Members Present: Robin McAfee, Carol Merrill, Jennifer Morin, William Barnett, Gabby Daneault, Dan Howe, Peter Viar, Tom Irzyk, Mona McCready, Larry Anderson and Brian Duchesne

Excused Absent: Thomas Gilligan and David Eaton

Unexcused Absent: Robin Pelletier

Others Present: David Jodoin, Ed Cyr, Vivian Doan, Vicki Kneeland, Jim Rodger, Shawn Mulhulland and Patty.

Jennifer called the meeting to order 7 p.m.

Tom I. made a motion to accept the minutes of the October 7, 2004 meeting, Larry seconded. Motion passed unanimously.

Ed Cyr noted that there was only a $100 change in this budget on line 2, Computer Upgrade. The $120 is the actual cost that the company charged us for upgrading the computer for the elections. There will be only one election next year, so everything that you see is exactly what the cost will be for the election. The only other change is $7,400 for the Booth, the voting booths must be replaced. The elections will now be held at the Allenstown Elementary School, we have given the school the dates for all the elections. Tom I. stated that there will not be school on November 2, but on the other elections dates there will still be school, but the lunches will be served in the classroom instead of the gym.

The school was inspected to make sure it was accessible to the disabled and it was fine.

Dan asked what the $7,400 covered on the booths, Ed was not sure yet, they have not seen the proposal yet, but then need to have 25 booths. The only election there will be next year is Town elections and the average turnout is 800, so if we buy the booths next year, we will only buy whatever $7,400 will cover.

Tom I. asked what the problem was with the current booths. Ed noted that the disability people measured the current booths and they were not deep enough by 2 inches and not wide enough by 1 inch.

Ed noted that the Town qualifies with the booth they have now, but by 2006 we will have to comply with what the federal government requires.

Tom I. asked if they will need more than the $7,400 next year. Ed stated that we may need an additional $3,000 to $5,000 the following year.

Dan asked how many people they were expecting for the Presidential election, Ed stated that four years ago 1,800 people voted, primaries around 600, Town elections usually 800 to 900 people.

Ed stated that it does not matter how many people come to vote, the regulations are based on the number of registered voters. Since the primary in September, there have been 300 new-registered voters. On Election Day in 2000, 300 people registered. Some people vote absentee because they do not want to fight the crowd at the polls.

Larry made a motion to accept the Elections and Registrations bottom line of $14,920, Dan seconded. The motion passed unanimously.

Ed noted that the first two line items are based on the same salary as last year with the 2.5% increase.

Computer Maintenance was the exact amount of the invoice. We had figures on $3,000, but the exact amount will be $3,164.

Postage - $400 – this is really not a good amount, because the ballots that we are sending out this year are .60 cents per envelope, and we have sent out over 100 ballots. Also, anything that we send out certified mail cost $4.42 each. If something went wrong and we did not send the envelope out certified mail, we would have no proof that they have received the mail.

Next year all vital statistics and auto registration will be done on a computer. We will be receiving a computer from the State for vital statistics. We have to be on a DSL Internet line. In 2005, the auto registrations will be on-line with the State. All questions will be done over the computer, not on the phones.

People will be able to look up their auto renewals on the computer, you will be able to see how much your auto registration will cost, then can come to the Town Clerk’s office with a check, mail a check to the Town Clerk’s office or send it through the computer. The computer will charge a person’s checking account, then the Town Clerk’ office will receive a notice that the registration has been paid, he will then make out the registration and will then mail the registration. We will have to add about $800 to the Computer Maintenance and it will be based on the set up cost for inter-wear which is $85, there is a special ink which is used for laser printers which is about $100 and will last approximately two or three years. The paper check is $37 but the starter cost is about $222.

He is asking to add $800 to this line, there will income coming in that will offset the $800. Everyone who used the e-reg will have to pay a surcharge of $1.50. This will cover the stamps and the fee the computer company will charge to set up everything. We will be billed on a monthly basis. With the budget system that we have, we have to show the expense so that we do not overspend the bottom line. All these figures came out last week at the convention.

