Minutes of

Litchfield Budget Committee Meeting

Held on 12 October, 2006

Present: B Spencer, B McCue, D Miller, M Falzone, A Raccio, S Rafferty
Absent: B Lemire, J Harte

Mr. Spencer opened the meeting at 7:00 p.m.  He explained that Mr. Lemire and Mr. Harte were unable to attend, and that Mrs. Rafferty would join the meeting later.

PUBLIC INPUT
There were no members of the public in attendance.

MINUTES OF PREVIOUS MEETING
Not all members of the Committee had the opportunity to review the minutes of the meeting dated October 5, 2006.  It was agreed that voting on these minutes should be deferred until next week.

TOWN BUDGETS

Town Meeting (A/C 4130.30)
The moderator, Mr. John Regan presented the budget with Ms. Durocher.
Line item 125 & 126 (Ballot Clerks Wages & Election Workers):  Mr. Regan began by explaining the wages for the Ballot Clerks, and how they are paid.  He stated that in past years the election workers had not submitted their hours, but that it was necessary to have the money in the budget as they are entitled to claim them.

Line item 130 (Moderator):  Mr. Regan explained that this line item was for his services and that he could not devote himself on a full-time basis. The wages here are for himself and his assistant, at a rate of $9.02/hour.

Line item 328 (Legal Notices and Ads):  In response to queries from Mr. Spencer and Mr. Miller, Ms. Durocher stated that there had been no notices submitted so far and that she did not anticipate that this item would be used.  She explained that this line covered the ballot for the warrant articles.

Line item 346 (Optech Programming): Ms. Durocher explained that the amount of work for this depended on how many people were running for office.

Line item 430 (Equipment Maintenance Contract): Mr. Spencer obtained confirmation that the increase in this item was due to increased charges in the contract.

Line item 439 (Voting Booth Set-Up Charge):  Mr. Regan stated that the Selectmen had opted to have school janitorial staff set up the booths and he felt that this item should be used by the school, instead of using the school budget.  Mr. McCue asked whether the school might think of asking the students to do this work as community service and Mr. Miller stated he thought it might be a good sophomore project for students.

Line item 550 (Printing): it was confirmed that this item covered sample ballots.

Line item 551 (Town Reports):  it was confirmed that this figure was obtained from an actual quote.

Line item 623 (Ballots): Ms. Durocher stated that this was an estimate as the cost would depend on the length of the ballot.

Line item 625 (Postage): it was confirmed that this item has not been spent this year.

Line item 740 (New Equipment): it was confirmed that this item may not be used.

It was noted that the Board of Selectmen had requested a change in next year’s figure for Postage from $100 to $50, bringing the bottom line from $13,100 to $13,050.

Motion: by A Raccio
To approve a bottom line figure of $13,050 for a/c 4130.30 – Town Meeting
Second: M Falzone

Motion: by Mr. Spencer
To amend line item 328 (Legal Notices and Ads) from 200 to zero
Second: M Falzone
Discussion: Mr. Spencer pointed out that Ms. Durocher had stated they do not need the money for this item.  Mr. Raccio asked for input from Mr. Regan, who stated that he had not access to this activity and relied on Ms. Durocher for advice on this.  Mr. Regan stated that it could be held as contingency, but that he would accept it if the Committee wished to delete the money.

Motion: by B McCue
To amend line item 328 from $200 to $50
Second: M Falzone
Vote: 5-0-0
The motion carried unanimously.

Motion: by A Raccio
To approve a bottom line of $12,900
Second: B. McCue
Vote: 5-0-0
The motion carried unanimously

Town Treasurer (A/C 4150.50)
This budget was deferred as a representative could not be at the meeting to present it.

Parks & Recreation (A/C 4520)
This budget was deferred as Mr. Seymour could not attend the meeting to present it.

Library (A/C 4550)
Michele Parzych was accompanied by Nora Lepine and Thomas Kuegler to answer questions on the library budget.

Line item 110 (Wages – Library Director): this has been reduced due to the fact that the current Director is retiring.  The position has been advertised since July to find a replacement but the position remains vacant at this time.

