All towns · effingham

Budget Commitee Meeting 8/25/26

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that blue. Oh, we
>> Yep, we're good. We're good.
>> All right. And call the meeting to order
at 6:00.
Start with the roll call.
Stain present.
>> Book present.
>> Jair here.
>> Cahalen here.
>> Bono present. Hillsman present. and not
sure about piec.
All right.
Uh before we review the
meeting minutes,
I don't know how to say your last name,
Stephen. This our new
>> Ini
sound like a football player. Anyway,
Stephen's our new town administrator and
welcome
if you haven't met him yet. All right.
Um, so like I said, I accidentally sent
out the wrong meeting minutes. You have
the right ones now. So, if you still
need a few more minutes to review them,
make a motion to approve the minutes.
Second
discussion.
>> Any discussion? Sorry, I'm writing and
thinking at this.
>> I know. I just
Any discussion on them? We're good. All
right. Then all in favor of approving
the meeting minutes from June 16th,
2026, say I.
>> I.
>> Any opposed?
>> All right. Cool.
>> All right. Um, we don't really need to
review this, but there was um apparently
some small tweaks to the upcoming fiscal
year budget schedule um from what was
originally approved by the office. So,
you guys have a copy of that
and the fund starts for us on the 22nd
uh for the point uh for the select board
on the 15th. And um as I mentioned
earlier, I would encourage everybody if
they're able to go to the select board
meetings to kind of get a head start on
everything. It is helpful. Sometimes
gives you an extra week to process what
you're about to face.
Anybody got any questions about that?
Good.
>> I have a request.
>> Okay. This would be of the select.
Um I don't think things went as smooth
as they have in the past last year
because we were doing a lot of tweaking
of budgets here at this table. So I
think we discussed this. So hopefully
the selectment I know Leo I believe you
said these guys would finalize budgets
there before they come to us so that
they're ready to go and they can hear
what I was hoping that one more step
would be to say maybe by Thursday if you
could send out the approved budgets from
the select board on Tuesday at least by
Thursday send them to us and we could
process some of this those of us who
take an interest in doing so before our
Tuesday meeting. We'd have like the
weekend or a couple of business days
anyway to kind of look at those
finalized budgets and
digest them a little bit.
>> Okay.
>> Maybe I'll help keep some of the
questions down. Maybe we can answer a
few of our own.
>> Okay. Yep.
>> Yeah. So for uh Craig, Craig and and
Eric, so last year I attended all the
selectman budget meeting, got their uh
signed copy of their approved budgets
and then copied it and shared it with
the budget committee before um before
our meeting. But and what Mike's asking
is basically that I do that sooner.
>> Um on that note, um the budgets have
went out to the uh department and
committee heads. um they went out later
than we had hoped just because of the
changes in the office. Um it's expected
by September 3rd that they'll be turned
in. I'm hoping to have copies of all of
those out to the budget committee as
soon as I have them. And then in
addition to that, after the select board
meeting, I'll send you guys copies of of
what the select board approved.
>> Hello.
So, uh, Mike, I'll do my best to get
them to you right after the select get
it to the committee right after the
select board meeting. So, you have time
to look it through beforehand instead of
instead of waiting for
>> Yeah, might be.
>> Yeah, I should be able to do that
instead of um instead of doing it just
before the budget committee meeting.
>> Well, the first one it's not too bad. I
mean,
>> yeah, first week's pretty quick. Yeah.
>> Okay. So, I have a note for that.
All right. So, uh, last year about this
time, uh, we talked about, uh, our goals
as the budget committee for the upcoming
budget season. Um, last year we agreed
to try to do our best to keep, um,
expenses within, uh, the growth of the
operating budget um, within the
projected COLA amount. Um, as of today,
the projection for COLA is 3.6%. 6%
which is a percentage point higher than
it was last year. But um does the
committee still feel like that's a goal
we should try to shoot for?
>> Did you say 3.6?
>> 3.6 is what I got today projected.
>> So we always shot you know went for that
goal in the past like shouldn't we stay
with the same
>> well well no more than that. Right.
>> No agree with that.
>> Yeah. no more than that and and it would
be ideally a lot less but um I mean
ideally I'd like to see the all the
warrants come in under that number but
at least as far as the operating budget
goes um just so just we have a target
that we're looking at.
>> So the only problem I have with an
arbitrary percentage goal and it's
percentage based
John makes $20 an hour. We're giving out
a 3.6% raise. Dave makes $10 an hour.
The chasm grows faster and spreads
between those two employees. So there's
usually some discretion management when
you're doing some of this. You get an
office budget. You don't necessarily
have to give everybody budget across the
board. Performance base. So when I look
at this and I see that our operating
budget jumps up higher, then that three
or 3.6% just becomes a much bigger
number. I'm I'm a little concerned that
that number could start to look pretty
big. I haven't applied it to the
operating budget yet. So, I'm just
nervous of that as a standard.
>> Are you Are you talking about pay
increases?
>> No, I'm talking about just on the world
in general just going everything in our
budget may cost 2%.
>> We didn't No, no, no. We're just we're
just looking for
>> salary,
>> right?
>> No, this wasn't even salaries. This was
just overall operating budget just so we
have kind of a a target that we're
trying to stay under.
>> Obviously the lower we can make it the
better it is for the taxpayers. But
>> agree
>> just to have something to shoot for. And
you know last year we decided to go with
cola instead of um what had been
traditionally discussed since I I've
been on the budget committee is is a
target of no more than 50 cents per
thousand. Um at least the cola keeps in
mind the taxpayers in the town that are
on fixed incomes. Yeah. This has nothing
to do with salaries. Um
>> well yeah it does but
>> well well it does but it doesn't. So
it's up to the select board. I mean last
year we kind of offered some guidance on
that. Um it's been handled differently
in the past. Um
>> yes so just aware.
>> So moving on from that but you did touch
on salaries.
>> Yeah. I would just like to say that the
positions
that we have here, I'm looking for the
hourly
pay for positions and I would like to
see comparables for other towns or
whatever that might be similar to us or
area wide. Uh but I would say that the
document that was sent out uh as it
stands not use that here. It's got names
on it and it's got other information and
I really don't think that's
>> Yeah, circulate.
