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

Excused Absent: Robin McAfee

Unexcused Absent: Gene Vallee

Others Present: David Jodoin, Fire Chief Everett Chaput, Deputy Chief Rob Martin and Lieutenant Keith Lambert, James Rodgers, Chair of the Allenstown Sewer Commission; Marcel Lascelle, Sewer Commissioner; and Dana Clement, Plant Superintendent

Jennifer called the meeting to order at 6:35 p.m.

This is the fourth consecutive meeting that Gene has had an unexcused absence therefore, according to the rules that have been set into place, Jennifer will create a letter stating that he is off the Board.

Henriette asked if the Secretary would be willing to send the letter. Mona agreed, Jennifer will e-mail her a letter, Mona will call Henriette for Gene’s address.

Jennifer stated that the Committee needs to finish the Fire budget, plus the Emergency Services/Civil Defense and Forestry.

The Committee decided to finish the Fire budget first.

Chief Chaput began by clarifying the Part-time Salary line. He stated that the $10 payment per person for the stipend was not correct. After some refiguring he stated that original amount of $20 per person per night is the accurate number. The $14,600 comes from multiplying $20 x 2 people x 365 days = $14,600. He stated that he called Jennifer on Saturday and told her that he had given the Board incorrect information. This will also change the number for part of a year, the number is now $5,760 instead of $2,880. This number would be for June, July, August for nights and weekends.

Jennifer asked if anyone had questions on the Fire budget since last meeting?

Jennifer explained that after reviewing the entire Fire budget, the Committee came up with some options such as, on Part-time salaries if the Department were to go with the Pilot Program for the nights and weekends for the summer would be adding $5,760 to that line.

Tom I. asked if it would be better to create a stipend line item for this instead of putting the expense in part-time salaries? That way, the Department could keep better track of the stipend expense and it would not be confusing as far as moving forward as pay raises are concerned. Chief Chaput thought this was a good idea.

Henriette asked if the $5,760 was replacing the $14,600. Jennifer stated yes, the $14,600 was the figure for 365 days a year. The Committee thought it might be a good idea to try this out for the really tough times, which is the weekends and nights during the summer.

Tom I. made a motion to create a line item of $5,760 for the Pilot Program for Stipends, Gabby seconded. Jennifer asked what the line should be called, Tom G. suggested On-call Stipends.

Tom G. stated he felt it should be $14,600, he does not like something like this put into a trial period, it should be up to the Chief to manage this then the Committee can pull it out in further years.

Jennifer stated that she did not disagree, but she would like to look at the other lines that the Committee may want to increase and try to figure a way to balance everything.

Tom I. stated he feels that there are a lot of things that need to be seriously looked at, but he feels that every one agrees that the Town cannot afford everything in one shot. But if they can try some things and maybe move some things around it could be easier for everyone.

David B. stated he agreed with Tom I., obviously we would like to give them everything, but being fiscally responsible, if we give everything at this end, then the money will be spent in only one area and will be short in others.

The motion passed by a vote of 6 yes, 3 opposed and two abstaining votes.

Tom I. made a motion to accept the Chief’s Salary line of $5,410, Carol seconded. The motion passed by a vote of 10 yes and 1 opposed.

Tom I. made a motion to accept the Part-Time salary line of $47,150, Brian seconded. The motion passed unanimously.

Tom I. made a motion to accept the In-House training line of $8,500, Tom G. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Telephone and Pager line of $3,000, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Dispatch line of $17,838, Tom G. seconded.

Henriette asked why this line had increased. Chief Chaput stated that this figure is based on a per capita cost. The Capital Area budget went up, they had increased the haz-mat line as well as the salary and added them to dispatch so these cost were split out amount all the communities. Of the 19 communities that pay into this, we are the second or third lowest paying community.

The motion passed unanimously.

Tom I. made a motion to accept the Copier line of $400, David B. seconded.

Henriette asked if this was a new copier, no, it is just for maintenance and supplies. The motion passed unanimously.

Tom I. made a motion to accept the Office Supply line of $1,000, Tom G. seconded. Henriette asked why this line had gone down. Chief Chaput stated that he had requested $3,900 that included some furniture, the Selectmen cut this out, and another $500 was cut at a later date. The motion passed by a vote of 10 yes and one no.

Tom I. made a motion to accept the Dues and Publications line of $1,650, Tom G. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Postage line of $60, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Gasoline and Diesel line of $3,000, Brian seconded. The motion passed unanimously.

Tom I. made a motion to accept the Custodial Supply line of $1,000, Carol seconded. The motion passed unanimously.

Tom I. made a motion to accept the Public Education line of $2,065, Carol seconded. Tom I. asked if this was just public awareness, Chief Chaput stated that this is most of the line, but it also covers fire prevention. Tom I. asked if they were still looking for a grant for the Key Secure System? Chief Chaput stated that it was the Model Tech Hazard House. The Key Secure is a totally separate item. The Town has a Knox box system in the Town. The Knox box keys are in the truck and they will open the Knox box where the keys for a particular building are located. The reason for the Key Secure is so that if someone tried to steal a key, they would not be able to without the code to open the Key Secure and it prevents keys from being lost. In the event of a breach, the Town would be responsible for changing all the keys on the Knox boxes in Town. The motion passed unanimously.

Tom I. made a motion to accept the Food line of $400, Tom G. seconded. The motion passed unanimously.

Chief Chaput asked if the Committee could move to vote on the full-time salaries. If the committee decided to add new people, then they would have to revisit the line later. Robin P. stated she was going to ask the same thing.

