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Town of AmherstBoard of SelectmenNovember 5, 2007
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Chairman Bruce Bowler called the meeting to order at 7:05 p.m. Selectmen present: George Infanti, Thomas Grella, Brad Galinson and Reed Panasiti. Also present was Town Administrator Gary MacGuire and Executive Assistant Sharon Frydlo.
Citizens’ Forum
There were no concerns or questions from people in the audience.
Library Budget Presentation
Library Director Amy Lapointe met with the Board. Also present were Trustees Richard Martini, Robin Julian and Kathy Brundage. Mrs. Lapointe told them personnel costs were up due to step increases and the cost of living. Some of her part time staff was at the top of the scale. Social Security and Medicare was based on wages as well as sick time and sick leave. They were awaiting projections on health insurance and what was in the budget was only an estimate. Dental insurance were estimates received from Gary and Merri and it has been reduced due to buy backs. She briefly spoke of areas that have not increased such as the telephone, dues, education & conferences. Supplies have gone up because of packaging costs of circulating and diverse items. There was also a small increase in the Automated Library System line for GMILCS. Postage was up due to the increase in the bulk rate, which had more than doubled, which they used for their newsletters, but will now run only one instead of two. Library materials and services were up with circulation being up quite a bit more. Under New Equipment Capital Expense she had touched upon this in her State of the Department report in which they wanted the space to be more flexible in the area of shelving.
Neither Mr. Infanti nor Mr. Grella had any questions. Mr. Galinson asked about the Programs & Meetings line at $9500. Mrs. Lapointe advised that between the children and adult programs they provide speakers, performers, snacks, etc. Mr. Panasiti and Mr. MacGuire had no further questions at this time. Bob Petrella, W&M, mentioned that the New Capital Expenditures seemed fairly significant and asked if this was something planned for. Mrs. Lapointe explained that since she has been with the Town they haven’t had anything in this line and needed some funds to go forward with this. Last year the Friends of the Library helped and in general they needed some money in this line.
Mr. Panasiti asked that under Wages what computed the 1.0195 figure. Mrs. Lapointe indicated that this was the COLA that was added in. Mr. Bowler explained that this was the COLA the Board voted on. Mrs. Lapointe advised that the medical insurance was 2008 working numbers because they have not received the actual numbers yet. In response to Mr. Galinson’s question regarding this, Mr. MacGuire told the Board that the Town does not have any number and were only going on a questionable figure. They have a “long window ahead of us” and will get quotes from a number of vendors and can potentially figure on making changes again. They will see a flat number that will change over the next several weeks. He explained to Mr. Galinson, in response to his question, that last year at this point the Town was hearing of an 18% increase in health insurance, settled on a number “not to exceed” and made changes in the co-pay to live with the budget. They will accept a number from the current vendor or will shop around, he said.
Public Safety Communication Center Budget Presentation
EMS Director Brian Gleason thanked a number of people for their help. He indicated the budget is as promised and the Board was looking at a net budget of 3.08% a $10,700 increase. Of this $406 is non-salary related which he highlighted. He commented that he would be remiss if he didn’t thank the Board of Selectmen for hiring Chief Rick Todd as they had done an outstanding job in selecting him. He reported that Police/Fire/EMS antenna was on the tower and the DPW antenna was installed on November 2. They also relocated the Police/Fire/EMS/Public Safety base station. They finished installing the voter system which is similar to a scanner. He has recently completed writing a grant for $140,000 under NH Homeland Security for radio enhancements in the north sector and hoped to be successful in this. He has applied for $25,000 for several portable message boards to be placed at intersections in case of emergencies. He spoke about purchasing an enhanced EMS/Fire records management system that the Police have at their station in three phases. Mr. Gleason indicated he was working with mutual aid regarding dispatching in surrounding communities and Chief Todd has a great deal of experience in this regard.
The Director advised there were 11 steps in the wage scale. He is proposing a $630.00 reduction in the part time wage line. Overtime has been increased by $2,000; there is no change in Health Insurance, but a slight change in Dental, Social Security, Medicare and Deferred Comp. There were no other significant changes. Under Public Safety, he proposed $750 for pre-employment physicals - an increase of $126. A major impact in the budget under New Equipment is a lease agreement for their copier which is a $280 increase. The over all net budget was 3.08%.
