Town of Bristol

Budget Committee Minutes

December 1, 2008

APPROVED ON:      12/08/08, as amended

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

Ron Preble (leaves at 8:30 p.m.), Richard Walenda, David Carr, Jon Thouin, Paul Simard, Ashley Dolloff, Andrew Williamson, Brenda Fritz (enters 7:20 p.m.), Dorcas Gordon, Tom Winn, and Diane Marden (Secretary).

ABSENT:                   Bruce Van Derven (Selectmen).

OTHERS

PRESENT:                 Paul Weston (Town Manager),  Police Chief John Clark,

Gylene Salmon (PD Administrative Assistant), Leslie Dion (TTCC) and members of the Newfound Voice Newspaper.

The Chairman, Andrew Hemingway called the meeting to order at 7:01 p.m., at the Bristol Town Offices, and the meeting was not video taped for LRPA.

Minutes of November 17, 2008

Jon Thouin stated on page 1 “asked” should read “noted” in paragraph 2 line 7.

Dorcas Gordon stated she thought the spelling of Jennifer “Currier” should be “Correia”.

Jon Thouin made the motion to accept the minutes as amended. Paul Simard seconded the motion.

MOTION CARRIED 11/0 (Brenda Fritz not present for this vote).

Tapply Thompson Community Center

Chairman Hemingway stated last week the TCCC budget was on the agenda, and due to a conflict in scheduling they were unable to attend. Mr. Hemingway stated Leslie Dion is present this evening to discuss the budget if anyone has any question. Ms. Dion apologized for the conflict, but that she would be happy to answer any questions Budget Committee members may have at this time. Dorcas Gordon commented that it is appreciated that the budget request was the same this year as last years, and they appreciate that it had not increased.

Police Department

Police Chief, John Clark introduced himself to the Budget Committee. Chief Clark also introduced Gylene Salmon his Administrative Assistant. Chief Clark stated they had prepared a power point presentation for the budget committee this evening, but due to technical difficulties they are unable to use that presentation. Chief Clark asked that the budget committee be patient while he attempts to get through the budget.

Chief Clark stated this past summer he had sent the Town Manager, Paul Weston a letter of accomplishments made by the Bristol Police Department. Chief Clark stated he would like to share some of these with the Budget Committee. Chief Clark stated the department uses its resources very well for a small department.  Chief Clark stated the Police Department does have a working relationship with the Newfound School System, and work with the local Fire Department, the CERTS Team, and other response teams within the state. Chief Clark stated they have been working with the court system, working on drug arrests, and working with members of the community to assist in getting their lives back on track. Chief Clark stated they have worked with 38 individuals over the course of the year relative to drugs within the community. Chief Clark commented that one officer had received an award when dealing with one of these very serious situations. Chief Clark stated the department also does monthly press releases although he does not believe in putting names in the newspaper to avoid bring attention to that individual with further negativity.

Chief Clark stated the department is also active with the Lions Club, Rotary, Masons, TCC, and all the Civic Events within the Town of Bristol. Chief Clark stated a very serious situation occurred at the airport this summer, and both the Police and Fire Departments were on scene within two minutes. The Police Department also works with Voices Against Violence and CADY within the community. Chief Clark commented he will be meeting with 15 agencies within the community in an effort to work effectively on these programs.

Chief Clark stated they have continued their grant with the NH Park Service by patrolling Profile Falls. Chief Clark stated the Police Department has brought in $45,000 in revenue this year. Chief Clark stated they are a very busy agency, and we are providing a great service to the community. Chief Clark asked for questions regarding the Police Department Budget.

Paul Simard asked about the changes to the NH Retirement System stating that the fund will only pick up 125% of base salary anything over this will be the responsibility of the town to pick up. Mr. Simard asked how that will effect the budget? Chief Clark stated other departments at a larger scale work detail that goes into the retirement fund. Chief Clark stated this is where these types of problems come into the picture. Reality is that we may have to look into a 25 year retirement policy in order to build up the retirement base. Chief Clark stated he is not sure where it will go, but it is a system that needs to be looked at carefully.

Police Department Discussion Continued

Tom Winn stated retirement is costing communities a lot of money, yet the percentage put into the retirement varies within each community. Mr. Winn stated they are now trying to even it out within communities.

