February 2, 2010 Minutes

These minutes were posted by the Selectmen.

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

MEETING MINUTES OF TUESDAY, FEBRUARY 2, 2010

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

None

AGENDA REVIEW

(LK) Transportation Policy for Welfare, Letter by BOS Re: Warrant Article –Planning Board; (DM) Warrant Articles 5 and 8, Ambulance Abatement Collection Forms; (LS) Vehicle Log.

APPOINTMENTS

6:00 P.M.: Robert Heroux

Rescheduled to February 16th. (PS) I am not aware of the reason for this request, but I will investigate further to determine this.

6:10 P.M.: George Sansoucy

6:01 P.M.: (LS) Is this something that needs to be done in Non-Public? (FH) I would like to just ask a couple of questions of Mr. Sansoucy. (LS) There is a fine line of discussion here which you should not cross. Board agreed that this should be discussed in Non-Public.

(FH) Motion to go into Non-Public Session I per RSA 91-A:3 II (d). (DM) Second. Carried 5-0. Individual members of the Board were polled and all agreed.

Board went into Non-Public Session at 6:03 P.M.

Board returned to Public Session at 6:25 P.M. Mr. Sansoucy left at this time.

(DM) Motion to seal Non-Public Session I Minutes of February 2, 2010.
(EV) Second. Carried 5-0.

NEW BUSINESS
Action Items

5. Police Vehicle Utilization

(LK) During the last snowstorm, a need arose to transport an individual to a location outside of Pittsfield. I have communicated with LGC, Chief Wharem and the rest of the Board via E-Mail to try and come up with a policy for Welfare recipients with a solution regarding the situation of transportation in a snowstorm or other adverse conditions such as occurred recently. There were several interpretations of the RSA covering this matter. Out of necessity, I transported this individual in my personal vehicle. I have since checked with LGC regarding liability should something happen during this trip. They advise that should any Town employee or volunteer that transports an individual to hospital setting or elsewhere and individual was injured, Town would be liable for deductible on personal policy. They also encouraged Town to try and “not make it a habit.” My E-mail was to merely see if anyone had any ideas as to how this could be addressed.

I contacted three taxi companies to see if they would be willing to transport during adverse weather or other conditions. Main Street Taxi noted that they would not be willing to transport at all. Concord Cab and Don’s Taxi would, however, would be interested but not in bad weather. In the past we used Fred’s Taxi but that is no longer an option. This information could be part of the proposed policy for situations that may occur where transportation is necessary.

I would like to put a policy together to cover this by using either these insured taxi services or if they are not available or able, maybe calling in an off-duty police officer to transport. Chief Wharem noted that he would be agreeable with this but only during inclement weather. (LK) I cannot see getting a four-wheel drive vehicle for something that only happens occasionally.

Chief Wharem suggested that Diane, Paul and he discuss first. (LS) recommended keeping it as simple as possible but address as soon as possible. Chief Wharem apologized if his E-Mail seemed rather “harsh” when responding to (LK).

1. Letter to DOT Commissioner Re: Commuter Parking Lot

(EV) Motion to approve letter to NHDOT composed by Linda Small regarding Commuter Lot/Pittsfield and authorize (LS) to sign. (LK) Second. Carried 5-0.

(LS) We have sent a letter before and I guess it piqued their interest but we have not had any response, thus letter being sent again.

2. Welfare Lien, Tax Map R15, Lot 19

(DM) Motion to approve Welfare Lien, Tax Map R15, Lot 19. (EV) Second. Carried 5-0.

3. Welfare Lien, Tax Map R37, Lot 1

(DM) Motion to approve Welfare Lien, Tax Map R37, Lot 1. (EV) Second. Carried 5-0.

4. Letter from Jesse Pacheco

(LK) It should be noted that Jesse Pacheco works for me part-time and I have worked for him in the past. I am not recusing myself unless Board would prefer that I do so. Board agreed it would not be necessary for him to recuse himself.

