APRIL 21, 2009 Minutes

TOWN OF PITTSFIELD
BOARD OF SELECTMAN
TOWN HALL, 85 MAIN STREET
PITTSFIELD, NH 03263
_____________________________________________________________

MEETING MINUTES OF TUESDAY, APRIL 21, 2009

CALL TO ORDER

Call to order at 6:00 P.M., by Linda Small, Chairman.

MEMBERS PRESENT

Linda Small (LS), Chairman, Ed Vien (EV), Vice-Chairman, Larry Konopka (LK), Denise Morin (DM), Fred Hast (FH), Paul Skowron (PS), Town Administrator, and Delores Fritz, Recording Secretary.

MEMBERS ABSENT

None.

PUBLIC INPUT

James Theodore questioned whether WIFI now had enough subscribers to pay for the WIFI services. (EV) We now have two paid ads. We can take up to 10-12 advertisers per year. We are currently trying to get MetroCast to supply hook-up free of charge and are waiting for a response.

AGENDA REVIEW

(FH) Planning Board, Non-Public; (LK) Board Appointments, EOM; (PS) Non-Public – Personnel Issue.

NEW BUSINESS
ACTION ITEMS

1. Request for Handicap Parking Area – Frank Volpe

(PS) This is a request from Frank Volpe for the Town to consider approval of a handicapped-parking area at 34 Main Street. George and I have discussed and the Board needs to make a decision concerning this. It should be noted that it really ends up being about two parking spots because of the hatch required to accommodate a “pop-out” van door. (EV) I would be very careful. The main problem would be that this would be downtown parking and it takes away a business spot. You have to look at the whole picture. (FH) The merchants park in front of their establishments rather than somewhere else and there is not enough parking as it is. If granted, this spot would be for all individuals. Board agreed that it would be a public handicapped parking spot. (PS) to contact George regarding his thoughts on this which should be submitted in writing. (EV) Also, if he would recommend an hourly limit for the parking.

2. Road Acceptance Request – Bailey Park

(PS) Trigger Development is requesting that Bailey Park be accepted as a Town road. George does not believe the items addressed have been acted upon by Mr. Dickinson. This letter will be forwarded to Louis Berger for comments by Nathan Hoitt. As I understand it, the road is not in compliance with Planning Board’s prerequisites.

3. Recommendation for Formation of Cable Advisory Board

(PS) As you will remember, Board discussed with Clayton Wood the possibility of broadcasting Board meetings. It was asked if the Website Committee could take on this responsibility as well as the MetroCast franchise discussions. The Website Committee is not prepared to take on this project. Clayton has recommended that the Board form a Cable Advisory Committee with the request that he be considered for this Committee to “assist the BOS in their responsibility to manage, maintain and improve the Cable service.” Board agreed that Clayton would be requested to advertise (Channel 24 and Website) for potential members and to put Clayton in charge of it after responses have been received.

APPOINTMENTS

6:30 P.M. Chief Wharem

Chief Wharem introduced proposed part-time patrol officer Dave Girard and offered various information concerning his certifications, ability to work various hours and a brief summary of his work history.

Chief Wharem introduced Cory Crochmal as proposed part-time patrol officer and related information concerning his certifications, ability to work various hours and a brief summary of his work history.
He also noted that he has an additional candidate, which he will be introducing to Board in about two weeks. This will give Police Department six part-time patrol officers.

APPOINTMENTS – Continued

7:15 P.M. – Al MacLellan – Winsunvale

Mr. MacLellan related that he is the Maintenance Director of the dam, which has now been inspected, and State has recommended that several trees be cleared out on the far side of the dam, which needs to be maintained on an annual basis. The residents noted that would be willing to do this. However, they are requesting that the Town maintain that area by mowing. (PS) noted that he had mentioned this to George, but he is unsure where the Town property actually is located. Mr. MacLellan noted that part is owned by residents and part by Town. (PS) suggested that, perhaps, a site walk should be conducted with Mr. MacLellan and George and (LK) noted possibly Conservation. Chief Wharem noted that this is an administrative order from DES. (LS) reiterated that he should contact George to work this out.

