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BUDGET COMMITTEE MINUTES

July 9, 2007

APPROVED:

DRAFT COPY_______

AGENDA: 2007 Budget Review

New Schedule for 2008 Budget Process

ATTENDING: Archie Auger (Chairman), Dorcas Gordon (Vice Chairman), Dave Carr, Ron Preble, Paul Simard, Jon Thouin, Richie Walenda.

ABSENT: Joe Denning (Sel. Rep. – conflict), Albert “Skip” Bowie, Andrew

Hemmingway, Darla Jaquith, Catherine Pitari, Tom Winn

OTHERS: Elizabeth Corrow (Town Manager)

The meeting opened at 7:05 p.m.

MINUTES OF JUNE 11, 2007: P. Simard made a motion, second by R. Preble, to approve the minutes as presented. The motion carried.

CORRESPONDENCE: There was an invitation to Ray Burton’s Annual 2007, Saturday, July 14^th, at his home on 338 River Rd., Bath, NH 03740, $20.00 a person, Entertainment by the Strawberry Farm Band. RSVP: (603) 747-3662 or ray.burton4@gte.net.

Also, a publications catalog.

REVIEW OF DRA PRESENTATION OF RSA 32 AND 37: Ms. Gordon felt that it was helpful and Mr. Preble agreed. Mr. Auger felt that he did a good job but it was very basic for those who have been on the Budget Committee for some time. Mr. Thouin suggested that they might be able to come in with an advanced course. Mr. Walenda liked the part on how to get rid of the Selectmen if they mess up.

2007 BUDGET REVIEW: REVENUES AND EXPENDITURES: Mr. Auger noted that the expenditures are through June 27^th. He then asked if any member has any questions or concerns.

Mr. Carr asked if we have had to borrow money. Ms. Corrow answered that we did not; we have a TAN in place if it is needed but have not had to use it.

When asked if she has any concerns, Ms. Corrow stated that we have had some minor flooding (in April it was thought) and are to be reimbursed by FEMA about $20,000. This was mostly drainage-type damage. There have been some water line breaks and some employee turn-overs that were unexpected but nothing disastrous.

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2007 EXPENDITURES AND REVENUES continued:

Mr. Thouin asked about the stand-off incident of last week. Ms. Corrow said that we have an area SWAT team that came in. We pay $2500. a year to be a member so they did not cost us.

Mr. Preble asked if we have any members on the team and Ms. Corrow answered that the Chief, John Clark, is a member.

Mr. Carr asked if we had to pay the Fire Dept. and Police Dept. for the Triathalon coverage. Ms. Corrow stated that the Triathalon group paid for food and reimbursement.

Mr. Simard asked how the Police Chief is doing and pointed out that the Overtime line (4210-140) has been over-spent. Ms. Corrow stated that it has been up a little due to being short of personnel. We have promoted from within to fill the sergeant position (Officer Magdich) and Officer Dupre is the Detective Sergeant. We have an ad going in for a patrolman due to turn-over. Mr. Carr asked if we provide transportation to home for the Police Chief and Ms. Corrow stated that we do as it is in his contract. He takes the unmarked car. Committee members asked to see a copy of the contract which Ms. Corrow will provide. Mr. Auger stated that this is setting a new precedence and it has never been in the budget, especially where he lives out-of-town. Ms. Corrow stated that it is not unusual in towns as the Chief is always on call.

Mr. Auger asked about the Highway budget. Ms. Corrow stated that there has been rental of equipment and they have sent out for bids on paving. Mr. Auger said that he is questioning the operational budget and that Mr. Bucklin usually has more left at this time of year. Mr. Thouin pointed out that there are three different repairs that were done. Ms. Corrow said that he did have a couple of unexpected break-downs.

Mr. Walenda asked what is going on with the Upper dam. Ms. Corrow stated that Freudenberg is waiting for the DES permit.