Tom I. made a motion to accept the Full-time salaries line of $70,598, Gabby seconded. Tom G. stated that he felt they should find out if people wanted to add one or two full-time employees then adjust the line appropriately.

Brian asked the Chief what he had said about having only one additional full-time person. Chief Chaput stated that if there were two additional people, there would be coverage 7 days a week from 6 to 6. If only one additional person was hired, until such time that a fourth person is hired, the one additional person would be on shift with the two current full time employees. So there would be three on shift Monday through Thursday from 8 to 5. You cannot staff a shift with only one person.

Henriette asked if the $70,598 was for four people, Chief Chaput stated that this amount represented the salaries for the current two people plus their 2.5% increase. Tom I. stated that he Department had requested $95,823 and this would include the two new people for ½ a year. Tom G. stated that the difference between the Selectmen’s revised and what the Fire Department had asked for was $26,091. If you break this down into the two positions, it is $13,046 per person for ½ a year.

Tom I. stated that his main concern is this, we hire two more people for ½ a year and next year they say they cannot do this job for this amount of money and then they get another job for another fire company. He does not want to see more senior people coming in at a higher step. Chief Chaput stated that this couldn’t happen. When the positions were first created, they were firefighter positions, but they have worked their way up as time went by. What will happen is that whoever is hired for this position will probably not be a resident of the Town. There is nobody on the State list, which someone has to be one in order to be hired in the State. So it will be someone from outside. As far as moving up the ranks, the only time someone will move up is if a vacancy occurs. If Keith or Rob left, that person would potentially be promoted up into the vacated position and a firefighter would be hired to fill the other position. Chief Chaput stated that the way the positions will be set up is that there will be an officer and a firefighter on each shift. What will happen is that two firefighter positions will be created, the two officer positions are already there. You will have a supervisor and a subordinate.

Tom G. stated that he feels that Tom I. would like to see the bottom level firefighter hired first, before someone moved up the ranks to another position. Tom I. stated that people are worried about having four lieutenants in the fire department receiving lieutenants pay. Chief Chaput stated this couldn’t happen because the people who create the position and steps are the Board of Selectmen and the Budget Committee. Nothing can prevent the Board of Selectmen from making the positions all lieutenants’ positions, but I do not think that would happen. Chief Chaput stated he would not recommend this to happen. Tom I. asked if this would create 24-hour coverage, no, it would create 12 hour coverage 7 days a week, then the stipend coverage would come into effect. The only time you would have 24-hour coverage, you would need eight full-time people.

Robin P. stated she felt it was a large increase in the budget, but if the committee feels it is warranted, then ok. Since you will be asking for a vehicle also, if you had to choose, which would you choose? Chief Chaput stated he would choose the people. If you have 100 vehicles and no one to run them, it does no good. He feels that stipend pay and full-time people are the priority. He is trying to make sure that the Town is covered 7 days a week, 24 hours a day.

Robin P. asked if he hired 2 additional people, would the coverage be 12 hours a day or 24. Chief Chaput stated that the two additional full time people will cover 7 days a week, 12 hours a day. The Stipend pay of $14,600 was to cover 365 days, 2 people from 6 p.m. to 6 a.m. With the two additional people, someone will be on duty Sunday through Saturday from 6 a.m. to 6 p.m. With the money that has been provided for the Stipend coverage that was created for the months of June, July and August then coverage will be 7 days a week 24 hours a day.

Tom G. stated that maybe the board could add one person to the budget and then create a warrant article for the other position. Ben stated that this does not add anything to the fire coverage. Tom I. stated that if the warrant article is defeated, then it doesn’t really accomplish anything. Tom G. stated that then it is up to the Chief to push for the warrant article and then he could come back to the Board next year, maybe the Town’s financial status will be better, or maybe he can move monies around in different line items, or move the stipend.

Tom G. stated that if he is looking at a warrant article for two position and it will cost $26,091 his initial reaction will be no. The Town could not afford it, but if he is looking at a warrant article for one position and the cost will be $13,000 he would be more inclined to vote yes on the warrant article. He was trying to come to a point where it will be feasible for the Town, and for the Chief.

Tom I. stated that is not the responsibility of this Committee to camouflage a monetary issue to the Town. The Town Budget could default if people say no to add one and they know that one position is in the budget, they could vote no on the Town budget also.

Ben stated that the two positions are only for part of the year, next year it will be a full year. So you are looking at bits and pieces and not the total number of dollars.

Henriette asked if someone could explain the 6 a.m. to 6 p.m. vs the 8 a.m. to 5 p.m. Chief Chaput stated if we were to hire two additional people, the way the schedule would work was, they would be on a four-day on four day off rotation. They would work a 48-hour workweek and be paid for 42 because the pay is averaged over an 8-week cycle. Some weeks, they work 48, some weeks 36 because the cycle still follows the seven days, Sunday through Saturday. So the Town would be paying for 42 hours per week, which is three hours less than they are paying now. The coverage would be increased by two hours in the morning and one hour in the evening.

The current 8 a.m. to 5 p.m. schedule would be gone, they would now come in at 6 a.m. and go home at 6 p.m.

Robin P. asked how the holidays work. Chief Chaput stated they would be paid holidays based on the workweek. If you work the holiday or not, you would get paid for it. If the workday falls on Christmas, they work, if it falls that their day off is Christmas, then they are off. What you do is still pay for the holiday. So they would be paid for their four days and then paid for the holiday.

David J. asked if they would get the holiday pay once a year, Chief Chaput stated that all the Departments do it differently. Chief Chaput stated that if the Committee looks at the Holiday, the budgeted amount would be $4,506 and this would cover all four full-time people. Right now the full-time people do not get paid holidays, and the Chief cannot guarantee coverage on holidays.

