Town Council Minutes January 10, 2009 with Budget Committee
NEWMARKET TOWN COUNCIL AND BUDGET COMMITTEE
BUDGET WORK SESSION
JANUARY 10, 2009
TOWN COUNCIL CHAMBERS
8:00A.M.
Town Councilors Present: Town Councilors Absent:
Chairman Dana Glennon Councilor Michael E. Ploski (excused)
Vice-Chairman Judith Carr
Councilor James Bergeron
Councilor Rose-Anne Kwaks
Councilor Michael LaBranche
Councilor Steve Minutelli
Administrator Ed Wojnowski
Budget Committee Members Present: Budget Committee Members Absent:
Chairman Lorrianne Caprioli Robert Bestani
Vice-Chairman Brian Hart John Diezel
Eric Botterman
Leo Filion
Larry Pickering
Forrest Ransdell
Al Zink
Vice-Chairman Carr called the meeting to order at 8:27am and thanked the Budget Committee for attending today’s meeting. She explained today would be discussions; there would be no voting today. She invited Budget Committee members to participate fully and ask questions.
Administrator Wojnowski provided an overview of the draft budget and made a Microsoft Power Point presentation. He explained the proposed operating budget is $1,124,904 less than the operating budget for this current year. He felt department heads had done a good job in reducing their budgets even more than last year. The proposed amount appropriated for the CIP has also been reduced. He discussed payroll appropriations. There are no new employees proposed.
Robert Bestani arrived at 8:32am.
Administrator Wojnowski explained he has proposed to split the Project Coordinator responsibilities between project oversight and Director of Administrative Services. The salary would be split between the TIF (1/3) and the Administration budget (2/3). This position would handle revamping and reinstituting the purchasing policy, creating and adhering to a bid policy, grant writing and personnel and health insurance programs. This position would handle several projects that would save the community money and help institute better running programs and policies. Last year there was a situation where there was a health insurance deficit of approximately $400,000. A Health Insurance Study Committee was created to look into health insurance costs. This work resulted in many changes, including a new program comparable to the health insurance benefits Town employees were used to at a reduction in cost through the Local Government Center. He recommended using $130,000 from the Municipal Transportation account to help fund the necessary road improvements. Over $500,000 in projects have been submitted to Senator Shaheen as part of the stimulus package. He discussed sidewalks and drainage.
Finance Director Don Parnell explained the money for road repairs has been moved from the CIP to the Public Works Department budget because the funds are used regularly.
Budget Committee Vice-Chairman Brian Hart expressed his concern the annual appropriation for road improvements may not be enough to cover what needs to be done. He also expressed his concern that once the funds were in the budget, the money could be used for anything within that budget and not necessarily for the purpose in which the funds were allocated.
Administrator Wojnowski noted the CIP account for road improvements has not been eliminated; funds can be deposited into that account at a later date for savings for large projects. This new process would eliminate the funds going in and coming out within the same year.
Town Council Chairman Glennon noted this new process would separate maintenance costs from project costs.
Budget Committee Vice-Chairman Brian Hart suggested calculating the total cost of upgrading all the roads over a ten year period to determine how much should be allocated yearly. This calculation would provide a better picture as to whether enough funds are being allocated yearly to cover road maintenance.
AlZink agreed stating making a plan based on money available may not be the best way to accomplish road maintenance.
Town Clerk/Tax Collector
Town Clerk/Tax Collector Becky Benvenuti explained full and part-time salaries are the same. The salaries for elected officials has decreased because there were four elections during the current budget whereas there will only be one election for the 2009/2010 budget. An appropriation has been included for the Town Moderator this year. Stipends have been increased slightly for Supervisors of the Checklist and Ballot Clerks. She discussed postage, general supplies, communication services, dues and subscriptions, advertising, election and registration, equipment maintenance, deed research and equipment purchase. Most line items were level funded or decreased. General supplies are up a little bit due to the cost of forms. The Town is a municipal agent for motor
vehicles; since going online, the Town has assumed more responsibility of State functions. In the fall, the State passed a law allowing Town’s to charge $.50 to help offset the equipment and time costs. There are four printers associated with the additional responsibilities; the Town is responsible for maintenance and supplies of these printers. The budget includes the third year of a five year plan to preserve records. The records have been moved upstairs to a better weather controlled environment ensuring they do not deteriorate as quickly as possible. If this budget needed to be cut, the third year could be deferred for one year.