Ms. Corrow updated the Committee on the beaches. She stated that they have an agreement with an engineer but need more funding. The drainage issue is complex. We have had a back-up on some properties. There will be a plan this year and the Selectmen will hold a public hearing on it. As for Cummings Beach, she received a complaint from a lady that there is metal there. We got the County “Volunteers” to clean it up and a few days later the lady called to ask when it was going to be cleaned up. On further inspection, they found that metal pieces (nuts, bolts, pipes, etc.) are coming up to the surface and we suspect that it may have been a landfill at one time. She has contacted DES for a permit to pull back the sand, rake out the metal and replace the sand plus more sand. She has also asked to put in a handicap ramp there due to issues with the porta-potties. Mr. Carr asked where the metal is and Ms. Corrow stated that it begins where the “no parking” sign is and goes to the tree area. It covers quite a distance. They did water quality testing and it is okay, so far. Mr. Walenda mentioned that, a couple of years ago, there was sewerage from Bungalow Village running down through there.

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2007 EXPENDITURES AND REVENUES continued:

Ms. Gordon asked about the fireworks expenditures and Ms. Corrow stated that the deposit has been paid, so far. The total expenditure is $8,000. plus $500. to the Holiday Hills Association and $500. to Mrs. O’Neil. Ms. Corrow also mentioned that we had many vendors this year. Mr. Carr asked if any other towns contribute to the fireworks. She answered that they do not pay money but provide man-power. Mr. Preble asked if anything has come of the towns sharing a barge. Ms. Corrow stated that the fireworks people are not crazy about a barge but would prefer a pier as it is more stable. She added that it is hard to get police coverage from the various towns.

Mr. Simard asked about revenue of ambulance fees from the towns. Ms. Corrow stated that last year they paid $73,845. for their membership. This included Hill, Danbury, Alexandria and one other, it was thought. Ms. Corrow continued to say that the majority of the income comes from the residents who ride in the ambulance. Mr. Simard asked if we shall have a breakdown on the hours spent for other towns. Ms. Corrow is in the process of determining whether or not we are subsidizing the other towns. Mr. Simard felt that we need to know the number of hours spent, number of the amount of equipment used, etc. Ms. Corrow is to set an average cost and some thought that this isn’t a true incite as there is more mileage involved with some of the towns. Mr. Thouin asked if the Department keeps track of their time in and time out. Ms. Corrow stated that they are doing more of that now (time called out and when they are back in service). Mr. Walenda felt that we have quite a few ambulance drivers and the other towns need to help pay for them. Mr. Carr asked if they keep track of calls such as calls to the Big Catch, etc. Ms. Corrow said that she shall try to analyze all that. Mr. Auger stated that there is a lot of complexity as to how to determine this.

Mr. Auger asked about the tax deadline and was told that it is today, July 9^th. He then asked how it is coming in. Ms. Corrow said that she shall have a better idea tomorrow as Ms. Simpson and Ms. Richardson are upstairs now balancing out. Mr. Thouin thought that we should determine how much comes in and when we need to spend it. Ms. Corrow felt that something should be done as last year, projects came to a halt and then they were in a rush when taxes were paid and money was free again. This is why she would like us to go to a fiscal year. Mr. Auger stated that there are three peak times: the two tax receipt times and when the State income is received. Other than that, it comes as cars, boats, etc. are registered. Mr. Thouin asked about quarterly tax bills. Mr. Auger and Ms. Gordon felt that this would not go well with the people. Ms. Corrow stated that it could be don’t but it affects assessing and would require more billing, etc. so she is not sure that it would save much. Mr. Simard asked if a lot of people are acting out and Ms. Corrow answered that there is not; a few are complaining about abatements and there are a lot of questions. Mr. Simard asked about keeping delinquency figures and Mr. Walenda felt that we need a tape for the tax assessor as he forgets. Mr. Simard mentioned that a neighbor of his complained that someone was rude to them. Ms. Corrow stated that she had complaints come in for the previous tax assessor as he was so far behind. She asked if the rude person was someone

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2007 EXPENDITURES AND REVENUES, ASSESSOR IDENTIFICATION continued:

in the office and was told that it was someone in the field. Mr. Preble suggested that it would be nice if he had a sign or something on the car to show who he was. Mr. Auger felt that a magnetic sign on the car door might suffice.

