Orange Archive

Office of the Select Board

Town of Orange, New Hampshire

Minutes of January 26, 2016

Select Board Meeting and
Joint meeting with the Budget Committee to draft the 2016 municipal budget

Present: Dorothy Heinrichs, Chair; Robert Ells, Lyell ‘Skip’ Smith (Budget Committee ex- officio), and Sandi Pierson (clerical)

Budget Committee members present: Robert Proulx, Clerk; David Stacy, and Sophie Seace Others present: Sharon Proulx, Judith Lindahl, Anita Watson, Scott Sanborn, and Aaron Dugan.

Meeting opened at 7:00 PM.
Minutes: The minutes of January 12, 2016 were unanimously approved as submitted.

Auditor: After discussion, Bob motioned to appoint Mathew Angell as town auditor. Skip seconded. Motion passed unanimously in favor. (Both auditor positions have been vacant.)

Investment Policy: The Board tabled accepting the 2016 Investment Policy (for treasurer) until the February meeting so they would have time to review it. This required policy is renewed annually.

Highway Department Mutual Aid Program: Road Agent Scott Sanborn spoke in favor of Orange being a member of the Highway Department Mutual Aid Program. He noted that there is a cost if mutual aid is ever used. After discussion, Skip motioned for the Board to approve joining the program at a cost of $25.00. Bob seconded. Motion passed unanimously in favor.

Bridge report: The Board reviewed the report of the status of town bridges sent by the NH Department of Safety. It was noted that one of the bridges was not weight-posted. Scott to follow up.

Intent to Cut: The Board reviewed and signed two Intent to Cut applications:

•   Nicholas Brunet (Green Crow Inc.)/Peaslee Road/Map 3, Lot 48

•   Aaron Dugan and Melissa Eastman/Razor Hill Road/Map 4, Lot 4

  Training request: The Board approved a request from the Secretary to take a web-portal refresher class in Concord on February 2. No stipend is requested, only mileage.

  Veteran Exemption: The Board reviewed an email from the DRA recommending that a homeowner be removed from receiving the property tax veteran credit because they no longer live in town. After discussion, the Board directed Sandi draft a letter to the homeowner for the Board to sign and let them know they may reapply if they relocate to Orange.

Warrant articles: The Board discussed a number of new warrant articles slated for 2016. They include changing the auditors’ position to an appointed position, a new legal expense capital reserve, adopting the salary study committee’s recommendations, and whether to fund or delete the 3% discount on payment of property taxes within 20 days of the bill.

Bob Proulx reiterated that CPA Matt Angell stated that the 3% discount may be annually adding to the town’s deficit because basically the town is potentially raising only 97% of what is appropriated. Sharon stated that the 3% discount actually amounts to a 16% discount on the town’s portion because the 3% is also taken on the school, county, and state education tax even though those expenditures must be paid exactly as determined. She said that essentially the discount is being subsidized by the tax payers who can least afford it. The Board will take funding or eliminating the 3% discount warrant article under advisement. Bob Ells and Skip said they would be open to eliminating the 3% discount. Sharon said she would be willing to speak on the rationale of its elimination at town meeting.

After discussion, the Board agreed that Dorothy would summarize this year’s new warrant articles and refer them to Attorney Waugh for his recommendations and wording.

Bob Proulx noted that the wind ordinance warrant article as adopted by the Planning Board has been submitted to Sophie for the ballot.

Secretary’s report:

•   Sandi stated that the progress on the town report goes well and thanked the officers for submitting their annual reports in a timely manner.

•   A Russian orthodox priest visited the Town House. He stayed at Singing Winds when he was young (Dunbar’s) and later, in the 1950’s, farmed in Canaan. He said he has a good amount of historic information and photos pertaining to Orange and would be pleased to share it. Sandi gave him the Historical Commission’s contact info.

  Public comment: Judith Lindahl stated that because the former Board never paid Bernie Waugh’s retainer fee, none of the legal fees to appoint three Select Board members came from the retainer, and that perhaps some of them could have if the bill had been paid. She understood that a secretary from Gardner, Fulton and Waugh may have notified the new Board that it was the attorney’s office oversight not to bring it to their attention. Judith asked if the Board would contact the attorney’s office and see if the town can get a credit on some of the legal fees that may have come under the scope of the retainer. Dorothy said she will follow up when she speaks with Bernie about the warrant articles. To date approximately $187 has been spent from the $6000 retainer which expires on March 31.

  Bills and vouchers were reviewed and signed.

JOINT MEETING WITH THE BUDGET COMMITTEE

The Select Board and Budget Committee reviewed operating budget line items, revenues, and capital reserve recommendations for the 2016 budget.