NEW BUSINESS – Continued

4. Agreement for Reorganization of Chart of Financial Accounts

(PS) As you will note there is a Professional Services Agreement, which is to retain professional consulting services to refine and reorganize the chart of accounts, which will be more efficient, and in better compliance with DRA. Cara and I can do this if time allowed. This firm has been contacted and requested to submit a proposal to make it easier to process things such as computation of budget. It would allow everyone to understand it better. This firm includes two CPA’s. The cost would be about $2,000 and is money well spent. I believe that this was also part of the Internal Controls Audit.

(DM) Motion to approve Professional Services Agreement as written.
(LK) Second.

Board agreed that from an accounting perspective, the accounts need to be reorganized and it would be money well spent. (EV) suggested that Motion be amended to allow (PS) to sign agreement.

(DM) Amend Motion to allow Paul Skowron to sign Agreement. (LK) Amend Second to include this part of the Motion. Carried 5-0.

5. Pump Station and Control Building Engineering Contracts

(PS) I have asked Ron Vien to be present tonight regarding this should there be any questions. Mr. James Spaulding, TTG Environmental Consultants has contacted us noting that DES has reviewed the contracts and they have been approved. Contracts are for updating and upgrading the Joy Street and South Main Street Pumping Stations and contract for the control building rehabilitation. It is now time for the Town to move forward to have the projects engineered. Both Ron and I are recommending that the Town enter into this agreement. It would be money well spent.

(LK) Is there money budgeted for this? (PS) There is money available, which would be funded through the sewer reserve. Also, the stimulus would probably allow for a 50% grant. (FH) This is just for the engineering? What would be the cost of construction? (RV) Approximately $350,000 for the pump station and about $250,000 for the control building. Board discussed the timeframes and how the process would begin. Further pursuits of grants, etc. cannot be accomplished until the engineering process is complete. (PS) noted that there would be more than one source of funding that they could explore to cover some of the costs.

(LK) Motion to accept the two bids of TTG Environmental Consultants for the control building and additions/improvements to Joy Street and South Main Street Pumping Station. (DM) Second. Carried 4-1 (LS).

Discussion: (LS) Though this is a worthwhile project, I would support the project but not the funding source.

6. Police Department Hiring

(LK) Motion to approve hiring of Dave Girard as part-time patrol officer.
(DM) Second. Carried 5-0.

(DM) Motion to approve hiring of Cory Crochmal as part-time patrol officer. (EV) Second. Carried 5-0.

7. Capillary Public Health Network

Chief Wharem noted that on May 16th there would be a pandemic exercise in Northwood – which is the “pod” for this area including police, fire, and medical services. This will be a means by which they can grade their efforts should the necessity actually arise. Once evaluation of this exercise is complete, sometime in June, documentation to the public will be distributed to the community.

(PS) May 26th and 28th are the training dates for Department Heads. (PS) to discuss with Chief Wharem the question of necessity of mandatory attendance and who should be attending.

(PS) Chief Johnson and Chief Wharem will be involved in traffic safety assessment on Route 28 and Leavitt Road on April 27th and 28th.

8. Board Appointments

(LK) Motion to appoint Mark Wallace to Conservation Committee.
(DM) Second. Carried 5-0.

(LK) Motion to appoint Nancy Christie to Conservation Committee.
(DM) Second. Carried 5-0.

(FH) Motion to appoint Maryellen Plante and Kathleen Boudreau to Parks and Recreation Committee. (DM) Second. Carried 5-0.

It is noted that a letter of interest has been received from Ted Mitchell. He will be contacted to determine interest as Alternate.

(EV) Regarding the Zoning Board, Larry Federhen has responded regarding an Alternate position on the Zoning Board, but Susan Muenzinger will not be seeking a seat on the Board; I have contacted Larry to determine his interest as appointment as member of the Board. Board agreed to wait to hear from Larry and if interested, ask him to resubmit his letter. (PS) to send a letter of thank you to Susan Muenzinger regarding her years of service on Zoning Board.

(LK) Motion to re-appoint Paul Metcalf, Sr. to Zoning Board. (DM) Second. Carried 5-0.

