Minutes of

Litchfield Budget Committee Meeting

                                             Held on 2 November, 2006

Present: B Lemire, B Spencer, B McCue, D Miller, M Falzone, J Caynon, J Harte, P Jewett

Mr. Lemire opened the meeting at 7:00 p.m.

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

APPROVAL OF PREVIOUS MINUTES
Motion: by M Falzone
Second: J Harte
To approve the minutes of the meeting held on 19th October 2006
Vote: 8-0-0

TOWN BUDGETS

Cable Committee (A/C 4589)
Mr. Lemire asked Mrs. Jewett if she would like to present this budget.  Mrs. Jewett deferred to the Cable Committee representative, Mr. R. Pentheny

Mr. Pentheny stated that the 2007 budget is essentially the same as the one which they had presented last year.  Mr. Spencer asked why the Budget Committee should recommend this budget for 2007.

Line item 302 (PEG Contracted Services): it was explained that there were issues with maintenance and it would be helpful to have a consultant who could come in to assist.

Mr. Harte asked about the PEG channels and Mr. Pentheny clarified for him what these are and where they are located.  Mr. Lemire stated that he felt it was important to explain for the viewing public that the programming is done for free with no cost to the town.  Cable Representative Mr. Tim Curran pointed out that the cable TV consumers contribute $97,000 through their cable franchise fees which goes into the General Fund for the town as a revenue source.  It is meant to be money which can be applied to public access, but how it is spent depends how towns are structured  He stated that they are looking for someone to collect tapes and co-ordinate for the committee, as he currently spends around 8 hours per week doing this and the current volunteers are stretched.

Line item 341 (Telephone/Internet Access):  it was explained that the higher cost is due to the fact that they are classified as a business and not a home. 

Mr. McCue asked about internet telephone access and was told that Adelphia provide five feeds and the rest they charge for.  It was explained that there are two phone lines as they need two primary lines and a backup.  Mr. Curran explained that Vonage can cause problems with alarms tripping due to there not being a constant dial tone.

It was explained that a warrant article has been put forward which will negate the $12,000 in line item 302 (PEG Contracted Services) – to get funding for consultant.  Mr. Curran explained for Mr. Spencer that the warrant article was to provide the opportunity to obtain the money for maintenance and operation of television programming in town, by establishing a trust fund, should the budget go to default.  He also explained that $12,000 represents 8% of the PEG fees.  Mr. Lemire asked whether the wording of the warrant article had been reviewed by town counsel and was told that it may not have been at this point.  A discussion followed about wording and the fact that the warrant will not mean that they get money every year.  Mr. Lemire stated that it may be better to leave the line item in the budget due to Senate bill #2, as if defeated they would be prohibited from spending any money in that function in the line.  Mr. Lemire also suggested a dedicated funding mechanism from PEG fees for this money, and that the DRA and town counsel could help.  There followed a discussion around how to do this. 

Motion: P Jewett
Second: M Falzone
To accept a bottom line figure of $19,003 for account 4589, Cable Committee.
Vote: 8-0-0
The motion carried unanimously.

Fire Department (A/C 4220)
Chief Tom Schofield presented his budget.  He explained that his budget comprised nine functional areas with 42% of his request being unchanged from last year, with approximately 7% of lines actually showing a decrease.

Line item 10.560 (Dues & Subscriptions):  this item was increased by the Selectmen and Chief Schofield explained that he did not have the money this year to buy CD’s required for keeping staff up to date with code compliance.  He stated that the Board of Selectmen felt it would better to negotiate a three year deal as it would be more economical.  In response to a query from Mr. Harte, Chief Schofield stated that the CD’s were updated quarterly.

Line item 10.740 (Equipment Purchases – Computer): Mr. McCue asked whether $1,000 would be sufficient for a suitable laptop.  Chief Schofield responded that the current one is eleven years old and he felt that he could obtain an adequate one for $1,000.

Line item 10.760 (Chief’s Vehicle Lease): in response to a query from Mr. McCue, the Chief stated that the vehicle would probably be a Chevrolet Tahoe and that he had found a financial institution that Londonderry Fire Department use which could help them find a better deal.

 Mr. Caynon asked about the size of vehicles used in the past, and the Chief explained that he hoped to increase the size of the trailers used and would therefore need a suitable vehicle to haul them.  He further explained that he was looking at a more economical way of dealing with vehicles and trailers.  He confirmed for Mr. McCue that he will retain the current Explorer if he is allowed to.

Line item 10.811 (Seminars & Conventions): Mr. Spencer asked about seminars and conventions and the Chief explained that up until now he had been unable to attend these as by the time they come around the money has usually been diverted for other uses.