Robin P. asked if the current full-time people were excited about the change in schedule to 6 a.m. to 6 p.m. instead of 8 to 5. Rob Martin stated that they are very excited about this. This has been talked about for many years now. It covers weekends where a lot of people are not around on weekends. Keith Lambert stated that it will free us up to spend more time with our families. When he goes home on weekends, this weekend is an on-call weekend, it is hunting season and he will stay around for the weekend, so that at least he will be in Town if there is a call.

Tom G. asked what happens when the current full time people return in the evening for a call, do they get time in a half? Chief Chaput stated the agreement the Selectmen came to was that they have work 53 hours before they get paid overtime. With a 42-hour workweek, they would have to work 11 hours on the call back before they would get an overtime rate. The 11 hours would be paid at straight time.

Henriette asked if the $70,659 is for the current two full-time employees, yes with their 2.5% increase. The $95,823 would be if the Town hired two additional full time employees from July 1, and this would affect multiple lines.

Brian asked Selectmen Fontaine if we do not hire the two additional people now, what do you think the time would be right? Ben stated that they had asked every department to come up with a budget that was approximate to last year’s allowing for a 2.5% increase in salaries. This budget come in almost 3 times last year’s budget. There has to be somewhere along the line that you have to justify to the people, that we can’t do everything that we haven’t done in the last 30 years in this year’s budget. The Chief is not wrong, but the Town cannot afford the amount of money that is in this budget.

Brian asked when the time would be right for the two addition full-time people. The Chief stated that his top priority is people. At some time, the Town will have to face the issue that we need people. Ben stated that he felt it would never be the right time, but if we came up with the right formula, we could do it next year, but he did not feel this is the right formula.

Jennifer stated that the option for a warrant article is good, because if the Committee does not pass this, it doesn’t mean it will never be seen. He will write the warrant article and try to sell it at Town meeting. Chief Chaput stated that if it fails, there is another creative way the Town can deal with this problem of meeting the increased budget. That is the Capital Improvements program. The Planning board is now instituting this, so make sure you support that. This is fees on new building or developments, this fee is divided up between Town departments, like the school, fire or police.

The Chief stated the budget was not 3 times last year’s budget, it was just barely two times. The issue is really need, volunteer departments do a great job. We can’t pay people and have them come in on a regular basis, so to take the incentive a way and make us flooded with people is an inaccurate statement.

The Chief stated that he has lived in Allenstown his whole life, and never once has anybody said it was a good year. So we need to decide what the needs of the Town are.

Brian stated that they approved $40,000 for the Police. Henriette stated that it can be revisited. Robin P. stated that this can be revisited, but it did not double the budget. The Chief stated that this will not double the budget either. Tom I. stated that it does add a lot more money. The budget that has been authorized have increased by $65,000 in 13 years versus the other department who has had a $270,000 increase in that same time frame.

The committee then voted on the motion, the motion passed by a vote of 7 yes and 3 no, and one abstaining vote.

Tom I. made a motion to return the Personal Protective line item to $5,000 as it was last year, Tom G. seconded. The motion passed by a vote of 7 yes and 4 no.

Tom I. asked what the $1,450 covers in Uniforms. Chief Chaput stated that initial amount of $5,005 the budget was cut by $4,450, which covered uniforms for the two new people. This line is for uniforms for the full time and call people. The full time people receive five short sleeve shirts, five long sleeve shits and five pairs of pants.

Robin P. asked if the $1,450 will cover that cost. Chief Chaput stated this should cover the full time people only. Ben stated that they left the money in there just to cover the full-time people.

The motion passed unanimously.

Tom I. made a motion to accept the Equipment Testing line of $350, David B. seconded. The motion passed unanimously.

Tom I. asked what the deductions were in the Computer and Software line. Chief Chaput stated that one of the big cuts was the Microsoft Exchange Server, the new tower and a few other things, the other thing that was cut was the in-house e-mail system. Henriette asked how many computers the Department had? Six computers.

Tom I. stated that this may benefit the department greatly in the future if the two firefighters are added because of the different shift times. Chief Chaput stated that it is more beneficial for us as a call Department than it is full-time. Things happen during the course of a week, and if he sends out an e-mail on something, he knows that the call people will be notified of things. This is a good communicating tool.

Tom I. made a motion to accept the Computer and Software line of $1,500, Carol seconded. The motion passed by a vote of 8 yes and three no.

Tom I. made a motion to accept the Overtime line of $11,000, David B. seconded. Tom G. asked what had been spent so far on Overtime, they have spent $11,627.95. David J. stated that there is four more pay weeks left to the year.

Robin P. stated that since they did not vote in the two new positions, they will need overtime.

Tom I. amended his motion to approve the Department request of $12,730, Robin P. seconded. The motion passed by a vote of 7 yes and 4 no.

Tom I. made a motion to accept the Tools and Minor Equipment line of $2,000, Tom G. seconded. The motion passed unanimously.

Jennifer stated that the next line is Hose and Fittings and that this is one of the lines that the Committee had talked about last week. The Chief is really looking for a number of $7,239.

The Chief stated that some of the older 1¾-inch hose needs to be replaced as well as some of the 5-inch hose. Two lengths of 5-inch hose failed testing. These hoses cost $681.50 per length so there is $1,200 that is not included in that. Also, with the new truck that is coming in, the Department must purchase hose for it as well as nozzles. Hoses are an expendable item, they get burned at fires occasionally, they get run over, etc. They get tested each year and unfortunately, some lengths don’t pass.

