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Town of Bristol Budget Committee Minutes November 3, 2008
APPROVED ON: 11/10/2008
ATTENDED: Andrew Hemingway (Chairman), Dan Bouchard (Vice Chairman), Ron Preble, Richard Walenda, David Carr, Jon Thouin, Paul Simard, Ashley Dolloff, Tom Winn, Brenda Biss (enters 7:20 p.m.), Dorcas Gordon, and Diane Marden (Secretary).
ABSENT: Andrew Williamson and Bruce Van Derven (Selectmen) were not present at this meeting.
OTHERS PRESENT: Social Service Agencies and Cemetery Representatives
The Chairman, Andrew Hemingway called the meeting to order at 6:59 p.m., at the Bristol Town Offices, and the meeting was video taped for LRPA.
Minutes of October 6, 2008
Chairman Hemingway asked members of the Budget Committee to review the minutes of October 6, 2008, for any errors or omissions.
Dan Bouchard requested that the following be corrected.
P1, paragraph 1 Dan Bouchard seconded the motion TO Richard Walenda seconded the motion.
David Carr requested that the following be corrected.
P5, paragraph 4, lines 7 & 8 Mr. Carr stated up to this year we have never had to borrow up until this year. TO Mr. Carr up to last year we have not had to borrow in anticipation of taxes for many years.
Jon Thouin requested that the following be corrected.
P8, paragraph 4, lines 4 & 5 Both Dan Bouchard and Jon Thouin feels the dates should be scratched. TO Both Dan Bouchard and Jon Thouin feels the dates should be blocked if we do not need them.
Minutes of October 6, 2008 Continued
Dan Bouchard made the motion to accept the minutes of October 6, 2008, as amended. Paul Simard seconded the motion. Chairman Hemingway asked for additional discussion, no discussion followed, and he asked for a vote. MOTION CARRIED 8/0 - 2 abstentions from members not present
Budget Requests of Social Service Agencies and Cemeteries
Voices Against Violence
Chairman Hemingway asked the representative from Voices Against Violence to step forward to discuss their proposed budget request. Mr. Hemingway asked that the area of focus be on any increases in the budget this year, rather than explaining the entire process of the agency. Lisa Farmer stated Voices Against Violence is requesting an increase this year from lasts year $2,175 to $4, 500. The majority of the increase is due to the cutting of State and Federal Funding. Ms. Farmer stated that 12% increase is seen in the Bristol Community, and an overall increase of 30% in all service areas.
Ms. Farmer explained their agency did do some outreach at the Old Home Day event this year, and are working on serving K-5 relative to bullying and teasing in the Fall and Spring. Ms. Farmer stated they not only work within the community but work with local schools, law enforcement, courts, and DCYF stating 26% of the violence seen are relative to children.
Paul Simard asked what is Victims Compensation? Ms. Farmer stated it is a program that gives compensation to victims who have lost their home, or vehicle, and other necessary items to sustain themselves. Ms. Farmer stated this is a Federally funded program. Richard Walenda asked if the agency also helps men? Ms. Farmer stated that they do assist men as well as women, and in fact have seen so what of an increase in those numbers over the past few years.
Mike McKinney a member of the audience asked if due to the economical times presently if Voices Against Violence anticipates an increase in the individuals they serve? Ms. Farmer stated they do anticipate increases throughout the service area. Chairman Hemingway thanked Ms. Farmer for her presentation, and asked the representative of Homeland Cemetery to step forward to discuss their proposed budget.
Homeland Cemetery
Tom Keegan, President of the Homeland Cemetery Association also has an increase from last year's budget from $10,000 to $17,600. Our focus this year is to get our finances in order, first by obtaining our non-profit status with the IRS. We are also working on our maintenance shed inside and out, and have been working with the water department to fix a number of leaks on the property. Homeland Cemetery Continued
Mr. Keegan stated they are also are going to work on the grub grass issues we are currently faced with. We have also been keeping track of volunteer man hours, and this should help. Our liability insurance is estimated between $800 and $900 for the upcoming year. Mr. Keegan stated we have a tree fund that we plan on using that money, but the grub grass is going to take several years to complete as the grass is dying out rapidly. Mr. Keegan stated that is an overview of what is proposed for this year's budget.
Chairman Hemingway asked committee members for any questions. Dorcas Gordon asked if the $5,000 will be the entire cost of grub control? Mr. Keegan stated that is just for this year, that it will be ongoing over the next several years, but that the initial cost is higher than what is anticipated in the years to follow. Mr. Hemingway asked exactly how many years are to follow? Mr. Keegan responded stating approximately four (4) years.