>> I and I agree. I shared that in my email
that it's it's mostly for something to
tuck away in your head and and
definitely um even though it's public
information for for
privacy concerns not to use names and if
anything um so discuss the position but
the the more
the more relevant point from uh a
statutory thing is anything we send
around as a document
um is supposed to be shared. Once you
share it with the majority of the board,
it's public document if it's a draft or
anything. I'm just saying this is not
the kind of document that should be
shared. So therefore, we shouldn't use
it here. It It's public.
>> Absolutely can be. I've worked places
where the salaries and names are
published in the newspaper.
>> The city of Rochester does that.
>> Yeah,
>> that's public information.
>> They're often posted in the town report.
>> Yeah. I mean, it may be uncomfortable,
but it's the reality of the job.
this you don't have to create documents
with a certain collection of information
on it you there's certain things
>> well you're just looking at the name
position and the salary
>> yeah I mean this is how this is what the
budget committee requested and this is
how the report was presented to me and
like I said it's just we don't have to
discuss it here you have the information
so when these different departments come
up just tuck that information away and
at best if we do have to discuss the
position just discuss it by position and
not by employee.
>> All right.
>> But I mean I I agree it is while it's
public, it is ultimately sensitive and
we should treat it as such.
>> Generally, I've seen things put in a
position and a salary and not breakdowns
for the public. Some other towns may do
it differently and I get that. But if
you do not have a report that's readily
something to be generated on that level,
you don't have to generate it. And I'm
just thinking for the people that we
employ, we don't have to get a leg up on
generating information like that for the
public with their names attached to it.
That's my feeling. Mine alone. If it
doesn't contrary to law and get us in
trouble,
folks can do it.
>> Okay. Well, we certainly don't want to
do that. But I mean, this was the way to
satisfy the request of the budget
committee.
All right. Are we good with We're good
with that, everybody?
>> Yep.
>> All right. So, next um is a proposed uh
revised proposed
nonprofit application. Uh the one that
we have on the website we borrowed from
another town. It's incredibly
cumbersome. Um as you know, we get huge
packets from the nonprofits every year.
Uh so I
basically took out what I felt was the
pertinent information and then formed it
around the the um scale that we use to
allocate funds. Um
so if there's something on here that you
think's missing that we should add if
you had a chance to look at it. If not,
look at it now. If there's something on
here you don't think we need. Uh the
cover letter I just basically updated
from what's currently on the website
uh to make it more um more relevant with
how we're handling this now. And then
ultimately I'll work with our con
administrator once we approve it to get
an official letterhead and get it on the
website.
>> Why um revenue received from the county
specifically?
Uh that's been one of the consideration
points that like if they're getting
money from the county and they also want
money from the towns
>> and it it seems like a double dipping.
>> Yeah, it seems pertinent.
>> The only thing I would suggest is that I
really would like to see a profit loss
statement from them.
>> Even for returning ones like
>> Yeah. Well, last year we had that one
organization that was operating deep in
the red.
Okay, we can add that.
>> Chris, you had a question.
>> Uh, just a statement. Um, it was it
actually was a policy that was adopted
by the county last year prior to the
nonprofits that um following the statute
that they're supposed to follow for
many, many years. They're actually
adopted it. They're following it now.
Um, and the statute states right in it
that if um if this organization didn't
exist, what is your next form of where
would you go for these funds? And it all
all the time, 10 times out of 10, it's
the municipality. It's not the county.
Um, so
they cannot by their by the county's
policy, they cannot double dip. So they
cannot uh petition or u ask for funds
from the county and the towns if that
it's against the county policy policy
they adopted in 25.
>> All right. Thank you. I mean I think as
a reminder it doesn't hurt to leave that
simple question on here.
>> I think um on the
question three Effingham residents
served. Maybe we can be more clear. So,
we want a number
instead of like we serve the elderberry
later something.
>> All right. Yeah, I can be more clear.
Usually, we get a number, but I'll add
number
number of that's a good point.
>> Any other
>> How do we
Does the county fund a lot of things for
nonprofits? they have in years past and
that's why they looked into the law and
looked into their and redid the policy
to meet the law because for so many
years there was a lot of double dipping
going on consequently they said we you
know can't do that anymore so
>> so is the county still funding a lot of
nonprofits
okay so that they basically shut down
that funding off nonprofit
>> not completely but they don't fund a lot
like they used to do
>> you have any the suggestions on that
later.
>> Well, I read that was Yeah. the
suggestions they made a bunch of
committee made it.
>> Okay. So, again for Craig and and Eric,
when we get to the nonprofits, they'll
send packets in with the funding request
and all the data that we request. Some
of them will come and do presentations.
Um, and then at the end of it, we sit
down and discuss if we want, you know,
based within whatever budget we have for
nonprofits, how much we feel we we
should allocate to each nonprofit if we
can meet their request or if we have to
come in um lower. And we use different
um different checkpoints which are on
this list and they have a different
weight and kind of score them um to help
us with that decision making.
>> That'll save us a lot of money on
operating budget.
the paper
>> the P. Yeah.
>> Yeah. We we would get
>> huge packets um from all the nonprofits.
So, so this form is is like I said, the
goal was to simplify it and just kind of
focus on the stuff that the our budget
committee looks at.
All right. Then I'll work on making this
official. Um if you guys if there's no
other changes and then we can set a date
for the nonprofits to submit their
applications, which last year was a
month before they met with us. Um, so if
everybody's good, we can move on from
that.
Um, just as a matter of
FYI,
um, the audit is currently going on. I
talked about that talked this
>> tomorrow, right?
>> Tomorrow, right?
>> This this week the the audit begins.
Sorry, I said currently going on this
>> tomorrow and Thursday.
>> This week the audit begins. Um, and also
uh the MS 434 is being started. um which
is um where the town submits revenue
estimates
and it allows us it gives them the
opportunity to update uh revenues that
offset the tax rate um once we get the
form back from from the state. So,
>> so
sorry that
it's going to be a little uncomfortable
probably, but
I
inquired about a form last year or going
into leaving town meeting or just prior
and that was the MS
232. I heard a rumor. I filed a a
request and Steve was kind enough to
answer me and apparently the MS 232
hasn't been filed for this year. Is that
your understanding?
