TOWN OF RYE BOARD OF SELECTMEN 2017 BUDGETS Thursday, October 20, 2016 8:30 a.m. to 4:30 p.m. Rye Town Hall Present: Acting Chair Craig Musselman and Selectman Priscilla Jenness Others Present: Town Administrator Michael Magnant and Asst. Town Administrator/Finance Director Cynthia Gillespie Not Present: Selectman Joseph Mills I. CALL TO ORDER Acting Chair Musselman called the meeting to order at 8:35 a.m. and led the Pledge of Allegiance. II. 2017 BUDGET WORK SESSION Note: 2017 figures for Health, Dental, Long and Short Term Disability and Life Insurances are expected mid-october. We will have these numbers prior to this workshop. DEPARTMENT LINE ITEMS PROPOSED ACCEPTED Police Chief Walsh presented. Emergency Management 4290-17 $ 7,500 $ 7,500 Highlights: The budget is the same as 2016. There are no scheduled drills for 2017. The change in the budget is the addition of the Emergency Management Training Wages line. The wages are to cover hourly employees. There was some discussion on the town s plan for evacuation. Motion by Priscilla Jenness to recommend $7,500 for the Emergency Management Budget. Seconded by Craig Police Chief Walsh presented. Police Department 4210-15 TABLED Highlights: Chief Walsh noted the vehicle equipment line item has decreased; however, that has been moved to the uniforms/equipment line item. There have been some senior employees that have exited town employment because of retirement or medical reasons. Hiring new employees brings them to the lower end of the pay scale. To make the wage line item complete, contract negotiations need to be completed and insurance information is needed. In regards to the vehicle fuel budget item, Acting Chair Musselman stated that the budget for 2016 is for $30,000 and through September $17,300 has been spent. The budget is going up in 2017 by $8,000. He asked for the rationale. 1
Chief Walsh explained that he has been looking at what is happening with fuel prices and believes they are going to increase in 2017. He is asking for the same number of gallons but is using $3.00 per gallon for the price. He noted that he is asking for a $200 increase on the fuel. Acting Chair Musselman noted that for the last three years the town has been $100,000 under budget for the Police Department in total. Town Administrator Magnant noted that the prediction for fuel is $2.26 per gallon for 2017. Motion by Craig Musselman to change the line item from $38,000 to $30,000 and deal with overage out of contingency. Seconded by Priscilla Jenness. Town Administrator Magnant stated that a number of department heads have budgeted for a cost of living increase. A number of them are unionized departments. Finance Director Gillespie noted that the contract costs will go in a separate warrant article; however, there are non-union employees in this budget and 2% has been used for the COLA. There was discussion on the wages line item. Motion by Craig Musselman to table until a subsequent Selectmen s meeting. Seconded by Priscilla Jenness. Chief Walsh presented. Animal Control 4414-38 TABLED Highlights: Chief Walsh noted that a big challenge is dogs on the beach. He is going to set up training on how to address service dogs. He spoke in regards to two warrant articles he is going to bring to the Selectmen in regards to dogs. He noted that there is an increase in the wage line. Motion by Craig Musselman to table the Animal Control Budget. Seconded by Priscilla Jenness. Chief Walsh presented. Parking Enforcement Fund 8 TABLED Highlights: Chief Walsh noted that there is an increase in the wage line. This is the first year for online payments for parking tickets. The staff has been working through glitches in the system. This past season the department issued 1,818 parking tickets. Finance Director Gillespie noted that the revenue to date for 2016 is $32,620. The fund balance is $45,044. Last year, there was $3,500 that was encumbered for a moped which has been purchased. Chief Walsh stated that he is looking to replace the oldest moped again this year. Acting Chair Musselman commented that it sounds like there is enough money in the fund balance to do something because it is building up. Finance Director Gillespie noted that a couple of years ago the parking study was paid for out of the fund balance. The funds have to be used for something that has to do with parking. Motion by Craig Musselman to table the Parking Enforcement Budget. Seconded by Priscilla Jenness. Chief Walsh presented. Outside Details Fund 7 $ 77,500 $ 77,500 Highlights: Chief Walsh noted that the details are up over 1100 hours. The detail rate for the officers is being negotiated by contract. He is confident that they can reach the benchmark even if the detail rate does increase. 2