(PS) Jesse Pacheco relates that taxes were due on September 2nd and he paid them on September 16th and requested that he not be obligated to pay the interest ($25.85). He is asking to be relieved of paying the interest.

(DM) Has this been the practice in the past? (FH) No. (PS) Not since I have been here, has the Board waived the interest on a tax payment. (LS) Yes, but he indicates it is a hardship situation. (LK) I do not see any problem in not paying the interest as it is only for 14 days and this has been done in the past for other individuals. (FH) This is income for the Town and I do not think that amount of money would hurt him. (LS) I would be careful in making a statement such as that. We do not get too many requests for this.

(FH) It is not that much of a hardship. (EV) I am looking at this as setting a precedent and that worries me. (LK) It is only for 14 days. (LS) Has he ever been late before? (PS) I do not think so.

(DM) Motion to not approve waiving of interest on taxes paid in September 2009. (FH) Second. Carried 4-1 (LK).

7. E-Mail from John Freeman Re: School Energy Grant

(PS) John is asking that BOS support another application for a grant if School decides to apply. There is a roof project and the grant would offset those costs. (EV) We approved the first one. (DM) (PS) please write a letter noting that we definitely support him in this grant request.

6. Abatement Recommendation Map R3, Lot 7: Sub Lot 13

(PS) An abatement of $6,500 is being recommended due to reduced property value.

(DM) Motion to approve abatement of $6,500 for Tax Map R3, Lot 7, Sub Lot 13. (EV) Second. Carried 5-0.

(EV) I trust this falls within the time limits. (PS) Yes.

8. Warrant Articles 5 and 8

Warrant Article No. 5:

(DM) After meeting with the Budget Committee, there were some thoughts about the Warrant Article No. 5 for the Library windows. The Board changed the wording of No. 5 and the Budget Committee noted that it should not be so specific and note “window and door energy improvement” so as to not lock in any funds not spent for this purpose. The left over monies would have to stay there if language in Warrant Article is not changed.

(LS) suggested adding “weatherproofing and storm windows….” and omit the words front door. (FH) Why? (LS) noted that the Library could come back and ask to redirect the funds. (PS) noted that there was a difference of opinion by the Budget Committee as to approving energy efficiency at the library and there was a struggle to phrase this. Notably, if they have storm windows put on then why would there be a need to replace windows and who would see them. If they restored the existing windows, then why would they need storms?

(DM) Motion to not change Warrant Article 5 and leave as originally worded. (FH) Second. Carried 5-0.

Warrant Article No. 8:

(PS) Budget Committee noted that there was some discrepancy in the tax impact amount on Warrant Article No. 8 ($.20 and $.21) and would like this to be precise. This is for the small Highway truck. There was a difference of one cent. I will “adjust” this.

9. Ambulance Abatement Collection Form

(DM) The request has come before the Board for abatement for ambulance service for individual on Social Security. The Welfare Director should decide whether they should be a candidate for abatement. I am looking for Diane to draw up a form that applicant can complete that will determine whether income of applicant falls under the guidelines for abatement. I would like to see communication between the Chief and Cara on this.

(PS) We do not do the billing here. The only body that can waive this charge is the BOS. They are asking for a recommendation if it falls within a certain category. (LK) It would be easy for Diane to put something together for some type of policy.

10. Vehicle Log

(LS) Paul has sent out a request to the Chief for a log regarding use of Town vehicles. Maybe we could come up with a system so we know where our vehicles are and making sure that trips are coordinated. This is not an unreasonable request. (LK) It would be hard for the Ambulance; they are usually transporting people to Concord Hospital. (DM) If there was an abuse of vehicle use than I think we should address, but only if there is an issue. (LS) I do believe there is an issue. (DM) If there is an issue, then it should be discussed with Department Head.
(LS) The question also is would the Ambulance do this? (PS) The Ambulance already has a log. (LS) I am trying to have it uniform for all Town vehicles. The E-mail I received means it needs to be addressed. (FH) Who signed that E-Mail? (LS) noted that a few people had questions about this. I personally have witnessed a vehicle coming back into Town at 7:30 A.M. (LK) And I have, too. We are stewards of Town property and if people inquire, then we can say where the vehicle is going. I have witnessed this myself and there might be a legitimate reason. (DM) Maybe Bob has an internal log. (LS) This was a legitimate request from the Board, and should be honored a little bit better.

