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October 26, 2011

October 30th, 2011

Carroll Budget Committee
Minutes of October 26, 2011

These minutes should be reviewed in conjunction with the subsequent meeting minutes, at which a review is conducted and any approved amendments recorded.

Members present: Bill Vecchio, Joan Karpf, Karen Moran, Sue Kraabel, Dan Walker, Mark Catalano. Linda Dowling was excused. Members of the public: Evan Karpf, Scott Sonia, Selectboard member Bonnie Moroney.

The meeting was called to order at 7:05. A quorum was confirmed and the meeting began.

Discussion of the MINUTES OF OCTOBER 19, 2011:

Sue clarified that on PAGE 3, the sentence discussing the highway safety grant, which pays for details, is split with 5% for the general fund and 95% into the revolving fund is incorrect. The sentence should have stated that 100% of the Highway Safety Grant posts to the general fund.

Discussion took place regarding the difference between the Highway Safety Grant detail, and the other Police details for which the split does take place. Highway Grant relates to regular shift coverage for vigilant traffic patrols, etc., while other Police details are situations such as officers being requested to patrol the ski area, or work a construction site. Chair asked about the billing information and was told that bills are sent to the requesting company for approximately $46 per hour. That covers all payroll and related overheads, taxes, and cruiser costs. The town earns approximately $2 per hour from such special detail work, with the detail revenue split 5% to the general fund, 95% to the revolving fund, out of which the officers are paid.

Joan motioned to accept the minutes as amended, Sue seconded, all were in favor.

Property Inspector budget
Stan Burkowski, the town property inspector, was not present. Bonnie presented his information, which is reflected in the Planning Board portion of the budget, account 01-4191.10-901, and in the Property Inspections portion, account 01-4240.10-200. Both line items are budgeted at $3,000 for a total $6,000 for the year. Because Stan’s salary was approved via warrant article, to be paid out of the Planning Board Special Revenue fund for 2011, Sue noted she would check to see how much has been spent to date. Discussion took place regarding the operational expense accounts vs. using the special revenue fund again, and it was suggested that another warrant article be put to the town voters. If the article passes, these two operational expense accounts do not need to be funded in full. A question arose regarding what to do if the expense accounts are not fully budgeted and the warrant article fails. Bonnie noted the town would have to find the money using some other expense account.

Planning Board
Dr. Karpf presented information regarding the budget for the Planning Board.
4191.10-100 Secretary salary, remains at $3,000 despite year to date expenses of $3,525.
4191.10-101 Board member salaries budget 7 members $10 per meeting 12 meetings per year $840
4191.10-625 Postage request is down slightly from current year. Postage is reimbursed to town. $100
4191.10-626 Office supplies remained at $100
4191.10-627 Advertisements relating to notices are reimbursed to the town. $400
4191.10-700 Legal expenses are down from current year with no new contentious cases on the horizon. Legal expenses are reimbursed to some extent to the town. The budget for 2012 is $1,000, with $750 potential offset.
4191.10-701 North Country Council dues is a flat fee. The amount for 2012 is $2,063. Chair asked if participation is mandatory, and what our we receiving for our participation? Dr. Karpf noted that it is not mandatory to participate, but the Council provides seminars and services and help with projects such as the Capital Improvement Plan (CIP). Further, the fee is for the entire town, not specifically the Planning Board. Sue noted the Council helped with the Hazard Mitigation project, making the town FEMA eligible if it is ever necessary. They also assisted with the Master Plan.
4191.10-702 Circuit Rider Expense line item maintained as an open line with $1
4191.10-800 Registration fees remained at $15 to cover costs that may be needed at the Registry of Deeds
4191.10-801 Engineering fees were reduced based on actual costs to date. These fees also may be reimbursed to the town. Budget is $2,000, with potential offset 75% $1,500
4191.10-900 Miscellaneous was held as an open line with $1
4191.10-901 Code Enforcement Officer-refer to Property Inspector discussion above
4191.10-902 Training and travel maintain expense at $700 for costs to attend legal law series seminars and purchase books from seminars not attended, as the books are informative and can be used by many.
4191.10-903 Maps held open with $1
4191.10-904 Master Plan held open with $1
4191.10-905 Good and Welfare dropped to $1 to hold open. Was $100, zero spent during the year.
Dr. Karpf encouraged people to help with any Planning Board issues, such as the Master Plan, CIP, etc., as they require much effort and the work could be better accomplished with more people. Chair noted the master plan in place is about 20 years old. Updating the plan has been underway since about 2005. Discussion took place regarding the need to include energy efficiency, code compliance updates, etc., into the new plans, since much has changed since the 1980s. With a current plan in place the town is better positioned to access grants, etc.

