Minutes of the
Litchfield Budget Committee Meeting
Held on 21 December 2006
Present: B. Lemire, B Spencer, J. Caynon, B. McCue, D. Miller, A Raccio, M Falzone, S. Martin, C. Hamblett
Absent: J Harte
Mr. Lemire opened the meeting at 7:02 p.m.
PUBLIC INPUT
Miss Hamblett handed out copies of a survey on the school mission statement to members of the Committee, asking them as members of the community or as parents to complete the survey and return to the school as soon as possible. She explained that the mission statement had last been updated in 1992 and that input from the Committee members would be helpful as there had not been a lot of response from the community in general to the survey.
APPROVAL OF MINUTES
It was agreed that approval of the minutes of the meeting held on December 14th would be deferred until the next meeting.
SCHOOL BUDGET – continue presentation
Mr. Martin confirmed that the 2200 series accounts had been reviewed at the last meeting. He stated that he had two updates:
Course reimbursement (Page 5) – there should only be one teaching position budgeted (not three); this is approximately $600 over budget, and
He had checked the default budget and the Superintendent was correct – the $25,000 reduction was not included in the default.
Mr. Falzone asked if the number on the next line down should be three and Mr. Martin confirmed that this should also be one and that the School Board would also make this adjustment.
School Board 2300 series:
Page 1: the allocation of the School Board/SAU secretary is changed to a 50/50 allocation.
There was a discussion regarding the recommended salary increases for elected budgeted officials such as the School Board members, Moderator etc. Mr. McCue enquired as to why the Selectman’s salary was used to set School Board salaries, with Mr. Martin explaining that at one time they were set together. Mr. Spencer stated that he did not see the correlation between Selectmen and School Board as their responsibilities are very different. Mr. Lemire stated he would prefer to hear what School Boards in other towns receive and Mr. Caynon asked whether other towns voted on School Board salaries, or whether they were built into the budget. Mr. Martin stated that it varied and that he was willing to investigate what School Boards in other towns receive, and report back to the Committee. Mr. Raccio confirmed what the Selectmen receive in salary and expenses.
Mr. Spencer raised a question on conferences, and Miss Hamblett provided details of two conferences which are attended. Mr. Spencer stated he thought the figure was high as typically not everyone goes to the conferences.
Page 2:
Mr. Spencer asked for clarification on what ‘Supplies’ for the Board are, and Miss Hamblett provided examples (newsletter, sample ballots), explaining that these are either charged to the SAU or are seen in this item. There followed a discussion about how account 2725 was developed; announcements which had been made; paper costs; a second newsletter which will be sent out in January; and ballots. Miss Hamblett stated that Superintendent Supplies had possibly been over expended last year due to items being charged to the incorrect line item.
There followed a discussion between Mr. Raccio and Miss Hamblett on how the figures for these line items were arrived at, with Miss Hamblett explaining that the figure is based on number of reams of paper and number of inserts to the HLN. Miss Hamblett stated they would do a better job of working these figures out in future. She also explained that there may be a building proposal next year which would affect the figures and that the narrative could be seen in the Superintendent’s account.
Page 3:
Following a query from Mr. Spencer, Mr. Raccio informed the Committee that the Town Treasurer’s salary is $6,102, and the Trustees are paid $260. Following a query from Mr. Spencer, Mr. Martin explained what the main responsibilities of the School Treasurer were. He also clarified that the School Treasurer’s responsibilities compared to those of the Town Treasurer, but that the money involved for the Town was much less.
Personal computer: Mr. McCue asked whether this was backed up on a regular basis and was told that it was.
Following a query from Mr. Falzone regarding the number of hours worked by the Treasurer there followed a discussion on the hours she worked and her hourly rate. Miss Hamblett stated that the position had been level funded for the six years she has worked for the Town. Mr. Raccio stated he was concerned about a fair and regulated process.
Page 4:
Mr. Spencer put forward a similar question for the Moderator (comparing the position to the Town Moderator). Mr. Miller confirmed that the salary for 2006 for the Town was $307. Mr. Spencer asked what the rationale is for the salary, stating that he thought the salary should be the same for the Town and the School, since the same person performed both jobs.
Following an enquiry from Mr. Spencer relating to the District Clerk, Miss Hamblett explained that this was an elected position and that the Clerk attends the Deliberative Session and certifies those minutes, which are taken by the SAU Secretary.
Mr. McCue asked about legal fees, and Mr. Martin stated there was a function change on page 7 which takes account of these.
Mr. Martin informed the Committee that there would be an additional GASB requirement coming next year, of $200 for Actuarial Accounting Standards which the Board has delayed for this year’s budget.
A discussion on legal services took place, with the School representatives explaining that the figures are going up due to the fact that they are coming across more situations which need to be referred for legal counsel. Miss Hamblett explained that there was no one person currently on retainer, but that they do get a special rate. She stated that it may be time to have someone on retainer. Currently three different law firms are used by the District, with approximately 90% of services from one firm.
2300 series:
1st line item – it was explained that this was a new item since contracted Administrators now have the ability to trade in up to ten unused vacation days into an annuity payment.
Page 2:
Mr. Martin stated they had already covered salary increases.
Following a query from Mr. Spencer on health insurance, there was a discussion on whether it was over funded. Also discussed was the impact of maternity leaves which often meant a move from a single to a family plan.
Page 3:
Following a statement from Mr. Caynon that he felt line item 440, at $11,000, was high for copying there was a discussion on what types of things were copied and charged to this account.
Postage was discussed, with Miss Hamblett explaining that they intended to do one extra newsletter.
Miss Hamblett explained that they budget a little in every function to cover things which need to be replaced or repaired, providing an example. A discussion about moving money around followed.
