Town of Bristol

Budget Committee Minutes

November 19, 2007

 

 

FINAL APPROVED ON:  11/26/2007 As amended

 

ATTENDED:               Archie Auger (Chairman), Dorcas Gordon (Vice Chairman), Skip

Bowie, Ron Preble, Jon Thouin, Richard Walenda,

David Carr, Andrew Hemmingway, Catherine Pitari,

Tom Winn and Diane Marden (Secretary).

 

ABSENT:                    Joe Denning (Selectmen’s Rep.) excused. Paul Simard and Darla

Jaquith were unexcused.

 

OTHERS PRESENT:   Steve Favorite (Selectmen), Elizabeth Corrow (Town Manager),

Mark Bucklin (Highway Superintendent), and Raymah Simpson

(Town Clerk/Tax Collector).

 

The Chairman called the meeting to order at 7:03 p.m., the meeting

was video taped for LRPA.

 

Minutes of November 5, 2007

 

Chairman Auger asked members to review the minutes of November 5, 2007, and asked if there are any errors or omissions. No errors or omissions were discussed. Ron Preble made the motion to accept the minutes of November 5, 2007 as presented. Skip Bowie seconded the motion. All members present agreed, MOTION CARRIED to accept the minutes.

 

Correspondence

 

Chairman Auger reviewed the correspondence file, a letter was received from the Newfound Area School District citing a change in their request to raise funds for ballots from $327,145 to $327,510.

 

Chairman Auger stated there is a hand out on the budget process, and a change to RSA:32

Stating towns may elect to have a numerical tally of how the Budget Committee and  Board of Selectmen vote on money articles when both recommendations are put into the budgets. Mr. Auger stated he does not believe this can be done this year, but the state has made it official. Town Manager, Elizabeth Corrow stated it was an article in Town and City Magazine, and she thought she would share it with the committee.

 

 

 

Highway Department

 

Chairman Auger introduced Superintendent, Mark Bucklin of the Bristol Highway Department to present his budget proposal to the Budget Committee. Mr. Bucklin stated he would exclude anything having to do with salaries, as those figures have not come in yet. Mr. Bucklin did say he anticipates an increase in the stipend to put his employee’s on call during off hours, and this line item will be 01-4311-142 entitled HD Call Pay.

 

Mr. Bucklin stated that line item 01-4311-250 entitled Drug and Alcohol Testing that is D.O.T. mandated. Mr. Bucklin stated previously this testing  had not been done, but now the Town of Bristol is in compliance with D.O.T. guidelines.

 

Superintendent Bucklin stated his request under line item 01-4311-292 entitled Uniforms for $4,100.

 

Mr. Bucklin stated line item 01-4311-342 entitled Pagers was decreased to $500.00 this year, but line item 01-4311-346 entitled Cell Phone has an additional cell phone added to it. Contracted Plow Service line item 01-4311-350 this year Town Office’s and the School District has been contracted out. Tree Removal line item 01-4311-390 is up $500 that is slated for a tree to be removed on Mayhew Street.

 

Superintendent Bucklin stated 01-4311-392 Line Painting is for the painting of lines on the Bike Path and crosswalks. Maintenance and Repairs line item 01-4311-430 for $1,000, which is for chainsaws and other items that do not have a specific line item designated to it. Mr. Bucklin stated there is an increase this year in Radio Maintenance and Repair 01-4311-433 based on the Fire, Police, and Highway Department’s are working to make the radios work together more efficiently.

 

Equipment Hire line item 01-4311-570 is slightly up this year states Mr. Bucklin. Mr. Walenda asked what type of equipment is rented? Mr. Bucklin stated the last two years the department has rented small road side excavators.

 

Richard Walenda asked why one of his employee’s was not wearing a uniform? Mr. Bucklin stated the employee does not want to wear a uniform. Mr. Walenda stated the employee told him he did.

 

Skip Bowie asked if it should be mandatory to wear one for safety reasons? Inquiring about the flame retardant materials used within the uniform? Mr. Bucklin stated not that he is aware of but stated he would check into this. Mr. Walenda asked why the grader is not used? Mr. Bucklin stated the grader is used whenever possible, but some ditches are deeper than others, and by using the grader it could cause considerable damage to the grader.

