September 19, 2012 Joint Minutes of BOS, Budget Commitee and Department Heads

TOWN OF PITTSFIELD
BOARD OF SELECTMEN
TOWN HALL, 85 MAIN STREET
PITTSFIELD, NH 03263
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JOINT MEETING MINUTES OF BOARD OF SELECTMEN, BUDGET COMMITTEE AND DEPARTMENT HEADS WEDNESDAY, SEPTEMBER 19, 2012

CALL TO ORDER

Call to order on Wednesday, September 19, 2012 at 7:00 P.M. by
Larry Konopka, Chairman

MEMBERS PRESENT

Larry Konopka (LK), Chairman, Linda Small (LS), Vice-Chairman,
Paul Rogers (PR), Gerard LeDuc (GL), Eric Nilsson (EN), Paul Skowron (PS), Town Administrator, and Delores Fritz, Recording Secretary.

OTHERS PRESENT:

Budget Committee: Louis Houle (LH), Chairman, Helen Schoppmeyer, Mark Riel, Larry Williams, Helen Schiff, Josh McCabe. Department Heads: George Bachelder, Highway Department; John DeSilva, Fire Chief; Robert Wharem, Police Chief; Ron Vien, WWTP Superintendent; Erica Anthony, Town Clerk;
Bill Elkins, HSA.

MEMBERS ABSENT

Gerard LeDuc (GL), Joan Osborne (Excused), Maurice Wells and Wilbur Maxfield.

PUBLIC INPUT

None.

AGENDA REVIEW

None.

DISCUSSION:

(LH) Before we begin, I would like to introduce a new member of the Budget Committee, Josh McCabe.

(LH) We (Budget Committee and Board of Selectmen) thought it would be a good idea if both Boards got together to determine how things would work. It would offer an opportunity for each of us to smooth out some of the “bumps along the way.” We have requested that the Department Heads also be present.

John DeSilva, Fire Chief: We are looking to replace Ambulance 2 at a cost of $250,000. There is about $514,000 is in the account. Overtime funds will quickly be utilized but I see no other Warrant Articles. (LH) What about other items within the budget itself? Chief DeSilva: I have shifted a lot of the funds to salaries and decreased Fire Fighting Clothing Line and hopefully that will not be an issue. The apparatus is being kept up quite well, air packs are okay and right now we have a large supply of firefighting clothing. This year we are doing well.

Robert Wharem, Police Chief: We need to replace a cruiser from last year. We are having a problem with one of the cruisers and need to know whether to invest in the repair or what? I am requesting an increase in secretary hours, replacing the handicap ramp, a process to eliminate the bats in the attic which causes a respiratory problem, and replacement of the tiles in the basement. We should be replacing a radio which is about 12 years old, and need bulletproof vests, which are on a rotation right now. We are considering eliminating the D.A.R.E. Program and will offer more details when they are available.

Bill Elkins, Housing Standards: I am filling in for Fred Okrent who could not be here tonight. There is a question about the Line for HSA Inspector but not a Line for Administrator. It is a combined position. We are looking to increase fees for inspection and re-inspection. There is a Public Hearing on this coming up. The Training line will increase this year as more training is required. We now have a Deputy Inspector. There are no Line items for mileage reimbursement or funding for emergency situations. HSA receives no funds from Town. (LH) What would constitute HSA going out for emergency situations? Bill Elkins explained a recent issue regarding lack of heat in an apartment with small children.

Mark Riel: It has never been in the budget charging administration fees as a flat rate and inspection fees per inspection. Helen Schoppmeyer: Has it always been that way? Bill Elkins: Yes, the Ordinance is written that way. (LH) Is it one item in the Budget? (PS) Yes. It is not listed separately.

Ron Vien, Superintendent WWTP: Our permit has still not been renewed. Replacing the pump at Joy Street Station we may have to do next year, as we need to replace the furnace this year (at same price.) (LH) Any idea where the Permit is? Ron Vien: At the EPA. Other towns are operating under the same concept.

George Bachelder, Public Works Department: The Public Works should be less than last year. The ’99 Sterling is in bad shape and needs to be replaced. We are limping along with it but the body is gone and we try not to use it more than we have to. We have lost a position but will need someone part-time there to do sidewalks from November 1st to April 1st.

Helen Schoppmeyer: Any plans for redoing the sidewalks? George Bachelder: The Budget Committee cut it out of the budget. Helen Schoppmeyer: My fear is someone is going to get hurt. (LH) What about the Safe Routes to School project? (PS) It is a pretty extensive process. There have been a lot of preliminary requirements and now we are at training sessions in October and then we will proceed with the engineers and bid materials and construction. George Bachelder: We can apply for the second part of the grant and do some roads at the same time. The first phase was a nightmare. It takes forever to do. Helen Schoppmeyer: Is Paul going to “go to it.?” (PS) Yes.