>> Um I don't have an answer for that.
>> What Jan Brook, what does that form
accomplish? After we leave town meeting,
it is incumbent on the budget committee
to take any changes and updates from
that meeting and verify them from the
537 filing to the 232
and submit that within 20 days to the
state. So if that hasn't been
accomplished, we need to do that because
that next year will be part of the
auditing process.
But also that would have given us our
total operating budget, all that fun
stuff. And
now that I verified with you, that
didn't get done. And and I'm
>> Well, I don't know if it got done or
not. Um but
>> well, according to the 91A that Steve
was kind enough to fulfill for me, it's
the the belief here at the office that
it hasn't been done.
>> Okay. Now, we're a committee. So, no one
individual
that that's not on anyone. It's on us as
a group. So, I would just like to
suggest
that after town meeting, we schedule the
first Tuesday to take the change as
well. They're all fresh that most some
of us will attend. We can put together
that document and get it filed like
immediately. Who's the responsibility to
put the doctor
>> the port hole portal put the portal is
um
>> it would be Steve would now have access
in the office to put it in
>> but it's the budget committee we have to
compile you know verify the information
it's our form to fill out
>> and we need to verify we should be
verifying that when it goes in before
Steve hits the button that somebody a
representative or whatever of this board
signs off on it. So, it's our respect.
They
>> never done that. Yeah.
>> Dave used to do it.
>> Yeah. Okay. So, it was nothing the
budget committee did.
>> And this is Well, it
>> I love Dave. He was great. The The
biggest rub with Dave is he he did too
much and he didn't always share the how
the sausage was made behind the scenes.
He kind of presented everything with
everybody. Nice and clean. Here you go.
Um so,
>> is there an RSA on this? Yeah, it's you
if you look up the MS232,
you can find that there's a schedule
like any other form
>> and and to my understanding, it's the
budget committee's responsibility
>> per RSA
>> per the per the statute. Yeah, as far as
I recall, I mean, I could be off base a
little bit. I haven't read that.
>> Yeah, I'd like to rep, you know, verify
it. Yeah, me as well. I was unaware of
that. I do remember
>> I have those documents and I know it has
to be submitted in 20 days because I you
know didn't have to submit them but
obviously I was
>> I mean I I did have a conversation with
the former town administrator about
making updates after town meeting and I
just assume my understanding was that
was handled in the office and etc. But
um if you're not finding the forum and
I'm sorry go ahead Chris.
>> No that's okay. I was just going to
point out the fact that we did have that
discussion today. Um given the fact that
Stephen is new, this is new information.
Some of these forms, we know that some
of them, we positively know what a
statuto needed or whatever. So if we
miss one, but moving forward, he's going
to he made notes today. is going to
contact DRRA and NHMA to get the
calendar and the schedule of what forms
are statutory obligated to fill out,
when their due dates are, and everything
else to make sure that, you know, we're
dotting all our eyes and crossing all of
our tees.
>> It's like the 535 with all the
the compiled data for expenditures and
all that. The auditors send that back
out to us. It doesn't the law doesn't
specifically say it's the budget
committee's obligation. It says the
governing body, right? Which is
>> or their designate
>> select board.
>> Um I'm glad you brought it up cuz
>> I mean I I
>> but you you know you you should have a
copy of it once it's approved
>> signed off, right?
>> The copy should go to
>> I thought it was signed off by the
budget committee. Maybe it's the
governing body. It's been a few years
since I sat in that office. So
>> yeah, because I was with Dave for 10
years and basically I never signed off.
>> No. Right. As well in the in the few
years I was with Dave.
>> I know it needs to be filed and and if
we're taking it this far, I mean, I just
want to make sure it gets done. I
thought it was encumbered upon us and so
I wanted to make sure that document get
done. 20 days out.
>> Second Saturday would be the 8th at the
earliest. So by the 28th is the
earliest. by about the 3rd or the 4th of
April is the latest. So my thought was
get it done right after town meeting.
You can't go wrong, right? It's all
fresh information.
>> Yeah. And like I said, Dave might have
worked on that with the office after the
meeting.
>> I'm surprised that he he wouldn't have
because Dave this is reflective of like
the it's the other if if the 737 was a
coin. This is the other side of it.
>> Okay. So,
>> I'm glad you brought that up.
>> Thank you, Jeff.
>> Thank you.
Okay. Um All right. So, also in your
packet, you got a B to A. Did anybody
And I I also sent out um a spreadsheet
from the select board with some updates
from our last discussion about this, but
did anybody have anything particular?
>> You didn't print that one, did you?
>> I didn't print that one out. Now,
>> what's going on with janitorial?
budget.
>> What line items, Jim?
>> Ask about that. It was a new company
supposedly.
>> It is under
uh 419401
government buildings.
>> Budgeted 3,000 for it and it's uh it's
already at $6,950.
Now, I I did send out a breakdown on it,
but I didn't bring it with Was that part
of the spreadsheet you sent?
>> Yes.
>> I'm going to print some of those. I
could
>> Can you I could get on there and
>> Yeah. Yeah. If you don't mind. Thank
you.
>> You have that sheet?
>> I'll print.
>> I sent your edits to the budget
committee, but I didn't print them out
because it was just a point of
reference.
>> Explains everything on
that issue.
>> do you want to give a quick explanation
for my
>> from memory?
>> Yeah, he's got it.
>> Go ahead, Chris. Thank you.
>> So, the budget we set was based on a
bi-weekly rate and we had to call the
company to do it as a new company. Um,
unfortunately,
that is that is all three of our faults
not paying attention. They were coming
weekly
and it wasn't until we caught it after
the we're like, "Why is this so much
whatever?" And um it's it's completely
on us for not catching it sooner than
that that that they were coming weekly
not bi-weekly. So consequently, it was
going to be, you know, twice as much as
what it should have been. Um but we had
a numbered and we had a budgetary number
that we approved that would have covered
that. Um so obviously eggs on our face
moving forward we won't do that again.
So it we have since made the change as
soon as we realized it. So for half the
year it was on um so it won't be twice
as much. It would be a third board.
>> Did you get it?
>> Yeah.
