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Minutes of December 14, 2011

December 16th, 2011

CARROLL BUDGET COMMITTEE
MINUTES OF December 14, 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, Secretary Karen Moran, Joan Karpf, Bill Vecchio. Dan Walker, Mark Catalano Select Board Representative. Vice Chair Linda Dowling was excused.

Members of the public present: Bill Dowling, Maryclare Quigley

Chair called the meeting to order at 7:00.

Minutes of December 7, 2011
Review and discussion of the minutes took place as follows:
Bill Vecchio abstained from discussion and vote, as he was not present at the December 7 meeting.

On page 3, last paragraph, second sentence, which begins with “Lengthy discussion took place regarding need, vehicle replacement criteria…” Joan noted that at the end of the sentence the Secretary should have noted that a request had been made of the Fire Chief for the maintenance records, and that a spreadsheet had been provided, which was made available to the Committee, although Chief noted that the summary of costs was not the total record.
Dan motioned to accept the minutes as amended, Joan seconded, all were in favor.

Joan then provided the handout to the Committee and discussion took place regarding the literal maintenance records, the summary of expenses provided, and the protocol to follow to support the need for new equipment purchases, with reference to the CIP. Mark noted that the records of routine and daily vehicle inspections and in-house maintenance are maintained at the station, while the spreadsheet provided looks to be those services which had to be done by outside service centers.

Bill Dowling requested a change to two line items in the Recycling Center/Transfer Station budget:
01-4324.10-203 Telephone original budget request $1,200, amended request by $24 to $1,224 based on actual expenses.
01-4324.10-404 Electricity original budget request $2,049 increased by $173 to $2,222. Chair noted that the Selectboard had done merit raises and projected $24,311 for the Recycling Supervisor for 2012 see account 01-4324.10-100.
Karen motioned to approve the amended requests, Bill V. seconded, all were in favor. Bill Dowling thanked the Committee and left the meeting.