The Department has really not spent a significant amount of money on hoses in the last four or so years. There are two lengths that we will try to get repaired. There is no guarantee that the repairs will hold, or that they are repairable.

Like the police cruiser, hose should be in the budget each year, because there is no spare hose at this time.

Brian made a motion to increase the Hose and Fittings line to $7,239, seconded by David B. The motion passed by a vote of 9 yes, 1 no and 1 abstain.

Tom I. made a motion to accept the Pump Certification line of $500, seconded by Carol. The motion passed unanimously.

Tom I. made a motion to accept the Photography Supply line of $100, seconded by Carol. The motion passed unanimously.

Tom I. made a motion to accept the Printing line of $100, seconded by Tom G. The motion passed unanimously.

Tom G. made a motion to add $1 to the Fire Alarm Classes, seconded by Brian. The motion passed by a vote of 10 yes and 1 no.

Tom I. made a motion to accept the Alarm Maintenance line of $500, Tom G. seconded. The motion passed unanimously.

Jennifer asked Chief Chaput to speak about the $7,400 on the SCBA line. He stated that this is one of those lines that every item in the line is really needed. The only item that is really cut able, even though he would still recommend that it be put back in because it is a life safety issue, is the Personal Search Rope Bags for $890. The $7,400 really take the $1,890 out of the budget. It gets the Department everything else that it really has to have, just a reminder, next year this line will be the same because we will have the same issues. The following year, where you see three cylinders, this number will be replaced by eight because eight cylinders will be condemned next year.

Henriette asked why it said 21 after Personal Search Rope Bags? Because there is one for each breathing apparatus, Personal Search Rescue Rope does two things. It is a rope that the firefighter can use to tie off when they go into a building so they can find their way out. This was one of the major things that was addressed after the fire in Worcester where the six firefighters were killed. Had they had these, more than likely, they would have been able to find their way out of the building. We feel it is a safety issue for this Department because we are in the same position with the mill here.

Tom I. made a motion to accept the SCBA Maintenance line of $7,400, Brian seconded. The motion passed by a vote of 6 yes and 5 no.

Tom I. made a motion to accept the Rescue Tool Maintenance line of $500, Brian seconded. The motion passed unanimously.

Tom I. made a motion to accept the Fire Supply line of $1,000, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the EMS supplies line of $2,000, Tom G. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Rescue Supplies line of $2,000, David B. seconded. The motion passed unanimously.

Henriette asked how they had arrived at the $983 figure for Haz-mat. Chief Chaput stated that they had cut a Wind and Temperature Meter, which was $2,600.

Brian made motion to accept the Haz-mat line of $983, Tom I. seconded. The motion passed unanimously.

Tom I. asked for an explanation on the outside training line. Jennifer started that is where they split out the in-house and outside training so that the in-house is salaries paid only.

Tom I. made a motion to accept the Outside Training line of $4,000, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Fire Signal Service line of $3,600, Gabby seconded. The motion passed unanimously.

Jennifer stated that she thought the Department was going to go out on a warrant article and ask for the support of the warrant article on Radio Purchase. Chief Chaput said that with the amount of warrant article, if the committee will not support the digital, which is really the way to go, he would at least like to see this line increased by $1,000 to purchase an analog radio.

Jennifer asked if the line was raised to $3,100 it would allow the Department to get by without having to do a warrant article. The Chief stated it allows the Department to get by without having a warrant article this year, but we will be faced with a warrant article in the future.

Tom G. made a motion to raise the Radio Purchase line to $3,100, Robin P. seconded. The motion passed by a vote of 8 yes and 3 no.

Tom I. made a motion to accept the Radio Maintenance line of $1,675, David B. seconded. The motion passed by a vote of 10 yes and one no.

Tom I. made a motion to accept the Vehicle Repair Parts line of $6,500, David B. seconded. The motion passed unanimously.

Vehicle Repair was discussed last week. Jennifer stated that the identified items that needed to be done amounted to $9,680. The Selectmen had dropped this amount back to $8,500.

Brian made a motion to raise the Vehicle Repair line to $9,680, Tom G. seconded.

Chief Chaput stated that so far this year, the Department had spent $32,000 on vehicle repairs. The repairs will continue to be needed with the age of the current vehicles. With the $9,680 we will be able to make the repairs that we know about and pray that nothing else happens. Ten thousand dollars of unbudgeted repairs will undo a lot of good that was done in some other areas.

David J. stated that the Committee should not assume that there is that much left in surplus to use for another $17,620 repair. Mona stated that the new truck should be in soon. Chief Chaput stated he is not worried about that one breaking. Mona stated that the new truck could be used more than the others, Chief Chaput stated that you still have the other vehicles that will be running.

There was a point a couple of weeks ago when the only piece of apparatus that was in services was the 1976 American-LaFrance. Unit 4 was down again, which was the newest piece that the Department has, having motor repairs done in Massachusetts and Engine 1 blew a radiator hose. Engine 2 cost $2,000 when the front end fell out of it. There is a 27-year-old engine, a 22-year-old engine, a 12-year-old engine, a 17-year-old rescue and forestry vehicles that are 1940’s and 1950’s.

Robin P. asked if there were any capital reserve accounts that could help with this. David J. stated that they are not expendable funds. They cannot tap into them like the other Departments can. Carol asked why they don’t have one. That would be worthwhile having.

Tom G. asked what would happen if something catastrophic happened. David J. stated that it would either come out of surplus, or the Department would have to take it out of there budget, which would affect other areas of his budget because they cannot overspend the bottom line. Can’t take it out of capital reserve because there is none that are set up properly.