Dan asked what a realistic postage figure would be. David said so far the Town Clerk has spent $427, so the line is over by $127. Ed stated that he will probably be $250 over on that line.

Jennifer asked if Ed wanted to have more added to the postage line. David stated that the postage will be covered by the Town, because there is $2,200 left on the Town. David stated that there will probably be enough under the Town to cover any postage.

Larry asked if the postage line under the Town will cover the postage for next year. Peter stated that they always put extra in the Town’s line for postage to cover any overages that may happen in the Departments. Ed stated that by raising the postage line under the Town Clerk’s budget, and since there is only one election next year, we should be able to cover the postage.

Dan made a motion to change the Computer Maintenance line to $3,964, Gabby seconded. The motion passed unanimously.

Tom I. made a motion to accept the Town Clerk’s bottom line of $48,922, Larry seconded. The motion passed unanimously.

Fuel – was raised by $300, electricity remained the same but may go up because of the fuel.

Building Maintenance - $4,000 – there are some repairs that need to be made and we wanted the funds to be able to them.

The salary line is the 2.5% increase.

We have a water problem right now, and there is a company coming in on Tuesday who, we hope, will solve this problem. There is a 25-year guarantee. The whole job will cost $4,200.

Tom I. made a motion to accept the Library bottom line of $48,297, Garry seconded. The motion passed unanimously.

Maintenance Person - $4,000 – this will include someone to do janitorial work and make repairs. The person would work from a checklist. This has mostly to do with the actual building, and it is based on approximately 8 hours per week.

Summer Program - $6,000 – This is now being run by the Boys and Girl Club.

Program Contracts - $2,000 – this line is for times where the department could hire instructions or have workshops.

Building Repairs and Maintenance - $2,000 – this line is for building materials and parts. One year there were problems with the furnace, plumbing repairs, etc. This line will be used for the building.

Equipment Repairs and Maintenance - $2,300 - This line could be used on the following: lawn mowing equipment repair, snow blower repairs, one year the tennis court fence needed to be repaired and the money came from this line.

Program Supplies - $1,000 – This line will pay for art supplies, game, toys, table games, pool sticks, repair the pool table, video games, computer programs, and we also help pay for the medals that are awarded at the basketball program in Pembroke, because there are Allenstown kids in the program.

Office Supplies – $200

Advertising - $200

Postage - $100

Promotional Programs - $1,000 – these funds will be used to promote the recreation department and cost possible pay for any event that is held at the Rec Center to try to get the community involved with the Rec Department. Jim noted that it was important to have grown ups involved. The Department needs more help.

Patty spoke of the Baby Steps Program that the Rec Center would like to have, this would be for new mothers, and a class for mothers of one year old to kindergarten. There would be a paid facilitator, who is a nurse.

Phone - $1,000

Heat – we had requested $1,200, but when we met with the Selectmen, we took a second look and they suggested that the amount be raised to $1,500. Right now there is $61.61 left in this line.

Electric – The department felt that $2,700 was a little high so the requested amount was dropped to $2,000.

Alarms - $500 – this is a given.

Water/Sewer – when the budget was submitted we kept the same amount as last year, but before we met with the Selectmen, Jim noted that these amounts were way too high and had suggested $150 each. Peter pointed out that the Department may be using more water at the field so it was increased to $250.

Landscape maintenance – $4,000 - this is separate from the building and is to help with flowers at the Town Hall and at the Rec Department and we will also be doing the fields once they are finished. Jennifer asked what needed to be done at the fields. Jim noted that they would need to be mowed and fertilized.

Tom I. stated that he thought that the Little League was going to help pay for this. Jim stated that at this time the agreement is not set in stone.

Jim reminded everyone that during the last three year the Rec Department has not functioned fully for the whole year. This budget is still an experimental budget. The $4,000 for the landscaping is really a guess, there have been no firm arrangements yet from any of these other people who will be using the field and the field really needs to be maintained.

Jennifer stated that it looks like the Rec Department may not have to spend this money if things work the way it is supposed to, but you can’t let this project go to waste and not have the stuff they need.

