BUDGET COMMITTEE MINUTES
July 10, 2006
APPROVED:
__________________
AGENDA: 2006 Budget Review
Selectmen’s Concern
Update with Fire Department/Police Department
ATTENDING: Archie Auger (Chairman), Dorcas Gordon (Vice Chairman), Joe Denning (Selectmen’s Rep.), Albert (“Skip”) Bowie, David C. Carr, Darla Jaquith, Catherine Pitari, Ron Preble, Paul Simard, Richard Walenda
ABSENT: Don Kimball, Tom Winn
OTHER: Bob Veloski (Town Administrator), Selectmen Rick Alpers and Steve Favorite, Fire Dept. – Norm Skantze (Chief), Chris Dolloff (Fire and Police), John Bianchi, Doug Williams & Bob Patten (Fire Commission), Police Dept. – Barry Wingate (Chief), Krystal Sawicki, Jon Thouin
The meeting opened at 7:06 pm.
MINUTES OF JUNE 12, 2006: D. Gordon made a motion, second by P. Simard, to accept the minutes as printed. The motion carried.
BOARD OF SELECTMEN (BOS): Mr. Alpers updated the committee on the flood/dam results. He stated that FEMA has now declared Bristol as a disaster area. We should get a 75% recoup of costs to the town but Mr. Alpers was not sure just when the money shall come to us. Bob Veloski is compiling the paperwork. A number of 2006 projects have been withheld to cover the costs to date. Mr. Alpers added that sometimes the State kicks in the other 25% but that is not a guarantee.
Mr. Simard asked how much was spent. Mr. Alpers answered about $60,000. We spent $20,000 to $25,000 on the crane alone. There is also overtime and PSNH is looking for $12,000 for shutting down lines. He also mentioned that Jeremy Hill’s excavation work is another $2,000. Mr. Simard asked if they used the flood plain plan and was told that the State dam has a plan and Freudenberg NOK does also. Mr. Simard stated that he did not see the Downtown district as being in the flood plain. Chief Skantze stated that they are not in the flood plain but are included in our mitigation plan. Mr. Simard felt that the EAP plan should have been used. Mr. Skantze answered that we have an Emergency Action Plan (EAP) with a mitigation plan.
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BOS continued:
Mr. Alpers continued by saying that we have to have the paperwork ready by July 21st.
Mr. Bowie asked who owns the dams now. Mr. Alpers stated that Freudenberg owns the lower dam but the upper dam is still in question. He added that the town is holding discussions with Freudenberg as to the possibility of recouping funds there.
Mr. Auger felt that they may need to find about $20,000 to cover everything and the Selectmen hope that this shall be less than that. Mr. Simard asked if the businesses are able to reclaim their losses. Mr. Alpers stated that FEMA has only declared for the town and the county. Workers can go through employment security. Mr. Veloski stated that DRED came in and advised the business owners of their options.
The second issue that Mr. Alpers brought forward was that, a little over a month ago, the 1972 ladder truck was put out of service as it did not pass certification. The BOS brings this to the Budget Committee (BC) so as to keep communication open. The Fire Department has come up with a couple of options. At this point, he turned the discussion over to Chief Skantze.
Mr. Skantze stated that when the fire truck study committee came to them, the Fire Dept. felt that the ladder needed to be retired first and then replace the engine truck and then the pumper. The study committee changed the order as they felt that the Engine needed replacing first and then the Ladder. It has passed the critical defects but the problem is with the number of repairs needed. They spoke with RFP and the vendors and have been told that the repairs will be $15,000 to $20,000 and only one vendor was willing to come and look at the truck. Some of the others have already seen it at an earlier time. To refurbish the Ladder, the cost would be $400,000. The cab mounts are broken, the steering system needs fluid, and there is a crack in one of the flies. It would cost $15,000 to start and then cost of time and parts. At present, it is out of service.
Mr. Skantze then listed the 3 options that they feel are reasonable: #1 = Leave it out of service until 2010 or the debt is retired on the Engine. #2 = Purchase a used Ladder that is certified for $15,000 and wait to 2010 to get the new one (there is a 1978 certified C-Grave with a 75’ ladder which was refurbished in 1995 that is available). #3 = Purchase the used certified Ladder and replace with a new one sooner than 2010.
Mr. Skantze stated that they have looked at the used Ladder and it would be suitable. The Fire Dept. would prefer not to hold of (option #1) as the ladder carries all of their ladders. At present, they only have a 24’ ladder that they are able to use now. Ms. Pitari asked about other aspects on this used vehicle and Chief Skantze answered that the pump is operating. Mr. Alpers added that right now we are using Ashland and Plymouth mutual aid.
