Minutes of
Litchfield Budget Committee Meeting
Held on 28 September, 2006
Present: B Lemire, S Rafferty, B McCue, B Spencer, D Miller, J Harte, A Raccio, M Falzone
Chairman, B Lemire opened the meeting at 7:00 p.m., stating that tonight’s order of business would be review of town budgets.
PUBLIC INPUT
There were no members of the public in attendance.
MINUTES OF PREVIOUS MEETING
The minutes of the previous meeting were unavailable; therefore Mr. Lemire stated these would be dealt with at next week’s meeting.
TOWN BUDGETS
Mr. Lemire confirmed that the Committee would review budgets and vote on them the following week, unless there was consensus to vote this evening on any particular one.
Code Enforcement (A/C # 4241.20)
Mr. Raccio confirmed that a bottom line of $89,573 had been approved by the Board of Selectmen. He referred to line item 635 (Vehicle Fuel), pointing out that the present acquisition philosophy is sharing with Hudson. He then invited Mr. Bergeron to take the floor.
Line item 635 (Vehicle Fuel): it was pointed out that the town had been looking at acquiring fuel from Hudson, but is unable to do this. They will purchase gas at the ‘711’ and do not have to pay excise taxes as these are reimbursed by the State. In response to a query from Mr. Lemire, Mr. Bergeron explained that the pump at the incinerator was for diesel fuel.
Later in the meeting Mr. Raccio stated he would like to put forward a motion to increase this line item by $200 to $1,500. He stated his reasons as due to the fact that the original figure agreed by the Selectmen had been based on sharing with Hudson and that $1,134 had been spent so far this year.
Mr. Spencer stated he felt that the figure should remain at $1,300 as fuel prices have decreased and were forecast to stay down. Mr. Lemire suggested that Mr. Raccio take this back to the Board of Selectmen, and if they agree with his suggestion, to bring it back to the Budget Committee next week for a vote.
Line item 663 (Radio Installation & Repairs): Mr. Bergeron explained that he was looking to purchase a new radio for his car as the previous radio had been taken out and given to the Fire Department and was not compatible with the radios of other departments. He pointed out that his vehicle is used by various other departments, such as Police, Fire, Building, Highway on occasions for such things as crisis management, and it was felt that there should be a radio in the vehicle which is compatible with those of other departments for communication during emergencies. He stated that the price had been updated on 26th September to $3,977 and this had been obtained through State bid and was for a digital radio.
Mr. Raccio explained that the Board of Selectmen had discussed this item and had agreed that it is imperative to the interests of the town and would be money well spent as the vehicle performs a multi task use for the town.
In response to a question from Mr. Spencer, Mr. Bergeron explained that the Code Enforcement Officer gets calls from the Fire Department in emergency situations to inspect buildings (currently by telephone). Mr. Lemire explained that if there was a code or structural issue for the Fire Department, they needed to have the Code Enforcement Officer on site and needed to get hold of him.
Line item 433(Communications Equipment Maintenance): Mr. Spencer raised a question regarding what was budgeted for in this line item as he noted that there had been no money spent in 2006 so far. There was discussion on this and Mr. Spencer stated that he felt the Committee should take a look at this item as he did not think anything had been spent in this line for a few years.
Line item 624 (Film & Photo Supplies): the Committee discussed various options for negating the need to purchase film, such as a digital camera and using a computer to upload and print photos, with Mr. Raccio pointing out that it would be necessary to look carefully at the costs involved for digital photos. Mr. Spencer did not think this line item had been used much in recent years and Mr. Bergeron stated he had just spent money in this account recently.
Line item 620 (Office Supplies): Mr. Spencer asked why they wished to increase this line item and Mr. Raccio stated that materials have gone up and the current figure is from the 2005 default budget. A discussion followed on how these supplies were bought in bulk.
Line item 631 (Equipment Repair & Maintenance): Mr. Spencer asked for details of what equipment was covered under this item as there had not been much spent from it over the last three years. Mr. Raccio outlined some of the equipment he believed to be covered under this item. Mr. Spencer made the point that the town has a habit of funding line items year after year when the money has not been spent.
Line item 810 (Mileage & Tolls): Mr. Lemire asked about the use of this line item and Mr. Bergeron suggested removing this item.
Line item 125 (Temporary Inspector Wages): Mr. Spencer enquired about this line item and Mr. Bergeron stated that the Temporary Inspector had been very busy lately.
