Town of Bristol
Budget Committee Minutes
May 19, 2008
DRAFT APPROVED ON:
ATTENDED: Andrew Hemingway (Chairman), Dan Bouchard (Vice Chairman),
Ron Preble, Richard Walenda, David Carr, Dorcas Gordon, Tom
Winn, Jon Thouin, Paul Simard, Ashley Dolloff, Andrew
Williamson, Brenda Biss, Bruce VanDerven (Selectmen’s Rep),
and Diane Marden (Secretary).
ABSENT: All were present at this meeting.
OTHERS
PRESENT: None
The Chairman, Andrew Hemingway called the meeting to order at 7:00 p.m., at the Bristol Town Offices, and the meeting was NOT video taped for LRPA.
Correspondence
The Chairman passed around a flyer from the Local Government Center regarding an upcoming workshop offered.
Minutes of April 16, 2008
Chairman Hemingway asked Budget Committee members to review the minutes of April 16, 2008. Mr. Hemingway stated the Secretary has brought to his attention that she left out the conversation, and motion made on behalf of not holding meetings in July and August of 2008. Secretary, Diane Marden apologized stating this paragraph should appear on page 3 of the minutes directly following the paragraph relative to the nights the meetings will be held. Paul Simard made the motion to table the acceptance on the minutes until they could be corrected to reflect the missing motion. Tom Winn seconded the motion. All member present agreed to table the minutes at this time.
MOTION CARRIED 13/0.
Budget Sheets Dated 05/19/08
Chairman Hemingway asked members to review the Budget Sheets dated 05/19/08 asking for any questions regarding these items. David Carr stated approximately 66% of the Budget should remain at this point. Selectmen’s Representative, Bruce VanDerven stated not exactly. Mr. Carr stated roughly at this point.
Town Manager Position
Dorcas Gordon asked the Chairman if the Town of Bristol currently has a Town Manager? Chairman Andrew Hemingway stated we do have a Town Manager until June 21, 2008.
Jon Thouin asked if the funds for the Employee Drug Testing Program would still be implemented? Mr. VanDerven stated it is anticipated to start the Drug Testing soon.
Dorcas Gordon asked why the meeting was not being video taped this evening. Secretary, Diane Marden stated it had been oversight on her part as she does not have a key to the office where the camera is kept. Ms. Marden stated it was merely an error in communication, and that she would make sure to have the video camera for the next meeting.
Paul Simard asked if a “new” Selection Committee would be established to hire a new Town Manager? Selectmen’s Representative, Bruce VanDerven stated Elizabeth Corrow gave her 60 day notice as required by her contract. She is working diligently to bring in another Town Manager by advertising the position on the Local Government Center Website, making all other Town Mangers aware of the opening through the net-intercom of Town Managers, and has also made all Financial Director’s aware of the opening. Mr. VanDerven stated it will be a tough act to follow after all the work Elizabeth Corrow has done for the Town of Bristol.
Paul Simard asked if the Board of Selectmen are prepared to operate the Town in the event she leaves, and no one has been found for the position? Mr. VanDerven stated the question was asked if the current Town Manager had an emergency how would the Town survive without her? The answer is the Town would go about its normal course of Business utilizing the knowledge of the Department Heads.
Selectmen VanDerven stated at some point a public meeting may be held to meet any perspective candidates for the position. Mr. VanDerven stated the difficulty is that NH is a small state, but is assured that Ms. Corrow has the word out to fill the Town Manager’s position.
Recording Equipment
Tom Winn asked if the recording equipment in the Budget would soon be utilized as it is pointless to record meetings that can not be heard? Chairman Hemingway stated money was budgeted to address the issue. Mr. VanDerven stated he is aware that the Town Manager has discussed getting this done in the very near future.
Water/Sewer Accounts
Jon Thouin stated he has noticed that the Water/Sewer accounts are still showing 100% funded, and at this point a portion of the funds should have been transferred to the General Fund specifically line items' 4331-118 & 4326-118, and 4331-110 & 4326-110. Dave Carr stated he believes the Water Department is financially better off than the Sewer Department and asked when these things will be done? Bruce VanDerven stated the Town Manager operates these items, not the Board of Selectmen necessarily, and stated he would ask the Town Manger this question.