Maryclare Quigley then presented the Select Board’s Administration/Salary/Insurance information
Ms. Quigley provided the Committee with the current Select Board’s recommended budget figures for 2012 (see Budget Worksheet dated 12/14/2011), a list of the 11 full-time employees (FTE) and 3 regular part-time employees (PTE). Regular part-time meant that she did not list out the Planning Board members, ZBA members, Trustees of Trust Funds, call firefighters and ambulance members, or Recreation counselors. While they are all true part-time employees (because they receive a paycheck), she provided the information for the known and more regularly scheduled year-round part timers.
01-4130.10-130 Selectman-represents the stipend paid to the Chair of the Board $2,100 per year
01-4130.10-131 Selectman-represents the stipend paid to Board member $1,800 per year
01-4130.10-132 Selectman-represents the stipend paid to Board member $1,800 per year
01-4130.10-135 Treasurer-represents monthly part-time pay as approved by Select Board $4,283 per year
01-4130.10-136 Town Clerk & Tax Collector-weekly payroll approved by Select Board $33,475 per year
01-4130.10-137 Deputy Town Clerk-payroll for 15 hrs/wk $11,154 per year, see also Water Clerk 10 hr/wk
01-4150.10-110 Admin Assistant annual salary $30,699. See also Welfare Admin #01-4441.10-201 $1,250
01-4150.10-111 Selectmen’s Office Staff annual salary $24,432. See also Planning Board Secretary #01-4191.10-100 $3,000, Zoning Board Secretary #01-4192.10-100 $1,000, and Welfare Administration 01-4441.10-201 $750
01-4150.10-114 Selectmen’s Office Overtime $5,000 based on current inability to accomplish work that must be done in the 40 hours straight time. Ms. Quigley noted that with the town hall closed on Wednesdays (to the public), she is able to accomplish much. Discussion took place that a possible second day might be closed to the public in order for the office staff to catch up and remain caught up with the variety of tasks.
01-4150.10-250 Tax Map $2,500 reduced from prior year budget of $4,000 due to fewer change items, thus less usage by Town Clerk.
01-4150.10-260 Town Report $2,000 annual printing cost of town report. Discussion took place regarding quantity, statutory requirements, how many are maintained and where. Ms. Quigley said she is a committee of 1, has condensed the report as much as possible. Approximately 350 town reports are printed and available to the public. She keeps a few on hand in case somebody comes to the office and would like a copy. One is also in the town library, state library, and with the town attorney.
01-4150.10-301 Auditing $15,000 is the cost of the year end annual financial audit.
01-4150.10-390 Office Equipment $1,300 shows an increase from $1,000 in case a piece of office equipment breaks and needs replacement.
01-4150.10-603 Office Equipment Maintenance $1,400 represents all maintenance expenses for all office equipment including computers, fax machines, photocopiers, printers, postage meter, etc.
01-4150.10-604 Association Dues $1,550 is primarily LGC
01-4150.10-620 Office Supplies $5,000 represents the cost of everything used in the office, from paper clips to paper reams, ink cartridges, etc.
01-4150.10-621 Computer Software Support $12,000 for BMSI (the town computer system) and Notchnet, our web contact.
01-4150.10-622 Manatron (Proval) $1,802 represents the costs for the Tax Collector software
01-4150.10-625 Postage $3,600 represents anticipated one penny increase in postal rate, pays for accounts payable check mailings, tax bills, any other communication that must be shipped/mailed. Does not include Water department postage, which is in account 04-4332.10-301.
01-4150.10-740 Telephone $2,600 phone and fax lines
01-4150.10-800 Town Officers Expense $1
01-4150.10-801 Bank Service Charges $800 reflects a decrease, based on 2011 activity and costs, ACH transfers, returned check fees, and bank supplies (checks/deposit slips). Returned check fees are paid by check writer to the town, plus a handling fee paid to the town. Ms. Quigley said there are very few checks returned for insufficient funds.
01-4150.10-802 Advertisements $900 represents costs to put in the paper items such as notices of public meetings, requests for bids, notices of sale of properties, etc.
01-4150.10-803 Registras Fees $400 represents costs to register liens, etc. with the Coos County Registry of Deeds
01-4150.10-804 Miscellaneous $2,900 $900 estimated for literally miscellaneous items not noted elsewhere. Discussion took place regarding the other $2,000 which was noted to be the estimated interest which may be owed back to tax payers who receive abatements. It was recommended that these two expenses be separated, and that the Abatement Tax Interest become its own line item, for clarity.
01-4150.10-805 Training $1,150 represents training costs for the office staff and select board.
01-4150.10-808 Comstar Billing Fee $2,057 represents the town’s 20% portion of the handling fee for this ambulance billing service. Discussion took place regarding whether or not this amount should remain, if the warrant article to move all Comstar revenues, and the associated Comstar fees into the Ambulance Special Revenue Fund. Warrant Article not finalized, thus not reviewed at 12/14/2011 meeting. Draft version was provided by Fire Chief 12/7/2011 during budget presentation.
