Meeting opened at 7:05 p.m.

In attendance: Marc Violette – Vice Chair, David Karrick, Harold Whittemore, Pete Newman, Barbara Bartlett, Mike Cutting and Selectman Richard Cook

Recorder of the minutes is Mary Whalen.

Others present: Selectman David E. Hartman, Richard Senor, Town Administrator – Laura Buono
Ed Mical – Planning Board, Paul Fouliard – Transfer Station,  Ken Klinedinst – resident

The Budget Committee reviewed the Capital Improvements for 2007 up to 2012 which was made up by the Planning Board and the CIP sub committee. The CIP is used by the Budget Committee as a tool when creating the Town budget. Budget Committee member David Karrick was part of the CIP Sub-Committee. Mr. Karrick explained that the process has not changed from previous years with the exception of roads; there is now a formed committee.

Ed Mical, Chair of the CIP Sub-Committee recognized Phil Reeder, David Karrick, Cathy Carson, Barb Marty and Lynn Perkins for their efforts. There was a total of five meetings that looked at the past years, the 9 items in the ranking system (will remain), personnel issues (new hires/wages are not included). The Committee with assistance from Central Regional Planning Commission created a single form for all the departments and agencies to fill out with a ranking system (1-9, 9 being the highest), cost association and justification. The sub-committee also recommends seeking grants now that there is a Town Administrator.

Selectman Hartman asked if the sub-committee reviewed capital reserves and debts of other Towns. Mr. Mical explained that the committee did not review that but recommends the need to do so in a future year. The Budget Committee agreed that a comparison would be useful. The sub committee’s presentation also recommends bonding a number of future projects. The Budget Committee has discussed the same concept.

Mr. Mical noted that because both the Budget Committee and the Board of Selectmen use the CIP as a tool, is the presentation of the CIP in October a good idea or should the CIP be presented earlier. Marc Violette recommends no later than August, members agreed. Mr. Mical will present the recommendation to the Planning Board. Mr. Mical also asked that with the increase of population and tonnage at the Transfer Station how that affects the operating budget. Marc asked what the percentage increase is for the population in the last five years (need to reference Town Reports).

The Committee discussed the effects of putting a cap on capital expenditures. Mr. Mical added general comments before the Committee began their review of the CIP. The Cemetery Trustees are requesting funding; the funding did not meet the definition but is included. The library is not requesting anything this year. The Planning Board has added some items, traffic light to be located in the Exit 9 area and park & ride re-configuration. Marc asked what the priorities are and when ……

Mr. Mical explained that there are no priorities for these projects. Marc asked if an answer could be sought from the Planning Board. Mr. Mical explained that based on the talks with DOT the Planning Board is informing the Budget Committee and Selectmen of these issues, a time table has not been developed. Marc asked if it is safe to assume these items would not be in the 2007 warrant. Mr. Mical explained that maybe a warrant to continuing funding for the traffic light.

7:30 p.m. Mike Cutting arrived.

Mr. Klinedinst asked if the Town is totally responsible in seeing that the traffic light is installed. Mr. Mical believes the funding from the State is 2/3, 1/3 and there are some State funds that could be applied for. Mr. Klinedinst asked if there is a liability to the Town if there is a fatal casualty due to the lack of a traffic signal. The Committee did not believe that it would be a liability to the Town.

Marc recommended time tables on the items submitted by the Planning Board. Selectman Cook agreed and noted that there are a number of other items that do not have dates.

Mr. Newman asked if one traffic light is going to be sufficient. Mr. Mical explained with the traffic today, one light would be sufficient at the intersection of Market Basket, Evans and Irving. Mr. Newman asked if a bigger picture should be looked at to compensate for a hotel, RAW etc. Mr. Mical explained that listed in project #3 is a lane divider. Also, as the projects come forward, internal movement from one lot to the next is being worked on by the Planning Board.

The Budget Committee began to review the Transfer Station, Mr. Fouliard asked if more information could be added and the Committee referred him to the CIP Sub-Committee. Mr. Fouliard is asking for funds in order to expand the facility, recommended by DES. The burn pile, mulch, steel, drywall, glass and demo would move to this area allowing for a cleared existing area. Where the burn pile is now, a building would be constructed and utilized as the give away area. Mr. Fouliard offered and example; if the steel was moved to the new area, $3,700 would be saved in transportation in the first year. The glass storage needs to be moved in order to expand the parking area. Constructing a building where the burn pile is would ease congestion around the main building. Again, DES has been recommending more land and labor for this facility; DES could reduce the facility intake if this is not addressed. Mr. Fouliard recommends that in the future the Town consider organic composting especially as the cost for the incinerator keeps increasing; the Town needs to look at other options toward recycling. The Budget Committee asked about the priorities. Mr. Fouliard explained as soon as possible. Marc recommends sending this CIP back to the Planning Board because there is no time line indicated. Mr. Fouliard would like to begin this coming spring. Again there are no dates or priorities. Mr. Fouliard explained that the form used did not require any dates.