Jon Thouin asked Chief Clark if there are any statistics available that verifies that the DARE Program actually works? Chief Clark stated that all crime prevention does not have any statistics to back up the program. Chief Clark stated certainly without the DARE Program, it does not have any benefits either. Chief Clark stated the Newfound Regional School district has aquired a $35,000 grant to assist with some of these programs. Jon Thouin asked if Bristol is doing this program for the other communities as well? Chief Clark stated the DARE Program is being offered to Bristol students only. Jon Thouin asked why the Prosecutor Program is going up about 15%? Chief Clark stated the department receives an attorney for approximately $25.00 per hour, case loads are increasing, and clearly the attorney deserves more than $25.00 per hour. Chief Clark stated he drives his own vehicle, and he has also assisted with cases within the code enforcement officer. Jon Thouin asked if Plymouth Dispatch has increased also due to call volume? Chief Clark stated the call volume has increased. Chief Clark stated the summer months are much higher than that of the winter months in Bristol. Chief Clark stated many are also telecommunicating between other communities.

Dave Carr stated the budget sheets are not the same, and that there is a huge difference between the two. Mr. Carr asked which budget they are using as there is a $90,000 difference? Chief Clark stated he is using his budget passed out this evening. Town Manager, Weston stated the Budget Committee should use the Police Department’s budget handed out this evening. Chief Clark stated the narrative submitted is accurate.

Dave Carr asked he the Chief could explain the Holiday Pay? Chief Clark stated historically the Town of Bristol has not been paying Holiday’s. Chief Clark stated if there is a major event, and they are unable to take it off the officer’s need to be paid for it. Chief Clark stated some of the overtime pay can probably be lower, as he has historically paid employee’s out of that account time and a half. Gylene Salmon stated the proposed budget is $976,489.

01-4210-198 PD Accrued Benefits

Dave Carr asked where the figure came from in line item 01-4210-198 entitled PD Accrued Benefits? Gylene Salmon stated it is an estimated amount she believes. Dave Carr asked what formula is used to arrive at this figure? Town Manager, Weston stated he has asked Jennifer Correia to obtain the formula for the Budget Committee.

Police Department Discussion Continued

01-4210-290 PD Travel

David Carr asked how these funds are used? Chief Clark stated often the department is unable to send an officer for training in a cruiser. Therefore, they are reimbursed for using their own personal vehicle gas, tolls, etc. Gylene Salmon stated we have seen the need for it over and over again. Chief Clark stated it is $500 and training is very important to him.

01-4210-395 PD Plymouth Dispatch

David Carr asked for an explanation on calls for service? Chief Clark stated IMC is a national network used to determine how many calls for services have occurred within the community. A call for service is any action retention or response performed by a police officer. Dave Carr commented someone calls in for an accident, and then another person calls in the same accident are they treated as two calls for service or one? Gylene Salmon stated that is one call for service, which would be per incident.

Paul Simard stated the DRA numbers presented by the former budget committee chairman indicated that towns having a population of 5,000 or less is paying $150 per tax payer for police service, and with the proposed increase it jumps to approximately $322 per tax payer. Paul Simard stated on top of that we are being asked to provide another Police Officer? Mr. Simard asked the police chief to justify the increase. Chief Clark stated he is not sure where Mr. Simard is getting his information? Paul Simard stated he is getting it from within the budget. Chairman Hemingway stated lets not let this discussion get into a management issue. Chief Clark stated first of all we are not hiring another police officer. Chief Clark stated the department has nine (9) employees including the administrative assistant, and he would never suggest a new employee in today’s economy. It was determined that Mr. Simard was review the wrong sheet for his information, and the line item for the new position should have been deleted out of the budget a few years ago.

Paul Simard apologized to Chief Clark for the misunderstanding. Mr. Simard handed out a sheet of paper showing figures put out by the Lakes Region Planning Commission and are based on state projections estimating the population for future years. Paul Simard continued to say that a total of 772 housing units, or nearly 38% of Bristol’s housing stock, are classified by the U.S. Census Bureau as being used for seasonal, recreational, or occasional use. Based on estimates using Bristol’s average household size of 2.47 persons and the number of seasonal housing units, the population of Bristol has the potential to increase seasonally  by approximately 63% or 1,906 persons. Mr. Simard stated he doubts that this kind of population could be present during any one time in Bristol, although it could theoretically occur. Chairman Hemingway thanked Mr. Simard for presenting the data.