Erica Anthony, Town Clerk/Tax Collector: I have nothing significant to add. (LH) What about the part-time position? Erica Anthony: Yes, that will be going forward. The conferences budget will increase – now $100 and will probably be about $500.

Paul Skowron, Administration: (LH) Any changes there? (PS) Nothing out of the ordinary, except either raising revenue in alternate ways or reducing expenditures. (LH) We need to look at total revenues – collected, not collected, abatements and what is in arrears. Banks have changed the way they are processing foreclosures and paying taxes where in the past they did not. (PS) I think they are already sensitive to that issue. The BOS is sensitive to that issue knowing that it is an emotional issue. Banks have figured out that it is not worth it to foreclose and have figured out that the Town will eventually end up with the property. The State has given us less revenue and decreased motor vehicle fees. People are not replacing vehicles, there is a lack of building and rooms and meals taxes are decreasing. (LH) Can we get the figure for the past five years to give people an awareness of where the money is? (Cara to do.)

Helen Schoppmeyer: Paul, you mentioned alternate ways of raising money.
(PS) Yes, we can look at the ordinances and put in the maximum penalties per State Statutes and enforce them. We can collect the maximum fee for any violation of the ordinance. Right now we are even having a hard time collecting for dog licenses. The Town voted to reduce the budget and the Board has done that. We have laid off a Public Works employee, the Deputy Town Clerk/Tax Collector position was reduced from full-time to part-time, and overtime was eliminated in the Police Department and Public Works. In 2012 we will have additional expenses with the NH Retirement System trying to catch up on collecting for past years.

George Bachelder: I have a question for the Board of Selectmen. Are they going to give us a directive for a flat budget or a percentage decrease? It is easier to do before we do the budget than after. (LS) We are all trying to get to the same goal with the same services. We have not given it much discussion yet.

Police Chief Wharem: What mechanism are we using to determine the impact of the services for the cuts that have been made? How are we going to determine the services that have been impacted at this point for the future when going into the next budget? This way we can have an understanding of what you are looking for when compiling our budgets so that we know.

My department had the biggest impact by not having an officer replaced as well as the full-time secretary being cut to part-time. We lost police details, overtime and the Safety Grant so we had a significant impact. How are we going to determine what the impact is to the Budget?

(LS) First of all, this Board has not stated that none of positions will be filled. It is a matter of getting out there and finding some manpower for the streets; we understand that. Let me clarify that the Board has said to find the manpower for the street. Not to fill any positions has not come from this Board. We have said get out there and find some full-time and/or part-time individuals – advertise and get the manpower back on the street.

Chief Wharem: All I am saying is that the eighth position that was cut to save money, whether it was cut or put on hold, you are not spending the money for that particular position and without that how are you going to offset the impact of what the budgetary cut this year was going forward.

(EN) Give us some documentation saying this is what I think we need to make a functional full-time Police Department and tell us what you think you need. Then we can determine exactly what we can afford and what we can do. Is that not fair? Chief Wharem: Yes, that will be fine.

(LS) The Board has only briefly discussed it and a lot more discussion is forthcoming. The Board is trying to consolidate Warrant Articles that we have,
i.e., all equipment will be on one Warrant Article. (LH) The same amount of money but broken out within the Warrant. (LS) Yes. (LH) We are trying to get more people to come to Town meeting. We used to start the budget process in June without having any real figures. We have changed our process and are starting later in October. We will be getting the budget from the BOS and making it more streamlined. This will make the process a little easier.

(LS) Looking at the Detail Revolving Fund and the Ambulance Fund, it will be simpler. As you mentioned, salaries will go through there. (LH) requested a breakdown of the last five years of that account to see where it is at. It does not truly reflect the amount of funds in the budget. (He briefly explained how this fund works.)

(LH) It is noted that Concord Hospital does not collect our monies and another company might increase the revenue by actually collecting and increasing our funds. Chief DeSilva: If you are talking about Constar, they are more experienced than Concord Hospital. Within the system, there are some that abuse the system, some individuals cannot pay and some will not pay.

Josh McCabe: In the five year plan, have you considered inflation? (LH) No. If we have a night that you are available, we can spend some time on the format of the budget.

(LK) Welfare: The Government is putting more pressure on the State which will trickle down to the community. Perhaps, we can have Diane talk to the Budget Committee and make them aware of these changes and the new law. The State will not give an individual any assistance if the individual is denied Social Security Disability and then it goes back to the community. This would affect us through the Welfare Department and the overall budget would go up.

ADJOURNMENT

(LS) Motion to adjourn. (EN) Second. All members of meeting agreed.

Meeting ended at 7:55 P.M.

Approved: October 9, 2012

___________________________ _____________________
Lawrence Konopka, Chairman Date

I hereby certify that these Minutes were recorded by me on September 19, 2012, transcribed and publicly posted on September 26, 2012.

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Delores A. Fritz, Recording Secretary