Line items 120 – 127 (Wages): the increases are step and cost of living increases.

Line item 210 (Health Insurance): this item has been increased to take account of the replacement Director (the current Director does not have benefits).  It was pointed out that this line will go unexpended if a Director is hired who does not require benefits.

Line item 211 (Dental): the explanation for the increase in this line item is the same as above. Mr. Spencer asked whether the monies were kept in the account if they were not spent.  However Ms. Durocher explained that they are treated in the same manner as other budgets and go back to the town unless encumbered.

Line item 328 (Public Notices and Ads): it was explained that this is for the children’s room to post for bids as they now need to re-bid for this work.  In response to a question from Mr. Spencer, Mr. Raccio stated that he was not sure that monies could be taken out of the warrant article, as the warrant is specific to the task and did not assume additional advertising.  There was discussion on this with Mr. Spencer stating that there is always miscellaneous money associated with a warrant article and he felt that re-bidding should be part of the warrant article.

Line item 341 (Telephone): Mr. McCue asked if there was a cable modem in the library and whether there was any way to use Vonage which is cheaper.

Line item 342 (Software Purchases & Licenses):  this item is increasing due to the costs for Norton antivirus.  In response to a question from Mr. McCue it was confirmed that there are seven computers in the library which require this software.

Line item 410 (Electricity):  Mr. Spencer stated that there has been a major decrease in electricity rates recently and asked what the consumption is for the library.  He asked whether $3,400 would be enough, based on previous years.

Line item 411 (Heating Oil): this is based on what Fuller Oil’s rate is and it was pointed out that the Board of Selectmen had decreased this to $3,500 as there had been a drop in the rate.  Following discussion it was suggested that the Committee accept the Board of Selectmen’s recommendation.

Line items 430 (Equipment Maintenance Contract:  this has increased due to a rise in contract charges.

Line item 442 (Trash Container Services):  the contract for this item has increased due to an increase in fuel delivery charges.

 Line item 613 (Community programs): there was an increase in participants for the summer program and they wanted to adequately fund these programs.

Line item 626 (Library Supplies):  the cost of supplies has increased, and due to a change in ordering they may incur delivery charges.

Line item 630 (Building Maintenance & Repairs):  the exterior trim needs to be painted, however they intend to have this done by inmates to save on the cost.

Line item 641 (Septic Tank Cleaning):  this is performed every other year and will be done next year.

Line item 669 (Reference Media): it was explained what this item covers and the difference between this and line item 670 (Books and Media).  It was confirmed that this item will be spent.

Line item 671 (Periodicals): it was explained that the library wish to offer the Union Leader as well as the Telegraph and that is why they wish to increase this line item.

Line items 740 (Equipment Purchases) and 750 (Furniture/Fixture Purchases): both of these lines have decreased.

Line item 810 (Mileage & Tolls): it was noted that the Board of Selectmen had cut this item as it has not been spent in previous years.

Line item 811 (Seminars & Conventions): it was pointed out that the Board of Selectmen had decreased this due to there being a staff shortage and the Director not having been replaced.
Line item 835 (Story Time Expenses): there have been an increased number of children using this and therefore more money is required for supplies.

Mr. McCue asked if all 7 computers connected to internet.  He stated that Adelphia provide free antivirus for up to four computers.  Mr. Miller made the point that all computers should be able to get the antivirus free.  Michelle confirmed they have Adelphia, and stated she would look into this matter.  Mr. Miller stated there would have to be an increase in Equipment by $100 if they moved to Vonage.

Motion: by A Raccio
To approve a bottom line of $146,626
Second: M Falzone

Motion: by B McCue
To amend line item 411 (Heating Oil) from $3,500 to $3,700
Second: D Miller
Discussion: Mr. McCue stated that we were in volatile times regarding utility costs, and the additional $200 would provide a cushion. 

Mr. Raccio stated he felt this item could stay as it was as there were other areas in the budget which could cover this if increases took place.  He also stated that the Selectmen had based their figure on 1,098 gallons for the current budget.

