Budget Committee November 3, 2016 Present: Jerry O Connor, Chairperson; Dave Mankus; Bonnie Cyr, School Board Rep; Lisa Kimball; Priscilla Colbath; Lino Avellani; Charlie Edwards, Selectmen s Rep; Howie Knight; Denny Miller; Carlene Stewart; Nancy Spencer Smith; Teresa A. Williams, Town Administrator; and Toni Bodah. Donna Martin filmed the session. Various department heads and committee representatives were present as indicated below. Parks & Rec - Wayne Robinson Ms. Kimball noted that the lines for recreation holiday programs and recreation programs were combined. Mr. Robinson confirmed this, noting other lines were also combined. Ms. Kimball asked whether the user fees for each program go into Fund 5. Mr. Robinson stated that the money received goes back into the program, such as for officials, equipment, uniforms, etc. Ms. Kimball believes that the taxpayers are paying for the same thing as the users are paying. Mr. Robinson stated he has been working to make a change over the last several years. He met with the Town s auditors at the end of 2015. Revenues to Fund 5 were about $59,000, with $59,000 having been spent out of that fund. He stressed that the cost to participate in the programs would be higher if the program only relied on a user fee. Ms. Kimball referred to the taxpayers subsidizing the programs. She asked who pays for the trips. Mr. Robinson stated that the participants pay for most, but not all, of that cost. Mr. O Connor noted that not all Budget Committee members have the information on Fund 5 to which Ms. Kimball is referring. A recess was called for copies to be made of Ms. Kimball s information. The meeting was called back to order when the information was distributed (with all members now having revenue and expense reports relating to Fund 5). Mr. O Connor asked whether a combination of Fund 1 and Fund 5 is used to cover the overall cost of programs offered. Mr. Robinson confirmed this. He stated again that user fees would be higher if Parks & Rec relied only on those fees. Ms. Kimball does not believe it is fair to the taxpayers to subsidize the trips. Ms. Kimball referred to a cash balance in Fund 5 of $20,000. Mr. Robinson stated the current balance is closer to $17,000, having started the year at around $28,000. The trips cost more than what the parents are paying in order for the children to participate. Ms. Kimball reiterated that the participants should be responsible for the cost of the trips, not the taxpayers. Mr. Mankus stated that this is a question of philosophy. He stated that many taxpayers have no children in the school system. However, almost all probably are grateful that Parks & Rec offers so much for the youth of our community. Mr. Mankus believes he speaks for a number of taxpayers who have no problem with subsidizing the programs. He suggested we could develop a graph showing the percentage paid by users vs. taxpayers. In any event, we should support this program. We want our children to grow up to be healthy, good citizens, not getting into trouble. Mr. Mankus thanks Parks & Rec for all they do.
Budget Committee November 3, 2016 Page 2 Mr. Miller asked if we began with Fund 5 at $0, added the user fees/revenue, then paid out all expenses, would Fund 5 and up at $0. He stated that Fund 5 should not increase as a result of taxpayers subsidizing the programs. Rather, we should break even. Mr. Robinson stated that did not occur in the past; however, he has been working to get to that stage. He estimates there will still be excess at the end of this year. Mr. Robinson noted that we are currently taking in money for basketball, but most of the expense for that program will occur in 2017. Ms. Williams advised that appropriations not spent from Fund 1 will go toward the surplus. Ms. Kimball stated that this process only subsidizes those participating in Parks & Rec programs, as opposed to the other day cares in town. Mr. Robinson stated that all youth in town, including those attending other day care centers, are welcome to participate in trips and events. Mr. Edwards believes most taxpayers would not have an issue with subsidizing these programs. Mr. O Connor stressed that the Budget Committee only has control over the Fund 1 budget, in this case, line 01-45201-681. Mr. Mankus asked for an estimate as to how much of the cost of operation is paid by the taxpayers compared to the users. Mr. Robinson stated that approximately $60,000 in user fees comes in and goes out, while $16,900 is appropriated in the Fund 1 budget. Ms. Williams asked whether some money remains in Fund 5 for fireworks. Mr. Robinson stated