Finance Director Gillespie noted that the revenue has an increase of about $23,000 for the same time period last year for outside details. The revenue is $78,923 with a fund balance of $53,091. The fund balance has been used for the purchase of police cruisers. Motion by Priscilla Jenness to recommend $77,500 for the Fire and Police Outside Details. Seconded by Craig Chief Walsh presented. Public Safety Building 4194-08 $ 59,625 $ 56,625 Highlights: The electricity line has decreased, as well as the heating fuel. Finance Director noted that the heating fuel is $1.82 for #2 blend. For the period of July 2015 to June 2016, the building used 6100 gallons. There was discussion on the electric and heating fuel line items. Acting Chair Musselman suggested lowering the electric line item to $18,000 from $21,000. Motion by Priscilla Jenness to recommend the Public Safety Building Budget at $56,625. Seconded by Craig Fire Chief Tom Lambert presented. Ambulance 4215-19 $ 129,245 $ 128,795 Highlights: Fire Chief Lambert noted that there are no changes to the bottom line; however, there are wage increases. The budget allows for an adjustment to the hourly rate for call personnel to bring them to the town s pay grade. The number of call personnel has been reduced to 15 from 25 so the bottom line is about the same as this year. The on-call personnel are non-union personnel. There was discussion on lowering the vehicle fuel line item to $3,000 from $3,450. There was discussion on bringing the on-call personnel pay wages to scale. The call wage will be increasing to $15.46 per hour. The wage will need to be addressed by the Selectmen at one of their regularly scheduled Board of Selectmen s Meetings. Motion by Craig Musselman to recommend $128,795 for the Ambulance Budget, as proposed less $450. Seconded by Priscilla Jenness. Chief Lambert presented. Fire Department 4220-16 TABLED Highlights: Finance Director Gillespie noted that there was a prior year encumbrance in the amount of $4,806 for work on one of the trucks. That is shown on the second page of the budget. Fire Chief Lambert explained the wage line increase is for administrative salary. The other wages were not changed, pending the outcome of contract negotiations. There are increases in retirement and healthcare. Acting Chair Musselman suggested taking the vehicle fuel line to $3,000 taking $1,200 off. Town Administrator Magnant suggested revisiting the fuel lines on all the accounts and using the federal forecasted rate. The Selectmen agreed. There was discussion on the overtime wages. Motion by Craig Musselman to table for information on vehicle fuel. Seconded by Priscilla Jenness. 3
Chief Lambert presented. Beach/Lifeguards 4520-52 TABLED Highlights: Chief Lambert noted the increase is due to the call wage change. He would like to address with the Selectmen bringing the lifeguards on scale on the wage grade. The proposed wage is at Grade 1, which is $15.46 per hour. There was discussion on the number of days budgeted for the lifeguard shifts during the season, which was decreased to 82 days from 101 days. Chief Lambert explained the professional training line item will be used to sponsor a lifeguard class. The lifeguards that go to this class would be the employees of Rye. He is hoping to increase the number of lifeguards for Rye by doing this. The lifeguards also need to recertify on a regular basis. In regards to the wage increase, Acting Chair Musselman stated that there are multiple town departments that have requests for step increases and there are union negotiations on-going with raises. The town did not have a problem with attracting lifeguards, as of last summer. He is not sure this is the right time to make this adjustment, compared to all the other requests. He commented that they could consider a smaller increase to see if that has some benefit. Town Administrator Magnant suggested a staggered increase for multiple years of employment. The Selectmen agreed that the wages should be looked at again. Motion by Craig Musselman to table. Seconded by Priscilla Jenness. Public Works Director Dennis McCarthy presented. Town Custodian 4194-02 TABLED Highlights: Public Works Director McCarthy noted the budget increase is for the addition of a new person. This position would also be used for public works. It is a building and grounds position so it was budgeted under government buildings. The intent is to keep the part-time custodian and add a fulltime person who would focus on the town buildings and grounds. Selectman Jenness suggested subcontracting the mowing of the grounds. Acting Chair Musselman stated that rather than adding an employee with full benefits, it would seem that some of the workload could be subcontracted. This might free up other employees to do some of the things that are not getting done. He would like to pursue this first to see if it would work. There was discussion on the need for the position. The Selectmen agreed that other alternatives should be considered. Motion by Craig Musselman to table the Town Custodian Budget. Seconded by Priscilla Jenness. Dennis McCarthy presented. Public Works Building 4194-06 $ 12,660 $12,660 Highlights: Overall costs for the building are lower than previous years. The electricity budget is up; however, heating fuel had decreased. Motion by Priscilla Jenness to recommend $12,660 for the Public Works Building. Seconded by Craig 4