Health Officer Budget
Dr. Karpf also presented the budget for the Health Officer, found in the Public Assistance portion of the budget.
4419.10-100 Salary maintained at $1 to hold the line open. Dr. Karpf does not take a salary
4419.10-300 Travel was originally budgeted at$100, after discussion increased to $200, which is still a small reduction from the 2011 budget.
4419.10-301Education maintained at $75
4419.10-302 Supplies reduced to $50
Discussion took place regarding the other two accounts in the Public Assistance section. Both will be reviewed and discussed in detail on December 14, 2011.
4441.10-200 Direct Assistance increased by $5,000 to $20,000 per Bonnie, based on current year actual
4441.10-201 Welfare Administration dropped to $1,500 will be discussed on 12/14/2011.
The Committee thanked Dr. Karpf and he left at approximately 7:40.

Water Department budget was then presented by Scott Sonia.
Overall Water budget $117,844 which is $4 less than 2011 budget.
Regarding the water revenue, year to date through September, including the water grant, is $127,384. Grant money $9,162 is received by the town from the state twice per year. Discussion took place regarding for how long the grant is anticipated, and it was thought that it follows the bonding, as it began as an offset for the upgrades to the meters, tanks, etc. End date may be as far off as 2022, when bond is repaid.
Detailed discussion took place regarding meter replacements, the difficulty in knowing what is underground until the backhoe finds what is there. Scott is trying to replace 3 meters per year. There is not a state requirement for replacement timetable. He is using Water Pacer 67, so that all will be the same with interchangeable parts. Discussion took place regarding an excavator near the fish hatchery, and the difficulties encountered when cement was located. Use of cement or a boulder as a thrust block is not uncommon, although pouring the cement into the hole as was found, was uncommon. Scott noted that the water tanks and cathodic protection devices are in excellent condition, according to a recent inspection. Typical replacement cycle for the cathodes is every 10 years, but with the status of what we have, some may be “disconnected” (ground removed) for preservation and use when others fail. A question arose regarding the vehicle repair line, account number 04-4332.10-406 and whether this line covered just the Water dept. or if some of the Highway dept. vehicle repair was included. Scott said that because both departments use all of the town trucks and loader, the vehicle repair is split between the two. If a repair is clearly one dept. or the other, the cost would be booked to that dept. Scott noted that for plowing, the town has ordered carbide cutting edges for the plows which will last much longer than an edge without one. Plain plow edges last perhaps one storm, while the carbide added edge will last for perhaps a month or two. Discussion then turned to the line breaks which have occurred in 2011, from that on Rt 3 which was an 8” main, to the break on Rt 115 which was located 12 feet below grade, due to the road surface being brought up after the line had been installed. Use of a tap and saddle approach to repairing mains was discussed as more economical, but now stainless steel is used for strength and durability. Some customer lines have no shut offs, so any leaks result in the entire main having to be shut down, of creative ways to locate and repair the leaks are undertaken.
Discussion turned to Lennon Rd., on which many residents have been requesting town water for years, but because it is a state road, town is restricted from digging into it. Several years ago, when the state was going to do work, the town proposed putting the water line in while the roadway was open, the warrant article failed. A warrant article for engineering costs relative to a tank and related well-field requirements, also failed.
Discussion then turned to the tax impact of the water expenses and revenues, and it was noted that any amount the town pays for water expenses is only temporary, while the water invoices are received and posted. Should the non-water users pay for any of the water expenses? Do they benefit? The consensus was that all benefit indirectly from a well functioning water system, and discussion turned to the importance of acknowledgeing both the Rosebrook Water system in Bretton Woods and the Twin municipal water system. Bonnie noted that for the first time, a water consumption expense line was added to the operational budget to reflect the water usage at the town buildings. The total water bills pay for the total water expenses for the year. The water rates were set on prior consumption, and because leaks have been found and repaired, consumption has dropped. As a result, the consumption portion of the water bills is adjusted based on consumption information. Bad debts were discussed, with very few people defaulting on their bills. For many the overall water bills are less than before metered usage, as they did not realize they had leaks. For others, the bills have increased. Scott noted that the water meters are in good functioning condition.
Joan noted she had an article in Town and City regarding aging infrastructure issues across the state and country, which was interesting and available for anybody to read. All agreed the replacement of aging water systems is an ongoing issue here and across the country.
Chair asked how many miles of mains and how many taps, and the estimate was 25 miles +/-, with approximately 400 taps. There are no loops in the system, rather all of the lines are dead ends, like the roads themselves.
Bonnie noted that there are low interest loans available for municipalities based on income requirements if the water bills represent 1% of household income. Carroll’s water bills are less than that so we do not qualify for such loans.
Water revenue is deposited to the water savings account. In 2010 there was a warrant article approved to move $9,500 into the capital reserve fund, and the question was whether such a warrant would be put on the ballot this year. The answer was probably, as the infrastructure cost to repair or replace a main is high. Discussion turned to the water department being viewed as a business, and while its revenues are covering its costs, the water department is legally, simply a department within the town.
The Committee thanked Scott for his efforts and his budget, and he left the meeting at approximately 8:30pm.

