November 29, 2021 | Town Admin SUTTON BUDGET COMMITTEE MEETING MINUTES 11-29-21 The chair, Robert DeFelice, opened the meeting @ 6:03 PM. Present were Pete Thompson, John Mock, Gail Guertin, Mark Peterson and via phone Samantha Gordon. As required and allowed by the governor’s proclamation it was moved by Guertin and 2nd by Peterson to allow full voice and vote to Ms. Gordon. The motion passed w/o dissent. It was then moved by Guertin and2nd by Thompson to accept the meeting minutes of 11-22-21. This too, was accepted without change. The scribe was humbly gratified. The chair reviewed the following: The chair and vice chair attended the earlier BOS meeting which reviewed the budget of the police and did raise a few questions regarding that budget. Chief Korbet will present his budget at the budget committee’s next meeting. The chair passed out the 2022 requested library budget, along with the 2021 request for comparison and a four year history of actual expenditures. The library trustees are asking for increased hours and a budget increase of 31.5%. In addition a 2nd assistant has been hired. (This may fall outside their purview in that new hires, not replacements, can only be approved at town meeting) See budget item 102 and 102A. The total requested library budget is $95,130 up from 2021 budget of $72,239. The chair and vice chair have access to the town attorney, Walter Mitchell in Laconia, NH and request any necessary information to assist the budget committee in its proscribed tasks. Also available is information is available from the Municipal Association of which Sutton is a member. This information is primarily generic and verbal, hence it is a limited guide. NH Revised Statutes Annotated (RSA), if on point, are a more substantial guide and stay. On Tuesday, 11-30 will be MBC meeting and public hearing at KRSD, Cougar Court in New London regarding the 2022 budget of the regional school district. Upon completion of this review, the following people arrived: Selectmen, Dane Headley and Walter Baker and for the Sutton Free Library, Librarian Elizabeth Geraghty and trustees Betsy Anderson, Nancy Heckel, and Nancy Glenn. There was a brief discussion of the prior year accomplishments (1) Story Walk ‘pages from a children’s book are installed along a path’ a ‘way to invite…residents “into” the library.’ This a another method of connecting the library to the people of Sutton. In addition a website had been created @ $108 and computer soft ware (Quick Books) had also been installed @ $75. This is under 556 Computer Software. There was further discussion on ‘open to the public hours’ (22 hours per week in 2022, from 18 hours in 2021) and administrative time. (additional 10 hours per week as the Librarian is working 32 hours a week.) In addition to the 80% increase in income to assistant #1, there is $7,800 requested for assistant #2. The chair observed that there was a substantial increase in administrative hours for a specific purpose and a finite amount of time.. If that purpose has been completed, or largely completed, why would there be further administrative time for that purpose? Changes in administrative hours should be explained with a time outline. It was also pointed out, that 32 hours makes one eligible for benefits (both retirement and health) – while an individual may refuse such benefits, the position is eligible and the budget committee can only deal with the position. Source of funds is also another consideration that is required analysis and the budget committee members need to know the amount generated from outside sources. Individual donations are deemed private as that information is in the audit, but grants and other income sources need to be included. This information was included in the presentation and the chair thanked the trustees for this. 2 The trustees did point out that the amount of donations in 2021 was ‘modest.’ Below is a breakdown from the library requested amount and the actual expenses passed out by the chair: 101 Director Actual 2020 $29,889 2021 $27,529 Budget 2021 $32,396 2022 $35,369 102 Assistant Actual 2020 $8,762 2021 $8,479 Budget 2021 $10,007 2022 $18,720 102-A Assistant #2 (New position) 2022 $7,800 103 Substitutes Actual 2020 $476 2021 $602 Budget 2021 $1,471 2022 $1,500 104 Custodial Actual 2020 $1,689 2021 $1,949 Budget 2021 2,432 2022 $2,432 109 Bldg/Grounds Actual 2020 $3,408 2021 $2,835 Budget 2021 $5,000 2022 $5,000 340 Alarms Actual 2020 $220 2021 $0 Budget 2021 $958 2022 $958 341 Telephone Actual 2020 $1,233 2021 $1,153 Budget 2021 $1,500 2022 $1,300 410 Electricity Actual 2020 $1,331 2021 $1,331 Budget 2021 $1,600 2022 $1,600 411 Heating Fuel Actual 2020$1,227 2021 $1,132 Budget 2021 $2,200 2022 $2,640 430 Repairs/Maint. Actual 2020 $792 2021 $739 Budget 2021 $1,200 2022 $1,200 555 Advertising Actual 2020 $0 2021 $200 Budget 2021 $200 2022 $1,000 556 Computer Software Actual 2021 $183 Budget 2021 $1,175 2022 $1,500 560 Dues/Conf/Publ. Actual 2020 $982 2021 $1,063 Budget 2021 $900 2022 $1,500 561 Training Actual $0 in both 2020 and 2021 Budget 2021 and 2022 $600 600 Supplies Actual 2020 $1,530 2021 $1,727 Budget 2021 1,700 2022 $2,000 620 Admin. Actual 2020 and 2021 and Budget 2021 and 2022 $0 670 Books/Media Actual 2020 $8,180 2021 $11,767 Budget 2021 $8,000 2022 $10,000 Regarding the above, 25% increase in response to actual expense incurred in 2021; a questionnaire was sent out with 40 individual response. Over 500 families have utilized the library resources in 2021. 902 Programs Actual 2020 $992 2021 $360 Budget 2021 $1,000 2022 $1,000 Total Budget Request $95,130 The report also included the following source of funds: Income generating equipment $10 NHSL IMLS ARPA sub-grant 1,208 Friends of Sutton Free Library donations* 1,208 Trustees 1,208 SHARP Grant 5,691.71 TOTAL $9,325.71 Care for building and grounds (109) is limited to snow removal and lawn maintenance. There was a Memorandum of Understanding (MOU) between the Library Trustees and the BOS, which states that everything outside the building, including the building is the responsibility of the town as it is a town owned building. It is much like a landlord tenant agreement. All needs inside, other than structural, is under the purview of the Library Trustees. The discussion with Library Trustees ended at 8:00 PM. The chair reminded the elected budget committee members that the Budget Committee’s goal and responsibility is the preparation of the proposed budget for the ensuing year. The chair then passed out the 11-26-21 ‘Actual & Budgeted Expenses and Encumbrance,’ and asked that the members review the figures particularly in the area of the police department which will be the department to meet next Monday. 3 At this time, Selectman Baker, offered an overview of BOS actions: The BOS met with the police department and the question of sick time accruing, but any decision will be deferred until the BOS is a full strength. The police department I looking for a professional review of all SOP’s relating to the department. The cost of this service by a competent professional and a report is $1,500. There hall be information regarding all dispatch calls and to where. The BOS is changing all $0 line items to $1 and this will keep those line items open and active. Brief comment on police cruiser as a CR. Cruisers last for six years and a new car is purchased every other year – there are three police cruisers. $21,000 is place each year into that designated CR. There was further discussion regarding the administrative and public service time of the director (librarian) 32 hours a week makes an employee of the town eligible for benefits; to retain an employee at 30 hours may not. That said, a minimum of a 1,000 a year can make an employee eligible for retirement benefits. It was moved by Gordon and 2nd by Thompson to adjourn the meeting @ 8:23 PM. The next meeting of the Sutton Budget Committee will be @ 6:00 PM on Monday, December 6th @ the Sutton Volunteer Fire Department Building. Respectfully submitted, Robert W Wright Jr. Scribe