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Town of Milton - New Hampshire Budget Committee Meeting Minutes - Compiled Form Important Note: If you wish "Certified" copies of Meeting Minutes you must get them at the Town Hall. All minutes at this site MUST be considered DRAFT MINUTES NOTE: SOME Joint Meetings may also be found on The Board of Selectmen's Minutes Page - CLICK HERE |
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February 21, 2008 |
Vice Chairman Lisa Stewart opened the meeting at 6:10 p.m. in the absence of the Chairman. Present: Larry Brown, Dan Steinbach, Kimberly Morrill, Bruce Woodruff and Lisa Stewart. Also present: Susan Foster Brown. Absent: Pam Arnold and Bob Srnec due to Strafford County commitments; and Selectman Tom Gray. PLEDGE OF ALLEGIANCE: Vice Chairman Lisa Stewart led the meeting with the Pledge of Allegiance. Larry Brown inquired about the issues raised by Bob Srnec and Lisa Stewart at the meeting of the BOS on February 20, 2008, i.e., the lease payment for the fire truck authorized by the Selectmen. The Committee discussed in brief the matter of the second disbursement made to Suntrust Leasing in December 2007 for the leased fire truck (contracted for in 2006). Committee members expressed concern the funds for the lease disbursement were derived from various departments year-end preempting departments from encumbering for items earmarked for December 2007 expenditures. It was observed that this situation may be contributing to the accelerated spending by various departments in the first quarter 2008 (beyond the Highway Department’s overage amounts due to inclement weather). Moreover, there is concern the lease expenditures were not included in a Warrant Article for the March ballot to allow the Townspeople a vote on the issue before further expending public funds for a purpose that was previously voted down in a Warrant Article requesting bonding for the fire truck now under lease and other proposed expenditures in 2005. It was further noted the amount at risk due to the absence of an approved Warrant Article has increased from roughly $51,700 to over $100,000 spent under the Lease which would have been wasted unless the Town continues to make lease payments that have not been approved through a Warrant Article. The Committee discussed briefly the foregoing matter in the context of the “no means no” law [RSA 32:10]. Dan Steinbach discussed the state of the Town Budget as it concerns the percentage of total budget spent YTD – more than 25% through mid-February although because encumbrances are not posted on the expenditure report the Committee could not discern more precisely actual amounts expended. The Committee noted the unavoidably high expenditures of the Highway Department due to the extraordinary amount of snow in 2007-2008 Winter. Kim Morrill expressed deep concern that the Town expenditure report does not reflect YTD encumbrances and hence the Committee is unable to fully carry out its oversight responsibilities due to a lack of information being published. Larry Brown made note of the unavoidably high expenditures of the Highway Department due to rough winter conditions and asked for the Committee to review how the YTD overage amounts will affect spending for the remainder of fiscal year 2008 – what is the overall impact on the budget if the unexpectedly high amounts are prorated for remainder of year. Mr. Brown stated he would like the Budget Committee to formulate an agreed upon public statement at its next regular meeting, one that will ultimately be read into the record of the regular meeting of the BOS concerning what we expect protocol to be as it relates to the reporting of expenditures forthwith. More specifically, Mr. Brown stated that purchase orders should be attached at the “front-end” and not be dealt the shock of “back-end” news about actual YTD expenditures when it’s too late. [This way, the Committee has true participation in overseeing expenditures as they occur throughout the year and can report to its constituents accordingly]. Larry Brown also noted concern about whether elected department heads are somehow exempt from the reporting requirements to which appointed or hired department managers are subject. Mr. Brown would like to know if the BOS can and will impose purchase order protocol and overall reporting requirements on elected department heads. Further, Mr. Brown asked for an assessment and critical review by the Town Administrator, the BOS and Town Counsel of the ability of the BOS to enforce requirements for purchase order protocol where the department head is an elected official. Mr. Brown noted encumbrances should be reflected on daily expenditure reports before checks are issued. Mr. Brown further called for the Town Administrator to conduct a 5-year review of expenditures and provide charts to the Committee detailing the trends in individual departments and overall expenditures so that the Committee can more effectively discern and address the Town’s ongoing needs. Moreover, Mr. Brown proposed the Town Administrator design a summary page for the Budget Committee to reference indicating the major changes that have occurred over the past month and indicating the big ticket items the department heads intend to encumber during the fiscal year. Dan Steinbach said the summary page would be helpful, but we as an oversight committee need also have line by line detail of expenditures for each department. Lisa Stewart agreed the detailing of expenditures including the itemizing of encumbrances is crucial to the Committee’s review. Larry Brown said he has no objection to detail. Bruce Woodruff said he agrees with Mr. Brown’s proposed summary approach, but in combination with the Committee’s need for ongoing detailed reporting of expenditures. Mr. Woodruff questioned certain line items in the Highway Department’s budget in an effort to better understand where we are in total expenditures YTD. Mr. Woodruff was also concerned we did not have a full accounting reflecting YTD encumbrances. Kim Morrill returned to the matter of the disbursement for the fire truck and asked why the BOS went ahead with the leasing of a fire truck when this item was defeated in a prior Warrant Article for a bonding issue. She wanted to know why the BOS approved the expenditure. Dan Steinbach noted that certain processes are not working as it concerns the entire “raise and appropriate” procedure. Mr. Steinbach is very concerned about how the BOS and Town departments are approaching Warrant Articles and carrying out their purposes. Mr. Steinbach also wants to see the Warrant Articles and the overall budgets reviewed well in advance of our rendering a Committee vote or publishing these Articles for the ballot. Kim Morrill reflected on the Police Department’s budget and specifically the matter of revenue derived from the department’s provision of services to surrounding areas. Ms. Morrill asked for an accounting of the inflow of revenue from these revenue-producing activities and how these inflows are being spent to offset the amounts being requested in the operating budget for the same or similar categories. Ms. Morrill further questioned the reallocation of funds from the various departments that occurred to permit the second payment to be made on the leased fire truck. Larry Brown said he wants to know what protocol should have been followed prior to the signing of a lease and disbursement of funds for the lease on the new fire truck. PUBLIC COMMENTS Susan Brown asked the Committee why the BOS approved a lease contract for a new fire truck when the fire truck was one of the items defeated in a warrant article in 2005. She expressed concern the action was taken in the first place. Dan Steinbach motioned to adjourn the regular meeting of the Budget Committee. Larry Brown seconded. The motion was unanimous. Respectfully submitted, Lisa Stewart Vice Chairman Town of Milton Budget Committee |
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January 17, 2008 |
Chairman Arnold opened the Budget Committee at 6:00 PM. Budget Committee - Pam Arnold, Chairman, Dan Steinbach, Bob Srnec, Lisa Stewart, Tom Gray and Larry Brown. Also Present: Ed Ryan, Town Administrator Excused: Bruce Woodruff Absent: Kim Morrill
Others Present: Hank Soucy and Lue Snyder. Chair Arnold led the meeting in the Pledge of Allegiance. PUBLIC COMMENTS Gray said the MS-7 form, from DRA, has not been completed for the Town so he asked the Budget Committee to attend the next Board of Selectmen Meeting to sign this document because it needs to be posted. 2007 BUDGET Chair Arnold asked if everyone had their copy of the School Budget year ending December 31, 2007, however, Srnec noticed that pages were missing.