(EV) Would this also cover George’s pick-up? We should also look at that situation. I do not understand that. (FH) explained that it is cheaper to pay a stipend than purchase a vehicle for that purpose.

(LS) noted that there were two instances in question. One included a vehicle that was off the road in Chichester and the other was pertaining to the Chief going to Concord Hospital for Flu Clinic. I would like to know why vehicles are going out of town.

(FH) explained that Town is involved with four or five different Towns for mutual aid and explained the process to her. (LS) That is for “big” emergency situations, but how do you monitor mutual aid calls. (PS) to get a copy of the Mutual Aid Agreement. (LS) I am looking for ways to save money and that is one way that is possible. First, we should look at the Mutual Aid Agreement and then secondly, we need to know where Town vehicles are. (DM) suggested (PS) discuss with Department Heads at their next meeting about energy preservation and monitoring cruiser trips on the outskirts of Town by giving examples. (EV) We should look at the Mutual Aid Agreement and know why our vehicles are out of Town. (DM) noted that she would approach this in a positive manner such as “Does Chief know where his vehicles and people are at all times?”

(EV) I am not convinced that a log book would be the way to go but we should investigate our commitments regarding Mutual Aid. A log book would only be as good as the person filling it out. (LS) We need to know where Town Vehicles are as we are the stewards of these vehicles. (FH) As it is the Police Chief works 24/7 and the Fire Chief 24/5. I think we are creating a lot of issues out of nothing. (LS) Fred, do you think we should run the Town at its most efficient level?
(FH) Yes. (LS) I agree.

11. Sewer Warrant – Fourth Quarter

(FH) Motion to approve Sewer Warrant – Fourth Quarter for $77,476.41.
(LK) Second. Carried 5-0.

12. Various E-Mails from Selectmen Konopka Re: Volunteer Positions and Vehicle Usage.

See No. 5 above.

13. Automobile Insurance Certificate from Donald Chase

(PS) This is for informational purposes only

14. Ambulance Per Diem Staff Employment Recommendation

(FH) Motion to approve Ben Arey as per diem EMT for Fire Department.
(EV) Second. Carried 5-0.

15. Petitioned Warrant Article Re: Elected Planning Board

(PS) This is a Warrant Article asking public to approve a Planning Board of five members (4 members + Selectmen Ex Officio) as opposed to seven-member Board (6 members + Selectmen Ex Officio). I have faxed this to Laura Specter and it has to be put on Warrant list as submitted. It came in yesterday. Today is the last day for petitioned warrants.

16. Memo – Chief Johnson Re: Ambulance Collection Policy

(PS) For information purposes. (See No. 9 above.)

Break at 7:30 P.M. Resume meeting at 7:35 P.M.

17. Planning Board Warrant Article (BOS)

(LK) noted that, perhaps, a letter should be put in the Sun explaining that this Warrant was drafted by the BOS and that majority of the Board supports having an appointed Planning Board as opposed to an elected Board. (LS) I would be supportive of a letter such as this. (DM) I do see that the Planning Board situation is getting better. (LK) It would be beneficial to get someone on the Board to give it direction. (DM) I know that Board has a lot of problems, but I think it would take away power from the people as to who they would want on the Board.

(LK) Motion that Town Administrator draw up the reasons as to why the Warrant Article regarding the Planning Board was drafted and approved by the BOS.
(LS) Second. Carried 4-0. (DM) Abstain. (Board members will offer suggestions to (PS).