Mr. Galinson thought this was a lean budget and he was only dealing basically with the cost of living and step. It was a 3% increase and something they will have to deal with in all departments. Mr. Grella asked about full time wages vs. part time wages. Mr. Gleason mentioned that since they had the same person on board, they brought in two part time employees at a lesser step. Regarding cutting the hours of the part timers, Mr. Bowler thought it more beneficial to increase them and decrease overtime. Mr. Gleason indicated that overtime stayed where it was and he had better utilization of the part time person last year. Mr. MacGuire added that what was also budgeted was $7700 for holiday pay. W&M Chairman Deirdre Rogusky asked about nothing being budgeted for Educational Incentive and NH Retirement. Mr. Gleason explained education was incorporated in the Training line and NH Retirement was an inactive line. The full time employees are entitled to join the Town’s other 457 plan.
EMS Budget Presentation
Director Gleason commented that the EMS budget was a bit more complicated and the net bottom line was 1.88% and reflects 726 calls made. $22,832 is the increase in the part time wage line. They also were able to increase the projected revenues when they talk about a net increase of 1.88%. He adjusted the Comstar billing fee from $16,000 to $17,000. He personally only qualifies for a COLA and no step. Paramedics receive $13.52 and non-paramedics $9.44 per hour. The Health Insurance has decreased. In his previous budget he was going to hire a full time person as an assistant to him, but instead gave these duties to three in-house part time employees. There was a slight decrease in Dental and an increase in Social Security, Medicare and Group II Retirement. Custodial Services and Heat are numbers supplied to him from DPW and a shared cost between EMS and Police. There is an increase in Ambulance Repair. In the year 2000, there was just two and two years ago the Department added two Ford Explorers and their warranties have expired. Each year the line has increased because the ambulances have gotten older, but have looked to utilizing DPW’s maintenance mechanic. Under Office Supplies there is an increase of $1000 because he has entered into a shared copier with the Police Department. The Police Department has agreed to pick up the entire maintenance agreement. The Computer Supply Line has been reduced by $500.00. The Gasoline and Diesel figures were not ones he projected, but by DPW. As their calls go up so does the amount of fuel they use. These figures could go up or could go down and are based on the bid price. Mr. Gleason indicated that there was a $750 increase in Oxygen. Last year the numbers were based on 600 calls per year and he had to increase it to 700. New Equipment is increased by $1000. The Department received a $1000 donation from Joan Kunkel in memory of her father. The over all budget increase is 1.88%. It is cost efficient because of his Department and what they give to the Town. There are so many hours they don’t see what they do. This is a very reasonable dollar figure for the quality of what they have. They are the ones who deserve the credit.
Mr. Panasiti asked if it was possible to break down the calls between the north end and south end of Town – what he was getting at was the businesses and traffic. Mr. Gleason advised the biggest issue is Wal-Mart and the area near the Mobil Station. Mr. Infanti added that the biggest number of accidents is in front on the Mobil Station and a statistic he recently read in a report from the NRPC. Mr. Galinson thought it a good budget and asked how the billing worked. Mr. Gleason explained that they cannot charge less than the Medicare rate. They have usual and customary charges by Medicare, Medicaid and private agencies. All charge a non-base rate for paramedics and a base rate for non-paramedic calls. There is also a charge for loaded miles as well as ancillary charge with one flat fee. He has to make sure and justify the services were warranted. Those charges are sent to the billing agency who then codes it with an ALS 1 or ALS 2 charge. They weigh the Medicare rate and the highest private carrier rate for this region. Mr. Grella asked the age of the ambulances. Mr. Gleason advised that the prior ambulances were on an eight year cycle because they were gasoline. The ambulances they now have are diesel and can be in use to 2011.