Town Council Chairman Glennon noted postage is going up in May.
Larry Pickering asked how the records are being preserved.
Town Clerk/Tax Collector BeckyBenvenuti explained a records preservation specialist had done assessment had provided recommendations the office has been following. This would be the third year of a five year plan. She has been happy with how the plan has been going. This is one area that could be cut providing the work was able to continue next year. The Town has received a vital records grant to help preserve the records, but what has been appropriated in the budget is budget funds requested.
Budget Committee Chairman Lorrianne Caprioli asked about the $2,000 increase in the salaries line item.
Finance Director Don Parnell explained no increases have been given. He built the salary line from the bottom up, so actual salary is now reflected in the salary line items moving throughout the budget.
Larry Pickering asked if there were still records down at the old pumping station on Packers Falls Road.
Town Clerk/Tax Collector Becky Benvenuti noted she was unsure but had heard the rumors. The State has enacted a record retention law last year which is very specific. She could investigate whether there are still records being stored in that location.
Police Chief Kevin Cyr believed the records were moved when the Police Department moved out of the water plant; he suggested Public Works Director Rick Malasky would know for sure.
Police Department
Town Council Chairman Glennon noted a Councilor had made a last minute request of including a parking enforcement officer. He felt this request had been inappropriate. After a Town Council discussion including discussion with the Councilor making the request, the Police Chief had been directed not to include this position in his budget.
Police Chief Kevin Cyr noted the Police Department reflects a 2% increase because of salaries, overtime and gas; the operating budget is down otherwise. Raises have been included for union members as spelled out in the contract. The gas account is based upon current use. Estimating the price of cost per gallon for gas has been difficult due to the varying prices over the past few months. This budget is based on $2.90 per gallon; a figure provided by Public Works Director Rick Malasky. The travel/mileage account is used to reimburse officers for travel to court appearances. In the past, the State would reimburse the officers directly, but it became a problem when the State was taking a year to reimburse the officers. Now, the department reimburses the officers, and the State
reimburses the department. There is a decrease in the educational incentive account; this is a contractual line item used as a bonus for officers continuing their education. Animal control has increased based on actuals spent. These funds are used for quarantines, vet expenses, shots and euthenizing. Every other line item is level funded and has stayed the same since the 2003/2004 budget. The Police Department is using the same water purification system as the Town Hall and pays a monthly fee.
Al Zink asked about employee benefits. He also asked about union increases.
Finance Director Don Parnell noted employee benefits are budgeted generally.
Police Chief Kevin Cyr noted he had budgeted for the full 5% increase allowed for not knowing how much he will need after employee performance reviews and evaluations. Retirement benefits are paid for by the contractor for details as it is added to the detail fee paid. The Town picks up the cost for benefits for straight time and over time. Uniforms are replaced as needed. These purchases are made during the second half of the year in case reallocation of funds needs to occur. Ballistic vests and leather gear is expensive.
Leo Filion asked if there was lag time between gas usage and reporting. He noted only about 1/3 of the allocated funds has been used year-to-date.
Police Chief Kevin Cyr noted he has been receiving a separate report since July. He has tried to cut back because he had felt he was running over budget on that item. In adding the gallons used per month, he felt he had used approximately 50% of the funds allocated. The Police Department uses the Town pumps; DPW bills the Police Department for usage. This is easier since there are keys to identify which vehicle is being used and likewise, a code identifies each driver.
Larry Pickering asked where the Town was contracting for fuel.
Public Works Director Rick Malasky noted the Town pays $.05 over rack with Web Energies. This was sent to bid six months ago. Bids came in at $.25, $.15, $.07 and $.05 over rack.
Town Councilor LaBranche arrived at 9:26pm.
Budget Committee Vice-Chairman Brian Hart referenced the parking attendant position asking if this would be discussed later or if the position was being proposed.
Town Council Chairman Glennon noted the Town Council would be discussing the parking attend idea at a future meeting.
Al Zink asked for a report showing the annual earnings of all employees for a three year period.
Budget Committee Vice-Chairman Brian Hart recommended breaking that information down into salary, overtime and detail earnings to get a clearer picture.
Forrest Ransdell noted it would be important to separate the detail earnings as they are paid for by the contractor.
Councilor Kwaks suggested it would also be helpful to include a description of what each position is responsible for.