Chair Arnold handed out the email from the DRA to the board members regarding the default budget form not being completed on time. She said the Selectmen’s DRA is still not completed.
APPROVAL OF MINUTES December 17, 2007 The Chair noted that the members listed as absent should be changed to excused. January 7, 2008 Chair Arnold noted that the number requested for the Corcoran Contract by the Board of Selectmen was $30,500. However, in the meeting immediately following the Joint Meeting with the Budget Committee, the Board of Selectmen voted that contract, which stated, "not to exceed $30,000". She noted the $500 difference and requested an explanation. Gray spoke about the Budget Committee’s request not being in writing as stated in the April 19, 2007 Budget Committee Meeting vote. Chair Arnold asked if that was why the information requested for the Joint Meeting was not provided. Gray replied no.
Chair Arnold said a member is asking for a copy of the Town Administrator’s contract. Srnec moved for the balance of this year that a Budget Committee member would go to the Chair with their request and the Chair would get this information from the various boards. Stewart seconded. The Ayes are: Srnec, Steinbach, Brown, Chair Arnold Stewart and Gray. Chair Arnold requested a spreadsheet and contract to show how the Selectmen came up with the $271,000 for the Health Insurance line. Gray said he would provide with that information. Gray said under “Adjournment” it should reflect Gray, under the “Ayes” as his name was missing from that Adjournment. Stewart asked what are the principal and interest costs for the repayment of the new fire station bond and what the impact would be on the tax rate. Chair Arnold moved to accept the minutes of January 7, 2008. Srnec seconded. The Ayes are: Brown, Chair Arnold, Stewart, Steinbach and Srnec and Gray. The motion carried unanimously. January 9, 2008 Dan Steinbach requested several changes to these minutes. Chair Arnold noted the Secretary and she would review the tape recording and make these changes only if they were so noted in the recording. Chair Arnold moved to accept the minutes of January 9, 2008. Gray seconded. The Ayes are: Steinbach, Brown, Stewart, Gray, Chair Arnold and Srnec up to the point where he had to leave. Chair Arnold said Steinbach offered to make CD’s of the Applebee Road Project for the public to review. He said it’s a program that is a power point presentation and turns it into a movie. Steinbach elaborated on the function of this program that he could offer to the townspeople and put on the Town’s website. ADJOURNMENT Chair moved to adjourn the Budget Committee at 6:50 PM. Srnec seconded. The Ayes are: Brown, Chair Arnold, Stewart, Steinbach, Srnec and Gray. The motion carried unanimously. The meeting adjourned at 6:50 P.M. Minutes prepared by Doreen Valente, Board of Selectmen Secretary. These minutes are not official until signed by the Budget Committee. BUDGET COMMITTEE _________________________ Pam Arnold - Chairman
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January 9, 2008
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Chairman Arnold opened the Public Hearing portion of the Budget Committee Meeting at 6:00 PM. Present: Chair Arnold, Lisa Stewart, Bob Snrec, Dan Steinbach, Larry Brown, Tom Gray, Kim Morrill and Bruce Woodruff. Also Present: Ed Ryan, Town Administrator Others Present: Steve Gagne, Robin Weeks, Pat Simmons, George Ring, Andrew Baker, Devon Pageau, Kayla Sprague, Trisha Emerson, Kyle Corson, Stephen Duchesneau, Heath Laurent, Tyler Taatjes, Dick Biller, Bette White, Jim Clark and Lue Snyder. Chair Arnold led the meeting in the Pledge of Allegiance. PUBLIC HEARING Town Administration BudgetBoth Boards agreed that the total Town Budget for 2008 has been accepted to be $3,072,942 and the Town Administration budget total would be $235,017. Steve Gagne asked what the raises for the Town employees would be. He questioned the validity of this when the tax payers may have an increase coming up next year. He also felt the pay raises were too high and were better spent in other areas of the budget. Tom Gray said that if we don’t pay the employees in this town a decent salary, employees will leave and we would have to pay out this increase just in training. Dan Steinbach agreed and said the increase for training would be costly to replace them. He explained that you would need to pay for advertising the position, knowledge lost and training. Bruce Woodruff agreed that he checked the salaries against other positions in the state and the Town of Milton employees are underpaid. Brown said he agreed with Woodruff and Steinbach including the respect and consideration of the town employees. Bob Srnec said it was decided across the Board to give an increase of 5% to the Town employees. Elected Officials were getting 7% with the exception of the Public Works Director which received a 10% increase. Steinbach said even after all this; we are still below the default budget. Dick Biller said that he feels a 10% increase was too high for the Public Works Director and that a 5% increase would be more appropriate. Town Clerk Chair Arnold said the total budget for the Town Clerk is $64,719. Steinbach said this has been increased because of the four elections this year. Bette White, Chairman of the Trustees of the Trust Fund, said the Town Report shows what the expenses were and people could see where the revenue comes in to offset expenses and suggested this column be put back into the Annual Report. Treasurer/Tax Collector Chair Arnold said that this total budget is $45,776. She said that the Town Clerk and Tax Collector both received 7% increases. The Public Works Director, an elected official, received 10%. Chair Arnold said the committee could do the same thing for the Tax Collector and Town Clerk by taking the funds out of the step plan and adding it to their bottom line for more of an increase. She said this would not affect the bottom line of the total Town budget. Assessing Chair Arnold