Mr. Walenda questioned the need of a Ladder for Bristol. Mr. Skantze stated that the study committee felt that they need it. We have some 3 and 4 story buildings. Also, they use the ladder when a building sets back from the street. He feels that it is essential.
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BOS/LADDER TRUCK continued:
Mr. Carr asked the financial status of the pumper. Mr. Alpers stated that it is a 3-year payoff and we are in the first year. Mr. Skantze mentioned that it takes 9-10 months to order and then 1 year, more or less, to build. Ms. Gordon, who had been on the study committee, stated that it is needed for 2008. Mr. Alpers added that we have 1 4-story building and 2 or 3 3-stories. Ms. Pitari explained that this affects the ISO insurance rating, as well, not just for the 3 or 4 buildings. Mr. Bowie stated that, 35 years ago when he was in the Department, they had just a 35’ ladder to haul stuff and it was dangerous.
Mr. Carr asked how much is paid per year now. Chris Dolloff answered around $50,000. Chief Skantze stated that the residents and business insurance also goes according to ISO.
Mr. Auger asked how many companies are out there that do certifications. Mr. Skantze stated that they are all out of State and there are only five in the country. There is a representative that does all of New England.
Mr. Auger asked about having a 75’ Ladder and if that is what we have now. The Chief answered that we have a 100’ but felt that they would look for a 75’ to cut costs. Mr. Carr asked if we need a deposit and Mr. Alpers stated that we usually do a purchase order. Mr. Veloski added that we have used the Capital Reserve so as to get a vehicle sooner.
Mr. Alpers stated that the Selectmen are leaning to buy the used Ladder for $15,000 and the company stated that they will take in a trade for a new one. Mr. Skantze stated that the existing Ladder has a trade-in of $6,000. Mr. Dolloff added that they are dealing with New England Fire Company who said they are willing to do a very good trade ($8,000).
Mr. Bowie asked if it would be worthwhile to double the current payments. Mr. Veloski answered that we have only made one payment. Mr. Auger asked if 2 more payments are left and was told that this is correct.
Ms. Pitari mentioned that a new Ladder needs to come before town meeting this year due to the lead time. She then asked if the used has a warrantee. Mr. Dolloff stated that they are doing all of this for him. He added that Engine 4 needs radiator repair and must go out for 2 to 4 weeks which will leave us with just one truck.
Mr. Williams stated that, to double up on payments, would save about $5,000 in interest. Ms. Gordon stated that she feels that the replacement interim sounds good but she would want to wait to order a new one. Mr. Walenda suggested that they approach the big businesses for help in funding. This is done in some areas.
Mr. Preble mentioned that the used Ladder is supposed to be certified. The last one was also and nothing was done when they found things were missing. Mr. Preble asked if they will go after anything missing this time. Mr. Williams stated that this one is guaranteed for one full year and Mr. Preble thought this is good.
Ms. Pitari asked if they plan the funding to come from Contingency and Mr. Alpers said yes. Mr. Auger felt that they need to wait to the end of the year to see if they can better afford it. He reminded them that, to expend or exceed the budget needs to come before the BC.
Mr. Simard asked about a time table and Mr. Alpers answered as soon as possible. He added that the used Ladder has been set aside for us. The Selectmen are to decide what option to take at their meeting this Thursday night.
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BOS/FIRE TRUCK continued:
Mr. Auger asked the BC if they want to show their support. Mr. Carr asked if this will come out of the Fire Department’s budget and Mr. Alpers answered that it will come from the Contingency fund. Mr. Carr asked how much is left in there. Mr. Auger thought about $10,000; about half is left of the first $10,000 which will come back (used for the fire/Forestry). Mr. Simard asked which proposal the BC will be voting on. Mr. Auger asked the Selectmen which they are recommending. Mr. Alpers answered that they are leaning to the $15,000 used Ladder but with no further determination for a new one at this time. Mr. Denning added that the BOS would like the BC to support whatever they decide. Mr. Preble asked if this will be for $15,000 less the Ladder trade and was told that it was. Mr. Veloski stated that we have about $14,434 in contingency at present.
P. Simard made a MOTION, second by A. Bowie, to SUPPORT THE SELECTMEN IN THE PURCHASE OF THE $15,000 USED LADDER TRUCK. The motion CARRIED, 9 for and 1 abstention (as she had arrived late and did not hear all of what was said).
Mr. Alpers thanked the BC for their support.
FIRE DEPARTMENT UPDATE: Mr. Skantze stated that he was not sure of the format for presenting his update and Mr. Auger stated that it is to be informal and friendly.
