Town of Orford – New Hampshire



TOWN OF ORFORD

Board of Selectmen

Work Session Meeting Minutes

October 19, 2016

MEMBERS PRESENT: Anne Duncan Cooley, John Adams, David Smith

OTHERS PRESENT: Cicely Richardson, Rich & Michelle Shreve, Chuck Clifford, Joe & Ann Davis, Alan & Bonnie Martin, Carl Schmidt, Ann Green, Peter Kozely, Don Davis, Ann Hughes, Terry & Meredith Harwood, Eva Daniels, Rob O’Donnell, Sheri Clifford

Call Meeting to Order

The meeting was called to order at 5:33 PM.

Roger’s House sealed bid offers

Cooley explained that two offers had been received for the Roger’s House property in sealed envelopes. The Board would open the offers, they would be reviewed by Realtor, Chuck Clifford, then the Board would discuss the offers in a non-public session.

1. Henningsen, Jared & Elise - Offer of $250,000

Third generation, beginning with the Alonzo Family, in Orford and want to

make the Roger’s House their home.

2. Jellison, Thomas & Stacy - Offer of $255,000

Chuck Clifford was asked to review the offers and present the Board with a summary.

Cooley read the summary of each offer:

Jellison offer – closing 12/16/16, confirmation of financing 12/2/16, no inspections, 21 days to review covenants and easements and availability to obtain insurance. 100% financing conventional, Mascoma Savings Bank reference letter attached. All disclosures attached.

Henningsen offer:

Close in 60 days from effective date, confirm financing 45 days from effective date, 14 days’ general inspections, 21 days to confirm ability to obtain insurance financing, construction loan. Purchase and renovation loan with Wells Fargo. Prequalified letter attached. All disclosures signed, preservation easement signed. Letter of interest and intent attached.

It was requested the Henningsen letter be read. Adams read the letter. (attached)

A motion was made to enter into nonpublic session for real estate issues at 6:10 PM. A roll call vote of member’s present was taken with a decision in the affirmative.

The Board resumed the regular meeting at 6:37 PM. A vote was taken with a decision in the affirmative to seal the minutes of the nonpublic session.

Work Session for 2017 Budget Worksheet review

Cooley explained the Board is trying a new process for preparing the budget this year. Board members were each assigned different departments, committees and boards. That Board member reviewed requests for the 2017 budget with each group in order to have a better understanding of the budget requests and departmental needs with the goal of preparing a preliminary budget, and being in a better starting place with more information to begin to work with the Budget Advisory Committee.

Adams recommended the 2017 budget should be reflective of a working budget. With the exception of the Orford Social Library, appropriations would be listed as a separate warrant article.

Cooley noted health care figures will not be available until mid-November, so these figures are estimated until an amount is confirmed next month.

The Board began a preliminary review of the budget requests by Department

Executive Budget

-Town Report Printing: 2016 Budget $1,670 2017 Request $1,780

Discussion: amount increased $110 due to photos and number of pages required.

The remainder of the Executive Budget was level funded.

Town Clerk Budget

-Dog Licenses: 2016 Budget $500 2017 Request $700

-Training/Seminars/Mileage: 2016 Budget $1,000 2017 Request $1,400

-BMSI Software: 2016 Budget $2,200 2017 Request $2,300.

Discussion: All increases justified due to cost increases and training required for certification.

Elections Budget: 2016 total budget $7,080 2017 Request $1,332

Discussion: Numbers based on elections for given year.

Tax Collection Budget

-Tax Collector Fees: 2016 Budget $25,000 2017 Request $28,000 Preliminary Number $25,250

-Deputy Tax Collector: 2016 Budget $3,000 2017 Request $4,000 Preliminary Number $2,000

-Supplies: 2016 Budget $800 2017 Request $2,000 Preliminary Number $800

-BMSI Software: 2016 Budget $2,200 2017 Request $2,200 Preliminary Number $2,300

-Office Equipment: new line item 2017 Request $2,200 Preliminary Number $0

-Training & Seminars: 2016 Budget $1,000 2017 Request $2,700 Preliminary Number $1,200

Discussion: The Board discussed the reasons behind a significant request for increase from the Tax Collector from $35,750 to $45,410. The Board agreed to a lower increase in tax collector fees for the preliminary budget, software was increased to cover annual fee for software licenses. Office equipment was deleted, all equipment necessary is available at the town office.

Treasurer Budget – Level funded

Information Technology Budget – Level funded

Auditor Budget – Contracted, 2016 Budget $9,700 2017 Contract $9,750.

Revaluation of Property Budget – Level funded

Legal Expenses Budget – 2016 Budget $13,000 2017 Request $11,000

Legal-Other Expenses/Floodplain Budget: New item requested $2,000

Moved $2,000 from Legal Expenses to new category to separate out expenses related to floodplain ordinance related reviews.

Engineering Services Budget –2016 Budget $5,000 2017 Requested $3,000

The board decided it was important to have funds available for unforeseen engineering services needed, such as if there were bridge damage.

