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Minutes of December 7, 2011
December 9th, 2011
CARROLL BUDGET COMMITTEE
MINUTES OF December 7, 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 in attendance: Chair Sue Kraabel, Vice Chair Linda Dowling, Secretary Karen Moran, Joan Karpf, Dan Walker, Mark Catalano Select Board Representative. Bill Vecchio was excused.
Members of the public present: Police Chief John Trammell, Fire Chief Jeff Duncan, Lisa Covey, Jim Covey, Kelli Shedd, Calvin Belknap.
Chair called the meeting to order at 7:05.
Minutes of November 30, 2011
Review and discussion of the minutes took place as follows:
Last sentence of the 5th paragraph, which read “Fines assessed to offenders offset the police academy therefore indirectly save the town money because officers do not pay to attend the academy” should include at the beginning of the sentence that “The Chief said fines assessed…”. A copy of RSA 188-F was provided by a member to the rest of the committee.
Discussion took place regarding the 8th paragraph in which the “overtime restriction” was mentioned and the number of Troopers on duty. After discussion, the second to the last sentence should read “typically 2 Troopers on duty for all of Coos and Grafton counties after midnight”
In the 10th paragraph, last sentence it was noted that the Selectboard hires, not the Chief.
On page 2, the paragraph in which the RFP for the septic system was discussed, the second sentence should end with “so the current year funding can be encumbered”.
Joan motioned to accept the minutes as amended, Linda seconded, all were in favor.
Police Department follow-up from November 30, 2011
Detailed discussion took place regarding the overtime budget, which was changed (by 2011 prior committees and boards) from $20,000 down to $4,500, but was then amended at the deliberative session up to $7,500.
As requested as prior meeting, Chief estimated that to cover call-outs would add $7,200 for total overtime of $14,700. Detailed discussion took place with a Budget Committee member providing a schedule for 3 weeks. Question arose that the regular time is not and has not been an issue, but scheduling issues arise when vacations or holidays or sick time cause the full-time officer to be out and the part-time officers cannot fill the shift. One member noted, as a visual learner, it would help to be able to sit with the Chief, when it is convenient for him, and see what the schedules look like. Discussion took place regarding anticipated vacations and the need to know well ahead, for scheduling. Chief noted that his schedules typically are out 6 months in advance, and as discussed last week, if part-timers cannot or do not fill anticipated open shifts, they are left open.
Further discussion took place regarding the loss of 4 part-timers, so down to 2 currently. Discussion took place regarding 37 Troopers at Troop F. Detailed discussion took place regarding various viewpoints of which police compliment is considered the primary line, State or Carroll Police.
Comment from Mr. Covey noted that Troop F’s proximity to calls in town seems helpful. Discussion took place regarding reference last week to Littleton Police. Chair noted she had called the Littleton Finance Director and was told there are nine full-time officers, and one open full-time spot; one full-time prosecutor; one full-time administrative assistant; one part-time administrative assistant. Question of ratio of officer to residents still considered a reasonable question. Discussion then took place regarding what the final proposed overtime budget would be, and Chief noted that he has worked and can work in 2012 with the $7,500 proposal, and that he can make his overall budget for 2012 work.
Comment from Mr. Covey wondered if the Budget Committee has looked at the potential revaluation impact, and possible consideration of a local option tax. Such a tax has to be approved by the state legislature, but could offset some of the public safety costs due to the nature of our town. Referenced 4 towns in VT which use such a tax at about 1% of rooms and meals.
Chamber of Commerce
Mr. Covey provided copies of requested funding, but noted that due to a change made by the Selectboard (see 10/3/2011 meeting minutes), the sheet may not be up to date, so best to review each line item.
01-4589.10-301 Beautification reduced from $400 in 2011 to $1 2012 with offers from Mr. Belknap to purchase flag(s) and Mr. Catalano to provide flowers at the intersection.
01-4589.10-303 Information Booth maintain the salaries and hours, Wi-Fi, porta-potty $10,100
01-4589.10-305 Town Entertainment (summer music) try to get quality shows (did 6 last year), prices per show approximately $300-$350, estimate 5 shows paid by town at $300 each $1,500.
Total budget $11,601 approved by all members.
Mr. Covey gave a brief update on the train to be placed near the intersection/information booth.
The committee thanked the Coveys and they left the meeting at approximately 8:10pm
Fire Department/Ambulance
Chief Duncan provided a slide show of detailed information relative to the number of toned calls, types of calls, response times and number of responders, descriptions of qualifications needed for Emergency Medical Service (EMS), average age of current members (call fire ~44, call EMS ~54 years), average years of service to the town (about 15 fire, 14 EMS). Discussion took place about requirements of an EMS license (of any level) even to drive the ambulance. None on the Police Department is licensed. EMS First Responder (basic level) requires about 60 hours training, none of which is paid time.
Chief noted 4 new firefighters have joined the department. Discussion took place about required certification levels, and there are no requirements. Most are encouraged to take the Level I firefighter course, which is about 220 hours. Firefighters are not paid to go through the course. Most of the firefighters are at least FF Level I, with some at FF Level II. State is contemplating a shorter 100 hour class which would allow firefighting entry into structures.
Discussion took place regarding fire calls and the building fires that have taken place. All agreed it is a good thing that there are not many structure fires. Chief expressed concern with people burning wood and the build-up of creosol after a year or two. Importance of cleaning chimneys properly was stressed. Chief noted that automobile fires are on the rise.
Chief then turned to spreadsheet with all department accounts, separated into columns for Fire/Ambulance/Total in order to begin the process of identifying what costs belong to what arm of the department. Total Fire column summed to $80,872 total Ambulance column summed to $85,251. Overall department total $166,123 down from $221,486 budget for 2011.