Mr. Skantze stated that they have some new per diem and summertime help. They have two young men who have been training and will continue, as well as a vice-principal who shall work part time. As to education, Ms. Pitari used to handle this but has since left the Dept. Mr. Skantze has now assigned the 3 shifts to each of the schools. Mr. Skantze had distributed a summary for the BC to follow and continued to point out the summer calendar of activities. He added that he has obtained 8 more EMT’s (among them Les Dion as a call EMT). He has these to cover for second calls. Chief Skantze went on to say that he has had lots of fire inspections. He is working with the Welfare Officer and going to the landlords requiring life safety inspections. Several places have made improvements, such as Jeff Shackett at the Liquor store.
Of course, the flood caused a huge drain on the Department as well as the Town. He is increasing the vigilance for ambulance service training and is reviewing all runs. Steve Curley left the Dept. fully this year. They are working to get the 2007 budget going ahead of time. We have already discussed the Ladder truck. There is now a State mandated protocol in which we must do a 20 hour training. John Bianchi has completed 40 years of service and has agreed to become our documentation person. Financially, as of June 29th, we were at 50%. Mr. Skantze then distributed a revenue sheet. This covers revenues through May. He added that Engine 2 is in full service and the new ambulance is to be in July 21st they hope. The line items are over on the new Engine and on Ambulance 2. The new Engine is cost of outfitting and then repairs to the ambulance.
Mr. Carr asked about billing and if they were writing off old items. Bob Veloski answered that they have hired First Financial Resources to be more aggressive on these accounts.
Mr. Auger thanked them for coming in and Mr. Skantze said that he welcomes questions and he can be easily reached via e-mail.
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FIRE continued:
At this time, it was determined to take a 5 to 10 minute break to look at the new Engine which had been brought to our parking lot.
POLICE DEPARTMENT UPDATE: Barry Wingate, Chief, stated that they are in fairly good shape. They have a problem with overtime due to the flooding. They are short a Special Officer. Another full time officer is being certified and will start field training after that (2 of their 9 officers are in field training). One shall go to the Police Academy at the end of August and be done in November. They are having cruiser maintenance issues. Also New Equipment is high. They should have $7,000 there for radios but some of the 2005 equipment bills came in 2006 and have been posted against this year. They are in vacation time and he is keeping 2 on days and 2 on nights. As to the cruiser replacement, he intends on approaching a 1 year purchase in 2007, instead of the 18 month schedule that we now have. He will be asking for 2 new cruisers next year as they are 600 calls ahead for service already this year and expect to be 2 months ahead by the end of the year. Chief Wingate expressed the fact that the town is changing. As for keeping officers, he stated that the pay scale change of a couple of years ago has helped a lot. He added that they have been very busy and do not expect that to change.
Ms. Gordon asked about any impact due to the removing of the triangle on North Main St. Mr. Wingate answered that most people know to stay to the right of the yellow line. He went on to say that the town needs a serious traffic study. We need a traffic light downtown. Hopefully with the new Town Manager, this will happen.
Mr. Simard asked about the Saturday officer downtown and if he is to direct traffic. Mr. Wingate answered that if the traffic is moving along okay, he has been instructed to leave it along.
Mr. Carr referred to the statement of 2005 items in the 2006 budget. Chief Wingate stated that several items were included: the two in-car videos as the bill came in after the closing date of January 10th. The Fire and Police Departments, along with the Selectmen, were to share costs for the trailer to be equipped. This was also included. The Chief stated that it looks like he has overspent this but he hasn’t spent any of the 2006 portion.
Ms. Pitari asked about the DARE program. Mr. Wingate explained that they had planned on using the new School Resource Officer if the warrant article passed. No-one is trained for this at the moment. He would like to see this position filled and will try to do his homework for the position again next year. He feels that it has been a struggle to keep up with this program. Ms. Pitari asked about the training for this. She was told that the training takes 1 or 2 weeks and then 1 day a year for recertification. They also have to provide supplies; they do have some funds left over for this.
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POLICE continued:
Mr. Carr asked how many cruisers they have now. Chief Wingate answered that they have 4 but would like a 5th one. Mr. Walenda questioned why 1 is unmarked as he understands that the people voted in the past to have all of the cruisers marked. Mr. Wingate stated that Mr. Veloski found that we need an unmarked for normal police use such as criminal investigations, going to court or training, and going to the State Police lab. The Patrol shifts are all marked. Ms. Jaquith asked, if they get a 5th cruiser, if they can maintain the 18 month schedule. She was told no as there is lots of activity. They try to be visible both downtown and elsewhere.