Dennis McCarthy presented. Public Works Personnel 4312-23 $ 714,233 $ 714,233 Highlights: The wage increases are for non-union personnel for the 2% COLA. The wages for union personnel is level, except for the step increases. There was also a change in personnel of a higher paid employee being moved to the Transfer Center. There is a new employee in the position in the Highway Department. Motion by Priscilla Jenness to recommend $714,233 for the Public Works Personnel Budget. Seconded by Craig Dennis McCarthy presented. Public Works Operation 4312-24 $ 652,220 $ 526,220 Highlights: Director McCarthy noted that paving has been increased from 2016 by $25,000. The paving, projects for next year include; Fern Ave, Love Lane, Pollock Drive and possibly the final section of Central Road. Acting Chair Musselman stated that the remote sensing that was done was to see what the level of expenditure is to keep the town increasing average CPI. The results were that Rye s average CPI were the best of any community that they had looked at yet. The economics showed that the current funding level for the town is good and the community will continue to get better. He suggests leaving the budget for paving at $300,000. There was discussion on vehicle fuel and oil. There was also discussion on salt and sand. It was agreed to reduce the salt and sand budget to $77,000 and paving markings to $24,000. The budget for the vehicle fuel and oil will be reviewed and an adjustment can be made at a later meeting. Motion by Craig Musselman to recommend $526,220. Seconded by Priscilla Jenness. Street Lighting 4316-27 $ 5,500 $ 5,500 Motion by Priscilla Jenness to recommend $5,500 for Street Lighting. Seconded by Craig Solid Waste Collection 4323-33 $ 236,469 $ 236,469 Highlights: The only increase is in the health insurance. There are no wage increases in the budget for the fulltime personnel. The wage budget increase is due to the higher wage employee moving to the Transfer Station from the Highway Department. Motion by Priscilla Jenness to recommend $236,469 for Solid Waste Collection. Seconded by Craig Solid Waste Disposal 4324-34 $ 205,450 $ 192,950 Highlights: Director McCarthy noted that the tipping fees have been stabilized with the contract through the District. The transportation costs have been reduced. There was discussion on the hauling and transportation costs. It was agreed to reduce the tipping fees budget to $125,000. Motion by Priscilla Jenness to recommend $192,950. Seconded by Craig 5
Land Management 4520-55 $ 38,660 $ 18,660 Highlights: There was discussion on the 319 Grant and the possible sampling of Awcomin Marsh and Eel Pond in 2017. It was agreed to move $20,000 out of the budget for the 319 Grant match and move it to Fund 12, Beach Cleaning. Motion by Priscilla Jenness to recommend $18,660 for Land Management. Seconded by Craig Beach Cleaning Fund 12 $ 57,771 Highlights: Acting Chair Musselman requested the figures for the environmental monitoring that took place in 2016, plus the costs for adding Awcomin Marsh and Eel Pond, for the next meeting. Finance Director Gillespie noted that $30,000 was added for the 2016 budget. Some of the costs of environmental monitoring have been paid from this budget. There was some discussion on possible sampling at the Harbor Road Bridge and continuing the monitoring for 2017. Motion by Priscilla Jenness to recommend $57,771 for Fund 12. Seconded by Craig Musselman. Planning Administrator Kimberly Reed presented. Planning Board 4191-11 TABLED Highlights: Planning Administrator Reed noted that there are no changes in the budget for Planning, other than the wages for COLA and health. Motion by Craig Musselman to table the Planning Board Budget. Seconded by Priscilla Jenness. Zoning Administrator Kimberly Reed presented. Board of Adjustment 4191-10 $ 13,270 $ 13,270 Highlights: No changes to the budget. Motion by Priscilla Jenness to recommend $13,270 for the Board of Adjustment Budget. Seconded by Craig Building Inspector Peter Rowell presented. Building Inspector 4240-18 TABLED Highlights: Building Inspector Rowell noted that the increase in contracted services is for the town s septic consultant. This covers costs related to septic design review and the pump-out ordinance. The budget reflects an increase of the assistant s hours from part-time to fulltime. It also reflects a new position of a part-time building inspector. The full-time position would include benefits that are shown in the budget. The Selectmen reviewed the revenue that has been generated by the Building Department for the past 5 years. The department is consistently bringing in more revenue than what is being expended. Mr. Rowell spoke in regards to the increase in the work load in the department. 6
