TOWN OF FITZWILLIAM
2009-2010 Budget Committee Meeting
Thursday, January 07, 2010
- Present: C. Yon, T. Parker, S. Hagstrom, M. Nolan
F. Bateman, B. Doerpholz, B. Thomas, W. Brown, W. Wright
Meeting opened at 7:00pm by S. Hagstom.
B. Doerpholz made a motion to accept 12/17/2009 minutes as written; F. Bateman 2nd. T. Parker updated the committee about on-call status with the ambulance personnel. He stated that the BOS had met with the Firewards and that on-call pay as of 1/1/2010 will be $1.50/hr. If they get called out then their regular rate of pay applies ($7.25/hr). T. Parker also stated that all on-call must be reported to the BOS. The Firewards had informed the BOS that on-call had been taking place since 4/1/09, which the BOS was unaware of until recently. T. Parker said that the issue was still being discussed, as well as if there is the need for on-call, with the Firewards. C. Yon asked if the submitted request for the ambulance budget for 2010 would go down $10,000, which was
approximately the cost for on-call in 2009. The ambulance over expended part-time salary in 2009 and most was to cover on-call time. B. Doerpholz asked if the Firewards will be resubmitting an ambulance budget for 2010. T. Parker stated that he did not know if they would but the BOS recommendation for that budget would reflect the change to pay rate for on-call. S. Hagstrom asked Heidi to send the Firewards a letter asking for a revised budget.
The committee briefly discussed the spending policy for the town and how the BOS try to enforce it. C. Yon told the committee unofficially that the Firewards have decided to not request a new ambulance in 2010 and that they will be taking a vote and getting the results to the Board. The topic of specifications for the new ambulance was briefly discussed and J. Mattson stated that when the time does come the Firewards will present the town with a detailed, itemized list along with their request.
Minutes passed with the addition of update.
Cemetery
M. Grab, J. Mattson
S. Hagstrom asked to review the issue of the truck first. M. Grab indicated that Tim Austin had reviewed the truck before it was put away for the winter and gave them an estimate of $500.00 to repair rust and frame. M. Grab told the committee that in 2005 $2165.00 was spent on repairs, 2006 $291.00, 2007 $637.00, 2008 $866.00 and 2009 $631.00; averaging $500.00 per year.
M. Nolan asked about the condition of the engine, transmission and brakes. M. Grab said there were no noticeable problems.
The specification for a “new” used truck for the cemetery was discussed. M. Grab said they just want a “plain jane” (2WD, single cab, short bed) but they are difficult to find. He voiced his concern about getting another State surplus vehicle because high mileage and lack of body care.
B. Doerpholz explained that the committee had discussed this issue and thought that $1500.00 for repairs in 2010 budget to fix the current truck would be the best direction on this issue. Would $1500.00 be enough? M. Grab stated that he hoped they wouldn’t need any more than that. The committee suggested that specifications for replacing the truck be ready for the 2011 budget season.
Bidding out mowing and trimming was discussed. M. Grab handed out a memo referencing the mowing/trimming costs of the Village and Pine Grove cemeteries. Basically, the memo compared estimated costs for the town to do the mowing/trimming ($9968) to an estimate from an outside contractor ($11,700). C. Yon stated that the Cemetery personnel cost does not factor in any equipment requests that would affect the budget. This could potentially raise the cost for the town to do the job. M. Grab stated that maybe $250.00 should be added to the $9968 to factor in any equipment that may need to be purchased for mowing/trimming. M. Grab also advised the committee that very few NH towns contract out trimming and mowing. M. Nolan asked if M. Grab knew of any local town that contracted this out.
M. Grab said that he did not. B. Thomas commented that a company would be out to make a profit where the town is “non profit” and try to keep their costs down.
S. Hagstrom asked if there were any questions regarding the Cemetery truck or bidding issue. There were none.
Energy Committee
C. Beckwith, K. Beckwith
T. Parker stated that at the Jan. 6, 2010 BOS meeting the Selectmen voted to formally establish an Energy Committee. He advised that they can now have the backing of the town financially and legally. He said that he believes they had decided on having 5 members for this committee. C. Beckwith indicated that currently it was herself, Connie Porter and Sue Rolke.
C. Beckwith handed out a fees sheet for assessment for budgeting purposes. She stated that funds will not be necessary if the town receives the grant they are going for. C. Yon stated that some money will be necessary because the audit done in 2009 on the Public Safety Bldg. will be invoiced for 2010. He asked C. Beckwith what that cost will be. She stated that she thought the audit fee was $800.00 plus an additional $200.00 will be necessary for printing that report.
C. Beckwith reviewed with the committee the process for writing the grant and the steps, along with due dates, necessary to be considered for the grant. C. Beckwith also asked the committee if anyone would be available to help with this process or if anyone knew someone who would like to participate on the Energy Committee.
T. Parker reviewed how the Energy Committee funds would be appropriated. They would be a sub-committee of the BOS. He stated that once the Energy Committee’s budget request was approved at Town Meeting that would be all the funds available to them. He stressed that an accurate figure needs to be requested. The Energy Committee needs to think about what they want to accomplish in 2010 and not count on any grant funds. B. Doerpholz stated that the grant indicates that “up to 100% of project costs granted”; what if we (the town) do not receive 100% of our request. T. Parker stated that we would do as much as the funds would cover. C. Yon asked if there were any costs related to the grant. C. Beckwith stated she does not believe there would be any cost to the
town.
The committee reviewed results of the audit performed on the Public Safety complex and recommendations for changes and energy savings (energy efficiency retrofits) for that building. They also discussed the next audit, which would most likely take place on the Town Hall.
After some discussion and review the following figures were determined:
Audit on Safety Complex $ 800.00
Related printing fees to audit $ 200.00
Audit for Town Hall $1500.00
Reports for Town Hall audit $1000.00
Proposed total request: $3500.00
T. Parker said that the BOS will decide which budget this request will be added to, as a sub-committee to the BOS.
There was no further discussion about the Energy Committee.
Review
Committee discussed the Cemetery truck issue. Repair vs. purchasing “new” used truck. All members agreed that it would be very difficult to get the support necessary to purchase a truck this year.
S. Hagstrom asked Heidi to draft a letter to the Cemetery Commissioners informing them of the decision to keep the current truck, request $1500.00 for repairs in 2010 budget request and ask that they prepare request for new vehicle for the 2011 budget season.
Next meeting January 14, 2010
Budgets to be reviewed:
Code Enforcement
Selectmen
General Government Buildings
Motion was made to adjourn. Motion 2nd.
Meeting adjourned 8:40pm.
Respectfully submitted,
Heidi L. Wood
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