 

 

 

Highway Department Continued

 

Superintendent Bucklin stated line item 01-4311-610 Materials and Supplies has a slight increase. Chairman Auger asked what types of things this account covered? Mr. Bucklin stated there are a lot of contracts for gases, welding, and other items that go into this line item. Elizabeth Corrow, Town Manager stated there are not a lot of changes in the highway department budget, explaining it has remained quite consistent over the past couple of years. Ms. Corrow stated a few items have been changed around, but there are no substantial increases.

 

Mr. Bucklin stated line item 01-4311-631 HD Sidewalks has increased to 10,000. Chairman Auger asked about what projects this would entail? Mr. Bucklin stated it is hoped to complete the sidewalks from Summer Street and School that is approximately 2000 square feet of sidewalk, at a cost of $90 per ton.

 

Town Manager, Corrow stated line item 01-4311-635 HD Gas and Oil was increased due to the cost of fuel. David Carr asked if records are kept on the individual vehicle? Mr. Bucklin stated gas mileage is not recorded per vehicle, but the vehicle's mileage is tracked each time the vehicle is gassed up. Some of the vehicles have number of hours tracked, rather than mileage.

 

Superintendent Bucklin stated line item 01-4311-670 HD Sweeper (not the vacuum truck). Line item 01-4311-671 is the HD Vacuum Truck that is rented out on occasion.  Mr. Bucklin stated the general maintenance and repairs of a vehicle go under the vehicle line item, labor for the repairs is under labor or employee hours, and oil filters, oil changes are all lumped together in a single line item.

 

Dave Carr asked how Mr. Bucklin knows when to get rid of or replace a vehicle? Bucklin stated he follows a 15 year vehicle schedule that he put in place when he started working for the department. Skip Bowie asked about the increase in line item 01-4311-671 the Vacuum Truck? Mr. Bucklin explained the vacuum truck has a number of rust issues in the rear end, and he had found an exact rear end to replace the one current on it for $7,000. It is hoped to replace it with the new one either this year or next explaining they may be able to get one year out of the one currently on it. Once it is purchased this could be done in house, but would probably be sent out to be done. Mr. Walenda asked how much is made on the rental this truck? Mr. Bucklin stated the going rate is approximately $67 per hour, but sometimes it is exchanged out for other things that the department could benefit from. Mr. Bucklin stated it brought in $4,212 in revenue this year.

Highway Department Continued

 

Salt has increased line item 01-4311-693 entitled Salt due to an increase in price to $49 per ton.

 

 

 

Highway Department Continued

 

Superintendent Bucklin state line item 01-4311-695 Guard Rail Replacement is a new line item originally to put a guard rail system in on Smith River Road. These plans had changed and it was decided to keep the line item, in order to finish the guard rail system up by Red Fox Village instead.

 

Mr. Bucklin stated line item 01-4311-941 entitled Engineering study/implementation was put in at $10,000 for Smith River Road. Town Manager, Elizabeth Corrow stated she decreased the line item to $5,000 in order to set aside some funds for the project rather than all of it at once.

 

Chairman Auger asked for additional questions of the committee or any comments. Superintendent Bucklin stated the Highway Department did receive a FEMA grant in the amount of $183,750 for the Smith River Road. Ms. Corrow stated the matching funds were $61,250 for that project.

 

Superintendent Bucklin stated line item 01-4312-360 entitled Drainage Projects remains the same having no particular drainage projects to do this year, just culverts. Line item 01-4312-390 entitled Resurfacing Roads is the standard ½” shim and 1” overlay which is planned for Batton Road, Wulamal Road, Danforth Brook Road, Castle Lane, Hall Road. There will be no grinding done this year. Town Manager, Elizabeth Corrow stated she cut it back to be closer to last years amount. Dave Carr asked if the road schedule is still on track. Mr. Bucklin stated they are slightly behind on the road schedule, but not by much.

 

Mr. Bucklin stated line item 01-4312-391 Sidewalk/road reclamation (bike path) is for where the bike path comes out into the middle of the road by Mill Pond. Mr. Bucklin explained he feels it is extremely dangerous in that area, and a curb out from the state's breakdown lane would be helpful. There was discussion as to whether or not crosswalks were allowed on state roads, but it was felt that considering the danger the State may work with the Town on the problem area.