Budget Committee Vice-Chairman Brian Hart noted the Town had voted to create a detail revolving fund; he asked if this was why there is no appropriation within the budget for details.
Police Chief Kevin Cyr acknowledged that was the reason. The Police Department has started charging contractors for use of police vehicles. Fees have been revamped throughout the department for police reports, finger printing and background checks.
Budget Committee Vice-Chairman BrianHart asked if the Police Union contract had a set detail rate.
Police Chief Kevin Cyr noted there are net earnings for details because contractors are charged an admin fee. There is a standard rate for details.
Larry Pickering asked if there were private flagging services used.
Police Chief KevinCyr answered the Town did not typically use flagging services. There have been problems in the past resulting in people not following the flagger as there is no legal obligation to do so. Officers are able to take enforcement action if necessary. It is prudent to use officers for directing traffic for safety reasons.
Budget Committee Chairman Lorrianne Caprioli noted she had been on the Town Council during the first phase of the downtown renovation. The Council had been lambasted because of the horrible traffic control; flaggers had been used.
Al Zink noted the department overtime seems to run between 5% and 6%. He asked how overtime was planned.
Police Chief Kevin Cyr noted he had based overtime on what it has been in the past. Overtime is up 5% because of anticipated increases.
Town Council Chairman Glennon asked if it would be more beneficial to hire someone to cover shifts rather than pay overtime.
Police Chief Kevin Cyr noted it would be difficult to hire someone to cover shifts. Police Department shifts run 24 hours per day. It would be a difficult position to fill as there are many responsibilities that need to be covered. Hiring someone who would be able to fill in for all departments would be near to impossible. There are 20 full time employees in the Police Department; 13 officers, 6 dispatchers and a secretary.
The Town Council and Budget Committee recessed from 9:50am until 10:05am.
Fire and Rescue
Fire Chief Rick Malasky noted this budget reflects the two new full time fire personnel as voted for from the warrant article last year. There is overtime allotted for these two new positions. Equipment purchases has been moved from the CIP to the budget as there are things that are purchased yearly including gear, IMC, pagers and hose. Everything else has been level funded within the department.
Councilor Kwaks asked why there is overtime allotted for the full time employees and whether that cost had been anticipated.
Fire Chief Rick Malasky noted those costs had been anticipated and had been built into the budget.
Administrator Wojnowski explained overtime occurs when these two full time employees are about to end their shift and get an emergency call. They need to be able to finish that call before they can end for the day.
Larry Pickering asked what process is used to pay for services the Town of Newmarket provides for other communities.
Fire Chief Rick Malasky noted there is a five-year contract with Newfields the former Town Administrator had negotiated. Newfields is billed for services.
Leo Filion asked about the purchase of bunker gear.
Fire Chief Rick Malasky noted the department purchases ten sets of bunker gear annually. There are fifty people within the department. Each set is hoped to be used for five years. A set could be used once and destroyed due to the nature of the job. IMC is computer software so the Fire Department has the same information as the Police Department. There is a small fee for maintenance of this program.
Councilor Kwaks asked if the rankings of the volunteers were common for surrounding communities.
Fire Chief Rick Malasky noted the rankings were pretty standard. He indicated Durham has three chiefs, two assistant chiefs, four captains and no lieutenants.
Larry Pickering asked for the call volume to be provided for the last three years separated by community serviced.
Robert Bestani asked how many people were full time at the Fire Department.
Fire Chief Rick Malasky noted there are 49 volunteers and two full time employees.
Budget Committee Vice-Chairman Brian Hart noted the allocation for the secretary has increased.
Fire Chief Rick Malasky explained the hours have increased slightly as all the billing for the ambulance goes through the secretary. The secretary works between 18 and 20 hours per week. She is also an EMT volunteer.
Town Council Chairman Glennon asked if the two new full time people could take on billing responsibilities.
Fire Chief Rick Malasky noted the two full time employees have too many responsibilities daily including ambulance, equipment, apparatus, equipment, and air packs checks. They are also responsible for inspections, fire prevention programs, shoveling hydrants and answering calls. They work a 45 hour week without overtime.
Councilor LaBranche noted the revenues are up from last year. He asked what the funds deposited into the ambulance revolving fund are used for. He asked if recertification and medical supplies could be covered using this account.