01-4220.10-101 Officers’ Salaries was increased from $1 (eliminated for 2011) to $3,000. The officers are the Deputy Fire Chief, Deputy Chief-Ambulance, Fire Lieutenant, Fire Captain. Stipends represent $750 per year, to recognize the extra responsibilities associated with being in an officer position.
01-4220.10-400 FD Equipment Supplies was increased from $500 in 2011 to $750 for 2012 as the gas meters have to be calibrated, among other items.
01-4220.10-410 Defib Supplies/Maintenance $700 for pads, leads, etc. A question was asked regarding how many defibrillators the department has. Three. One on Engine 1, and one in each ambulance. Detailed and lengthy discussion took place regarding the difference between the defibrillators in the emergency vehicles, as opposed to the Automatic External Defibrillators (AED) found in many common public areas. Mr. Belknap noted that there are several AEDs located throughout the Mt. Washington resort. Interest was expressed at having an AED on site at the town hall, and training on how to use it.
01-4220.10-500 Grafton County Dispatch $5,506 is the fee for the year, good through June 2012. Fee is based 50% on the number of calls in the prior year, 50% on the town’s valuation.
01-4220.10-601 Radio Repair currently over the 2011 budget due to the Minitor V pagers needing constant repair/replacement and the cost of batteries. Minitor IIs were better, but no longer able to purchase, or have serviced. Portable radios were purchased with a grant about 3 years ago, but the batteries last only about two years, so have needed to replace some and will continue to replace. Batteries for portables cost about $150 each.
01-4220.10-602 Vehicle Maintenance $3,500 up from $3,000 in 2011 as E1 is out of warranty. Discussion took place regarding regular maintenance of vehicle.
01-4220.10-605 Ambulance Repair $3,000 estimated assuming no new ambulance. A1 and A2 both out of warranty. If new ambulance is purchased, could drop to about $2,250.
Discussion took place regarding bills for service if the fire/ambulance are called to unincorporated places. Town has a contract with 8 places for medical services, but depending on how the call for service is received, for what assistance, and from what originating agency the service could be billed or not. Normally if the call originates with Fish & Game (for assistance with a carry-out for example), services are not billed.
01-4220.10-606 Engine 1 payment reduced from $65,000 to $1 as a warrant article to pay the final truck payment out of the SRF. Question arose regarding what would happen if the warrant article failed at town meeting, and response was Selectboard, as agents of the capital reserve funds, could access that money.
01-4220.10-660 Forestry Equipment $400 If the Fire Dept is called to assist in another town, they can bill for forestry work.
01-4220.10-685 SCBA Equipment/Maintenance $1,500 Represents the costs to test yearly any part of the self- contained breathing apparatus used by the firefighters.
01-4220.10-700 Gasoline $8,000 estimated cost for all current rigs which are diesel. Approximately per gallon diesel cost $3.70. If get new ambulance, the only ones available are gas, which would save in this line item as the gas cost is $3.16.
01-4220.10-701 Travel Reimbursement $500 up from $1 in 2011. It was anticipated that the pickup truck warrant article would allow people taking training courses at the Fire Academy in Concord to use the pickup, but because the truck was not purchased, those taking the training courses drove and were reimbursed for mileage at the IRS $0.55 per mile rate.
01-4220.10-702 Clothing $800 represents costs for uniforms, workshirts, pants, boots.
01-4220.10-710 Protective Clothing $2,500 discussion took place regarding NFPA #1851 and certification requirements for turnout gear and the cost of such gear.
01-4220.10-725 EMS Training $700 represents cost for one EMT class. Current EMS personnel were certified in 2011 and certification is good for 2 years.
02-4150.10-808 Comstar Fee $7,300 estimated based on revenues to receive for 2012 of $95,000 and includes new federal $600 fee for being a medicare listed ambulance service.
01-4220.10-800 FD Training $750 Discussion took place regarding the state locating a burn building at either the Forest Ranger Station or at the Lancaster Fair Grounds. Currently must go to the burn building in Concord to train.
Lengthy discussion took place regarding the possible warrant article which would use the ambulance billing revenue to offset the Comstar costs, provide for future apparatus purchases (as is now the case) and to offset some EMS operational costs. Taxpayers fund capital reserve funds, ambulance users fund the special revenue fund so not at a cost to the taxpayer.
A question arose regarding possible reduction of insurance proceeds, if people drop insurance coverage. Carroll’s insurance recovery is excellent, possibly in part due to the clientele who visit the area. Medicare reimbursements are dropping, but there are not many Medicare transports to the hospital.
Discussion took place regarding purchasing the ambulance now, which was approved at town meeting. Lengthy discussion took place regarding need, vehicle replacement criteria, request for maintenance records (from one member, declined by another who stated not a mechanic). Further discussion took place about the out-of-warranty status of the ambulances, A2’s recent problem which was covered because Chief was able to demonstrate weekly review and maintenance schedules.
Further lengthy discussion took place regarding the potential tax savings by using the SRF as contemplated, the identification on the town’s general ledger of each division so that clarity of costs is known and demonstrable. The focus is on ensuring that the town’s people understand that we are truly in the process of trying to streamline the accounting and tax burden, not by reducing services, but by accounting for them in a more concise manner. Chair noted that establishing the general ledger accounts has to begin soon, to get everything into the computer system for 2012, and also noted that allocating common costs is not difficult.
Discussion took place regarding the 1,045 tax payers and the ability to show the tax payer a clear picture. Discussion took place regarding perceptions from all sides, such as the tax payer, the volunteers at the Fire Department/EMS, many of whom are both.
With nothing further, Karen motioned to adjourn at 10:45, Dan seconded, all in favor.
The next meeting of the Carroll Budget Committee will be December 14, 2011.
Respectfully submitted:
/s/ Karen Moran, Secretary