Minutes of
Litchfield Budget Committee Meeting
Held on October 18, 2007
Present: Chairman B Lemire, B Spencer (Vice Chairman), R Peeples (Selectman’s Rep.), J Harte, P Parker, D Miller, M Falzone
Absent: B McCue
Chairman Lemire called the meeting to order at 7:02 p.m.
There were no members of the public in attendance.
MOTION: by Mr. M Falzone
Move to approve the minutes of the Litchfield Budget Committee meeting on October 4, 2007 as written
SECOND: Mr. P Parker
VOTE: 7-0-0
The motion carried unanimously.
Approval of the minutes of the October 11th meeting was tabled until next week..
Library (A/C 4550)
Ms. Varick handed out an updated version of the salary survey on Library Directors and Mr. Harte requested clarification on some of the information contained in the survey. There followed a discussion between Ms. Varick and Committee members in relation to grading systems used in other libraries and whether the Litchfield library follows the Town salary scale. Ms. Varick explained they have adopted the Town personnel policy and adapted it, trying to stay in step with the Town. There was also a discussion on what the maximum increase should be when moving from grade to grade and the interpretation of what it states in the Library handbook and the Town personnel and compensation plan. Selectman Peeples stated he has asked Town counsel for his input on this matter and is waiting for a reply. He pointed out that the Library budget was recommended by the Board of Selectmen without changes and Ms. Varick clarified the Board of Selectmen had voted 3-2 in favor of the proposed increase. There followed a discussion in which Selectman Peeples spoke about current legislation as it relates to Libraries and their budgets, and Chairman Lemire pointed out that the Board of Selectmen may have gone against their own policy in supporting the proposed increase. Mr. Spencer obtained clarification on the figures involved between current grade ad salary and those proposed.
Action: It was agreed to table further discussion for a future meeting and to have the Library Trustees look at the policy and come back with a definitive figure on the grade and salary.
Conservation Commission (A/C 4611)
Mr. Leveque presented this budget. He spoke about property management of Moores Falls and the money which was spent on this last winter (over $800), handing out photographs showing how the area looked before and after the work. He stated there is currently a major sink hole at end of the trail and they would use the money being requested for labor to repair this, and he stated it was his hope that the materials for the work would be donated. Selectman Peeples clarified for Mr. Spencer that the $300 added to the budget by the Board of Selectmen was for the purpose of purchasing a chain saw and replacement mower blades, citing the fact that there would be more areas to be maintained as their rationale.
MOTION: by Selectman Peeples
Move to set a bottom line of $3,907 for the 2008 Budget for account 4611, Conservation Commission
SECOND: Mr. J Harte
VOTE: 7-0-0
The motion carried unanimously.
Town Meeting (A/C 4130.30)
Selectman Peeples pointed out that the increase in this account is due to the fact there will be four elections this year.
Line item 550 (Printing): Selectman Peeples clarified the money in this line is for the election ballots and newspaper for the town election. Ms. Durocher explained the rationale behind the increase, stating they had been short last year and the bill depended on the number of pages printed.
Planning Board (A/C 4191.10)
Mr. Perry presented the budget.
Line item 125 (Administrative Assistant Wages): He explained the rationale behind this increase, stating the Board is always behind on work, and the need for more hours. He explained the Board had looked at what they could hand off from the Planner to the Administrator, and they had agreed to increase Ms. McGibben’s workload, moving her to set hours in the week where she is in the office and can provide better access to the public. He explained this would be a better use of the Town’s money as the Planner currently spends 30% of his time doing clerical work and this will enable him to get other work done. He provided some examples of the work which the Planner would hand over to Ms. McGibben and there was a discussion of the work the Planner is involved in.
Mr. Spencer raised the issue of whether the Administrative Assistant position was currently on the salary table and whether health insurance was covered for the position, as well as whether it should be on the salary table with health insurance after the increase in hours. Mr. Perry provided some background information.
Action: Chairman Lemire asked Selectman Peeples to take the matter to the Board of Selectmen for discussion at their next meeting, stating the Committee would discuss it again next week when Selectman Peeples reports back.
Line item 393 (Special Project): Mr. Perry explained this had been brought forward and they are trying to get realignment of impact fees. He explained they would hire an outside firm to do this, and explained for the benefit of the Committee and viewers what this entailed and why the Planning Board felt this was necessary. Selectman Peeples explained the Board of Selectmen has yet to decide who they would hire to do the work.
Line item 210 (Health Insurance): Mr. Spencer asked what the Health Insurance number was based on and was told it was based on two persons with Anthem, but that Ms. McGibben will join the other plan.
Action: Ms. Durocher was asked to provide actual numbers for Health Insurance for the next meeting.
There was further discussion on the impact fee project and the costs for this, with Chairman Lemire requesting that a firm amount be available prior to the Deliberative session. Chairman Lemire suggested Mr. Perry may wish to come along to the meeting next week for his own benefit as the Committee would be voting on the budget next week.
Health Administration (A/C 4411)
Health Officer, Mr. Kevin Lynch presented the budget.
Line item 341 (Telephone): He explained he uses his own cell phone as the one provided by the Town was faulty and so he handed it back.