Paul Simard stated the budget has doubled since this began and he is wondering at what point the Town assumes the responsibility of this cemetery. Mr. Keegan stated if Homeland Cemetery did not have the volunteers, it would have cost the Town over $20,000 for the time these individuals have volunteered. Mr. Keegan stated we increased the cost of lots, but a portion of those funds does need to go into a perpetual fund.
Mason Westfall, Secretary of Homeland Cemeteries stated we keep bringing up the $85,000 embezzlement that took place when before this it was difficult to sustain the cemetery even before the embezzlement. Prior it was difficult to sustain even the superintendent as this was done on the investment of restricted funds. Without the Town of Bristol, those funds would not sustain the cemetery.
Ron Preble asked what the hourly rate was for the employee’s? Mr. Keegan stated administration is $15.00 per hour, and the skilled labor is $25.00 per hour. David Carr asked if they could point out the income receiving? Mr. Keegan stated the checking account and savings account. Mr. Hemingway stated do you take an annual income from investments? Mr. Carr asked if they were reinvesting the income? Mr. Mason stated they can use the income, but currently it is being reinvested. Mr. Mason stated the investments bring in about $7,000 a year, and they need substantially much more to sustain.
Mr. Mason stated in the past when we have fallen upon hard times we have had to take from our investments to survive, and now we are trying to rebuild those funds we had taken out. Chairman Hemingway thanked Homeland Cemetery representatives for their explanations, and asked the Cemeteries to present their proposed budget.
Town of Bristol Cemeteries
Archie Auger of the Bristol Cemeteries stood up to give his presentation to the Budget Committee. Mr. Auger stated they have six (6) cemeteries that they take care of, and they have been able to get some volunteers. Mr. Auger stated the Cemetery Trustee’s are requesting $500 for the maintenance of the cemeteries that is less than last year. Chairman Hemingway asked for any questions. Dorcas Gordon thanked Mr. Auger for his presentation.
-Lakes Region Planning Commission - NOT PRESENT -Garden Club - NOT PRESENT
Newfound Lake Region Association
Boyd Smith introduced himself stating the Newfound Lake Region Association is a non-profit organization whose goal is to protect Newfound Lake, and who currently has 650 members. Mr. Smith stated this year we are requesting $4,300 instead of the $750 we received last year. Mr. Smith passed out an economic study done by the association for members to review. Mr. Smith stated they work within the community to educate, and protect the land surrounding Newfound Lake. Mr. Smith stated fresh water related tourism consisting of fishing, boating, and swimming account for 29% or $14.9 million of the total annual of visitor days to New Hampshire. In this survey, which is a multi-year survey, the majority of the survey found that the lakes would be visited less if the quality of the water were poor. Mr. Smith stated that 50% of Bristol’s tax rate is coming from those properties located on the lake, and there is a direct collation between the value and the quality of the water.
Ms. Smith stated the general request for $4, 300, it will cover a number of things such as education within the school district, milfoil projects, and working on the water sampling project, and beach redevelopment. This year, we have had two additional town’s join us this year that is great. More importantly it is very important to keep the lake clean. We have had staffing at the boat ramps to educate the public on milfoil, and teach them to check their boats for milfoil. The need to have additional people to inspect for milfoil has increased. If milfoil gets into the lake it could take upwards of $100,000 to address the problem, so they feel this is an important part of protecting the lake. Mr. Smith stated milfoil is present in New Hampshire, and it is illegal to transport it, but it most often happens by accident, and not being educated on how to recognize it. Additional staff is needed not only to monitor the boat ramps around the lake, but to also educate everyone with private ramps who may live on the lake. We are requesting funds from Bristol, Bridgewater, and Hebron to proportion that $6,000 to get the project going. The $12,000 needed to cover the cost of hiring for this program will go back into the community by hiring kids who are local.
Newfound Lake Region Association Continued
Town Manager Weston asked if there is any milfoil in the lake at present? Mr. Smith stated there is no milfoil in the lake at this time. Dave Carr asked why this could not be done by using volunteers? Mr. Boyd explained it is really difficult to get volunteers to give up specific times all summer long to dedicate to this project. Dorcas Gordon asked what the amount was that Bridgewater and Hebron will be asked to contribute? Mr. Boyd stated about $1,300 for the milfoil piece and about $500 for the administrative piece.
