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Minutes of 11/2/2011

November 4th, 2011

Carroll Budget Committee
Minutes of November 2, 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. Members of the public: Ben Jellison, Lori Hogan, Nathan Smith, Megan Rouillard, Miranda Rouillard.

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

Discussion of the MINUTES OF OCTOBER 26, 2011:
Karen noted that in the first paragraph of the Water Department budget discussion, there are two references to replacing 3 water meters per year. The replacement cycle relates to fire hydrants, not water meters. There were also typographical errors noted page 3: “…of creative ways” should read “…or creative ways”. The discussion of “the importance of acknowledgeing both the Rosebrook…” should read “the importance of acknowledging both the Rosebrook…”. Ben Jellison noted that in the first sentence of the Zoning Board of Adjustment portion of the minutes, it reads “…when appeals are to e heard.” It should read “…when appeals are to be heard.” Joan noted that the Conservation Commission assists the Planning Board with the master plan, and noted completion of Chapter One should be referenced at the end of the Planning Board section.

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

Moderator Budget
Ben Jellison presented the 2012 budget for review and discussion.
01-4140.10-130 Supervisors Sittings increased from $250 to $300 due to 4 elections scheduled for 2012. Ben noted he had held back during 2011, in case the primary had been moved into 2011. Date for the primary was set for January 10, 2012. Supervisors are paid by the hour, at slightly more than the ballot clerks who earn $8 per hour or a flat $20.
01-4140.10-135 Town Meeting Supervisors remained at $1, unsure of the true purpose of the line as Ben has never budgeted anything for that.
01-4140.10-136 Supervisors Elections pay literally for the supervisors being at the polls on the days of the elections.
01-4140.10-150 Moderator remained at $300 as the annual stipend.
01-4140.10-200 Supervisors Expenses are for miscellaneous items such as paper, pencils, etc.
01-4140.10-201Advertisements was increased from $300 to $400 due to the number of notices that will have to be published relative to the supervisors of the checklist sittings for each of the elections, and the rising cost of advertisements in general.
01-4140.10-202 Moderator Expenses increased from $250 to $500 to be used for a wide range of items from new polling booths and curtains to pencils for completing ballots. Again due to the number of elections, and budget constraints in the 2011 year.
01-4140.10-203 Moderator Training and Travel level funded $150. 2012 is an election year for the Moderator, and whether or not there is a new Moderator elected, training is imperative.
01-4140.10-204 Elections Training remained at $250 and represents LGC training for workers at the polling stations. The three supervisors of the checklist attend training, although not necessarily at the same time.
01-4140.10-300 Ballot Clerks increased from $750 to $1,500. Ben noted that the number of people counting ballots can be as little as four and as high as 18, depending on how many people agree to assist. Each is paid $8 per hour up to a flat rate of $20.
Ben then noted that while the 2012 budget of $3,651 is higher than the 2011 budget of $2,501, it is due to the number of elections in 2012, and when compared to the last 4 election year (2008), which had a budget of $4,751, the comparison shows a reduction of $1,100.
The Committee thanked Ben and he left the meeting.

