Members Present: Robin Pelletier, Mona McCready, Carol Merrill, William Barnett, Thomas Gilligan, Robin McAfee, Jennifer Morin, Gabby Daneault, Henriette Girard, Tom Irzyk, David Baker, Brian Duchesne and Ben Fontaine

Others Present: David Jodoin, Gene Vallee

Jennifer Morin opened the meeting at 7 p.m.

Carol made a motion to accept the May 15, 2003 minutes, Mona seconded. The motion passed unanimously.

Jennifer indicated that Karen Lasalle has moved out of Allenstown so there is now an open position on the Board. Mona made a motion that the Board open nominations for Karen’s position, Brian seconded. The motion passed unanimously.

Mona made a motion to nominate Gene Vallee to the Board, Carol seconded.

Someone made a motion to close the nominations, Gabby seconded. The motion passed unanimously.

The Board then voted on the nomination of Gene Vallee, the motion passed unanimously. Because no one was there to swear in Gene, he is not able to vote on any issues.

Since Karen was the Committee Co-chairperson, we need someone to fill this role.

Gabby nominated Robin Pelletier, Brian seconded.

Brian made a motion to close the nominations, Carol seconded. The motion passed unanimously.

The Committee then voted on the nomination of Robin Pelletier, the motion passed unanimously.

Henriette then was able to swear in Gene as a member. He is now able to vote on all issues.

David Jodoin then pointed out there were a few errors on last years budgets, some calculations errors in some spots, where hours were not calculated for things like custodian salary. The salary was calculated at $10 per hour for 10 hours per week, but he actually works 20 hours a week. He is doing a lot of maintenance work, painting inside, he is redoing the sign outside, he has blocked off some of the windows upstairs for fire code regulations, worked on the fire escape, painted the entire upstairs. Jennifer asked where the chairs had come from. David indicated that they had been donated.

Someone asked if the 20 hours per week includes mowing the lawn or is it a separate line item? David indicated that the charges are appearing on the custodian line, but there has not been much money spent so far, he has only mowed four or five times.

He then asked David if the increase in hours include mowing the lawn. David indicated that this is over and above the 20 hours.

Robin P. asked about the overage on the Computer Licensing fees. David indicated that the overage is due to the accounting software conversion from DOS to windows, all the modules had to be converted. Then Town Clerk’s package came in with additional updates that pushed the line over and above the budget amount.

Robin P. asked if it was a totally different company. The Town’s was an upgrade to a window’s based package.

Robin P. asked about the Building Inspector. David indicated that Ken left and the Town now has a new Building Inspector – Monica, her office if now upstairs.

Robin P. asked David to go over all the high negative items.

Advertising – there have been many public hearings, the Town had to advertise for the position of Building Inspector (Union Leader, Concord Monitor). There has been quite a few public notices in the Banner regarding the trash ordinance (twice), and the house numbering ordinance. It also includes the Deliberative Session, the bonds, etc. The rates are very expensive.

Dues and Conferences – Town Clerk – the fees were increased and we were not notified ahead of time.

Collection/Printing – That is hit or miss. It depends on how large the ballot will be. The more warrant articles you have the more you pay.

Lean Releases – It is really good to see this over because that means people are paying their taxes and you are releasing their leans. The Town is getting their money.

Planning Board Advertising – This all depends on the number of meeting they have. The Town bills this back to the applicants and this shows up as revenue. The Zoning Board works the same way.

David indicated that the Planning Board generates quite a bit of revenue because the Town bills out their administrative fees, certified mail, legal fees, anything that must be reviewed by Central NH Regional Planning, and anything that goes out to the engineers.

Robin P. asked about the retirement for the fire and police department. Robin indicated that the rates were really going up. David stated that they increased a lot last year and nothing was said until after the budgets were completed. These figures depends a lot of the number of overtime hours. Robin asked if they had forecasted how much this line was going to be over? David indicated that there was not that many more payrolls left for this year.

David stated that he felt the PD and fire department were going to be all right, but that the Town employees may go over more. This is due to the fact that the Highway Department overtime in the winter. David stated that the Committee will see this as they go further down the budget when it comes to salt/sand and overtime for the Highway Department because those line items went up quite a bit.

