Minutes of the

Litchfield Budget Committee Meeting

Held on 19 April 2007

 

Present: B. Lemire, B Spencer, J Harte, B. McCue, D. Miller, M Falzone, P Parker, R Peeples

Mr. Lemire opened the meeting at 7:07 p.m. 

Mr. Lemire welcomed Paul Parker to the Budget Committee.

PUBLIC INPUT

There was no public input.

 

SCHOOL DISTRICT BUSINESS

Mr. Miller handed out Monthly Reports and Detailed Summaries for the months of January, February, and March.

Mr. Miller stated that the finalized version of the 2008 budget is ready, and is available via paper or electronic format.

Mr. Miller stated that there were two resignations brought before the board.  Mr. Parent, Campbell High School’s Principal, has submitted his resignation effective July 1st, and they are currently in the process of a principle search. 

The other position of interest was Keith Trott, part time custodian and grounds keeper, has been gone for the past two weeks.  The position has been converted to a full-time Building and Grounds Coordinator position.  This will be a managerial position, with responsibilities for grounds at all three schools, scheduling of maintenance, and managing of personnel.  There was an increase in salary, but that was dealt with through moving funds around within the salary budget.

In the March report Steve is forecasting a $430k unanticipated revenue, of which $300k+ was for special education.  The other approximate $100k is within the general fund.  The intent is to return the entire special education unanticipated revenue amount.  It is the expectation that approximately $330k will be returned to the voters.

There was a combined meeting with the selectmen and state representatives, which the topic of school funding came up.  If the current plan is invoked, there is a possible net reduction $340k from the state.  The district is still expecting a reduction in the tax rate, but expects that it will not be as much as first considered due to this loss of funds. 

Mr. Lemire asked about the building committee.  Mr. Miller stated that they are looking at a time table to present to the budget committee by August, with a presentation to the school board by the July timeframe.  They are about half to two-thirds of the way through the report received from Harron and JCN.  They have not presented it to the school board at this time.

Mr. Miller stated that there was safety related electrical issues identified related to incorrect grounding of panels or individual outlets, and are being repaired.  But there is concern about the efforts required as they fix one issue, they may find other issues which may need to be repaired for code related issues.  The electricians stated that they are required to bring services up to code when the component they are working on is not currently at code.  Mr. Miller reassured the group that all safety related changes are being addressed.

Mr. Miller stated that two classrooms in the 1930’s section of GMS have been moved due to water issues.  The classes were initially relocated to the library and special education rooms, but have since been moved to room 18.  Efforts were made to find another place to relocate the students until repairs are made.  The bid package for the repairing of the roof will be going out during the second week of May, with expectations that the repairs will start by July.

Mr. McCue asked how the other schools faired with the recent rains.  Mr. Miller stated that LMS did have a leak above the roof line through the mortar. 

Mr. Spencer asked for clarification on the process for the Building Committee bringing their proposal forward.  Mr. Miller stated that the Building Committee will first present their findings to the School Board, and then it may be a combination of the School Board and Building Committee which will bring the recommendations before the Budget Committee.  It is unknown if the detailed plan will be available at that time, but it is expected that a plan will be available.  Mr. Miller stated that there are three basic proposals on the table, the renovation of Griffin and adding on, the renovating of Griffin and building something smaller, or dong no renovation at Griffin and building a new school.  Mr. Spencer requested that copies of the presentation should be made available prior to the meeting.

Mr. Spencer asked about the budget for next year, which Mr. Miller stated that they would be available at the next session.  Mr. Miller stated that the updated budget should be available by the next Budget Committee meeting.  It was asked by Mr. Spencer whether the bottom line number was difficult to meet, which Mr. Miller stated that Mr. Martin was able to present to the board possible cuts to meet the budget.  The School Board asked that Mr. Martin try to retain some of the funds for new equipment, specifically for Math and Science at Campbell.  Mr. Miller provided a breakdown of the cuts which were made.

Mr. Spencer asked for the updated student enrollment numbers to be provided by the next Budget Committee meeting. 

Mr. Spencer asked about the current pre-enrollment numbers are for the first grade.  Mr. Miller stated there were 104 students registered.

Mrs. Ober stated that the town has been submitted to the governor for state aid for the recent issues at Brickyard Lane.  This was a prerequisite for the town to receive FEMA funds.

 

APPROVAL OF MINUTES

The minutes for the January 9th were motioned by Mr. Spencer, seconded by Mr. Miller.  The motioned was approved 7-0-1, Mr. Peeples abstained.

The minutes for January 11th were motioned by Mr. Spencer and seconded by Mr. Miller.  The motion was approved by 7-0-1, Mr. Peeples abstained.

 

DISCUSSION OF APRIL 2nd BOARD OF SELECTMEN’S MEETING

Mr. Lemire opened discussion regarding the Board of Selectmen using the contingency fund so early in the budget year for salaries.  Mr. Lemire also expressed his concerns with the comments made by Mr. Raccio regarding the budget committee’s statements on the additional funds of $217k for the road maintenance.  Mr. Lemire also raised concerns made by Mr. Raccio for the specific comments in regards to the budget committee specifically regarding the actions towards the budget.  Mr. Lemire echoed the responsibilities of the Budget Committee as stated in RSA 32, and noted the efforts put forth by the Budget Committee members.  Mr. Lemire clarified the discussions made previously with regards to the tazers, and the recommendations which the Budget Committee made regarding this issue to the Board of Selectmen’s representative.  Mr. Lemire stated that he takes exception to some of the comments made by Mr. Raccio at the April 2nd Board of Selectmen’s meeting.