Tom G. asked if they raised this line by $5,000 and he had a catastrophic event, then they would have $5,000 of surplus to then come to the Committee to petition if there was a minor event. David J. stated that the only time you need to petition DRA is when you feel you may over spent the bottom line. Tom G. asked if this $5,000 could be shifted anywhere in the budget? Yes.

Robin P. asked if once a capital reserve fund was set up as unexpendable, it cannot be reversed. David J. stated that it can be reversed, but it would have to be done at Town Meeting. This was done with the Police Cruiser, the Highway Truck, and all the other new ones since 1998 have been set up as expendable trust which takes a vote of the Selectmen.

Robin P. asked what was in the capital reserve account now. David J. stated that once they pay for the new truck, not a whole lot. Chief Chaput stated that the capital reserve account was set up for the purchase of new equipment.

Brian amended his motion to raise the Vehicle Repair line to $14,680, Tom G. seconded. The motion failed by a vote of 4 yes and 7 no.

Tom G. made a motion to accept the Vehicle Repair line of $9,680, Brian seconded. The motion passed by a vote of 7 yes, 2 no and 2 abstaining.

Tom I. made a motion to accept the Ground Ladder line of $500, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Physicals and Shots lines of $1,000, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Electric line of $5,000, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Heat line of $4,000, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Water line of $600, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the $200 line, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Building Maintenance and Repair line of $1,100, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Grounds Maintenance Line of $1,000, David B. seconded. The motion passed unanimously.

Tom I. made a motion to accept the Fire Department bottom line of $260,139, David B. seconded. The motion passed by a vote of 9 yes and 2 no votes.

The next scheduled meeting is November 20 to review the School Budget, we will meet at 6:30 at ARD in the Cafeteria.

Jennifer asked if the Commissioners wanted to highlight any of the budget items?

Tom I. asked about the large increase in the legal line. Jim Rodgers explained that last year they budgeted $5,000 and are expecting to spend $4,000 by the end of the year. In 2004, we estimate that we will be spending $20,000 part of this money will be spent in preparation and writing a new municipal agreement between Allenstown and Pembroke. The technical design for the plant needs to be reviewed and the sewer ordinance reviewed.

Robin P. asked what Pembroke was currently asking for, as far as the split is concerned. Jim stated that the problem is that in the past three years, there have been only three meetings with Pembroke. The first meeting was two years ago in July. Our assignment was for each Commission to find out what their expected flows were going to be for the next 20 years.

The Allenstown Sewer Commission hired an engineer to figure this all out and to have a 20-year plan. We are still waiting for a formal report from Pembroke. We don’t know what the end result will be. If your question is tied in to the expansion of the Plant, yes we do have plans to expand the Plant, but we do not know to what degree yet. Part of the problem is getting the final figures from Pembroke.

Robin P. asked how the engineers predictions comparing to our figures. Jim stated that currently Allenstown is over their original 35% figured in 1975. The estimates were that Pembroke would use 65% and Allenstown would use 35%. Allenstown is currently over the 35%. Jim did not remember exactly what the numbers were in the 20 year plan, but the study has been made. Dana explained that the 35% would be approximately 350,000 gallons per day, we are currently running approximately 400,000 gallons per day. In 20-years it was projected to be about 685,000 gallons per day just for Allenstown.

Robin P. asked what Pembroke was using right now. Dana stated that of there 65% they are only at 45%. The preliminary report was that Pembroke was looking at an additional 500,000 gallons. Jim stated that the plant will not double in physical size but the project will double the current flow.

Tom I. made a motion to accept the bottom line of $614,306.98 for the Allenstown budget, Robin P. seconded.

Jim explained that this figure is just the Allenstown expenses.

Carol asked about the reduction of the sewer rate to the Town after the project was completed. Jim stated that no one said it would go back to $2.55. He felt it was perception and the perception did not originate from the Sewer Commission. Jim stated that in 1997 the rate was $2.11 in 2001 the rate went up by .44 to $2.55. In 2002 the rate went up to $3.65 in order to raise money for the project as well for the budget that was accepted last year. Then in 2003, once the pipe job was paid for, the rate did go down to $3.30. From 1997 to 2001 we have had very easy years. But the budget gradually increased every year, Jim read from last year’s minutes "Dave asked what the rate was going to be starting in January? Currently the rate is $3.65 and once there is enough money to pay for the Main Street bridge job, the rate will be $3.25." That is what was figured at the time. We ended in January with a rate of $3.30.

When the taxpayers get their bills in March, it will be based on the $3.25 rate. At the end of 2001, the rate was $2.55 cents. Jennifer stated that she felt it was not the Budget Committee meeting that Carol was asking about, it was the Town Meeting explaining the fact that they were rescinding the warrant article that was not needed for the Bond. Although no figures were ever given, there was a feeling that this was a one shot deal and the rates would go down to their original amounts.

Jim stated that he has had several people ask him the same questions, but no one from the Board ever said it would go down to $2.55. Jim would like to see the rate return to $2.55, but it is unreasonable to think that everyone will have very low rates for eight years. Expenses will increase each year.

Jennifer asked what the rate will be on this bottom line. Jim stated the rate will remain at $3.30. Ben stated that part of the perception is because, the discussion was that the warrant would not be used and the rate would increase, but the Commission never said the rate would drop or raise. The Bond was going to cover the cost on the road, not any additional. If you had the warrant and it paid for the project, there would not have been an increase, unless the Commission had an increase besides and this was really never discussed.

Jim stated that only a small amount of the $3.65 actually paid for that job. The $3.30 covered last year’s budget.