Zoning Board of Adjustment
Joan Karpf presented the ZBA budget and noted that unlike the Planning Board, the ZBA does not meet monthly, rather only when appeals are to e heard. For each appeal there are 2 meetings, one to accept the application and one to hear it.
4192.10-100 Secretary salary reduced by half to $1,000 based on anticipated fewer meetings (4 for 2012)
4192.10-101 Board Member salaries estimated for 4 meetings. Currently there are 3 members, although the full Board would be 5 members with one alternate. Joan budgeted for $200 representing 5 members * $10 per meeting * 4 meetings.
4192.10-625 Postage budgeted for $50 should have a revenue offset
4192.10-626Office Supplies remained at $50 primarily to offset any ink cost
4192.10-627 Advertisement estimated at $200 and this should have a revenue offset as well.
4192.10-700 Legal estimated at $1,000. Legal expenses are split between Planning and Zoning

Conservation Commission
Joan is also on the Conservation Commission and presented the budget.
4611.10-300 Membership to NHACC is a flat annual fee of $185
4611.10-301 Workshops represent training $135
4611.10-302 Operational expenses were dropped to $50
4611.10-303 Annual LCIP monitoring relates to easement flats and copying expense $5
4611.10-304 ARLAC donation $50 represents the Ammonoosuc River Local Advisory Committee
Discussion focused on the importance of the river as a local attraction, and thus the local economy. The total budget of $425 was presented, with final conclusion that any funds not spent are transferred (rolled over) for available use in subsequent years. There are currently 3 dedicated people on the commission.

Regarding Old Business
Joan handed informational packages to the committee, which had been downloaded from the state and LGC websites, among others, for the towns of Carroll and Waterville Valley. Discussion took place regarding the similarities and differences between the two, as mention had been made at the prior meeting that the towns are similar. Discussion relating to population, valuations, and variances between the two were noted, especially relating to a town owned skating rink and rental of same. Further discussion took place regarding revenue sources. Chair noted that we are learning that no two towns are alike. Mark noted we can compare what we do here vs. other towns and perceived best practices. Joan wondered if we had previously had a paramedic on the Fire Department and the answer was yes. Currently the town has access to paramedics through the Littleton Regional Hospital intercept program which is called when necessary and meets our ambulance either at the scene or en route to the hospital Timing was agreed as critical.

Joan wondered what the committee’s thoughts were regarding the tax cap discussed last week in relation to the SAU. Because none knew what the details were, no real opinions on the specifics could be offered, although in theory the concept is a good one. Sue cautioned tax caps and the restrictions that may be imposed with consequences that cannot be foreseen. Joan offered to find out some more about what the tax cap warrant article could include, and would let the committee know. Committee thanked her.

With nothing further, Karen motioned to adjourn, Sue seconded, all were in favor. The Chair closed the meeting at 9:10pm.

The next meeting will be held on Wednesday November 2, 2011 at 7:00pm at the town hall. These minutes will be reviewed, and any amendment recommended and approved, will be so documented in the minutes of that meeting. Budgets to be reviewed will be: Town Moderator, Budget Committee, Recreation Department, Library, Trustees of the Trust Funds, Cemetery Trustees.

Respectfully submitted:
/s/ Karen Moran, Secretary