MINUTES APPROVED BY BRISTOL BUDGET COMMITTEE Budget Committee Meeting, Monday, August 10, 2009, 7pm The meeting was timely called to order, there being a quorum of the following members: Hemingway (CH); Carr; Gordon; Bouchard (VC); Preble; Greenwood; Costigan; Williamson; Biss (Fritz); Simard; Van Derven (acting as SEC); and Thouin (also acting as SEC on departure of Van Derven). Dolloff was absent. The Chair announced the main purpose for the meeting -- to select a replacement for Brenda Biss (Fritz), who announced her resignation upon the approval of a replacement member to the committee. The Chair thanked Brenda for her service to the committee. Brenda has married and is moving to Meredith. The Chair introduced two candidates for the committee's consideration: Shaun Lagueux and Dan Arseneau. Dave Carr, budget committee member, offered Jeff Shackett as a candidate for the committee, having ascertained his interest in service. Shaun described his credentials: service on the conservation commission for 8 years, forestry consultant, resident of Bristol for 10 years, and candidate for budget committee in the last election. He described himself as a "fiscal conservative". Dan has been a resident of Bristol for 4 years, is retired, with prior service as a grant writer and educational officer, both of which required him to work closely with budgets in the departments with which he was associated. He expressed his focus as "common sense". Dan served for a few months on the budget committee during a previous budget cycle. Dave Carr spoke briefly about Jeff Shackett's qualifications: successful business owner, long time resident, budget committee member and selectman. Individual selectmen (Gordon and Biss) spoke of the candidates present. The Chair called for a vote with the following results: Shaun Lagueux: 7; Dan Arseneau: 4; Jeff Shackett: 1. Committee member Andrew Williamson excused himself from the meeting to meet another commitment. The Chair briefly discussed the revenue and expenditure reports and the committee discussed their ability to open and review the reports digitally. Some members still had difficulty, and continuing efforts will be taken to ensure the transmission of a timely document that can be opened by all. The town manager expressed concerns about the budget, both on revenues and expenditures. He noted two particulars: loss of state revenue, and over expenditure of the legal line. He said that he intends to meet with the selectmen to address the issues. The Chair briefed the committee on the upcoming budget deadline of September 14, 2009, for the town manager's submission of his proposed budget. On the 14th, the committee will review the submission and consider the scheduling meetings during the subsequent months as necessary. The Chair told of a revised submission form, using last year's approved budget as the template, with an extra column in which the manager will note changes from last year. There was a brief discussion of whether to use the actual expenses from the budget, or the approved budget, and the Chair emphasized that the unanimous vote of the budget committee at it's first organizational meeting following town meeting was that the approved budget be the template for 2010. Motion to ask the town manager to appoint a dedicated secretary for the budget committee, made by Dorcas Gordon and seconded by Jon Thouin. Discussion ensued in favor of the motion, and opposed, including: contrary opinions regarding the necessity for a more detailed record; the sufficiency of the current process of minute taking; the basic requirements for minutes under NH RSA; concerns for potential liability for the committee's failure to adhere to the right-to-know law; fears that volunteer minute taking may be more difficult once the busy budget season begins and that minute takers will not be sufficiently involved in the budget process; the notion that minute taking is not required to attempt a transcription of everything said in a meeting, but merely a summary; and other relevant issues, pro and con. The town manager was asked whether there is money in the budget for a secretary, and he replied that there is $1,046, that could be used to offset other expenditures but that could be available for secretarial support. He did not know of a secretary presently interested. It was suggested that someone could be hired to create minutes the morning after the meeting, using the DVD tape as a basis. The town manager suggested creating a job description for a secretary. Following the chair's closure of discussion, the matter was put to a vote with the following result: In favor: 5; Opposed: 4; Abstention: 1. The Motion carried. Committee member Jon Thouin commenced note taking on the departure of acting Secretary Van Derven who excused himself from the meeting to meet another commitment. The meeting turned to budget questions: Jon Thouin noted that some repair line items are over budget the largest of which are the 2003 cruiser and the backhoe and a 1 ton truck at the Highway department. He queried the town manager if these represented expenses which would be seen again in another crusier or will come up as requests for replacement vehicles in the next year's budget. The 2003 cruiser is the Chevy 4x4 and has required frame repairs to remain in service, so we will not see these types of expenses come up as this cruiser is not the same as any other. The back hoe is the same one which recieved a transmission repair last year and wil be coming before the CIP committee to consider moving replacement a year earlier than originally planned. This year's purchase of a new 1 ton truck will help the Highway Department on that front. Mr. Thouin also asked for an up date on the two bridge projects and the Mica building repair project as to how, if at all, there would be a need for further funding in future budgets. The town manager reported that the Bourough Road Bridge project is currently getting needed approvals and is expected to be started this fall. Since the funding will be run through the Hill,NH budget no cash flow issues will arise for Bristol. the Central Street bridge project is proceeding as expected, with th ened for a couple of dry days to make great leaps of progress. No future budgets should be affected by this project. The Mica building project is being funded by the owner and the only impact expected to the Bristol budgets are the ongoing $500/month to relocate the Fudge Factory. Ron Preble asked about the Smith River Errosion Project. The town manager's reply was that the methodlogy of how to solve this problem is changing (plants/logs/rocks vs. rip rap) and has slowed the project, but this timing change is not an issue with the grant based funding from Homeland Security. Paul Simard asked if the Mica building owner has been asked to put up a performance bond to ensure timely completion and reduce the time that the town will need to outlay the $500/month, along with keeping the town from having to pick up other expenses. Town Manager's reply was that this has not been requested. Dave Carr asked how encumbered funds are kept track or as they do not appear in the current budget which the budget committee recieves to review each month. The town manager explained that these are covered in what amounts to a "parallel" budget showing just trhose funds and that he would get committee members copies of these documents. Submitted by |