Officer nominations: Bob Proulx nominated Dave Stacy as Chair of the Budget Committee. Sophie seconded. Motion passed unanimously. Dave nominated Bob Proulx as Clerk of the Budget Committee. Sophie seconded. Motion passed unanimously.

LINE ITEM RECOMMENDATIONS:

Salary: The 2015 salary line item total was reviewed and it was noted that some of it was underspent due to the two-month absences of Select Board members, treasurer, and secretary.

The discussion on the 2016 salary line item amount focused on the recommendations of the Salary Study Committee. A number of people stated the impact calculation was incorrect and questioned why there was only six positions considered for increases. Judith Lindahl felt that many salaries were disproportionate given the officers’ tasks, and noted that some would not be getting an increase for a decade. She stated that an across-the-board inflation rate increase should at least be considered. She said that officers for the town should be recognized for their efforts especially given their long-term commitments. Skip agreed that all officers and employees should be given raises and it should at least be the inflation rate. Judith submitted a report from Salary Study Committee member Karen McFarlane that summarized the meetings of the committee and included Karen’s recommendations, which dissented from the official report. Sharon felt the committee did not take into account the number of hours that officers put in, and submitted an hourly schedule of her own job as tax collector which ultimately equates to $7.89 an hour. She stated that she is not complaining, just that the committee’s recommendations are inequitable among officers. Sophie stated that no officers were contacted by the committee and that the committee should be asking “good solid questions” of the officers in order to determine a salary. She said there were also no comparison numbers from other towns the size of Orange.

After discussion, Bob Proulx suggested holding off on a salary recommendation until next year because there is not enough time to redraft the entire study. Dorothy suggested an inflation rate increase across-the-board. She added that the situation of town officers not being eligible to serve on the salary committee is hindrance in finding members and suggested a new warrant article to form a committee that would be open to officers that do not get stipends. After discussion, the salary line item amount for 2016 was tabled.

Skip and Anita, Cemetery Trustees, stated that Cemetery Agent Ed Saulen has requested an increase in his hourly rate. It was noted that the Trustees set the wages of the Cemetery Agent. Dave suggested the Cemetery Trustees submit a wage request.

Elections: $3,220.00 was unanimously approved by the Budget Committee and Select Board. This is based on four elections during 2016.

Financial Administration (Deeds): $200.00 was unanimously approved by the Budget Committee and Select Board. This is a decrease of $100 from 2015 based on the Tax Collector’s recommendation.

Revaluation of property: $2,500.00 was unanimously approved by the Budget Committee and Select Board. This is for software support and miscellaneous tasks done by the assessor.

Legal Expense: (tabled): It was unclear if a credit will be given toward the 2016 retainer for the Select Board appointment legal work.

FICA: $3,000.00 was unanimously approved by the Budget Committee and Select Board. This was based on 2015 actual expenditures. The 2015 expenditures according to the Select Board vouchers proved incorrect. Two FICA vouchers processed by the former Board on June 15 were never processed by the former treasurer (no checks), and a sizeable refund check had been received by the town from the U.S. Treasury for an earlier inconsequential FICA payment. After the vouchers were later voided and the refund was taken into account, it revealed the actual expense was $1,311.68 (which does not include the fourth quarter).

Planning and Zoning: $500.00 was unanimously approved by the Budget Committee and Select Board. This is level funded based on 2015 actual expenditures. The Planning Board over- expended their budget slightly in 2015 due to the wind energy mailings and legal notices. Planning Board Chair Scott Sanborn stated he felt $500.00 was adequate.

General Government Buildings: $6,500.00 was unanimously approved by the Budget Committee and Select Board. This is level funded based on 2015 actual expenditures. Bob noted that two vouchers were processed by the former Board for $450.00 each to Hanover Dispatch (alarm monitoring) but only one check was written. It was agreed Sandi will make the revisions to the spreadsheet on vouchers processed of which no checks were cut.

Cemeteries: $2,000.00 was unanimously approved by the Budget Committee and Select Board. Bob stated that mowing in $2015 came to $1,556.00 Anita stated they do not expect to do extra work during 2016 such as tree cutting.

Insurance: $2,100.00 was unanimously approved by the Budget Committee and Select Board. This is level funded based on 2015 actual expenditures. Primex will probably pick up the insurances no longer covered by Property Liability Trust. It was unclear if the premium holiday credit from Primex can be applied to liability insurances.

Memberships: $1,800.00 was unanimously approved by the Budget Committee and Select Board. This was level funded based on 2015 actual expenditures and 2016 requests.