Administrator Wojnowski explained he would have to look at the language of the warrant article to determine what those funds can be used for. There is an annual appropriation of $45,000 to be used towards the purchase of a new ambulance.
Fire Chief Rick Malasky noted the secretary position has been a stipend in the past. Since paying an hourly rate, this allows the secretary to get the work done that is necessary to get paid from the calls. Revenues have gone up as a result.
Administrator Wojnowski suggested a second fund could be set up for funds to use towards wages so the purchase of a new ambulance is not affected. He would review the wording of the warrant article and speak with DRA.
Councilor LaBranche felt this was money well spent. The position is bringing in additional revenue.
Budget Committee Vice-Chairman Brian Hart agreed but felt the budget was not reflecting what was happening.
Forrest Ransdell asked how much of the billing is written off. He suggested depending on the significance of the percentage it may behoove the Town to try to collect the expenses that have been written off.
Town Council Chairman Glennon asked for a report showing the percentage written off.
Fire Chief RickMalasky noted he would get that information from Comstar.
Al Zink asked for information about the number of calls answered since the two new full time people have come on board to determine whether it was a good decision.
Fire Chief Rick Malasky noted he would provide that information. He felt it was a good decision as there is less burnout among volunteers. Having these positions on board ensures better response time during the day.
Administrator Wojnowski noted there may need to be an ordinance in place to allow the Fire Department to perform routine annual fire prevention checks particularly before UNH students come back to Town for school.
Fire Chief Rick Malasky noted there is a State fire code that needs to be adhered to.
Town Council Chairman Glennon suggested this discussion could be brought up on a future workshop agenda to discuss further. He asked if the Town could charge for these inspections.
Fire Chief Rick Malasky did not believe the Town could charge for life safety checks.
Al Zink expressed his concern employee benefits and time off was not included in the calculation of employee salaries. He asked for this information to be provided in order to show an overall cost to the Town.
Finance Director Don Parnell suggested the one person departments may need to be grouped together to avoid violating HIPPA laws.
Public Works Department
Public Works Director Rick Malasky noted there are no new positions proposed in this budget. This budget has been pretty much level funded with the exception of overtime which incorporates snow removal.
Budget Committee Chairman Lorrianne Caprioli questioned why there is a reduction in salaries over what was approved last year.
Administrator Wojnowski explained because the Department of Public Works is in the middle of union negotiations, wages have been frozen.
Finance Director Don Parnell explained salaries had been built from the ground up; what is being proposed reflects actual salaries paid. No pay increases have been distributed for union members during the current fiscal year as a result of the creation of the union and ongoing negotiations.
Al Zink asked why overtime was so high compared to the Police Department’s overtime expenditures. He suggested reviewing overtime is a good way of determining whether a department is fully staffed.
Public Works Director RickMalasky explained the overtime was a result of weather conditions. It has been snowing weekends, after the employees have put in a full week’s work. There was also a significant need for help during the ice storm. He is the only salaried employee; every other employee is hourly. It would be more expensive to hire trucks for snow removal than to pay the overtime.
Town Council ChairmanGlennon noted there is a big difference with how well the roads were maintained in Town compared to surrounding communities, but there needs to be a plan on how to reduce overtime expenses.
Public Works Director Rick Malasky indicated in trying to manage overtime, he lets the snow build up on the roads a little as well as leaving the sidewalks covered until the regular work week. He has tried to be conservative with sand and salt applications as well as allowing the snow to build up slightly. He added that snow removal in the newly renovated downtown takes much longer to complete due to the design.
Councilor LaBranche understood the overtime concern but felt the department could not staff for weather. Experienced people are needed to run the snow removal equipment.
Police Chief KevinCyr did not feel it was fair to compare the Police Department overtime budget to the Public Works Department overtime budget because he is able to plan for overtime. The Public Works Department has to deal with inclement weather. He suggested a more fair comparison may be looking at and comparing other communities to Newmarket for overtime in this department. It is imperative the roads be kept clean in the event of an emergency.
Al Zink encouraged looking at creative ways to control cost.
Public Works Director RickMalasky noted he allows snow to build up on the roads between one and two inches before plowing to conserve costs. He added there could be liability issues if there was a problem during inclement weather and the Town was not out plowing.
Budget Committee Vice-Chairman Brian Hart suggested the Council discuss the possibility of not clearing all the sidewalks in Town and just primary school routes.
Budget Committee Vice-Chairman Brian Hart left at 11:30am.