The good news is that the Town has not had to borrow any money because there is still $40,000 left in tax anticipating notes. We are hoping that there are no snowstorms until January 2004.

Robin asked about the Worker’s Comp. David stated that they are finished paying the worker’s comp and the overage that is there was from the worker’s comp audit. This is based on the wages that are calculated and reported. This is also contingent on overtime hours.

David indicated that they had not paid the dispatch fee for the Police Department yet. This will probably be paid in October.

Robin P. asked about the cemetery land survey. Is there a dollar amount for this line? David indicated that there is $10,500 under the cemetery expense. Gene asked what had happened with the cemetery. David said they paid off the people who had conducted the survey and the people who own the land next door may get some of the land. The remainder of the property may go also. It may be a more marketable property to sell. Nothing else has been done. The Cemetery Trustees have not made any other decisions.

Gene asked what would happen to the money that was in these line item, will they just to into next year’s budget. David stated that any money not spent would lapse to the general fund. So next year more money will have to be appropriated.

Gene asked how much more of the budget will go into Paving and Reconstruction. David indicated that there are a couple more bills that need to be paid. David stated that they are hoping to have between $10,000 and $15,000 remaining.

The Highway Department is trying to decide if they will repave Library Street this year or not. They are working with the Sewer Department of this issue. This could cost about $200,000.

Jennifer stated that the Gasoline/Diesel line will probably be very high. David stated that the prices are very high. The Town is currently paying $1.34 per gallon for gas and $1.24 per gallon for diesel.

David stated that the Town had received money from a FEMA grant for snow plowing, it was about $6,000.

Robin P. asked about the Fire Department Tools/Monitoring equipment. There is $21 in the expense line, was there no budget amount. David stated that this may be a coding error on their part. He stated that nothing was budgeted on this line last year.

Henriette asked about the Fire Department overtime line. David stated that this is due to the increase in the number of calls. Brian asked about the Police Department overtime line. David indicated that the Police Department has had problems with personnel. They are calling people back and the only experienced people they have right now is in the top tier. Brian asked what will be happen in their budget. David stated that they will meet their bottom line because the funds will come out of their full-time salary line, because they had some positions laps and the overtime will go over, but they will make this up with the full time salaries.

Henriette asked what percent the spending should be at right now. David stated that the Town should have about 24% of the budget left. Gene stated that this is about where the Town was last year at this time. David stated that he has not paid the capital reserve funds yet, so it will be close.

Robin P. asked if the Welfare Department will be getting any additional money for medical expenses, etc. David stated that those lines are over, because there have been many large prescription bills that have come in. The Town has been hit hard with these expenses. One person alone has had many prescriptions.

Robin P. asked if the State funding was changing at all. David stated that he does not get involved with Welfare at this time.

Henriette asked what the WDA Miscellaneous was. David stated that this is usually used for burials; there have been three this year.

Jennifer asked what happens with the burials. Is it the same situation a last year where there is no Town cemetery? Stated that these are the ones that go through Welfare and there is nothing else available. It is like a paupers burial and it cost $500 each.

David explained about the Dump Truck which is listed under $17,000 is now paid off. The packer will be paid for in three years.

Gene asked how the Highway Department vehicles were holding up. David stated that some of them have needed some repairs but he has a 1976 dump truck that is not being used much. David did not think that Jim would be asking for any new vehicles this year. The backhoe is getting tired, the hydraulics are getting very weak, there are funds in capital reserve if Jim wants to use them.

David stated that the Fire Department has replaced the motor in Engine 4, it now seems to working fine, there was a problem with the fuel pump that has been corrected. Another truck had a steering arm collapse while they were turning into the fire station a couple of weeks ago and it is being repaired now. The Department is now saying that the Rescue Truck is in need of springs, it is overweight and is rusting out inside the compartments. So they may be looking at something to replace it.

The Police Department will be looking for an update for one of the cruisers. The fire truck will be delivered in 2004, the order has just been placed.

