Town of Bristol

Budget Committee Minutes

November 10, 2008

APPROVED ON:      11/10/08

ATTENDED:             Andrew Hemingway (Chairman), Dan Bouchard (Vice Chairman),

Ron Preble, Richard Walenda, David Carr, Jon Thouin, Paul Simard, Ashley Dolloff, Andrew Williamson, Brenda Biss (enters 7:16 p.m.), Dorcas Gordon, Bruce Van Derven (Selectmen), and Diane Marden (Secretary).

ABSENT:                   Tom Winn was not present at this meeting.

OTHERS

PRESENT:                 Paul Weston (Town Manager), Mark Bucklin (Highway

Department Superintendent), and Jeff  Chartier (Water/Sewer

Superintendent).

The Chairman, Andrew Hemingway called the meeting to order at 7:00 p.m., at the Bristol Town Offices, and the meeting was video taped for LRPA.

Minutes of November 3, 2008

Chairman Hemingway asked members of the Budget Committee to review the minutes of November 3, 2008, for any errors or omissions.

Jon Thouin stated milfoil is incorrectly spelled throughout the document and should be corrected.

Jon Thouin made the motion to accept the minutes of  November 3, 2008, as amended. Paul Simard seconded the motion.

MOTION CARRIED  10/0 - 1 abstains (Brenda Biss not present at this time to vote.)

Correspondence - None

Opening Discussions

Town Manager, Weston explained the format of this years budget book to budget committee members. Mr. Weston explained that the tabbed book consists of a variety of sections included are not only the requested budgets, but it also includes the wages, CIP, a budget summary, tax rate calculations, and revenues. Mr. Weston commented that the tax rate has not been set yet, but will be added once it is set. Mr. Weston recommended that committee members read the narrative he has written in the beginning of the book.

Opening Discussions Continued

Mr. Weston stated the Highway Department and the Water/Sewer Superintendents are present this evening. Less Dionne is at a School Board meeting and hopes to be here later to discuss Tapply and Kelley Park.

Paul Simard asked the Town Manager if  the book is the same as the email sent last week? Mr. Weston stated most of the numbers are 97% the same. Chairman Hemingway stated we will go by what is in the book. Jon Thouin asked if the salaries and benefits will be left for a later meeting? Chairman Hemingway responded by saying discussions on salaries and benefits will be discussed at a later date. Dorcas Gordon asked if the Budget Committee is reviewing the requested budgets by the departments, or the recommended budgets reviewed by the Town Manager? Mr. Weston stated the budgets are almost identical to what was submitted, and he has not made his final adjustments as of yet.

Highway Department

Highway Department Superintendent, Mark Bucklin stated the biggest change this year is with line item 01-4311-411 HD Heating Oil, as this year we have not collected as much waste oil as in years' past. Mr. Bucklin stated 01-4311-635 HD Gas/Oil is another area that has an increase. Mr. Bucklin stated he had talked with Dead River and they have no idea as to what to anticipate in the months to come. Town Manager, Weston stated he does have a separate spreadsheet that looks at all the fuel usage, and he feels we need to look at it for the upcoming years' fuel. Mr. Weston stated he would give that to the budget committee once completed. David Carr asked if the fuel had gone out to bid? Mr. Bucklin stated it had not it gone out to bid, and that it was an oversight. Dave Carr suggested putting it out to bid now to obtain lower prices.

Mr. Bucklin stated line items 01-4311-663 HD1998 4900 Dump Truck and line item 01-4311-665 HD 2008 Dump Truck has an increase due to the cost of tires. Mr. Bucklin explained that each equipment line has increased because the cost of tires has increased. Mr. Bucklin stated the equipment is aging.

Mr. Bucklin explained that line item 01-4311-693 entitled HD Salt also shows an increase this year explaining they pay anywhere among sixty-four to seventy-eight cents per ton of salt. This is the state bid price. Ron Preble asked if they use more than anticipated if they still get the same price? Mr. Bucklin stated they do get the same price, but he budgets for five tons each year. Mr. Bucklin stated they do not have room enough to store the salt on site.

Chairman Hemingway asked Budget Committee members for any questions regarding the Highway Department Budget. Paul Simard on equipment maintenance last year you spent $45,000 and this year your projecting $43,000. Mr. Simard stated last year had the backhoe for $15,600 and sweeper for  $13,000, which is an additional $10,000 over last year is that correct?