Councilor Kwaks noted the businesses in Boston are responsible for shoveling their own sidewalks.
Administrator Wojnowski noted most businesses would likely shovel the snow into the street causing a problem.
Larry Pickering suggested the Town Council discuss and implement a policy to direct Public Works Director Rick Malasky how to handle snow removal and road treatment to keep costs down.
Public Works Director Rick Malasky noted there is a snow and ice policy in place.
Roadways
Public Works Director RickMalasky noted there has been a big increase in salt per ton over last year. He discussed the winter sand rental for the screening plant. The hot top expense has been moved from the CIP into this budget because it is an annual expense.
Administrator Wojnowski noted he has proposed using $130,000 from the municipal transportation fund to help cover the cost of road improvements.
Public Works Director Rick Malasky believed this would be the last year for the lease on the Vac-Con truck; the Town would own this vehicle at the last payment.
Eric Botterman asked what the expense was under cemetery and sidewalks.
Administrator Wojnowski answered this was for engineering costs and the cost to do the project.
Eric Botterman suggested there may be a better location within the budget for this expense.
Councilor LaBranche asked why the year-to-date expenses were more than what was budgeted for equipment lease.
Public Works Director Rick Malasky did not feel those numbers were accurate. He would look into that. This line item was for rentals for excavators, road side mowing and trucks for snow removal.
Town Council Chairman Glennon asked why the Town hired out for mowing.
Public Works Director Rick Malasky answered there is a great amount of debris on the sides of the road. It is less expensive to hire someone to do it than for the Town to purchase and maintain such equipment. This was rented once per year.
The Town Council and Budget Committee discussed engineering costs for sidewalks and weed control.
Street Lights
Public Works Director Rick Malasky explained the Town owned the street lights downtown and would need to maintain them. He estimated the increase as he did not know how much the increase would be with the number of new lights downtown. He had requested information from the lighting engineer.
Councilor Kwaks noted the lights downtown were new and should be more efficient. She asked if solar panels had been investigated for use.
Town Council Chairman Glennon suggested the Energy Committee would be the group to speak to about that issue.
Eric Botterman noted solar panels for street lights are still in its infancy; new technology is becoming more available.
Bridges
Budget Committee Chairman Lorrianne Caprioli asked if some of this expense could come from the stimulus package if received.
Public Works Director Rick Malasky explained this is for maintenance, not new construction. There are several guard rails that need attention as well as the damage to new road.
Building and Grounds
Public Works Director Rick Malasky noted there are no new positions proposed. There are a couple of seasonal people that had been added as part of last year’s votes. Electricity and heat costs have gone up. Prices have been locked in for propane. The Town is now responsible for the heat at the Community Center. The hand tub is heated during the spring and fall, but not throughout the year.
Eric Botterman asked about the four seasonal employees who work forty hours per week for forty weeks per year. He asked if these seasonal employees could be used during the winter for snow removal instead of paying overtime.
Public Works Director Rick Malasky noted these seasonal employees do not have the qualifications needed for snow removal. The seasonal employees empty trash receptacles mow grass, maintain the ball fields, maintain the cemeteries, water plants and spread mulch.
The Town Council and Budget Committee recessed from 12:06pm until 12:38pm.
Building and Grounds (continued)
Public Works Director Rick Malasky explained the two new seasonal employees began in July 2008. The part-time custodian positions have been moved to another part of the budget.
Councilor Kwaks questioned the two new seasonal positions recalling the Council had approved two seasonal positions at forty hours per week for thirty weeks.
Administrator Wojnowski noted he would investigate the approval.
Al Zink asked for a breakdown of employee benefits as a cost to the Town. The information should include medical, dental, retirement, workers compensation, FICA, Medicare tax, holidays, vacation and sick days.
Finance Director Don Parnell noted he would provide that information for the next meeting.
Cemetery
Public Works Director Rick Malasky noted there are no big changes in this budget. The salary in this budget is paid to the person who sells the lots and maintains the records.
Budget Committee Chairman Lorrianne Caprioli asked about the overage in overtime and questioned the salary line item.
Public Works Director Rick Malasky noted he would need to look into that further.
Councilor LaBranche questioned whether what was being requested was too low based on actuals spent in 2007/2008 and 2008/2009.