said that this total budget is $63,869. Gagne questioned the Avitar Assessing software upgrade. Gray said this is for the annual software upgrade support that has to be paid in advance for September 2008. Insurance & Benefits Chair Arnold said that this total budget is $423,748. Lisa wanted it noted that this category was reduced by $29,960. Gray said the insurance rates went down and didn’t know what the numbers would be for insurance until we receive our new rates until recently. Chair Arnold said the new budget was based on the insurance rates for a 3% increase and 3% cushion in the insurance line to allow for changes to employees’ status. Government Buildings Chair Arnold said this total budget is $109,113. Police Department Chair Arnold said this total town budget is $517,512. Biller questioned why the cruisers were running all day long. Larry Brown explained the life of a police cruiser and how the high mileage shortens the life of the vehicle. Devon Pageau, a Milton Firefighter, asked about the reimbursement of revolving funds with the Board and asked if a police cruiser could be purchased with this. Lisa Stewart asked, what is the amount the police details bring in? Srnec said he thought the Town got paid about $55.00 per hour per detail, and the State police got $75.00. Ambulance Chair Arnold said the Ambulance budget is $142,647. White questioned what account the revenue funds are in now. Chair Arnold said that the funds are in the General Fund. Chief Lucier said it now goes into a separate fund in the General Fund and that this warrant article is being reworded again. Fire Department Chair Arnold said this total budget is $141,723. Planning and Code Chair Arnold said this total budget is $84,430. Gagne questioned the total salaries for this department. The Board said this salary line is for the Land Use Clerk and the Code Enforcement Officer. Emergency Management Chair Arnold said we put $1 in this line. Chief Lucier said he really does not agree with this. He said last year alone we had 80 hours of training that has not been paid out. He said there are going to be a lot of these functions coming up and the Town would need to send a person to these training events as he is not keeping the Emergency Management position. Gray said there needs to be a line to pay for this training. There was a general discussion of the emergency management functions. Gagne said that line was created to charge against. It wasn’t created for an emergency management person.Kim Morrill asked who is getting trained and where are they getting paid from. Steinbach asked if the Health Officer is picking up this position and if not. Gray said the Health Officer is not doing this function at this time. Stewart asked if this line pushes you over your budget what happens then. Gagne said that is why the dollar is there, it's the function that counts. It's just charged against that line and if the Federal Government or the State doesn't reimburse and you're pushed over budget you go to your Contingency Fund or go to the DRA and ask for emergency appropriations. Robin Weeks, Captain for the Milton Fire Department, said the reimbursement rate is only 75%. Public Works Chair Arnold said there was $521,896 in this bottom line. Solid Waste Chair Arnold said there is $168,652 in their bottom line. Sanitary Sewer Chair Arnold said there is $66,431 in this bottom line. Outside Appropriations Chair Arnold said there is $21,320 in this bottom line. Welfare Chair Arnold said there is $130,000 in this bottom line. Recreation Chair Arnold said there is $58,794 in this bottom line. Library Chair Arnold said there is $44,755 in this bottom line. Contingency & Bonding Chair Arnold said there is $260,500 in this bottom line. Warrant Articles 2008 Budget Chair Arnold said this warrant article is $3,072,942. Highway Road Construction Chair Arnold said this warrant article is for $290,000. Chair Arnold questioned the wording. Gagne said leaving it the way it is makes sure that the overlay stays in and elaborated on this. Applebee Road Landfill Cleanup Chair Arnold said this warrant article is $400,000. Fire Station Chair Arnold said this warrant article is $975,000. Captain Weeks showed a presentation of the proposal for the new Fire Station from the Building Committee. Milton Fire Department Equipment Chair Arnold said this warrant article is $20,000. Milton Fire Department Vehicle Repair Chair Arnold said this warrant article is $10,000. Milton Free Public Library Chair Arnold said this warrant article is $9,000. Milton Highway Department Equipment Chair Arnold said this warrant article is $25,000. Milton TownHouse Capital Reserve Fund Chair Arnold said this warrant article is to establish a new CRF for $5,000. Police Department Vehicle Chair Arnold said this is for a replacement vehicle of $28,000. Milton Highway Department Truck Capital Chair Arnold said this warrant article is for $25,000. Milton Recreation Department CRF Chair Arnold said this warrant article is for $5,000. ADJOURNMENT of THE TOWN BUDGET PUBLIC HEARINGChair Arnold moved to adjourn the Public Hearing portion of the Budget Committee meeting at 7:36 PM. Stewart seconded. The Ayes are: Chair Arnold, Steinbach, Morrill, Woodruff, Stewart, Gray, Srnec and Brown. Chair Arnold opened the Public Hearing for the School Committee meeting at 7:45PM. Present: Jim Clark, Lue Snyder. Bob Adams, Stephanie Hillis, Bob Bickford, Bill Lander, Ann Walsh, Paula Wensley, Dean Anderson and Jim Culverhouse. Dean Anderson handed out the following Milton School District Budget warrant articles. Chair Arnold said the School budget default $8,639,365. Chair Arnold said the Budget Committee voted on the $8,858,731.75. Bill Lander, Superintendent of Schools said the budget is increased $490,912. He said a technology teacher is much needed, Special Ed teacher is needed and a full time Assistant Principal is needed. Increases in supplies and textbooks, Special Ed is up $16,000, increase in funding at the elementary school and guidance salaries have increased.