Highway Department Continued Discussion

Superintendent, Mark Bucklin stated the $15,000 is what was spent last year. Paul Simard asked if Mr. Bucklin anticipated any breakdowns this year? Mr. Simard asked if the equipment was in fairly decent shape? Mr. Bucklin stated he hopes there is no major breakage this year, but that is something he can not foresee. Mr. Simard stated it would not be a big deal to take some funds out of this years budget right? Town Manager Weston stated that would be like playing Russian Roulette. Mr. Simard stated the Town does have a contingency fund to cover any such emergencies. Mr. Weston stated currently the Highway Department does have a very sick truck. Richie Walenda asked if they would be taking possession of a new truck sometime soon? Mr. Bucklin stated within the next week or so they will be getting the truck that was budget for last year.

Dave Carr asked about line item 01-4311-930 entitled HD Accrued Benefits is the same figure as it was last year, is it anticipated to increase this year? Town Manager, Weston stated he had loaded the exact same figure into the spreadsheet as last year, but does anticipate reviewing those numbers again.

Dave Carr asked what types of items were included in line item 01-4311-830 entitled HD Safety Equipment? Superintendent, Mark Bucklin stated this line item covers safety glasses, boots, safety vests, things of that nature.

Dave Carr asked what line item 01-4311-810 entitled HD New Equipment will be used for? Mr. Bucklin stated whenever we obtain a new vehicle certain tools are required in order to service the vehicle, and this line item covers anything of that nature.

Mr. Carr asked if line item 01-4311-695 entitled HD Guardrail is intended for the bike path? Mr. Bucklin stated “no, it is not." Mr. Bucklin explained it is for Wiccum Road near Red Fox Village.  Mr. Bucklin stated the State of NH did the guardrail by the bike trail.

Mr. Carr asked about line item 01-4311-571 entitled HD Mowing and if he could kindly explain the expense? Mr. Bucklin stated it is for the renting of the mower.

Dave Carr asked Mr. Bucklin to explain line item 01-4311-560 entitled HD Meetings/Memberships? Mr. Bucklin stated this is to attend T-square, and the Road Agent Association meetings. This also includes the piece we are doing  with UNH.

Ron Preble asked if this covered more than one meeting per year. Mr. Bucklin stated “yes, it does.” Mr. Carr inquired about line item 01-4311-292 entitled HD Uniforms. Mr. Carr asked how would it effect the department if the line item was removed from the budget? Mr. Bucklin stated all employee’s would be unrecognizable as town employee’s, everyone would be going through a lot of personal clothing as it is not unlikely to burn holes in clothing with battery acid or other types of chemicals that they come in contact with daily. Mr. Simard asked if the uniforms were laundered weekly? Mr. Bucklin replied they are laundered weekly.

Highway Department Continued Discussion

Ron Preble asked Superintendent Bucklin if the department has cut down on resurfacing?

Mr. Bucklin stated the highway department is still on the 10 year plan for resurfacing, but the majority of the resurfacing is covered under road reconstruction in greater detail. Bruce Van Derven asked if there is anything not appearing in the requested Budget that he feels the Highway Department should have? Mr. Bucklin stated he has everything in the budget that is needed. Mr. Van Derven asked if there had been any roads not taken care of this year? Mr. Bucklin stated there is a couple of items carried over from last year, because the materials were too expensive at the time to purchase them.

Dan Bouchard  asked if the Street Lighting was charged by Public Service? Mr. Bucklin stated Public Service does carry all of the street lighting. Town Manager Weston stated he had spoken to Public Service and they are projecting a 9% to 13% for each department 2009.

Mr. Bucklin stated under the new equipment line under Solid Waste he did ask for a new

five (5) yard roll off container to go with our single stream recycling we just started This is so we can keep one in place while one is gone. Chairman Hemingway asked for a brief description of what is being done now vs. the new single stream system we are moving into and how it will impact the budget? Mr. Bucklin stated currently we pay $42.50 per ton to take the solid waste to the incinerator in Penacook, and under the single stream recycling we will be sending it to Bestway in Belmont, and from there it will go to Maine. Mr. Bucklin stated under the single stream recycling they will pay us $5 per ton of recyclable materials. Mr. Bucklin stated until it gets underway we may not see much, but once it gets steady it should start saving the Town money.

Jon Thouin asked if there is a trade off in revenues when going to this stream line recycling? Mr. Bucklin stated currently we are losing $20 per ton on the paper recycling. Mr. Bucklin stated recycling has had some dramatic changes over the course of a few months, whereas, we once were paid to get rid of metals, and now we would pay to get rid of it. Richie Walenda asked why they do not put copper and aluminum aside to recycle? Mr. Bucklin stated single stream recycling does not work that way, they do not allow cherry picking through the materials. They take the everything, and give us the cost break overall.