>> We've essentially made the change that
it is bi-weekly now. So
>> we're going to have to look at the the
budget sheets when we come up with the
budget season as far as that should go
under contract. contract services
>> basically and probably have to adjust
the contract services to got to say that
much money I'll come clean the place
>> all right
>> so if we're looking at this budget is
that where we started
>> where I I asked if there was any
questions about B to A and Jim brought
up janitorial services
>> all right well I'm a I'm more of a start
at the first page kind of guy so I I
noticed that all that carrying from 25
is I believe is what we established
these first columns are
>> yeah the uh the actual
>> so I' I've had this being the fourth
budget now that I've seen that on and
all of them have slightly different
numbers starting from about 41,000 on
up. I tallied the tall tally these up
and it looks like $44,8927
with all those columns and I'm expecting
that hopefully that that won't keep
going up as the audit comes on.
But the next section down and I only
bring this up because I just want to
verify that money got transferred is
essentially what looks like
>> which one it please
>> right after you go those single columns
end and then we get into other warrant
articles. page four.
he's got Yeah,
>> he's on 123.
>> Yeah, which is all of these uh warrant
articles that were to be funded or or
like municipal building roof. There's no
confirmation that the money was given or
paid out in any of the on several of
these columns. So, I just I'm sure the
money got got taken care of, but the
document had never reflected that, which
troubles me for a year end document. It
should show that the trust funds all
were funded and his money these accounts
were
>> so taken care of.
>> And correct me if I'm wrong. Um, usually
the trust funds get
financed at the end of the year.
>> It's uh twice for
>> the most part twice or three times. I
think it's three times.
>> Well, sometimes they're up by request
because a department or somebody needs
funds, but they have to be somewhere in
December. I'm going by memory. So, I
already
>> which is what I'm sharing based for the
most other unless it's an immediate
need. Most of that money gets in
December.
>> There is a a drop deadline in December.
It's like a payment to the county
somewhere in the middle of December or
second week or first week, whatever to
to fund these. Um the other thing is if
the town had the money um years ago we
didn't so they didn't get funded till
the last minute because the tax bills
get start get paid in and cover our
obligations for the year that way which
wasn't good. So now if we have a fairly
solvent town you could fund the trust
funds at any point in time the governing
body decided to up until December. And I
I'll let Chris share, but I think part
of this has to do with the meeting
schedule of the trustees of the trust
fund as well. Is that accurate?
>> It it does. And it also one of the other
contributing factors is our larger
school payments because their fiscal
year is
July to June. So like A, excuse me, July
or we have a like a $800,000 school
payment. We just had a $400,000 school
payment. So, and we fund 50% usually in
sometime in July, we fund 50% of like
the nonprofits. You should see like
direct payment $25,000 $25,000 balance
due to the town of Oop. Um,
>> so and then we start funding some of the
nonprofits. But
>> just just to jump in, Chris, I I I don't
I I'm not talking about 26. I believe
these are reflective of 2025
as was that single column. It continues
down.
>> No, no,
>> that's
>> the 5,000.
>> Those are those are
>> so they're just put in the front of
everything
the budget.
>> So what?
>> Yeah. So that first number is what was
allocated and
>> Right. Correct. But there's been no no
expenses recorded yet. Well,
>> five uh 5,000 5,000 other I think is
what Mike specifically those are uh for
the trust fund to uh reimburse the town
reimburse budget. Those are uh like the
cruiser.
>> Okay. So those were this year then?
>> They just they've just been moved to the
front of cuz I was looking at that. It's
like 25.
>> Oh yes. And
>> so the 7,000 is what was for the uh town
meeting,
>> I believe.
>> No, no, excuse me. I said that wrong.
>> Uh
>> well, there's a lot of that going on
from my end tonight. So,
>> but I mean, you're right. Traditionally,
this data was at the back of the budget
sheet. Now it's showing up in the front
because the way that quick the update
the updated files were put in and
um and the way that and the way the
numbers were entered. So it kind of
jacked up how the report comes out.
>> For for example, if I may real quick.
>> Sure.
>> I think it's page three, Mike. It says
government school district payment.
Well, that never used to be at the
budget,
>> Yeah. That's again another reason why I
thought this was all
>> the end of last year. 26.
>> What changed on our our program?
>> The the QuickBooks.
>> Go ahead.
>> Sorry.
>> No, you're on a roll. Go.
>> So, we were QuickBooks uh desktop,
QuickBooks online, and back to the new
version of QuickBooks Desktop.
>> And just the way that
>> So, it's just a new operating system
here that's
>> new tracking and and
>> new software. I
>> I struggle with the way that that laid
out too. It confuses me sometimes. You
got to go to, you know, get ready for a
meeting. You got to go to page three and
a half to
>> page page five, right? Starts with
>> page five. Yeah. Sorry. Halfway down
page five to start off with like
administration and to know where we're
at. So,
>> I had the same impression as you, Mike.
>> Oh, thank you.
>> I actually I wrote it down last month.
Like I understand that the five, six,
7,000 maybe are different, but last time
we talked about the stuff at the top at
the beginning of this budget to actual
being 2025 expenses that were paid in
2026.
>> Well, there was one particular line item
that we called out for that. It was uh
or we questioned because it was a 2025
expense that was paid in 2026. So, we
did you're right. We did bring one
particular example out at the last
So now we're saying that these first
couple pages
>> Well, now the 2026
>> up to page three in the middle is from
2025.
>> That's what I thought.
>> Yes, that's all 20 25 that was
>> okay
>> paid in 26 and the 2025's cost
>> and that was done for the audit if I'm
not mistaken. Right. That was done right
the for understanding audit.
after that then the 4901 the utter
warrants and all that. That's when
that's this year
on page three.
Yep. Thank you.
Any other questions on the
PDA?
>> Uh kind of an overall question. I heard
some whispers about a spending freeze
being in place. What a spending
increase.
Did
>> you?
>> Oh, that was on opposite wise.
>> Oh,
>> only
>> prior to Steve coming aboard
>> um when we didn't have an administrator.
So, I basically I put a I saw the number
>> eclipse.
>> We select board put a stop on it.
>> They have to run by us first. 4210-2
2026 for lease department details.
That's at 204,000%.
>> Yeah, that's money income from details.