Mr. Simard asked which of the listed cruisers on the budget sheets is no longer in use. Mr. Wingate stated that line item #661 is no longer a cruiser. Mr. Simard asked why it has had repairs under their budget. Mr. Wingate stated that, unfortunately, it died and had to be fixed before they were able to turn it over to the town.
Ms. Jaquith questioned if there is a way to encumber funds so as not to continue with the problem that they are having this year in which the 2005 bills came in late. Mr. Veloski stated that he tried to get the 2005 funds put back in the 2005 budget but the auditors would not allow it. Ms. Jaquith suggested that, in December, a memo be sent to the departments to remind them to encumber funds that will need to be paid after the first of the year.
Mr. Preble thanked the Chief for his help with the Memorial Day parade and ceremonies.
Mr. Auger thanked the Chief for coming in.
CANDIDATES: Mr. Auger explained that the BC had suggested Bill Phinney and Dick Light as candidates and Jon Thouin had sent in a letter stating that he was interested. They were contacted and Mr. Phinney wanted to take a break from town business for a bit and Mr. Light had no time for this right now but would be interested in the future. He then introduced Mr. Thouin and asked him to explain his interest in becoming a member.
Mr. Thouin stated that he has finally come to the time when his children are all grown and he has time to give to the town. He feels that the town needs new people and feels that 3 members of the BC should change every year. He expressed that he feels that he can render fair judgments and mentioned that he does budgeting for the business he works for.
Ms. Gordon asked where he works and he answered that he works for N. H. Industries in Lebanon. He originally worked for Freudenberg as an engineer. Mr. Auger asked about his experience in budgeting. Mr. Thouin explained that the company has about 100 employees in NH and about 50 in two other states. In 1993 he hired on as a product engineer. Since he has had to account for his own budget and then later for the entire company. He went from engineering to marketing to sales and now back to engineering for the company. He presently has to handle the budget for a yearly show.
J. Denning made a MOTION, second by R. Preble, to NOMINATE JON THOUIN FOR THE POSITION VACATED BY JOHN BIANCHI. THE POSITION TO BE HELD UNTIL MARCH 2007. The motion CARRIED with all 10 members voting in favor. Mr. Auger welcomed Mr. Thouin aboard. He explained that Mr. Thouin must be sworn in by the town clerk and that Mr. Auger would like him to become familiar the RSA32 (the RSA on Budget Committees). He added that Mr. Thouin could join in with comments now.
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2006 BUDGET: Mr. Veloski stated that it is going pretty well along. Some overages are seasonally adjusted items. There were no further comments made by the BC members.
TOWN ADMINISTRATOR (TA) & BOS: Mr. Veloski stated that to accept the FEMA funds, we shall have to have a public hearing by the Budget Committee. After, the State regulations require a warrant article and the MS2. There were no further comments beyond what was already brought forward earlier.
OTHER/SAU AND TOWNS: Mr. Auger explained that we received a letter of invitation, from Marie Ross, to have a member attend a joint meeting with a BC member and Selectmen from the 7 towns of the school district, along with school officials. As it was on short notice, Mr. Auger attended as well as Bruce VanDerven. He stated that Bridgewater, Alexandria, New Hampton and Groton were there and he believed that Hebron was also. Danbury may have been but he was not sure. Mr. Auger stated that most of the discussion was on the school budget. He added that he had pointed out several of the Bristol town needs but was the only one to bring in anything about the town. Most were of a global nature. Terry Murphy, Bridgewater, asked where they are and where they want to go. Mr. Auger felt that Ms. Ross was open and willing to listen. He feels that she recognizes community needs also. There was an indication for another meeting to come but nothing was set.
Ms Jaquith mentioned that another meeting was held with regard to the elementary schools. She and Joe Denning were invited and then told that they were now a committee. She did not understand the overlap of the two meetings. Mr. Auger stated that they seemed to want to do more general discussion first. Ms. Jaquith stated that no-one has told them that they are no longer needed. Mr. Auger stated that one selectman wanted each town to build and fund their own elementary school. New Hampton was not happy with this suggestion. Mr. Denning said that it is good that some kind of discussion has started between the towns and the school district.
Mr. Auger asked if there is a BC member who would like to attend any further meetings in his place. Ms. Pitari volunteered and Ms. Jaquith stated that she would be her back-up.
NEXT MEETING: The next meeting will be held August 14th and the Highway will be coming in for an update.
With no other business, P. Simard made a motion, second by A. Bowie, to adjourn at 9:10 pm.
Respectfully submitted,
Jan Laferriere, secretary