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Minutes of 11/9/2011
November 11th, 2011
Carroll Budget Committee
Minutes of November 9, 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: Greg Hogan, Bill Dowling.
The meeting was called to order at 7:10. A quorum was confirmed and the meeting began.
Discussion of the MINUTES OF NOVEMBER 2, 2011:
Regarding the Moderator Budget section, the 01-4140.10-130 discussion of ballot clerks earning $8 per hour or a flat $20 is incorrect. Ballot clerks earn $8 per hour. The reference in 01-4140.10-300 to how much ballot counters are paid should be $20 flat fee, not $8 per hour.
Regarding the New Business section, second to last sentence in the first paragraph, the line beginning “Bill and Sue and Bill” has one too many “Bill”.
Regarding New Business paragraph beginning “Linda reminded the Committee”, the paragraph should read: Linda informed the Committee that Fire and Police are required to be part of NH Retirement System. Other full time town employees may be part of NHRS as the town deems.” Reference to Group I and Group II should be deleted. Discussion then took place regarding the discussion which had taken place relative to the different groups and length of service and hazards, which are real issues.
Discussion took place regarding the minutes reflecting summaries of what was discussed vs. transcripts.
Bill motioned to accept the minutes as amended, Dan seconded. Mark abstained as he was not present for the discussion of the minutes. All in favor.
Transfer Station $66,785
Bill Dowling provided the Committee with a list of Commodity prices, for informational purposes.
Discussion took place regarding establishing the transfer station as a consolidation center other communities would drop their recyclables. The weight of the recyclables would be recorded and transmitted via spreadsheet to the NRRA, who would pay the town from which the recyclables came, as well as the town of Carroll for our portion of what was trucked as well as for labor, use of bobcat, use of bailer to recycle and store the other towns’ commodities, so Carroll earns money to offset costs. Through consolidation, selling the truckloads of recyclables would take place more often, more revenue would result more frequently. A question arose regarding prior year’s contemplation of this, and it was clarified that a few years ago, “single stream” recycling was contemplated and it was not economical. Discussion took place regarding host community fees which could be passed to the end users.
01-4324.10-100-Recycling Supervisor salary $23,395 is less than 2011 due to reduced hours.
01-4324.10-101-Recycle Attendant salary $12,285 based on 7.5 hours, 3 days weekly, 52 weeks $10.50/hr.
01-4324.10-102-Recycle Salaries $709 based on second attendant at $10.50 for seasonal times such as Thanksgiving and Christmas
01-4324.10-200-Recycle Licenses $150 represents 3 workers at $50. Greg Hogan and Scott Sonia not included. Discussion took place regarding their licenses, and it was stated that the fee could be charged to their respective departmental budgets, if they want to retain their licenses for the transfer station.
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01-4324.10-202-Training $750 primarily mileage to seminars that are usually free. Seminars typically take place in Concord, occasionally in Colebrook
01-4324.10-203-Recycling Telephone $1,200 for phone and internet
01-4324.10-300-Recycling MSW Haul $4,688 cost to haul municipal solid waste to landfill. For 2012, cost is $173.62 per trip, 27 trips per year.
01-4324.10-301-Recycle Bulky Waste Haul $1 as this transportation cost is paid from the Special Revenue Fund
01-4324.10-302-Tires $1 represents the trailer rent for holding tires, and is paid from the Special Revenue Fund
01-4324.10-303-Rec Ctr C&D Trucking $1 also paid from the Special Revenue Fund. C&D is Construction and Demolition
01-4324.10-304-Tipping Fees $19,850 based on $80/ton, estimate 243.67 tons in 2012, may be less if recycle
01-4324.10-400-TS Site Work $1 is a line that is not really used.
01-4324.10-401-Equipment Purchase $1 any purchase will be made using the Recycling Equipment Special Revenue Fund
01-4324.10-402-Equipment Repair and Maintenance $1 as these costs are paid from the Special Revenue Fund
01-4324.10-403-LP Gas $50 LP used to be used at the old landfill to heat the trailer, but now this is used for gas for the lawnmower. Discussion to change the name to simply Gas took place.
01-4324.10-404-Electricity $2,048 was based on 2011 plus 5%
01-4324.10-500-Association Dues $50 to belong to the NRRA-a good resource and commodity seller.
01-4324.10-505- Container Lease $702 based on $58.54 per month for the trash container where people throw garbage bags
01-4324.10-515-Supplies $1 from Special Revenue Fund
01-4324.10-516-Clothing Allowance $900 represents $300 per 3 workers.
01-4324.30-100-Miscellaneous $1
The containers used to hold the recycling materials are owned by the town. Discussion took place regarding for what customers pay to dispose of certain items, such as mattresses and other bulky waste. Fees are estimated to cover the cost of disposal, plus a small overhead to ensure the fees do cover the costs of disposal. Fees are deposited to the Special Revenue Fund. Discussion took place regarding how the operational budget lines that would be paid instead from the SRF took place. Basically, those expenses which could be offset by revenues flow through the SRF. Discussion took place regarding the amount in the SRF and it was estimated that there is $51,000 in a CD, $38,000 in PDIP, and between $15,000 and $20,000 in the regular savings account.