>> The full amount of the money
move,
>> I think probably just
the difference of the dollar sign.
>> No, I Yeah. See here, I think I had a
review there.
>> Yep. So,
>> so 4210-02,
right? We put that new line item in
because we passed those warrants if I'm
not mistaken. Well, if you look in the
my sheet I have on the bottom, it'll say
42102 police details. So, 20 $2,40 was
paid out the general budget for the
police details. It comes out at the
general budget to pay the police
department for their details.
$240
was safer police details, but that went
into the police revolving fund,
>> So, we never got
>> Go ahead. Jump in or excuse me,
>> go ahead. No,
>> we pay them. We get reimbursed from the
town. Okay.
>> You know, it's not an expense of the
town.
>> Correct. It's a we pay it through their,
you know, through our
>> fund,
>> you know, a payroll,
>> but we collect that money from
municipalities or individuals, whatever
for the police.
>> Oh, we do.
>> Doesn't right. You didn't state that.
If I'm not mistaken, that's what goes in
the general fund because I mean the
revolving fund because then we can take
out
>> right now that there's money established
in. So that once there's a pool of money
in there that can then be used to pay
those salaries so it doesn't detract
from the budget that you guys have which
was the point
>> what we should have done with the
revolving fund probably put some money
in there initially.
>> Well
>> we did a dollar to open a bank account.
>> So you were operating just that x amount
behind the curve I guess.
So, um more questions going on when we
get into things at the um
at the
I guess this is a town clerk that has a
credit card reader and I'm going to send
say the tax collector probably do and
it's budgeted for $300, but none of
that's been spent yet. When do we spend
that?
>> Well, I no longer have the credit card
reader. It was a It just didn't work.
>> But so there were some months that we
did use it. So there should be a little
bit of money.
>> No.
>> In that line. What do you mean?
>> Nothing's charged against it yet. And I
>> But going forward that that when when I
meet with you guys, I'll take that line
item off of the budget because I no
longer have. So we're now one use a
credit card. We
>> still can. It's just not done by that
device.
>> Gotcha. Yep.
>> Okay. And then since I I'm got the
answers over here, so I'm going to kind
of shift a little. Uh office supplies,
you don't have um a line item for for
that. That's as much
>> I put it all in one category.
>> Y that was done two years ago.
>> Last year.
>> Well, the thing that I guess gets me is
we didn't delete the lines.
>> We left a dollar, right?
>> No. Zero across the board. Tax
collector.
>> No supplies for them. and hanging charge
to it.
>> No, no charge.
>> So, we're good.
>> Just uh it's taking up space. Killing
that other tree.
>> You got the last word.
>> Well,
again, I'm going to complain about when
we put other in because we never
budgeted any money for other. So, any
category that ends with treasurer other,
it's like there's no line for other.
There's no budget for other. We we went
through the budgets. We did them all. We
didn't have one line on our budget
approvals that says
>> that's the pet peeve.
>> That's somebody else has a pet peeve for
a dollar, too.
>> Any other questions?
>> Go ahead. No, you're fine. That's what
we're here for. So the your spreadsheet,
Leo,
>> yes,
>> I know you've
>> got this New Hampshire retirement thing
still
to look at.
>> What's the number?
>> Uh 4155
personnel administration.
>> Yes. Um, and so on this, so yeah, I know
it's still you've got neat answers
there, but at our last meeting, the
actual was even higher.
So I assume something got corrected. So
like
>> yes, there was some um
>> it was 103,000 at our last meeting
>> and the previous administrator with
Michelle
>> I don't know there was something they
were saying to each other and it was
charged to I don't know they was charged
around the count so they fixed it. So I
don't know the details of what they did
I don't get into.
So
>> you okay with it?
Yeah, I mean just curious. It was a big
number, but
>> yeah, so at least they corrected it.
>> So in the same category, we have
unemployment and workman's comp, but I
thought that used to be under climax,
which is had we used to get paid all up
front at once.
>> Which line item you looking at, Mike?
Further
>> same 4155.
And I thought we have another insurance
line somewhere.
or primex. It's a different
>> but we don't have a category saying
primex.
>> No, but it would be kind of a liability
insurance.
>> Well, page nine is your uh social
security
>> 4196 from property and liability.
>> I think I think some of that is due to
the restructuring of the accounting
codes
>> if I'm not mistaken. that used to that
used to come under the under the office
budget right at one point
>> or or some I can't remember where it
was.
>> Oh, we we have it here.
It was just pointed out to me. So, it's
in 4196 property and liability insurance
which I believe is primex which gets
paid in the lump s
>> that's for the buildings cement. I I
also thought it was the I thought it
used to be anyway for unemployment and
uh Russian comp.
>> No, it's always been
always been
under the same category like this. What
we have right now 40 uh
>> uh 4155-01
personal administration health insurance
life insurance New Hampshire retirement
payroll taxes unemployment workers comp
all under one category
>> did I'm sorry Chris did you have
>> the unemployment workman's comp we pay
that we pay that but the liability and
the prime liability and buildings and
stuff. That is one.
>> Yeah. At 36,000
plus.
>> You know what I think I would like is a
refresher course in our contracts.
So perhaps
all these contracts that we've got for
things,
I'd like to get them together so that we
could put them in an email attachments
or something so that I can read them and
understand what's in these things.
what's in an IT contract, what's in the
assessing contract, the ambulance
contract, these insurance things,
because apparently I've kind of been on
hiatus and I no longer equate certain
things. Uh I don't know what we're
paying for services without reading a
document.
>> So you are you looking you want the
whole contract? Are you looking just for
a vendor list and and a top level of the
service they're providing?
>> Um I we could start with that, but I I
think I'm going to be looking for
contracts.
you know, or access to.
>> I I don't know what acquiring that's
going to look like.
>> Yeah. And uh at this time period, we
got, you know, this week we got it.
There's a couple things next couple
weeks. We're going to be really
>> Oh, yeah. You know, I'm not talking
overnight, but in general, like I wish
you'd be more specific on what contracts
you want. That's like the endless
contract. You were around, I think, when
they was signed by you.
>> Yeah. But that was probably this is
going to be copyw probably two contracts
later or
>> no it's I don't think
>> it was a
>> good
>> it was a 5year contract then
>> and they just ex they extended it before
it was over so it goes to 2030.