Vote: 1-4-0
Mr. McCue voted for the amendment, with everyone else voting against it
The motion to amend failed.

Motion: by B Spencer
To amend line item 328 (Public Notices and Ads) from $200 to zero
Second: M Falzone
Vote: 4-1-0
Mr. Raccio opposed the motion.
The motion carried.

Motion: by B Spencer
To amend line item 410 (Electricity) from $4,000 to $3,400
Second: M Falzone

Discussion: Mr. Spencer stated that last year’s number had been carried forward, but that rates have decreased.  Mr. McCue asked whether the opening of the children’s room next year would contribute to the electricity bill and was told that it might affect the bill slightly, but that the area is currently in use as a staff room, so lighting was currently being used.
Vote: 4-1-0
A Raccio opposed the motion.
The motion carried.

Motion: by B McCue
To approve a bottom line figure for account 4550.20 (Library) of $145,826
Second: M Falzone
Vote: 4-1-0
Mr. Raccio opposed the motion.
The motion carried.

Health Agencies (a/c 4415)
Line item 10.349 (Child Advocacy Center): Mr. Raccio explained that this had been moved from the Police budget.

Line item 20.350 (Home Health & Hospice Care): Mr. Raccio stated that the Board of Selectmen had level funded this.

Line item 20.351 (St. Joseph’s Community Service): the Board of Selectmen has recommended half of the amount the agency had requested (see letter in budget binder).

Mr. Spencer pointed out that the bottom line figure for next year is unchanged apart from the addition of Child Advocacy.

Motion: by A Raccio
To approve a bottom line of $10,450 for account 4415 (Health Agencies)
Second: B McCue
Vote: 5-0-0
The motion carried unanimously

Patriotic Purposes (A/C 4583)
Mr. Raccio stated that the Board of Selectmen had very little discussion on this account as it is level funded.

Mr. McCue asked whether there had been any vandalism as line item 675 (Flags and Holders) had been expended.  Mr. Miller stated that this may have been discussed last week when the budget for the Cemeteries had been discussed.

Motion: by A Raccio
To approve a bottom line of $750 for account 4583 (Patriotic Purposes)
Second: Mr. McCue
Vote: 5-0-0
The motion carried unanimously.

 

Highway & Streets (A/C 4312)
This budget was not discussed.

Street Lights (A/C 4316)
This budget was not discussed.

Legal (A/C 4153)
This budget was not discussed.

VOTING ON TOWN BUDGETS

Code Enforcement (A/C 4241)
Motion: by A Raccio
To approve a bottom line of $89,573
Second: M Falzone
Discussion: Mr. Raccio stated that Chief Schofield had informed the Board of Selectmen that the State was having a surplus sale which dramatically cut the cost of the radio to $1,750.  Board of Selectmen had voted to procure funds from the Contingency Fund to buy three units. Chief Schofield also negotiated cost effective installation and the Board of Selectmen voted to add $200 per unit for installation, which brought the cost per unit down to $2,000.

 

Motion: by Mr. Spencer
To amend line item 663 (Radio Installation & Repairs) from $4,000 to $200.
Second: Mr. Miller
Discussion:  Mr. Spencer stated his reason for putting forward this motion was that the radio was now being purchased out of this year’s budget.
Vote: 5-0-0
The motion carried unanimously.

Motion: by Mr. Spencer
To amend line item 810 (Mileage & Tolls) from $25 to zero
Second: M Falzone
Vote: 6-0-0
The motion carried unanimously.

Motion: by M Falzone
To amend line item 631 (Equipment Repair and Maintenance) from $100 to $50
Second: Mr. Spencer
Discussion:  Mr. Falzone stated that this was consistent with a recommendation made by the Board of Selectmen.
Vote: 6-0-0
The motion carried unanimously.

Motion: by M Falzone
To amend line item 433 (Communications Equipment Maintenance) from $500 to $100
Second: B McCue
Discussion: Mr. Falzone stated that this was consistent with a recommendation made by the Board of Selectmen.
Vote: 6-0-0
The motion carried unanimously.