Waste Water

Paul Weston stated Jeff Chartier, Water Superintendent has done a remarkable job we have an EPA National Award for the most improved water treatment plant. We now have a citation in from the governor,  a citation in from congressman, and a new banner. Mr. Weston stated it is a remarkable achievement Mr. Chartier shows great ingenuity, and everyone should go down and take the tour of the facility. (everyone claps)

Waste Water Discussion Continued

Superintendent Chartier stated under the Sewer Capital Projects has $3,000 added to the line item for the garage expansion. This would be just to make the necessary improvements such as electrical, insulation, sheet rock, and things of that nature. Mr. Chartier stated he is just doing this over a period of time. This number may change should he need to encumber funds. Town Manager, Weston stated the Group Health has a 20% increase this year, but he is trying to decrease that this year.

Superintendent Chartier stated that line item 01-4326-342 entitled SW Computer has been increase for a software update.

Mr. Chartier stated line item 01-4326-370 entitled Sludge Disposal has increased due to the increase in fuel costs. Line item 01-4326-390 entitled SW Lab Services is basically the same as last year, and as Mr. Weston stated earlier electricity has also increased.

Town Manager Weston asked Mr. Chartier when the last rate increases were? Mr. Chartier stated the sewer rates were increased in 2003/2004, and the water approximately 16 years ago, and is due to be increased. Mr. Chartier stated the DES Funding also affects the rates, as higher rates are needed in order to obtain federal and state grant funding. Mr. Chartier stated the majority of the funding comes from these grants.

Paul Simard asked whom they were using to write the grants? Mr. Chartier stated the engineers. Mr. Simard asked if he was happy with them? Mr. Chartier stated 80% of the funding is through grants, and he is pretty happy with them.

Town Manger, Weston stated he wanted to bring to the attention of the Budget Committee the three phase sewer line extensions to the lake project that we will see in the Capital Budget. Green indicates phase one, pink phase two upgrades to the pump stations, and phase three is future development. Paul Simard stated there are a number of residents up on Bristol Hill, are they going to be put onto the line? Mr. Chartier stated the pump station needs to be replaced in order to do that. The cost of the up-grade does not warrant replacing the pump station at this point. Richie Walenda stated it is impossible in this day in age to even think about these things with today’s economy.

Superintendent Chartier stated he should bring to the attention of all present that page 122 and 123 in the Budget Book came out of his office and are up to date. Page nine’s revenue sheet is not current.

01-4521-120 Beaches

Paul Weston stated Beaches are identical to last year $17, 442. Mr. Weston asked if anyone had any questions on Beaches? Mr. Weston stated revenues come from beaches from the sales of stickers. Dorcas Gordon asked if the issue of stickers per household had been resolved? Bruce Van Derven stated it was decided to keep them separate from dump stickers.

Beaches Discussion Continued

Ron Preble asked about any improvements to Avery Crouse? Town Manager,  Weston stated Avery Crouse has significant storm water and sanitary discharge to the lake problems. There is a plan to install a storm water discharge from the lake discharging it into the river. Mr. Weston stated they intend on hiring a grant writer, and it is his hopes to be in the position to get federal grants for these types of projects. Mr. Carr stated he thinks the project got away from everybody being too big of a project. Mr. Carr stated he believes the scope needs to be reduced, and work on some of the smaller things such as curbs, sidewalks, storm water, and other improvements to the beach. Bruce Van Derven stated the CIP Committee may also have some recommendations for such improvements.

01-4522-820 Master Plan

Town Manager, Weston stated they have engaged an engineer to complete the turf, and expect to replace the turf this year on the ball field. Mr. Weston stated $43,000 is coming 100% from the reserve funds which is interest only for the New Gazebo and upgrades. Electricity, a stage, replacement of swing sets, guard rail along the street, and upgrades to the tennis courts. Dave Carr commented that in the past the budget committee was told that some of the lighting on North Main Street is being charged to Kelley Park. Mr. Carr wanted to know if this has been sorted out? Mr. Weston stated he was not aware of this, and will look into that further.

Dan Bouchard asked if the funds are already reserved in trust funds why are they being shown in the budget? Mr. Weston stated because we operate under a gross budget system, and we need taxpayer votes to expend. Dorcas Gordon asked if there would be more funds in the trust fund or will this eliminate the fund? Mr. Weston stated this will be the interest only from the fund, not the fund itself. Mr. Walenda stated they place snow in the park, and if a guardrail is present they will have no place to put the snow? Mr. Weston stated they would strategically place the guardrail in order to place snow there.

Paul Simard asked if the 1996 Master Plan had been updated, and if so, could he get a copy of it? Mr. Weston stated it has been updated, and he would get a copy to Mr. Simard. Mr. Weston stated there are components of the Master Plan that have not come into play. Paul Simard stated like moving the canon to the corner of the park. Mr. Weston stated there is a group of Veteran’s who wish for it to remain where it is. Mr. Simard stated if it would be seen more by the youth at the new location, than I support moving it. Chairman Hemingway stated lets keep to the budget.

