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Minutes of June 15, 2011

June 21st, 2011

Carroll Budget Committee
Minutes of June 15, 2011

Members present: Linda Dowling (vice-chair), Joan Karpf, Karen Moran, Sue Kraabel, Mark Catalano. Members excused: Bill Vecchio (chair), Dan Walker

Nancy Mitiguy was in attendance and filming for the Carroll Information Group

Linda called the meeting to order at 7:03. A quorum was confirmed and the meeting began.

A review of the May 18, 2011 minutes began.
On page 3, paragraph 5, Sue noted that the word “small” should be added to the sentence regarding the “use of special revenue funds for small items formerly expenses through the general fund”.

Joan noted she had reviewed the tape, Karen asked who maintains the video tape, Linda said she did.

Regarding the minutes, on page 3, paragraph 6 Sue clarified that the General Fund is a checking account not a money market account, and that the checking account does not earn interest. Karen requested clarification of what is in a money market and was told the ambulance and transfer station special revenue funds. In the same paragraph, Sue noted that the sweep fee is higher than the investment due to the very low interest rates. Also in that paragraph, Sue noted that in the sentence regarding where the general fund money can be invested, the word “specific” should be removed. The general fund can be placed in any NH bank.

On page 4, halfway down page, the sentence which reads “Linda questioned if the quorum count…” should have read instead “Joan questioned…” Also on page 4, where the sentence reading Joan noted that the public meetings are literally open, should have read “Joan noted that the public hearings…

On page 1, Linda noted that Nancy Mitiguy’s name had been misspelled in the May minutes.

On page 2, second paragraph from the bottom, Linda noted there were two “that” in the sentence.

On page 3, second paragraph from the bottom, Linda corrected the sentence from “Chair provided a summary…” to Linda provided a summary of the 2003 – 2009 historical proposed budgets as compiled by L. Hogan and the Chair distributed it.

On page 5, regarding the adjournment, Linda noted that the line should read “Linda motioned to adjourn…”, rather than motioned “for”.

Linda asked if there was other discussion about the minutes, Mark noted the emailed comment he had sent was all he had. His emailed comment from Tuesday 5/24/2011, to adjust the minutes if it wasn’t too late and no one took issue with it, was regarding page 3, paragraph 7 in which Karen had asked about the ambulance warrant article. He would like to have added they (the ambulance committee). The minutes had been posted Monday 5/23, so an adjustment could not have been made, and Karen noted that if he had said the ambulance committee, she would have asked who was on it. Joan confirmed what is in the minutes after reviewing the tape, and the recommended change will not be made. Discussion then took place regarding the reason for the clarification and Mark wanted to make sure the reader understands that the ambulance committee chose the bidder, not the select board. When asked who the ambulance committee members are, Mark noted he knows Ben Jellison is on the committee, but unsure who the other committee members are.

Linda asked for a motion to accept the changes to the May 18 minutes. Karen moved to accept the adjustments, Sue seconded. Joan, Karen, Sue, Mark were in favor of the adjusted minutes, Linda was opposed, on philosophical grounds.

Linda asked about reviewing the respect and tolerance policy. Because the Chair had indicated he would review and revise to discuss, and the Chair was excused from tonight’s meeting, discussion was tabled until the July meeting.

Linda noted that Karen should have the agenda placed on the door or the fire station bulletin board, rather than the bulletin board inside the town hall, as that one is not accessible 24 hours per day, and is thus illegal. Karen said she was unaware of that requirement and would make sure it was posted in a more accessible place. All agreed the online posting was accurate.

The by-law changes discussed at the May 18 meeting were reviewed as Sue handed the revised minutes to those who did not bring them. She indicated Karen had done the revisions, and Sue had put page numbers on each to clearly identify the document. Joan motioned to accept the revised by-laws with the changes discussed at the May 18 meeting and documented in the current by-laws. Sue seconded and all were in favor. Therefore, the adoption date of the revised by-laws is June 15, 2011. Discussion took place regarding the date and the signature required by Bill as Chair. All agreed that the by-laws were adopted by the committee itself, and while Bill was not present, is still authorized to sign as the Chair. Such documented official by-laws should be provided to the town hall to maintain.

Regarding a review of the Revenue and Expenses for the period to date, Joan questioned how the committee obtained and reviewed paper copies last year. Sue noted that she made one copy and Tom Gately would use the town office copier to make photocopies for the other members. All agreed the timely pdf we are receiving is preferable so that the documents can be reviewed, but there was a question of the cost of ink when the expense pages are 19 pages. Joan offered to make photocopies as Tom had done last year, if one hardcopy was made available in the office. Sue thought that was no problem, but requested that the copying be done perhaps Tuesday, as Maryclare is not in the town hall on Fridays. Again, all agreed that the pdf as we have been receiving would continue.

Karen said she had a question about where the police detail revenue posted, as there is a revenue account 01-3401-10 on page 3. Sue said that account is used for routine items such as courts, etc. Karen said she had found the detail account on page 8, account 06-3401-10 which showed $8,304 revenue.

Linda wondered on what basis the Fire revenue of $1,000 was budgeted and no one knew.

Joan suggested that a log of some kind be kept to ensure all of the questions that are asked during the meetings are eventually answered.

Linda suggested we review the expenses page by page. There was nothing new on page one
On page 2, Sue noted the Comstar billing 01-4150.10-808 was miscoded in the accounting system. Mark noted the legal expense should be ok based on the anticipated need regarding the Rines property, and that the legal expense associated with the Gadbois should be all set.