Officer Expenses: $7,500.00 was unanimously approved by the Budget Committee and Select Board. This is level funded based on 2015 actual expenditures. A request was received from the Supervisors for a $100 toner cartridge. Sharon’s municipal computer is presently eight years old and may need to be replaced. Election training may be a factor because there are four elections.

Police: To put forth no appropriation was unanimously approved by the Budget Committee and Select Board.

Ambulance: $5,500.00 was unanimously approved by the Budget Committee and Select Board. This is based on the 2016 quote from Canaan Fast Squad.

Fire: $11,352.00 was unanimously approved by the Budget Committee and Select Board. This is based on the 2016 quote from the town of Canaan.

Building Inspection: $800.00 was unanimously approved by the Budget Committee and Select Board. This is level funded based on 2015 actual expenditures.

Emergency Management: $300.00 was unanimously approved by the Budget Committee and Select Board. This is the amount historically appropriated.

Highway Department: $98,000.00 was unanimously approved by the Budget Committee and Select Board. This is level funded based on 2015 actual expenditures. Road Agent Scott Sanborn submitted a road report and agreed level funding was appropriate.

Solid Waste: $34,500.00 was unanimously approved by the Budget Committee and Select Board. This is level funded based on 2015 actual expenditures. Bob said he anticipated that the town will not be paying the $300-$400 in penalties that stemmed from late payment fees during 2015.

Health and Health Agencies: $4,700.00 was unanimously approved by the Budget Committee and Select Board. This is based on actual requests from health agencies, Plymouth Sewer District fee ($100.00), and 2015 Health Officer’s expenses. A new request this year is from the Red Cross for $151.80, which the Board and Budget Committee agreed to fulfil.

Direct Assistance (Welfare): $3,000.00 was unanimously approved by the Budget Committee and Select Board. This is the amount historically appropriated.

Library: $4,000.00 was unanimously approved by the Budget Committee and Select Board. This amount is the customary annual contribution to the Canaan Library.

Culture and Recreation: $300.00 was unanimously approved by the Budget Committee and Select Board. This is level funded. This is generally for Christmas party expenses.

Timber Harvest Monitor: $1.00 was unanimously approved by the Budget Committee and Select Board to keep the account open.

Conservation Commission: $315.00 was unanimously approved by the Budget Committee and Select Board. This is level funded. Dorothy noted that his year the funds may be used for expenses related to the Natural Resources Inventory update.

Interest on Tax Anticipation Note: $3,500.00 was unanimously approved by the Budget Committee and Select Board. This is level funded based on 2015 actual expenditures.

Buildings Capital Outlay: $2,000.00 was unanimously approved by the Budget Committee and Select Board. 2016 projects may include Select Board office cleaning, exterior board replacement in the area of the handicap access, and hand rails for the staircase to the basement. Bob Ells noted that his son Bruce will assist with the installation of the hand rails. It was noted that Skip has repaired the hot water heater with $28 worth of parts thus it does not have to be replaced.

TO CAPITAL RESERVES:

Highway Equipment: $2,000.00 was unanimously approved by the Budget Committee and Select Board.

Town House: $1,000.00 was unanimously approved by the Budget Committee and Select Board.

Revaluation: $4,000.00 was unanimously approved by the Budget Committee and Select Board.

Town Roads: $5,000.00 was unanimously approved by the Budget Committee and Select Board. Scott talked about the paving needs on some of the roads.

Document Preservation: To put forth no appropriation was unanimously approved by the Budget Committee and Select Board.

Cemetery Monument Preservation: To put forth no appropriation was unanimously approved by the Budget Committee and Select Board.

Legal Expense: $4,000.00 (warrant article) was unanimously approved by the Budget Committee and Select Board. This was originally the Wind Energy Legal Expense. The Committee and Select Board agreed with Skip to change it to the Legal Expense Capital Reserve Fund which will broaden its intent.

Total capital reserve recommendations: $16,000.00

ESTIMATED REVENUES:
Yield Taxes: $4,000.00
Interest on Delinquent Taxes: $12,000.00 Inventory Penalties: $900.00
Business Licenses and permits: $30.00
Motor Vehicle Permit Fees: $49,000.00 Building permits: $200.00
Other licenses, permits, and fees: $900.00 Meals and Rooms Tax Distribution: $14,000.00 Highway Block Grant: $28,000.00
State Forest Land Reimbursement: $2,000.00 Other (municipal fees): $800.00

Sharon noted that the town owns 0.25 acres on Tuttle Hill Road which is of no value to the town and could be sold by sealed bid or by a tax sale. She suggested the Board to follow up on this during 2016.

Meeting adjourned 9:15 P.M.

Respectfully submitted, Sandi Pierson

Dorothy Behlen Heinrichs

Robert Ells

Lyell Smith