Mr. Lemire invited Mr. Bergeron to attend the meeting next week at which time the Committee would vote on this account.
Voter Registration (A/C 4140.20)
Mr. Bob Reading, Chairman for the Checklist Supervisors and Voter Registration, was introduced. Mr. Raccio stated that the Board of Selectmen had reviewed the checklist and found one addition – line item 810 (Mileage & Tolls) – which they added at $70. He confirmed that the Board of Selectmen had approved a bottom line of $1,630.
Mr. Lemire asked Mr. Reading if he wished to add anything and Mr. Reading stated that with the changes over the last six to seven years in the laws, there has been a significant increase in clerical support. He pointed to the State wide online election system which has required a checklist supervisor to attend training and has involved travel. He stated that in the past the staff member has done this without being compensated, however he and the Selectmen agreed that the person should be compensated for this training.
Line item 620 (Office Supplies): Mr. Harte asked why the Selectmen had increased this from $105 to $200 and the Town Clerk explained that previously the Town Clerk’s office had been paying for paper for printing the checklist, however under the new system the checklist is now much longer and they felt it should be charged to the proper account.
Mr.
Spencer put forward a
motion to accept a bottom line figure of $1,630 for account 4140.20
(Voter
Registration).
Seconded:
Mr. McCue
Voted: 8-0-0
The motion carried
unanimously
Town Clerk (A/C 4140.10)
Mr. Raccio stated that after discussion on specific items the Board of Selectmen had approved a bottom line of $91,249. The Town Clerk, Ms. Theresa Briand, was introduced and she spoke about new equipment required to get the town online with the State for motor vehicle registration.
Line item 130 (Town Clerk Salary): Mr. Spencer asked about the increase in salary and Ms. Briand explained that she had received a merit increase. A discussion took place regarding the salary of the previous Town Clerk and the salary/grade tables.
Line item 621 (Dog Tags & Licenses): It was explained for Mr. McCue that the forms for licenses are purchased every other year.
Line item 622 (Town Permits/Stickers): It was explained that these also are purchases every other year.
Line item 740 (New Equipment): There was discussion around whether this should be added to the warrant articles as a one off, with Mr. Lemire stating that separate warrant articles for items like this would make the ballot sheet very long. He also stated he thought it important for the Board of Selectmen to get information out to the residents to justify additional items which come up like this. Mr. Lemire explained for Mr. Harte that the Town Clerk’s office does not have impact fees which could be used for this purpose.
Tax
Collection
(A/C 4150.40)
Mr. Raccio stated
that the Board of Selectmen had several discussions regarding salary
increases
and had adjusted this budget to take account of the Tax
Collector’s
increase. He also
pointed out that
contracts for equipment maintenance and postage had increased, and that
the
Board of Selectmen had approved a bottom line of $86,032.
Line item 342 (Software Support Services): it was pointed out that they had switched to a new company and as a result charges had increased from $900 to $2,764.
Line item 550 (Printing): it was pointed out that this year the department had done their own printing therefore this item was zero.
Line item 140 (Deputy Tax Collector Overtime): Mr. Spencer discussed with Ms. Briand the overtime between the Clerk and Collector offices and it was agreed that $2,000 between the two offices would be acceptable.
Line item 810 (Mileage & Tolls): there was a discussion regarding the increase requested in this line item with Ms. Briand, explaining that it cost $80 on average per bank run and that certifications and seminars for the Town Clerk were included in this item.
Line item 740 (New Equipment): Mr. Spencer confirmed with Ms that the computer monitors needed to be replaced due to their age and the fact that they were having problems with them, and would be replaced with ones which were energy efficient.
Executive
– Board of Selectmen (A/C 4130.10)
Mr. Raccio stated
that most of the line items were straightforward and confirmed for Mr.
Spencer
that the salary increase is 3%. He
spoke
about the increases and decreases.
Line item 328 (Public Notices & Advertisements): Mr. Spencer noted that they have not been spending this item and Mr. Lemire explained that this item fluctuates depending on grants or legal notices and employment notices.
Mr.
Raccio put forward a
motion to approve a bottom line for account 4130.10 of $16,315
Seconded: Mr. Spencer
There followed a discussion.
Mr.
Spencer put forward a
motion to reduce line item 328 (Public Notices and Advertisements) from
$600 to
$500
Seconded: Mr. Harte
Vote: 7-0-1.