There was discussion on the possibility of bringing on a fulltime building inspector and keeping the assistant s position as part-time. Town Administrator Magnant noted that the budget includes a modular unit to provide needed office space for the department. Acting Chair Musselman suggested using the old Sewer Department s Office on the second floor of the Town Hall. It was agreed that the budget would be adjusted for a fulltime building inspector position. Mr. Rowell will bring his revised budget back to the Selectmen. Acting Chair Musselman pointed out that the construction activity is significant in Rye. The Building Department s revenue is more than paying for an additional building inspector. The waste water issues are increasing and need to be dealt with also. There is revenue to cover an additional position. It will not be a tax hit. Motion by Craig Musselman to table the Building Inspector Budget. Seconded by Priscilla Jenness. Gregg Mikolaities & Janet Stevens Recreation Commission Members presented. Recreation Department 4520-50 TABLED Highlights: The Selectmen reviewed the budget and agreed to table for more information on union contracts. Motion by Priscilla Jenness to table the Recreation Department Budget. Seconded by Craig Patriotic Purposes 4583-59 $ 10,200 $ 10,200 Highlights: This budget has decreased from 2016. Motion by Priscilla Jenness to recommend $10,200 for Patriotic Purposes. Seconded by Craig Recreation Revolving Fund 9 TABLED Highlights: Finance Director Gillespie noted the revenue has increased in 2016 to $150,000. The fund balance is $341,774. Mr. Mikolaities and Ms. Stevens reviewed the budget for the Selectmen. It was agreed that the original warrant article that set up Fund 9 would be reviewed as to what expenses can be covered under this fund. Motion by Priscilla Jenness to table Fund 9. Seconded by Craig David Kohlhase presented. Sewer Department Fund 2/4326-90 $ 258,694 $ 258,694 Highlights: Mr. Kohlhase noted the budget has decreased by $2,000. The bond has been paid. The operational and maintenance costs are funded by the users. Motion by Craig Musselman to recommend $258,694 for Fund 2. Seconded by Priscilla Jenness. 7
Finance Director Cynthia Gillespie presented. Executive Office 4130-01 $ 227,642 $ 227,642 Highlights: The wages are increased because of a step wage increase. Professional training has increased to cover the Town Administrator s participation in the ICMA Conference. Motion by Craig Musselman to recommend $227,642 for the Executive Budget, subject to change for the COLA. Seconded by Priscilla Jenness. Finance Office 4150-21 $ 188,034 $ 184,034 Motion by Craig Musselman to recommend $188,034 for the Finance Budget, subject to change for the COLA. Seconded by Priscilla Jenness. Legal 4153-04 $ 100,000 $ 100,000 Motion by Priscilla Jenness to recommend $100,000 for the Legal Budget, pending changes. Seconded by Craig Town Hall Building 4194-07 $ 25,400 $ 17,400 Highlights: Finance Director Gillespie noted that the heating fuel budget was figured at 800 gallons at $1.72. The electric budget was increased to accommodate for the proposed Building Department s modular. If the modular is not going to be used the electric budget could be reduced back to $8,000. Motion by Craig Musselman to recommend $17,400 for the Town Hall Building Budget. Seconded by Priscilla Jenness. Insurance 4196-12 $ 194,663 $ 194,663 Highlights: Finance Director Gillespie noted that the medical reimbursement line is being kept at $20,000., even though it is being done away with in the new plans. The reason is because the insurance claims are sometimes three months behind. This line will cover any lagging reimbursements. Motion by Priscilla Jenness to recommend $194,663 for the Insurance Budget. Seconded by Craig The Board recessed for lunch at 12:00 p.m. The meeting reconvened at 1:00 p.m. 8