it does. The purpose of the fundraiser is identified as part of the event, such as the golf tournament. Money for the ski program is coming in now, but it won t be spent until March. Ms. Kimball noted that the request for line 01-45201-681has been reduced and asked why. Mr. Robinson advised it was reduced in an effort to spend more money out of Fund 5. After review of some of the numbers provided, Ms. Smith estimated that the taxpayers are paying for about 20% of the programs. Ms. Stewart asked whether participation would remain stable if the user costs were increased. Mr. Robinson stated they would definitely have fewer participants. Some events are provided free of charge. Without the Fund 1 appropriation, this would cease to be the case. Mr. Mankus moved the section total at $155,117. Mr. Edwards seconded the motion, which passed 9-1-1. Town Hall Annex - Wayne Robinson Mr. Knight noted there has been no expenditure from the water line (01-41942-412). Ms. Williams advised that due to a past issue, this account has been in a credit position. We do not expect that to continue into 2017. Ms. Smith moved the section total at $11,610. Mr. Miller seconded the motion Public Safety - Ambulance - Chief Todd Nason Mr. O Connor estimated revenues at approximately $202,081. Mr. Miller asked whether many bills are written off. Ms. Williams stated we have not written off bills this year, and
Budget Committee November 3, 2016 Page 3 the Board of Selectmen has waived only a few balances at low values. Better information is being obtained at the scene, which is resulting in better revenues. Chief Nason advised that night coverage is currently in good shape. An adjustment in the stipend for premium night coverages (Friday, Saturday and Sunday nights) was made by the Selectmen. Mr. Miller moved the section total at $184,089. Mr. Knight seconded the motion, Public Safety - General Fire - Chief Todd Nason The salary line (01-42201-120) was adjusted to reflect the increase in stipend for premium night coverage. Mr. Miller noted that dramatic increase in the gas line (01-42201-635). Chief Nason advised that the new ambulance uses gas, and he is unsure how much will actually be necessary. Ms. Kimball referred to the low expenditures from the hydrant line (01-42201-630). Chief Nason noted that there was not much snow to plow last year. The Town cannot plow out the hydrants because many are on private roads. Mr. Miller moved the section total at $209,822. Ms. Smith seconded the motion, Public Safety - East Wakefield Fire - Chief Nason Mr. Miller moved the section total at $4780. Ms. Stewart seconded the motion, Public Safety - Union Fire - Chief Nason Mr. Miller moved the section total at $4500. Ms. Smith seconded the motion, Public Safety - Forest Fires - Chief Nason Mr. Miller moved the section total at $2001. Ms. Kimball seconded the motion, Mr. Miller asked about new equipment. Chief Nason will recommend $40,000 for the Firetruck CRF and $39,000 for the Ambulance CRF. He needs to move up to a 5-year rotation due to the high number of calls. (Ambulance calls are up; fire calls are down.) He hopes to put vinyl siding on the East Wakefield station. Mutual aid relationships are normal. Voter Registration Ms. Colbath moved the section total at $2027. Ms. Kimball seconded the motion, Financial Administration - Angie Nichols Most importantly: Thanks for the great cookies, Angie!! Mr. Knight noted that bank fees have increased this year, although they are lower than when we had the lockbox. Mr. O Connor referred to the wage line. Ms. Williams advised that the increase reflected
Budget Committee November 3, 2016 Page 4 in this request represents half of the significant increase necessary in order to place Ms. Nichols where she should be on the wage chart. Ms. Smith asked whether the line for Registry of Deeds (01-41509-820) would be expended. Ms. Nichols stated she would have a number of documents going to the Registry for recording. In addition, several other departments use this line. Ms. Bickford suggested that in the future this line might be reduced as a result of CCRD now having information available on line. Mr. Knight moved the section total at $89,202. Ms. Kimball seconded the motion, Assessing Rosemary Stewart and Cindy Bickford Ms. Smith moved the section total at $115,574. Ms. Kimball seconded the motion, Public Assistance Arlene Fogg Mr. Knight referred to the low expenditures for direct vendor payments. Ms. Fogg noted that last winter was mild and she was able to utilize other programs. She is already seeing a lot of activity for this season. Mr. O Connor asked