Town of Bristol

Budget Committee Minutes

November 17, 2008

 

 

APPROVED ON:      12/01/2008, as amended

 

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

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

 

ABSENT:                   None

 

OTHERS

PRESENT:                 Paul Weston (Town Manager), Roger Nichols (Library), Raymah

Simpson (Town Clerk/Tax Collector), Dan Parity (Planning

Board), Dan Bouchard (Zoning Board), Dorcas Gordon (Historic

District Commission), Skip Moyer (Fire Department), and Chris

Dolloff (Fire Department). Other Fire Department personnel were

also present at this meeting.

 

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 November 10, 2008

 

Chairman Hemingway asked committee members to review the minutes of November 10, 2008. Mr. Hemingway then asked for any errors or omissions. Secretary Marden stated Richie Walenda’s name was misspelled on page 7, under the Tapply Thompson subheading. Bruce Van Derven stated that on page 8, he had stated he was delighted the committee decided to wait before voting on any of the line items within the budget. Mr. Van Derven explained he would like to see that reflected in the minutes. Chairman Hemingway asked for additional errors and omission. Jon Thouin noted that Mr. Chartier name is also misspelled. No one present had anything to add. Paul Simard made the motion to accept the minutes of November 10, 2008, as amended.  Jon Thouin seconded the motion.

MOTION CARRIED 11/0 - 1 abstention (Brenda Fritz not present for vote)

 

Library 01-4550

 

Roger Nichols, Chairman of the Library Trustee’s stated the budget has gone from $103,600 to $110,300 that is a 6% increase over last year’s budget.

 

Library 01-4550 Discussion Continued

 

Mr. Nichols the primary increases are around labor expenses, as we extended our hours of operation last year. Mr. Nichols stated the Trustee’s have level funded the acquisition of books and magazines, held off on bring in new equipment, and level funded some of the problematic line items we have had.  The budget next year reflects a part time person to oversee our children’s programs next year. This is the first year we will be open 42 hours a week, and we are growing like a weed. Mr. Nichols continued to explain the number of people between October through November using the library this year far exceeds the numbers both in 2006 and 2007.

 

Chairman Hemingway asked for questions. Richie Walenda asked if the garage was being heated. Mr. Nichols stated it is not being heated and in fact the will be removing the heating system in that building. Dan Bouchard asked why they had asked for $3,400 for Heating Fuel in 2008 when they used $2,100, and for 2009 they are asking for $4,500 when the cost should be cheaper? Mr. Nichols stated the Trustee’s did not feel it to be appropriate to keep adjusting the line item up and down based on fuel prices stating it can be adjusted downward.

 

Town Clerk/Tax Collection 01-4140

 

Raymah Simpson, Town Clerk/ Tax Collector for the Town of Bristol introduced herself to the Budget Committee. Ms. Simpson reviewed the line items that were increasing this year. These items included the benefit and salary line items, meetings and memberships, restoration records, and she explained line item 01-4150-390 TX Recording Fees should be $1,000 instead of $700 as the fees had gone up last year.

 

Paul Simard asked Ms. Simpson about line item 01-4150-111 entitled Financial Management? Ms. Simpson stated that is not her account. David Carr asked if line item 01-4140-300 entitled Restoration Records have been completed? Ms. Simpson stated it has not been completed because she has been told the Mormons came in years ago and had put the records on microfiche. Ms. Simpson stated she has been trying to locate this information, but has not been found to date. Mr. Carr inquired about the increase from $500 to $1,000 in line item 01-4140-396 entitled TC Meetings and Membership? Ms. Simpson stated some of the Tax Collector stuff is included in this line item. Ms. Simpson stated half of her certified class is in this line item, generally she obtains scholarships for this, but she is never certain she will receive it so she has budgeted for it. Ms. Simpson stated should she again receive a scholarship she will not be using the money for this.

 

Bruce Van Derven stated he would like an explanation on 01-4150-111 entitled Financial Management from the Town Manager. Paul Weston stated recently they had received the Town Audit, and within in that we received a poor grade in the Management letter of financial deficiencies within the financial operations. Town Manager Weston stated he and the Board of Selectmen had decided to hire someone with a greater understanding of municipal accounting practices.

