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Warner Budget Committee Meeting Minutes Thursday, November 13, 2008
Meeting
opened at In
attendance: Marc Violette – Chair
John Warner – Vice Chair
Mike Cutting
Brenda O’Brien
Harold Whittemore
Peter Newman – Warner Village Water District Representative
David Karrick Jr. – Selectman’s Representative Absent:
None
Others
present: Laura
Buono – Town Administrator
Richard A. Cook – Selectman
David E. Hartman - Selectman Jeanne
Hand
Martha Mical
James Gaffney Alfred
Hanson
Judith Rogers
Rob Johnson Ed
Mical
Fred Hill 1. Meeting
Minutes Ms.
Buono explained that in the October 23rd meeting minutes it
is stated correctly those employees who are receiving 3% or above this
year are eligible for another step in 2011.
Those who are receiving anything below 3% are eligible for a step
in 2010. Ms. Buono clarified
that the actual process is 4%. Budget Chair recommended changing the
October 23rd minutes to read 4% for clarity purposes.
Vote will take place on the October 23 minutes at the next Budget
Committee Meeting. 2. Operating
Budget Questions Mike
Cutting read an article pertaining to towns striving to save money.
Some towns are reducing their costs by sharing resources such as
assessing, police services, alternatives to health insurance to name a
few. Ms. Buono explained
that the Town has worked to reduce health care costs this year by
increasing the co-pay. The
Town also tried to include the school when bidding for heating fuel but
there was a scheduling conflict. James
Gaffney asked if the article addressed down sizing.
Mike Cutting said the article focused on services. 3. Capital
Improvements Program Chairman
Violette explained that Planning Board representative Ed Mical will
present the CIP on November 20th to the Budget Committee.
The BC will also address the Selectmen’s capital budget on that
same date. 4. 2009 Budget
Review Ms.
Buono pointed out some changes to the budget.
One change is in the Police Department health benefits; an
employee changed to the family plan.
The other change is in the Transfer Station budget; the
Guaranteed Annual Tonnage was set at 1,850 tons.
The cost to dispose of the tonnage was set at $51.25 per ton, an
increase of $5,000 in the budget. Another
area that may increase is the heating at the Highway Garage.
Questions
on the budget: Clyde
Carson asked if there is any money within the budget that could be spent
on energy efficiency or an energy audit.
Ms. Buono explained there is no money in the budget specifically
for energy projects. If
the Energy Committee has a project that would require funding, now would
be the time to add it to the budget.
Jeanne
Hand said the School Board has hired a company to look at energy
efficiency; she recommends pooling with their resources.
Ms. Buono added that the Energy Committee is looking at the
entire town, not just the town offices.
Ed
Mical added that Public Service of New Hampshire conducted an energy
audit back in 2000. The Town
Hall, Pete
Newman asked if the Energy Committee is looking at how to conserve
diesel fuel. James
Gaffney asked where the diesel fuel is purchased.
Marc Violette explained that the fuel is purchased from the State
at a lower cost than for the consumer.
Mr. Gaffney asked if the town has the opportunity to buy in bulk.
Marc Violette explained that the town does not have storage
capability. Clyde
Carson expanded his question and asked how to request for a
recommendation be added to the budget from the Energy Committee with
regards to energy efficiency for the town.
Ms. Buono said that she can contact the Energy Committee Chair
and ask if the Committee is at the stage of requesting funding. Mike
Cutting asked why meetings & seminars increased by $1,000
(Selectmen’s office). Ms.
Buono explained the line covers for six people and there is an increased
interest from the staff to attend seminars.
The Finance Department is interested in a course at the Mike
Cutting asked about the Tax Collector’s salary.
Ms. Buono explained the new grade system put the Tax Collector on
a new grade; the same as the Town Clerk. Mike
Cutting feels the Newsletter should be funded by an outside source such
as the Fall Foliage Festival or the Nancy Sibley Wilkins Trust.
Ms. Buono explained the Newsletter for 2008 was fund by the Nancy
Sibley Wilkins Trust; the office has received positive feedback about
the Newsletter. Because the
office supply line was reduced by $1,000 it was felt that money could be
used to fund the Newsletter. If
the Committee feels it should be taken out, then other sources to fund
the Newsletter will be looked at. John
Warner feels the Newsletter is an important function of the
Selectmen’s office and supports the funding. Brenda
O’Brien confirmed that Book Preservation is not being funded in 2009,
encumbered money will be used instead. Mr.
Gaffney asked why his property taxes increased by 17%.
It was explained that the increase is a combination of what is
voted and approved at Town Meeting and what is applied by the Town
(surplus) when the tax rate is set.