Gagne asked what the surplus they ended up with this year. Anderson said it was around $130,000. Stewart asked about cuts in the insurance and benefits. Anderson said they budgeted 12%, then, near the end of the budget process they reduced that to 7.8%. Stewart asked what cuts due to competitive bidding process and did you have several competitive bidders? Dean said no we did not put this out for bid. He felt that the 6.8% increase was pretty good. We haven’t bid insurance out for a few years. Lander said there is also Collective Bargaining involved. He said Cigna has been keeping the rates low for the school system. He said this was based on actuals. Stewart asked in terms of competitive bidding, have you gone to websites and looked around. Lander said ranges vary from district to district. Woodruff said that School Care Cigna’s rates are the lowest. Stewart asked if there have been any policy changes on buyouts. Lander said yes it has gone from $17.50 on up. Family plans are $16,000 and buyouts. Stewart asked if your policy buyouts have any economic impact on any scenarios from what the state does? Lander said there is a benefit to having two plans. Chair Arnold said it is a different rate or risk which would determine the rates. Stewart asked if you let this provider know you were bidding it out, would they give a better rate. Lander said no. Steinbach asked about a subscription to Time Magazine. One of the teachers said this is actually a course and Time Magazine is used as a text book. Steinbach asked about the Special Education line increased to $53,000 and the Summer School and Middle School Nurse. Ann Walsh said Elementary Contracted Services, Summer School, Middle School Nurse along with High School Tuition has increased. Lander noted high school tuition is for professional development, so teachers can take courses at UNH. Steinbach asked if there was another new Technology Services position. Bob Bickford said that at this time we do not have any IT support at this time and when June came last year we lost both our IT support persons. Gray discussed Middle School Special Education Interpreter Tutor, Tuition and SAU expense increase of $33,500. This was discussed by the School Board. It was explained the tutor is for a hearing-impaired student. Stewart asked if there was someone actually looking at the supplies coming into the schools and bidding out resources and is there a process of what’s going on in each of these categories during the year. Lander answered by explaining the bidding process. Bickford has been looking at Internet options for products. Gagne asked how much of this budget percentage-wise is actually salaries. Lander said most of it this budget is salaries. Stewart said the people are suffering economically. She said we need to be looking at this budget very closely, and her concern is year-after-year salary increases. Anderson said out of $2,980,000 that $2,505,000 accounts for salaries and insurance and benefits. School Warrant Articles Lander stated the list of warrant articles as follows: Article 1: to vote to approve the cost items included in the collective bargaining agreement. Article 2: if Article 1 is defeated, authorize the school board to call one special meeting to address Article 1. Article 3: to raise and appropriate as an operating budget 8,858,731.00. Article 4 is to include $30,000 in the expendable trust fund for the purpose of repairing and maintaining the school building and to authorize the use of that amount from the year-end unreserved fund balance. Article 5 is for $25,000 to technologies. Article 6 is to raise $30,000 for the elementary school to redo the elementary school office and entry-way. Article 7 is to raise $5,000 for the library and media. Article 8 is to raise $6,500 to purchase a new Accu Vote Ballot tabulator. ADJOURNMENT of THE SCHOOL BUDGET PUBLIC HEARINGChair Arnold moved to adjourn the School Budget Public Hearing portion of the Budget Committee meeting at 8:47 PM. Stewart seconded. The Ayes are: Chair Arnold, Steinbach, Morrill, Woodruff, Stewart, Gray, Brown and Srnec. Chair Arnold opened the Budget Committee school portion of the meeting at 8:47 PM. Article 1 Chair Arnold moved to approved Article 1 in the amount of $172,916. Brown seconded. The Ayes are: Steinbach, Gray, Morrill, Brown, Chair Arnold, Srnec and Woodruff. Abstained: Stewart. The motion carried. Stewart said to include the 2% increase and give a complete number to the public; you need to include all the benefit increases in the budget, including every other aspect that increases the salary. Srnec said these would include FICA, Medicare, Retirement, all benefits. Woodruff suggested that you put a third column next to the estimated increase that shows the 2% increase and benefits, etc. Article 3 Steinbach moved to accept Article 3. Chair Arnold seconded. The Ayes are: Chair Arnold, Morrill, and Brown. Opposed: Srnec, Gray, Steinbach and Woodruff. Abstained: Stewart. The motion carried. Stewart said her belief is that the Budget Committee has fallen short in its review of the School Budget and under the circumstances this is an incomplete process of review. She said she is abstaining because she does not have enough information to make an informed decision. Brown suggested $8,750,000. Arnold said DRA specifies this needs to come out of a line item. Brown moved to accept the School Budget total of $8,750,000 as their operating budget. Steinbach seconded. (a reduction in the school’s budget of $108,731). Morrill asked what line is it going to be taken from? Special Ed? Srnec suggested taking the decrease from the SAU budget or the Special Ed Budget. Ann Walsh asked for the three positions that they need, including the assistant principal position and an IT position. Steinbach said Bob Srnec has to leave the meeting. The Ayes are: Brown, Srnec, Gray, Chair Arnold, Steinbach, and Woodruff. The Nays are: Morrill. Abstained: Stewart. The motion carried. Srnec left the School Budget portion of the meeting at 9:46 PM. Chair Arnold asked what line number should be reduced? Lander said that line #1200-5323-1, Special Education, Contract Services. Woodruff suggested that the school needed to make a “good faith” effort to get this budget down. Steinbach agreed with Woodruff.Article 2 If Article 1 is defeated, this is to authorize the school board to call one special meeting to address Article 1 cost items only. No action was by the Budget Committee as it does not contain a dollar figure. Article 4 Steinbach moved to approved Article 4. Brown seconded. The Ayes are: Brown, Stewart, Chair