Financial Management Discussion Continued

 

Town Manager, Weston stated Jennifer Correia was brought in to assist us in the process. Mr. Weston stated also the Town Accountant is currently out on medical leave. Mr. Weston stated we do have a meeting Wednesday morning with Matt Angel of the auditing firm, Jennifer Correia, Raymah Simpson, and the Town Treasurer. The intent is to bring the finances into order Mr. Weston continued stating the accounting standards require the town to reconcile prior to the auditor's arrival as they will no longer spend days reconciling the accounts.  Mr. Weston stated Jennifer Correia has been brought in to assist with getting these systems in place and in order, while at the same time filling in for the Town Accountant on leave. Once systems are in place, and the Town Accountant returns, the regular staff will be required to keep up the daily operations of the system, and Ms. Correia will only come in to check this system a couple times per month to make sure we are balancing each month.

 

Dorcas Gordon asked which line item Ms. Correia is being paid out of? Town Manager, Weston stated she is being paid out of the Selectmen’s contingency fund at this time. Dorcas Gordon asked if line item 01-4150-120 entitled Admin. Secretary would be eliminated? Town Manager, Weston stated the Welfare position in the past was linked  to this position. This position will be eliminated, and two positions will be filled the Administrative Assistant, and a Welfare Director. Paul Simard stated he would like to see an organizational chart or something to see where this person is? Chairman Hemingway stated we can not ask for an organizational chart.  Mr. Hemingway stated we are basically having a consultant come in, and they will be leaving not creating a new person. Bruce Van Derven stated maybe this person should be under the Executive Office under line item 01-4130-331 entitled Consultant Service to eliminate some of the confusion. Town Manager, Weston agreed that this would be more appropriate. Ashley Dolloff commented that this way it will not look as if a person receiving a salary rather a consultant being paid. Mr. Weston agreed. Chairman Hemingway asked for additional question for the Town Clerk/Tax Collector relative to her budget? No other questions were asked of Ms. Simpson.

 

Assessing 01-4152

 

Chairman Hemingway asked committee members to turn to the Assessing Accounts. Town Manager, Weston stated line item 01-4152-312 entitled Assessing Contract Services is the largest line item in this budget. Mr. Weston continued to say we are with a new firm as of 2007, have had a lot of activity in 2008, and we are very pleased with our Assessor as well as our Assessing Firm. Re-valuations are done every 5 years, updates are done each year with new construction, and those types of updates. Mr. Weston stated line item 01-4152-342 entitled Computer Support is very important to maintain. Mr. Weston stated this consists of both hardware and software. Paul Simard asked for an explanation on this line item? Mr. Weston stated it is mostly for the support within the software system, currently the Town has CLT supported out of Dayton, OH that we will have to have someone come from OH to support the site.

Assessing Discussion Continued

 

Town Manager, Weston stated in the future he would recommend changing to someone local, but that can not be done mid stream. Jon Thouin asked if this is a small bubble that will decrease next year or will it continue to grow? Mr. Weston stated he hopes it will go down in the next year.

 

Legal 01-4153

 

Town Manager, Weston stated we have obtained the Law Firm of Gardner Fulton & Waugh. Bernie Waugh was on the Local Government Center, and New Hampshire Municipal Association for many years. Mr. Weston stated that budget is the same as last years. Dorcas Gordon asked how this relates to individual litigation of cases rather than just being numbers? Mr. Weston stated the bills are itemized on a case by case basis, and by department. Bruce Van Derven stated they were separated in the budget by department. Dorcas Gordon stated last year they were not separated at all and it was difficult to tell what was going on with these accounts. Bruce Van Derven stated he would recommend looking at these more carefully.

 

Planning Board 01-4191

 

Dan Parity, Chairman of the Planning Board stated the largest item by far in this budget is the salary of the PB Secretary line item 01-4191-120. Mr. Parity stated the budget is pretty level other than increases in this particular line item. Mr. Parity stated often the Planning Board uses the Local Government Center on most items, but occasionally it requires outside assistance by the Town Manager or Legal Team.

 

Zoning Board 01-4192

 

Dan Bouchard, Chairman of the Zoning Board stated his budget is also pretty level funded also, and shares the same Secretary as the Planning Board. Mr. Bouchard stated they too often use LGC, and at some point there may be some litigation. Mr. Bouchard stated the ZBA revenue is over $2,000, and pretty much self supporting other than the Secretaries Salary. Mr. Bouchard stated this is variable based on the number of cases presented each year.