Mr. Harte echoed Mr. Lemire’s comments, stating that the Budget Committee took care to ask as much questions as possible to understand the budget, as well as spending a considerable amount of time reviewing the budgets.  Mr. Harte stated that it was inappropriate for an account where the Budget Committee to have voted a decrease, that the amount of reduction was reallocated from the Contingency Fund.  Mr. Harte echoed that the Contingency Fund typically is not touched until the end of the year, and comments about the Town Hall being closed down so early in the year are inappropriate.

Mr. Falzone added comments that there were comments made by Mr. Peeples that he was going to be looking for backup information.  Mr. Falzone stated that there were several times last year where additional information was requested, but not made available to the Budget Committee.  Mr. Falzone stated that there were times where votes were delayed waiting on the backup information.  Mr. Falzone expressed his concerns where the two new Selectmen are hearing bad things about the Budget Committee which are not true.

Mr. Spencer discussed the contingency fund, and that this was created to ensure that the books could be closed at the end of the year, and if there was an issue at the end of the year which needed to be funded.   Mr. Spencer stated that he knew of several ways that the increase could have been funded without going into the contingency fund.  Mr. Spencer echoed Mr. Lemire’s comments that the Budget Committee is looking to have a positive relationship with the Board of Selectmen.

Mr. Peeples has responded by apologizing for the current decisions made by the Selectman’s office, but stated that he can certainly not apologize for the previous year.  Mr. Peeples gave a brief review of his roles with the budget committee over the past years.  Mr. Peeples discussed the raise that was given to the Town Clerk and the Town Tax Collector positions, stating that he was unaware of the previous discussions.  Mr. Peeples agreed that the contingency fund should not have been utilized.  Mr. Peeples stated that the current environment in the Selectmen’s office is trying.  Mr. Peeples stated that he is trying to bridge the gaps, but having challenges doing so.  Mr. Peeples stated that they will continue to manage to the bottom line budget, echoing the good efforts that have been done by the employees of the town, without a significant increase in funding.  Mr. Peeples apologized for the comments raised by Mr. Raccio.

Mr. Peeples stated that he will be looking to implement new controls to obtain more backup information from the department heads.

 

TOWN BUSINESS

Mr. Peeples distributed the current town financials.  Mr. Peeples stated that there is approximately 78% of the current budget available.

Mr. Peeples discussed the issue with the Brickyard Culvert giving way, and that the replacement of the culvert will cost approximately $400k.  There are concerns that if the engineering comes back requiring a different design, the cost may increase.  Mr. Peeples complimented the Fire Department for their efforts during the crisis.  Mr. Peeples stated that the plan is to repair the culvert this year.  Mr. Spencer asked if the current plan was to repair the culvert this year, which Mr. Peeples had stated in the affirmative.  There were questions raised by Mr. Spencer on how the repair will be funded.  Mr. Spencer stated that this would have to be an emergency appropriation from an emergency town meeting, or go to DRA for a fund balance allocation.

Mr. Lemire asked if there are any state funds available.  Mrs. Ober stated that there are state funds being made available through a new bill going through the Senate for the May 2006 funding.  Ms. Ober stated that it is too early to talk about what funds may be available at this time for the issues which were just experienced. 

Mr. Spencer asked for specifics on account #01-4199.10 which had $5k left out.  Mr. Spencer stated that he believes that this was for the tazers and training for the equipment.  Mr. Spencer also raised the noted Town Clerk and Tax Collector salaries, which were adjusted in the financials.  Mr. Spencer requested that in next year’s budget process clarification be made as to the specific justifications on the increase of the salaries and possible change in tier.  Mr. Spencer asked about the Road Budget, for the equipment hire fund, it looks like the town is in good shape.  Mr. Spencer discussed the incinerator budget, specifically for the labor account, where the amount presented was $45k which was expected to be for two new hires, which are not planned at this time. 

Mr. Miller asked about the funds which the town of Derry for the road repairs for Corning Road.  Mr. Miller asked if we could take the money if it was not spent.  Mr. Peeples stated that we are not planning on taking the money at this point due to it being less than the actual costs.  Mr. Peeples stated that stated that the Town Council stated that we could take the money if chosen.

ELECTION OF OFFICERS

Mr. Miller nominated Mr. Lemire for Chair, and it was seconded by Mr. Falzone.  It was approved 8-0-0.

Mr. McCue nominated Mr. Spencer for Vice-Chairman, and it was seconded by Mr. Falzone.  It was approved 8-0-0.

 

MEMBER INPUT

Mr. Spencer asked if the committee wanted to discuss the way budgets are reviewed this year for the town and school districts budget.  Mr. Spencer stated that there were concerns raised by a member of the School Board on the way the budget was reviewed.  Mr. Miller stated that the process which was followed last year was acceptable, but would be open to recommendations.

Mr. Spencer asked Mr. Parker about his experience on the Hudson budget committee.  Mr. Parker stated that he served a single three year term approximately ten years ago.

 

Meeting was adjourned at 8:44 p.m.