This year the Town did not have enough surplus to help offset the
tax rate. Alfred
Hanson asked where was the $150,000 that was left over in the operating
budget last year used. Ms.
Buono explained that some of that money was encumbered for paving
($56K), the balance is applied to surplus.
Mr. Hanson asked if the department heads were asked to cut their
budget this year. Marc
Violette explained that in the beginning of this budget process the
Budget Committee suggested a flat budget.
The Selectmen have proposed a 2.08% operating budget increase.
Also during the process the BC met with school and county
representatives to listen to what is being proposed in their budgets;
both county and school are looking at the very least a 7% increase. Mr.
Gaffney feels the school needs to cut back on their spending. Mr.
Hanson strongly recommended the need for change within the town budget.
Ms. Buono explained the department heads did do a good job and
presented only what was needed in their budgets.
The economy was considered during this process.
For one example paving has been level funded for 2009.
The Budget Committees role is to now review the budget and
forward their recommendations. Martha
Mical said the deliberative session for the school budget takes place in
January. That’s when the
residents can voice their concerns about the school budget. Fred
Hill encouraged a 5% reduction to the town budget.
Mr. Hill is concerned for retired people and their ability to
afford the taxes. Mr. Hill
asked about the warrant article for John
Warner reminded the audience the last two years the Budget Committee did
not recommend all capital warrant articles some of which were approved
at Town Meeting. Mr. Warner
recommended to the audience how important it is to take their energies
to Town Meeting and make sure no changes are made to the budget.
John Warner further explained to the audience that earlier in the
budget process the BC asked how the town would be impacted with a level
funded budget, what services would be cut, what are the issues that the
town has little control over such as fuel.
These questions are asked every year. Ms.
Buono felt it was important to note that the operating budget increased
by 2.08% but the decreases in the Capital budget brings the bottom line
increase to .25%. Jeanne
Hand commented on all the cost related expenses in the budget for
computers, why are there so many computers?
Mr. Violette explained computers are a tool.
Ms. Buono said the largest expense for computers is the software
support. Mr.
Gaffney asked how much of the budget is dependent on federal grants and
other monies that are no longer available and can voters say no to the
school budget. Martha Mical
said there are two options for the school budget, the school board
budget or the municipal budget committee budget.
Ms. Buono said there are no expenses covered by federal money,
only if money is incurred from a declared disaster which is used to
offset what was spent from the budget or from a project.
The town is not dependent on federal money, federal money is
project driven. Mike
Cutting said the only two revenues received from the State are Highway
Block Grant and Rooms and Meals Tax that are continually used to support
the budget. Fred
Hill asked how much longer the town pays for the Hopkinton landfill.
Ms. Buono said the closing payment is in 2017 but monitoring the
landfill will be indefinite. Jeanne
Hand asked why the town can’t share computers.
It was explained that software requirements are different for
each department. Alfred
Hanson feels if the department heads are asked to cut their budgets by
5% they will look at their budgets closely and find things to cut back
on. Judith
Rogers would like to see the budget process return to meeting with the
departments heads in order for the BC to go through their budgets line
by line. Having several eyes
looking at the budget may be another way to lower the budget.
Marc Violette said the BC decided a few years ago not to meet
with the department heads because the town has a Town Administrator that
completes that process of reviewing the budget line by line.
The BC can further discuss if there is a need to meet with the
department heads. Jeanne
Hand asked if each department head is audited every year.
Ms. Buono explained the town hires a professional firm that
completes a municipal audit. Mike
Cutting commented about how the budget process has changed to “just
because you have the money doesn’t mean you have to spend it”. Questions
concerning the 2009 proposed budget submitted by Pete Newman. Selectmen’s Office Expenses of Town Offices What items does this line cover? This line covers items such as
criminal background checks, donations, driving records and other similar
items. Meetings/Seminars Why a $700 increase for 3 employees and 3 selectmen?
This was discussed earlier in the meeting. Finance Auditor Is there an outstanding balance due to the auditor? There is a
balance; final billing has yet to be received. Total Benefits This title is misleading as it only refers
to the employees paying Social Security and Medicare. The HEALTH, LIFE,
and STD INSURANCE and NH RETIREMENT lines apply only to employees
working in Town hall. Ms.
Buono said she made a change to the work sheet by adding a TH for Town
Hall. The other departments
have the benefits listed in their budget. Land Use (Planning and Zoning) Professional
Services Why
has this line increased by $4500? The increase is for Phase II of the
Master Plan. Marc Violette
asked how many phases there are. General
Government Bldg – Town Hall Custodian Salary What are his responsibilities, hours, and
how does he record his time? Weekly time sheets are completed.
This position performs general cleaning at the Town Hall.
