BRISTOL BUDGET COMMITTEE
MEETING MINUTES
OCTOBER 5, 2009
PRESENT:
Andrew Hemingway- Chairman, Dan Bouchard- Vice Chair, Barbara Greenwood, Dave Carr, Dorcas Gordon, Paul Simard, Ron Preble, Wendy Costigan, Ashley Dolloff, John Thouin, Shaun Lagueux
ABSENT:
Andrew Williamson
OTHERS PRESENT:
Paul Weston, Town Manager; Mark Bucklin, Highway Superintendent
CALL TO ORDER:
Chairman Hemingway called the meeting to order at 7:00pm.
REVIEW OF MINUTES:
The meeting began with a review of the minutes from June 8, 2009; Barbara Greenwood made a motion to accept the minutes as written and was seconded by Dan Bouchard followed by a unanimous vote in favor. Those present reviewed the minutes from 8/10/2009. Shaun Lagueux made a motion to accept the minutes as written and seconded by Wendy Costigan. The motion carried with a 9-0-2 vote. The minutes from 9/14/2009 were reviewed; Dan Bouchard made a motion to accept the minutes as written and seconded by Paul Simard. The motion was approved with a 9-0-2 vote.
NEW BUSINESS:
Mark Bucklin from the Highway Department and the Water/Sewer Department came to present the 2010 budget for the two departments.
HIGHWAY DEPARTMENT:
Mr. Bucklin explained the number of employees working within the department. (4 full-time, 2 seasonal part-time, and 1 shared with Water Dept.) The Town Manager explained the increase in salaries is based on the overtime and an increase in health insurance. Health insurance costs are being looked into and will be brought up at a future meeting.
In response to a question regarding the on-call line item, Mr. Bucklin stated payment is made only if the employee on call is called out with a two-hour minimum payment given. Mr. Carr asked how often this happens. Mr. Bucklin said on average twelve times a year. Mr. Bouchard clarified that most of the calls are during the winter months.
Mr. Carr asked the Town Manager if the disability or life insurance items have ever been used. Mr. Weston stated that they have not been used.
Paul Simard brought attention to the line items 01-4155 265 and 01-4311 250 – Drug and Alcohol Testing – he questioned if this was duplicate funding. It was explained that some employees are randomly tested and others are required to be tested. Mr. Weston requested permission to change the line 250 to zero and all the testing fees will be shown on line 01-4155 265 in Personal Administration.
Chairman Hemingway commended Mark Bucklin for an excellent job with the budget and overall management of his department. He asked for an explanation for the increase in uniforms. (01-4311 292) Mr. Carr asked what if they did not have uniforms adding that it could be an area to save some money. Mr. Bucklin replied the uniforms provide identity to the Department and it saves on wear and tear of personal clothing. Mr. Bouchard asked Mr. Bucklin if his Department would be receptive to a clothing allowance rather than uniforms. Mr. Bucklin would be agreeable to that and stated that the Town already provides an allowance for the steel-toed shoes. Mr. Preble stated that he likes uniformity and suggested the Town purchase the uniforms and the individuals take care of them.
Ms. Gordon asked where the increase of $56,000 is. Mr. Bucklin stated mowing, and rental equipment and an increase in salt are some of the areas that show an increase. (Salt is $72.78 per ton and is being purchased in conjunction with the State of NH.)
Mr. Carr asked if cell phones were necessary. Mr. Bucklin felt that they were because the radios cannot reach the police when needed. The Department currently has two phones.
Mr. Carr also asked if cost analysis is done on equipment. Mr. Bucklin answered that they use a replacement schedule instead of a cost analysis. The Town Manager stated that they do track expenditures of equipment quite closely. The backhoe, in his opinion, is the 2nd highest priority in the fleet.
Mr. Carr asked if fuel is tracked. Mr. Bucklin said they do have a limited tracking at the garage. The fuel was put out to bid but no one submitted a bid.
Mr. Lagueux asked about the increase on guardrail replacement (01-4311 695). Mr. Bucklin that this item would cover the cost of installing a guard on Red Fox Hill.