 

Superintendent Bucklin stated on line item 01-4312-392 entitled Road Reconstruction for $26,717.00 is intended for Mountain Hill and Profile Falls Road. Andrew Hemmingway asked for an explanation regarding future flooding wondering if there is something the Town should be doing to be more prepared for such situations? Mr. Bucklin stated by using larger piping it would decrease the amount of problems caused by flooding. Mr. Hemmingway asked if this would be enough money to do that? Mr. Bucklin stated yes, in terms of increasing pipe sizes.

 

Mr. Bucklin stated line item 01-4319-430 Bridges was to replace the railings on Burrows Bridge. Town Manager, Corrow stated there are other bridge items contained within Capital items. Chairman Auger asked members for additional questions before moving onto Solid Waste. No other questions were asked.

Solid Waste

 

Superintendent Bucklin again stated salaries would not be discussed as these items have not come in yet. Mr. Bucklin stated line 01-4324-292 SW Uniforms is for $357.00. Richard Walenda asked why one of his employee’s was not wearing a uniform? Mr. Bucklin stated the employee does not want to wear a uniform. Mr. Walenda stated the employee told him he did, but that if he did not want the uniform whynot zero the item? Skip Bowie asked if it should be mandatory to wear one for safety reasons? Inquiring about the flame retardant materials used within the uniform? Mr. Bucklin stated not that he is aware of but stated he would check into this.

 

Line item 01-4324-366 entitled CRSW Co-op is up at $135,300 as the tipping fee increased by five cents per gross annual tonnage currently the Town is at 32 hundred tons.

Chairman Auger asked what line item 01-4324-810 entitled New Equipment is used for? Mr. Bucklin stated new rakes, shovels, and that type of equipment.

 

Mr. Welanda asked why copper and aluminum are not recycled? Mr. Bucklin stated currently the facility does not have any room for those items. Mr. Welanda stated there is room on the Water/Sewer property owned by the Town. Chairman Auger asked that comments remain pertinent to the budget line items, and not how to manage each facility. Andrew Hemmingway stated currently the recycling committee is looking into ways to fix such problems, and the committee is currently looking for such suggestions to improve the situation.

 

The Budget Committee takes a 2 minute recess, and then returns to the session.

 

Superintendent Bucklin stated in Capital Equipment he is requesting a six wheeler at the price of $125,000. Town Manager, Elizabeth Corrow stated she is supporting the purchase, but had cut that line item in half in order to purchase the item over a two year time period ($62,600). David Carr asked how that is done? Ms. Corrow stated it has done before in two separate installments before by either doing a lease purchase, bond payment, or capital reserve. . Mr. Bucklin exited the meeting.

 

Town Clerk/Tax Collector

 

Raymah Simpson, Town Clerk/Tax Collector addressed the budget committee with her proposed 2008 budget. Ms. Simpson stated line item 01-4140-300 entitled Restoration Records she has received a grant from the State through a Vital Records Grant to do all the vital records. Ms. Simpson stated she did not list this as an expense primarily because it does not effect the budget.  Line item 01-4140-342 entitled TC Computer Support is for the BMSI Software Updated that is used in the Tax Collector’s Office. Line item 01-4140-550 entitled Town Clerks Office Advertising/Printing is used for Elections/Ballots and Advertising in local newspapers, and line item 01-4140-396 entitled TC Seminars goes towards conferences, classes, and certification of the tax collector.

Town Clerk/Tax Collector Continued

 

Ms. Simpson stated under line item 01-4140-690 entitled TC Dog License Expense is the $2.50 per dog registration that goes to the State. On the revenue side the license is actually covered by the dog owner. Town Manager, Elizabeth Corrow stated under line item 01-4140-810 entitled Town Clerks office New Equipment Ms. Simpson had planned to purchase a computer. Ms. Corrow explained there was enough money in the account this year to make the purchase, therefore it was cut out of next years' budget. Ms. Corrow stated the computer will be purchased this year instead of next.

 

Ms. Simpson stated she would skip over salaries as these figures were not in yet. Ms. Simpson explained line item 01-4150-390 entitled Recording Fees stating it had increased are for the monthly tax redemption’s sent to the registry that are sent out twice a month.