Motion: by Mr. Spencer
To amend line item 624 (Film and Photo Supplies) from $50 to $10
Second: M Falzone
Discussion: Mr. Raccio stated that the Board of Selectmen had discussed this line item at length and had decided that Mr. Bergeron still has requirements for 35mm photos.  Mr. McCue also pointed out that Mr. Bergeron stated he bought cameras and did not bill them to the town.
Vote: 4-2-0
A Raccio and D Miller opposed the motion.
The motion carried.

Motion: by S Rafferty
To approve a bottom line figure for account 4241 - Code Enforcement of $85,258
Second: M Falzone
Vote: 5-1-0
A Raccio opposed the motion.
The motion carried.

Town Clerk (A/C 4140.10)
Mr. Spencer stated that he wished to defer voting on this account until next week and all committee members were present.

Tax Collector (A/C 4150.40)
Mr. Spencer stated that he wished to defer voting on this account until next week and all committee members were present.

 

Executive (A/C 4130.20)
Motion: by A Raccio
To approve a bottom line figure of $76,358 for account 4130 - Executive
Second: D Miller
Discussion: Mr. Spencer stated that the only item he questioned was 811, Seminars and Conventions as he recalled that the Board of Selectmen had reduced this to $75 following discussion.

Motion: by B Spencer
To amend line item 811 (Seminars & Conventions) from $175 to $75
Second: S Rafferty
Discussion:  Mr. Spencer stated that the money in this line item is not usually spent at all.
Vote: 5-1-0
A Raccio opposed the motion.
The motion carried.

Motion: by M Falzone
To approve a bottom line figure of $76,258 for account 4130.20 – Executive
Second: D Miller
Vote: 5-1-0
A Raccio opposed the motion.
The motion carried.

Accounting & Auditing (A/C 4150.10)
Motion: by A Raccio
To approve a bottom line figure of $210,067 for account 4150.10 – Accounting and Auditing
Second: D Miller
Discussion:  line item 312 (Assessing) was discussed, and whether there was a financial benefit to performing the maintenance each year.  It was pointed out that this would keep the assessments accurate from year to year and as a result the town would be less likely to have to go through the full process.  Ms. Durocher explained that the increase between last assessment and the figure in the budget is due to the fact that maintenance is included.  Mr. Falzone clarified that the number will remain constant each year until 2010. 
Vote: 6-0-0
The motion carried unanimously.

Police Department (A/C 4210)
Mr. Spencer suggested deferring the voting on this account until next week as it is the largest budget.

Mr. Raccio stated he had spent several hours discussing the introduction of tasers with the California Highway Patrol on a recent visit.  He had found out that there are a vast amount of studies which show a decrease in the number of officer injuries and also injuries to potential criminals.  He stated that towns have been able to decrease their liability insurance costs, and he also spoke about fatalities and abuses.  He stated that he has recommended that Chief O’Brion speak with the California Highway Patrol.  It was noted that the Chief has withdrawn the tasers from the budget.

Mr. Spencer read a letter from Chief O’Brion pertaining to gasoline costs and usage and stated this could be referred to next week when the Committee votes on the budget.

Mr. Spencer also referred to a letter from Ms. Durocher detailing amounts spent from the contingency fund (attached).

SCHOOL ISSUES
Mr. Miller stated there were no issues.

Mr. Spencer stated that the enrolment figures handed out at the last meeting had not been discussed.  Mr. Miller stated that Mr. Schlichter had gone through the pre-registrations and noted that some families had moved out of town and others had opted for private schools. Mr. McCue made the point that there were 21 students more than in the previous year.   There followed a discussion about the figures compared to last year.  In response to Mr. Spencer, Mr. Miller stated that he was unaware of whether the school administration had taken steps to have new enrolment figures prepared.  Mr. Spencer stated that he felt the figures should be available for the school budget presentation as the budget is based upon these projections.  He asked Mr. Miller if he could ascertain when the Committee might see the new projection.

MEMBER INPUT
There was no input from the members.

Motion: by M Falzone
To adjourn the meeting
Second: B McCue
Vote: 6-0-0
The motion carried and the meeting adjourned at 8:40 p.m.