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Minutes of December 12, 2007

December 14th, 2007

Carroll Budget Committee
Minutes of December 12, 2007


Members present: Tom Gately, Lori Hogan, Karen Moran, Ken Mills, Carmine Fabrizio, Ben Jellison, Bonnie Moroney (arrived at 7:15).

Members of the public present: John Trammell, Carroll Police Chief, Bill Smalley, Carroll Police Seargent, Jeff Duncan, Ann Fabrizio

Chair called the meeting to order at 7:05.

Chief Trammell and Sgt Smalley provided a summary of the Police Department accounts and requests for 2008. The Chief also provided a five year history of tickets, calls, criminal arrests, etc which show that in the past year alone, with modification of hours worked, the result has been an increase in arrests of 257%. Carmine asked about the percentage of runs and was told the Select Board is provided a monthly report. Year to date comparison of total calls for service were 1,815 as of 11/30/06 but 3,615 for the same period 2007. Overtime was being squeezed as early as July due to the number of arrests, time required to take prisoners to Stewartstown (because town facility is inadqeuate).

Discussion turned to retention of officers. There have been 43 since 1980 who have been trained by the town. Biggest reason for leaving was salary. Chief noted that Selectman Strasser asked him to identify manner of retaining employees and draft up a document. That document has become townwide. Ben asked what the effective date of the document is and was told the hope is January 1, 2008. Discussion ensued regarding the semantic and legal difference between a policy document and a contract. Karen asked if he had seen the Local Government Center policy manual and was told no, but after the efforts made already, prefers not to have another document.

Discussion then turned to the specific Police Department budget-a vote was not taken by the Committee:

01-4210.10-100 Chief Salary estimated by Select Board at $55,000 is not based on the contract which was signed, rather is approximately $2,500 higher. Discussion ensued regarding possible “personnel policy manual” which if signed by the Select Board Chief noted he would exchange his contract for the manual.
01-4210.10-101 Sgt Salary $49,333 based on 5% increase over prior year.
01-4210.10-102 Detective salary $44,635 based on 5% increase over prior year.
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. Budget of 2007 $4,500 was already over at the end of November by 34%
01-4210.10-104 Overtime $30,000 request is signficantly higher than the estimate of $5,000 used in 2007. Chief and Sgt have not taken any overtime pay, although they have worked the hours. Rather, to try to save money, they have used compensatory time during shifts that have adequate coverage so that no additional officer time is necessary. Had they taken overtime pay, so far in 2007 the OT to date would have been $17,176 rather than the $8,676. Lori asked if the officers are hourly or salaried, and was told hourly. The estimated overtime was then noted that $25,000-$30,000 for 2008 should be adequate. OT is the result of the higher arrests, time spent in transporting prisoners to Stewartstown as well as time spent in court.
01-4210.10-105 Training estimate $2,000 increase based on cutback of courses offered at the Academy in Concord, so fees will be higher due to classes in New England rather than Concord. Detective was sent to DNA training and within 2 days was using the training to investigate a break-in at Quiznos.
01-4210.10-106 Patrolman Salary $39,936 represents the 5% increase proposed by the Select Board.
01-4210.10-107 Details $30,000 is a new line item which represents time of officers (and cruiser if requested) at events such as the Mt. Washington 4th of July celebration, or any non-town sponsored event. The line also represents time spent on DUI patrol, a State paid item to encourage towns to patrol for this spedifically. Officers on duty for this may not perform regular patrol. These expenses are offset with Revenue from the organization requesting the police presence, and from the State. State does not pay for court time associated with prosecuting the drunk driving offense. Lori asked if the State Police used to do this and have passed it on to the towns to do, was told yes and no. State still does it but encourages towns too to assist, because the State is short-staffed. Tom wondered how many non- DUI tickets are contested vs. the noted 1 in 10 DUI that is contested. Chief noted that is difficult to answer, as it depends on how the ticket is written, type of offense, among other things.
01-4210.10-200 Office Supplies $2,000 is up from $700 estimate of 2007. Year to date $762 due to higher arrests etc, so use more paper and all related office items.
01-4210.10-201 Telephone $4,500 represents a 3% estimated increase over current year actual. This function used to be shared with the Fire Department, but because of the condemnation and subsequent move to the temporary facility, is a cost incurred by the Police
01-4210.10-202 Professional Associations $500 Chief thought none had been joined in 2007, would like to join Chiefs of Police, American Snipers, Firearms Instructors, among others. Year to date shows $30.
01-4210.10-203 Vehicle Maintenance $4,000 Tahoe has 69,000 miles, Charger mileage is much lower, Tahoe no longer under warranty, but both will need tires (paid $140 per for winter tires in 2007 for Charger), regular oil etc. Prior year estimate $3,000. YTD $2,680
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.
01-4210.10-205 Accurint $500 usage fee for investigatory computer program that does background checks. Ken asked the difference between this and NCIC and was told NCIC is based on FBI database, Accurint is a Lexus-Nexus product that can access all public records. The monthly fee currently is $35. The $500 is based on a slightly higher fee ($41).
01-4210.10-300 Equipment Purchase $3,000 estimated for a shredder, computer printer, digital camera and associated items. Camera currently used was donated from Fred Hollis who said it had been found at the Mt. Washington but owner never located. Ken wondered if there were standards for evidence gathering (like the digital pictures discussed above) and was told that the type of photo take is not really outlined. A picture is a picture. Chief would like to purchase fingerprinting gear, as that which is being used he brought with him from his former job in Rhode Island. A forensic light is approximately $700.
01-4210.10-301 Radio Repair $800 is estimate to replace the batteries which are $150 each for 5 radios. $750 with $50 buffer.
01-4210.10-302 Computer Support $5,600 BTZ Corp maintenance $2,500 for twice monthly cleaning and updating of any software needed; $1,100 IMC cost for main computer, $300 for the personal computers in the cruisers-this is required police software for uploading arrests, etc.
Chief noted there is 1 new computer, one that is 7 years old and in need of replacement. Karen noted computer replacement cost should not be in this account, rather in the Equipment Purchase account. Cost estimate not discussed.
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
01-4210.10-306 Clothing New Officer-discussion took place regarding the account number itself, as the Budget Worksheet does not differentiate between the Clothing in #305 and Clothing New Officer. The Requested amount of $4,152 was noted as the basic cost to outfit a brand new officer. A Gall’s catalog listing was provided. Actual costs on that sum to $7,651. Discussion took place regarding the need for the line and plan for hiring a new officer? Possible warrant article, although not positive. If a new FT is hired, would the Specials use go down? Chief thought no because ethe hours would still be necessary. Currently they are 4-days on 10 hour shifts, so the schedule would be modified for even more coverage. Ken wondered if there had been resistance to the change in schedule, and was told no, the resistance had been with the request to publish the hours and who was working so the public would be aware.
01-4210.10-306 Uniform Cleaning – the Budget Worksheet noted this is the title of this account. Chief’s list noted this as account -308. Requested amount is $1,500 Ben wondered if there was an intent to change the uniforms and was told no, the uniforms now being worn and the ones that intended to buy are not a change. The dry cleaning cost is estimated at $5.25 per officer per week. Cleaner is that used by the State police and drop-off pick up would be at the barracks.
01-4210.10-307 Ammunition $1,500 discussion ensued about the difficulties of getting sufficient supply of 223 caliber due to the war in Iraq. Orders must be placed 6-8 months prior to ship. New line item is for clarity only. Prior years’ budgets used whatever available money could be found. Rounds must be purchased for the patrol rifle, shotgun, and handguns. Chief noted that all officers must qualify with weapons at least annually. Night qualification is being encouraged to ensure same accuracy given different circumstances. Currently, officers are required to qualify at night when they go through the Academy.
01-4210.10-900 Miscellaneous $1,200 is estimated for mileage (typical to use own vehicle for weekly court appearance, as cruisers are needed for in town officer on duty), meals, damage to any personal property such as glasses, watch etc while 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. No change from prior year request. $822 ytd.
Revenue projected by the Chief to offset some of the expenses outlined above were:
• COPS grant which is a federal grant offsetting a portion of the Patrolman’s salary. 2008 is final year for this offset, but the grant may be offered again. Estimate is $22,000 for 2008
• Court reimbursement estimate of $3,000 represents money that can be charged to a DUI defendant, based on state determination that a DUI offense is a negligent offense.
• Details estimated revenue of $30,000 is based on the town charging the organization $39 per hour per police officer plus $10 additional per hour if the cruiser is used. These costs offset the hourly wage/benefits actually paid to the officer.
• Accident/Insurance reports estimated at $500. People may request copies of police reports for a nominal fee.