Arnold, Gray, Steinbach, Woodruff and Morrill. The motion carried unanimously. Article 5 Steinbach moved to accept Article 5. Stewart seconded. The Ayes are: Brown, Stewart, Chair Arnold, Gray, Steinbach, Woodruff and Morrill. The motion carried unanimously. Article 6 Brown moved to accept Article 6. Woodruff seconded. The Ayes are: Brown, Stewart, Chair Arnold, Gray, Steinbach, Woodruff and Morrill. The motion carried unanimously. Steinbach asked if this could wait another year. Paula Wensley said no, they really need to make this area secure for the staff and the students. This article underwent discussion by the committee members and the school members. Article 7 Stewart moved to accept Article 7. Brown seconded. The Ayes are: Brown, Stewart, Chair Arnold, Gray, Steinbach, Woodruff and Morrill. The motion carried. Article 8 Gray moved to accept Article 8. Woodruff seconded. The Ayes are: Gray, Chair Arnold, Brown, Stewart, Morrill, and Woodruff. Opposed: Steinbach. The motion carried. Steinbach suggested this being put off for one more year. ADJOURNMENT of THE SCHOOL BUDGET MEETINGSteinbach moved to adjourn the School Budget portion of the Budget Committee meeting at 9:25 PM. Woodruff seconded. The Ayes are: Chair Arnold, Steinbach, Morrill, Woodruff, Stewart, Gray and Brown. The motion carried unanimously. Chair Arnold moved to open the Town Meeting portion of the meeting 2008 Operating Budget Gray moved to accept the Operating Budget of $3,072,942. Steinbach seconded. The Ayes: are Steinbach, Gray, Brown, Chair Arnold, Stewart, and Woodruff. The Nays are: Morrill. The motion carried. Highway Road Construction Steinbach moved to amend the Highway Road Construction number as $250,000. There was a discussion of this budget between the members. There was no second to this motion. Woodruff moved to approve Highway Road Construction as $290,000 with the $25,000 with the paving overlay. Morrill seconded as written. The Ayes are: Brown, Woodruff, Stewart, Gray, Morrill, and Chair Arnold. The Nays are: Steinbach. The motion carried. Applebee Road Landfill Steinbach moved to approve Applebee Road warrant article as is. Brown seconded. Steinbach retracted his motion. Steinbach amended his motion to delete the words “as written” in the article. Brown retracted his second. Brown amended his second to read to delete the words “as written”. The Ayes are: Brown, Steinbach, Morrill, Stewart, Gray, Woodruff, and Chair Arnold.
Fire Station Woodruff moved to accept the Fire Station warrant article for $975,000. Gray seconded. There was a general discussion on municipal bonds and construction costs. Stewart asked if we had a bond schedule as to what this would cost the taxpayers. Gray said no. There was a discussion of using the Milton Mills Fire Station and rewriting the warrant article to explain what a bond means to the general public.
The Ayes are: Gray. Opposed: Steinbach, Brown,
Morrill, Stewart, Chair Arnold, and Woodruff. The motion carried to not be
recommended by the Budget Committee. Milton Fire Department Equipment & Apparatus CRF Steinbach moved to approve the Equipment & Apparatus CRF. Brown seconded. The Ayes are: Gray. Opposed: Steinbach, Brown, Morrill, Stewart, Chair Arnold, and Woodruff. The motion carried to not be recommended by the Budget Committee. Milton Fire Department Vehicle Repairs and Improvements CRF Woodruff moved to accept Milton Fire Department Vehicle Repairs and Improvements CRF. Steinbach seconded. The Ayes are: Gray, Steinbach, Brown, Stewart, Chair Arnold, and Woodruff. Opposed: Morrill. The motion carried. Milton Free Public Library CRF Steinbach moved to accept the Milton Free Public Library of $9,000. Woodruff seconded. The Ayes are: Brown, Stewart, Woodruff, and Gray. Opposed: Morrill, Chair Arnold, and Steinbach. The motion carried to not be recommended by the Budget Committee. Milton Highway Department Equipment CRF Steinbach moved to accept the Highway Department Equipment CRF. Woodruff seconded. The Ayes are: Gray. Opposed: Steinbach, Brown, Stewart, Chair Arnold, Woodruff, and Morrill. The motion carried to not be recommended by the Budget Committee. Milton Townhouse CRF Woodruff moved to establish a Townhouse expenditure fund. Steinbach seconded. The Ayes are: Gray, Woodruff, and Brown. Opposed: Chair Arnold, Morrill, Steinbach, Stewart. The motion carried to not be recommended by the Budget Committee. Police Department Vehicle Brown moved to accept the Police Department Vehicle. Chair Arnold seconded. The Ayes are: Gray, Morrill, Brown, Stewart, Steinbach and Chair Arnold. Opposed: Woodruff. The motion carried. Milton Highway Dept. Truck CRF Woodruff moved to accept the Highway Department CRF. Steinbach seconded. The Ayes are: Gray. Opposed: Morrill, Brown, Stewart, Chair Arnold, Woodruff, and Steinbach. The motion carried to not be recommended by the Budget Committee. Milton Recreation Department CRF Woodruff moved to recommend the Milton Recreation Department CRF. Gray seconded. The Ayes are: Gray, Woodruff, Brown, Stewart. Opposed: Steinbach, Morrill, and Chair Arnold. The motion carried. ADJOURNMENTChair Arnold moved to adjourn the Budget Committee meeting at 10:40. Steinbach seconded. The Ayes are: Chair Arnold, Steinbach, Morrill, Woodruff, Stewart, Gray and Brown. The motion carried unanimously. Minutes prepared by Doreen Valente, Board of Selectman Secretary. These minutes are not official until signed by the Budget Committee. ____________________________ Pam Arnold – Chairman |
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December 17, 2007 |
Chairman Pam Arnold opened the meeting at 6:07 PM. Present: Pam Arnold, Bob Srnec, Larry Brown, Bruce Woodruff, Kim Morrill Absent: Tom Gray, Lisa Stewart, Daniel Steinbach Others present: Bill Lander, Dean Anderson, Luella Snyder, Ann Walsh, Bob Bickford, Stephanie Hillis, and Paula Wensley. The assembly saluted the flag. The school district business administrator Dean Anderson passed out information regarding health insurance and other adjustments. The school district proposed a 2008-2009 school district budget in the amount of $8,858,731.75 which is a 3.72% increase. Bob Srnec questioned how the school district was able to add a new teaching position this year if the district was under a default budget. Mr. Anderson replied that the default budget was still a bottom line number and that the school board could move money from line to line and spend it on what they thought was necessary. There was a brief discussion on technology. Mrs. Hillis said that her budget included a new technology teaching position at the elementary school. This position has