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Select Board & Budget Committee Minutes 1/28/25 Pglof7

MINUTES
SELECT BOARD & BUDGET COMMITTEE,
TOWN OF PETRRBOROUGH 6h
Tuesday, January 2872025 — 5:00 PM
1 Grove Street, Peterborough, New Hampshire

Present: Tyler Ward, Bill Kennedy, Bill Taylor, Rick Lesser, Carl Mabbs-Zeno, Mary Clatk, Lesley Lewis,
Richard Reynells, David Odland, Anthony Pascale, and Donald Parkhurst

‘Also Present: Seth MacLean, Danica Melone, Lilli Gilligan, Fash Farashahi, Tim Brezovec, Corrine
Chronopoulos, Craig Fraley

Chair Ward opened the meeting at 5:30 PM and introduced the Select Board and staff. He then turned it over
to Budget Committee Chair Lesser who introduced the Budget Committee members.

BUDGET REVIEW
IT/GIS Department

Mr. Farashahi introduced himself and stated he would begin with the fun part of the department: the GIS
work. Mr. MacLean navigated the Town website on the projector as Mr. Farashahi explained where the GIS
mapping apps are available. Mr. Farashahi highlighted that the gallery includes apps such as the Parcel Viewer,
Natural Resource Inventory, flood mapping, trails maps, and more. He added that GIS staff also create apps
for various Town department's asset management work.

Mr. Parashahi discussed that GIS had no capital requests this year and had recently conducted a flyover
featuring 1-foot topography as opposed to 2-foot. He noted this was a big step providing much greater detail.

With no questions about GIS, Mr. Farashahi moved on to the IT Department. He introduced Mr. Brezovec,
who specializes in IT and is typically behind the camera streaming Select Board/Budget Committee meetings.
He noted that Ms. Elwell, who specializes in GIS and was key in creating the new Natural Resource
Inventory app, was behind the camera streaming for tonight’s meeting.

Mr. Farashahi discussed increases to his budget, such as increases in costs for cabling, UPS, and contract
services. He explained that hiring out to have professionals who are experienced in installing/upgrading the
Town’s technology was a significant time-savings for his department and often yielded quicker success rates.
He mentioned that the cost of Microsoft products, such as the Town emails and other software, was
increasing and therefore his budget reflected that. In addition, his budget had also increased to enhance
cybersecurity, clarifying that a secondary endpoint security was added for enhanced ransomware protection
which will isolate computers if they detect a problem.

Mr. Farashahi discussed they are preparing to move the Police Department to a different email and
government cloud due to the crime justice information system requirements. He clarified that Police would
be segmented off from the Town’s network and would have a different email domain.

Finally, he discussed an increase to the budget related to purchasing Password Vault which allows the IT
department to archive staff passwords securely without staff keeping their passwords unsecured in their
offices (such as on a sticky note) or on personal devices.

Mr. Mabbs-Zeno asked about Mr. Farashahi’ s ongoing cybersecurity testing. Mr. Farashahi stated that the
‘clicks’ have dropped off dramatically through testing and education; he noted staff has shown great
improvement over the past two years.


Select Board & Budget Committee Minutes 1/28/25 Pg 2of7

Ms. Lewis asked if any other ‘Town departments may be segmented off the Town network in the future, like
he had explained the Police Department would be. Mr. Farashahi responded that Town Clerk would be
segmented off more in the future, primarily attributed to state security requirements.

Chair Lesser asked for clatification on the storage systems. Mr. Brezovec responded that the storage system
will be broken into two units: one for backups and data retention and the other for active database use. He
explained this storage strategy would provide faster database access.

Ms. Clark asked what the retention policy was of paper archives v. digital. Mr. Farashahi responded he was
unsure if he was able to respond to the question due to legal constraints on some files. He discussed that the
state required most things be kept as a paper copy.

Chair Lesser asked about the impact of AI on the department. Mr. Farashahi discussed that AI has been
integrated into the Town’s Microsoft suite, so staff have access to it. He discussed that the Town follows state
Al ethics guidelines and encourages staff to use AI in certain applications. He added that some websites, such
as ZenCity, utilize Al on the backend.

Finally, Mr. Farashahi discussed the Public Education Government (PEG) TV Station was funded by cable
franchise fees, not taxes. He explained they are planning for a system upgrade, noting the last one was about 4
years ago. Mr. Brezovec explained that the upgrade would encompass enhanced meeting capabilities in the
Select Board meeting room, including new cameras, new microphone array, and new backend broadcast
system. Mr. Brezovec clarified that these upgrades would not only enhance the PEG station but would allow
for Zoom meeting capabilities in the meeting room.

Chair Lesser asked if that was impacting this coming fiscal year. Mr. Farashahi noted it would be funded
through the PEG revolving fund which was franchise fees.

Mr. Reynells asked what the PEG viewership statistics looked like. Mr. Farashahi noted that they did not
receive data on viewership for Comcast Channel 22 but for those watching the U-Stream, they did receive
data on live-viewership and views overall.