The secretary at the Police Department cleans that facility. Bldg Maint Tech Salary What are his responsibilities, hours, and
how does he record his time? Responsibilities include general
maintenance on the building, plumbing, electrical, etc.
Time is recorded on a time sheet. Grounds Maint Salary What are his responsibilities, hours, and
how does he record his time? Responsibilities are lawn care as needed.
Marc Violette asked if the same rate of pay is paid for custodial
services at the Town Hall and Police Department. Ms Buono said the rates
will be the same in 2009. Marc
Violette asked the same question for the mowing.
There are two employees that mow, one for Parks & Rec, the
other for the Town Hall and Police Department grounds.
Ms. Buono said the pay rates are different.
Marc Violette asked why the individual who does all the field
maintenance doesn’t complete all grounds maintenance.
Ms Buono said his suggestion can be considered by the Selectmen. Maintenance/Repairs What does this line cover? This line
covers building repairs for the Town Hall, furnace maintenance, elevator
maintenance, etc. Mileage Who is this for and is it only for this
building? This line covers mileage for Ed Mical who uses his own vehicle
for parts pick-up and going from building to building. Equipment What does this consist of and for whom?
This line covers Town Hall equipment such as copier contracts, stamp
meter, elevator inspections. General
Government Bldg – Old Graded School Custodian Salary What are his responsibilities, hours, and
how does he record his time? Same explanation as the Town Hall. Sprinkler/Fire Alarm Why is this $200 more than Town Hall? The
Town Hall does not have a sprinkler system. Maintenance/Repairs What does this cover? This line covers the
same types for repairs as the Town Hall. Other
Gen Gov’t What are the three lines
for Contingency, CAP, and Donations for and to what department(s) do
they apply to? Contingency Fund is there to cover unexpected expenses.
CAP is for Community Action Program which provides services for
the town residents such as heating assistance, meals on wheels etc.
Jeanne Hand suspects there could be an overlap in services and
asked the town to look into it. Marc
Violette asked Jeanne Hand to look into her concern and return to the BC
with information. Police Department Lawn care Was $0 now is $300? Building Custodian Was $0 now $1796? Both of these functions
were being done in the past. Why is there a charge now and if there was
payment before which department budget was reduced?
Previously, Lawn Care and Building Custodian were included in the
Building Maintenance line. These
lines were created for quarterly payroll reporting purposes to the
State. Cruiser Expense Why isn’t this line
split between fuel and maintenance? Fuel is shown in the notes
as $4.00 a gal x 4,500 gallons = $18,000. This will only leave $3320 for
all the other maintenance. Ms.
Buono said if the BC wishes for more detail this line can be broken down
into two. Mike Cutting asked
if the town is going to readdress fuel costs.
Ms. Buono said the town uses the figure provided by the State;
she can relook at the cost again in January. Utilities Why isn’t this line split up to show the individual
utilities? Propane is shown in the
notes as $2.699 a gal x 2500 gallons = $6,748. This will
leave $3,940 for electric and water and sewer charges.
This line can be broken out also. Fire Department Truck Maintenance This line should be split
to show fuel and maintenance as separate lines. The notes have no
reference to fuel galleons budgeted or the costs. Building Maintenance This line should be split
to show heat (oil cost), utilities, and building maintenance. The notes
have no reference for oil and electric budgets. Marc Violette asked the
members if they would like the previous line broken out.
The members feel it would be beneficial.
A motion was made to have
lines with multiple uses broken down for clarity purposes.
Motion was seconded; all were in favor, the motion passed. Emergency Management EOC Operations were
budgeted for $850 in 08 of which $345 was spent as of September. The
total for the new lines (telephone, computer, supplies, and program
expenses) is $1150, a $300 dollar increase. What was the reason for
this? The increase is for a
virus protection program, PO Box rental and EMA program. LEPC Administration Is this a new line? This
line is not new, the title is changed. Comments: The BC had a pros and cons
discussion about voice over internet system. Jeanne Hand asked if the
town has considered freezing pay raises and hiring for one year.
Selectman Karrick said no. Highway Department Hydrant Maintenance What is this line used for? A fee is paid to the Precinct
annually to maintain the hydrants. Paving Notes say new price is $80 a ton and budgeted for 2032 tons.
2032 x 80 = $162,560. Budget line requests $129,000. Why? Paving will be completed as afforded. Outside Repairs What is this line for? This line pays for repairs completed
by outside vendors. Heat Budget request is for
$7,000. 7,000/$2.699 (gallon of propane) = 2,594 gallons. The notes have
no reference for 2008 usage, but the line is over spent in September by
$1,346. What will it be at the end of December? Without the number of
gallons used it is difficult to predict 2009 usage. Will $7000 be enough
to cover 2009 at the current price?