Tom Aspinwall presented. Mosquito Control 4414-39 $ 91,200 $ 84,200 Highlights: Mr. Aspinwall spoke in regards to the possibility of hiring a UNH Intern to help with the monthly reporting and record keeping. This is a $3,000 line item in the budget. After discussion, it was agreed to change larvicide to $49,000., leave the monthly activity reporting at $3,000., and take out the street spraying. Motion by Craig Musselman to recommend $84,200 for the Mosquito Control Budget. Seconded by Priscilla Jenness. Jaci Grote presented. Conservation Commission 4611-53 $ Highlights: Ms. Grote noted that the commission is not asking for any changes to the budget. They are hoping to use some money from Land Management to open up access to conservation land that is not currently accessible. Property Maintenance will cover a rock wall that needs to be fixed at Goss Farm and work on the barn. This line item will also cover surveys that need to be completed on conservation property in 2017. She noted that the commission will be ordering more wetland signs and property boundary signs for conservation land. Motion by Priscilla Jenness to recommend $90,000 for the Conservation Commission Budget. Seconded by Craig Dir. A. Richmond presented. Library 4550-58 TABLED Highlights: The Library Budget includes an increase in computer expenses. The wages line has increased to cover COLA and the health insurance. There was discussion on the wages line item. Motion by Craig Musselman to table the Library Budget, pending wage modification. Seconded by Priscilla Jenness. Cemetery 4195-25 TABLED Motion by Craig Musselman to table the Cemetery Budget, pending wage modification. Seconded by Priscilla Jenness. Finance Director Cynthia Gillespie presented. Assessing Office 4150-20 TABLED Highlights: The assessing services line item is based on the contract with Municipal Resources. The health insurance line increase reflects the changes in plans. There is also an increase in the wage line budget. Motion by Craig Musselman to table the Assessing Office Budget, pending wage modification. Seconded by Priscilla Jenness. 9
Cynthia Gillespie presented. Regional Agencies 4197-22 $ 54,871 $ 54,871 Highlights: Children and Family Services has decreased their request by $400. Meals on Wheels increased their request by $363. Area Home Care did not submit their request so they have been taken off the budget for 2017. Motion by Priscilla Jenness to recommend $54,871 for the Regional Agencies Budget. Seconded by Craig Cynthia Gillespie presented. General Government 4199-26 $ 71,000 $ 71,000 Highlights: There is an increase in the internet websites budget for Town Hall Streams and for the GIS System. The town maps budget has decreased. Motion by Craig Musselman to recommend $71,000 for the General Government Budget. Seconded by Priscilla Jenness. Health 4411-37 $ 5,485 $ 5,485 Highlights: The Health Officer stipend has increased, which is the first time in approximately six years. Motion by Priscilla Jenness to recommend $5,485 for the Health Budget. Seconded by Craig Historic District 4589-54 $ 1,000 $ 1,000 Motion by Priscilla Jenness to recommend $1,000 for the Historic District Commission Budget. Seconded by Craig Direct Assistance 4442-44 $ 46,000 $ 46,000 Motion by Priscilla Jenness to recommend $46,000 for Direct Assistance. Seconded by Craig Parsonage Fund 5 $ 11,627 $ 11,627 Motion by Priscilla Jenness to recommend $11,627 for the Parsonage Budget. Seconded by Craig Cynthia Gillespie presented. Debt Service 4711-67/4790-67 $ 523,795 $ 524,795 Highlights: The lease-purchase on the dozer will be paid in 2017. One of the land purchases will also be paid in 2017. It was agreed to add $500 for a BAN. Motion by Craig Musselman to recommend $524,795 for the Debt Service. Seconded by Priscilla Jenness. 10
James Tegeder presented. Heritage Commission 4590-57 $ 4,300 $ 3,800 Highlights: It was agreed to decrease the Contracted Services Budget to $1,500 from $2,000. There was discussion on the commission s upcoming fundraisers. Motion by Priscilla Jenness to recommend $3,800 for the Heritage Commission Budget. Seconded by Craig Elections 4140-03 $ 4,625 $ 4,625 Motion by Priscilla Jenness to recommend $4,625 for the Elections Budget. Seconded by Craig Town Clerk 4140-13 $ 14,600 $ 14,600 Motion by Craig Musselman to recommend $14,600 for the Town Clerk Budget. Seconded by Priscilla Jenness. Energy Committee 4620-46 $ 600 $ 600 Energy Committee Members spoke on the work of the Energy Committee in 2016. This will be the first budget for the Energy Committee. Motion by Craig Musselman to recommend $600 for the Energy Committee Budget. Seconded by Priscilla Jenness. III. OTHER BUSINESS The Selectmen reviewed the Capital Outlays. At 2:55 p.m., Craig Musselman made a motion to go into Non-Public Session per RSA 91-A:3, II (a) Personnel. Seconded by Priscilla Jenness. Roll Call: Musselman Yes, Jenness Yes The Board came out of non-public session at 3:55 p.m. ADJOURNMENT Motion by Priscilla Jenness to adjourn at 3:55 p.m. Seconded by Craig Musselman. All in favor. Respectfully Submitted, Dyana F. Ledger 11