Vehicle Maintenance
Public Works Director Rick Malasky explained there is one full-time position in this department, the Town mechanic. He noted everything in this department was up slightly because it is a fuel driven department. Steel, parts and fuel were all up in price.
Eric Botterman asked why the salary line has decreased.
Finance Director Don Parnell explained all of the Public Works departments have unionized. The budget proposed last year included an increase. Since negotiations are ongoing, salary increases have been frozen.
The Town Council and Budget Committee discussed fuel usage and purchase.
Al Zink asked if the $7,000 appropriation to purchase a micro blaster could be put off for one year.
Public Works Director Rick Malasky noted most purchases could be put off for one year without creating a crisis.
Solid Waste
Public Works Director RickMalasky explained there are no major changes within this budget. Monitoring for dioxide is occurring at the landfill. CMA had recommended a budget for groundwater management. This is the portion not being covered by United Technologies.
Administrator Wojnowski explained the cost includes testing, analysis and installation of wells. This line item has been overspent because there was no way for the Town to predict the additional testing and treatment requirements. Every community will be affected by the new requirements.
Councilor Kwaks asked if the cost for Town trash bags was used as revenue for this budget. She asked if the private trash pick up in Town was affecting the bottom line. She asked if the bottom line is being affected, could the Town institute a fee for private haulers.
Administrator Wojnowski answered the cost of the bags is used as revenue.
Finance Director Don Parnell handed out a reference sheet breaking down the salaries for MIS, Administration, Water/Sewer and Assessing.
Water Department
Water Superintendent Sean Greig noted there are not a lot of changes within the budget. The Town is currently going through a rate study looking at everything including debt service and rates. He has tried to hold the lines in the budget. He has evaluated goals. There are a few increases including postage, general supplies, advertising, gasoline, heating and chemical processing. Equipment purchase has been zeroed as has ground water engineering. Although the ground water recharge project is not complete,
he felt the Council could be asked to release funds from the CIP for the next phase.
Finance Director Don Parnell noted 10% of Administrator Wojnowski, Public Works Director Rick Malasky and Brenda’s salary is within this budget as is 25% of Becky Uhlenberg’s salary.
Al Zink asked for an employee benefit breakdown.
Finance Director Don Parnell noted he would need to group the following departments together because they are one person departments: TIF, MIS, Assessing, Welfare, Planning, CEO and Library.
Leo Filion asked how the lead had been removed from the firing range.
Administrator Wojnowski explained funds had been encumbered from the previous year.
Councilor Ploski arrived at 1:44pm.
Al Zink asked about the comment earlier about the old water plant on Packers Falls Road being used and whether it could be closed to save heating costs.
Water Superintendent Sean Greig explained there are still two offices and a laboratory located in that building. All water data threads through that location. If the offices and data storage was moved out of there, the pipes would need to be cleaned out and a new wire would need to be run. He hoped that building could be eliminated at some point, but it could not be eliminated now.
Administrator Wojnowski noted if this space was relocated to the Waste Water Treatment facility, additional construction may be needed. This building is still serving a purpose to the Water Department.
Town Council Chairman Glennon asked for a total cost for operating that building.
Leo Filion asked about the CIP appropriations in past years. He questioned why it was not reflected in the budget.
Finance Director Don Parnell explained there were different line items for transfers to CIP.
Town Council ChairmanGlennon noted the water rates have not been adjusted. These funds could be used for expansion of the facility.
Leo Filion noted the funds could only be used if they were appropriated for that purpose.
Sewer Department
Sewer Superintendent Sean Greig explained postage, lab expense, supplies, chemicals, heat and oil and vehicle maintenance were all up a little bit. Equipment purchases have been eliminated this year. The transfer to capital reserve has increased from $75,000 to $150,000 because there are a lot of projects coming up that will be required. Bonding can occur for these projects, but there will be engineering costs that need to be taken care of before bonds can be taken. As part of the stimulus package it was indicated the Towns that would get funding would be the Towns that are ready to move forward on their projects.
Leo Filion noted this budget, if approved, would not begin until July.
Sewer Superintendent Sean Greig agreed stating he would likely be coming to the Town Council asking to use funds from the current budget, which would be replaced with funds from the proposed budget. He discussed several projects that could be ready to go including New Village drainage, the water tank and water line replacement. The screen brought before the Council a little while ago could also be ready to go. He estimated the Town would not see stimulus funds, if they are to receive them, until at least May or June. He met with DES on the New Village project yesterday; RFPs have been sent out.