Ms. Gordon asked if we don’t project revenues. Ms. Corrow states that she does and it is in the Town Report and the MS-7. It is harder to track as it comes in sporadically and the State has different categories. Ms. Gordon questioned the columns on the revenue sheet and Ms. Corrow felt that there was a problem with a journal entry as all should be the same (looking at the Property Tax line). Ms. Corrow determined that Ms. Petrazewski, Accountant, had run just the current month instead of from the beginning of the year. She will check on this.

Mr. Simard asked if New Hampton does not pay for ambulance service now and Mr. Auger stated that he does not think so but we have mutual aid. Hebron and Bridgewater are in this category also, he thought. Ms. Corrow said that this is the same as the police. It seems better to have them pay and they are having a discussion on where to draw the line currently.

2008 PROPOSED BUDGET TIME LINE:

Ms. Corrow went to make copies of her proposed time line and the tape was paused. When she returned, the copies were distributed and she went over them. She explained that she began with the approximate DRA time line (not on the web yet) and worked backwards. She looked at last year in which the Budget Committee started in November and met into February. This is not far off from that schedule. The most important is that the Budget Committee meets the February hearing and March town meeting dates. Mr. Simard felt that last year was a little late for them. Mr. Carr wanted to see the Department Head budget at the same time as they provide it to Ms. Corrow. Ms. Corrow tried to explain that their budget is no longer what the Committee gets as it is now the Town Manager’s budget that moves forward. Mr. Carr felt that the Committee needs more time. Mr. Auger stated that the Committee did meet with the Dept. Heads last year. Ms. Gordon asked where the Selectmen fit in. Ms. Corrow stated that her budget goes to the Selectmen, also. Ms. Gordon felt that the Committee should get the Town Manager’s budget at the same time as the Board of Selectmen in order to have enough time. Mr. Auger felt that this is a possibility but that we need to look at RSA32. It allows the Budget Committee to set meetings with Department Heads and Selectmen. Ms. Corrow stated that you can meet as many times as you like but that may not be the final budget that the Committee must go by when determining their recommendations. Mr. Auger felt that we need to see some of the basic requests so that we can compare with the history. We may need to talk with some of the Departments. Ms. Corrow stated that she will provide the fundamental stuff as well as including the justification sheets. This schedule allows for about a month shorter than usual. The Dept. Heads submit their requests to her and then she prioritizes these to set up her budget. Mr. Carr felt that we need the same basic material that Ms. Corrow gets in September. Ms. Corrow stated that this creates a

