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Minutes of December 5, 2007

December 7th, 2007

Carroll Budget Committee
Minutes of December 5, 2007


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

Members of the public present: Jeff Duncan, Fire Chief, Jeremy Olson, EMT.

With a quorum noted, chair called the meeting to order at 7:08.

Jeff presented the members with a handout of his accounts, call activity, revenue spreadsheet, special revenue fund activity for both the general fund (20%) and the ambulance SRF (80%), and a proposed warrant article.

01-4220.10-100 FD Chief Salary request $41,345, up from $3,675 prior year in which Jeff was chief and full time fire fighter (see account 01-4220.10-102 below). His combined budget for 2007 was $39,375. The $41,345 represents a 5% increase. Hours actually worked exceed those for which he is paid.
01-4220.10-101 Officers’ Salaries request $4,500 for 5 officers at $900 per year. Coverage for chief’s vacation time, etc. equates to approximately $0.72 per hour for officers
01-4220.10-102 Full-time Fire Fighter request of $25,000 assumes a person would be hired in April or May. According to DRA there is no obligation to put a warrant article for a new hire. Fire code requires at least 2 people at a scene within 6 minutes, which is not happening with only one full-time person and a “call, or volunteer” department. With second person there will be coverage 7 days per week for 10 hours per day. During the week day coverage is critical as the on call members are not available. Discussion ensued about the slide with the hours as calculated with vacation, sick time, holidays. Jeff basically works approximately 200 hours with zero pay.

Jeff then noted that there is a possible new “Human Resource policy manual” that may impact costs. Implementation date of the manual is not known.

01-4220.10-103 Firefighters’ salaries request $11,000 which represents the 5% increase. Ben questions the slide which described the hours again, and was told that the salaries are those paid for runs made while Jeff is out of town, among other times.
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.
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.
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.
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.
01-4220.10-301 Telephone request $2,750 includes phone, and possible cell phone for chief No change from prior year request.
01-4220.10-302 Medical Equipment request $4,500 self explanatory
01-4220.10-304 Innoculations request $500 all of the EMT/ambulance personnel will be required to receive infectious disease innoculations
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.
01-4220.10-400 Equipment Supplies, request $2,000 for any fire equipment needed, and includes the extinghisher testing.
01-4220.10-401 Medical Supplies request $1,750 represents costs to restock each ambulance after a run
01-4220.10-402 Advanced Life Support (ALS) Medical Supply request $750 for IV supplies, etc, items that Paramedics would use.
01-4220.10-403 Oxygen request $1,200 is down from prior year as the department has contracted with Merriam Graves rather than through LRH.
01-4220.10-410 Defib Supplies and Maintenance request $1,500 increase is due to the need to replace the batteries, among regular maintenance and supplies
01-4220.10-500 Dispatching Twin State request $4,000 based on call volume and is paid quarterly
01-4220.10-501 Mutual Aid request $1,000 is the annual dues to belong to the dispatch region south of here
01-4220.10-502 North Pact request $500 is the annual dues to belong to the dispatch region north of here.
Ben then asked for clarification of the expenses to date, as the 501 actual $$698 and 502 $350. Jeff noted the requests assume there will be an increase in ‘08
01-4220.10-600 Equipment Purchases request $5,000 will cover items like hose replacement. Each is 10-12 years old. One engine has 2600’ of hose which translates to 5-6 hose packages per engine. A 4” hose package is $425, so 5 would sum to $2,125.
01-4220.10-601 Radio Repair request $3,000 pagers are aging, and cost $100 to replace. There are 26 members. Two-way radios were received by grant, but the batteries are needing replacement and cost $425 apiece. There are approximately 30 two way radios.
01-4220.10-602 FD Vehicle Repairs and Maintenance request $$4,700 increased from prior buget to accommodate regular items (tires, etc) but also includes ladder testing and a $650 maintenance contract for the Cat generator. Cost would be $150 per hour if no contract.
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.
01-4220.10-660 Forestry Equipment request $800 is for tools. The forestry truck is the old pickup truck
01-4220.10-680 Extrication Equipment request $1,500 represents maintenance and an attachment tool they wish to purchase for the “Jaws-of-Life”
01-4220.10-685 SCBA Equipment and Maintenance request $4,000. Lori asked for what the SCBA stood, and was told Self Contained Breathing Apparatus-the gear the fire fighters strap onto their backs. Life of a SCBA is 15 years. We currently have 14, want to purchase one more. Cost to purchase new is approximately $3,900. Annual testing at $43 each (=$602 for the 14 on hand)
01-4220.10-700 Gasoline request $5,000 use approximately 6 gallons per call. Do use the state pump
01-4220.10-701 Travel Reimbursement request $1,250 up significantly due to the increased pressure on personal cost of travel due to gas price. Firefighter training is in Concord, usually requires travel for a week. Current IRS mileage rate $0.485 per mile still more beneficial to the town than to have the fire fighter take the X1 or other fire apparatus.
01-4220.10-702 Clothing request $2,000 with 26 members, purchasing a class b uniform attempt to outfit 5-6 per year. Because of the attendance at so many funerals this year, became apparent that there was no clothing to signify the members as part of our department.
01-4220.10-710 FD Protective Clothing Request $5,500 average cost to outfit one fire fighter with protective bunker gear is approximately $2,600 ($815 outer coat, $585 pants, $260 boots-plus helmet, gloves, forestry gear, etc). Average life of gear is 5 years based on age, not usage. Lori asked if that MFG (manufacturer) average life was based on rural consideration, Jeff said yes, based on Globe (manufacturer)
01-4220.10-715 Ambulance Protective Clothing request $1,000 because not all ambulance personnel are firefighters, but require pretective gear from blood borne pathogens, etc.
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.
01-4220.10-800 FD Training request $2,000. Cost for Level I FF $500, 10 FF renewal training at $125 per person
01-4220.10-801 Fire Prevention request $500 for items of promotion for fire safety such as a booth at the White Mtn Regional High School, Bretton Woods Resort at July 4th celebration
01-4220.10-802 Inspections request $1,000 Computer disk $750 and NHPA-1 $100 each time upgraded. Ben asked when inspections are done, is there revenue associated with it? Jeff said yes, he’ll discuss in the revenue section.
01-4220.10-900 Miscellaneous $600 pays for items such as the post office box fee, association memberships such as the ambulance, fire chief. Also this year, this line used to pay for a locker built at the station.