01-4210-635 PD Gas

David Carr explained that the Police Chief had stated last year that a car uses a maximum of 55 miles per shift, if you run that through for the year you come out at about 60,000 miles, and then multiply that it comes out to $15,000 per year. Mr. Carr asked where the other $40,000 is going. Chief Clark stated he has no control over fuel prices, and the 55 miles per shift is 55 miles per vehicle. Chief Clark stated this also includes transporting prisoners, going to court, and other things other than patrolling Bristol. Gylene Salmon stated she had provided the Town Manager with a copy of all of this vehicle information.

01-4210-347 PD Pagers

Dave Carr asked why pagers were needed? Chief Clark stated when officers are on duty, and other officer’s are needed, a page goes out to get additional personnel to the scene. Chief Clark stated he would rather use pagers than cell phones, and have to call each one individually.

01-4210-810 PD New Equipment

Dan Bouchard asked if the Police Chief could explain the items within the PD New Equipment line item? Chief Clark stated this line item is for various items such as a tazer and cartridge, a shot gun, the replacement of two (2) radios, a computer system back-up, a fire proof file cabinet, and technology giving us the ability to video tape the interview and cell block areas. Chief Clark stated it assists the departments with any accusations that may be presented by individuals. Dorcas Gordon asked where the Fire Proof Cabinet would be purchased? Gylene Salmon stated it was priced out in the Staples Catalog.

Dorcas Gordon stated the CIP Committee did not put any funds into their budget for the Police Department for computer technology. Chief Clark stated nothing is being submitted by the CIP Committee because everything is under the $10,000 threshold, and is put into the operating budget. Ms. Gordon stated she thought the threshold was $2,500? Town Manager, Weston stated it was but it had been increased to $10,000. Ms. Gordon stated then this explains why the operating budgets have increased throughout the proposed budgets.

01-4210-893 PD Civic Events

Dorcas Gordon asked if the PD has holiday pay, and overtime pay, why do they need this line item? Chief Clark stated Civic Events are for all of the events that the Town has such as fireworks, old home day, and other events. Chief Clark stated additional people are needed for these events other than the officer’s on duty at the time. Dorcas Gordon stated we only spent $4300 do we need the $12,000? Gylene Salmon stated we have spent $5,813, and we have not paid last night's event or other new events such as the Christmas Tree event that has come our way. Gylene Salmon stated obviously that dollar amount will change if the employee’s hourly wage increases.

Police Department Discussion Continued

Richard Walenda asked if there was ten (10) police officers. Gylene Salmon stated there are ten (10) positions, nine (9) are police officers, and one (1) is the administrative assistant. Gylene Salmon stated the extra line item was created when they needed to pay a Sergeant, and that line item is no longer needed. Richard Walenda stated the budget needs to be cut down to become more manageable. Chairman Hemingway asked if anyone had any further questions of the Police Chief. No other questions were asked.

Other Business

Chairman Hemingway asked Town Manager, Weston to enlighten the Budget Committee on the tax rate setting meeting. Town Manager, Weston stated he does not have his tax rate file with him, but he would like to go get it. Chairman Hemingway stated that is fine, and the Budget Committee took a break at this time.

Tax Rate

Town Manager, Weston stated on page six (6) in the budget books the committee should have the historic data of the tax rate over the past six (6) years. Mr. Weston stated the Board of Selectmen met with DRA to set the tax rate last week. The School District portion has gone up from $5.96 to $6.49 per thousand, the State’s portion has gone down from six (6) cents, and the Counties portion has also gone up from $1.2 to $1.30. Mr. Weston stated the Board of Selectmen reserve the right to request anywhere from 100% to 105% in overlay for the needs of the taxpayers within the Town of Bristol. Overlay is used to appropriate funds for abatements, overvaluations, and Bristol utilizes approximately $74,000 for adjustments that were made by the new assessing firm. Mr. Weston stated going into 2009, based on using the same assessing firm, the Selectmen have chosen to put $50,000 in overlay for these purposes, and they could have chosen up to $423,000.