Carmine asked about the potential warrant article and the hours having an additional officer may offer. Chief noted that the call-outs are random, Rick was called four times last week alone. Chief offered to show the types of patrol programs etc, to which the committee declined. Not necessary to have that kind of police detail. Discussion ensued regarding the overall cost increase request. Because of the expanded patrol, tickets issued are higher, arrests are higher, while accidents are lower. Ken asked if the increased coverage translates to increased cost and was told probably due to more prosecutions. Chief had estimated about 40 arrests for 2007 and was shocked by the actual arrests to date 106. Ben wondered if the incident increases were due to changes in policy or work hour changes and was told probably both.

Ken inquired if pistol permits are online listing those who have them, and was told no, the permit application itself is online.

Tom wondered when the Chief began and was told November 2006, then at the Academy for three months. Tom stated he appreciated the expanded patrols and police presence at all hours.

Chief noted that the numbers in the 2008 budget are based on actuals so far, with gas being the only real estimate.

Bonnie noted that the fuel being used at the PD is much higher than anticipated at ¼ tank per week. There is concern that the $35,000 estimate in account 01-4194.10-411 may not be sufficient. Lori noted the furnaces are new, Sgt Smalley noted the building is primarily garage, with high ceilings and no insulation in the concrete walls. Karen was asked to see if Sue can find out if Stiles can estimate the usage for the PD. The Police have not had a winter at the temporary location, so the fuel cost is unknown.

Lori asked Sgt Smalley, based on his year here, what actually causes the time thus costs. He answered that a 5 minute traffic stop can cause hours of prosecution work. The procedures followed are not different than other years, simply the number of arrests are significantly higher. Chief noted that he knows drugs are a problem in town, and he does what he can with the manpower available. Twenty years ago there were three full-time officers. Today there are four.

Ken noted that the department appears to be operating efficiently. Sgt Smalley noted that the arrest information used to be faxed, then emailed to the Democrat, but it is not published.

Tom asked Jeff Duncan if he can bring the powerpoint presentation to the public hearing on January 9, and if the PD has information it wants to provide to the public, that may be a good way to do it. Jeff said he would bring the computer, along with his slides, any the PD can provide, noted that Bill Dowling has information to provide, as does the Building Committee.

At 8:40 Chief Trammell and Sgt Smalley left.

Tom then read the feedback received by email from the trustees of the trust funds. Ann Fabrizio noted that the rules relating to the trustees are changing. Bonnie noted the trustees are welcome to come again to the public session with additional information. Travel costs for overnight stays in Conway seemed excessive, which is part of the reason the training cost was dropped from that requested.

Lori reminded the Committee that the FD and PD are the 2 largest department still to vote, we need to consider the entire budget and the effect on taxpayers. Discussion turned to the default budget, the responsibilities for preparing (Select Board due to lack of appointing Budget Committee specifically per statute), the need for all figures. Karen said the figures should be available for 1/9/08 in the format requested by the public in past years-to include prior budget, actuals, departmental requests, select board requests, and budget committee recommendations.

Lori than provided a sheet outlining the salaries of the town employees and the allocations. She reviewed the various departmental postings of actuals, and it appears that most salary posting is done to the primary account of the employee. For example, the water clerk $1,000 estimate of time spent preparing water bills, etc, was not posted with any time spent. Bonnie noted that the allocations are trying to be done properly. Because MaryClare was out for a couple of months, the town hall staff hours and the Planning and Zoning hours spent may be based more on overtime of Sue. Lori noted that overall, the select board estimate of salaries may be double counting by approximately $19,820. Further review to be done 12/19.


With no further business, Karen motioned to adjourn at 9:10, Ben seconded, all in favor. The next meeting will take place on Wednesday December 19, 2007 at 6:00pm

Respectfully submitted,
Karen Moran, Secretary

Town of Carroll, New Hampshire ®2024