(LK) Motion to appoint Larry Federhen as Alternate to Zoning Board.
(DM) Second. Carried 5-0.

(EV) As an update on David Rushford, Alternate, Zoning Board, we have contacted him several times via phone and letters but he has not responded. A letter of resignation was forwarded to him in the hopes that he will return it so that someone else can be appointed as Alternate to Zoning Board. If he does not respond, I will be bringing that to this Board.
9. Employee of the Month

(LK) Motion to select Jim Girard as Employee of the Month for March.
(DM) Second. Carried 5-0.

Mr. Girard will be invited to the next BOS meeting.

(LK) Motion to select Maryellen Plante as employee of the month for April. (DM) Second.

Discussion: (DM) In order to be fair about this, I would request that we wait until the next BOS meeting before selecting someone for April.

(LK) Withdraw Motion. (DM) Withdraw Second.

INFORMATION ITEMS

1. E-Mail Re: Website Link See above.
2. Police Department Arrest Log 4/5 to 4/11/09
3. Fire/Rescue Monthly Report – March 2009
(FH) I would like a breakdown of who gets what. This has been discussed with Cara and she does not understand it also. The report does not tell you enough; there needs to be more detail. (LS) related that this is a good request. (FH) to contact Chief Johnson for report of this nature.
4. Letter to DOT Commissioner Re: Wing Wall/Sidewalk Failure
5. Letter to DMV Re: Inspection Station Permits
(FH) These Inspection Station Permits should be done in a timely manner. Some of these individuals have been waiting for approval for three to four months.
6. Appointment Application – Maryellen Plante (See above.)
7. Appointment Application – Ted Mitchell (See above.)
8. Appointment Application – Kathleen Boudreau (See above.)
9. Letter from Susan Muenzinger Re: ZBA (See above.)
10. Nomination for Employee of the Month (See above.)

11. Park’N’Ride

(FH) What is the status on this? (PS) There is an upcoming meeting with representatives from Pittsfield, DOT, Central Planning and Senator Barnes.

12. Welfare Notice – Channel 24

(FH) I noticed that the changes that were to be made have not yet been done.
Also, why are we paying such a high salary for Welfare Director? (LS) This is part of the Union contract. The pay scale is indicated within the contract and the advertised rate is the starting step.

13. Burn Permit

(FH) noted that a resident had advised him that they had attempted several times to acquire a Burn Permit. They went to the Fire Department several times and each time were unable to get anyone to answer the door. They rang more than several times to no avail. It was noted that both ambulances were within the building at this time.

14. Letter – Gerard Leduc, Chairman, Planning Board

(LS) The Planning Board has resolved the topic and it is now a dead issue. Fred, would you like to voice your input on this? (FH) I read the letter and asked him if he authored it. (LS) I would like you to speak to the letter. It is important to know what we expect from Board representatives. (FH) I know what you are talking about but I was trying to get things moving, but it will not be done by me in the future. (LS) In this position, expectations are held to a higher standard and I would not like to see it happen again. (EV) The Planning Board needs all the help and direction it can get. The BOS representative position requires respect. We need to get our Planning Board working together.

OLD BUSINESS

1. Town Hall Improvements – Life Safety Codes Pending
2. Capital Improvement Program Pending
3. Space Needs Study Pending
4. Sidewalk Improvement Plan Pending
5. Cost of Broadcasting
This will be removed from Agenda as the process of establishing a
committee for this purpose has now begun.

APPLICATIONS AND WARRANTS

1. Intent to Excavate Tax Map R48, Lot 2

(EV) There should be a map on file to indicate what is going to be excavated. (LS) More information is needed. (EV) We should check with Kyle on this. Board agreed to table until next meeting to acquire more information.

2. Warrant to Tax Collector/Excavation Tax Map R48, Lot 2

(FH) There are no checks and balances on this.

(EV) Motion to approve Warrant Excavation Tax Map R48, Lot 2.
(DM) Second. Carried 5-0.

3. Elderly Exemption Tax Map R54, Lot 4-2

(EV) Motion to approve Elderly Exemption Tax Map R54, Lot 4-2.
(DM) Second. Carried 5-0.