On page 3, it was noted that the heating oil line item account 01-4194.10-411 is already over budget. There was a question regarding the Janitorial Service account 01-4194.10-100, and Sue noted that Laura Mason cleans the town hall and recreation area. Becki Pederson cleans the police station. Regarding the Water Consumption account 01-4194.10-400, the question was whether that was for bottled water and the answer was no that is the town hall’s use of town water.

On page 4, the Miscellaneous account 01-4194.10-900 is over budget. Sue said she would check to see what was booked there. Sue also noted that she could see if the monthly report could be run slightly differently to show both the month to date and year to date figures. In that way, the committee could look and see if expenses were high or low in one month vs. another. All agreed that would be helpful. Regarding the Rentals and Leases account 01-4194.10-450, Mark noted that that is the lease for the police station. Mark and Sue discussed the lease payment and thought any increase was tied to the consumer price index. Regarding Workers’ Compensation in account 01-4196.20-520 the question was whether or not the Budget Committee is provided with the figure for the upcoming year at the time the budget is prepared, and Sue said yes. The expense looks off kilter because while the budget for the year is accurate, the payment of the actual expense is done with a higher amount at the beginning of the year, then less at the end.

On page 5, regarding the police overtime account 01-4210.10-105 which reflects $7,500, discussion took place regarding the deliberative session at which $4,500 had been added to the original $3,000. Mark noted that the select board is the body which determines where the additional funding should post and suggested the amount should have been at the top. Karen noted the amount has to be reflected in one of the accounts, and Mark suggested miscellaneous 01-4210.10-900 would be appropriate until the full board determines where best to post it. Mark said he would put contacting John Trammell as an action item, and have him come to the select board meeting to discuss where the additional funding should go. Regarding the Vehicle Repairs 01-4210.10-203, Linda questioned the $1,158 as it looked very low compared to both the budget and to last year’s year to date information. Sue noted that the repairs to the Charger are being held to the absolute minimum due to the pending replacement of it. Sue said she would double check the activity in the account and why, but she was fairly certain it was for the reason above. Regarding the Ammunition account 01-4210.10-308, it was noted there is 15% remaining in the budget and discussion took place regarding the lead time needed to order and receive ammunition.

On page 6, there was a question regarding the travel reimbursement in account 01-4220.10-701 which reflected a percentage left of (*****.**). The budget for the year is $1, while the expense posted was $275.74. Sue noted she would check the account to make sure whatever the $275 was, was properly posted. Joan asked overall how many defibrillators the Fire department has, and no one was positive. Joan noted that the overall budget for the Fire department looks very good on the expenses to date and remaining percentage.

On page 7, there was discussion about how many items in both the Emergency management and the Highway department have 100% of the budget remaining. Joan wondered where the patch repair done to Airport Rd posted.

On page 8 regarding the clothing budget in 01-4324.10-516, Mark noted he thought the contract for clothing was with Unifirst for $36 per week. Discussion took place regarding the possible federal requirement for all states, and thus all municipalities, to upgrade street signs to a brighter and more reflective sign. At the local, state and federal level, there was pushback when it became clear that the requirement was an unfunded mandate originally promoted by 3M.

There was not discussion regarding page 9. On page 10 regarding the library, they are issued their budget at one time. Regarding the Memorial Day 01-4583.10-200, the expense for the parade was paid in June, thus not on our May 2011 expense summary.

On page 11, the Conservation Commission operating expense was over by almost 100%, although the original budget was $65 and the expense was $129.93 so not large dollar. The expense was thought to be for printer ink.

On page 12, Karen asked about the warrant articles which had odd percentages left. Sue noted that for the Landfill Closure, Transfer Station Bulky Waster, Landfill Maintenance, and Planning Fund, they are paid on invoices as opposed to lump sums.

There were no questions on pages 13 or 14. Regarding page 15, the Water Salary relates to Scott as the Water Superintendent, although his actual title was not known. Sue noted that the Salaries in 04-4332.10-100 are a combination of Scott and Gregg and should be split. Karen noted that as with the Heating Oil 01-4194.10-411, the Propane in account 04-4332.10-304 only has 7% of the budget left.


There were no questions on pages 16 or 17. On page 18 regarding the Police detail, Mark noted that the town does make money. The town does pay for salary and benefits, but the business paying the detail also pays for salaries, benefits, costs of the cruiser, etc. Karen noted that in account 06-3401-10 $8,304 revenue had posted vs. the 06-4210.10-107 Police detail expense of $7,560. Joan questioned where on the MS-7 the Planning Board revenues are shown which would offset the Planning Board expenses, which should not be included in the calculation to raise from taxation. Discussion took place among all regarding the placement of expenses and revenues on the form and it was determined that the Planning Board revenues do offset the expenses.

There was no question regarding page 19.

Joan requested that the minutes of April 20 be reviewed as the discussion regarding the suggested allocation of various road taxes never included reference to Long Island. Karen noted she would not include what was not said, and reminded that the minutes of the April 20 meeting had been approved at the May 18 meeting. Discussion continued regarding the LGC suggested use of different road taxes to help alleviate the cost of road repair.

Sue motioned to adjourn, Karen seconded. Linda called the meeting closed at 8:26pm.

The next meeting will be held on Wednesday July 20, 2011 at 7pm at the town hall.

Respectfully submitted:
/s/ Karen Moran, Secretary