until discuss with Fire Chief
4150.10-809 Travel Expense new line item changed to $1,000 to reflect mileage only.
4152.10-200 Property Assessing deferred until Sue has opportunity to discuss miscellaneous costs with assessor
4153.10-200 Legal budget of $25,000 reasonable based on the upcoming discussion with the AMC relative to the Payment in Lieu of Taxes, as well as the expansion of the Bretton Woods resort.
4199.10-100 Contingency $10,000 deemed reasonable as a basic town-wide “miscellaneous emergency fund”
4199.10-101 Hydrant Fees zero recommended by Select Board. Karen asked if that was reviewed by the Board given the water expenses and revenues and newly included bond funding, and was told it was, there may be a warrant article put forward to establish a reserve for expansion or infrastructure upgrade.
4199.10-200 Dog costs estimate of $300 reasonable.
4316.10-200 Street Lighting increased to $15,600, represents a 4% change based on a letter received by PSNH
4326.10-200 Septic Disposal was deferred until we get an understanding from Billy Rines of the condition of the town systems
4441.10-200 Direct Assistance-Welfare budget of $15,000 assists with housing, fuel, etc. as required by law.
4583.10-200 Patriotic Purposes budget of $500 covers the costs of the Memorial Day parade and associated decorations.

All of the accounts outlined above, with the exception of those denoted as deferred were reviewed at this meeting and on motions made by Ben and seconded by Carmine, all were in favor of the amounts outlined.

Karen noted she will be out of town November 7 so an acting secretary will be needed. Lori volunteered.

At 9:35, 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 November 7, 2007.
Respectfully submitted,
Karen Moran, Secretary

Town of Carroll, New Hampshire ®2024