Jeff then discussed the yearly run analysis of the ambulance and the fire department. Lori questioned the weekend vs. weekday, expecting the weekends to be higher because of the ski area. Jeff noted that vacation weeks are included. Lori noted that a holiday concentration would be an interesting analysis. Jeff then noted that the summer months (July and August) normally have 2-3 ambulance calls per day. Lori noted that August as a big run month followed the trend in Lincoln.
Jeff then provided a spreadsheet of the General Fund portion of the revenue. Certificates of Occupancy cost the homeowner $25. $10 goes into the general fund, and $15 goes to the Building Inspector. It normally takes 4 hours to do the inspection, certificate, etc, and Jeff asked the Select Board if the certificate fee could be increased. The response was no, the planning board building permit fee is high enough. While the departmental cost is not covered, the town appears to recover some if not all of the time expended. Jeff noted that commercial certificates of occupancy should be coordinated and performed by a 3rd party, who could bill for service in full. Jeff noted the average is 20 certificates per year. Lori asked his hourly wage ($18.93) * the 4 hours spent and it was obvious that the $25 fee in full does not cover his time. Karen asked what the planning board building permit fee is and was told it is a percentage of the cost of the building 0.1%. (for example, $1,000 on a million dollar home)

$5,000 per year is the contract revenue from the county for the ambulance to cover the unincorporated places surrounding the town. Fire services (if needed) are billed at $100 per engine and $20 per fire fighter per hour.

Lori asked about the Special Revenue Fund which receives 80% of the ambulance billing (general fund receives 20%). Specifically, she inquired who defines the purpose and spending? Jeff answered that at the time the warrant article established the fund, it basically captures the money from billing and can only be expended for apparatus (like the purchase of a new ambulance). Lori questioned the allocation of the revenue, while the costs incurred are borne by the town. Lengthy discussion ensued regarding the SRF, its benefits to the taxpayers as a way to purchase capital items with zero tax impact, such as the most recently purchased ambulance, the rescue truck, the pickup truck.

Regarding a proposed warrant article for a lease purchase of a new engine, to replace engine 3 which has failed pump tests 2 years in a row. The article was reviewed by DRA and was approved by the Select Board. Tom wondered if the $65,000 initial payment could be made from the capital reserve fund, Jeff said no, based on the terms but the final payment may be made from the CRF. Total cost of the lease purchase is $315,000 over five years. Current engine cost increases by about $20,000 per year. Specifics of the costs/funding proposal:
In 2008- $90,000 of the SRF for the downpayment
$65,000 first year lease payment
$30,000 regular Capital Reserve Fund contribution Fire/Emergency Equipment
$25,000 regular Capital Reserve Fund contribution Emergency Van
$210,000 of which $90,000 from SRF, so $120,000 new funding.
In 2009, 2010, 2011, there will be no request for contributions to the Capital Reserve Funds, which will reduce the funding requirement by $55,000 per year. Also, the down payment is a one-time payment, not to be needed in the subsequent years. The final payment for the engine in 2012 will be made out of the Capital Reserve fund, again at no new cost to the town. Lori asked if Jeff had looked at other financing, and he said yes, there are longer term commitments that were reviewed. The lease purchase cost of $65,000 per year for 4 years results in a brand new fire engine for the town at a cost of $10,000 more than what was being contributed to the capital reserve funds. Again reminded the members of the annual increase to purchase an engine.