Contract labor:  it was explained that this money would be used to hire a temporary office person for eight hours/week for general office help and explained the function in more detail.  Mr. Lemire asked whether this would preclude them from hiring someone from town to do the work, and the Chief stated that it would not.  Mr. Spencer asked what benefits would be involved and was told there would be no costs to the town for these, with Ms. Durocher explaining that a part time person can buy insurance themselves.  She also confirmed that the only other costs would be worker’s compensation and social security.  Chief Schofield explained that the advantage of obtaining someone through an agency would be that the agency would find a replacement in the event of sickness.

Line item 20.110 (Full Time Firefighter Wages):  Chief Schofield stated that the figure under Selectmen’s recommendation should read $95,356 and note $95,442.

Line item 20.125 (Call Firefighter Wages):  in response to a query from Mr. Spencer, the Chief handed out a worksheet he had prepared in anticipation of the meeting which explains the increase in this request.  It was clarified that there will not be any additional staff, but that they would be open on Saturdays with three staff as call firefighters in an effort to avoid employing a full time firefighter at this time

The Chief spoke more about the need for secretarial support and clarified for Mr. Caynon that the staff used on Saturdays would be fully utilized, explaining the duties they would perform.

Mr. Spencer asked about an incoming firefighter – chief replaced new fire fighter at lower rate than old – no.  Mr. Spencer asked if confident that number would reflect 2 staff on payroll today – yes and he would check.

Line item 20.140 (Full Time Firefighter O.T.): Mr. Spencer asked why the extra had been spent this year in overtime and Chief Schofield explained that some was due to the spring storm and some due to the rate of pay.  He explained that the figure requested funds five hours/week of overtime primarily for training.  He also explained that from 5am – 6pm he has no volunteer firefighters as they are going to their day jobs. 

Line item 20.636 (Diesel fuel) – the Chief stated that to date $7,500 has been spent at $2.575/gallon, and that he needs 5,200 gallons.  He explained the difficulty of coming up with an accurate figure for this line item, trying to foresee what the rate would be by the end of next year.  He also stated that he had attempted to ensure that there would be sufficient in the budget this time as the budget usually is usually overspent and a lot of that is on fuel.  There followed a discussion how often the fuel tank is refilled and the calculation of fuel usage, with Mr. Spencer stating that he felt that $10,000 was a good figure.  Mr. McCue asked about road use taxes and Chief Schofield confirmed that the Fire Department does not have to pay these.

Chief Schofield suggested an energy contingency fund which could be used at end of the year if they run out of money.  He also spoke about the fact that he will need to start buying supplements to add to the diesel, due to a change in the level of sulfur permitted by law.

Line item 20.635 (Vehicle Fuel/Gas and Oil): Chief Schofield explained that they have 23 pieces of equipment that consume gasoline and that the department also have use of Mr. Bergeron’s vehicle.  He also explained that Hudson bill the department sporadically for gasoline.  A discussion took place about the difficulties of determining an accurate figure for gasoline with the Chief stating that he is asking for $50/week, and Mr. Spencer stated he thought the calculation should be determined by gallons used.  Mr. McCue raised the topic of bulk storage and Chief Schofield stated that the volume used was not sufficient to make the cost involved worthwhile.

In response to a question raised by Mr. Falzone, the Chief explained that there is a 500 gallon tank at the fire station and that they are set up such that they can fuel themselves even in the event of a power outage.

In response to a question about the storage container on site at the fire station, Chief Schofield explained that it had been purchased to store primarily the boats, and other equipment which would have been outside and exposed to the elements.

Line item 40.740 (Training Equipment):  the Chief explained that this item would fund a projector for PowerPoint presentations and Mr. McCue asked whether the figure included an amount for a replacement bulb.  The Chief explained that he hoped to obtain at least a year’s usage before having to replace the bulb.  Mr. Harte began a discussion as to whether the Planning Board and the Fire Department might be able to share a computer, during which the Chief explained that next year they intended to take their computer ‘on the road’.

Line item 50.345 (Dispatch Service Contract):  in response to a question as to why nothing has been spent so far this year in this line item, it was explained that Hudson will be paid $3,000 at the end of the year.

There was a discussion about the new radios and the Chief explained that there is a one year warranty on these and that he is looking to replace the batteries as the current ones only hold 100 charges and are expensive to replace.

Line item 70.740 (Medical Equipment Maintenance Contract):  the Chief explained that the defibrillators required new batteries as they stop accepting charges after a specific number, and that they are behind in software updates.  Mr. Lemire clarified that other towns have a contract for these items.