4. Abatement Application Tax Map R36, Lot 3

(EV) Motion to approve abatement Tax Map R36, Lot3. (DM) Second.
Carried 5-0.

5. Current Use Application Tax Map R36, Lot 3

(LK) Motion to approve Current Use Application Tax Map R36, Lot 3.
(DM) Second. Carried 5-0.

(EV) For your information, I checked the wetlands, and they are not asking for 20% recreation adjustment.

6. Timber Tax Levy Tax Map R6, Lot 9

(LK) Motion to approve Timber Tax Levy Tax Map R6, Lot 9. (DM) Second. Carried 5-0.

7. Timber Tax Levy Tax Map R15, Lot 30

(DM) Motion to approve Timber Tax Levy Tax Map R15, Lot 30. (LK) Second. Carried 5-0.

8. Timber Tax Levy Tax Map R43, Lot 10-1

(DM) Motion to approve Timber Tax Levy Tax Map R43, Lot 10-1.
(LK) Second. Carried 5-0.

Break 8:30 P.M. Board resumed meeting at 8:35 P.M.

9. Timber Tax Levy Tax Map R42, Lot 1

(DM) Motion to approve Timber Tax Levy Tax Map R42, Lot 1. (EV) Second. Carried 5-0.

10. Timber Tax Levy Tax Map R46, Lot 2

(FH) Motion to approve Timber Tax Levy Tax Map R46, Lot 2. (DM) Second. Carried 5-0.

11. Abatement of Timber Tax Levy Tax Map R46, Lot 2

(FH) Motion to approve abatement of Timber Tax Levy Tax Map R46, Lot 2. (DM) Second. Carried 5-0.

CHECKS AND MANIFESTS

(DM) Motion to approve Accounts Payable and Check Manifest. (EV) Second. Carried 5-0.

(DM) Motion to approve Payroll and Direct Deposit. (EV) Second.
After Discussion: Carried 5-0.

Discussion: (LS) The amount of overtime is significant, the schedules do not co-incide with the payroll, why did the Administrative Assistant work four ten hour days instead of five eight hour days?, and why is there indication of light duty? I thought there was no more light duty.

(EV) We could send a Memo to Bob noting that now that appointments have been made for part-time patrol officers, that overtime should be reduced. (LS) The department is now fully staffed and there is no reason for overtime. Also, why did the Administrative Assistant work four ten-hour shifts rather than the five eight-hour shifts? (EV) I would rather see the eight-hour shifts for coverage. (PS) to check.

MINUTES

1. Public Session Minutes of April 7, 2009

(EV) Motion to approve Public Session Minutes of April 7, 2009. (DM) Second. Carried 5-0.

2. Non-Public Session Minutes of April 7, 2009

(LK) Motion to approve Non-Public Session Minutes of April 7, 2009.
(EV) Second. Carried 5-0.

(LK) Regarding the Minutes, a Memo should be sent to all Boards noting that the Minutes are a summary of the meeting. If verbatim transcribing should be necessary, the tapes would be available. Only so many hours are budgeted for transcription of Minutes per Board. If any Board wants this feature, the BOS needs to approve it. (PS) to handle.

PUBLIC INPUT

None.

NON-PUBLIC SESSION

(DM) Motion to go into Non-Public Session per RSA 91-A:3 II (a) and (b).
(LK) Second. Carried 5-0. Members of the Board were polled individually and all agreed.

Board went into Non-Public Session at 8:50 P.M.

Board returned to Public Session at 9:50 P.M.

(DM) Motion to seal Non-Public Session Minutes of April 21, 2009.
(EV) Second. Carried 5-0

(LK) Motion to approve FMLA leave for Richard Wiltshire from May 14th to
June 13, 2009 for vacation time only. No sick time use is approved for this FMLA. (DM) Second. Carried 5-0.

(LK) Motion to approve military leave for Richard Wiltshire from June 25, 2009 to August 18, 2010. (DM) Second. Carried 5-0.

ADJOURNMENT

(DM) Motion to adjourn. (EV) Second. Carried 5-0.

Meeting adjourned at 10:00 P.M.

Approved: May 5, 2009

_______________________________ _______________________
Linda Small, Chairman Date

II Tapes