Recreation Department
Lori Hogan, Nathan Smith, Megan Rouillard, and Miranda Rouillard were in attendance while Lori presented the budget. Overall the proposal for 2012 reflects a 4% decrease from 2011. Recreation was unable to attain the requested 25% decrease, but thought that given the 50% decrease reflected in the 2011 budget (from the 2010), the 4% was achievable.
The largest cost of the budget is the summer camp counselors’ payroll. Camp attendees range from 5 years old to 14 years old. Lori noted that after 14, many children either get jobs or simply do not want to attend. When she began with the Recreation department, about 7 years ago, there were approximately 65 children. Because children come and go, typically in recent years at the latter part of the summer there are usually 12 children. The summer camp employs 2 full-time counselors, but because of the swimming hole, and the inherent risk associated with that, they also employ one part-time counselor. A question was asked if there is a legal ratio of adults to children, and the answer was yes, 6 children per 1 adult for in-home care, so the same ratio is used by the Recreation dept.
01-4520.10-100 Counselors Salaries budgeted to include 2 counselors at 32 hours and 1 at 35 hours, to account for possible 18 children which would require 3 full-time. Budget $8,262
01-4520.10-200 Telephone is a payphone located behind the Men’s room, and is required by law due to the availability of the swimming hole. The cost is approximately $70 per month during the summer, and when the swimming hole is drained, the phone is de-activated, although there is still a $25 per month fee.
01-4520.10-201 Equipment and Supplies maintained at $1 as expenses for this line item are funded through the Revolving Fund established for that purpose 3-4 years ago.
01-4520.10-300 Parties is also maintained at $1 and also now paid through the Revolving fund.
01-4520.10-310 Ski Program-Bus $1,500. About 100 children for 6 Wednesdays during the winter are shuttled from the Whitefield school to Bretton Woods. Lori noted that all costs associated with transportation have increased, including fuel and the use of the Barre Transportation service. Whitefield children pay their own way, and only Carroll children’s costs are reflected in this expense line.
01-4520.10-320 Field/Court Repair $500 represents an estimate for eco-friendly paint for the lines in the field. Due to the proximity to water system. Discussion took place regarding the line-painting machine, estimated at $1,500, which is not being requested this year.
01-4520.10-321 Building Repair estimate of $250 is to install an infant changing table in the Ladies’ room. Karen asked about putting handicap rails in the ladies’ room being put on hold, and whether that was a safety issue. Lori noted that there is a rail now, but the configuration of the stalls themselves will have to be adjusted to ensure compliance and availability.
01-4520.10-501 Transportation estimated at $500 accounts for all travel within a 15 mile radius, done using private vehicles, saves bus costs for non-ski field trips.
Linda asked about the ski buses which take 2 from the school to the ski area, but only one returns. Lori noted that many parents meet their children at the ski area, so do not need to take the bus home. Joan asked if any of the operational expense lines are reimbursed to the town, and the answer is no. The fees paid by the campers are posted to the revolving fund, with the fee estimated to simply cover the cost of the program. For example, for the ski program, the lessons and equipment costs are passed through the revolving fund, with no mark up for the town. The summer camp fees are calculated on a break-even basis, with all expenses paid from the revolving fund. If the cost of the buses was included in the fees charged to campers, the cost would increase between $20 and $40 per child, which for some families is out of reach, especially for those with multiple children in the programs. Lori noted that some families donate scholarships for the ski program. Last winter, 6 full ski scholarships were awarded. Linda wondered how many children enroll in the ski program, and the answer was between 87-117. Many begin the program but do not finish it. Children in grade 3 and younger must have a parent present. Emphasis was discussed regarding the tremendous volunteer efforts all contribute.
The Committee thanked all present, and the representatives of the Recreation department left the meeting.

Regarding the Cemetery Trustees total budget $4,651
Karen noted that Ed Martin had communicated by email wondering if the information he had provided to the Selectboard was sufficient, or if he was required to be at the Budget Committee meeting tonight. Karen informed him the invitation was not a demand for his presence, and that the Committee did have the information provided to the Selectboard.
01-4195.10-100 Cemetery Salary-$1. Line held open
01-4195.10-101 Cemetery Trustee Chair Salary maintained at $300 annual
01-4195.10-102 Cemetery Trustees-2 trustees at $200 annual each = $400
01-4195.10-200 Cemetery Maintenance maintained at $2,300 to be used for Spring and Fall cleaning, mowing, trimming, at New Straw, Rosebrook, and Crawford
01-4195.10-201 Cemetery Improvements $1,650 represents an estimate of $300 to continue documentation of plot locations in all cemeteries; $500 for headstone repairs and maintenance, which is less than prior years, as some can now be done in house; $750 continue to improve road and pathway maintenance and expansions, markings, loam and fill as needed to level sites, and a new sign at the Rosebrook cemetery.
Discussion focused on the 01-4195.10-200 actual expenses to date, which was $1,640. More up to date expenses will be available for review, as that amount was through September only.
Ed had compiled a comparison of total budgets from 2008 – 2012, which reflect an overall reduction from $6,201 in 2008 to $4,651 for 2012, or $1,550, or 25%.

Regarding the Library total budget $13,234
The Committee reviewed the budget which had been presented to the Selectboard. A question arose regarding the Salary in the budget column for 01-4550.10-100 which was $9,037 but the requested budget for 2012 is $8,774. Chair noted that the budget has been fairly level since 2008. Questions were asked regarding the actual amounts spent to date. All of the line items are funded at the beginning of the year, with the exception of the Salary and Telephone which are paid as expenses incurred. The budget details for 2012 are:
01-4550.10-100 Librarian Salary $8,774
01-4550.10-200 Telephone $500
01-4550.10-201 Books and Materials $1,800 up from $1,300 in 2011
01-4550.10-202 Subscriptions $60
01-4550.10-205 Miscellaneous $100
01-4550.10-208 Capital Items $500
01-4550.10-210 Software Support $500
01-4550.10-215 Audio and Video $350
01-4550.10-218 Training $ 100
01-4550.10-220 Office Supplies $300
01-4550.10-222 Mileage $250