01-4150.10-809 Travel Expense $1,450 represents mileage for the office staff, select board, and treasurer.
01-4150.10-900 Town Clerk Travel State Only original request $1,100, after discussion and change in number of bank trips required, revised request down to $900.
01-4152.10-200 Property Assessing $35,000 for CNP. Represents the current year portion of a 5 year valuation, but also represents costs for abatement reviews, pick-ups (new properties), changes caused by building permits, etc.
01-4153.10-200 Legal Expenses $13,000. Select Board had originally requested $10,000, but there is an ongoing legal dispute, and there is a concern that a number of people may request abatements, which may result in having to consult with the town attorney, thus the request for $13,000.
01-4155.10-200 Retirement $86,398 town cost for FTE (excluding Water dept.), based on NH Retirement System current rates for Group I and Group II (state separates Police/Fire then all other employees). Discussion took place regarding the state possibly not providing any funds to the NHRS on behalf of municipalities’ employees after 2012. The 2 FTE who are also PTE in different departments do not have retirement costs incurred for the PT employment hours.
01-4155.10-201 FICA $17,200 federally mandated payroll tax paid by employer, based on payroll
01-4155.10-202 Medicate $8,100 federally mandated payroll tax paid by employer, based on payroll
01-4155.10-300 Employee Insurance $142,300 town portion of total medical/dental/life/disability insurance premiums.
01-4155.10-301 Unemployment Compensation Insurance $953 is a flat assessment
01-4196.10-520 Town Insurance $33,553 is liability, and physical for all vehicles, buildings, machinery, equipment, etc.
01-4196.20-520 Workers’ Compensation $20,000 reflects a decrease from 2011. The premium is based on the total payroll and the experience of the town with filing workers’ compensation claims, which have been very few.
01-4199.10-100 Contingency $0. Line must stay only to be reflected on the 2012 MS-7. After filing of the form, the line should be eliminated.
01-4199.10-200 Dog Costs $150 cover costs incurred if need to take to vet if Police have dog and cannot locate owner.
01-4441.10-200 Welfare Direct Assistance $20,000 represents funds paid to landlords, oil companies, electric companies, occasionally for medications, for those who approach the town hall and apply for assistance, as provider of last resort. Discussion took place regarding the balance between budgeting enough vs. too much.
01-4441.10-201 Welfare Administration $2,000 represents the town hall office staff costs (1,250 and 750) to take and process the applications and deal directly with the applicants, then negotiating terms with landlords, etc. Difficult, time consuming and emotional work according to Ms. Quigley and agreed by Mark Catalano. Primarily a function done by Ms. Quigley. Ms. Vecchio typically fills in for food pantry volunteers when they are unavailable, and she also takes applications for aid if Ms. Quigley is unavailable. Discussion took place regarding the federal cuts made to the Low Income Fuel Assistance Program, which could be a problem for many who rely on that to offset heating costs. Ms. Quigley noted she impresses on applicants that the town should be the last place to look for help, and directs people to the CAA, Health and Human Services, Child Advocacy, etc. Ms. Quigley told the Committee that money never goes directly to the applicant, but goes to the landlord, or the oil company, or whatever has caused the person to be in need of assistance.
01-4583.10-200 Memorial Day $450 pays for food/flags for Memorial Day parade and memorial.
01-4711.10-200 Long Term Notes-Landfill and Water $61,806 represents the principal amount to pay
01-4721.10-200 Long Term Notes-Landfill and Water $30,630 represents the interest due
01-4721.10-201 Interest on Tax Anticipation Note $1 Chair (who is also the town Treasurer) noted that we did use the TAN recently, which is a bank line of credit (LOC), because the interest on the LOC which accrues at 1.95% (and it will be paid off almost immediately) was a more fiscally responsible way to deal with cash shortfall. Town needed to pay the county tax, which accrues interest at 12% if not paid in full and on time.
04-4155.10-200 Water department Retirement cost $2,825 (see explanation 01-4155.10-200)
04-4155.10-201 Water department FICA $2,761 (see explanation 01-4155.10-201)
04-4155.10-202 Water department Medicare $646 (see explanation 01-4155.10-202)
04-4155.10-300 Water department Employee Insurance $14,544 (see explanation 01-4155.10-300)
04-4155.10-301 Water department Unemployment Comp $150 (see explanation 01-4155.10-301
Ms. Quigley then asked if we would like to review the warrant articles she had, but Mark noted the Select Board has not reviewed and approved them, so the Committee will defer until the articles are finalized.