Ben then reminded the group that at the class which was attended by three Budget Committee members earlier in the year, capital reserve funds cannot be used for any purpose other that that for which it was instituted. Jeff then discussed the warrant article appointing the select board to act as the agents for the capital reserve fund, as needed for them to access the money as town meeting approves it.

Jeff then noted the replacement schedule for a fire engine is every 20 years, and ambulances every 10 years. Current engines were purchased in 1987 and 1997. Current ambulances were purchased in 2002 and 2006. If approved, the request for the lease purchase will result in the engine being delivered in approximately 9 months.

In 2012, with the lease purchase financing approval, the town should be able to purchase an ambulance outright from the SRF.

With the conclusion of the presentation, Karen asked if Jeff could provide the group with the slides, as they contained important information that will assist in discussion and review. Karen will email the committee addresses to Jeff who will forward the presentation to us. Lori noted the vote should take place next week after we have had a chance to review and digest all of the information. All agreed.

Discussion ensued regarding the timing of select board and petition warrant articles. Statute requires all to be filed with the town not later than January 8, 2008, but it is encouraged to submit them as soon as possible, so petitioners’ signatures may be verified by the town clerk. Lori asked for the email address of Don Borror of the DRA so he can review a possible Rec Dept warrant article. Karen will provide the address to her.

Ben motioned to accept the minutes of the 11/28/2007 meeting, Lori seconded, all in favor.

Discussion turned to the Chamber line items from the 11/28 meeting at which vote was deferred pending review of the information provided. Tom noted as a former Chamber member, that referrals for lodging would be made to other towns, rather than to businesses within the town. Ben wondered if the town should subsidize a group that is not a town department, noting that others, such as the snowmobile club, for example only, could approach the town in the same manner. Discussion then took place regarding how close the warrant article for $8,000 for the Information Booth has become over the years. Lengthy discussion then took place regarding concern over whether by placing the Chamber as a portion of the budget, the Information Booth attendants become town employees. All agreed they would, although at part-time status so they would not be entitled to benefits. Concerns regarding their status remain. Specifically, the requests were:

4197.10-801 Chamber Beautification request $5,000, Select Board reduced to $2,000. Lengthy discussion took place regarding the taxpayer subsidization of beautification costs which were outlined in theory with no actual estimates provided. On motion by Ben, seconded by Lori, approved by all, line was reduced to zero.
4197.10-802 Chamber Advertising request $10,000, Select Board reduced to $3,000 Lenghty discussion ensued regarding who pays for what type of advertisement, how the Chamber uses the dues, what businesses are advertising at what cost, and what sort of benefit there is to citizens who are not business owners. On motion by Ben, seconded by Lori, approved by all, this line was recommended to be reduced to zero.
4197.10-803 Chamber Information Booth request $10,000 After a discussion about the attendants as possible town employees if this line remains, it was voted to reduce this line to zero with the understanding that the Chamber would put forward a warrant article for this cost coverage as it has in the past.
4197.10-804 Chamber Summer Music Series request $3,000 Lengthy discussion took place regarding the placement of this line item. Karen suggested it may have been put there due to the DRA chart of account requirements. Discussion took place regarding the funding sources and contributions made from local businesses for the music series. Lori and Ben suggested that it may be more appropriate to have the music series in the Culture and Recreation section of the general ledger, along with the Library and Rec Department. Karen noted she would check with Sue to see if the Chamber section could be moved as suggested. Lori then motioned to reduce the summer music series line item to $1,000 only if the section can be placed on the general ledger as requested. If the accounting cannot be moved, the line should be reduced to zero. Ben seconded, and all in favor.

Discussion then turned to the various labor line items which have yet to be voted, as they were pending clearer understanding of the allocations. Karen noted she had discussed with Sue the proposed adjustments discussed at the 11/14 meeting, and Sue noted the estimates were based on 40 hour week, which they all work more. Karen suggested we look at the actuals to date which were provided. Lori suggested compiling a spreadsheet based on actuals and rates of pay, and will provide same for next week.

Discussion turned to the one open account from the Transfer Station review. The container lease line item request for $2,160 was based on three containers leased for $60 each, or $180 per month. The actuals to date had caused the group to want a better understanding of what was spent so far. It appears that there was a 4% increase in the container rent during the year, which resulted in the most recent $144 per month fee. Using 4% as a guide, the Committee estimates the 2008 lease may increase to $150 per month, which translates to $1,800 per year. On motion by Lori, seconded by Karen, approved by all, line item 01-4324.10-505 should be $1,800.

With no further business, Karen motioned to adjourn at 9:18, Ben seconded, all in favor. The next meeting will take place on Wednesday December 12, 2007.

Respectfully submitted,
Karen Moran, Secretary

Town of Carroll, New Hampshire ®2024