been covered by a paraprofessional but it needs to be covered by a certified teacher. Mr. Brown asked at what grade level was standard keyboarding introduced at the elementary school. Mrs. Hillis replied at the second grade level. Mr. Woodruff commented on the importance of technology in schools. Pam Arnold inquired about the reading program. Mrs. Hillis briefly described the DIBLES program and the need for paraprofessionals. Pam Arnold asked about the new special education teaching position. Mrs. Wensley replied that it was a full time teaching position to be split between the high school and middle school. Pam Arnold made an inquiry about the SAU expense. She asked what percentage was being given for raises at the SAU. Mr. Anderson replied that the professional positions were given a 3% increase and the support staff was given a 4% increase. Milton is responsible for 42.6 % of the cost of the SAU budget. Bob Bickford answered questions regarding the budgeting for Control Technologies (heating/filter systems). Pam Arnold asked about the ½ time technology position at Nute. Mr. Bickford explained that the school was in desperate need of an IT person to take care of daily technology problems within the building. The school does not have one this year and it is very difficult. Mr. Woodruff asked if leasing the buses was the most cost effective way to handle transportation. Mr. Anderson and Ms. Morrill replied that other methods have been investigated in the past but were not more cost effective at that time. The district will investigate hiring out the service during the upcoming year. Pam Arnold asked about the status of grants in general. Mrs. Wensley replied that the school district’s IDEA grant had been level funded. Mrs. Wensley also stated that the school district has been saving a considerable amount of money in special education by bringing programs back into the district Larry Brown asked what company built the school buses. He also questioned whether or not we picked up students within a one mile radius of the school. Mrs. Hillis replied that we did pick up some elementary school students because of the lack of or condition of local sidewalks. Bob Srnec asked why there was such a drastic change in the contracted services line on page 7. Mrs. Wensley replied that the funds were moved to the preschool line. Larry Brown asked where the John Powers School was located. Mrs. Wensley replied that it was located in Somersworth, NH. Bob Woodruff questioned the transportation repair costs on page 21. He asked where the buses were repaired and if that work went out to bid. Mr. Anderson replied that Diprizio’s in Middleton did the repair work and that they offered a very fair rate. Usually repair work needs to be done in a timely manner and the proximity of the repair shop was an important factor. Bob Srnec asked when the new teacher’s contract would be available. Mr. Lander replied that the school district was still negotiating with the MEA and it would be completed as soon as possible. The contract needs to be given to the budget committee no later than January 8, 2008. Bob Srnec asked if the default number was available. Mr. Anderson replied that it was not ready at this point. Mr. Srnec expressed concerns on the accuracy of the current default number and said that he would like to see the default number before he votes on any budget. Kim Morrill moved, second by Pam Arnold for discussion, to approve the 2008-2009 school district budget in the amount of $8,858,731.75. After discussion Chair Arnold asked who was against approving the school district budget in the amount of $8,858,731.75 and who was in favor of Ms. Morrill’ s motion. Srnec and Woodruff voted against approving the motioned amount and Arnold, Brown, and Morrill voted in favor of it. The motion passed. It was the consensus of the Board to approve the minutes of the following meetings: Thursday, October 18, 2007 Tuesday, October 23, 2007 Wednesday, October 24, 2007 Tuesday, October 30, 2007 Wednesday, October 31, 2007 Friday, November 2, 2007 Wednesday, November 7, 2007 Tuesday, November 13, 2007 Friday, November 16, 2007 Larry Brown moved, second by Kim Morrill, to adjourn the meeting at 7:46 PM. All were in favor and the motion passed. Minutes prepared by Ann Walsh, Secretary Pro Tem, These minutes are not official until approved and signed by the Budget Committee. ___________________________ Pam Arnold, Chairman |
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November 16, 2007 |
Chairman Arnold opened the Budget Committee at 6:00 PM. Present: Pam Arnold, Chairman, Dan Steinbach, Lisa Stewart, Larry Brown, Tom Gray and Bob Srnec. Kim Morrill Others Presten: resent: Pat Smith, Andy Lucier, Lisa Lucier, Nick Marique, Tyler Taajes, Jerry McKay, Devon Pageau, Mike Smith and Tom Magoon. 2008 BUDGET Fire Department and AmbulanceAndy Lucier, the Town’s Fire Chief, discussed his salary. He noted that for a long time he did the E-911 work, but didn’t get paid for it and now that is a paid position. Srnec said the Fire Chief’s position is a salaried position not hourly and if you want to change that, you need to put in a Warrant Article in March. Lucier said he would start billing the Town hourly if the committee didn’t agree to the $10,000 salary that he is requesting. Lisa Lucier said it is time for us to renegotiate this contract, just as the teachers do every year.Steinbach noted that he and Brown wanted the salary line increased to$5,000, however, the Budget Committee compromised at $4,500. Stewart asked what has been spent so far on Fire Department and Ambulance training this year. Gray said they’ve spent $3,660 to date. Steinbach moved to increase the training line back to $5,000 from $4,000. Srnec seconded. The Ayes are: Chair Arnold, Steinbach, Stewart, Brown, Gray and Srnec. Public WorksPat Smith, the Town’s Public Works Director, discussed his budget. Smith said the Public Works Department has not been able to address street sweeping, striping, tree removal and other services that are to come out of the contract services line that the $20,000 of the $43,000 originally requested in that line was to cover. He said the other $23,000 that the Budget Committee cut, was for snow removal services, however, members of the Budget Committee disagreed with that statement.Stewart handed out a sheet regarding the liability limits for municipalities. She said she went to a legal seminar and noted recent changes in municipal laws including the increase in limits on municipal liability. Stewart said she wanted to be certain we are adequately funding critical function