>> I'll be more specific. I'll
>> I can connect in here and and come in
and and get individual contract.
>> I'd be appreciated.
>> Yeah. No, I I'm just uh kind of looking
back here and going, "Huh, I'm confused
and I don't want to be confused. I want
to be informed." So,
>> sorry about that. That's all right. Do
>> you have any any other budget related uh
Bday related questions, Mike or Elena
>> or anybody else? But no, I've been
looking in everybody's faces and you
guys
>> look like you're still
>> some of this I I'll get through with the
contracts after that I
>> and just uh well I mean we want
everybody's questions answered but you
know I'm still in the process going
through the budget action and I still
got a couple things I want to clean up.
>> Work with Michelle and stuff like that.
So, and Steve,
>> um I think we've talked about this
lightly in the past, but as far as the
2025 carry as far as the 2025
carryovers,
um do we have a firm date for that
like two weeks after the after the year
closes to pay outstanding
payments or this so this question I
guess is to the select board.
>> So, phrase a question.
>> Yeah. So my understanding is we don't we
have we don't necessarily have a firm
date. So if I'm wrong for for closing
out 2025.
>> So if I'm wrong in that and please
correct me if I'm not wrong in that are
we going to establish a firm date so
that
>> we can have a clean break. What's that
>> based on the auditors once we get the
audit auditing done?
>> Well I mean well I'm sorry I said 2025.
2026 and any late invoices in 2026 like
how late are we going to pay him into
2027 and still count it.
>> So what he's looking at is not to have
the same like we have in the first page
and a half.
>> Right. Right. We like obviously we
questioned some 2025 stuff that was paid
this year. Um I heard I had
conversations about a potential cut off
date for that.
my opinion. I mean they saying we have
still have the discussion with the
select board and everything else but you
know if you make credit card payments or
whatever payments are uh buy something
in December you make sure the department
heads get it to get the receipt in prior
to I think two weeks the first part of
January we can come back onto the 2026
budget but we're going to emphasize that
process.
>> Okay. One of the one of the things I Oh,
I'm sorry.
>> No, no, no.
>> He probably wants to jump on
>> You're on the board. You're on the
board, not me. So, this Jeremy,
>> but he's probably jumping on
>> Oh, if he's jumping on you, he'll get
back to you. So, um, one of the things
that was a practice back in the day was
um, vendors who might bill late
used to get a call for that December one
to make sure they got it in by a
deadline to help with that process of
keeping it clean. and cut offs. You
know, two weeks is pretty pretty
standard. You can go longer. You could
ask your auditors, which is an
acceptable practice, and they certainly
>> this year we went up to four weeks, but
yes,
>> should shouldn't Well, 26. I mean, it
shouldn't have to go a whole month.
>> No, it shouldn't.
>> No, personally, I think two weeks is
more than reasonable to close things out
>> and so we don't have all this
questionable carryover stuff. And I I
think the conversation with the
treasurer is important with that. So
that the treasurer is closing the books
who has to reconcile
the books. So the treasurer probably is
the one who might actually be
>> I think it's more the financial
administrator that she's the one that
processes all the bills. So she knows
when they're should be in
>> pretty much. And yes, it would be both.
>> I would coordinate.
>> It' be a team effort. It' be a team
effort.
>> Exactly. So,
>> so Chris
>> on that same topic u so we did uh two
meetings ago so a month ago uh we did uh
and even actually before that
so the 11th is kind of like the standard
cutoff date January 11th is kind of like
the typical cuto off date you accept
anything up to that um we did talk to
our department heads fire department
police department at the time and said
you should know before December at least
the middle of December and you should
have bought anything you may need.
Obviously, we understand that they're
going to things that are going to come
up and then we have our everyday light
bill and things like that, but not
necessarily like there was talk about
the spending freeze earlier. not to that
extent, but to have everything by the
middle the beginning of middle of
December bought and that way there's no
credit cards coming in. There's no
surprises and we actually had that
conversation about people that are
notorious for late builders having that
uh that conversation and dialogue with
them at the beginning of December or so
that that was happening. We we we did
make that part of our meeting a couple
meetings ago. I say a couple, it was
probably four or five meetings ago. I'm
just kind of September 1st is next
Tuesday.
>> Great.
>> I thought of another question.
>> Okay. That's what we're here for.
>> Uh last year when we took a building
that was occupied that caused expenses.
So are there and this is that was a
unique situation but we just took two
houses. Are there any expenses
anticipated with that? No.
>> Um,
go ahead and ask ask Chris. He knows the
verbiage, right?
>> Not necessarily.
>> Chris, can you answer that question?
>> So, because we took that answer.
>> Yeah. So, because we took that property.
Um, yes, it was a unique situation,
completely different because they were
tenants. M
>> these are homeowners um who have uh
followed the statutory obligations
through certified letter expressing an
interest to buy back their property. So
that completely changes everything. So
they're in the process.
>> I hadn't heard of that
>> buying back the property. So
>> I knew you'd answer better.
>> Why didn't they just pay the taxes in
the first place?
>> It would be
>> why do why do the people die? It would
be a lot cheaper
essentially because you don't have the
interest in you know different.
>> All right, we ready to move on?
>> I just want to also say one thing too is
uh on the the roof we did replace it two
weeks ago. Was it two weeks or a week
ago?
>> So that's going to be expended that
>> that'll show up. Yes.
>> Is there an excess of thing? I heard
there was some surprises found in the
roof maybe or something. I don't know.
the cost still come in.
>> We're get we're getting nods.
>> So, uh on that same note, um it shows uh
municipal buildings expensive. What
$6,000 was it down at Snow Road? Uh
transfer station.
>> Give me a number.
>> Uh I moved on from it. I was just going
memory of looking back and seeing that
municipal. What is that? I don't want to
go through 12 pages.
>> Looks like page 10.
>> 4194-2.
Page 10.
$6,035.
I was just kind of curious what was that
needed repair.
>> Chris, would you answer that, please?
So unfortunately we don't have cameras
down there so we don't know who did it.