Line item 433 (Internet/Computer): It was explained that this line item covered the costs (in the form of a stipend) of all required reports which are downloaded and also to support obtaining these on Mr. Lynch’s home computer.
Selectman Peeples stated there is an open line for the Mosquito District which is currently being worked on. It was clarified that this will be a bid number and that the Board of Selectmen is intending to put in an appropriation for mosquito control. There followed a discussion on the RSA and how, and by whom, the MCD will be administered. Selectman Peeples explained the Board of Selectmen wish to get the Health Department to administer the MCD and there was further discussion on what lines the account will consist of. Selectman Peeples stating the Board of Selectmen are waiting for a final draft on this from the MCD.
The Committee agreed to delay the vote until the figures for the MCD are available and a vote can be taken on the whole budget.
Highways & Streets Administration (A/C 4311)
Mr. de Costa presented the budget.
Line item 10.740 (New Equipment Purchases): It was explained this is a quoted price and is being requested for a high pressure cleaner to maintain the snow plows and trucks as the current equipment is old and in need of replacement.
Line item 20.310 (Consulting Engineer): In response to a query as to why the figure for this is so high this year, it was explained that the costs this year included the Corning Road drainage, and engineering for Brickyard. There followed a discussion in which Chairman Lemire pointed out that the money for Brickyard will be reimbursed by FEMA (75%) and Selectman Peeples stated the Board of Selectmen suggested the Engineering request go in as a warrant article for next year.
Chairman Lemire clarified for the benefit of the Committee and viewers that the Road Agent salary is a stipend.
Highways and Streets (A/C 4312)
Line item 10.575 (Culvert Replacements): It was explained that this included monies to replace two culverts which have failed (on Talent Road and Roberts Road) and is an estimate. Mr. de Costa explained in order to obtain an accurate figure they would need to go out to bid.
Line item 20.125 (Workmen Wages): Chairman Lemire pointed out the Committee had not received any backup information for the increase, and a discussion followed on how Mr. de Costa’s hours were made up. Mr. de Costa stated he had requested administrative assistance which would reduce his hours, explaining why he needed the assistance. He pointed out this had not been approved by the Board of Selectmen.
Line item 20.575 (Road Maintenance & Improvements): It was explained the Board of Selectmen had added 6% to the figure to ensure there is enough available when it comes time to do the job, and the rationale behind the increase. There followed a discussion regarding work which had been scheduled for this year, but which had not been completed with reasons provided by Mr. de Costa as to why the work had not been done. The need for requesting engineering a year in advance was discussed, as well as which roads will be done and why engineering is required for some of the work.
Line item 20.445 (Equipment Hire): It was explained that 90% of the money in this line is used for snow plowing.
Line item 20.570 (Pavement Striping/Markings): Mr. Spencer obtained clarification there would possibly by an additional $1,000 to be spent this year.
Line item 30.577 (Catch Basin Clean Out): Chairman Lemire was informed there was one bill which has not yet been accounted for in the figures. Mr. de Costa explained his goal is to get half of the catch basins completed so that the storm drains can be done semi annually.
Line item 50.686 (Salt Purchase) : A discussion took place on how much salt it is estimated the Town will use overall and how much they might expect to use before the end of the year. Mr. de Costa provided the Committee with an explanation of the various chemicals which can be applied to the road surfaces in the winter and their advantages and disadvantages. There was also a discussion regarding whether potassium chloride would be a better and more cost effective option, and the fact there is no hard data to back this up.
Selectman Peeples confirmed for Mr. Harte that roadside mowing will stay in this account.
Street Lighting (A/C 4316)
A discussion took place regarding the process involved in requesting and obtaining installation of new street lights.
MOTION: by Selectman Peeples
Move to approve a bottom line of $13,000 for the 2008 Budget for account 4316, Street Lighting
SECOND: Mr. M Falzone
MOTION: by Mr. M Falzone
Move to reduce line item 20.410 from $1,000 to zero
SECOND: Mr. B Spencer
Mr. Harte obtained clarification from Selectman Peeples that there are no requests to be considered at this time for new installations.
VOTE: 6-1-0 (Selectman Peeples opposed the motion)
The motion carried.
MOTION: by Mr. D Miller
Move to approve a new bottom line of $12,000 for the 2008 Budget for account 4316, Street Lighting
SECOND: Mr. B Spencer
VOTE: 6-1-0 (Selectman Peeples opposed the motion)
The motion carried.
Insurance (A/C 4196)
Discussion was deferred on this account as there is no Board of Selectmen recommendation and Ms. Durocher confirmed they have not yet received a quote from the insurance company on the auto insurance.
There were no additional accounts voted on.
Mr. Miller handed out Mr. Martin’s monthly finance report, as well as Superintendent Hamblett’s report on enrollment projections, dated October 9th, 2007.
There was no additional Town business presented.
Chairman Lemire confirmed there would be a Special meeting of the Budget Committee on October 30th at 7:00 p.m., where they would receive information from the Building Committee.
There being no further business, Chairman Lemire asked for a motion to adjourn.
MOTION: by Mr. B Spencer
Move to adjourn the meeting
SECOND: Mr. M Falzone
VOTE: 7-0-0
The meeting adjourned at 9:02 p.m.
NEXT MEETING
Minutes by: Mrs. S Maxwell