Town Manager, Weston explained that the budgetary fund balance is at $966,000 at years end in 2007, and the Board of Selectmen utilized $306,250 of fund balance. Mr. Weston stated the Finance Officer’s Association recommends retaining 8% to 17% of fund balance,  and we have retained $659,810. Mr. Weston continued to say the tax rate went from $14.19 to $15.19 per thousand. Mr. Weston stated there was a great deal of discussion at the meeting relative to building the fund balance, also to avoid tax anticipation or borrowing, and attempting to lower the tax rate as much as possible. Mr. Weston stated the meeting took about 30 to 40 minutes, and DRA set the tax rate.

David Carr asked what year this budget would show up in the tax rate? Town Manager, Weston stated this is a 2008 tax rate setting, which was set up on the 2008 budgeted amounts. Mr. Weston stated the budget currently being worked on will show up in the  setting of the tax rate in 2009.

Tax Rate Discussion Continued

Dorcas Gordon asked if the Budget Committee goal was to level fund the Town’s portion of the tax rate the same could we do it as it is being presented to us? Town Manager, Weston stated that he could submit the numbers to do that. Mr. Weston stated it is dollars raised divided by value equals the tax rate. Mr. Weston stated we would do that by working on the Town’s portion of the tax rate. Ms. Gordon stated we do have to add up the Capital items to make this happen. Ms. Gordon asked the Chairman if the Budget Committee could make that a goal prior to deliberations? Chairman Hemingway asked if there was information missing? Mr. Weston stated we need to complete page 6 as the budget complies before the budget committee. Mr. Weston stated this should be completed by January 12, 2009. Chairman Hemingway stated he was unclear about what Ms. Gordon is asking. Mr. Weston stated Ms. Gordon is asking for the numbers that equal the tax rate, so she is looking for that net appropriation figure. Dan Bouchard commented that is a number that they really do need.

Revenues

Paul Simard stated they had not seen any revenue sheets in the past couple of months, and he would like to know if the Town Managers goal is to level fund the proposed 2009 budget. Town Manager, Weston stated the goal is to level fund the budget or to come as close to it as possible. Mr. Weston stated the proposed budget currently does have revenue line items within it. David Carr stated it would be nice to have the information prior to the deliberations meeting, so that members could work on it prior to that meeting. Paul Simard stated deliberations are scheduled for January 19, but the could begin on January 12.

Richard Walenda asked for the dollar value of new construction for 2008. Mr. Weston stated he does not have that information with him. Paul Simard stated that information will be on the revenue sheets. Town Manager, Weston stated when reviewing bottom line of the total valuation of the town it was for 2007 it was $550,780, and in 2008 it has risen to $559,000 to date. Mr. Weston stated some of this includes new construction.

Paul Simard asked what the extra position was in the Police Department’s budget? Town Manager, Weston apologized for not having an updated budget. Chairman Hemingway stated the budget sheets in the book are not the current budget and should be disregarded. Mr. Hemingway instructed everyone to replace those sheets with the one handed out earlier by the Police Department.

Review of  November 17, 2008 Budgets

Chairman Hemingway if anyone had any comments regarding the budget reviewed on November 17, 2008. Jon Thouin stated he thought it would be extremely helpful to have an organizational chart in order to track the flow of funds going in and out of these line items.

Review Discussion Continued

Dan Bouchard asked if there is a way to incorporate some of these salaries into one line item to avoid having to go and add up each line to establish a position's salary? Town Manager, Weston stated he could do a spread sheet so that it can be seen more clearly. Dan Bouchard stated these individuals with multiple job titles do not accurately depict the actual budgets. Mr. Weston stated he feels it is better to look at all full time positions, along with retirement, FICA,  and other benefits to see the accurate depiction of these items. Dan Bouchard stated he would like to see that maybe looked at more carefully for the future. David Carr stated he thinks it is fairly done as it refines things by department.

Paul Simard stated the former Chairman had provided them with the Salaries and he did not see a particular advantage to doing it that way.

David Carr commented he was uncertain about how the Fire Department works their shifts. Tom Winn stated it is twenty-four (24) hours on duty with two (2) days off shift. Tom Winn stated he would encourage and invite everyone to ask that it be explained to them.

Correspondence - NONE

Adjournment

Paul Simard made the motion to adjourn at 8:50 p.m. Jon Thouin seconded the motion.

MOTION CARRIED 11/0 (Ron Preble not present during vote).

The next meeting of the Bristol Budget Committee is on Monday, December 8, 2008, in the lower level of Bristol Town Offices, at 7:00 p.m.