We just know we got a salt delivery. So
consequently we couldn't go back after
them for saying hey you stole up our
building. Your insurance should cover
it. We got assault and they tore the
header off the building. So there was
some the structure was compromised to
the point where we couldn't get in it to
get sold um until it was jacked up and a
new header beam was put back in and some
other structural work was done to the
building.
Snow ride or storage road?
>> No, we did have a shed in the back.
>> where the sand pile is in the back?
>> The old recycling building.
>> That answer your question?
>> Yes, it does. Thank you.
>> You ready to move on, Mike? Are you
good?
>> Any more questions?
>> No more questions for me on that. All
right.
>> So, before we get into public comments
under any of the business to be
determined in your paperwork
is the budget committee's budget
that needs to get submitted. Um,
it's a blank sheet, but um, my
recommendation is to just level fund it.
Um,
>> you don't want to level fund it.
I'm just looking at the budget to
actual.
>> Uh we we barely used any of it.
>> Right.
>> I looked at the budget to actual and
when I
>> So if we want to be consistent across
all boards.
>> Okay. Well, I'm I'm open for
recommendations.
Um
>> I'm fine with the whole
>> um unfortunately we didn't get to use
any of the training budget this year.
There really wasn't anything that came
up. I don't think
>> how many new
>> how many new positions there could be.
How many people are up for election this
next year?
>> Uh, two.
>> Yeah. Did you sort that out?
>> What's that?
>> Did you guys sort that out?
>> We did sort it out. So, um, myself and
Eric are up for reelection next year.
>> A one-year term.
>> Yep. It was um it was displayed
improperly on the website and I worked
with the clerk's office to get it
corrected.
>> So the salary for the budget secretary,
we got a budget of for 1460 and we only
use 472.
>> Um there's
there's more coming in and it'll be a
lot more as we get into budget season.
She'll be doing minutes every other
week.
>> Okay. Um
she does she does owe me some hours for
the last couple months. Um but once
>> I had like three or four meetings.
>> Yeah. Yeah. Once we get into budget
season. I don't remember. Um
yeah, once we get into budget season.
>> I'm good with leveling.
>> Everybody good? Everybody good with
that? I don't think we really need to
vote. I'm just looking for a consensus.
>> All right. Um
>> I guess exception.
Well, never mind.
>> What?
>> No, it's not really. I was going to say
since there's one person doing all the
minutes, like that person's pay will
likely increase for the year, but that's
like not really our thing anyway.
>> Okay. All right. Then I'll submit that
as level funded and then the board
selectman can shoot it down.
All right, that was budget sheets.
Uh we already we already talked about uh
sending up the completed budget sheets
earlier in the meeting. So I don't need
to
talk about any of the other stuff in my
notes. Um
so then I will open it up to public
comment if any.
No Chris, sorry. State your name and
where you live.
>> 120 Moody Road. Um, just to revisit a
comment we had, I was swinging the other
day to refresh my memory, the 1339 room.
>> We we we agreed last year we're going to
do away with that.
>> So, my memory was that we said we're
going to do retroactive. We're going to
do away with that. And then we got the
one specific budget and the budget
process. that seemed like it was a
little foreign that kind of made us
revisit that. But then ultimately we did
agree to go back to the
365 and it's retroactive. Correct. I
remember that correctly.
>> Yeah. I mean all the 13
39 rule did was just kind of
>> so held off the raises
>> made made it made it Yeah. Well, I mean
either way the raises won't go into
effect until April 1st after
>> they'll they'll get paid back to the
first year. It'll take the 13 weeks and
whatever that sum is on top. But
>> the third 13 weeks initially, you know,
right now the way they're paid is they
have to raise from this year's budget
town meeting until next March.
>> So the first 13 weeks they got it.
>> But that's 26's budget. So if you're
voting on a budget for 26, that's based
on the calendar year of 26, which starts
January 1st, right?
>> So if you're approving somebody's budget
and you don't do the 1339,
>> what you're talking about right now is
the raise doesn't come into effect till
April 1st, that's the 1339.
>> I agree with that. I I that's
>> So if we're going if we're doing away
with that, it's a 26 budget, which count
the year as one, even though we
technically are two and a half months
into the year before we actually vote on
the spending, then you then any any pay
raises become retroactive and they have
to get a retroactive check for any hours
they work January one to town.
>> And that's that gets messy because then
you have to take
>> it gets
>> withholdings out of it.
>> That is literally the simplest way to do
it. That's how every single town except
for the town of Effingham does it.
>> The Then you got to track how many hours
because if somebody works 35 hours a
week
>> computer it's on the computer.
>> Yeah. Okay. As long as you as long as
you can
>> We weren't really good with the budget
last year. So as long as it can be
tracked and all the deductions made and
it's seamless, sure, no problem.
Otherwise, you create a different
problem
>> any other way is a 1339. If you're if
you're saying that their raise wouldn't
come into effect till April 1st, they'll
have the town meeting.
>> So I'm basing that on conversation with
the finance administrator who said that
and anything approved the town meeting
doesn't take effect until April 1st. So
that would include
>> because we've always done the 13
>> pay raises.
>> Yeah, because that's how we do it. But
if you vote, so if we submit a budget
and that budget is for somebody with the
consideration of a two and a half or 3%
raise, that's not from April 1st. That's
the year's budget.
>> So you're saying you want to bring the
bring the 1339 back?
>> Uh, no. No, I'm not saying that at all.
>> So we're just going to add additional
money.
the personnel will get a little
additional money because they're going
to get the first 13 weeks from 2026.
Next year's budget is 2027. So, they're
going to get additional first. That's
the way I look at it that
>> I mean, it's just a one shot. if you're
struggling with it and and I say
struggle with all due respect in Mike's
question and concerns then I'm I'm I'm
guessing that the 1339 is still on the
table because
>> No, I didn't say that. No, I'm saying
that for the first year it's going to be
like that that they're going to get
additional money for at 13 weeks we're
going to get retroactive for the 2027
budget. After that, it's all gonna be
it's not going to be a problem
>> as far as
>> No, it would become years.
>> It does. Right. But right now, you're
working on they're getting the 2026
raise till next March.
Correct. And it's been like that for how
many years.
So, you're getting
>> Yeah, I know what you're saying.
>> You know what I'm saying?