Mr. Kennedy questioned the PEG revenue. Mrs. Gilligan responded that the revenue this current fiscal year
was $3,488 and was used to estimate what the PEG could expect in the coming fiscal year.

Chair Lesser asked if there were further questions, which there were none.

Recreation Department

Mr. Fraley introduced himself, noting he was newly appointed to the position in November of 2024. He
began with stating the Department's mission and then provided an overview of the department staff which
consists of 3 full-time and 2 part-time staff. He noted that 75% of the salaries for the Citizen Program
Coordinator’s and Administrative Assistant’s salaries are paid from the general fund while the remaining 25%
is supported through the revolving fund.

Moving on, Mr. Fraley discussed this year’s capital projects, starting with the new skate park that has just
recently opened. He stated that this park is much more beginner friendly. He added that the gazebo/pavilion
at Adam’s was renovated, and the pool has been converted to liquid chlorine so that the water department
can assist with better oversight and more efficient use of chlorine.

Mr. Kennedy noted that the skate park was funded by donations. Mr. Fraley confirmed it was all fundraised
with the exception of some staff support.


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Mr. Fraley discussed that when he started the job in November, he asked his Recreation Committee to create
a SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis of the Recreation Department's

infrastructure. (See below)

Strengths
Variety of facilities :
Well maintained
Pool and pond
Lots of parking at Adams
Lights for night programming

Playground equipment

Opportunities

* Afterschool programming @ PCC .

* Off site/out of town trips

+ Partnerships with other community organizations *

* Utilizing the Recreation staff for more .
Programming

* More adult education style classes

Weakness

Facilities look tired
Entrance at PCC
ting at PCC
Lack of field space
Cost to run the pool
Lack of youth prog:

Threats

Other town departments having the ability to offer
similar programs at no cost

Programming getting too expensive

Neighboring towns offering more youth sport
programming

Ms. Clark asked for greater clarity regarding the first threat. Mr. Fraley explained that where some other
departments, such as the library, could offer programs at no cost while the Recreation Department typically

has to require some form of a user fee.

Chair Lesser asked about the need for field lighting evaluations. Mr. Fraley responded that this year’s CIP
budgeted funds to enable them to bring in professionals to evaluate the lights.

Mr. Fraley went on to discuss 2 SWOT analysis of their programming. (Sec below.)

Strengths
+ Summer Playground Program .
Facilities to offer programs
Indoor space at both the PCC and gyms in the
school district
Programs are well/fairly priced
Variety
MyRec Recreation Software

Weakness
Lack of active older adutt progr:
pickteball)
Registration/refund policies
Recreation vans are not “Senior Friendly

ns (besides

Opportunities Threats

+ PCC * Increased use at the pond/water quality

+ Utilize town trails to be more mutti-modet + Degrading/older infrastructure
(mountain biking) * Lack of ADA accessible facilities

+ Dog Park + Funding to support alt facilities

+ Updating meeting spaces to utilize better
technology

+ Re-configuring the fields to meet the needs of the
sports we offer


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Finally, Mr. Fraley moved on to discuss a SWOT analysis of their staffing. (See below.)

Mr. Fraley then spoke on the department's goals for FY26, as follows:
* Diversify Recreation programming to provide opportunities to all residents.
+  Re-establish offsite recreational trips for all ages utilizing the department vans.

* Streamline registration process for Cunningham Pond Beach Stickers, Pool Pass waivers, and kayak
rentals.

* Create an environmentally friendly turf management program for Adams Playground/Park property.
+ Utilize existing recreation software to its full potential.

Mr, Fraley then discussed the department’s funding sources, clarifying that he felt it was important to help the
public understand that there was difference between gencral fund dollars and revolving fund dollars. He
explained that things such as administration, operations, overhead, buildings & grounds, vehicles, equipment,
maintenance, capital outlay, and aquatic programs are paid for through the general fund. In contrast, the
revolving fund is 100% user fee-based and supports youth sports, adult programs, after-school, summer
camps, and community centers.

Mr. Kennedy asked if Mr. Fraley could talk through the graph used on the slide. Mr. Fraley explained that the
graph shows a trend since FY24 that the department increased their revenue from user fees, which helped to
offset the total amount requested through the general fund.

Ms. Clark asked if they offered scholarships for students. Mr. Fraley confirmed that the department does offer
them.

Mr. Fraley discussed proposed fee increases to non-resident beach stickers and for kayak rentals. Mr. Mabbs-
Zeno asked about the cap for non-resident Cunningham Pond day passes. Mr. Fraley responded that 100
passes were available, adding that the Pond could accommodate more passes being sold. Mr. Mabbs-Zeno
asked why he’s not incteased the number of non-resident passes available. Mr. Fraley responded that it was a
Select Board decision.


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Mr. Mabbs-Zeno asked about the useful life of a kayak. Mr. Fraley responded they last between 4-6 years,
noting that rental boats tend to see quite a bit more wear and tear compared to a personally owned kayak. He
added that a replacement costs about $1,000. Mr. Reynells asked about donations, but Mr. Fraley responded
that most of the kayaks offered as donations are not at the caliber to be used as a rental.