 

Line item 01-4150-301 entitled Audit has increased from 9,350.00 to $13,000 this is now broken down with the Selectmen’s Office rather than doing it in house making it a shared expense. Ms. Simpson stated the Ballot Machine is back in the budget again this year,  it will make it much easier to count the ballots. Ms. Simpson explained it does not count the votes, but rather counts the ballots, and kicks out the write in for a hand count. Ms. Simpson stated this cuts down on the number of volunteers needed, and the amount of time it takes to count the ballots. Chairman Auger asked the committee for any further questions, no additional questions were asked. Ms. Simpson thanked the Budget Committee and exited the meeting.

 

Budget Review

 

Wages

 

Chairman Auger asked if anyone had any general questions of the Budget or other issues to discuss? Dave Carr asked what the status was of the wages? Town Manager, Corrow stated she received the rough draft today and anticipate getting it to the Selectmen at their November 29th meeting and I would have it to the budget committee in time for the wages & salary discussion in December.

 

Excel Budget Worksheets

 

Town Manager, Corrow stated she would send out the budget along with salaries to the Budget Committee by electronic format when it is completed.

 

 

 

 

 

 

Current Budget

 

Manager Corrow stated this year she has become more comfortable with the budgets and it is making the process easier. Ms. Corrow stated overall the budget is doing fine, and she is anticipating some sort of surplus. Mr. Auger asked Budget Committee members if they had any questions relative to the current Budget.

 

Dave Carr asked if the tax bills were held up due to the school meeting? Ms. Corrow stated it was held up due to the inability to set the tax rate, which is anticipated to happen in early December. Chairman Auger asked if the money had to be borrowed from TAN? Ms. Corrow stated “yes." Mr. Auger asked if Ms. Corrow was in the position to tell the committee what that will cost to use the TAN? Ms. Corrow stated approximately $2,000.

 

Other Issues

 

Chairman Auger asked Budget Committee members if they had any additional questions pertaining to any other issues. No questions were asked by members. Mr. Auger asked Town Manager, Elizabeth Corrow if she had any questions of the Budget Committee at this time. Ms. Corrow asked Budget Committee members if they had read the information she had provided regarding revenues at the last meeting. Mr. Auger stated he had read them, and found them to be very helpful. Mr. Auger asked the manager to discuss the tax base as she had presented in her handouts to the Budget Committee?

 

Town Manager, Corrow stated the majority of the growth was with the utilities as they were re-valued. Ms. Corrow stated there was a significant jump, however she had to carry a significant overlay, making it difficult to offset taxation. Overall there is a 2.6% increase in net valuation without utilities or 3.3% increase with the taxation of utilities. Mr. Auger stated so there is a small amount of increase to offset the taxbase.

 

Chairman Auger asked for the status of the Town Indebtedness? Ms. Corrow stated $717,373 is outstanding and the Town is allowed to borrow up to 3% of its taxation. Ms. Corrow stated subsequent to the correction made at last years town meeting regard the water and sewer bond where authorization of over $13million in bonding authority was rescinded until funding is identified otherwise the town is in pretty good shape. Catherine Pitari asked if the Fire Engine came out of that as well? Ms. Corrow responded stating “Yes."

 

Manager Corrow stated the Water/Sewer $836,00 goes out to 2033 and I was looking at the interest we are paying on that and I was shocked. However, when I looked at it more carefully I realized we were being reimbursed by the state each year at 100% and the town wasn’t paying for the interest and that the terms were probably required by the state

 

Ms. Corrow stated she then realized we were in good shape. Ms. Corrow explained that the Bristol Water/Sewer Facility will be recognized this year as being the most improved facility within the State.

Other Issues Continued

 

Ms. Corrow stated the Bridge is scheduled to close on December 3, for reconstruction. Chairman Auger suggested notifying the school’s to give them some heads up for the bus routes.

 

Skip Bowie asked about the status of the Frudenberg Dam? Ms. Corrow stated last she knew the legal issue was still outstanding, and there were no plans for anything to occur this year.

 

Adjournment

 

The next meeting of the Budget Committee will be held on Monday, November 26, 2007 at 7:00 p.m. In the lower level of the Bristol Town Offices.

 

Skip Bowie made the motion to adjourn at 8;45 p.m.. Motion seconded by Andrew Hemmingway. All members approved, MOTION CARRIED.