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Minutes of 12/22/2011

December 27th, 2011

CARROLL BUDGET COMMITTEE
MINUTES OF December 22, 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. Members of the public present: Greg Hogan

Chair called the meeting to order at 7:00.

Minutes of December 14, 2011
Regarding the discussion of the December 7 minutes, and after being provided with a written comment, the following should be noted:
On page 3, last paragraph, second sentence “Joan Karpf began to hand out a copy of the requested maintenance records but was told by the Chief the document was not the ambulance maintenance records.”
Joan motioned to accept the 12/14 minutes as amended, Dan seconded, all were in favor.


Greg Hogan provided information relative to the reclamation of New Straw Road and the culvert slip lining. Because of the new technology to reclaim the road, rather than standard tear up and replace, the materials and labor for the road was noted to be $107,044. The culvert under the road, which is about 64’ long and 6’ wide, is crushing and due to the depth, would be extremely costly to replace. To “slip-line” it means to put a smaller culvert inside it and fill in the void between the two. Easier, faster, less costly, as strong if not better than replacement. No DES requirement needed, as there is no anticipated disturbance of the swampy area. Total anticipated cost of the road and culvert is approximately $189,996. Discussion took place regarding how much is available from the Capital Reserve Fund, and how much would be needed to raise through tax. Greg will rework the wording of the warrant article. The Committee thanked Greg for his efforts, and he left the meeting.


After discussion, the following were motioned to accept, with Sue, Karen, Bill, Dan, Mark voting yes, Linda, Joan voting no:
01-4150.10-114 Selectmen’s Office Overtime $5,000 Karen asked Mark about part-time financial clerk discussed by Select Board, and Mark noted this line could be used if the decision is made to hire a part-timer.
01-4150.10-250 Tax Map $2,500
01-4150.10-260 Town Report $2,000
01-4150.10-301 Auditing $15,000
01-4150.10-390 Office Equipment $1,300
01-4150.10-603 Office Equipment Maintenance $1,400
01-4150.10-604 Association Dues $1,550
01-4150.10-620 Office Supplies $5,000
01-4150.10-621 Computer Software Support $12,000
01-4150.10-622 Manatron (Proval) $1,802
01-4150.10-625 Postage $3,600
01-4150.10-740 Telephone $2,600
01-4150.10-800 Town Officers Expense $1
01-4150.10-801 Bank Service Charges $800
01-4150.10-802 Advertisements $900
01-4150.10-803 Registras Fees $400
01-4150.10-804 Miscellaneous $900
01-4150.10-805 Training $1,150
01-4150.10-808 Comstar Billing Fee $2,057
01-4150.10-809 Travel Expense $1,450
01-4150.10-900 Town Clerk Travel State Only $900.
01-4150.10-901 Tax Abatement Interest $500

On motions made and seconded, the following were approved by all members:
01-4152.10-200 Property Assessing $35,000
01-4153.10-200 Legal $13,000
01-4155.10-200 Retirement $86,398
01-4155.10-201 FICA $17,200
01-4155.10-202 Medicate $8,100 f
01-4155.10-300 Employee Insurance $142,300
01-4155.10-301 Unemployment Compensation Insurance $953
01-4194.10-101 Town Building Labor $2,400
01-4194.10-102 Rec Area Labor $1,000
01-4194.10-410 Electricity $20,500
01-4194.10-430 Repairs and Maint. Town Buildings $21,500
01-4194.10-440 Rec Area Maintenance $700
01-4194.10-450 Rentals and Leases $18,325
01-4194.10-700 Alarm Systems $927
01-4196.10-520 Town Insurance $ 33,553 Discussion about who is liable for food pantry if food is bad, suggested that the insurance policy be reviewed. Discussion took place about whether the town should be administering the pantry vs. St. Patrick’s or the Baptist church, and whether or not the Selectboard should officially accept donations of food.
01-4196.20-520Workers Compensation $20,000
01-4196.20-521 Workers Comp Audit-all agreed the line should be removed as it is not applicable.
01-4199.10-200 Dog Costs $150

Regarding the Police Department:
01-4210.10-104 Overtime reduced from $7,500 to $6,500 after discussion. Motion made and seconded to accept the $6,500. Joan, Linda, Karen voted no, Bill, Mark, Dan, Sue voted yes.
The following Police expense accounts were reviewed, and on motions made and seconded, there were 6 in favor, Linda voted no:
01-4210.10-105 Training $1,500
01-4210.10-200 Office Supplies $2,500
01-4210.10-202 Professional Association $300
01-4210.10-203 Vehicle Repairs and Maintenance $5,000
01-4210.10-204 Gasoline $12,000
01-4210.10-205 Accurint $850
01-4210.10-206 Fairpoint $2,000
01-4210.10-207 US Cellular $750
01-4210.10-208 Time Warner $700
01-4210.10-210 Verizon $1,080
01-4210.10-211 IMC $1,425
01-4210.10-300 Equipment Purchase $1,000
01-4210.10-301 Radio Repair $1,250
01-4210.10-302 Computer Support $2,000
01-4210.10-303 Bullet Proof Vests $2,000
01-4210.10-304 Computer $1
01-4210.10-305 Clothing $2,100
01-4210.10-306 New Officer Clothing $1
01-4210.10-307 Uniform Cleaning $750
01-4210.10-308 Ammunition $3,000
01-4210.10-309 Travel Expense $400
01-4210.10-310 Vehicle Lease $1
01-4210.10-330 Grants $1
01-4210.10-900 Miscellaneous $400