Mr. Fraley discussed the skate park is planning to raise $40,000 in revenue to fund Phase 2 of the project.
Chait Lesser asked where revenues came from, and Mr. Fraley responded it was donation based.

Chair Lesser asked about the reduction in computer services and Mr. Fraley clarified that it was attributed to
moving the MyRec software out of the general fund and into the revolving fund.

Discussing changes to the revolving fund, Mr. Fraley then discussed the upcoming community center
renovations which would result in a temporary closure which projected decreased revenue. He discussed that
the food pantry and pantry services would hopefully remain open, but the farmer's market would need to be
temporarily relocated.

Mr. Fraley added that the revolving fund budget also presents increased salaries for program staff. He
advocated that increasing wages for these staff was crucial to the positions having a competitive advantage
compared to other towns.

Chait Lesser asked how many pond stickers were given to residents. Mr. Fraley stated it was about 1,700
stickers. Chair Lesser asked if there was any consideration to add a fee for resident stickers (currently free for
the first and $10 for the second.) Chair Ward indicated that when the pond was given to the Town, he
recalled that there may have been a caveat that the amenity should remain free to residents; he suggested it be
researched.

With no farther questions regarding the Recreation Department, the Committee moved on.

Library

Ms. Chronopoulos introduced herself and began by explaining the Peterborough Town Library is run by a
Board of Trustees who are in charge of overseeing the hiring of the Director, set policy, and approve the
annual budget. Ms. Chronopoulos noted that the library had welcomed new Program and Outreach Librarian
Rebecca Enmen, whose focus is on programming. She shared an overview of her many programs the library
offers, ranging from specialized family, adult, & teen programming to Mr. Brezovec’s tech drop-in days, and
more. She discussed that recently the Kyes-Sage building was painted; stating the building consisted of a
bookstore in front with a biomass system for the campus at the rear.

Ms. Chronopoulos stated she also wanted to highlight that the renovation of the library led to them receiving
a New Hampshire honor award for excellence in architecture design.

She moved on to discuss the library catalogue, which was updated this past year. She noted it was clunky and
difficult to use so it had been updated to a new overlay that looks like Netflix. Mr. Kennedy asked how users
can access the app and Ms. Chronopoulos responded to go to the library webpage and you'll see a link to the
catalogue at the top right.

Ms. Chronopoulos took a moment to thank volunteers who were a great assistance with keeping the library
gardens looking beautiful. She remarked that the gardens were low maintenance, but not zero maintenance.


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She also acknowledged the wonderful Friends of the Peterborough Town Library volunteers who assisted
with fundraising for programs and equipment.

Ms. Chronopoulos discussed statistics of the brary and their value statement. She states that they are open
48 hours pet week, with a minimum of 3 staff at any given time, and average a total of just over 200 visitors
per day.

Chair Lesser asked about the revenue generated from rentals. Ms. Chronopoulos discussed it was included in
her budgeted revenue for the library but she did not have the exact numbers.

Ms. Chronopoulos summarized her budget increases attributed to merit/COLA, increased maintenance costs
primarily stemming from the need for ongoing elevator maintenance, and small increase in digital resources.
Overall, the library budget increased 2.7%. She further added that another nonprofit affiliated with the library,
the 1833 Society, serves the important function of raising money for the library’s endowment.

Ms. Clatk asked how much a non-resident library card cost and how many were given out. Ms. Chronopoulos
responded that the annual fee is $85 and about 120 nonresident cardholders.

Ms. Lewis asked if the Town of Sharon had access to free library cards. Ms. Chronopoulos responded that
Sharon residents are treated as a non-residents.

‘Mr. Mabbs-Zeno asked if she saw a trend in more teenage patrons using the library. Ms. Chronopoulos stated
there has certainly been an increase in that demographic using the library. She stated that through the use of
better targeted programming and offering some programs at the school.

Mr. Mabbs-Zeno asked if there was a plan to reduce the noise from the AC in the 1833 Room. Ms.
Chronopoulos responded it was a difficult issue to address at this point. She stated that she currently tries to
plan ahead for events in that space by turning off the system, however that results in no cooling or heating.

Chait Lesser asked if Ms. Chronopoulos could provide a breakdown of the revenue from the library. Mrs.
Gilligan clarified that the revenue shown in the budget was just the revenue that the library was contributing
to the Town, not the full breakdown of their revenue streams. Regardless, Ms. Chronopoulos stated she was
willing to send the information to the Committee if they were interested.

With no further questions, Chair Lesser moved to adjourn at 6:38 PM, seconded by Ms. Lewis, with all in
favor.

Respectfully submitted,
Danica Melone
Director of Planning & Building (interim minute taker)
PETERBOROUGH SELECT Bi

Bill Taylor


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William Kennedy

PETERBOROUGH BUDGET COMMITTEE:

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Rick Lesser