Tom I. stated that he agreed with the perception from the public meeting. He did not think any number was ever reached, but the perception was the rate was going to go down. Jennifer stated that the amount would cover the project and when the project was over it was going to be the end of it.

Jim stated that the Commission could give out all kinds of information, and there would still be misunderstandings. There was no intention on the part of the Sewer Commission to have misunderstandings.

Tom I. stated that he was not going to accuse anyone of misleading anybody, because he felt it was just a general consensus that people got fixated on the word lower the rate and took it as being that it was going back to where it was.

Jim stated that we are fortunate that we are living in Allenstown and that we have the system that we have. Currently, according to this study which is put out every year, the customers in Allenstown are paying an average of $362 based on an average use of 90,000 gallons. Dana stated that the actual number based on actual usage is $270. Jim stated that the average for the whole state is $467.

Tom G. asked how it compared to Pembroke and Epsom. Jim stated that Pembroke’s rate is $3.53, Epsom does not have a plant. Jim then compared the rate to Pittsfield, which has an average of $560.

Tom G. asked about the capital reserve fund, is the Commission not looking to put any money in the capital reserve account?

Jim stated that no they are not, fortunately last year the Commission was able to put $10,000 in capital reserve, but this year, the commission felt that the budget was high, and we did not want to go any higher. The Commission has been able to save some money to put it away into the capital reserve accounts for various repairs.

Mona asked how much was in the capital reserve now. Dana stated that there are currently 4 capital reserve accounts, two for Allenstown and two for the plant. Currently in the Allenstown account there is $226,300.18 (Allenstown Sewer System Construction and Improvement Fund); Allenstown Sewer System Reconstruction and Equipment Fund there is $28,814. However, we will be taking $218,574 to pay for the Canal Street project. The Plant accounts have $31,803 in the Suncook Waste Water Construction and Improvement Fund and $22,940 in the Suncook Waste Water Reconstruction and Equipment Fund. We will be taking $2,194 from the Suncook Waste Water Construction and Improvement Fund to expend for this year and $36,104 will be needed for plant equipment.

Henriette asked about the Allenstown Payroll line of $5,000. Dana stated that whenever the employees works for the Town of Allenstown, the Town of Allenstown pays the employees. This is when we service the pump station, etc. Allenstown pays for that time and it is broken out separately.

Mona stated that at the public hearing for the new development that it was all taken care of, where is this amount in the budget? Jim asked if Mona was referring to the development on the hill – yes. Currently they have connections available to hook the project up, they will need 100 connections and they are available. Each connection that will be hooked up, they will be paying $2,500 so by the time the job is done, they will be paying $250,000.

Jennifer asked if there was a but to this statement. Jim stated that if the project does not go through the Planning and Zoning board, and a lot of time goes by and the developer does not sign up for the connections, then Pembroke comes in and says they need 100 connections, the plant may run out of connections.

Tom G. asked if the only lines that will be extended is the one at the end of Bailey Avenue, yes at the developers expense. As far as the Sewer Commission is concerned, we are waiting for plans from the developer, once we get them, the Commission engineer, at the developers expense, do the research on the lines to see if the lines from the top of the hill all the way down to the Plant are going to be able to handle the extra flow. Depending on that answer, then we will know if the development will be able to go in.

Tom G. asked what the expense to the Town will be for this development? Jim stated that there will be no expense to the Town or the ratepayers; the developer will pay for all the work in addition to the $2,500 per hook up. Mona asked if the plant must be expanded. Jim stated that it is way over due for expansion. It should have been done two years ago.

Jim stated that as the Allenstown Sewer Commission, we are trying to do everything that we are supposed to do. We came up with our figures, we set up the engineer, we have made agreements with the Pembroke Sewer Commission as to an initial study of the plant to find out exactly what it is going to cost to expand the plant. We are waiting for a formal study from Pembroke.

The committee then voted on the bottom line of the Allenstown Sewer budget, the motion passed unanimously.

Jim stated that he had checked off some of the areas that had been increased, such as electricity, oil, water, the alarm system remained pretty much the same.

Tom G. asked if the Sewer Budget went before the Selectmen? Jennifer stated no, because the budget comes from the Commission. Jim stated that traditionally the Commission has given the budget to the Selectmen to review and occasionally there has been some discussion. The Selectmen do review the budget.

Jennifer stated that there is no Selectmen’s approved budget, the Budget Committee sees the budget as the Commission presented it.

Henriette asked if the employees had received a 2.5% increase, Jim stated that they had set aside 2.5%. The line increased quite a bit. Jim stated as long as he has been on the Commission, they have never given a straight across the board raise. The Commission has always set aside 2.5% or 3%, but the raises have always been based on performance. Some years the raises have not been very good, but after reviewing the average wages in those positions, they have gone up a couple of year to try to catch up. Right now the salaries are pretty much in the middle, to say that it will be a 2.5% across the board raise, it may not be.

Jennifer stated that $202,000 was the plant payroll last year, of that you estimate to spend $160,000 and are asking for $183,000 for next year. Did someone leave? Jim stated that there has been turnover and one employee who is on a limited schedule. Dana stated that they had budget last year to hire an Assistant Superintendent, but they were not able to find anyone to meet the qualifications. In the mean time, someone else was terminated. Two months later, we were able to find a certified employee, but he does not hold a grade high enough to fill the Assistant Superintendent’s position. We are hoping that he will develop into that position.

Robin P. asked how many employees were at the plant. Dana stated there are five full time employees.

Jennifer asked if they could tell her what the 2002 payroll figure was. She also stated that the Blue Choice had gone up quite a bit. Dana stated that the new employee is on a family plan and he is the first person who has used the family plan. The 2002 payroll was $156,961.06.