Chairman Hemingway wanted clarification as the whether or not he wanted this to come up at Town Meeting as a Warrant Article? Mr. Boyd stated he would so they can also be educated on the program. Mr. Hemingway stated either way it comes up before the budget committee. Mr. Hemingway explained the process the budget committee will take vs. the process of presenting a Warrant Article at Town Meeting. Mr. Weston stated he does caution anyone submitting a Warrant Article to pay very close attention to the wording of the article, which needs 25 signatures from registered voters. Chairman Hemingway asked that the next organization come forward to address the committee with their proposed budget.
-Human Society-NOT PRESENT-Late Submission
NANA
Pat Wentworth, Executive Director of NANA introduced herself to the committee. Ms. Wentworth thanked the committee for allowing her to speak this evening. Ms. Wentworth stated the Town of Bristol has a small diamond within the community of Bristol. Ms. Wentworth stated the quality of care that NANA provides to Bristol residents is high quality care, care that most communities do not have. Ms. Wentworth stated most often people will go to the hospital, and then be exposed to additional infections. NANA does what is called Wound Vac Therapy that is when a wound does not heal properly and reopens itself. Other communities do not offer these services. Medicare and Medicaid programs do not pay the full amount for services, and these funds were also cut last year. Meaning that some individuals would be going without adequate care if it were not for NANA services. This year NANA is also experiencing additional mileage costs. Ms. Wentworth explained that they also check on elderly patients to make sure they have adequate heating, as many of them keep their thermostats low, and the parts of the brain that tells them they are cold is not working properly. So they could go to sleep at night and essentially not wake up in the morning. We are requesting $32,400 this year, and received $23,125 last year. Chairman Hemingway asked if the increase represents the cost of living adjustment, and pick up the 5.5 % decrease in Medicare and Medicaid reimbursement. Mr. Hemingway asked if Ms. Wentworth could explain the difference in the billing process? Ms. Wentworth stated that a particular treatment could require up to six (6) visits, and Medicare or Medicaid will only cover five (5). No other questions were asked of Ms. Wentworth by Budget Committee members.
Plymouth Regional Clinic
Eileen Towne of Plymouth Regional Clinic stated they are a non-profit organization providing medical care within the community of Bristol and are open one evening per week for walk in care. This year we are making the same request we made last year, and the same request of other communities utilizing our clinic. Chairman Hemingway asked if anyone had any questions, no questions were asked. Mr. Hemingway thanked Ms. Towne for coming this evening.
-American Red Cross -NOT PRESENT
Tri-County CAP
Amanda Difilippe, Contact Coordinator for the Tri-County CAP agency introduced herself to the committee. This year we have a 2% increase over last year to assist in the operations of the CAP office. Dave Carr asked the amount of assistance that is being received by Bristol residents. Ms. Difilippe stated the funds received do not go towards the actual fuel assistance program as that is a Federal Government program, the funds requested go directly to the operating costs of the office. Chairman Hemingway asked for additional questions from committee members. No further questions were asked.
Grafton County Senior Citizens
Roberta Bernier, Executive Director of the Grafton County Senior Citizens Council. Ms. Bernier had everyone introduce themselves. Mike McKinney delivers meals to senior citizens, Diane Devine, Program Coordinator, Fran Olsom, Social Worker, Ethea Lewis, Advisory Committee, Jan Dugan, Loretta Summers, and Pat Wentworth. Ms. Bernier stated the Grafton County Senior Citizens has 10 volunteers per each staff member employed. Ms. Bernier stated they are requesting the same amount as last year $8,500. Ms. Bernier stated the economy is definitely effecting the community, and have seen increases in just about every area of their services. Chairman Hemingway asked if any committee members had any questions. Paul Simard asked what was causing the increase for services? Ms. Bernier stated it is mostly due to the rising fuel costs. Mr. Simard asked how many actually live in their own homes? Diane Devine stated most are living in subsidized housing within the community. Mr. Simard asked how the tax rate effects these people? Ms. Devine stated their portion of the rent does increase, but I can not give you the exact ratio. Chairman Hemingway asked if there were any other questions, having no other questions, he thanked everyone for attending.