>> So, the 13 To me the 13
>> I don't have a problem with it. I don't
have a problem with it.
>> Yeah. So to me the 1339 will just kind
of delay the inevitable.
>> Right now now we're doing away with that
delay. So then
>> we just got to So then
>> it's just a different delay.
>> Right. It's just a different delay. So
then can we So can I don't I don't know
the legalities of this but can the
policy because nothing happens after the
time meeting that that this doesn't take
effect till April 1st or or do we have
to legally
back pay this?
>> We have to. the the whole reason for
doing this is the simplicity of figuring
out through the budget process,
>> So, if we're going to continue to do 13
and say, "Okay, until March 12th or
whatever, March 13th or 14th, you're
everybody's getting paid this." So, for
the first 13 weeks, you're getting paid
this and then your raise kicks in. To
try to do that math without the 1339
>> is going to be a challenge.
>> It's going to be extremely challenging.
And Simplicity would be 1339 or
retroactive. And when you go through the
budget process, this is how much this
position is paying per hour based on
colar or whatever we all agree on
>> starting January 1 because that's a
calendar year. It's voted on at town
meeting and you have to retroactive
>> because we passed the budget. We're
passing a budget for a calendar year
salary.
>> Yeah. Wouldn't it this is not
necessarily simpler but we don't have
direct control over salaries right and
that's the selectman's function more so
>> or department check
>> and then we don't even have the public
hearing and recommend the budget for
adoption until like February but if
you've proposed a budget where you want
to pay so and so this and so and so that
you could just start paying that on
January 1st and if for some reason it
fails at town meeting then you make it
up somewhere else.
>> I think that's if it fails then you pay
people money that you nailed it to get
>> but it's not getting failed at the line
item salary level you know
>> you run into labor laws then for
unintended overpayments
>> but I'm saying if it fails you you deal
with it. So then I guess my question
>> not not you don't pay them. It's
>> again is again can as a policy
standpoint these don't go into effect
till after town meeting.
>> No it's got to be the first calendar
year start calendar year but
>> they don't we're approving a budget in
the fall for 20 budget
>> that's based on this position gets paid
this much
>> for the year as we always take. So
instead of 13 and 13 at this rate, 39 at
this rate, you're doing 52 weeks at this
rate, and if it gets approved, we can't
hold that money until time meeting it
gets voted. That's means
>> well, I mean, again, most of this was to
save the department heads headaches.
Um, I mean, from a fiscal standpoint, we
did it because it made a little bit of a
savings on the on the on the taxes, but
from a department head standpoint, this
has been pain in the butt.
>> It's it's two there's two sides to it.
You make it a little bit easier figuring
out the math because the math isn't hard
math at 13 weeks at X hours at X rate as
a number and then 39 weeks at X hours of
X rate. combined the two. It's It's
addition.
>> I had it in Excel last year and it was
just punching.
>> Lower your expectations, Mike.
>> It's It's easy. I used to do it. I mean,
um but I don't know what it is like on
the other end to have to deal with
punching all the various hours because I
never had to do it to to put all that
information in and make sure that all
your FICE, everything else, all your
hours came in correctly. if there was
overtime to be fact. I don't know how
that comes out of the computer.
>> Um, can I tend?
>> Yeah, go ahead.
>> We'll have our town administrator
probably talk to our financial
administrator and see try to get his
answer.
>> Okay. I mean, I don't know how the
budget committee feels, so I'm willing
to defer to whatever is best for the
office.
Yeah, I think a good plan is to let
Steve Stephen, I'm sorry, Stephen review
it um to see how practical it is as a
function.
>> Why didn't I think of that?
>> I don't know. You're busy. You got a lot
going on.
Chris,
>> for the record, Carol County, the
counties, they operate on a fiscal year
January to December and all of their
raises and stuff take effect on April
1st. So, there is a way to do it. Um,
>> well, that's what I was asking
policy-wise if there's a way we can
implement that. So that just like I
actually that's why I get up because I
know my wife was probably watching this
meeting and I was half expecting to see
uh a text message from her saying
there's a way to do it. She didn't but I
she is
>> so so she county's doing the 1339 you
said or
>> so they're getting the budget.
>> I don't I can't give you the specifics
how it's done. I just know through the
budgetary process, they have to have
their budget in by um December. Um the
once their budget is presented to the
delegation, the delegation is made up of
all the state reps. They're essentially
the budget committee for the county.
They statuto are obligated to uh look at
the budget and take action on it within
so many days, blah blah blah. Then it
takes effect um and then they have their
budget hearing. But they do run often.
Um, April 1st is when they get their
raises. I can inquire how that
>> I mean obviously that would be the
cleanest way to do it.
>> That makes the most sense.
>> Yeah, that would be the cleanest way to
do it. So again, then we'll defer to the
office and the select board and see what
you come back with and we'll work.
>> Yeah, we'll get back in touch.
Anybody have any other
public comments? I I have a a concern
that I brought up here, but I didn't get
into it, and I brought up with the
select board. So, I'm not going to bring
it up here, but I would like to meet
with the select board at some point to
talk about uh some funds that were
carried over. I think there was an
error, and I'd like to discuss to see if
you think there's an issue and if it
could be resolved. Which one is? Um it
would be an assessing
assessing carryover,
>> right? Because the bottom line in
assessing is less than the carryover. So
I'm pretty comfortable and that's even
on the budgets that aren't even
completed. I I I think ultimately if we
had a conversation, I'd like to show you
what I have and you guys can tell me if
I'm right or wrong. I don't want to take
everybody's time up and make this a
thing somewhere. I just rather that we
could talk about it and uh see if that's
correct or not because if it is correct
some fun should be.
Okay. Thank you. Um, I guess the last
thing I have for the new guys, as they
used to call them, um, and everybody
else, just as we get into the budget
process, I also maybe recommend, um, if
you can take some notes while we're
talking to the various department and
committee heads because when we have
public hearing, questions are going to
be asked and those notes come in handy.
>> Um, or you just find yourself reading
through meeting minutes and writing
notes. Anything
else?
All right. Then I make a motion to
adjourn at 7
I hate analog 708.
I second.
Second by Jim.
All in favor?
All right. Thank you everyone. And oh,
and obviously the next meeting is
September 22nd.