Tom I. asked about the contractor line, what is it for? Jim asked if it was the $28,000 line – yes. Dana stated that they are in the process of installing a new piece of equipment (a Jones and Atwood Fine Screen) which will cost approximately $10,000, the remainder is for unexpected equipment repairs that will be done by licensed electricians, etc. The Commission also thought it would be a good idea to put a little extra money in that line due to the fact that we will not be hiring the sixth person and may have to contract out some of the jobs that plant personnel will not be able to do, such as painting the steel railings, and maybe painting the plant which has not been done since 1974.

Tom I. asked about the $75,000 to Plant Projects, what type of projects are anticipated? Dana stated $53,000 for tank coatings, $22,685 for window replacement.

Tom I. made a motion to accept the bottom line of $656,356.30 for the Plant, Ben seconded.

Henriette asked why the PLT Engineering went down so much. Jim stated that currently they are estimating that they will be spending more than they budgeted last year. We do not feel that we will be spending as much on engineering for the plant. Henriette asked why they had estimated $29,700? Dana stated that with what has been expended so far this year, plus the Allenstown and Pembroke Commission have agreed to go forward with the facility plan to evaluate the plant. The plant evaluation will cost $22,000, the balance of that money was for responding to the 80% letter that was received by DES ($5,000).

The Engineering firm will be studying the plant to let us know exactly what needs to be done to expand it. Henriette asked when this would be done. Jim stated that it will be started this year. Henriette asked if Pembroke will be paying for any of the study – yes.

Tom G. asked if it is 50/50. Jim stated it is based on the flow rate, so Pembroke will be paying 65% of the cost. Dana stated that the $22,000 is the total amount for the engineering study. Of that $22,000 Pembroke will be paying 50 something percent and Allenstown will be paying 40 something percent. Dana stated that the Plant must get approval for the entire budget then Pembroke pays flow rate percentage. Pembroke will see this budget, but they do not vote on it.

Jim stated that you can’t even get a grant without it first going through an engineer.

Jim stated that the reason it is only $5,000 now is that the Commission decided that the expansion of the plant has nothing to do with the Plant operating budget. From now on any engineering work will be a separate project that will be paid for by both Allenstown and Pembroke. So to be in the safe side, we put $5,000 in the line item in case something comes up with the Plant as it currently runs.

Henriette asked if the bottom line of $656,000 is shared with Pembroke – yes. Dana stated that the Committee needs to keep in mind that just as everyone in Allenstown in their individual houses, pays a user fee, Pembroke also does. As far as Allenstown is concerned, they are just another user. Pembroke gets an actual breakdown of the actual expenses and they must pay their flow rate on these numbers.

The Committee then voted on the Gross Plant expense of $656,356.30, the motion passed by a vote of 7 yes, 1 no and 1 abstaining vote.

Tom I. made a motion to accept the total Sewer Commission Budget of $717,793.28, Gabby seconded. The motion passed by a vote of 8 yes, 1 no.

Chief Chaput stated that he would entertain any questions, there have been some larger items that were chopped down and the Board of Selectmen and Fire Department agreed to these.

He stated that he understands that they are trying to keep the budgets in line, although he can justify everything that is in the budget, we chose to look at a very modest increase.

Emergency Management one of these lines that we may never see, but when you do need it, it needs to be funded properly. We are trying to bring ourselves into compliance. When Hurricane Isabelle was coming up the coast, Chief Chaput pulled out the Emergency Plan for the Town to review and realized that it had not been updated since 1984. It talked about things that the Department no longer has, it talked about personnel and responsibilities that do not exist. The layout was for the old fire station and it does not fit.

The Chief wants to do some drills to make sure that everyone has an understanding of what is going to happen. It is not when the blizzard, tornado or hurricane hits and the EOC has to be opened, that we have to learn what to do. We must be ready.

The meeting room that we are in is the Emergency Management Operation Center for the Town. One thing that the room does not have is telephone capabilities that exceed the lines that are here. The Department is looking into stretching additional lines into the ceilings, so that if the EOC must be opened, the lines will be available. As recently as this week, the Department took some of the maps of the Town, which lists street-by-street and house-by-house and has everything listed. These have been laminated and will be posted so that when they are lined up, the Department will be able see the whole Town and know where things are happening.

We were looking to build a shed next to the Station that would have been the storage area for all the emergency management supplies. Some of the stuff is stored in the basement of the church, some in the old EOC center at the mill, and some stuff in the highway garage. The Board decided to look at what was here, determine what is good and what is bad and then try to determine what the storage needs are. This budget is a moderate increase of $400. And that is for things that we really need to look at such as maps (which are very expensive) and some other things that we need as well as upgrading the master emergency plan that has not been upgraded since 1984.

Tom G. stated that there is a new standard by the Department of Homeland Security that the master plan must be up to date. There may be State and Federal grants available to help with this, as well as the proximity of the Town to the State capital that also qualifies us for some State and Federal grants.

Chief Chaput stated that the only thing is that they want a lot out of the Town for very little. Ben stated that there was a time limit, he went through the whole thing (which took four days) and there was no single place that they gave any penalties. They recommended that someone from each department meet to formulate a plan on what they recommend.

Chief Chaput stated that the Department received a Homeland Security grant last year for radios and SCBAs, this year we were eliminated from the process. We put in for a complete SCBA replacement, which would have saved us quite a bit of money in the budget. Most of the funds that are available are matching fund grants.

The Chief is currently working on a grant to help pay to rewrite the master emergency plan, but it is a 50% reimbursement. The Town will have to pay the entire bill, but they will be reimbursed for ½ of the expense.