Workmen’s Compensation
Andrew Williamson stated that line item 4155-260 entitled Workers' Compensation has been expended as the bill comes in all at once. Mr. Simard stated the Town Manager was able to get a lower rate this year than last year.
Police Department Renovations
Paul Simard stated he had read in the newspaper that $22,000 would be put into the Police Department Renovations. Mr. Simard asked if any of these funds would be coming out of the contingency fund? Bruce VanDerven stated he believed so, but would have to ask the Town Manager. Mr. VanDerven text messaged the Town Manager, and was told that it would come out of the Police Department’s budget.
Role of Budget Committee
Chairman Hemingway asked David Carr to discuss the Role of the Budget Committee in Town Government. Mr. Carr stated the history of the Budget Committee dates back to the 1920’s. Mr. Carr explained over the years the Town has asked to do away with the Budget Committee and three times the vote was rejected by the townspeople. This tells the Budget Committee that they play an important role in the Budget Process in the eyes of Bristol Taxpayers. Mr. Carr continued to say that RSA 32-16 states that the Budget Committee is to prepare a Budget for submission to voters, and the voters count on the committee to do fair research, balance a budget, a budget in which they can afford. Mr. Carr stated the Budget Committee is not there to represent themselves, but is there to represent the voters within this community.
Jon Thouin added that it is the careful and sensible planning that occurs when looking out for the townspeople. Mr. Thouin stated the Selectboard looks at the running of the Town and tries to move it in a forward direction. Plans need to be checked, budgets need to be looked at, and the Budget Committee is a second set of eyes for the Selectboard. Being a Budget Committee member we are also taxpayers, and more importantly we are there to assist other taxpayers through important issues. As individuals we may not always agree with certain things, but we are here to express the views and input of the general public not ourselves as individuals.
Role of Budget Committee Discussion Continued
Chairman Hemingway stated it is important to run an effective and efficient meeting. Mr. Hemingway stated staying on the topic at hand is extremely important in the matter. He explained that sometimes it is easy to get side tracked onto other things happening in town, but that he feels it is important that the committee stays on track. Mr. Hemingway stated no foul language will be tolerated at a meeting whatsoever, and that he would not allow any personal attacks on anyone. Mr. Hemingway stated he anticipates holding firm on these issues all year long as Chairman. He expects all questions and direct comments will be brought before him, prior to being addressed out loud at the meeting. Mr. Hemingway stated he is interested in hearing everyone, asking them not to be shy, and to raise their hand to be called upon prior to speaking. Mr. Hemingway stated this will keep order to the meeting, and allows for everyone to be heard.
2008 Meeting Schedule
Chairman Hemingway stated the Secretary prepared a Draft Meeting Schedule for tonight’s meeting. Mr. Hemingway explained there will be a meeting held on June 9, 2008, at 7:00 p.m. Mr. Hemingway stated no meetings will be held in July and August unless the Chairman calls for one. David Carr stated the schedule seems to be a bit tight, and that maybe the committee should consider adding more meetings in October. Jon Thouin stated the schedule is dependent upon what information comes in before the committee in order to have information to work with. Dorcas Gordon suggested taking the week off of Christmas, and adding an additional week at the end of October. Ron Preble stated he would like to see more meetings, making the meetings not last into all hours of the evening. Chairman Hemingway stated he would discuss the schedule with Krystal Alper’s in an attempt to start the budget process earlier, allowing more time to get through Budget process.
Mr. Hemingway stated he has asked the Secretary to send out the Agenda, Budget Sheets, and Minutes for review one week prior to the committee’s next meeting. Mr. Hemingway stated he expected members to review these items, write down any questions, and be prepared for the meeting. With this in mind, it should lessen the amount of time spent reviewing these items during the actual meeting.
Adjournment
Paul Simard made the motion to adjourn at 7:45 p.m. Ron Preble seconded the motion.
MOTION CARRIED 13/0.