Regarding the Trustees of the Trust Funds total budget $1,415
There were no representatives present, but the Committee reviewed the information provided to the Selectboard by Claire Gritzer, Chair of the Committee:
01-4130.10-138 Salaries total $840 is comprised of $263.50 for Secretary Ann Fabrizio, $263.50 for Bookkeeper John Foster, and $313 for Treasurer and Chair to account for extra hours devoted to investments and paperwork.
01-4130.10-141 Supplies $75 represent ink cartridge, envelopes, 3-ring binders, postage, and miscellaneous
01-4130.10-140 Training and Travel total $500 was outlined to be $65 for dues to NH Govt and Financial Officers Association, $75 for annual LGC conferences, $260 NESGFOR Fall meeting, $100 for the NH Charitable Fund session for Trustees of Trust Funds sponsored by the NH Attorney General’s office.
Discussion took place regarding minor over-spending and how such overspending is funded, and the answer was that it is taken from other line items.

Regarding the Budget Committee total budget $350
01-4150.10-113 Clerk $1 remain in case necessary to use the town staff, although not anticipated
01-4150.10-806 Expenses $69 to account for color toner, paper, etc.
01-4150.10-807 Training and Mileage $280 to account for $40 * 7 members. Karen noted that this figure should be reduced by $40, as the Selectboard representative has a different training line to which that member’s training expense should be booked. All agreed the total Training budget should be $240 not $280, therefore the overall budget was reduced to $310.

Old Business
Sue noted that regarding the Planning Board and Property Inspection accounts which were discussed relative to Stan Burkowski, she had reviewed the Special Revenue Fund and there is approximately $11,000 available for use to pay Stan in 2012, so the two line items which had been preliminarily budgeted at $3,000 could both be reduced to $500. Specifically:
01-4190.10-901 Code Enforcement Officer and 01-4240.10-200 Property Inspections.

Chair noted that the Energy Efficiency reports had been provided for the town hall, and Bill will work with Peregrine and PSNH to estimate what sort of weatherization savings could be achieved, using the SmartStart loan fund (through PSNH) at little or no upfront costs. Clarification of the building envelope was discussed, with the air sealing and insulation the primary methods. Discussion of the gym took place, and it was noted that while it is heated using the old system, it could clearly use some weatherization, but that would change the look of the room itself. Bill noted he has an infrared camera he can use which clearly demonstrate where there are air leaks. Bill further discussed the street lighting and the cost of $200 to remove the light fixture would save about $25. Jack Schelling from PSNH is working with Bill to see what can be done. Bill is happy to talk about the possibilities, and said the Chamber had no concerns about the street lighting discussions. Karen asked about LED bulbs, and suggested talking with PSNH about possible SmartStart options for the lights as well. Bill discussed how the LED provides a better light spread, better for night sky, longer lasting bulb.

John Gardiner came to the Committee at approximately 8pm, as a representative of the Library. Questions were asked relative to the Book budget which increased from $1,300 to $1,800 2011 to 2012. John noted that the prior Budget Committee had dropped their requested $1,800 to $1,300. The funding is used to purchase books monthly, so with the reduction, they were not able to purchase the number of books they wanted to purchase. Because the library serves all ages, variety of books is necessary. He stated that about 100 people per month use the library. General discussion and agreement took place noting that there seem to be people in the library at all times that it is open. The Committee thanked John for coming and he left the meeting at 8:15.

New Business

Chair brought up an email he had sent to all members, dated October 30, 2011 which stated: “All-This Wednesday night will be my last as chair. In August the company I work for re-instituted education benefits and I enrolled into South NH University’s MBA program that began in September. It’s taking up much more time than I had anticipated and as a consequence some changes. I stepped down as a board member of a charitable fund two weeks ago and now it’s best to hand the chair over to someone who will be better prepared than I am presently able. At the same time, the town energy audit process is ramping up and reports will soon be delivered that require my time. If someone wishes to step up prior to the meeting please let me know. Thanks. Bill.” Dan suggested that a replacement chair be voted since Bill had already requested that he be allowed to step down. After asking if Linda as Vice Chair wanted to be Chair, and her declining, and Bill acknowledging that Joan has much on her plate already with the various committees she is involved, Joan made a motion for Sue to be Chair, Karen seconded. Bill and Sue and Bill abstained from the vote, all others were in favor. The Committee thanked both Bill and Sue.
Sue suggested voting next on the budget requests we have reviewed so far. Joan requested more current actual expenses. Expenses through the end of October should be available for next week’s meeting. Water and Payroll related tax information may not be updated, but all others should be. Discussion then took place regarding the timeline, and all agreed that it should be ok. If another meeting is required, near the end of this budget process, we can discuss and notify the public.