Discussion then took place regarding the cut-off date for non-petitioned vs. petitioned warrant articles. Because the first public hearing is scheduled for January 4, the Committee needs the Select Board’s articles prior to that.

Committee approved the salaries presented by Ms. Quigley for the Select Board annual stipends, the Town Clerk, Treasurer (with Sue abstaining) Town Clerk, and Deputy Town Clerk. Before reviewing any other salary lines, discussion took place regarding the manner in which the Committee would function. Simply review line items, or review the management and efficient functionality of the town and its employees. The question of job descriptions was brought up. Mark noted that during 2011 there were certain priorities the Select Board had to
address. The entire Committee agrees that on a going forward basis, it will be helpful to have a collaborative job description documented for all employees (input from employees and Select Board). Discussion took place regarding the merit reviews, which were recently completed, and the assigned raises (as approved for the 2011 budget year) were implemented last week. Committee understood that deferring to the recent merit reviews, for the current budget presentation only, has to act as a baseline to review positions, efficiency, what each does, how many hours, etc. Mark noted that it was difficult to do the performance reviews without job descriptions, because the performance of each employee (without a job description) had to be measured against something. Basically the town hall staff need to have job descriptions. All other departments have job descriptions. Use of the LGC templates was attempted, but there were too many ways in which our town hall employees simply did not fit the template, so the descriptions have to be written from scratch. Mark wants that process to begin early in 2012.

Discussion also took place regarding the controlling nature of prior boards, to the much less controlling nature of more recent boards, and the need for genuine collaboration between the department heads and the Select Board to ensure the departments are able to do what needs to be done, but that the Select Board is involved as they should be.

Further discussion took place, with all in agreement, that the Budget Committee and the Select Board should always be looking at ways to improve efficiency.

It was noted that there is no increase in any salary proposed for 2012.
Karen motioned to approve all of the salaries proposed by the Select Board, Mark seconded and all were in favor.

Further discussion took place regarding the Select Board’s responsibility to ensure all employees are as efficient as possible, and Mark noted that the job description reviews will begin in January and should be ongoing for all positions.

Bill V. noted that the establishment of baselines and structures for review are important tools.

Discussion then turned to the 12/12/2011 Select Board meeting at which the repaving of the New Straw Rd could be accomplished for $170,000.

Discussion then turned to the Chamber of Commerce budget, which was approved by the Budget Committee 12/7.
01-4589.10-303 Information Booth maintain the salaries and hours, Wi-Fi, porta-potty $10,100 Karen requested clarification of the $9,800 to which the $300 for the porta-potty was added, as the entire $9,800 budgeted for 2011 was spent in 2011. Were the porta-potty, and the wi-fi and the payroll and related tax all paid out of that account? Based on review after the fact, need additional information about what exactly the town is being asked to pay and what the Chamber paid. Chair will look into the details.

Discussion took place about the Public Budget Hearing. First to be held January 4, 2012 at 6:30 will be the operating budget. Second to be held January 11, 2012 6:30 will be warrant articles. Primary election is January 10, 2012. Joan suggested beginning the presentation with a policy statement, Mark noted the achievements to date and recommendations to be implemented in 2012 should be highlighted. Chair suggested beginning with the overall budget number, then department level, then individual accounts or questions as they arise.

Bill V then provided an update of the energy efficiency program he has been helping the town achieve. So far the town hall and fire station audits are done. It was recommended that the propane costs at the water department pump house should be reviewed, as they seem very high, and the costs should be reviewed for overcharging (according to GDS Associates). Group relamping is a possibility, as the town is currently on an energy efficiency rate (less expensive) for the street lights, but as a result, the town has to pay for PSNH to come to repair or replace lights. Group relamping means we pay once for the PSNH truck to come and they replace all of the lights with new bulbs (question of using LED unknown) and placing a photocell on each which can be programmed to shut off at a predetermined time

Chair asked if Bill would be willing to talk about the savings to the town with efforts like his, and he agreed.
Discussion took place regarding asking some department heads to identify some bullets of things done or achieved, as a way to truly demonstrate what the tax money has done during 2011.

The Committee should also note that in 2012 the accounts will be organized to more accurately identify building costs, such as oil, electricity, etc., associated with each department to more clearly show what each department’s costs are.

With nothing further, Joan motioned to adjourn at 9:40, Karen seconded, all in favor.

The next meeting of the Carroll Budget Committee will be December 21, 2011 at 7:00pm.


Respectfully submitted:
/s/ Karen Moran, Secretary

Town of Carroll, New Hampshire ®2024