Peter stated that little league and soccer participate, but they do not cover all the costs. Currently there is one riding mower that does the Rec Center, the fire department and he really does not want to see it go back and forth every two days to the field.

The mower is old, so we may have to purchase a new one and leave it at the field. The Little League and Soccer Association will offer to help and they will maintain things very well once a relationship is established, but they will not provide a riding mower.

Jim noted that he has used the lawn mower, it is fine for the Rec Center, but he cannot see it being used at the field.

Tom I. asked why no money has been spent under the Maintenance Person this current year. Jim noted that during the last couple of years, there have been volunteers who have maintained the building. But he feels that we really need to maintain both of the line items because the same people may not be involved.

Jennifer asked if this person would be doing both inside and outside work? Jim noted that this person would be doing anything that has to do with the building. Maybe some work with the tennis court.

Larry asked why they should keep money in this line if it is not being spent. Peter stated that a lot of it has to do with the field. The Town is going into the first year with these field and we really don’t know what to expect from the maintenance perspective. The Selectmen encouraged the number from the Boards perspective because they do not want to run into a problem.

Peter stated that there are two different issues, one for the building and one to maintain and manage the field. It could be two people, but it could also be the same person.

Jim also noted that due to the default budget, a lot of the numbers were lowered or eliminated.

Dan asked how the sewer charge could be less than the water charge. Peter stated that they would not be charged sewer for watering the field.

Larry asked why they had lowered the amounts of electricity. Jim stated he was going by the expense account sheets. The department budgeted $2,700 and the remaining balance is approximately $1,500.

Peter stated they had looked at the current expenditures of $1,142 and added on what they felt they might spend at the fields is why the line was at $2,000 and not at $1,500 or $1,600.

Shawn noted that the Boys and Girls program did not start until March, and there was nothing for February or December, so for a full year it would be closer to the $2,700 figure. The only electricity at the ball field project will be two streetlights and they are not in yet and that will come out of the street light bill. There is no other electricity planned there right now. The soccer people wanted to put in lights and they were told, they would have to pay the bill for that. They said they did not have money for lights.

Dan asked if there would be a concession stand. Shawn stated not yet, but if we are lucky enough to get some donations for a concession stand, that would be great. We do not want to be adding a huge operational cost on the Town. If the soccer and baseball people want to get to together and build a concession stand, that would be great.

Larry made a motion to accept the Parks and Recreation bottom line of $28,200, Carol seconded. The motion passed unanimously.

David J. reviewed the Planning Budget for the Committee.

Jennifer asked if the Secretary position was for less hours. David stated that they had cut back on the total cost of the position, but it would still pay $10 per hour.

David stated that everything else was relatively the same as last year. The engineering and consultant accounts are in and out accounts. The developer and contractor are billed for these fees. They put in $100 for Planning Supplies but that is really charged to the Executive line.

Tom I. made a motion to accept the Planning bottom line of $10,300, Larry seconded. The motion passed unanimously.

David stated that the only major increase in this budget is for Dues and Training. They want to take some more classes that are available through the Municipal Association or whoever. The line went up from $125 to $400.

The Central NH Consulting and Engineering are charged back to the developer.

Tom I. made a motion to accept the Zoning bottom line of $5,000, Robin M. seconded. The motion passed unanimously.

Larry asked what the $50 was for mileage. David stated that has always been there but it is not really used.

Selectmen salary remained the same at $5,400.

Administrative Assistant – this is the salary at last year’s rate for one full year. David stated that he did not want a raise this year, he would rather have an extra week of vacation.

Administrative Secretary - $15,953 – this line includes a 2.5% salary increase for ½ a year starting in July.

Admin. Asst. Expenses - $500 – this covers flowers for funerals and donations that need to be made.

Moderator/Assistant Salary - $800 – this line has been consistent for the last few years.

Town Report Printing - $2,000 – this was lowered by the Selectmen by $500, we will try to print less booklets and have things on a CD and give those out instead. We usually end up with cases of reports left.