A brief discussion took place regarding waste oil and how it is used. Mr. Bucklin stated that waste oil is collected at the transfer station. They also use any oil from their own maintenance to use in the waste oil furnace. The $500 listed on this line is to cover the possibility of not collecting enough oil to heat for the winter.
Mr. Carr asked the town manager about the accrued benefits. (01-4311 930) The Town Manager explained the purpose of this line item to the committee. He will have more information regarding this item at a future date.
Mr. Lagueux asked if the (01-4311 940) grease separator-floor drain amount was necessary since it has not been used in the past. Mr. Bucklin explained that this drain is checked regularly and eventually it will need to be cleaned. This money is shown to cover the cost of cleaning whenever it becomes necessary.
John Thouin questioned what the engineering study was for. (01-4311 941) Mr. Bucklin stated that it is used to cover problems to private properties that are caused by town roads.
The Committee was asked to refer to the page PROJECTS 2010 within their packet. Mr. Bucklin explained that no paving took place last year due to budget constraints. Therefore, there is a need to resurface the roads as listed. Batten Road and Smith River Road could receive a chip seal. This would save considerable money but the new surface would not be as long lasting. Mr. Carr asked if $290,000 would be a sufficient amount. Mr. Bucklin agreed that this would be a reasonable amount to start out with.
Mr. Carr asked if the sidewalks were going to receive any repairs. The Town Manager mentioned that the town has received one grant and is pursuing another grant that would repair/improve the sidewalks.
Mr. Simard asked what we are doing about a grant writer. The Town Manager said that the position was posted and interviews were to take place. Mr. Simard also suggested that the Town Manager talk with Mr. Arsenault.
SOLID WASTE:
Chairman Hemingway asked if we were saving any money from the single stream system. Mr. Bucklin said that he has seen a saving of $10,000 this year. The increase in the Household Hazardous Waste Day (item 01-4324 365) could be a result of the success of the turn out and the increase in items taken in.
Mr. Bucklin stated that he would like to hire a part-time worker for Saturday mornings.
Mr. Thouin asked and Mr. Bucklin commented on the need to replace the backhoe. Mr. Carr asked if sharing the backhoe was a possibility. Mr. Bucklin said that would be difficult on a regular basis as this piece of equipment is used everyday.
The Committee thanked Mr. Bucklin for coming and presenting his budget.
OTHER BUSINESS:
SCHEDULE
The Town Manager gave a handout of an updated schedule for the budget committee meetings and a timeline handout to be used as a guideline for scheduling other public meetings.
The Town Manager stated that a letter has been mailed to agencies asking them to attend the 12/07 meeting. Chairman Hemingway explained the reasoning for the letter. Mr. Bouchard stated that the need to be present might be hard for some of the smaller agencies. Chairman Hemingway said that a greater weight would be given to those that attend but all written requests would be considered.
TAX RATE:
The Town Manager gave a hand out showing how the tax rate is determined. A 2009 rate has not been set by the State.
Mr. Simard asked about the Burrough Bridge and its effect on the budget. Mr. Bouchard explained that any charges were offset. Therefore there is no effect on the tax rate.
The Selectmen have asked the Town Manager to keep the tax rate the same. Mr. Carr asked/stated to maintain the current rate the revenues and the budget will have to be adjusted accordingly.
Chairman Hemingway asked the Town Manager to be prepared to present a discussion on revenues at a future meeting. Mr. Bouchard commented that revenues are an area that the budget committee should look at and make appropriate recommendations.
CIP HANDOUT:
The Town Manager gave a handout showing the Capital Improvements Plan. They are proposing to begin capital reserve funding this year. We are invited to attend the 10/20 meeting.
MICA BUILDING:
There was a brief discussion regarding the expenditures on this building.
ADJOURNMENT:
There being no further business to come before the Board, the meeting was adjourned at 8:35pm upon a motion by Mr. Simard and seconded by Mr. Lagueux.
Respectfully submitted,
Emily Hemingway
Recording Secretary |