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conflict and a chance of politicking. Mr. Simard stated that he is just a volunteer and works a lot of hours. He cannot come in 2 or 3 times a week to do this and felt that we need more time. Ms. Gordon can see the logic for Ms. Corrow to meet with the Dept. Heads so she can organize things. The Departments go through her before the budget comes to us. Mr. Thouin felt that we need to understand what the Departments want. He feels that it could be dissension not politicking. Ms. Corrow asked if they feel that the Selectmen should hear the Dept. Heads also. Both the Budget Committee and the Selectmen are supposed to work on the Town Manager’s budget, she added. Mr. Auger felt that the Budget Committee may want the information earlier. He does not feel that it is politicking. Ms. Corrow’s budget will have recommendations but we would like to hear what the Department’s wanted and compare this to her request. Ms. Corrow stated that her requirement is to present her budget to the Selectmen. Ms. Gordon felt that the Committee having the Dept. Heads in is duplicative. She would like to see Ms. Corrow’s budget by the end of October. Mr. Carr still felt that we need the basic raw material and develop our budget recommendations from there. Mr. Simard understands Mr. Carr’s thinking but feels it would make Ms. Corrow’s process harder. He feels that we need to compromise and work on her document so as to keep her authority. He does not feel that this will diminish anything. Mr. Auger does not see that there is any power play here; by law we are to develop our recommendations and present it to the voters. It is reasonable to work with Ms. Corrow but the law is specific; if we want Department Heads in, they must come. This also applies to the Town Manager’s budget. Ms. Corrow felt that the idea to give her budget to the Committee at the end of October would be alright with her. She works with the Department Heads and will be holding a Capital Improvements workshop with them. She is trying to work with them and bring everything together. Mr. Carr asked if we got the original requests and develop our budget and then get her budget, if it would fit. Ms. Corrow said that it would not. Mr. Simard stated that we need to respect her authority and let her do her part. Ms. Gordon asked what positive thing the Committee expects to get by looking at the original requests. She pointed out that last year, with the Fire budget, the original request was $80,000. higher than what was finally presented. If we get Ms. Corrow’s budget by October 31^st we will be about 2 weeks later than our normal time. Mr. Auger said that last year there was only about a 2% difference between us. Mr. Preble would like to get the budget by Oct. 31^st. He thought we might then get Ms. Corrow’s and the basic requests for comparison. Mr. Carr felt that we need to do the basic in order to do our job. Mr. Auger stated that we have members missing tonight (6) and he does not want to determine this tonight. He feels that there is not a lot of disagreement but we may not be hearing each others point of view. He does want cooperation between all parties. Ms. Corrow stated that she is trying to come up with a defined process as last year was a hodge-podge. She added that this town has not done a good job with the infra-structure and she feels that we shall get a better result if we wait until after she has met with the Departments. She wants the opportunity to meet with them and talk first. Mr. Auger felt that we should be able to determine this by our August

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meeting. Mr. Walenda does not want to see Bristol change. Mr. Carr felt that we must look at the process and we want to be sure that the process stands up.

OTHER ISSUES:

WAGE STUDY: Mr. Auger asked about the wage study progress. Ms. Corrow stated that all of the position questionnaires have been sent to LGC and Department Heads information is to go to them now. They need 3 months to get back to us. Mr. Auger asked if they compare to like towns. Ms. Corrow stated that it is hard to find towns that are completely like us (some do not have water/sewer, for instance, and our Library is not very big but has a high volume). We may have 2 town lists and are working on that. We have compared towns but have not finalized the two lists which are to be comprised of 6 to 9 towns approximately.

LIBRARY: Mr. Simard asked if the Chamber of Commerce leases the Library annex. Ms. Corrow stated that the library project will be part of the budget as they did not get the funding they were looking for. She is looking at this now. Mr. Thouin stated that he was told that the C of C uses the annex like the Historical Society does the old fire station: $1.00 a year plus utilities).

POLICE STATION: Mr. Simard asked the progress on the Police Station. Ms. Corrow stated that they are soon to have another meeting. They have been working on the possibility of using this building and moving the town offices instead. It would mean renovations for the Station and for the Town Hall which would cost no more than just a Station. Mr. Simard asked if this wouldn’t make a big Station and Ms. Corrow thought it would be a little bigger than what they had proposed. Mr. Auger suggested that she look into the bequests for the old part of this building and they required a music room.

BRIDGES: Mr. Thouin asked the time line for the Burrough Bridge. Ms. Corrow stated that it is to be in the 2008 budget. He then asked about the Central St. Bridge. Ms. Corrow stated that the design is done and they are to talk about going out for bid. We have had a problem with a property owner, as well.

NEW SECRETARY: Mr. Auger announced that this was Ms. Laferriere’s last meeting with the Committee as she will be taking on all of the Land Use Boards. Diane Marden is to take her place. He then expressed his thanks, as did the members that were present.

With no other business, P. Simard made a motion, second by R. Preble, to adjourn at 9:00 p.m.

Respectfully submitted,

Jan Laferriere, secretary