This line may be increased. Uniforms Line is overspent by $850 in September. What will it be in
December? The cost for December is unknown at this time.
The cost is not a set amount.
This line item is under discussion for making a change.
Usage and increase in fees have contributed to the line being
overspent. Supplies What is included in this
line? It is overspent in September by $2,312 what will it be in
December? The cost for cutting edges has increased because of usage. Gas/Diesel Line should be split. Gas
and diesel have different costs and are obtained from 2 different
sources. The state (diesel) is controlled, while the commercial cost of
gas has fluctuated greatly in today’s economy. Parts Over spent by September by
$8,614. What is included in this line? Should it be split to separate
vehicle and maintenance parts? This
line item is for parts for the vehicles.
The engine in the 1986 Mack recently blew. New Equipment What is included in this line? The purchase of new equipment
such as rakes, shovels etc. Signs Is there a State/Federal
law requiring street signs to meet a uniform standard? If so is Warner
providing for this change? The new requirement takes place in 2011 and
will be addressed in the 2010 budget.
Meetings Line was over spent by
$345 in 08 but nothing has been allocated for 09. Are no meetings
scheduled or anticipated in 09? Meetings
are now covered under Safety Programs. Salt Line is over spent by
$1300 in September. Is no more salt purchases expected in 08? Is $64.75
a fixed price for 2009 or are increases expected? $41,440 does not allow
for any changes to the price in 2009.
The town has been able to secure the price for 2009 and may even
be able to cut back on the tonnage. Transfer Station Heat What is the price of
kerosene and how many gallons are needed? The line is over spent in
September by $395. The notes say that the used oil furnace has been
serviced and it will now run more efficiently. If this is so then the
line maybe over budget, as the oil furnace was not running for most of
the heating season in 08-09. The
line was overspent because the used oil furnace was not operational.
400 gallon of kerosene is budgeted costing $4.53 per gallon.
Mike Cutting feels the used oil furnace should be fixed and used
and if it can’t be used get rid of it.
Mike is sick of hearing about the furnace year after year. Building Maintenance What is planned for 2009 that will increase the line by
$1000? Repairs to the building. Fire Alarm System What is a Pull Station and
how much does it cost? The Fire Extinguishers were serviced on a monthly
schedule and replaced as needed and the alarm system was serviced for
$450. The increase is $600. The
increase covers for a new Pull Station and inspection.
A Pull Station is the red unit you pull if there is a fire. Office and Shop
Supplies Line is over spent in
September. What was purchased to cause this and were the items one time
purchases? What purchases are planned for 2009 that will cause the line
to increase $1500? This line covers supplies and the cost of new locking
file cabinets. Equipment Maintenance/Repairs The balers and compactor
were serviced as well as any box repairs in the past by the present
amount. What is anticipated in the future to require a $1000 increase?
Some repairs scheduled for 2008 are scheduled for 2009. Grants How do you over spend a
Grant? The line has not been
overspent; expenses need to be transferred to encumbered funds from
2007. Mike Cutting asked if the
boxes are being sent out full from the Transfer Station.
Ms. Buono explained that the tonnage for each box has increased
which started at the end of 2007. Maintenance Salary What are the
responsibilities and number of hours worked? Who does he report to?
780 hours has been budgeted.
Direction is given by Parks & Rec but the employee reports to
the Highway Department. Sanitation Is this line only for Porto- Potties? Yes Improvements What was done in 2008 and what is planned in 2009.
2008 there was tree removal.
In 2009 the Babe Ruth in-field is scheduled for rehabilitation.
Marc Violette said there are now fields available at the new and
old Middle School. The field
at Maintenance Supplies The budget amount is the same for 2008 and 2009, yet 2008
was over spent by $1920. Was there a one time
problem that occurred in 2008? There was a large purchase of
fertilizer. Beach Line over spent in 2008?
What work is done at the beach and by who does it? There doesn’t seem
to be much done to maintain the area or improve it.
There is State mandated water testing.
Volunteers and field maintenance maintain the beach. Comments: Rob Johnson recommended
those budgets that have increased should go back and sharpen their
pencils to find areas that can be cut.
Mr. Johnson asked why benefits increased in the Police budget.
Ms. Buono explained that an employee changed their health
insurance to the family plan. Alfred Hanson confirmed
that employees do not contribute to the health insurance costs.
Marc Violette said contribution has not yet been discussed in the
process. Mike Cutting noted
that employee contribution has been discussed by the BC for many years.
Selectman Cook said that the town has been proactive in reducing
health insurance costs by changing plans and increasing the co-pay. Motion was made and
seconded to adjourn. Respectfully submitted, Mary Whalen Recording Secretary |