lines. Smith also said he cannot operate with the $10,000 in equipment purchases. He said he would like to see the equipment line increased back to $15,000 and vehicle fuel line back to $10,700. Stewart said she is in support of the critical functions that we have to show good faith to support these and decide what those critical functions are. The Board noted the utilities should be put back in the lines and the Board agreed to put the electricity line back up to $5,000; heat stayed the same, vehicle fuel line back up to $10,700. Chair Arnold said we should increase the utilities back to the original figures and that would only be an increase of $2,250 to the total Town budget. Srnec said if Gray makes a motion on the 10% increase for the Road Agent, he would support it. Gray moved to increase the elected salary line to 10%. Srnec seconded. Smith said to just leave it alone. The motion was on the floor for discussion. Steinbach suggested not voting on the 10% increase for the Road Agent because the Budget Committee should leave it in the hands of the Selectmen as managers of the town and the new administrator. Gray retracted his motion. Srnec retracted his second. Gray said the Selectmen do have the opportunity to put the argument back in at the deliberative session. Steinbach moved to increase the equipment purchase line back to $15,000. Stewart seconded. The Ayes are: Chair Arnold, Steinbach, Stewart, Brown, Gray and Srnec. Srnec said the new bottom line for Public Works would be $505,845. There was a discussion of contract services line of the Public Works Department. Steinbach said we should leave that line as it is based on the recommendation of the department head. If the money is needed the Selectmen can find the money to fund it. Stewart said the Selectmen wanted to increase this line to $30,000. Stewart said the Board voted to reduce that line last year because it was our understanding it was the one area of the budget where there was leeway. The line is typically spent at a fraction on the amount appropriated although this year, due to EPA expenses, we are told it will be further expended. Stewart said she did not recall the actual amount it was reduced from or to, although Chair Arnold recently mentioned it may have been reduced from $51,000 in the year of 2006. Actual spent in 2006 was approximately $9,500. Government Buildings Smith discussed the Building Maintenance line that included the new police station, which increased that line to $23,000. The heat line was also increased to $6,500. Srnec said the new bottom line for Government Buildings would be $109,113. Srnec said the new bottom line for Solid Waste would be $168,652. Srnec said the new bottom line for Recreation after increasing the electricity line back up to $900, would be $58,794. Srnec said the new bottom line for Library stayed the same at $44,755. Srnec moved to accept the new bottom line for Town Administration to be $235,017. Brown seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Brown moved to accept the new bottom line for Town Clerk to be $64,719. Srnec seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Steinbach moved to accept the new bottom line for the Town’s Tax Collector to be $45,776. Srnec seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Chair Arnold moved to accept the new bottom line for the Assessing Department to be $63,869. Srnec seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Srnec moved to accept the new bottom line for the Insurance Benefits to be $423,748. Steinbach seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Brown moved to accept the new bottom line for the Government Buildings to be $109,113. Chair Arnold seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Srnec moved to accept the new bottom line for the Police Department to be $517,512. Steinbach seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Brown moved to accept the new bottom line for the Ambulance to be $142,647. Stewart seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Srnec moved to accept the new bottom line for the Fire Department to be $139,723. Chair Arnold seconded. The Ayes are: Srnec, Chair Arnold, Brown, Steinbach. Opposed: Gray and Stewart. Srnec moved to accept the new bottom line for the Planning & Code Department to be $84,430. Chair Arnold seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Chair Arnold moved to accept the new bottom line for the Public Works Department to be $505,845. Stewart seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Chair Arnold moved to accept the new bottom line for Solid Waste to be $168,652. Srnec seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Chair Arnold moved to accept the new bottom line for the Sanitary Sewer to be $66,433. Stewart seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Chair Arnold moved to accept the new bottom line for the Outside Appropriations to be $21,320. Steinbach seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Chair Arnold moved to accept the new bottom line for the Welfare Department to be $130,000. Steinbach seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach and Gray. The motion carried. Chair Arnold moved to accept the new bottom line for the Recreation Department to be $58,794. Stewart seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Chair Arnold moved to accept the new bottom line for the Library to be $44,755. Brown seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray Gray moved to accept the new bottom line for the Contingency & Bonding line to be $260,500. Brown seconded. The Ayes are: Srnec, Gray, Chair Arnold, Brown, Steinbach. Opposed: Stewart. Stewart had a concern with the potential for increases in this line. She said the Town may need to borrow more on the line of credit (thus increasing interest incurred) and if they do not budget for that consideration, they may need to tap the contingency line, which is also not well funded. The Board noted there are many variables affecting rates and the interest could increase if tax collections are not timely. Steinbach moved to accept the new bottom line for Emergency Management to be at $1. Brown seconded. The Ayes are: Srnec, Stewart, Chair Arnold, Brown, Steinbach. Opposed: Gray. Srnec said the new bottom line for the Total Town budget would be $3,082,851. ADJOURNMENTSteinbach moved to adjourn the Budget Committee meeting. Brown seconded. The motion carried unanimously. The meeting adjourned at 8:20 PM. Minutes prepared by Doreen Valente, Board of Selectmen Secretary. These minutes are not official until approved and signed by the Budget Committee. _________________________ Pam Arnold, Chairman |