APLICATIONS and WARRANTS

1. Intent to Cut Tax Map R35, Lot 6

(EV) noted that he is an abutter to this property but he will not be recusing himself if agreeable with the Board. Board agreed it would not be necessary.

(FH) Motion to approve Intent to Cut Tax Map R35, Lot 6. (LK) Second. Carried 5-0.

(Copies of Intent to Cut were signed by Board and distributed to property owner.)

2. Intent to Cut Tax Map R53, Lot 19

(FH) Motion to approve Intent to Cut Tax Map R53, Lot 19. (LK) Second. Carried 5-0.

(PS) It is noted by the Tax Collector that owner of property, Margaret Wheeler, has taxes owed on property. Cara noted that she should be requested to post bond but Ms. Wheeler would prefer not to do that. Ms. Wheeler explained that she has contracted with the logger for $11,000 for the timber cut which she would like to apply towards her taxes.

Board discussed various ways that this matter could be handled. (PS) related that the logger wants to work with the Town and if they come in with a check, we will release the Intent to Cut. (DM) I would like to see the whole amount applied to the taxes.

(EV) Motion that in lieu of Bond, Town will accept check from logger for $11,000 Tax Map R53, Lot 19 to be applied to taxes. (DM) Second. Carried 5-0.

3. Sewer Warrant – Fourth Quarter

See No. 11 above.

INFORMATION ITEMS

None.

OLD BUSINESS

1. Town Hall Improvement, Life Safety Codes Pending
2. Sidewalk Improvement Plan Pending
3. Capital Improvement Program Pending
4. Health Officer Pending
5. LGC Job Descriptions Pending
6. Selectmen/Town Administrator Goals & Objectives Pending
7. Firefight/EMS Cross Training Pending

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) There is one check for individual who worked 20 hours but is not budgeted for that many hours.

There is one for an individual who took a sick day and a couple of days later worked a detail. That is not supposed to happen anymore. (PS) to check.

Individual who took a sick day for a Worker’s Compensation appointment, is this an old one or new one? (EV) noted that the BOS should be advised if anyone has a Workers Compensation claim.

MINUTES

1. Public Session Minutes of January 19, 2010.

(LK) Motion to approve Public Session Minutes of January 19, 2010.
(EV) Second. Several changes were noted. Carried 5-0.

2. Non-Public Session Minutes of January 19, 2010.

(LS) noted that she would like to discuss in Non-Public Session.

OTHER

(DM) noted that Board still needs to review sewer fees.

(PS) Reminder that there is a Budget Public Hearing at 7:00 P.M. tomorrow, February 3, 2010 at the Lecture Hall at the Pittsfield Middle/High School.

PUBLIC INPUT

None.

NON-PUBLIC SESSION II

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

Board went into Non-Public Session at 8:10 P.M.

Board returned to Public Session at 8:30 P.M.

(DM) Motion to seal Non-Public Session II Minutes of February 2, 2010.
(LK) Second. Carried 5-0.

MINUTES – Continued

2. Non-Public Session Minutes of January 19, 2010

(DM) Motion to approve Non-Public Session Minutes of January 19, 2010 with changes as noted. (EV) Second. Carried 5-0.

OTHER – Continued:

(FH) As you will remember, Cara, Paul and I met with the Fire Department a couple of weeks ago regarding payroll and implementation of a biweekly pay system for call people. The Fire Chief has discussed this with Cara in the past couple of days and now wants to change this. I am not quite sure what the issue is but (PS) can discuss with Cara. (PS) to do.

ADJOURNMENT

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

Meeting adjourned at 8:40 P.M.

APPROVED: February 16, 2010

________________________________ _______________________
Linda Small, Chairman Date

I hereby certify that these Minutes were recorded by me on February 2, 2010 and public posted on February 4, 2010.

_______________________________________
Delores A. Fritz, Recording Secretary

II Tapes/daf