Tom I. made a motion to accept the bottom line of $4,200 for the Emergency Management Budget, Gabby seconded. The motion passed with one no vote.

Chief Chaput stated that they had not asked for a whole lot for this budget. The only thing they had looked into increasing was under Fire Supplies. They had requested $5,355 and another $2,425 for items that were removed from the fire budget and placed in this budget, but then were cut out of this budget. The grand total for this line was $7,780. Some of the items that they wanted were Collapsible Pumps, Brush Shirts ($610), Brush Pants, Filter Masks, etc.

We moved $1,400 from Personal Protective Equipment to this line for forestry helmets, we moved $525 for goggles and $500 worth of Tools and equipments (new chainsaw).

The biggest ticket item was the Filter Masks for a total of $1,125. This is for the safety of the personnel. One of the things that is important during a brush fire is respiratory protection for the firefighters. During a building fire the members wear the SCBA, they cannot be used during a brush fire. The Filter Masks are a line of defense between the smoke and what is burning. There could be smoke from poison ivy, which could cause very serious damage. The amount that was agreed on was $3,000, this is a good start, we went from $1,700 to $3,000 that is a $1,300 increase. If the Committee chose to add money to this line it would be for helmets and goggles that we could use.

So if we have another year like this year where we may have spent $500 on brush, we could move around the bottom line and purchase some of these items. That is why he is comfortable with the bottom line of $7,500. It is a slight increase that will help the Department get some of the things that they need.

This was a good year for us as far as brush was concerned, but other years that amount is gone in one fire.

Tom I. made a motion to accept the Forest Fire bottom line of $7,500, Tom G. seconded. The motion passed unanimously.

Jennifer reminded everyone that they will meet again on November 20 for the school budget at 6:30 ARD cafeteria.

The next meeting is scheduled for December 4 and originally the Committee was going to discuss Planning and Zoning, Parks and Recreation and Ambulance.

On December 18 the Committee will discuss the Tax Collector, Building Inspector, Health and Welfare and Town Clerk.

Ben stated he will not be able to make the December 4 meeting, but he will make sure another selectmen will attend the meeting.

Tom I. stated that he will not be able to make the December 18 meeting.

The December 4 and December 18 meetings will be at the Town Hall.

Tom G. stated that the Committee had not yet voted on the Highway budget, Jennifer stated that Jim needs to get back to the Committee with the final figures. Jim will let David J. know what the number will be and he will then inform the Committee.

Tom I. made a motion to accept the Revaluation budget of $1,500, Tom G. seconded. The motion passed unanimously.

Gabby made a motion to accept the Insurance budget of $40,000, Tom I. seconded.

Tom G. asked what the insurance was for. Ben stated that it this covers all the Town’s property, except the school.

The motion passed unanimously.

Jennifer asked if the Town needed the $40,000 in legal. Ben stated that there was a long discussion on this budget. The Board decided to keep it at this amount. This year, the Town has maybe used 50% of this budget. We are hoping that next year, once we determine what the Persecutor can do, the Town may reduce this significantly more. The Board did not want to reduce this budget the first year.

Tom I. made a motion to accept the Legal budget of $40,000, Gabby seconded. The motion passed unanimously.

Tom I. made a motion to accept the Patriotic budget of $2,800, Gabby seconded.

Ben stated that the Board approved this budget, but there have been a lot of complaints regarding Old Home Day. He has spoken to the committee and they said it was going to be more open, and unfortunately, it was not. Jennifer asked what he meant by this. There are specific people that they allow on the grounds and people they do not. Jennifer asked if he meant vendors – yes. If there is a lot of unsatisfied people, then maybe we should make some noise, we have cut money from budgets before, and if it is deemed necessary, we should think about it.

Jennifer stated that she felt that last year went well, but in years past when she was a part of the fire department and we wanted to be a vendor, the committee wanted a very large percent of the profits and then the Department had to pay for insurance so you lose money instead of make money. Ben stated that there is also an upfront fee.

Jennifer asked how many Allenstown people are on the committee. Ben stated that there was only one Allenstown person active this year. Tom G. stated that if we keep the fund there, then we should get more representation on the committee. Ben stated that he thought they were looking for representation, but if no one goes to the meetings, it does not help.

Tom G. asked if ARA participated in the Old Home Day – no.

The committee then voted on the motion. The motion passed unanimously.

Robin P. made a motion to accept the Economic Development budget, Tom I. seconded. The motion passed unanimously. Ben stated that there used to be 3 members of the Economic Development Committee, then after the first meeting, he was the only member.

Ben made a motion to accept the Debt budget of $92,150, Tom I. seconded. The motion passed unanimously.

Ben state that there are certain regional associations that Town’s and Cities are required to belong to and they are supposed to do the advertising for each member, but you don’t get very much from it. Part of this money goes to the tourism, but do you ever see Allenstown mentioned in it.

Tom I. made a motion to accept the Advertising and Regional budget of $4,741, Gabby seconded. The motion passed unanimously.

Tom I. made a motion to approve the minutes of the October 30, 2003 meeting

Jennifer stated that on the first statement that Mona made a motion to accept the corrected September 18 minutes, she was really making a motion to accept the corrected October 2 minutes, other than that, the minutes looked good. Jennifer asked Chief Chaput to read them since the minutes were all about the Fire Department and he was happy with them and felt the numbers were good.

Tom I. then made a motion to approve the minutes as corrected to the amended minutes to the meeting of 10/2, Carol seconded. The motion passed with 2 abstaining votes.

Ben made a motion to recess, Gabby seconded. The meeting recessed at 9:45 p.m.