On motions made and seconded, the following Ambulance Accounts were approved, with Sue, Mark, Bill, Dan, Karen voting in favor, and Joan and Linda voting no:
01-4215.10-101 Officers’ Salaries $750
01-4215.10-200 EMT Salaries $11,500
01-4215.10-201 Overtime $8,000
01-4215.10-300 Office Supplies $350
01-4215.10-301 Telephone $650
01-4215.10-302 Medical Equipment $ 1,500
01-4215.10-304 Inoculations $125
01-4215.10-305 Office Equipment $500
01-4215.10-342 Software Support $1,400
01-4215.10-401 Medical Supplies $1,500
01-4215.10-402 Advanced Life Support Medical Supplies $750
01-4215.10-403 Oxygen $1,200
01-4215.10-410 Defib. Supplies and Maintenance $700
01-4215.10-500 Dispatching Twin State $3,506
01-4215.10-501 Mutual Aid $250
01-4215.10-601 Radio Repair $750
01-4215.10-604 Ambulance Maintenance $1,000
01-4215.10-605 Ambulance Repairs $3,000
01-4215.10-700 Gasoline/Diesel $5,000
01-4215.10-701 Travel Reimbursement $250
01-4215.10-702 Clothing $300
01-4215.10-715 Protective Clothing $500
01-4215.10-725 Training $700
01-4215.10-900 Miscellaneous $150
02-4150.10-808 Comstar Fee 80% $7,300
Joan noted she had no issue with the budget amounts, prefers to use the special revenue fund. Discussion took place regarding the warrant articles to be voted in March 2012 and establishing the accounting structure so that the special revenue fund will be available for use in 2013 to offset ambulance expenses.

On motions made and seconded, the following Fire Department accounts were approved, with six in favor, Linda voting against:
01-4220.10-101 Officers’ Salaries $2,250
01-4220.10-103 Firefighters’ Salaries $12,000
01-4220.10-200 EMT Salaries $0
01-4220.10-201 Overtime $4,500
01-4220.10-202 Insurance $400
01-4220.10-300 Office Supplies $400
01-4220.10-301 Telephone $650
01-4220.10-302 Medical Equipment $0
01-4220.10-304 Inoculations $75
01-4220.10-305 Office Equipment $500
01-4220.10-342 Software Support $1,400
01-4220.10-400 Equipment Supplies $750
01-4220.10-401 Medical Supplies $0
01-4220.10-402 ALS $0
01-4220.10-403 Oxygen $0
01-4220.10-410 Defib Supplies $0
01-4220.10-500 Dispatching Twin State $2,000
01-4220.10-501 Mutual Aid $250
01-4220.10-502 North Pact Mutual Aid $350
01-4220.10-600 Equipment Purchase $1,500
01-4220.10-601 Radio Repair $500
01-4220.10-602 Vehicle Repair/Maintenance $3,500
01-4220.10-604 Maintenance $1,000
01-4220.10-605 Ambulance Repair $0
01-4220.10-606 New Fire Truck $1
01-4220.10-660 Forestry Equipment $400
01-4220.10-680 Extrication Equipment $400
01-4220.10-685 SCBA Equip Maintenance $1,500
01-4220.10-700 Gasoline/Diesel $3,000
01-4220.10-701 Travel Reimbursement $250
01-4220.10-702 Clothing $500
01-4220.10-710 Protective Clothing $2,500
01-4220.10-715 Ambulance Protective clothing $0
01-4220.10-725 EMS Training $0
01-4220.10-800 FD Training $750
01-4220.10-801 Fire Prevention $200
01-4220.10-802 Inspections $250
01-4220.10-900 Miscellaneous $150


