BRISTOL BUDGET COMMITTEE
MEETING MINUTES
November 16, 2009

PRESENT:
Andrew Hemingway- Chairman, Dan Bouchard – Vice Chair, Dave Carr, Wendy Costigan, Dorcas Gordon, Barbara Greenwood, Shaun Lagueux, Ron Preble, Jon Thouin, Ashley Dolloff, Paul Simard, Jeff Shackett

ABSENT:
None

OTHERS PRESENT:
Paul Weston, Town Manager; Christina McClay, Assessing Assistant; Burt Williams, Water & Wastewater Dept.; Kevin Olson, P.E., Senior Project Manager for Wright-Pierce Engineering; R. Murray Campbell, Jr., Chairman of CIP; Donald Milbrand, Selectman & CIP; Steve Carter, CIP; Debra Gilbert, Library Director; Deb Thouin, Librarian; George Corrette, Treasurer

CALL TO ORDER:
Chairman Hemingway called the meeting to order at 7:00 pm.

REVIEW OF MINUTES:
The meeting began with a review of the minutes from November 9, 2009; Jeff Shackett made a motion to accept the minutes as written and was seconded by Dan Bouchard. Motion carried with all in favor.

BUDGET PRESENTATIONS:

WASTEWATER TO LAKE PROJECT
Mr. Williams introduced Mr. Olson from Wright-Pierce Engineering explaining that this engineering firm has been hired to plan and oversee the Wastewater to Lake project.  Mr. Olson explained that this would be a two-phase project that would take approximately two years.  It would not be in the best interest of the town to limit the project to only Phase One, as the cost per hook-up would not be too expensive compared to the completion of both phases. The project would consist of 12 miles of pipe, 7 stations and 4 river crossings.  The firm is reviewing all aspects of the project to ensure that the Town of Bristol will have the best results for the best price.   

Mr. Williams emphasized that now is the moment of opportunity for this project.  Various grants and other funding options are currently available.  Mr. Williams gave four reasons why this is a necessary project: it is time to renew the current infrastructure; 58% of our tax bills go to non-residents and most of them will benefit from this project; the shoreline properties have non-conforming private systems and although the Newfound Lake is not contaminated yet, it is important that we do all we can to preserve the cleanest lake in the State.  

Mr. Weston added that the State of NH DOT has a guardrail and paving project on board for this stretch of road.  They are willing to hold off on this project while we research funding options and continue to seek approvals for this wastewater to the lake project.

Chairman Hemingway thanked Mr. Olson and Mr. Williams for coming and for the information.

CAPITAL IMPROVEMENT PROGRAM COMMITTEE (CIP):

Chairman Hemingway welcomed the various members of the CIP committee and asked Mr. Campbell to begin his presentation.  

Mr. Campbell explained the CIP is an advisory committee planning the capital needs of the town for the next 10 years. The committee, after visiting each department, prioritizes the department’s annual requests and proposes a budget that will fund the requests and fit in with the 10-year plan.  Once the CIP committee has finalized the budget, they submit it to the Budget Committee to use as a tool while working on the current years budget.  The budget from the CIP committee does not include the school or water department but for the first time it does include paving.

Mr. Campbell then highlighted the top priorities in each department. The Budget Committee had a few questions about specific items but Selectman Milbrand explained that the role of the CIP committee is to determine a way of budgeting an item, not to decide if the item is needed or cost effective. Chairman Hemingway stated that when deliberations begin, each department might return and discuss the specific reasons for the requested items.

Chairman Hemingway thanked Mr. Campbell and the CIP committee members for coming.  He said their time and effort on this budget is invaluable and greatly appreciated.

MINOT-SLEEPER LIBRARY:

Chairman Hemingway welcomed Mr. Corrette, the library Treasurer and Mrs. Gilbert the head librarian and asked for their presentation.  
Mr. Corrette stated that the library budget includes for the first time a full-time librarian.  She has worked several years as a part-time employee and consistently exceeds her duties and work hours.  It is time for the library to provide her with the same full-time benefit package as any other town employee. It is open 42 hours a week, the head librarian would work 34 hours, the 3 assistants would work as scheduled to allow two people on duty whenever the library is open.

Mr. Corrette continued his presentation by requesting the budget committee consider the need for the new addition.  The volume of work and the various programs provided by the library indicate the need for the addition.  They have searched for grant money but none is available to the building of a library.  Several grants are available for programs within the existing library but not to build.  Ms. Gordon asked how it felt to be not on the priority list again.  Mr. Corrette stated that it is frustrating adding that they have requested this funding for more than 5 years and the cost for building is increasing.   Mr. Carr asked if there were any plans to raise capital.  Mr. Corrette replied that he is considering a warrant for a bond issue.

Chairman Hemingway thanked the library members for coming.

EXECUTIVE:
Mr. Weston stated the proposed budget includes the hiring of a financial consultant (Line 01-4130 331).  Chairman Hemingway asked about the increase on the telephone (Line 01-4130 341) Ms. McClay explained that in the past there were four separate phone lines and that with the departure of the Water/Sewer, the town offices took on the extra line and combined the four separate into one group with an automated attendant and in the future these lines will be listed as one main incoming line.  In response to what was covered under advertising/printing (line 01-4130 550) Mr. Weston stated it is advertising all public meetings and the printing of the town report.  Currently they are determining if there would be a substantial savings by reformatting the report.

GENERAL GOVERNMENT:
Mr. Weston stated this includes the cell tower, which will be placed near the water tower. This location should provide better town-wide coverage than a previous location.   A discussion regarding the Newfound Area Access (line 815) took place.  Mr. Weston would like the two representatives to come in and give exact budget figures for next year.

CONTINGENCY FUND:
Mr. Shackett asked how this money was spent.  Mr. Weston stated that it covered unexpected consultant fees and expenses.  Mr. Carr said this is for emergency use only and each expenditure should be reported to the budget committee. Mr. Shackett added that it should not be used to augment overspending.

INSURANCE/DEBT:
Chairman Hemingway asked when was the last time the insurance policies were reviewed and the premiums were put out to bid.  Mr. Weston stated that the Health Insurance was recently reviewed and the other policies are about to renew.  Mr. Shackett added that we could get better premiums if we bundle our policies with one carrier.  This will be considered as each policy renews.

LEGAL:
This is a significant increase due to the current issues of the Micah building and ongoing litigation with the Newfound Hydro appeal.  The budgeted increase is an average of legal for the last 3 years.

CONSERVATION COMMISSION:
No questions or comments were given.

LAND USE/HEALTH OFFICER:
Land Use Code Enforcement was added to the Health Officer detail as the same person holds these positions.

HISTORIC DISTRICT:
Ms. Gordon stated that this committee meets about once a month.

ZONING BOARD:
Mr. Bouchard stated that new members benefit from attending training seminars.  The advertising line should read $1 and in the revenues it should read $1 because this is a cash in/cash out category not really a budgeted line item.

PLANNING BOARD:
Mr. Bouchard stated that similar to the Zoning Board the training seminars are important. The Recording Fees is an offset item.

PERSONAL ADMINISTRATION AND SALARIES:
Chairman Hemingway asked that these items be carried over to the next meeting.

OTHER BUSINESS:

The next meeting is December 7, 2009 at 6:30 pm.  The committee will select a new committee member at that time.  Transportation Enhancement, a part of the Capital Improvements Program was also rescheduled for December 14.
ADJOURNMENT:
No further business coming before the Board, the meeting was adjourned at 9:45 pm upon a motion by Mr. Simard and seconded by Mr. Lagueux.

Respectfully submitted,

Emily Hemingway
Recording Secretary