 

Historic District Commission 01-4612

 

Dorcas Gordon representing the Historic District Commission stated they also share the same Secretary as the Planning and Zoning Board, and she has been extremely helpful to the Board. Ms. Gordon stated the advertising is for the historic district signs. Bruce Van Derven asked about line item 01-4612-621 Meetings and Memberships having a credit balance? Ms. Gordon stated she believes money had been budgeted but not used giving the account a credit.

 

Meetings and Membership Discussion Continued

 

Paul Simard asked if there was a policy in place to get a more accurate figure on those attending Meetings or having Memberships to avoid overspending in these line items throughout the budget? Dan Bouchard commented stating that often one of the problems is you may have everyone attending a training course while other years you only get one person taking a course. Mr. Bouchard explained it makes it difficult to determine the exact number that will attend training. Chairman Hemingway stated he understood Mr. Simard’s question, but feels this is more of a management issue. Mr. Hemingway stated his comments will be noted.

 

Chairman Hemingway called for a three minute break at this time.

 

Fire Department 01-4220

 

Chairman Hemingway thanked Skip Moyer, Interim Fire Chief of the Bristol Fire Department for stepping up since the resignation of the former Chief. Mr. Hemingway stated we appreciate him and his department for the service to the Town of Bristol. Mr. Moyer stated he has been Deputy Fire Chief for the past nine (9) years. Mr. Moyer stated most of the Fire Department increases are directly related to training (line item 01-4220-391 FD Training). Mr. Moyer stated the Town of Bristol has a reimbursement program for training, and we are happy to see individuals receiving the training. Mr. Moyer stated the boat needs replacement (line item 01-4220-669 FD 1996 Zodiac Boat). Mr. Moyer stated a new line item was added entitled FD Holiday Pay (line item 01-4220-141) which pays for someone to work during a holiday. The Deputy Chief’s position now has its own line item as well (line item 01-4220-112 FD Deputy Chief).

 

Dan Bouchard asked about uniforms (01-4220-293 FD Uniforms) whether they have a new uniform company? Mr. Moyer stated this year they have new employee’s to outfit including a new chief once one is hired. Mr. Bouchard asked if they could get by this year without new uniforms? Mr. Moyer stated it is necessary to provide a uniform to the new chief once one is hired, and that there are some full time employee’s who still have not received a uniform.

 

Dave Carr asked how many times have the 1996 Zodiac Boat called for service? Interim Chief, Moyer stated as you know we are surrounded by water. Chris Dolloff stated approximately 10-12 times per year. Ron Preble asked how old is the boat? Chris Dolloff stated 12 years old. Mr. Moyer stated the boat has been actually repaired many times, and we have been told it is beyond repair at this time. Dorcas Gordon asked about health insurance, and why it is the largest amount of all the accounts? Chairman Hemingway stated the health insurance lines have the worst case scenario in the line items. Mr. Hemingway continued saying the Town Manager and Selectmen have been working on getting the numbers down, but for now they plugged in numbers for the purpose of reviewing the budget.

 

Fire Department Discussion Continued

 

Chairman Hemingway stated it does not make sense to review these items until we know what the actual numbers are going to be. Mr. Hemingway stated the budget committee will go back to these items.

 

Forestry Department 01-4230

 

Skip Moyer stated there are no changes within this budget. Chairman Hemingway asked if the Budget Committee members had any questions. No questions were asked by the members.

 

Emergency Management 01-4290

 

Bruce Van Derven asked what type of New Equipment is purchased under line item 01-4290- 810 entitled EM New Equipment? Skip Moyer stated he was not sure what types of items were put into this line item as they were put in by the former Fire Chief. Chris Dolloff stated historically it has been stuff for the trailer like color coded pop up tents that were utilized at the Ashland floods, and things of this nature. Ron Preble stated he assumes Skip Moyer has also been appointed as the new Emergency Management Director? Mr. Moyer stated he has not been appointed to that position. Town Manager, Weston stated this has not been re-appointed  because we are waiting for the new arrival.