Line item 70.694 (Medical Supplies):  the Chief explained that he was trying to negotiate with St. Josephs hospital to buy supplies through them, but that he is unsure whether there would be an increase in ambulance cost as a result.  A discussion on how the department obtains their medical supplies took place and it was agreed that this item may have to be revisited depending on the outcome of the change.
Fire station

Line item 80.641 (Septic Tank Cleaning):  in response to a query from Mr. Spencer, it was clarified that this is done every two years and will be done next year, along with floor drains.

Line item 85.331 (Investigation Schooling):  it was clarified that this item is for a college course at St. Anselm college course which is held in the spring.

Line item 85.740 (Equipment Purchases): it was explained that the department cannot do  all of their own investigations, but that they need to do some themselves and this line item covers the cost of these.

A discussion took place regarding vehicle repairs and maintenance, with the Chief stating that he had with him a written quote and was waiting to hear from the Board of Selectmen on how they wish to proceed.  Chief pointed out for the viewers how important it is to maintain the town’s fire equipment.  In response to a question from Mr. Lemire, Mrs. Jewett explained that the Board of Selectmen is waiting for a quorum at a meeting before discussing a large item like this.  In response to a query from Mr. Spencer about truck repairs the Chief spoke about upgrades and body work required and he explained that spending some money on this would provide another five years of use from the truck.  There was further discussion about the vehicles with Mr. Spencer stating he thought there should be a separate warrant article for each of them.  Discussion also took place about wording of the warrant article.

Emergency Management (A/C 4290)
The budget sheet for this account is not yet available for the Committee, therefore discussion was deferred.

Ambulance (A/C 4215)
Mr. Spencer asked the Chief what the basis was for his request, and the Chief explained that essentially the town has no ambulance, and that they are billed quarterly by Hudson.  He further explained how Hudson calculates their charge.

Motion: by P Jewett
Second: J Harte
To authorize a bottom line figure of $35,000 for account 4215, Ambulance
Vote: 8-0-0
The motion carried unanimously.

Chief Schofield distributed to Committee members a spreadsheet which illustrated how much the Fire Department would get from property taxes per household, asking the Committee to take account of this when making their decisions on the budget.

Grants
The budget sheet for this account is not yet available for the Committee, therefore discussion was deferred.

Conservation Commission (A/C 4611)
The budget sheet for this account is not yet available for the Committee, therefore discussion was deferred.

Sanitation Management (A/C4321)
Mrs. Jewett said she thought the town gets value for money from this department, and called on Mr. D. Mellon to present his budget.

Line item 560 (Dues – Northeast Resource Recovery): Mr. Mellon explained that the increase in this item is due to permit increases.

Line item 561 (Operations License Fees):  Mr. Mellon stated that this was for State fees for air emissions.

Motion: by P Jewett
Second: M Falzone
To authorize a bottom line figure of $70,163 for account 4321, Sanitation Management
Vote: 8-0-0
The motion carried unanimously.

Sanitation (A/C 4324)
Mrs. Jewett informed the Committee that Litchfield has the second highest percentage of recycling in the area at 44.34%.  She thanked the residents in town for this, but asked that they be careful not to put materials which would be hazardous to the Sanitation employees in their trash.  She then handed over to Mr. Mellon to present his budget.

Line item 10.650 (Bulldozing Gravel/Fill):  Mr. Mellon explained that he had decided to do this only once a year instead of twice, explaining for Mr. Spencer that the money was for equipment rental.

Line item 10.683 (Tire/Demolition Disposal Fee):  Mr. Mellon explained for Mr. Spencer how he had come up with the figure for next year and explained that there had been an increase this year due to the floods in spring and that more people are taking tires to the facility.
There was a discussion on Incineration staff levels, rates and hours and how the figures in the budget had been compiled.  Mr. Lemire requested that Mr. Mellon meet with Ms. Durocher to compile a list showing these figures for reference by the Committee prior to the voting on the account next week.

Line item 30.140 (Laborers Overtime):  Mr. Mellon explained for Mr. Spencer that the overtime usually occurred around holiday season and Mr. Spencer stated that they do not usually spend the amount requested in the budget.

Line item 30.637 (Incinerator Fuel Oil):  the price of fuel was discussed and Mr. Mellon explained for Mr. Lemire that the tank was filled sporadically.  He also explained that the amount of fuel has decreased since maintenance had been performed on the incinerator. 

Line item 30.683 (Ash Disposal):  Mr. Mellon explained for Mr. Caynon that ash disposal is usually done at the end of the year and that three trucks are used costing over $6,000.

Line item 30.440 (Equipment Rental): Mr. Mellon explained for Mr. Spencer that this was and emergency line item for skid steer, which up until now has not been required.

Line item 30.662 (Tire Purchases):  Mr. Mellon explained for Mr. Caynon that these are bought right before winter.