Mr. Infanti commented that the Mont Vernon ambulance billing didn’t change. His question what are the percentage of calls to Mont Vernon compared to over all calls. It was his opinion that $17,000 was a gift and something they should look at. He asked for a ballpark number since the Director was projecting $244,000 for this year’s income not including $17,000 from Mont Vernon. Mr. Gleason indicated they have about 70 calls to Mont Vernon and perhaps less because the Mont Vernon Inn is now closed. Mr. Infanti remarked that when you do the math it is about 10%. Mr. Gleason mentioned that there has been a formula used since he has been with the Town and perhaps they should consider a COLA increase which Mont Vernon could look at. He has worked closely with Mont Vernon Fire and Chief Brougham to increase their services as well. In response to Mr. Bowler’s question, Mr. Gleason advised there was a slight drop in non-resident billing. He also spoke about ambulance replacement including the fact that he felt they may be able to go with a smaller box the next time. The Town always purchased two ambulances at the same time. He may consider looking at trading one of the ambulances one or two years sooner. He did not necessarily feel they should go brand new every time and may get $20,000 each for the F450 diesel vehicles. The way they have rotated the staff, they have taken ownership and maintain the vehicles differently than in the past.
Mr. MacGuire added that there are additional fuel costs, they were proposing a 28% increase and is adjusted by their use. On their gas and diesel it would be more like a 6% increase than what was budgeted previously. He was still unclear on their usage because of the new system at DPW. He asked to give them a little more time to work on these numbers and they may adjust these lines because he wanted to make sure they were “real sharp” with them.
Ms. Rogusky asked to what extent can he utilize DPW on maintenance and repair. Mr. Gleason remarked that they are limited because they have enough between Fire and Police and he has talked to Bruce Berry about scheduling repairs ahead of time. He also talked to Peter Lyon and what they found out is that they may still fund other things because they have to maintain relationships with other agencies. Working with DPW can have a cost savings. In answer to Ms. Rogusky’s question, he listed the various vendors the Department utilizes.
Mr. MacGuire reported that the Selectmen and Ways & Means had the first draft of the budget. There were approximately three to four budgets that have not had much scrutiny yet. The end number of Transfers to Capital Reserves ($171,000) has not been budgeted because they have learned that this was done improperly for many many years and has to be presented in a Warrant Article. It was his hope that the voters will support it. Therefore, the number for the ambulances that have been in the budget forever was not the proper way to do it. The money will still ultimately be there. This will be a big change for the voter; the money has been there and will be a different way to educate the voters. As they make a transition to this process there were two ways to do it – one is to lump all the capital reserves into one warrant article or break them up into individual warrant articles. He wanted the Selectmen and W&M to understand where they were going.
Mr. MacGuire reported the bids were opened on October 26 with a total of six bidders. Administration was asking for bids for 1000 and 1500 Town Reports. For 1000 Reports they ranged from a high of $4876.95 to the low bid of $2245.00. It was his recommendation to go with 1000 Reports because if they went through Town Hall, they would see boxes of reports still unopened. There was a very similar bid from a company in Hudson, NH and one from Newbury, MA. According to Sharon Frydlo, the Town has used the services of EPRINT in the past. As there was only a difference of $55.00 between EPRINT and Commonwealth Printing, Mr. Infanti moved to accept EPRINT’s bid of Hudson, NH for 1000 Reports at $2300.00, second by Mr. Grella. Vote: Unanimous.
Approve Yield Taxes
Mr. Infanti moved to accept a yield tax for Smith, Campbell & Pestana on M/L 8-92 for $2,548.21, second by Mr. Grella. Vote: Unanimous.
Mr. Infanti moved to accept a yield tax for William & Kyle Langille on M/L 5-69-3 for $378.37, seconded by Mr. Grella. Vote: Unanimous.
Mr. Infanti moved to accept a yield tax for Gary & Diane Kopka M/L 5-69-1 for $158.90, second by Mr. Grella. Vote: Unanimous.