Jon Thouin stated he presumes there is a line item for the trust to run through the check book, and he assumes that if it is not approved at town meeting then this item will disappear out of the budget. Mr. Weston replied stating that is correct.

Patriotic Purposes

Town Manager, Weston stated line item 01-4583-120 entitled Special Events Coordinator was taken from another line under the Financial Administration last year. Mr. Weston stated he thought it was more appropriate to place it under Patriotic having its own line item. Mr. Weston stated she works on Old Home Day, Concerts, and a variety of other events. The Special Events Coordinator also seeks donations, and funding from other sources to offset the expenses. This person also takes in revenues from the concert series, sales from T-shirts, and a few other items. Paul Simard asked if this Special Events Coordinator is level funded at this point? Mr. Weston stated the position is a certain number of hours, and is level funded. Bruce Van Derven asked what happens if the Special Events Coordinator takes in more revenues than anticipated? Mr. Weston stated revenues in access lapse to the fund balance, in an attempt to build the fund.

Conservation Commission

Mr. Weston stated the Conservation Commission’s budget has decreased from $920 to $500. Mr. Weston stated if they do not use it they lose it. Paul Simard stated if they do not use it, they keep it. Mr. Simard stated if they do not use the funds it goes into a find to purchase conservation land in the future. Mr. Weston asked if a Special Warrant Article had been passed. Mr. Simard stated there was a Special Warrant Article to allow them to keep the funds.

Tapply Thompson Community Center

Town Manager, Weston stated this years projected budget is up slightly from $171,000 to $173,000 and Bristol’s portion is level funded. Richie Walenda stated how about saving some money, and stop level funding everything? Chairman Hemingway stated he agree with Mr. Walenda as they have not raised their funding since 2006, and that is commendable. Bruce Van Derven asked if the Grant writer is from TCC? Mr. Weston stated that Beth Colby and Les Dionne have already applied for a $3,000 grant for the turf project. If the funds are appropriated, and the grant comes through then the funds in the budget will lapse back into the general fund.

Other Business

Chairman Hemingway stated next week (11/17/08) the Budget Committee will meet with the Library, Town Clerk/Tax Collection, Assessing, Legal, Planning Board, Zoning Board, Health Officer, Historic District Committee, Fire Department, Forestry Department, and Emergency Management.

Review of Social Services

Dave Carr asked if the Humane Society and Lakes Region Planning Commission are not funded this year if the Town of Bristol would left out of the loop?

Review of Social Services Discussions Continued

Town Manager, Weston stated he believes they would be left out, but he would check into that further and get back to committee members. Mr. Weston stated the Planning Board uses a lot of services from Lakes Region Planning Commission.

Chairman Hemingway stated he would like to have discussions relative to the organizations the committee met with last week in order to clarify what was said and to keep it fresh in the committee’s mind. Mr. Hemingway stated there is a group entitled ACORN that is under Federal Investigation, but this is not the group. Mr. Hemingway stated he was impressed with CADY, and the things they are doing within the community.

Mr. Hemingway asked if anyone else would like to contribute to the conversation. Dan Bouchard stated each and every social service agency talked about losing funding from State and Federal funds, and it appeared they wanted Bristol to make up the difference. Mr. Bouchard stated he does not believe we should cover where the State or Federal Government does not. Bruce Van Derven stated the City of Laconia saves an awful lot of money funding these programs. Town Manager, Weston commented that some of the agencies within Belknap County are not being funded due to double dipping by certain agencies.

Chairman Hemingway stated he was disappointed with the agencies that submitted their budget’s late. Ron Preble stated he feels the agencies that did not show up should not be funded. Dorcas Gordon stated listening to the Lake Association she could not figure out why Bridgewater and Hebron were being asked for less than Bristol? Richie Walenda stated the lake does have milfoil present.

Bruce Van Derven made the motion to fund all social services be funded at the 2006 level of funding except for ACORN. Ron Preble seconds the motion. Chairman Hemingway asked for discussion. Dorcas Gordon stated she does not feel comfortable voting on the Social Service Agencies without seeing the entire budget. Dave Carr stated he feels we need to see the entire budget before making a decision. Chairman Hemingway stated he agreed with both Ms. Gordon and Mr. Carr.

MOTION FAILED 0/10 - 2 abstentions

Jon Thouin stated he does appreciate having conversation about the prior week to keep things fresh in our minds. Selectmen Van Derven stated he was delighted that the committee agreed to wait before approving any budgets.

Adjournment

Paul Simard made the motion to adjourn at 8:45 p.m. Richie Walenda seconded the motion.

MOTION CARRIED 12/0

The next meeting of the Bristol Budget Committee is on Monday, November 17, 2008, in the lower level of Bristol Town Offices, at 7:00 p.m.