Genesis
Maggie Prichard, Executive Director of Genesis and Kelley Untiet introduced themselves. Ms. Prichard stated Genesis is not requesting any additional funds this year. Dorcas Gordon asked if they have any office hours in Bristol currently. Ms. Prichard stated the offices are located in Laconia and Plymouth. Mr. Hemingway thanked them for coming. CADY
Debra Naro, Executive Director of CADY introduced herself to the Budget Committee. CADY is a regional prevention coalition. Ms. Naro stated the majority of their resources going into the Newfound and Pemi-Baker regions. We do assessments, direct services, and work within communities building skill sets with today’s youth. This year we really need assistance with the Restorative Justice Program that we received seed money from the state for the first three years, and this is our third year currently. This program will assist us in helping young individuals become accountable for any criminal activity they may have gotten themselves into. Ms. Naro stated these individuals not only have discussions with their parents, the victims, but also assist with many forms of community service activities. Each individual sits in front of a panel who then holds them accountable for their actions to avoid any further prosecution. It also saves money at the court level, and assists in decreasing these behaviors. Ms. Naro stated they requested funds last year, but the program had not been funded due to some confusion as to what we were about. Ms. Naro stated this year she is requesting $2,000 for the program. Dorcas Gordon asked if the courts were assisting with these funds? Ms. Naro stated CADY is currently working on trying to get additional funds from the courts, it is a work in process at this time. Mr. Preble thanked Ms. Naro for coming and giving the committee an explanation. Richard Walenda wanted to know if they work with the parents? Ms. Naro stated they are involved with the parents, and offer Parent Education classes. Ms. Naro thanked everyone for their time and exited the meeting.
-CASA-NOT PRESENT -DCYF-NOT PRESENT -ACORN-NOT PRESENT-Late Submission
Other Business
Chairman Hemingway stated there was an article in the Record Enterprise this week relative to the Budget Committee Schedule. The article stated that one selectmen is working hard to streamline the process. Mr. Hemingway stated we evaluate the budget given to us, and go on from there.
2009 Municipal Budget Presentation Schedule
Chairman Hemingway stated the schedule the Town Manager and I am came up with is included in the Budget Committee packets. Ms. Dolloff asked the Chairman if the Department Heads have been notified that a long presentation will not be necessary. Mr. Hemingway stated they have been notified. David Carr asked where the discussion meeting and voting meetings are scheduled? Mr. Hemingway stated he had left that off, and we can correct that tonight. It was determined that Monday, January 19, 2009, will be the meeting for deliberations. Ron Preble asked how long the meetings will last each night? Mr. Hemingway stated he wants to wrap everything up by 10:00 p.m. each night.
Tax Rate Calculations
Paul Weston handed out the Tax Rate calculations from 2003 forward, and regrets that this year's tax rate has not been set to date. Mr. Weston stated this makes it difficult to get a set target. Town Manager, Weston stated the tax rate is simply net dollars to be raised by evaluations. Mr. Weston continued to explain the BOS can set the tax rate at 100% of the needs or 105% of the needs, which is an overlay generally used for tax abatement purposes. War Service Credits are taken right off of the bottom line. Proof of Rate is the total amount of property assessed. Mr. Weston gave everyone present a brief description of the Tax Calculation sheet.
Late Submission of Budget Request
Mr. Weston stated Max Stamp submitted a late submission towards the Pemi River Local Advisory Committee, but that does not have to be addressed this evening.
Departmental Budget Requests
Mr. Weston handed out the Departmental Budget Requests. Mr. Weston explained that the books that will be handed out at the next meeting will correspond with the items listed within this Departmental Budget Request Report.
Accounting Department
The Town Accountant is out on sick leave for the next four weeks, and currently we have an interim support person working for the Town until our Accountant returns. Mr. Weston explained that is all he has for this evening.
Paul Simard asked if the revenue sheet sent out last week there is nothing in the Budget column there do you foresee getting anything there? Town Manager, Weston stated there would be revenues there, and it will consist of prior years as well. Ron Preble stated he is curious about the CIP funds? Mr. Weston stated the CIP Committee has met three times now, and they are defined as being $10,000 or more, anything less would be requested through the regular budget process. Mr. Weston stated it is going to be a tough year. Mr. Weston stated group health is up 20% and he is working on that, salaries promised from last year, all lines he has reviewed so far do not have decreases.
Paul Simard asked about applying for the TAN, and is that going to be a necessity, if so what are the rates? Mr. Weston stated it will be necessary, and the rate would be at approximately 2%. Mr. Weston stated for cash flow reasons it becomes necessary, as we have an early payment to Winterset on the Steel for the Center Street Bridge, and other areas of concerns.
Adjournment
Paul Simard made the motion to adjourn at 9:15 p.m. Brenda Biss seconded the motion. MOTION CARRIED 10/0
The next meeting of the Budget Committee will be held on Monday, November 10, 2008, at 7:00 p.m. in the lower level of Bristol Town Offices.
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