Old Business
Town Hall Safety Traffic Plan Funding
Mr. Galinson reminded the Selectmen that there was a Warrant Article in March that did not pass. The Town was awarded a Federal Safety Grant in that the Grant would pay 75% and the Town would pay 25% of changes to the roadway in front of Town Hall in order to put green space rather than asphalt. The total cost to the project was $261,000.00. Amherst would pay $65,000 and the Federal Government would pay the remainder. They have a Capital Reserve Fund that has $50,000 earmarked for Recreation that was passed several months ago. He hoped to be able to spend the rest of the Capital Reserve instead of on Recreation, which has received a lot of money, and spend the remaining of it on the safety issue. His proposal was to have a public meeting to determine public sentiment. There would be a difference of approximately $13,000 and he thought they could raise it through fundraising and charitable organizations, etc. without using tax dollars before they loose the grant.
Mr. Panasiti advised that the Recreation Executive Committee had a brief discussion about this and they would support 100% what the Selectmen wanted to do. A lot of money was expended on the Bean Fields and there is an additional $52,000 left. Mr. Grella supported this 100%. The Traffic Plan came initially from the Heritage Commission. Mr. Infanti agreed with Mr. Galinson’s proposal and would like to have a sense of the meeting as well as review the plan as there is a safety issue, especially after dark. Mr. Bowler had no problem with the sense of the meeting. To get almost $200,000 of money from the Federal Government is a “pretty good thing to get”. He asked Brad what he was looking for. Mr. Galinson indicated his inclination was to use the $52,000 and to raise approximately $13,000 over two years to finish the match. They have to commit that the Town is backing the $65,000 - $52,000 would be earmarked with $13,000 remaining and private citizens would go out and raise that amount. He liked the idea of private partnership with the Recreation Commission and to do something for the Town.
In response to Mr. Petrella’s question, Mr. Galinson explained there were a lot of grants given out and there is no drop dead date, however, the longer you wait the faster money is lost. John Siemienowicz, W&M, felt this sounded like a win win situation from private support to get rid of some asphalt and enhance the Town center. Mr. Galinson felt that since $260,000 was not taxpayer money and there was a 4 to 1 leverage, there maybe some taxpayers willing to put some funds into it.
Other Business
Mr. Infanti reported that Brad Vear had resigned from the Planning Board and he would like to recommend that Cliff Harris be reappointed from an alternate to a full member. Mr. Harris felt he attended more meetings than was reported and may have come in late and his attendance was not recorded, he said. He was the logical one to be elevated to this position. Mr. Infanti moved to appoint Cliff Harris from an alternate to a full position to the Planning Board to expire in 2008, second by Mr. Grella. Vote: Unanimous.
Mr. Grella and Mr. Galinson had nothing to report. Mr. Panasiti saw an email about mosquito spraying and thought it might be worthwhile listening to someone about this and to learn about the migration. Also to see what the towns east of Amherst were doing because of the test results of birds and EEE threat. He thought to bring someone in and then perhaps put a contingency plan into the budget if needed. Mr. Bowler thought they could bring someone in in January because they can always amend the budget on the floor of the deliberative session.
Mr. Bowler reported that the SRLD has a preliminary budget and will have a public hearing on December 6. They were looking at a 13-14% increase. Several years ago the District earmarked and still has set aside $200,000 for Amherst. Some members felt they should put aside another $200,000 for other towns. They were looking at a possible $100,000 capital amount. There will be an increase in the Town’s budget on the SRLD side, but it will be for six months because the District is on a calendar year.
Mr. MacGuire reported that on behalf of the Town he filed a complaint with the PUC about their telephone vendors. After ten months of dealing with the phone companies, he began receiving calls from them. Hopefully he will be able to rectify the issues.
Minutes
Mr. Infanti moved to approve the minutes of October 22, 2007, second by Mr. Grella amended as follows: Line 165 – Strike “he” and replace with “Amherst”; Line 166 – Strike “…Marilyn Peterman came before them” to “Nashua first filed the suit”. Vote: Unanimous.
Non-Public Session
Upon a roll call vote, the Board entered non-public session at 8:45 p.m. under RSA 91-A:3 II (d). While in non-public session the Selectmen discussed potential land acquisition. No decisions were made. The Board exited non-public session at 9:20 p.m.
Upon a motion made and duly second the Board adjourned the meeting at 9:20 p.m.
Respectfully submitted,
Sharon L. Frydlo
Executive Assistant