Planning Board Budget

-Secretarial: 2016 Budget $540 2017 Requested $720 Remainder of the budget level funded.

Discussion: The Board agreed to include this requested increase in the preliminary budget.

Government Building Budget

- Improvement Grounds/Water Testing: 2016 Budget $500 2017 Request $1,000

Remainder of the budget level funded in the preliminary budget.

Discussion: The Board decided to include an increase to cover the possibility of additional water testing.

Cemeteries Budget – Level funded

Insurance not Otherwise Allocated – Based on 2017 Primex figures

Advertising & Regional Association – Dues decreased by $8

Contingency Fund – Level funded

Police Department Budget

-Wages: 2016 Budget $55,744 2017 Request $60,000

-Telephone & Communication: 2016 Budget $1,200 2017 Request $900

-Dispatch: amount determined by Hanover Dispatch 2016-$15,250 2017-$14,750 -Vehicle Maintenance: 2016 Budget $2,000 2017 Requested $1,000

-Office Supplies: 2016 Budget $500 2017 Request $500

-Gasoline: 2016 Budget $3,500 2017 Request $2,700

-Prosecution: mandated amount 2016 $8,300 2017 - $6,500

-Computer software/IMC: 2016 Budget $2,300 2017 Request $2,390

-Training & Education: 2016 Budget $250 2017 Request $250

Discussion: The Board included the proposed budget numbers, with the exception of wages, for the preliminary budget. Significant decreases in some requests due to having one police officer and one police vehicle.

Upper Valley Ambulance – amount based on per capita $45,769

Fire Department Budget

-Emergency Medical Supplies: 2016 Budget $800 2017 Request $1,200

-Equipment Maintenance: 2016 Budget $4,500 2017 Request $4,800

-Postage: 2016 Budget $150 2017 Request $100

-Vehicle Maintenance: 2016 Budget $4,500 2017 Request $5,200

-Equipment: 2016 Budget $9,000 2017 Request $8,000

-Forest Fire: 2016 Budget $600 2017 Request $1,000

-Radios: 2016 Budget $8,000 2017 Request $7,000

-Uniforms: 2016 Budget 300 2017 Request $500

-Training/Mileage: 2016 Budget $8,000 2017 Request $9,000

Discussion: The Board agreed to include the requested changes in the preliminary budget.

Emergency Management Budget – Level funded

Highway Department Budget

-Equipment Rental: 2016 Budget $10,000 2017 Request $10,700

Building & Safety Supplies: 2016 Budget $1,500 Item separated to:

-Building Supplies: 2017 Request $1,000

-Safety Supplies: 2017 Request $900

-Vehicle Maintenance & Repairs: 2016 Budget $25,400 2017 Request $15,000

-Diesel: 2016 Budget $18,000 2017 Request $15,000

-Road Construction: 2016 Budget $5,000 2017 Request $4,000

-New Equipment: 2016 Budget $2,500 2017 Request $1,500

-Uniforms: 2016 Budget $3,000 2017 Request $3,000 Preliminary Number $2,200

-Culverts: 2016 Budget $6,600 2017 Request $5,000

-Cold Patch: 2016 Budget $500 2017 Request $1,500

-Road Signs: 2016 Budget $1,000 2017 Request $900

Request new budget item: Vandalism – 2017 Request $1,000

Discussion: The Board agreed to include the requested changes in the preliminary budget. Include number and discussion of contract/seasonal employee.

Street Lighting – Level funded. Amended to $9,000 to cover likely cost increases

Waste Disposal – Contracted $7,026.

Landfill Closure – Amount set by State mandated testing $2,700 decreased by $1,800.

Animal Control/Boarding – 2016 Budget $900 2017 Request $800

Health Agencies (VNA/VNH/Hospice) – 2016 Budget $6,675 2017 Request $7,000 to cover anticipated increases.

Direct Assistance – Level funded

Intergovernmental Welfare – placed as a separate warrant article.

Parks & Playgrounds Budget

-Wages (Beach Monitor): 2016 Budget $2,200 2017 Request $3,000

-Mowing (contracted): $8,500

-Portable Toilets: 2016 Budget $2,650 2017 Request $750

Discussion: Wage increase for the Beach Monitor given the responsibility of the positon. The preliminary budget for mowing reflects discussions regarding the possible amendment of the agreement for use of the Community Field under which Rivendell would mow the field and pay half of the cost of toilet rentals.

Library Budget

-Free Library Appropriation: 2016 Budget $9,910 2017 Request $10,060 increase for new books.

-Social Library Appropriation: 2016 Budget $22,000 2017 Request $24,000 Preliminary number $23,000.

Patriotic Purposes – Level funded

Conservation Commission – Level funded

The Board discussed the cost of living increase and asked Clifford to draft another worksheet with a 1.5% increase. They also asked if Bob Pallifka could be contacted to possibly attend the next meeting to discuss the Capital Reserve Fund.

Adjourn

The meeting adjourned at 9:16 PM.

Respectfully Submitted,

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