Minutes of
Litchfield Budget Committee Meeting
Held on November 8, 2007
Present: Chairman B Lemire, B Spencer (Vice Chairman), R Peeples (Selectman’s Rep.), J Harte, P Parker, D Miller, M Falzone, B McCue
Health Officer, Mr. Lynch, Chairman of the Mosquito Control District Mr. J. Latsha, Selectmen’s Administrator Mr. H Dilworth Jr. and Fire Chief Schofield were also in attendance
Chairman Lemire called the meeting to order at 7:02 p.m.
There was no public input.
MOTION: by Mr. J Harte
Move to approve the minutes of the meeting on October 25th, 2007
SECOND: Mr. M Falzone
VOTE: 6-0-2 (Mr. D Miller and Mr. B McCue abstained as they had been absent)
The motion carried
MOTION: by Mr. B Spencer
Move to approve the minutes of the meeting on October 30th, 2007
SECOND: Mr. J Harte
Mr. Harte stated he had already requested Mrs. Maxwell amend an entry with Selectman Peeples’ name to Selectman Raccio.
MOTION: by Mr. B Spencer
Move to amend the minutes by removing Mr. Falzone’s name from those present
SECOND: Mr. M Falzone
Mr. Falzone was absent from the meeting.
VOTE: 6-0-2 (Selectman Peeples and Mr. B McCue abstained as they had been absent)
The motion carried.
Government Buildings (A/C 4194)
Discussion on this account was deferred as it was unavailable.
Mosquito Control District (A/C 4411.20)
Selectman Peeples deferred to Mr. Lynch, the Health Officer and Mr. Latsha, Chairman of the Mosquito Control District to present the budget. Mr. Lynch began by thanking Mr. Dilworth, Selectmen’s Administrator for re-configuring the numbers and asked him to assist with the presentation. Mr. Dilworth stated he had taken the chartered accounts and used the descriptions in these, as well as the handout given to the Board of Selectmen on Monday. Mr. Lynch stated he had not participated in making up the line items. He concurred with the first four items, explaining these are what the contractor would need, which forms part of his contract proposal.
Line item 328 (Public Notice): it was explained the money in this line would cover informational notices which may be required in the newspaper.
Chairman Lemire asked for a synopsis of what was included in the contract which had been handed out to the Committee. Mr. Latsha explained the duration of the program and went through the contract on a month by month basis explaining what work would be done during each month. He explained what larvaciding involves, and that it is performed monthly.
Line item 374 (Catch Basin Mapping): Mr. Harte asked if the catch basins were cleaned regularly, would it be possible to delete this line. There followed a discussion of the definition of this line and whether it could be offset by an item in another account.
Action: Mr. Lynch agreed to establish whether this line was for mapping or for scheduling treatment of the catch basins, and to provide clarification as to whether the line could be taken off.
Mr. Spencer queried why the Mosquito Control District is being included under the Health Department budget and not as a warrant article, and there followed a discussion on this. Mr. Latsha pointed out there was no spraying included in the account, and talked about educating the voters. He also explained the difficulty of deciding on figures for some items as this is a totally new account. Mr. Lynch pointed out the decision to include the Mosquito Control District in the Operating Budget had been made by the Board of Selectmen after debate.
Line item 344 (Secretarial – Steno Services): Mr. Spencer asked how they had come up with this figure and why it was needed. There followed a discussion and Mr. Dilworth Jr. clarified the cost was for 12 meetings at 4 hours each for the minutes.
There followed a discussion regarding who should be in charge of the budget and who should be presenting it.
Line item 433 (Internet/Computer): Mr. Latsha stated this line could be reduced by $700. Mr. Lynch attempted to explain how the reports would be sent and Selectman Peeples clarified that there was some money in the line for web page development. Chairman Lemire suggested Mr. Lynch and Mr. Latsha need to discuss and clarify the line items in the account. Selectman Peeples explained the Board of Selectmen wish to keep the account separate from the rest of the Health Department budget for accounting reasons.