Dan asked for clarification of some of the salary lines. Sue noted the Selectboard is paid once per year, at the end of the year, and the fire fighters are paid twice per year, with the second to be in December. Other than that, bills are paid as they are received. Worker’s Compensation is paid in a big chunk in January, then spread through October in smaller increments, with none due in November and December.

Regarding the 3rd Party Review account 01-4240.10-203 discussion took place regarding whether it relates to an appeal, and thus paid directly by the property owner to the third party review, or if relates to commercial/multi-family properties, and the property owner reimburses the town for the cost of the third party review. Karen wondered if, in either case, the net tax impact to the town is zero, and the answer was yes. The expense is paid either directly or indirectly by the property owner.

Mark said he had met with Jeff Duncan and Jeremy Olsen for 4 hours on Tuesday, discussing the possible split for accounting/logistical purposes of the Fire and Ambulance. He said at no time was the discussion focused on reducing the budget, only how to logically differentiate the accounting of the two branches. He was going to meet again with them both on Thursday to continue the discussion.

Mark noted that according to the Department of Revenue, there is no deadline for the Selectboard to provide a budget to the Budget Committee, but overall the Fire/Ambulance budget request should not change, so the Committee can do its work without concern that a large change in dollar could be recommended by the Selectboard. Karen asked if the possible split would be available for the December 7 meeting at which the Fire/Ambulance budget will be reviewed, and was told yes.

Mark emphasized that the balance of the needs of the taxpayers, the department, and the employees should be the primary focus. Sue noted that if the decision is to try to have separate accounting lines for the department sections, it has to be determined before January 4, 2012, so that the accounts can literally be established in the accounting system of the town.

Mark noted the discussion with the Fire personnel resulted learning what could be impacted. For example, if the department is separated, so that there has to be a department head for each, the Fire would remain in the state retirement system at the group currently, while the Ambulance head would not fall under the same grouping. Mark said that Jeff expressed further concern about the possibility of not having the funding authorized at town meetings, if some is used by Special Revenue fund, some by operational budget. Concern was apparently expressed regarding the use of capital reserve funding for equipment vs. the Special Revenue fund. Mark noted that the town needs decent equipment and a replacement schedule. He said he is working on what can be agreed and shown to the taxpayers that we are looking into ways of maintaining the level of services but reducing the cost to the taxpayer. Sue stated she understood the concern regarding the budget vs. the Special Revenue fund, and reminded the group that a warrant article to pay the fire fighter out of the SRF did not pass.

Linda reminded the Committee that Fire and Police must be in the state retirement group so designated as Group II, but the town can enroll other employees in Group I. Discussion took place regarding the difference between group I and group II, and the length of time required etc. Further discussion took place regarding the hazards encountered on the job.

Linda advised the group that she had an appointment and was excused at 8:50pm.

Mark noted again that the Selectboard and Fire Chief need to show a united effort. Dan noted that much of the labor used by both the Fire and Ambulance is basically volunteer and the town is lucky to have them. This causes our expense side to be very low. With fixed costs, what would happen if the revenue from ambulance runs is low? Mark noted the revenue is not guaranteed because it depends on the number of runs. Sue wondered if the SRF is used to fund the operations, what happens if the CRF is not approved? Discussion again took place regarding equipment necessary to properly operate the department. Joan expressed concern that with the volunteers we have, some are not able to leave their jobs midday to respond to a call, and with the two full-time employees we have, and the potential expansion of the resort, there is a possibility that the town will have to hire additional people to address the need. Mark agreed but thought that might be a few years down the time-line. Discussion took place about the need to retain volunteers. Mark again noted that the town simply needs to see that we are all trying to put forward a plan that is fair and present it with substance not emotion.

Sue noted that the timesheets completed by Jeff and Jeremy already, for the most part, identify the time spent for ambulance or fire duty. By creating an accounting department, over time it should be clear if the ambulance could be self-sustaining. She cautioned that manual adjusting journal entries would have to be made for payroll taxes, as those post to one account in total.

Joan suggested that 100% of the ambulance revenues should go to the SRF, rather than the 80/20 split currently in place.

Sue recalled that the bridge replacement was a community wide effort and was a success.

Mark noted that he had heard rumors about removing one of the firefighters, and he stated that that is not the case. He stressed again the importance of being united in efforts to provide the community with as much information as possible.

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

The next meeting will be held on Wednesday November 9, 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: Transfer Station, General Buildings, Highway.

Respectfully submitted:
/s/ Karen Moran, Secretary