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November 13, 2007 |
Chairman Arnold opened the Budget Committee at 6:00 PM. Present: Pam Arnold, Chairman, Dan Steinbach, Lisa Stewart, Larry Brown, Tom Gray and Bob Srnec Excused: Bruce Woodruff Absent: Kim Morrill Others Present: Others Present: Christine Collins, Mark McGowan, Michelle Beauchamp, Justin Mayrand and Jennifer Palmatier. 2008 BUDGET Town ClerkThe Board discussed the salary elected line, which was increased to $43,659. The miscellaneous line was dropped to $50. There was a discussion of using the Town’s vehicle for mileage and travel. Stewart asked if there had been a calculation of mileage expense for department that would use the proposed vehicle vs. the present value of capitals spent today to buy or lease a vehicle over the next three to five years. Srnec said the Town is spending around $12,000 per year for mileage and travel and in two years we could buy a $12,000 vehicle and in three years we could pay for the maintenance of it. Chair Arnold recommended only one vehicle for all departments. Stewart asked how the various departments would coordinate their schedules around the shared use of the proposed new vehicle. Chair Arnold said there would have to be schedules coordinated by the employees to use this vehicle between the other departments that need to use the vehicle for banking. Srnec said the new bottom line for the Town Clerk’s budget would be $64,719. Recreation The Board reviewed a letter presented by Christine Collins from James Culverhouse, Co-Chairman of the Recreation Department. There was a discussion of the rental of a handicapped port-o-potty charge. Collins said she got this at an extremely low rate of $60 per month for the Town Beach. The Board discussed the salary full-time position and increased that line to $27,930 to reflect three months at 3% increase and nine months at a 5% increase. The supplies line was dropped to $3,250 and the Board dropped the ground maintenance line to $3,000. Srnec said he would like to drop the electric line to $800 and the telephone line dropped to $550 by the Board. Collins said the boat ramp falls under grounds maintenance and the dock extension would fall under the equipment purchase so these lines weren’t dropped. Steinbach said the Board would leave the mileage line as it is as long as Collins starts submitting her mileage to justify this line. Srnec said the new bottom line for Recreation would be $58,694. Police Department Brown asked the Town’s Police Chief, Mark McGowan what the cost would be if he lost an employee. McGowan said you cannot put a dollar on experience. Training costs around $25,000 or more for 6 months. There was a discussion of the secretary’s salary and that line is at $29,581. The Budget Committee recommended the retirement line is increased to $39,629 and the miscellaneous line was dropped to $1 to keep that line open. Brown asked about the additional detail work. McGowan said the police details bring in revenue to put toward a new cruiser that gets deposited in their Revolving Detail Fund. Srnec said the new bottom line for Police Department budget would be $517,512. Library Jennifer Palmatier discussed the salary for the part-time librarian/director. She said the director works 21 hours per week and the part-time librarian works 19 hours a week for a 49 week year. Palmatier said the part-time librarians should get an increase just like the Town is presenting for its employees. Justin Mayrand said the contract services line included “Sage Brush”, a maintenance program for cataloging, their security system is contracted and maintenance on their network is contracted. Custodial services would be dropped to $2,500, the telephone line dropped to $600 and there was a discussion of changing telephone services. The supply line for programs dropped to $1,500, operating supplies line dropped to $8,800, equipment purchases line dropped to $1,000, and the miscellaneous line was dropped to $50. Srnec said the new bottom line for the Library would be $44,755. Government Buildings Gray stated the Department heads requested to be present when their budgets are discussed. Chair Arnold discussed the salary full-time line with the Board. The Board agreed to drop this line to $57,065. The other lines discussed were the heating line that dropped to $6,000, water line dropped to $1,800, building and maintenance dropped to $20,000 and the miscellaneous line was dropped to $1 to keep that line open. Srnec said the new bottom line for Government Buildings is $105,613. Public Works Chair Arnold said the salary full-time line should be dropped to $193,227 (overtime). Srnec suggested the Public Works Director should receive the same increase of 7% as other employees of the Town bring the elected salary line to $49,865. Gray said this Board should recognize that the Road Agent is running three departments and if you look at other towns he is underpaid at that capacity. Srnec said you could give him another raise next year. The Board agreed to drop the training line to $500, professional services dropped to $1 to keep that line open and employee testing line dropped to $750. There was a discussion regarding contract services. Gray said the Board of Selectmen recommend $30,000 for this line because striping, sweeping and road work from floods are ongoing, however, the Budget Committee still agreed to keep this line at $20,000. The other lines the Board discussed were the electricity line and the Board dropped this line to $4,000, telephone line dropped to $2,500, supplies line dropped to $9,000, vehicle fuel line was dropped to $10,000, equipment purchase dropped to $10,000, equipment lease line was dropped to $6,000, membership and dues line dropped to $500 and miscellaneous dropped to $50. Srnec said the new bottom line for Public Works is now at $499,145.Solid Waste The Board agreed to drop the salary part-time line to $46,000, training line dropped to $700, rental/recycle dropped to $1,200 vehicle fuel line dropped to $1 to keep that line open, equipment purchase line dropped to $250, equipment maintenance line dropped to $1,000, permit fees line was dropped to $1 to keep that line open and the miscellaneous line was dropped to $50. Stewart asked if there were any encumbered funds, or surplus funds. Srnec said the Road Agent would need to have signed contracts and purchase orders signed before the end of this year in order to purchase what they need next year. Srnec said the bottom line for Solid Waste is now $168,652. Fire Department |