On motions made and seconded, the following were approved by all members:
01-4240.10-201 Timber Inspections $500
01-4240.10-202 Property Inspections Asst $0- account should be removed
01-4240.10-203 Third Party Review $1,000
01-4240.10-204 Property Inspector Training $450
01-3290.60 Third Party Review Reimbursement (this is the revenue offset account) $1,000
01-4312.10-102 Overtime $2,000
01-4312.10-200 Telephone $1,400
01-4312.10-201 Shop Expense $1,000
01-4312.10-202 Tools $200
01-4312.10-250 Equipment Purchase $1 reduced from requested $4,000 for pavement saw. Reduced because of thickness of New Straw Rd after repaving, and anticipated need to cut into it in the first year.
01-4312.10-260 Equipment Repairs and Maintenance $10,000
01-4312.10-271 Radio Repairs $1
01-4312.10-300 Road Maintenance $1
01-4312.10-301 Grading $1
01-4312.10-302 Cold Patch $1,200
01-4312.10-303 Hot Top $1
01-4312.10-304 Resurfacing $1
01-4312.10-305 Mowing $2,400
01-4312.10-306 Culvert Replacement $1,000
01-4312.10-307 Winter Sand $5,000
01-4312.10-308 Salt
01-4312.10-309 Gravel $500
01-4312.10-310 Bridge Repair $1
01-4312.10-311 Contract Labor-Sweeping $3,700
01-4312.10-350 Gasoline/Diesel $7,500
01-4312.10-360 Clothing $1,500
01-4312.10-800 Travel Training $1,000
01-4312.10-900 Miscellaneous $300
01-4312.10-901 Sidewalk Repair $1
01-4312.10-902 Supplies $100
01-4312.10-903 Signs and Posts $500
01-4316.10-200 Street Lighting $16,000
01-4326.10-200 Septic $750
01-4441.10-200 Welfare Direct Assistance $20,000.
01-4711.10-200 Long Term Notes-Landfill and Water $61,806
01-4721.10-200 Long Term Notes-Landfill and Water $30,630
01-4721.10-201 Interest on Tax Anticipation Note $1
04-4155.10-200 Water department Retirement cost $2,825
04-4155.10-201 Water department FICA $2,761
04-4155.10-202 Water department Medicare $646
04-4155.10-300 Water department Employee Insurance $14,544
04-4155.10-301 Water department Unemployment Comp $150
04-4332.10-103 Overtime $3,000

Discussion took place regarding the Chamber of Commerce budget, which was approved by the Budget Committee 12/7. Because of the confusion around the budget as presented, the figures in account 01-4589.10-303 are not reflective of what was requested of the town. $9,800 requested and paid in 2011 was made in one check, with the understanding that the Chamber covered any costs above $9,800. Chair noted she would check with Cindy Smith about what the 2011 $9,800 purchased/paid. After lengthy discussion, Karen suggested that for next year, the actual financial statement of the Chamber be provided, as it was not clear what the total costs were and what the town was being asked to pay. There was no change made to the amount for 2012.

Mark noted he would like to add a line to the Culture Section relative to the Carroll Information Group. Discussion took place regarding the franchise fee revenue collected in 2011, the MS-4 and DRA communication that the funds were not available to be used as they were used to offset the taxes during the current tax setting. Expense line did not exist in 2011, but can put a new one in for 2012, and without having to specify the exact funding source, the revenue and expense would offset each other. Reference was made to RSA 32:7 regarding expending money not anticipated to be spent. Karen noted she did not want to see the Board in trouble, and Mark thanked her. Discussion took place regarding the account to be established, the requested amount for 2012, and what the budget presentation would be. Linda noted there really is no presentation, indicated an estimate of $12,000 for constructing a room within the town hall (hallway area) at a cost of about $2,000, and equipment purchase estimated $10,000. On motions made and seconded, a vote was taken to add a new account to the Culture section of the budget, in the amount of $12,000 for 2012. Bill, Mark, Dan, Joan, Linda were in favor, Karen and Sue were against.

A handout of warrant articles to date was provided, and discussion focused on the need for the $65,000 article. When the fire truck was approved for purchase, the original article approved the final funding out of the capital reserve fund. Discussion indicated the article is not necessary as the voters already approved the final purchase. Mark will double check with Fire Chief.

Discussion took place regarding the need for an additional warrant article to put the money from the 2 CRF which will be closed and placed in the general fund, back into the Special Revenue fund. The intention is to streamline the funds and clarify the operation of the Fire/Ambulance.


Discussion took place about using the funding in the SRF, and Mark noted that a significant amount of the funds may be used in a couple of years. When asked what the anticipated use was, he would not provide the information, saying it had been discussed in executive session and involved personnel matters.


Joan provided copies to members of statutes 32:5b and 32:5c relative to tax caps as we had discussed for the SAU. She also provided copies of statute 41:18 relative to the Deputy Town Clerk, for information only.
She also provided copies of the Annual Budget Process in Towns (dated 3/2005 from the Massachusetts Dept. of Revenue) relative to policy statements of budget committees. Reference was made to a tax cap in Dover, and a mission statement in Moultonborough.

Bill V noted he had received all of the energy audits.

With nothing further, Joan motioned to adjourn at 10:40, Karen seconded, all in favor.
The next meeting of the Carroll Budget Committee will be December 28, 2011 at 7:00pm.


Respectfully submitted:
/s/ Karen Moran, Secretary

Town of Carroll, New Hampshire ®2024