 

Dorcas Gordon state has there been any other discussions on cost savings with any other departments? Town Manager, Weston stated we had a series of meetings with other departments. Mr. Weston stated in response to comments that we need to be assured that when we are servicing other communities outside the Bristol Fire Station for Ambulance Billing we want to recoup that cost on behalf of our taxpayers. Mr. Weston continued to explain that in 2001 that the ambulance billing had begun, and two EMS personnel were hired. The towns of Alexandria, Danbury, Hill, and Bridgewater were participating by paying a set fee of $23,000 each. In looking at the most recent budgets we realized it was not covering the costs. The Board of Selectmen asked the Town Manager to develop an analysis of the actual costs. Mr. Weston stated we have analyzed the 2007 budget setting aside the actual fires, and asked the communities participating to pay a set fee. We came down to $650,000 asking the communities to share those costs, asking taxpayers to assume the new costs at town meetings. Bridgewater has begun the process of leaving us by reactivating their own ambulance service. The Board of Selectmen in result of Bridgewater dropping out decided to charge communities not participating a $750 charge for service rendered. We have automatic ambulance calls which are set up geographically, and we have non-response calls that are dispatched out of  Fire Dispatch that we must go to if after the third call to respond. Mr. Weston stated at that point we would be able to charge our $750 fee. Mr. Weston reviewed his calculations on a sheet handed out entitled Ambulance Billing Schedule - Four Towns. Chairman Hemingway asked if the communities participating agreed to this service fee? Mr. Weston stated that is correct. Paul Weston stated these are life saving calls for service, and there is great concern here.

Ambulance Billing Discussion Continued

 

Paul Simard asked if this could be set up as an enterprise fund? Town Manager, Weston stated he would not advise to set it up as an enterprise fund. Mr. Weston stated he does not see the need for that. Mr. Weston stated we do follow a chain of command here, and we do not want to get into management. Mr. Simard stated he feels the information provided by the Town Manager is a great step, and thanked him for putting this information together. Ron Preble asked how often would these costs be re-evaluated? Mr. Weston stated this will be done annually. The other communities also volunteered to assist with collections. Chairman Hemingway asked for any additional questions on ambulance billing? No other questions were asked.

 

Town Manager, Weston asked what the latest was on the new Ariel truck? Chris Dolloff stated we are getting together specifications and it should be delivered in June of 2009. This concluded the Fire Department’s Budget.

 

Health Officer 01-4411

 

Mr. Weston stated the only change to the Health Officer’s line items is in line item 01-4411-690 entitled Health Officers Expenses that consists of $200 for some training. Chairman Hemingway asked if any of the Budget Committee had any questions on the Health Officers budget? No questions were asked relative to the Health Officers budget.

 

Other Business

 

Chairman Hemingway stated he would like to review last week's budgets. Jon Thouin stated he feels the solid waste going to stream line recycling that they need to look at spacing issues. Tom Winn stated there was very poor planning, and very little information was provided to taxpayers regarding this issue.

 

Dave Carr had a question about the Town Manager letter to the Selectmen about the $43,000. Town Manager, Weston stated there is approximately 3 or 4 accounts, and he does not propose using any of the principal. Mr. Weston stated the accounts totaled in excess of $43,000 in interest. Mr. Carr stated in most instances you can not use the principal anyway.

 

Dave Carr wonder how the wages could be implemented on January 1st, prior to approval at Town Meeting? Mr. Carr stated in the past wage changes were done after April 1st.  Chairman Hemingway stated he would like to save this discussion for a later time when reviewing wages, after the Board of Selectmen have had their discussions. Dorcas Gordon asked if the Budget Committee will have input on this issue at a later date? Bruce Van Derven stated he had discussions with LGC and was advised not to pay wage increases on January 1st, but rather after town meeting. Chairman Hemingway stated there is no point in discussing this at this tonight until the Selectmen has had their discussions, as nothing has been decided at this point regarding wages.

Other Business Continued

 

Ashley Dolloff asked if historically has there been any retroactive payments back to January 1st? Chairman Hemingway stated no the changes have always occurred after town meeting. Tom Winn asked if Kelley Park would be resurfaced? Town Manager, Weston stated plans are to get that done this year. Mr. Winn stated there is no point of wasting the money if no one is going to water it. Mr. Weston stated as long as he is around it will be watered. Richie Walenda stated the cars also need to be kept off it. Mr. Weston agreed.

 

Correspondence - None

 

Adjournment

 

Paul Simard made the motion to adjourn at 8:40 p.m. Richie Walenda seconded the motion.

MOTION CARRIED 13/0

 

 

The next meeting of the Bristol Budget Committee is on Monday, December 1, 2008, in the lower level of Bristol Town Offices, at 7:00 p.m.