Discussion took place regarding commodity prices and the fluctuations, the use of used vegetable oil in the heating system at the transfer station, and the large amount of cardboard the Mt Washington brings to the transfer station to be recycled.
The Committee thanked Bill and he left the meeting at approximately 8:00pm.
Highway Department-$81,428 to $84,728
Greg Hogan provided the budget and summary of the line items. Lori Hogan arrived approximately 8:15pm
01-4312.10-100-Road Agent Salary $29,208 decreased due to prior Road Agent cost noted in budget for 2011.
01-4312.10-101-Part Time Labor $4,972-Chad
01-4312.10-102-Overtime Pay $2,000
01-4312.10-103-Highway Helper $2,240 is an estimated allocation of Scott Sonia’s time
01-4312.10-104-Highway Helper II $1 to maintain line
01-4312.10-200-Telephone and Computer original budget request $1,200 for phone and internet. Discussion took place regarding additional $200 for purchase and use of a Track Phone. Greg is currently using a personal cell phone for work contacts. Discussion took place regarding Town ownership of cell phones, the fact that the
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Police Department used to have phones, but they have been disconnected due to prior budget cuts. Discussion also took place regarding the separation of dual department items such as phone, heat, etc., between the Highway and the Water departments. Reasonable concept, but difficult implementation.
01-4312.10-201-Shope Expenses and Tools $1,000 Discussion took place regarding this line and the one below. This line represents more “fixed” tools rather than portable or hand tools listed in account 202 below. Tools increased from $500 as many are simply old and worn out.
01-4312.10-202-Tools $200 this line title was discussed to more accurately read “Field Tools”
01-4312.10-250-Equipment Purchase $4,000 for pavement saw. Discussion took place regarding the need for this with the thin roads we currently have, and if we repave some roads with thicker, better material it will be needed. Timing of the saw is in question, as we currently do not have roads that need it. Discussion took place regarding New Straw Road and the condition of it. Possible new way to re-do the road using a pulverizing machine and combining with cement would make the road thicker, stronger. Cost currently unknown. Guesses in the ½ million dollar range were discussed, but Greg thought the cost would be less. He is hoping to have a decent estimate in a couple of weeks, and the decision on the pavement saw will be based on whether the New Straw project is put forward in a warrant article. Capital Reserve Fund has approximately $120,000 currently.
01-4312.10-260-Equipment Repairs and Maintenance $10,000 repairs for all equipment such as the chipper, sander, trucks, backhoe Discussion took place regarding the need to replace the one ton and the eventual replacement of the dump truck. Both are worn out. The 1 ton is a 2002 with 140k+ miles. There is ~$68,700 in the Highway Truck Capital Reserve. Discussion took place about the new truck warrant articles being defeated for a couple of years in a row. Greg is looking at a Ford V10 rather than diesel, would save about $7,000 and excluding a wing plow would save about $18,000. A fully outfitted replacement as outlined is about $70,000 and would include a hydraulic plow. Discussion took place regarding the reduction of the Maintenance budget if a new truck was authorized and purchased, and it was unknown what amount if any would be reduced. The dump truck is also scheduled for replacement in 2012 as it is in rough condition. A replacement would cost about $150,000. A pickup truck could not replace the 1 ton, as it was tried in previous years, and caught fire due to the stress on it. The 1ton is used for plowing in winter, but also for everyday use. The dump truck is equipped with a wing plow. Discussion took place regarding hiring a dump truck to help with the plowing, and it was suggested to check with Easton and Milan. The dump truck is also used in other seasons for moving sand from Twin Mountain Sand and Gravel and for moving material for the Water department. The Water pickup truck has lightened the workload of the 1 ton, but not by a noticeable amount. Discussion took place about the amount of money in the CRF, and if a 1 ton is replaced, could it be used more to relieve the dump truck and thus nurse that truck along for a couple of years. A medium sized truck does exist, but Franconia has one and it is not useful.
01-4312.10-271-Radio Repairs $1-no repairs expected for 2012
01-4312.10-300- Road Maintenance $1 This is a placeholder only
01-4312.10-301-Highway Maintenance-Grading $1 – the Highway department does not do this.
01-4312.10-302-Cold Patch $1.200 is used to repair pot holes. Discussion about the integrity, and it was noted that if there are pot holes in the roads, the roads are already in bad shape, so a repair is better than nothing.
01-4312.10-303-Hot Top $1
01-4312.10-304-Resurfacing $1
01-4312.10-305- Roadside Mowing $1,800-Karen said she could not discuss as Sean (husband) does the roadside mowing. Greg requested an increase to $2,400 based on anticipated fuel increases
01-4312.10-306-Culvert Replacement $1,000 Greg already has several culverts on hand, and replacement with plastic is necessary for many. New Straw has a 6’ steel culvert which must be sleeved whether the road is repaved or not. In the dip of the road and is undermining the roadway. Sleeve use because very deep and wide. Cost to put a sleeve is unknown.