Page 4:
Mr. Spencer raised a question regarding the $6,000 for Printing and Binding. Miss Hamblett explained that this would cover the Superintendent’s brochure for her 5 year report, and also a district profile for realtors.
The increase in the Travel line items was discussed and Miss Hamblett explained that her hotel and meal costs go in to this line.
Mr. Raccio asked about out of district mileage and Miss Hamblett explained what was included in this. Mr. Lemire pointed out that this could include airfare. Miss Hamblett explained that she tends to go to NE conferences and therefore drives. There followed discussion regarding grant money which previously covered some of these costs, but which is no longer available.
Page 6:
Mr. Spencer was provided with clarification regarding awards/certificates which are given to retirees.
Page 7:
Overtime - Mr. Martin made the point that there are staff members who do not claim for overtime and he repeatedly has to ask them to claim. He pointed out that it is against the law not to claim for overtime.
Page 8:
SPED Administration – discussion took place regarding the cost of a flight to a national law conference. Mr. Spencer stated that this kind of money had never been spent in this account before. It was pointed out that there was a lot of out of district mileage. Miss Hamblett offered to obtain more information on this account.
Page 9:
Due and fees – Mr. Raccio raised a couple of questions on this item and he was informed that this item covered the subscription for a monthly bulletin which provided information on changes in case law in special education.
School administration functions - Miss Hamblett explained that they were trying to provide incentives to the principals to go to conferences (page 2) therefore this item has increased.
Postage – it was explained that this was level budgeted but they have had to replace a postage meter. Mr. Martin also stated that there was another postage increase planned by July 2008.
Mr. Martin stated that the budget for overtime at LMS was cut.
Mr. McCue asked about the new Assistant Principal at LMS and was informed that he had arrived in October.
Page 6:
Mr. Lemire asked about the increase in the Travel line item. Mr. Martin explained that the 2006 actual figure was $1,200 and that they had forgotten to budget anything for 2007.
In response to a query from Mr. McCue regarding the location of telephones at GMS, Mr. Martin stated these would be in the MIS function.
Page 8:
Mr. Martin confirmed that they had already covered the expansion of extra hours for the Executive Secretary in the Executive Summary.
Miss Hamblett provided an example of when the Admin. Assistants might do overtime.
In response to a query from Mr. Caynon about extra day hours, Mr. Martin explained that these came out of the regular salary budget as legally a person does not qualify for overtime until they have worked over 40 hours/week; and that they often over spend in the regular budget and under spend in Overtime.
NEASC expenses (for accreditation) – it was explained that the numbers are provided by the association.
In response to a query from Mr. Caynon, it was explained that the high school is the only place where passes are printed out (on NCR paper in order that they cannot be falsified).
Business function:
$2,200 – this is a new item and Mr. Martin spoke about what was included in it (i.e. Health and Safety).
Page 2:
In response to a query from Mr. Spencer regarding the increase in salaries, Mr. Martin explained that the salaries for all three positions were set according to the market rates. He also mentioned that the new contracted benefit was included.
Workshops – Mr. Martin explained that one season pass had been moved to the Business Administrator function from the Superintendent function. He also explained that the MUNIS conference was to take place in Boston this year and he would like to take advantage of the training it would provide.
In response to a query raised by Mr. Raccio about continuing the MUNIS contract and whether an amount for considering a replacement had been budgeted, Mr. Martin provided figures. A discussion took place on what the cheapest way out of the contract would be (buyout), and about the MUNIS product. Mr. Martin stated he has been looking at all available products and will have an ‘on site’ with Goffstown who is running the new product they are currently looking at.
Page 4:
Mr. Spencer queried the $100 for Repairs and Maintenance, which he felt could not be justified based on what has been spent. Mr. Martin explained that each function was supposed to budget $1,000, but had not done so.
Page 5:
In response to a query from Mr. Lemire regarding the increase in Supplies, it was explained that the function number was changed.
It was agreed that due to the time, the rest of the presentation should be deferred until the next meeting, when they would begin with the 2600 series accounts.
MISCELLANEOUS BUSINESS
Hearing date: a draft calendar was distributed and the dates and times of the hearings discussed. It was agreed that the Town and School would take place on 16th January, with the School hearing taking place first, followed by the Town.
The wording of the announcement was discussed as it related to the timing of the different sessions. Mr. Lemire clarified that it was not necessary to post details of the Budget Committee meeting separately as the Committee was posting the Public Hearing. Mr. Lemire also thanked the School district on behalf of the Committee for picking up the cost of posting the hearing. There followed a discussion of when the MS27 needed to be signed.
There was a discussion of when the Deliberative sessions would take place. It was agreed that there should be no posting of the Bond hearing, and the Budget hearing would take place at 7:00 p.m.
Mr. Lemire provided dates of the next Budget Committee meetings:
Mr. Miller handed out draft copies of the school warrant articles. He explained that further discussion was to take place by the School Board on Article 2 and that the order on the list would not necessarily be the final order.
Mr. Lemire asked Mr. Raccio if he had any town business he wished to raise. Mr. Raccio confirmed that the town warrants articles were not yet ready. Mr. Spencer and Mr. Lemire requested Mr. Raccio ask the Board of Selectmen to have the warrants available no later than January 9th. Mr. Lemire asked that they be e-mailed to him if they were ready ahead of time, and he would distribute them to the Committee.
MEMBER INPUT
Mr. Lemire wished everyone happy holidays.
Motion: by B Spencer
To adjourn the meeting
Second: D Miller
Vote: 7-0-0
The motion carried unanimously and the meeting adjourned at 8:58 p.m.