Action: It was agreed Mr. Lynch and Mr. Latsha should talk before the next meeting.
There was further discussion about reducing line 433 to take out the amount for a computer ad leave $800 for web design. A discussion also took place regarding where web design should be located with Mr. Dilworth Jr. stating he thought it should be under some type of contracted services line.
Line item 550 (Printing): A discussion took place regarding whether this line could be taken out as Mr. Lynch explained he already had an item in his budget which would cover signs for sports fields. Mr. Lynch stated there is a symposium for mosquito control which is under Mileage and Tolls in his budget and that he would like to attend this.
Line item 693 (Minor Tools & Supplies): Mr. Latsha explained this line was to cover things like netting/protective covering for which could be used by Committee members in case they were to accompany the contractor to observe. Mr. Lynch explained how he envisioned his role in the Mosquito Control District and spoke about how the contractors usually worked.
There followed a discussion regarding the figures in the lines Selectman Peeples stated he was happy for the Budget Committee to act on the budget next week, after receiving the additional information they requested. Mr. Spencer clarified Mr. Lynch would come back with a revised budget sheet next week.
Emergency Management (A/C 4290)
Discussion on this account was deferred as it was unavailable.
Grants
Discussion on this account was deferred as it was unavailable.
Cable Committee (A/C 4589)
Discussion on this account was deferred as the additional information requested was unavailable.
Executive (A/C 4130.10)
Line item 390 (Consulting Services): Mr. Dilworth Jr. explained for Chairman Lemire the Board of Selectmen foresaw a need for research services.
Action: Selectman Peeples agreed to obtain further clarification for the next meeting.
Line item 328 (Public Notices & Ads): Selectman Peeples explained what the over expenditure in this line was for this year (additional unanticipated advertising costs). There followed a discussion regarding why the line had been increased for next year.
Administration (A/C 4130.20)
Selectman Peeples presented this account.
Line item 390 (Consulting Services): Chairman Lemire asked what this line was for.
Action: Selectman Peeples stated he would find out what it was made up of.
Mr. Dilworth Jr. offered the information that the Board of Selectmen recognized that there were a number of things like policies which needed to be addressed and which Mr. Dilworth would be unable to do. They had decided to use the difference between Mr. Dilworth Jr.’s salary and Ms. Durocher’s to cover those things. A discussion on this item took place with Selectman Peeples stating they Board were trying to address some of the issues at the Town Hall which have been raised by the voters. Mr. Dilworth Jr. provided examples of some things which need to be automated to cut back on the time spent manually doing these. Chairman Lemire made the point that the Budget Committee was being expected to make a decision on a new item without receiving backup. Selectman Peeples stated he would ensure the backup information would be there for next week’s meeting prior to voting.
Accounting and Auditing (A/C 4150.10)
Mr. Spencer stated the numbers in this account for Health and Dental Insurance are not consistent with other accounts. A brief discussion followed as to the reasons for this.
Action: Mr. Dilworth Jr. s agreed to confirm that these are hard numbers by next week.
Chairman Lemire asked about contracted services and Selectman Peeples explained that Ms. Durocher has been working with the auditors to reduce some of these.
Mr. Harte asked about the auditing software in the Fire Department budget and whether it would be moved to this account.
Action: Selectman Peeples responded he would have to check on this
Mr. Dilworth Jr. suggested he would leave it in the Fire Department budget for now and at point in time the Town can pick up license for the following year and could then move it.
Line item 10.110 (Secretary-Clerks Wages): Chairman Lemire asked why this was higher for next year if there are no steps and no cost of living adjustments. Mr. Spencer explained last year was not a full year of their salary.
Line item 30.312 (Assessing Services): Mr. Spencer clarified this was a five year contract, and Selectman Peeples explained the process and work to be covered over the length of the contract.
Line item 20.301 (Audit Services): Mr. Dilworth Jr. agreed to check on this item.
Cable Committee (A/C 4589)
Voting on this account was deferred.