Trustee of the Trust Funds - $125 – this is for the bookkeeping fees. David ends up doing it, but he does not take the $125.

Telephone/Modem - $5,500 – the phone lines are still with Verizon, but have transferred over to a new phone system. This line was cut last year due to the default budget, and we may spend about $5,500.

Copier Lease - $4,000 – we just entered into a new copier lease. The payments stayed relatively the same, they may have gone up $15 to $20 and we have a better copier. The copier is being tied into the computer system so we will be able to print directly to the copier. This will save quite a bit of money on laser toner.

Advertising - $500 – this is for notices of public meetings or anything that needs to be put into the newspaper.

Dues & Subscriptions - $3000 – this may change because it has to do with the Municipal Association Dues and last year we ended paying $2,599 and they have not set their rates yet. We may not have a set rate until November.

The other difference in this budget is for the Internet service. We are hoping to change over, as part of the contract with Comcast.

Vehicle Repair - $500 – this will cover the Town car that will be coming from the Police Department.

Supplies - $6,000 – this is supplies for different departments. This is Building, Planning, Zoning, Assessing, Town Clerk, anyone who is within the building except the Police and Sewer Department.

Postage - $4,100 – same as last year.

Gasoline - $25 – this is an in and out account. The $25 is all the bills for gasoline are charged to this account and then once a month, Jim reads the pump meters, bring David the charges going to each department and they are invoiced.

Computer Training - $500 – this is to cover any classes that people may want to attend.

Licensing Fees - $5,200 – this is for the accounting software and the assessing package.

Computer Equipment/Repairs - $1,500 – same as last year, incase the system needs to be replaced.

Budget Committee Expense - $1,000 – same as last year, this is for postage, mailings, posting to the paper, etc.

Larry made a motion to accept the Executive bottom line of $119,407, Dan seconded. The motion passed unanimously.

David stated that the only budgets left are Personnel, Cemetery, Ambulance, Sewer, Welfare, Highway and the warrant articles. David stated that we should have the tonnage numbers by the end of the month, we are almost 200 tons over last year.

Jennifer stated that for the next meeting, the Committee can review Highway, Ambulance, Welfare, Cemetery, Personnel.

Building and Space Needs Update

Peter noted that they had met and the engineering group at the school has now offered to do not only the information we asked about changing the school around, but they have not offered to do engineering plans for a highway/PD combo and individual buildings. Shawn stated that it was not engineering but budget cost at no cost to the Town.

There has been some additional conversation regarding property on River Road that is owned by NE Rehab, it is 61 acres. Shawn stated that they had looked at a location that would be big enough to fit the buildings. The only other area we are looking is the State owned property where Route 3 and 28 meet. It is large enough to build a Police Station only. But the price may be just right for us. Shawn stated that there is a second architect who is also going to give us prices and we will see which one comes up with the better price.

Peter asked Tom I. about the joint meeting with the school, the engineers spoke of a cost of $10 to $13 million for the school, did this price include the land? Tom I. stated that it did not include the land, it was just the building cost with landscaping, water/sewer, electricity it did not include furniture.

There will be a meeting on October 27, Tom I. stated that maybe we should have it at the school to make sure there is enough room.

There was a discussion on the findings of the Liability Trust, the people who manage the insurance on all the Town property. They did an inspection of the police department and it has not improved any. Peter stated that it was decided that they will try to do everything they can on as minimal a budget as possible to make things as less liable as possible. They also spoke of bring in a modular to house the police department temporarily.

The next meeting will be on Thursday, November 4 at 7 p.m.

Peter made a motion to recess, Larry seconded. Motion passed unanimously.

NOTE: Although these minutes may contain direct quotes, they are not verbatim. Many sections contain a general description of the remarks of the participants as interpreted as both indicated and not indicated by the transcriber and should not be relied upon as the actual intent of the participant’s statement. Additionally, many statements have been omitted, condensed and generalized based on the interpretations of the transcriber as to its relevance, content, specificity, accuracy, and/or conformity to any applicable statute. The transcriber assumes no liability for the content of this document.