Councilor Bergeron asked if the ground water recharge could be included as a project for the stimulus package.
Sewer Superintendent Sean Greig noted the stimulus package is for projects that could be done immediately. The ground water recharge timeframe would be beyond what the stimulus package is aimed at.
Robert Bestani suggested outlining the projects on paper in the form of a timeline may be helpful.
The Town Council and Budget Committee recessed from 2:18pm until 2:30pm.
Forrest Ransdell left at 2:18pm.
Downtown TIF
Project Coordinator Julie Glover explained for this budget 1/3 of her salary is included in the TIF budget to finish the downtown renovation including underground utility work and clean up. The police detail has been zeroed as it is being covered in the project budget. Staff training, general supplies and communication line items have been zeroed. Contracted services represents the Lamprey Street drainage project. No equipment purchases are proposed. The principle and interest payment for the bond is included in the budget. She asked the Council if they recalled the summary of the TIF project she had provided during her last update. She indicated she would provide this information. The balance of her salary would be under the Town Administrator’s budget to cover duties as otherwise assigned.
Eric Botterman asked about principle and interest bond payment catch up.
Finance Director Don Parnell explained the bond expenditures had not been formally allocated. The Town authorized funds out of the TIF account to offset the money paid years ago. This is an internal accounting adjustment.
Larry Pickering asked when the Main Street project would be complete.
Project Coordinator Julie Glover explained the furthest date out as provided by Fairpoint is April 2010 to finish the work and remove the poles.
Administrator Wojnowski explained the TIF bond would be paid off in 2023. It can not be paid off earlier. This does not mean the Council cannot allocate the excess captured revenue to put towards the taxes as long as enough money is kept in the account to cover the bond payments.
Finance Director Don Parnell agreed stating approximately $750,000 is captured annually through the TIF district. The Council can vote anything above and beyond what is needed for the bond payment to be put in the general fund.
Larry Pickering felt this is something the Town Council should review annually.
Budget Committee Chairman Lorrianne Caprioli asked why the change in Julie Glover’s position is not being put to a warrant article.
Administrator Wojnowski noted there is no proposal to add an employee. This would be a reallocation of responsibilities. Because of the reallocation, the salary would be split between the TIF budget and the Town Administrator budget. This would allow the Town to better utilize the qualifications and expertise Julie Glover brings to the Town through bid process and policies, purchasing and project oversight. There are several areas throughout the Town that could be operating more efficiently. With a position devoted to these areas, the Town could benefit in cost savings and receipt of grants.
Budget Committee Chairman Lorrianne Caprioli did not dispute Project Coordinator Julie Glover’s qualifications but felt strongly this position was put to the voters as a temporary position.
Administrator Wojnowski explained raises have been provided to non-union staff, the budget has been held and even with the reallocation of Project Coordinator Julie Glover’s salary, the budget is not an increase. This is a creative way to save money for the Town long term.
Budget Committee Chairman Lorrianne Caprioli felt this new allocation would be better received if it was on a warrant article. She noted the School Board had not added a new first grade teacher that could have been supported due to enrollment numbers.
Town Council Chairman Glennon noted he had spoken with Administrator Wojnowski about this position and had indicated if a new position would be proposed to the tax payers, they would need to see a reduction in the budget to cover that new cost. That has been accomplished in this budget. At some point, this position will need to be created due to the current staff being overstretched.
Project Coordinator Julie Glover noted the project has come in under budget. She hesitated to say by how much since the project is not complete yet. She was confident enough money has been saved to pay for her salary for the past three years. She discussed her background including experience as a purchasing agent, risk manager and human resources director. The purchasing policy needs to be revamped whether this position was extended or not.
Councilor Kwaks noted she has historically been on the record as expressing the need to hold the budget. In light of Project Coordinator Julie Glover’s performance during the reconstruction, she was confident this position would save money for the tax payers.
Larry Pickering did not disagree Project Coordinator Julie Glover has done a great job but agreed the position had been a temporary position.
Al Zink suggested an alternative could be eliminating a position within the Town to compensate for the additional cost.
Town Council Chairman Glennon reminded the Town Council and Budget Committee that they would be meeting again on Thursday, January 15th and Saturday, January 17th.
Adjournment
Motion: To adjourn at 2:58pm and to reconvene on Thursday January 15th at 7:00pm.