Mr. Raccio abstained
The motion carried.
Mr.
Spencer put forward a
motion to approve the new bottom line of $16,215 for line item 328
Seconded: Mr. Falzone
Vote: 7-0-1.
Mr. Spencer abstained
The motion carried.
Executive
– Administration (A/C 4130.20)
Mr. Raccio stated
that again the items in this account were straightforward and mostly
non
negotiable.
Line item 811 (Seminars & Conventions): Mr. Spencer received clarification from Mr. Lemire that these were for Ms. Durocher’s position, with Mr. Spencer stating that nothing had been spent in this line item since 2004. It was agreed that voting should be deferred until next week when Mr. Raccio would provide background.
Accounting
& Auditing (A/C 4150.10)
Mr. Raccio spoke
about the various changes in the line items.
Line item 312 (Assessing Services): Mr. Miller asked whether assessing could be covered by a warrant article. The members discussed how the costs of assessing were dealt with in the town with Mr. Lemire explaining for the benefit of the new members the State requirement for a 4 year assessment and how level funding over the four years helps to stabilize the tax rate.
Mr. Raccio agreed to ask Ms Durocher to prepare a statement of how she arrived at the figures detailed in the budget book.
Line item 140 (Secretary-Clerks Overtime): Mr. Spencer queried why the overtime had increased with Mr. Raccio stating that there had been a change in the Selectmen’s meetings due to a number of non public meetings. He offered to check the matter out with the Board of Selectmen.
Line item 396 (Payroll Service): Mr. Falzone queried why there was an increase in this line item and Mr. Raccio stated that they have not had a competitive bid for a number of years and that the increase was due to vendor charges.
Mr. Lemire outlined the accounts to be voted on at next week’s meeting and clarified for Mr. Miller that the Committee would hear budgets first and vote at the end of the meeting.
MEMBER INPUT
Mr. Raccio announced that the FEMA grant for the May flood event had been accepted and voted by the Board of Selectmen. He pointed out that there are still additional funds pending.
Mr. Spencer asked whether these monies would go into the General Fund. There was a discussion and Mr. Raccio stated that he would clarify the answer to this question with the Board of Selectmen and report back to the Committee.
Mr. Lemire asked if there was any revenue coming in between now and the end of the year would it be put towards the budget for next year. There followed a discussion on this and the new tax rate.
Mr. Raccio informed members that the new Police Officer had been sworn in.
SCHOOL ISSUES
Mr. Miller handed out a memo dated July 5, 2006 detailing the preliminary June 2006 business and finance monthly report. He also handed out the 2006 unreserved fund balance analysis and went over the figures (attached).
There was a discussion on items purchased which were cut from this year’s budget.
Mr. Miller stated that he did not have the enrolment figures, but that he would bring these to the next meeting. He also provided information about the food service budget and informed the Committee that the School Board had voted to accept the Building Committee’s proposal, to put the school proposal on hold until next year with the expectation that the fire station would be put forward to the town this year. Mr. Miller also spoke about the potential budget impact of doing this and the fact that the repairs for GMS will be higher. He stated that the Board had started its first review of budgets at their last meeting.
Mr. Spencer asked what the impact of not building the school would be on the kindergarten and Mr. Miller stated that the Superintendent has taken the matter up with the School District attorney and the Department of Education.
Mr. Miller also mentioned that the opportunity to get computers from the IRS as a donation had fallen through, although it might be possible to get some others from the IRS in Andover.
In response to a query from Mr. Spencer regarding a storage building which had been discussed at the last School Board meeting, Mr. Miller read information on this from the minutes of the meeting.
In response to a query from Mr. Raccio regarding the schedule for Budget Committee review of the School budgets, Mr. Lemire stated that they would begin this around Thanksgiving and that they would be discussed chronologically. Mr. Miller stated that both Miss Hamblett and Mr. Martin would present the School budgets in detail. Mr. Raccio requested a CD in Excel format, or alternatively to unlock the PDF files in order that he could take the School budget information and extract it as required. There followed a discussion on this.
Mr. Lemire confirmed that the Committee would meet weekly until further notice. There being no further business Mr. Lemire asked for a motion to adjourn.
Mr.
Miller put forward a
motion to adjourn the meeting.
Seconded: Mr. Harte
Vote: 8-0-0
The motion carried
unanimously and the meeting closed at 9:15 p.m.