TOWN OF BRADFORD
BUDGET COMMITTEE MEETING
OCTOBER 18, 2012
6:30PM
Call to Order and Roll Call:
Dick Keller, Chair called the meeting to order at 6:30pm with Jon Marden, Don Jackson, Beth Rodd, George Cilley, Will Hurley, Cheryl Behr, Administrator and Marge Cilley, Secretary present.
Review and Consideration of July 19, 2012 minutes:
Motion was made by George Cilley to approve the minutes as presented. Seconded by Will Hurley. Two questions were asked, one being the servicing of the Town Clock, at the Church, which has been done per George Cilley, and paid per Cheryl Behr and the Cruiser which has been taken to the State Auction around the 13th.
Motion carried 6-0 unanimously.
Mention was made that no one had attended the 2012 Budget Workshop on Sept. 18th.
Discussion with acting Road Agent:
The Acting Road Agent did not attend tonight’s meeting. Discussion regarding highway budget regarding funding for the plan which was presented to the CIP committee which constitutes $607,000 plan for the next two years. Process of bond or note possibility for the road agent to move ahead with the highway program.
Discussion of third quarter report:
The 3rd quarter report was received via e-mail by the members and general comments were made and discussed.
4140 Election, Registration & Vital Statistic:
Erica Gross, Town Clerk advised she has the Moderator and Clerks covered
for the upcoming election from other sources.
4152 Revaluation of Property:
Cheryl Behr advised there is some revenue from Intent to Cuts of which there
have been more this year, however, does not off-set Revaluation figure
increase.
4210 Police Department:
Cheryl Behr explained the overtime in the Police Budget includes the DWI
Controls etc. which is reimbursed by fees from the State.
Cheryl Behr advised Revenue Sheets could be run quarterly which the Committee stated would be appreciated.
Cheryl advised there are now two lines in the Police Department showing detail: one for the change in N H Retirement which have to be split out, some in calculations and some not, in lines 1212 and 1213.
Also, all expenses recorded include rentals etc. in line 7500 per Cheryl.
4225 Rescue Squad:
Cheryl Behr will check on repairs under 4303, does this include radios was questioned?
4312 Highway Department:
#1102 – Administrative Leave was questioned, and Cheryl advised this is looked at every week and adjusted from part time wages into administrative leave. It was also questioned if there was a time frame for this to which Cheryl replied until the issue is resolved. Cheryl advised one load of salt is $1900.00 and in the Month of December we can go through four to six loads of salt. There is a $5,000 reserve for salt at this time. Part time help will be used for plowing. Uniforms have been cut down to two people per Cheryl.
General Ledger concerns:
Jon Marden has a spread sheet for General Ledger. No questions regarding same.
Dick Keller questioned under Executive- Special Projects and Cheryl advised this is for the Town Hall Restoration Committee’s secretary and the Selectmen will discuss this.
Lighting was discussed again, especially in front of the Community Center with the new curbing to be stepped over at the entrance walkway.
4220 Fire Department:
No figures have been presented by the Fire Dept. per Cheryl.
4240 Building Department:
Building Inspector works five or six hours per week. It was thought a lot of people are being missed. A building on East Washington road was questioned if it is being checked on? It was noted that the Selectmen have been made aware of this.
4323 Solid Waste Collection:
Cheryl Behr advised the full time position has been reinstated. Cheryl also stated that Collection and Disposal compliment each other but is not showing in the current printout.
Will Hurley questioned if when a department goes over their budget are the Department Heads made aware of it? Cheryl stated she advises them, and the Selectmen are approached for coverage. Will suggested the departments let the budget Committee know via a note when going over budget. Conversation ensued.
Cheryl advised the figures in the “Amendment column” can change as necessary.
Cheryl Behr advised Erica Gross, Town Clerk has had her budget done three weeks ago and has done an excellent job in a multitude of suggestions of how her budget works best for her. Erica stated her budget is down for which the board said “Thank You” Mention was also made of the Town Clerk’s office being open on two Saturdays a month. Erica advised that is working very well.
Cheryl Behr advised Trudy Willett is currently not being paid out of Executive budget and Maureen’s extended hours are being paid out of those funds.
Cheryl Behr advised Four hundred thousand ($400,000) in TAN notes was taken out earlier in the year. When bills go out, this will be re-paid.
Tax Rate person will call Cheryl on Monday to see if there are any changes in figures.
Then a preliminary rate will be given for decisions.
Cheryl Behr handed out a paper from Local Government Center regarding the Medical program renewal rates, and the Return of Surplus Medical and Dental recommendation, in the form of Contribution Holidays over the next two years. It was stated that in order to be eligible for a specific Contribution Holiday you have to have been enrolled in the specific coverage for which surplus is being returned as of December 2011 and continuously participating in that coverage until the billing cycle when the Contribution Holiday is applied.
Cheryl advised they have met with and are waiting for a quote with Davis and Towle Insurance Company. Discussion ensued.
Cheryl Behr brought up the pre-school room shades and if they are going to purchase them or if the town is, which could be taken out of this year’s budget in the two thousand dollar ($2,000) range.
A notification was given Cheryl by Nancy Mayville from DOT regarding the Bement Bridge Grant, the Federal Government will pay 80%, the state will pay 80% of the remaining 20% leaving the town responsible for $11,000. A round of applause was given Cheryl for her work done on this.
** See correction at end of these minutes.
Jon Marden suggested that when all the department budgets are in, voted on by the Selectmen there be a master list given on a colored sheet so when a judgement has been made they will know what they are looking at. One person needs to verify the accuracy, write those figures down and forward to Cheryl to be updated on one list, so that the next Budget Committee meeting will have those numbers listed added to that master sheet that they are working off. Unlike previous years, that will give the board one master sheet with updated figures and they will be able to fill in the blanks.
Cheryl questioned if she should wait until the Selectmen have reviewed all of them or as they come in. Dick Keller, Chair advised when they all come in, that way they would have a better idea of the total. Discussion ensued. Consensus of the Board was in agreement to persue this procedure.
Fund Balance Sheet:
Cheryl Behr handed out a sheet for General Fund Balance to fall between $240,000 and $816,00, which the State requires the Fund Balance to be between 5% and 17% of the operating budget.
Cheryl advised there are already a handful of Department Heads budgets for the Selectmen to review.
Public Comments:
Mark Keith brought up the Heating of the Town Sheds which was discussed.
Will Hurley questioned if perhaps the Department Heads should be responsible for their own budgets.
Cheryl Behr was thanked for her help.
The Selectmen will meet next Monday and the party for Edythe Craig and the Police Dept. employees will be held at Appleseed at 7:00pm was mentioned.
It was mentioned that the Library is requesting a Children’s Librarian.
The Budget Committee will be scheduled after talking with the Selectmen, probably in two weeks.
There being no other business, meeting adjourned at 8:20pm
Respectfully submitted,
Marjorie R. Cilley
Secretary
**Correction:
Cheryl Behr forwarded new calculations for the Bement Bridge report on Oct. 20, 2012.
The percentages of coverage are: The Federal Government bears 80% of the total cost on $772,000., and the State sharing the local match (20%) at the rate of 80% and the town at 20%.
The sharing cost reduces the towns share from $154,400 at $30,000 (Not the $11,000 previously reported) from the total, which can be raised in two years.