TOWN OF FITZWILLIAM
2008-2009 Budget Committee Meeting
Thursday, December 18, 2008
- Present: Skip Hagstrom, Frank Bateman, W. Wright
B. Doerpholz, T. Parker, C. Yon, B. Thomas, M. Nolan
December 11, 2008 meeting was cancelled due to weather. Conservation Commission was rescheduled to tonight for review of their budget.
S. Hagstrom asked that the review of Minutes wait until the start of the work session.
Conservation Commission
D. Zug, B. Green, P. Kottila 7:08pm
S. Hagstrom asked about non-expended items; even though money was not expended at all in 2008 requests are being made for the same amounts in 2009. P. Kottila stated that one line, 120 Part-Time Salary, is for a part-time secretary which they have been unable to fill. They want to keep the funds in hopes that an individual will be found for the position. B. Green stated that it’s difficult to find someone for only 5-6 hours per month. There was some discussion on reducing the line to $300.00. C. Yon explained that if a secretary was found the funds would need to be in the budget ,then if more money was needed then could cover from other lines or request money from General Fund through the Select Board.
C. Yon asked what line 315, Consulting Services, covers. P. Kottila explained that this covers Southwest maps and publications, NRI and soil maps.
353 Advertising covers legal advertising as necessary, surveys and Newsletter.
550 Printing was discussed at length. It was explained that this line is to cover printing the Natural Resources Inventory, planned to print in spring of 2009, and a reprint of Trail Maps. T. Parker asked how many copies of the NRI did they anticipate printing and if they had an estimate yet. D. Zug stated that the initial printing would be 50 copies at an estimated cost of $11.00/copy. D. Zug stated that the Town of Hancock had an initial printing of 50 copies of their NRI with 4 more printings of 50, for a total of 250 copies. T. Parker asked why they were requesting $3500.00 when the initial printing of the NRI will be only about $550.00. B. Green pointed out that the amount also included reprints of the Trail Maps. It was asked if they had an estimate of the cost to print the
Trail Maps yet. They did not have a figure available. B. Doerpholz asked about electronic copies of the NRI and/or Trail Maps (pdf) accessible through the website and the town library. Everyone thought this idea should be investigated.
670 Book/Periodicals RSA for Land Use/Planning a copy for every member.
689 Signs B. Doerpholz asked why $190 was expended when no funds were requested. D. Zug stated that this was for Town Forest signs. B. Doerpholz asked if this was a one time expense. D. Zug stated that they should be all set for now.
Other Charges & Expenses were discussed which covers attendance fees and travel expenses for meetings and training. P. Kottila explained that this can fluctuate depending on how many members attend what meetings. They try to attend Southwest regional Planning meeting, different workshops and law lectures.
T. Parker asked if the total expended, without Capital, was an accurate figure for the year. C. Yon stated that his figures for this department indicated they have expended $1218.37. T. Parker asked that if they only expended $1218.37 for the year why were they asking for $7500.00? T. Parker stated that he feels the requested budget should reflect the needs of the department. P. Kottila said they could remove $1500.00 from Printing. B. Doerpholz asked if a fee could be charged for the NRI? B. Green stated that the funds from the sales would not go into the Conservation budget but into the General Fund. B. Doerpholz stated that at least the expense would be recovered. D. Zug said that the first printing would be for town employees/committee members so no fee should be charged
for those. After some discussion it was agreed that the Conservation Commission would reduce line 120 to $300 (less $1000) and line 550 to $2000 (less $1500) reducing the total requested without capital to $5000.00. This makes the total requested including the $15,000 for line 710 to $20,000
C. Yon asked about the cost for setting up easements. P. Kottila explained that the Monadnock Conservancy covers costs then bills the Town at the completion of the project. P. Kottila thought that the cost would be about $6000.00. C. Yon asked if this would need to be put into the operating budget. T. Parker stated that there was plenty of money in a non-lapsing Trust Funds for Land and Easements to cover this. P. Kottila stated that he feels that it is not a standard operating expense and should not be in the operating budget.
S. Hagstrom asked if there were any more questions for Conservation. There were none. Conservation complete at 7:41pm
BUDGET WORK SESSION
B. Doerpholz made a motion to accept the minutes from 12/04/2008 as presented. M. Nolan 2nd. Motion passed in the affirmative.
C. Yon stated that the Library revised their budget. Copies of the revised budget and warrant articles were handed out. Committee discussed changes. Basically the software used to run the library needs to be changed and/or upgraded. S. Massin does not have a specific cost yet. The Select Board advised that they prefer a warrant article so the town’s people can see the expense, since it is a one time expense and S. Massin would be responsible for explaining the expense at Town Meeting. S. Massin would prefer it in the operating budget. T. Parker explained that the Library’s budget is handled differently than any other department in town. The Library receives lump sum amounts throughout the year and can expend as they see fit. Also, any remaining funds at the
year-end stay with the library, unlike other departments whose extra funds go back into the General Fund. B. Doerpholz asked if they have the funds to cover the ILS out of their current budget. T. Parker stated that he was not sure but it’s possible. C. Yon looked through last year’s Annual Report and stated that the library generally carries over $5000-6000. The Select Board thinks that a non-lapsing Warrant Article should be presented for the ILS and the expense should not be put into the operating budget. S. Massin needs to present an actual figure of what the project will cost.
C. Yon stated that the figures presented could be misleading and that how S. Massin budgets may be different than other departments. An example of this is line 670 Books/Periodicals. $8300.00 was expended but only $1500 was approved for 2008. Additional money for this comes from outside sources such as Friends of the Library. It was suggested that perhaps the Library should present 2 different reports; it may be easier to assess.
Reducing line 411 Heat and Oil was discussed. It was decided that the amount should remain because the town is locked in through 8/2009 at $3.899/gal. of oil.
Line 341 Telephone was questioned. C. Yon stated that the most recent figures the Selectmen have indicate that $945 has been expended for telephone yet $2400 is being requested. F. Bateman suggested that perhaps this includes internet expense even though that should be listed under line 390. This figure needs to clarified.
It was pointed out that $80,000.00 of the overall budget is for salary and related costs.
Motion made to adjourn. Meeting adjourned 8:25pm
Respectfully submitted,
Heidi L. Wood
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