01-4312.10-307-Winter Sand $5,000
01-4312.10-308-Salt $5,000 Discussion took place regarding the calibration and or mixing of both sand and salt and the statutory requirement to get the salt shed back up. Still need about $14,000 but pricing has been
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obtained and Greg is hoping to get it in place. Otherwise, safety issues will result if highway workers have to climb trucks to chip frozen salt or sand.
01-4312.10-309-Gravel $500 is used for washout
01-4312.10-310-Bridge Repair and Maintenance $1
01-4312.10-311-Contract Labor-Sweeping $3,700 is for the street sweeper
01-4312.10-350-Gasoline $5,000 Greg requested guidance as he knows this is too low. Discussion took place regarding usage, etc. Based on actuals (rounded), estimate so far $560 monthly * 12 months would result in $6,700, so round up to $7,500.
01-4312.10-360-Clothing $1,500 the contract with Unifirst is in place through April 2012. Outline of additional proposals for shirts, jeans, jackets, boots, and gloves was provided in the budget detail.
01-4312.10-800-Training increased to $1,000 Greg indicated all workers, including Scott Sonia (Water and Highway Helper) should attend some training sessions.
01-4312.10-900-Miscellaneous $300
01-4312.10-901-Sidewalk Repair $1 no plans to do any, despite receiving some complaints about the condition of the sidewalks on the south end of town.
01-4312.10-902-Supplies $100 for office
01-4312.10-903-Signs and Posts $500 need to replace some due to code compliance and some are outdated.
Total adjusted budget after discussion $84,728
Lori Hogan arrived at approximately 8:45.
General Buildings original Budget $95,354-Revised Budget $94,691-Revised Budget $120,562
Greg Hogan presented the General Buildings information and updated requests:
01-4194.10-100 Janitor salary$7,824 Based on $18/hour for town hall and $20/hour for PD. PD typically takes 1.5 hours per week for annual cost $1,560. $6,264 estimated for 6 hours per week for town hall. Discussion took place regarding the number of hours and costs for town hall.
01-4194.10-101-Town Hall Building Labor $2,400 Greg Hogan estimate of time to do repairs to the town hall and any other town building
01-4194.10-102-Recreation Labor $1,000 Greg Hogan estimate of time to fix the basketball court, install fencing, etc.
01-4194.10-200-Contract Labor $1,000
01-4194.10-400-Water $4,000 represents the metered water usage at all town buildings on town water
01-4194.10-410-Electricity original request $17,000 but due to actuals and anticipated rate increases, request increased to $20,500
01-4194.10-411-Heating Oil-$41,587 due to lock in price $3.199 for oil based on 13,000 gallons-Stiles Fuel.
01-4194.10-412-Heating Plant Maintenance $1,500 annual check and preventative maintenance of the oil burners
01-4194.10-430-Repair and Maintenance Town Buildings $21,500 estimating $15,000 to replace the town hall septic system, although does not have a price yet, estimate $1,500 to refinish the gym floor, estimate $5,000 to fence the public water wells
01-4194.10-440-Rec Area Maintenance $700 to put mulch under the playground equipment and replace 2 swings that are becoming safety issues.
01-4194.10-450-Rentals and Leases $18,324 lease payments to Hogans for the police station. Question regarding on which CPI the annual estimated increase is based was noted to be the New England Region Non-Urban (one closest to our demographic). Lease payments are quarterly with annual increase noted on April payment.
01-4194.10-610-Janitor and Miscellaneous Supplies $800 includes supplies for buildings such as paper towels, toilet paper, cleaning supplies, and the Water Cooler which is a $12 monthly rental plus cost of water. It was suggested a filter be put on the kitchen faucet.
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01-4194.10-700-Alarm System $927 represents the cost for the town hall. Discussion took place regarding calls for changes, lock outs, alarm notifications, etc. Sue noted she would look into the bills to see for what we are charged. Greg noted he would talk with Chief Duncan.
01-4194.10-900-Miscellaneous $300.
The Committee thanked Greg and he and Lori left at approximately 9:30pm.
Chair indicated she would prefer to review and vote next week on the departmental budgets we have reviewed so far. Discussion took place regarding waiting until we have the whole budget picture rather than approving things piecemeal. Committee, on November 16, will discuss but not vote on the budgets so far. Discussion also took place regarding the selectboard’s general feeling about the budget the departments have presented, and it was noted that they are all lean already. The need for focus on departmental revenue was discussed, as we have not been provided with much on the revenue side. Karen offered to provide an Excel sheet summarizing both revenues and expenses.
Discussion took place regarding a request for bids to help plow, which might offset costs of new trucks. Discussion took place regarding the timeliness of contracting with private contractors. Mark said he would speak with Greg.
With nothing further, Joan motioned to adjourn, Sue seconded, all were in favor. The Chair closed the meeting at 9:45pm.
The next meeting will be held on Wednesday November 16, 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. Budget to be reviewed will be: Police Department
Respectfully submitted:
/s/ Karen Moran, Secretary