Mike Cutting explained that from a budget standpoint Mr. Fouliard’s presentation is great but there are no costs or dates, what is the cost for the building. Mr. Fouliard explained the building will only cost in labor. Mr. Cutting explained that the presentation does not indicate when and how much money should be set aside. Marc recommends that dates for projects and costs be incorporated in the new form in order to move forward. Selectman Cook commented that if there is no capital cost for the building it would be a work plan between the Selectmen and Mr. Fouliard not a capital request. What need’s to be separated out is the actual capital requests that will cost $10,000 or more. The Budget Committee requested that the CIP Sub-Committee revise the Transfer Station request adding costs and prioritization. It was noted at the end of the presentation that with this proposed expansion an addition of 2 people would be needed (impact to the budget would be an estimated $50,000).

Selectman Cook presented the Selectmen’s capital requests. A warrant will be presented in 2007 in the amount of $50,000 for a full evaluation and again in 2008. The Selectmen have not yet determined if any of the requests will be presented in a warrant article this coming year. Town Hall roof and Hopkinton landfill is listed in the CIP. The electrical on the stage and the projection booth needs to be updated. The Committee recommended adding a surcharge to the rental fee for the Town Hall in order to recoup the cost. Selectman Cook disagrees; it is the Town’s responsibility to maintain the buildings. The Committee recommends separating the stage electrical from the projection room since the projection room is not utilized. Old Grade School roof in not a priority for 2007 but will be in the future.

Police Department presented a new vehicle for 2007, possibly a four wheel drive vehicle. Mike Cutting asked if the Police Department has looked at not using crown victoria’s and using a straight chevy impala or something like it with a smaller engines. Selectman Hartman recommends that in the years listed that request a vehicle the vehicle year being replaced should be added, so noted by the sub- committee. Mike Cutting added that the Police Department’s motor vehicle activity is increasing at a rate of 2.7 % average per year (2001 – 2005), criminal is decreasing at a rate of 5.8% per year and dispatch calls are increasing at a rate of 4 % per year compared to the Fire Department that is averaging better than a 10% increase over a five year period.

Highway Department requests were reviewed. Road Construction Fund requesting $180,000 is listed as a high priority. Selectman Hartman noted that the Bartlett Loop project needs to be removed; repairs are on-going right now. Marc noted that the requests presented are not prioritized. Selectman Cook added with the discussions to date the plan was not to ask for anything beyond an amount of money to go into the construction fund this year and wait for the Road Committee report and move on a larger project in 2008. Selectman Hartman asked if the Newmarket/Horne Street $633,000 the total amount that is being applied for from FEMA. Mr. Mical explained that the FEMA request is less than that amount. There is a pending Hazard Mitigation Grant that the Town is waiting for FEMA to move on to do work on the Newmarket/Horne Road intersection. West Joppa Road is also included in the grant. The Highway Department is also requesting a tractor with a broom attachment. Again, the priorities need to be clarified. Selectman Cook recommends at some point there needs to be a discussion on the use of Capital Reserve Funds. There are a number of items that could be planned for expending money out of Capital Reserve Funds if all were in agreement that it was a good way to keep taxes from spiking.

Fire Department requested the same as last year, tank 2 to be replaced in 2008 in the amount of $250,000.00 and engine 2 to be replaced in 2009 at an amount between $150,000 - $300,000. Mike Cutting believes that the Town cannot afford to replace two pieces of equipment within two years. Selectman Hartman recommended that the proposed new fire station should be bonded and the Fire Department Building/Renovation Capital reserve should be a land acquisition fund, the Committee agreed. Selectman Hartman would like to hear from the Fire Department about what the plans are for a new fire station.

Parks & Recreation is looking at a grounds person that would take care of the Town parks. A mower will be funded through the Nancy Sibley Wilkins Trust Fund. The Committee discussed the possibility of modifying the proposed sidewalk plow to do both the mowing and the plowing instead of purchasing two pieces of equipment. There has been discussion about creating a part time position that would mow all the Town grounds and plow the sidewalks.

Emergency Management touches upon the construction of an access road on Kearsarge Mountain Road to North Road. Marc noted that this project is already listed in road construction.

Conservation Commission funding, it was asked by the Committee if the Commission has looked at other sources of funding other than $50,000 a year from the Town. The Commission also receives funding from the change of use tax. Selectman Cook commented that the Towns people seem to support the Commission and so they continue to request it.

Warner Village Water District prioritized the changing of the meters as #5, the Committee noted that the priority is a moot point; they are currently in the process of changing over the meters.

Mike Cutting made a motion not to accept the Capital Improvements Program as presented recommending that the CIP sub committee return to the Budget Committee with a complete plan. Pete Newman seconded the motion. Selectman Cook suggested that for next year since the process is going to begin earlier there should be a consensus of what information is required so that the form can actually reflect that information. It was also recommended that the Budget Committee review the CIP before the public hearing. No further discussion, all were in favor of the motion. The motion passed.

Next scheduled meeting is November 9, 2006.

Motion to adjourn