TOWN OF FITZWILLIAM
2011-2012 Budget Committee Meeting
Thursday, December 1, 2011
- Present: P. Thompson, N. Carney, B. Doerpholz, S. Hagstrom,
V. Doerpholz, B. Thomas, W. Brown, F. Bateman, W. Wright, M. Nolan
Meeting opened at 7:00pm by S. Hagstom.
A motion to accept the Nov. 17, 2011 minutes as written was made; the motion was 2nd. Motion passed in the affirmative.
Supervisor’s of the Checklist
M. Best, J. Wright, J. Camden
M. Best explained that this budget is based on the 4 2012 elections plus one, if necessary. She stated that the increase in elections will affect primarily the salary line (and related benefits), office supplies and advertising.
S. Hagstrom asked if mileage was to attend training. M. Best said yes, that they might need to travel to Concord for training.
M. Nolan asked who was considered part-time and who was elected officials. M. Best explained that ballot clerks and Assistant Moderator were considered part-time and paid out of that line and that Supervisor’s and the Moderator were elected officials and paid out of that line. Previous budgets had all in one line (part-time) and they thought it would be easier to track if separate.
P. Thompson stated that she thinks that they may have miscalculated their salary need for 2012. She explained that for each election:
(3) Supervisor $120.00 ($360)
Moderator $100.00
Asst. Moderator $100.00
(2) Ballot Clerk 85.00 ($170)
$730/election
Budgeting for (5) elections. Total salary for elections equals $3650.00. In addition, each Supervisor receives a $300 stipend ($900). $3650 + $900 = $4550.00.
B. Doerpholz stated that $4500 was budgeted for 2010 when there was a similar election calendar.
M. Best stated that they would recalculate and submit a revised budget. P. Thompson stated that they should recalculate related benefits (Medicare and social security) as well.
M. Best reviewed the remaining budget request with the Committee. There were no additional questions or comment.
Tax Collector
J. Wright
J. Wright presented the 2012 budget request. She stated that part-time salary has decreased because the current Deputy Tax Collector is at a lower pay grade than the previous.
She asked the committee to increase line 315 Contract. Svc to $2360 (for Avitar) because she just received the information for 2012 and had based her request on 2011 fee.
J. Wright explained that line 550 is over expended in 2011 because the Town did not receive a bill for the December 2010 tax bill printing until Jan. 2011. In addition to that bill, the Town had the July and December 2011 tax bills printed.
J. Wright asked the committee to revise Line 562 Software Purch/Upgrd to $300 (reduce an additional $300 for a total reduction of $500). This is for the tax kiosk.
Line 560 needs to be revised to $75.00. Currently this covers only the Dues for the Tax Collector’s Association. Funds to cover the antivirus used on the computers at Town Hall should also be in this line ($55.00).
Total 2012 request should read $30,332.00.
P. Thompson pointed out that the approved 2011 budget should read $30,967, not $33,117. This would reduce the decrease to $635.00. This is still a reduction in budget request.
J. Wright stated she would submit a revised budget request.
S. Hagstrom asked the BOS members present if they heard about M. Grab’s idea of having a third part-time, on call, seasonal employee. Asked if this would be covered. B. Doerpholz said they would either have to find the funds in the present budget request once approved to cover the additional salary or amend the request to add additional salary and asked to have that amended budget approved. They just cannot over expend the overall budget once approved.
Committee members received a copy of the letter the Town received from Fire Mutual Aid. This explains the changes to how the Town will be charged for the services provided by Fire Mutual Aid. P. Thompson explained that an additional line would be added under Public Safety to cover fee being charged directly to the Town for dispatching.
Committee received a revised budget for Planning, ZBA. This has been revised because of Health Insurance. P. Thompson explained the changes to employees health benefit and advised the committee that they should be seeing revised budgets from departments that have full-time employees that receive Health Insurance. She advised that it is an overall reduction to the Town for 2012. Same percentage breakdown as before: 12% employee, 88% Town.