Line item 30.689 (Signs/Posts/Accessories):  Mr. Mellon stated that some money has been spent in this line item, but it has not yet shown in the figures for this year.

Electronics Recycling (account 40):  Mrs. Jewett explained that, starting in July 2007, the town will have to pay for disposal of computer monitors and TVs due to the lead content in these.  Mr. Mellon spoke about the quotes he had obtained and of how he had compiled his figure for this.  He also distributed information on an electronics recycling program.

 

Government Buildings (A/C 4194)
The budget sheet for this account is not yet available for the Committee, therefore discussion was deferred.
TOWN BUDGETS – VOTING
Town Clerk (A/C 4140.10)
It was agreed that voting on this budget should be deferred.

Parks & Recreation (A/C 4520)
Motion: by P Jewett
Second: M Falzone
To approve a bottom line of $75,966 for account 4520, Parks & Recreation
:
Motion: by B Spencer
Second: J Caynon
To amend line item 20.125, Groundskeeper Wages from $6,309 to $5,340
Mrs. Jewett explained the numbers supported by the Board of Selectmen.
Vote: 7-1-0 (P Jewett opposed the amendment)
The motion carried.

Mr. Spencer questioned the figure in line item 20.440, Equipment Rental, with Mrs. Jewett stating that the $250 would be used.

Motion: by B Spencer
Second: M Falzone
To amend line item 60.126 Custodian Wages from $8235 to $6,470
Vote: 7-1-0 (P Jewett opposed the amendment)
The motion carried.

Motion: by B Spencer
Second: J Harte
To amend line item 60.410, Electricity from $5,000 to $4,000

Mrs. Jewett stated that the basketball court will be used a lot between now and Xmas and that it would be used more next year.  A discussion took place on previous years figures.

Vote: 7-1-0 (P Jewett opposed the amendment)
The motion carried.

Motion: by J Harte
Second: B Spencer
To amend line item 60.640, Custodial Maintenance Supplies from $750 to $300
Vote: 6-2-0 (P Jewett and D Miller opposed the amendment)
The motion carried.

Line item 60.442 (Trash Container Services):  inn response to a question from Mr. Caynon, Mrs. Jewett stated that there were bills pending for this line item and that it cost $195 for each pick up.

Mr. Lemire called for a vote on the new bottom line of $71,782 for account 4520, Parks & Recreation.
Vote: 7-1-0 (P Jewett opposed the new figure)
The motion carried.

Highways & Streets (A/C 4312)
It was pointed out that the budget sheet for this account had been revised.  The starting point for deliberation is the budget sheet dated Oct 17, 2006

Motion: by P Jewett
Second: B Spencer
To approve a bottom line of $416,768 for account 4312, Highways & Streets

 

Motion: by B Spencer
Second: J Harte
To amend line item 20.445, Equipment Hire from $140,000 to $110,000

 Mr. Spencer explained that he had discussed this figure with the Road Agent, who was happy with the revised figure.
Vote: 7-1-0 (P Jewett opposed the amendment)
The motion carried.

Mrs. Jewett stated when asked that she did not know what had prompted the Board of Selectmen’s changes to line items 50.686 (Salt Purchase) and 50.695 (Liquid Ice Ban).  There was discussion about last year’s figure and the subsequent bill for Magic ‘O’.  It was clarified for Mr. Lemire that the salt shed was full and treated.  Mr. Lemire stated that it was difficult to make an informed decision when there was a lack of documentation to assist.

Mr. Lemire called for a vote on the amended bottom line of $386,768
Vote: 7-1-0 (P Jewett opposed the amended bottom line)
The motion carried.

SCHOOL ISSUES

Mr. Miller distributed updated enrolment projection figures, stating that these included additional household and other information.

Mr. Miller informed the Committee that it will cost more than the $15,000 previously encumbered to clean the swales.  He explained that the State was now involved and that there would be extra fees for such things as engineering.  The total overall cost is now estimated to be $65,000, which does not include re-engineering.  He pointed out that if the money is not spent this year, it will go back to the taxpayers.  The School Board has discussed using some of the money encumbered to pay some of the engineering costs up front in order to reduce other costs next year.

Mr. McCue asked whether there was standing water in the swales which would cause concern regarding mosquito breeding, and Mr. Miller said he did not think there was any water.  Mr. Miller explained that it was necessary to obtain a permit from the State due to the fact that the swales are so close to wetlands.

Mr. Miller confirmed that the school budget presentation was on target for 22 November.

MEMBER INPUT
There was no member input.

Motion: by P Jewett
Second: J Harte
To adjourn the meeting
Vote: 7-0-0
The motion carried and the meeting adjourned at 9:36  p.m.