Fire Department (A/C 4220)
MOTION: by Selectman Peeples
Move to set a bottom line of $563,181 for the 2008 Budget for account 4220, Fire Department
SECOND: Mr. J Harte (for discussion)
Mr. Harte queried the wages for the call fire fighters, and Chief Schofield stated he would be willing to accept a $6,600 reduction in this, but he explained he was worried that would leave him in a difficult position with regard to the bottom line if fuel prices were to increase substantially.
MOTION: by Mr. B Spencer
Move to amend line item 20.125 (Call Fire Fighter Wages) from $91,600 to $86,000
SECOND: Mr. J Harte
Mr. Spencer explained his reasons for proposing the amendment was based on what has been spent in the past.
MOTION: by Mr. B McCue
Move to amend line item 20.125 (Call Fire Fighter Wages) from $91,600 to $87,000
SECOND: Mr. P Parker
There followed a discussion regarding whether the fuel lines should be amended instead.
VOTE: 1-7-0 (Mr. McCue voted for the motion)
The motion was defeated.
VOTE: (on Mr. Spencer’s amendment) 6-2-0 (Selectman Peeples and Mr. McCue opposed)
Mr. Spencer commented it would be prudent to look at all the accounts regarding fuel and oil.
The new bottom line of $557,581 for the 2008 Budget for account 4220, Fire Department was voted on
VOTE: 8-0-0
The motion carried unanimously.
Ambulance (A/C 4215)
Voting on this account was deferred as final figures were not yet available.
Chief Schofield stated the account will probably be level funded and also that Emergency Management will not increase by much.
Chairman Lemire asked Selectman Peeples whether there would be a special meeting of the Board of Selectmen to bring the accounts up to date and Selectman Peeples explained this would not be possible due to absences of members of the Board.
There followed a discussion on the status of the Police Department budget, with Selectman Peeples providing an update on the timing of the consultant report on staffing. He explained the report would not be available until just prior to the Budget Hearing, but that the Board of Selectmen will present a budget prior to this.
Mr. Miller stated the School Budget presentations were on target to begin November 24th.
Chairman Lemire publicly thanked the Building Committee for the work they have done to date and for presenting their proposal to the Budget Committee, stating he felt this was a good starting point. Referring to Mr. Spencer’s queries regarding the proposal, he invited Mr. Spencer to talk about them. Mr. Spencer agreed it had been a good meeting with the Building Committee. He explained his concerns, as outlined in the attached document, and suggested another meeting with the Building Committee ahead of the warrant article. Chairman Lemire asked whether the Committee felt another meeting would be productive. Mr. Miller stated he had forwarded Mr. Spencer’s document to the Building Committee, stating it was his belief they will look at sizing the school within 10% of the enrolment projections, and the consensus of the Committee was that another meeting would be productive. Chairman Lemire said he will officially request another meeting via Superintendent Hamblett. Mr. Spencer stated he would be happy to attend a Building Committee meeting if it would be useful. Mr. Miller confirmed anyone was welcome to attend the meetings as residents of the Town.
Action: Chairman Lemire requested the Committee forward to him any further questions for the Building Committee by Saturday.
Mr. Spencer asked the Fire Chief to comment on the safety of GMS. Chief Schofield stated it was his intention to make a pre plan and an initial assignment adjustment to the evacuation plan for the school, by using non toxic smoke machines to check out some of the areas discovered to have questionable fire walls. He stated that while the building was not perfect, neither he nor the State Fire Marshal would declare it as an unsafe building. He explained GMS empties 40% faster than the other schools in Town, but that there are some areas of concern such as narrow hallways and lack of storage. In response to a query from Mr. Spencer regarding whether the issues with the alarm and emergency lighting had been addressed, Chief Schofield stated the fire alarm panel had been upgraded less than five years ago.
MOTION: by Mr. M Falzone
Move to adjourn the meeting
SECOND: Mr. J Harte
VOTE: 8-0-0
The meeting adjourned at 8:36 p.m.
Minutes by Mrs. S Maxwell