B. Doerpholz told the committee members that the BOS decided on no COLA for 2012. M. Nolan voiced concern over no COLA because he feels this is based on insurance costs and seems unfair to the part-time employees who do not receive insurance benefits from the Town. BOS members stated that this is not to penalize any employee, just trying to do what is best for the Town.
Town Clerk
H. Wood
H. Wood presented the 2012 budget request for Town Clerk’s office.
She has requested a step increase based on 2010 figures compared with Richmond. Richmond’s Town Clerk’s salary was higher in 2010 with activity significantly less.
550 Printing covers programming and ballots for Local election and programming for State elections. Budgeted for 4 elections, which are scheduled. If Town required a Special Election chances of using the AccuVote machine are very small. Would most likely be a hand count vote.
H. Wood explained the increase to line 620 Office Supplies. The Lexmark printer cartridge is very expensive and the State is planning on using that printer to print forms, not supply them. H. Wood said she anticipates a lot of what the State provides to decrease and stop over the next year or so. A lot of the burden will be placed on the Town. The State has already informed us that they will no longer replace State issued equipment. M. Nolan asked about increasing the agent fee to help offset expenses. H. Wood explained that RSA 261:74-d states that agent fee can not be more than $3.00 which the Town is currently at (raised from $2.00 in July). There is talk that this RSA may be revised and fees may be increased. If the RSA were changed the BOS would decide whether or not
the Agent fee would increase since the Town Clerk is not paid on a fee basis.
Line 840 Special Projects In the past this line was used to preserve vital records. There are currently 8 volumes left. This has been suspended until economy gets better. H. Wood has asked that $100 be left in this line in case the Secretary of State’s office requests that we host election training in 2012. We have hosted in 2008 and 2010.
There was no discussion or questions regarding this budget.
Police
W. Kassotis
Review of questions submitted to Chief Kassotis on 11/10/11:
November 10, 2011
The Budget Committee would like you to clarify a few areas for them:
1) Line 341 Telephone:
What is the break down in fees/cost: cell phone/lines in PD/line to County Dispatch
(2) Cell phones: $58.00/month
AT&T @ PD: $100.00/month
Fairpoint @ PD: $350.00/month which includes mileage fee for line to Cheshire County Dispatch ($157.00/month)
# calls that are dialed to 585-6565 that get directed to County dispatch
% of those calls that are emergencies estimate of 70%
# direct dial 911 calls vs. diverted 911 calls from 585-6565
2) Calls for service:
how many are considered emergency/high response vs. “service” calls (VIN checks/house checks/ etc. estimate that 25% would be considered “service” calls
Be prepared to discuss how you account for and log calls for service
3) Please justify increase in line 140 Overtime when you specifically stated that the court has changed their way of scheduling and you anticipate less time needed for court and you stated overtime was used for court appearances.
$10,500 covers holidays—not a lot to play around with. Court time, regular overtime and covering vacations.
4) You have been scheduling 4 shifts/week coverage using part-time officers. This appears to be working fine. Why are you budgeting for 5 shifts/week part-time in 2012?
Please justify.
Since been Chief have been budgeting 40 hrs/week for part-time. The need is still there. This also covers vacation.
5) Line 315 Consultant Services. What is this for? You have not expended in 2011 yet still budgeting $600.00 in 2012.
This is the CrimeStar program. Reporting software used at PD. Bill is due in December.
6) Tires Are you planning on purchasing, or have you purchased, tires in 2011? Are you planning on purchasing in 2012 as well? Which vehicle/how many tires/when?
Purchased all-seasons for 2 cruisers. None for expedition. Will buy tires every year.
(Italics represent answers that Chief Kassotis gave Budget Committee).
S. Hagstrom thanked Chief Kassotis for coming in to speak with them again.
Next week will be a work session to review and discuss budgets presented to date.
Motion made to adjourn; motion 2nd.
Meeting adjourned 8:07pm.
Respectfully submitted,
Heidi L. Wood
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