Date: November 24, 2020
Present:(virtually) Ann Kuendig, Joyce Stevens, Mona Colton
Public Present:(virtually) Trish Fryer, Cynthia Bryant, Erica Hurd
Ann called the meeting to order at 5:11pm. Seconded by Mona.
Minutes Approval:Mona made a motion, seconded by Ann, to accept the Minutes of the November 19, 2020 Special Budget Meeting.
Agenda Modifications: A motion was made by Ann, seconded by Mona, to take New Business: RCML budget out of order and be presented first. All motions passed.
New Business– Roger Clark Memorial Library:
Cynthia, as the Library’s Treasurer, presented the 2021 Proposed Budget and 2020 Actuals. She said that last year they were approved for $4,800.00 at Town Meeting. With COVID-19 this year, adjustments were made to what was budgeted last year. She said the biggest adjustment was in cleaning products due to COVID. She proceeded to review the actual numbers used against the 2020 revised budget figures. She explained the Inter-Library Loan Courier and that they have loaded books onto a site so that a search can be done to see what library has a particular book available to be loaned.
She said that the Trustees would like to add a line item to the budget for a Substitute Librarian to work when the Librarian takes her two weeks of vacation. There was discussion with the Board on this. It was felt that volunteers would be a better option or reduce hours/close the library when the librarian is on vacation. Some school age students are required to have a Community Service project, and this would be ideal. Advertising on social media and the library’s website was encouraged.
Trish inquired about Capital Expenditures and what Cynthia felt were items they would like to purchase/update. These included a new color printer/scanner/fax machine, book shelving with seating, a rolling sandwich board to indicate the Library is open as it was felt some people are unaware that there is a library in town, a budget for a substitute librarian, updated furniture for patrons, and update the computers. Ideally, they would like to have one computer for the librarian and two for patrons. When asked what the top three items were, Cynthia said 1) the printer, 2) the sandwich board, and 3) new shelving.
Erica said that someone was going to come in and assess the library as to design, functionality, etc. Ann reviewed the increases in the budget. The increases in the 2021 Proposed Budget included Programs/Events ($1,200 to $1,500) with their goal of offering one adult and one child program per month. An increase in the purchase of Books/DVDs/CDs/etc was proposed to update them to more current ones. The Interlibrary Loan Courier decreased from $1,000 to $500 as RCML is sharing the cost with Rochester. The total proposed 2021 budget comes to $8,645.00.
If approved, a line for a Substitute Librarian would be added and the Board agreed to $600.
Cynthia requested that if the Board makes any changes to the proposed budget, that she be notified before the reports are mailed out so she can work with the correct figures. The email chain was
discussed as this has been an issue with other organizations being notified of things. She and Erica were thanked for their presentation.
· Planning Commission – Professional Services.
This pertains to consulting with TRORC in preparing for the submittal of a new town plan in two years. $650.00was approved.
· Salaries –
Auditors – Trish explained that their salaries are in two places and should have been $2,400.00.
Custodian (cleaning) - $1,000.00
(shoveling) – decrease to$1,000.00
Election Officials – Trish will need them at Town Meeting this coming year. Decrease to $200.00.
(Noted that the pay rate increases January 1stto $11.75.)
Fire Chief – remain the same at $915.00.
Listers, Select Board, and Select Board Secretary will remain the same.
Town Clerk/Town Treasurer – COLA 1.3% increase to $19,188.00 each position.
Assistant Town Clerk/Treasurer – COLA 1.3% increase to $15,172.00.
Librarian – will remain the same.
Health Officer – will remain the same.
Transition/Training – decrease to $325.00. Trish said that there are end-of-year procedures that Louis needs to learn, so she is keeping this amount so that Sarah can come in for an anticipated 20+ hours to train him.
Trish said that Caleb Hawley is looking for feedback on Capital Improvements before the next budget meeting. She will forward this request to the Select Board members. He is available to attend the December 3rd meeting.
It was decided by the Board to add two more dates so that the proposed budget can be completed. These dates/times are Tuesday, December 8 @4:00pm and Thursday, December 17 @5:00pm.
The next Special Budget meeting will be Thursday, December 3, 2020 at 5:00pm at the Town Office.
As there was no further business to conduct, Ann made a motion to adjourn the meeting at 6:33pm. Seconded by Joyce. All in favor.
Martha L. Beyersdorf, Secretary
Approved: December 3, 2020
Ann Kuendig Joyce Stevens Mona Colton