Jennifer asked if any department other than the school has invited members of the Budget Committee subcommittee to their meetings. No, not yet.

David stated that some of the departments have presented their budget, Police has been reviewed, next week the Selectmen will review the Fire budget, then the week after that Highway.

Jennifer will contact the department heads to remind them to notify the members of the subcommittee of any meetings regarding the budget.

Brian asked what the big surprise was in the Police Department, David stated that they are looking to convert the prosecutors position from a part-time to a full-time position with an attorney on staff. This would relieve the officer who was doing this work. Shaun is gone now and there is an attorney who is also a county commissioner who is doing the work. So, next year they want to convert this into a full time position and still have Shaun’s position open, so that when he returns, he can go back to his lieutenant’s position for supervision. Brian asked if Shaun was still working the street when he was working the prosecutors position? David stated he was not out on the street very much.

Henriette asked if Shawn was still working in the DARE program. David stated that Greg Huard was working the DARE program. Shaun had to do the program for a while until Greg was certified to lead the DARE program.

Brian asked if David knew what the salary would be for the prosecutor – approximately $37,000.

Carol stated that she thought the cruiser was going to be a warrant article. Jennifer stated that it was changed.

David stated that the fire department is looking for two more full-time fire fighters for more coverage. They are looking for an ariel truck, they are looking to upgrade the alarm system throughout Town. The fire department budget has basically doubled.

The Highway department was level funded, but there are two unknowns there which are the Trash to Penacook and he has not filled out the paving line yet.

Jennifer asked if it was too early for the Committee to create their schedule since the Selectmen know when they are going to be reviewing the budgets. This would allow the Committee to post and notify the department heads know when the Committee will be reviewing the budgets.

David said he could make up a list of when the Selectmen are going to review the budgets. David asked about the School Budget and Tom I. stated that it will be toward the end of the budget cycle. Hopefully, we will have the same type of schedule as last year.

Ben stated that the fire department were asked to level fund, Jennifer asked if they were reworking the budget. David stated that the Police Department had created a level funded budget and they moved some dollar amount around so they could give their employees a 2.5% increase, then they also provided the Selectmen with another budget which was their preferred budget – which included the prosecutor, the cruiser and the 2.5% increase.

Highway also included a 2.5% increase by moving money around and left the bond line the same. He put a disclaimer at the bottom – subject to review.

Jennifer asked if there would be a budget ready in two weeks to review with a department head or should we wait until October. Ben stated that the Police budget is done.

Ben stated that it would probably be a good idea to create the Committee’s schedule.

David stated that the Sewer Department will probably be a long meeting. There are some issues coming up at the plant that need to be addressed. They are almost at maximum capacity. They have approximately 59,000 gallons per day left to go through the plant and Pembroke is issuing quite a few building permits. If the plant reaches its max, the State will shut it down.

David stated that Allenstown is allotted 35% of the infiltration of the plants capacity and Pembroke has the rest. Allenstown has far exceeded its 35% capacity for so many days in a row, so that means there is too much storm water and everything else that is going into the plant to be processed.

David stated that the Highway budget could be approved tentatively, because the amount for the trash going to Penacook will not be available until November. David stated that the Town is no longer taking trash from Holiday Acres, they have found another hauler to remove the trash.

Jennifer would like to schedule the departments as follows:

Police and Animal Control – October 2

Fire – October 16

Library and Highway – October 30

Sewer – November 6

Tax, Health/Welfare – November 20

Gene asked if anything was going to be done with the Town Shed. David stated that paperwork had been sent for the landfill and we have determined that the Town stopped dumping there in 1975. So we need to fill out paperwork with the State and call it a pre 1991 landfill closure, so we may not have to go through the whole thing.

David stated that the Sewer may not be ready for November 6. Jennifer stated that the schedule can be adjusted if needed.

Jennifer reviewed the subcommittee list

Fire – David, Brian and Bill

Police – David, Brian and Robin P.

Highway – Mona and Carol

Recreation – Jennifer

Executive – Robin M.

School Board – Henriette, Tom G.

Sewer – Gabby and Gene

A motion was made to recess. The next meeting will be October 2 at 7 p.m.