BOARD OF COMMISSIONERS BUDGET MEETING MINUTES
Tuesday, March 23, 2021
9:00 a.m.
In attendance: Jay Buckley, Kathy Koziell, Dinah Reiss, Paula Doyle by conference
Donna MacKinnon, Jerusha Murray, Kelly Robitaille in office
Call to order by Jay Buckley at 9:01am
VDOE Annual Report
MOTION – by Jay Buckley to adopt Paula Doyle’s edited version for 2020 Annual Report to be submitted to Town of Madison. Kathy Koziell second. Approved: 3-0
Budget Review
Working from Version 5 budget provided by Kathy Koziell.
Discussion ensued on additional budget items and those deemed ‘necessary’ vs. desired.
BUDGET ITEMS FOR REVIEW/ITEMS TO BE ADDED:
$4,000 furnace at DPW Line 19/Bldgs & Ground
$15,000 forLine 19/Bldgs & Ground will be sufficient to include furnace expense as 2020 total expenditures was $9,470 (of this, $3,000 was garage doors, one-time expense). NO CHANGE
YES $15k-$18K EAP – add $10,000 to line 67 Asset Management
$2000 bathroom DPW Line 19/Bldgs & Ground
Kelly Robitaille states that the bathroom needs full renovation given current condition. Included in current Line 19/Bldgs & Ground $15,000. NO CHANGE
Paula Doyle asks if there other grounds/maintenance needed in 2021? If not will $15,000 sufficient. Kelly Robitaille - $15,000 is placeholder amount in the event of emergency/contingency, unlikely to be other large projects/repairs this year.
Sufficient funds to replace old, rusted metal culverts, Line 56/Culverts
Jay Buckley asks how many can DPW perform in a season? Due to deferred maintenance, are we budgeting enough for anticipated repairs this year?
Kelly Robitaille - $6,000 is DPW request. NO CHANGE
YES $3,000 brush cutting line 19/ Bldgs & Ground
Jay Buckley reports that two quotes were received, $1,500 - $2,000
Paula Doyle – recommends $3,500, add to line 19/ Bldgs & Ground under water budget
$4000 concrete floor at pump station, under water budget
Muddy Beach pump station, humidity problem, permeates into the building, dehumidifier required. Is there a Correlation with failed SCADA alarms from Muddy Beach building?
Paula Doyle asks if this is a warrant article? Kathy Koziell - included in line 70. NO CHANGE
YES $6,000 replacement leaf blower for backhoe– Warrant Article 8
YES $2,000 for anticipated increase in fuel costs. Add to Line 50/Fuel
NO $2,000 Line 12/Legal for additional time to handle 91-A requests
Jay Buckley recommends $2,000 be added to Line 12/Legal Expense due to inquiries and/or threats from residents; over all increase in 91-A requests
29:00/30:00 Paula Doyle – prefer not to allocate additional funds based on presumption of being sued or needing additional legal counsel.
AMMEND per request of Paula Doyle for Kathy Koziell comments
29:30 Kathy Koziell 2020 costs were related to water budget/legal for BAN
31:45 Kathy Koziell Next 9 months, unlikely to incur excessive legal expenses
YES $2,000 add to Line 2/Admin Salary
Jay Buckley o allow for 91-A requests, and possibility of raise/COLA 4%
Kathy Koziell will update Lines 13 – 16 for changes in w/h’s due to 4% Salary
Jay Buckley asks if there are other DPW needs:
Kelly Robitaille – roadside brush cutting. This was previously done more frequently
$7,000 2021 - $2,000 for future years. Article 5
Kelly Robitaille notes that it can cost $300/400 a day in fuel for equipment for grader/snow removal/winter operations, additional fuel allocation of $2000 may not be sufficient.
Discussion ensued warrant article for Contingency Fund, RSA 54:4a vs. adding miscellaneous expense line to budget.
YES Donna MacKinnon request to increase Line 4/Supplies due to toner costs. Add $300 for total of $1,500
Paula Doyle recommends use of commercial printer for printing/annual meeting warrant
YES/AMOUNT PENDING Line 5/ Kathy Koziell requests clarification on classification for Catherine Deyoe consulting; recommends we add a line for Consulting/Administration Support. Donna MacKinnon will confirm amounts billed by Catherine in Jan & Feb for estimate on annual costs. Reminder that these fees are currently included in Line 5/ Printing/Dues/Ads – deduct from Line 5 when new line item is added.
Dinah Reiss asks clarification on Bonds and total amounts 2021
Kathy Koziell explains that an additional $17,000 is needed because $59,000 was previously appropriated/raised for payments/interest, but not yet spent (Unassigned Fund Balance)
REVIEW OF WARRANT ARTICLES:
Donna MacKinnon notes that term of Clerk is 2-yr term
Article 4: Chocorua Drive paving, updated quote for Warrant Article will be provided by DPW. There will be repairs to Aspen/overcoat
Lugano is a concern and on DPW repair list but Chocorua is the priority
Article 5 - $7,000 for 2021 and $2,000 for future years
Article 6 – needed or no based on how grant will be funded. $20,000 from capital reserve fund; do we want the voters to refund the $20,000 taken from reserves.
REMOVE THIS ARTICLE
Article 7 – Little Loop Survey, estimate based on quotes received
Article 8 – Replace Leaf Blower
Article 9 – Establish CRF for Waste Tank Pumping
Article 10 – this is to replenish
Article 11 – this is to replenish
Article 12 – this is to replenish
Article 13 – Lodge Sale. Ask for ‘sentiment’ of voters regarding the sale? Commissioners decide that it does not need to be a warrant article, rather a straw poll under Other Business on Annual Meeting Agenda. REMOVE ARTICLE
Article 14 – Reinach Place Class V vs Class VI
DPW notes that Waldsbut Rd is another example of a Class VI road in good shape. Because it is Class VI and a dead end, DPW has to push snow into a ditch, no where to turnaround due to Class V to Class VI transition. DPW would prefer to maintain for ease and good condition of road. Private plow contractor, and only one resident so road in good shape.
East Bergamo – Homeowner intends to improve the road, but this will require petition warrant, will likely be a 2022 item.
SETTING OF WATER RATE:
MOTION – Jay Buckley to set 2021 Water Usage Rate at $400/annum.
Second by Kathy Koziell. Approved: 3-0
Discussion ensued on payment options and cost of payment processing.
Paula Doyle – Recommends approval of Water Emergency Plan
MOTION by Paula Doyle to approve. Discussion on emergency contact information. Motion withdrawn, table for Thursday 03/25/21 meeting.
Discussion ensued on audit and questions/concerns.
Dates for Next Board of Commissioner’s Meetings
March 25, 2021
April 1, 2021
Adjourn MOTION by Jay Buckley to adjourn at 11:00 am. Second by Paula Doyle. Approved 3-0