whether Ms. Fogg works with Cross Roads. Ms. Fogg confirmed this. Mr. Miller asked how the applicants are transported to Portsmouth. Ms. Fogg stated that the Police Department sometimes transports from one town line to another. Sometimes there are other transportation options available. She personally does not transport anyone. Ms. Kimball asked about the software line (01-44411-342). Ms. Fogg advised she just submitted an invoice for payment. This software allows surrounding towns to share relevant information regarding potential clients. She also has incurred additional expense for mileage reimbursement (01-44411-637). Mr. Miller moved the section total at $48,536. Ms. Kimball seconded the motion, General Gov t Personnel Benefits Ms. Williams advised this is year 2 of a 2-year commitment to this carrier. Despite predictions, the Town will see only a 5.3% increase in plan costs for 2017. The amount listed reflects an 88/12% split between Town/employees. Ms. Smith moved the section total at $863,449. Ms. Colbath seconded the motion, General Gov t General Administration Ms. Kimball referred to the increase in payroll processing (01-41991-391). Ms. Williams explained that the Board of Selectmen has agreed to use an on-line timesheet program no more paper! This system would still require Department Head approval prior to being forwarded to the payroll company for processing. This program would eliminate the current need to double-key information. Ms. Williams plans to use the system first at Town Hall, then add other departments. The Highway Department may decide to use a fingerprint log-in. The result of this change should be more efficient use of time. The program will track earned time, which is currently tracked manually, and which will now appear on each pay stub.
Budget Committee November 3, 2016 Page 5 To clarify, the cost listed includes all Town employees; however, we will first implement its use at Town Hall. Ms. Williams recommended that the postage line (01-41991-625) could be reduced. Although this line is hit when postage is purchased, the eventual use is charged to the relevant departments. Mr. Edwards moved to reduce line 01-41991-625 to $1200. Ms. Colbath seconded the motion, Mr. Miller referred to the part-time maintenance line (01-41992-120). Ms. Williams explained that a maintenance person was hired in April. However, the Director of Public Works (who came later) indicated the Highway Department could assume that duty. The former part-time maintenance individual is now a fulltime employee of the Highway Department. Ms. Colbath moved the section total at $87,110. Mr. Knight seconded the motion, General Gov t Insurance Ms. Williams provided the Committee with a revised figure for unemployment (01-41961-250) at $2609. Mr. Miller moved the section total at $100,068. Mr. Knight seconded the motion, Mr. O Connor referred to the minutes of October 29, 2016. Ms. Colbath moved to approve the minutes as presented. Ms. Cyr seconded the motion, which passed 11-0. Mr. O Connor noted that the Committee had expected to meet on November 10, 15 and 22 to review the proposed School budget; however, this budget is not ready for review. Ms. Cyr explained that the School Board needs the availability of both the Business Administrator and the Superintendent; however, that has been difficult to accomplish. She hopes that Board will finalize a portion of the proposed budget on Monday, November 7. Mr. O Connor expressed concern at not being advised in a timely manner of the likely need to reschedule these meetings. He suggested the possibility of the Budget Committee deciding to level-fund the School budget, and to allow the School Board to address the Committee with any proposed changes. Mr. Knight understands Mr. O Connor s frustration; however, the School Board is also involved in contract negotiations, which represents a large part of that budget. Mr. Miller asked Mr. Avellani (as a State representative) whether he foresees any change with respect to NH Retirement payments. Mr. Avellani shares Mr. Miller s pain but sees no change. He personally believes it should be phased out. Discussion returned to review of the proposed School budget. It was ultimately decided to cancel the meeting of November 10, but to tentatively keep November 15 & 22 as scheduled.
Budget Committee November 3, 2016 Page 6 Ms. Williams noted that so far, the 2017 municipal budget is $3600 less than the 2016 budget. We may need to adjust gas lines at a future meeting. There being no further business, the meeting adjourned at 8:01 p.m. Respectfully submitted, Toni Bodah, Secretary