January 19, 2010 Minutes

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

MEETING MINUTES OF TUESDAY, JANUARY 19, 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

(FH) Fire Department; (PS) Election Site – School, Encumbrances; (DM) Ambulance Collection Policy; (LK) Health & Welfare Emergency Service; and (LS) Accrued Vacation and Sick Time.

APPOINTMENTS

6:00 P.M. – George Bachelder/Highway Department Operations

(LS) The reason that we requested you come in was just to talk about the schedule, if I am not mistaken. (PS) The Board has asked George to come to the BOS meeting regarding assignment of manpower hours effecting overtime and whether employees may/may not be willing to modify their schedules especially during those occasions which could have an effect on overtime. This would be dependent upon whether George could accomplish what he needs to accomplish with or without overtime. George and I have discussed this briefly. (LS) If an employee puts in excess hours plowing, it would be better for safety reasons to cut some hours off their schedule.

George (GB) related: “First of all, we do not schedule overtime unless it is absolutely necessary. I am working a lot less hours than surrounding towns. At night and at commuting time, we try to stabilize the roads and then go home. In the morning, we work on the school bus routes and town clean-up. We have a small crew and the plow routes are getting bigger. We have fifteen miles of roads and also are now doing parking lots that used to be contracted out. We are way over strapped. We really need an additional employee and a plow truck. The next day we are repairing and moving snow, which we really should be doing at night, but it saves us money to do it during the day.

(GB) Last week was the first break we had and we did other things and some of the guys took some time off. (LS) Just to clarify, we were not discussing your working overtime unnecessarily or the fact that you did not need to be out there for those things at all. We were just thinking that you guys are dead by the time you finish plowing during the major storms. It wasn’t a negative conversation at all; it was just that maybe it was a possibility that you could take some time off at that point. You guys are dead tired after working so many hours and need some time off. (GB) If we have only one storm a week, we can get caught up. We have got to keep the roads stabilized. I do not allow school buses to go unless roads have been maintained.

(EV) Have you ever looked at contracting for the winter months? (GB) We have discussed it before and now more roads have been given to us. (EV) You guys do a great job and I am not complaining but times are tough and we are looking at saving what we can. (GB) I am willing to do the best I can and especially if we get some good weeks of weather.

(PS) I believe the theory relates to such things as if it snows on Monday and extra hours are needed to remove the snow and then the weather turns good, perhaps anyone who has worked forty hours could consider not coming in and end their work week at that point. (GB) If we can get caught up, the guys will do that, either leave early or not come in. (LK) You and your crew do a great job and you run your department as a tight ship. Communication is everything. (GB) I have been stalling about getting a new employee. He noted that some of the runs that they have are dangerous as the roads are getting rough and are taking longer. We took some awful rides down some roads. We do not work if we do not have.
(LS) You know your work week, just keep this in mind.

6:10 P.M. Wright-Pierce/Infiltration Inflow Analysis

Cancelled

6:10 P.M. John Freeman, Supervisor of School Board

John Freeman: “I am here tonight to make the Board of Selectmen aware of the school’s plan over the next couple of years.” It is important that you are aware of what and why we are doing and also for any input from the Board of Selectmen.

Mr. Freeman explained the changes and non-changes relating to curriculum over the course of basically the last century and the unsuccessful attempts at change. He discussed the future of education and how they are looking ahead to instill citizenship, and career and college training into the courses. Redesigning the curriculum to include leadership and government, core curriculum, teachers working together, personalized learning, out of school learning, increasing college and career expectations, increasing family involvement and focusing on competency will also be included. He noted that there are some very lucrative grants available which Pittsfield will be applying for in the very near future.

(DM) I applaud all the work you have done and thank you for your dedication. (LS), (EV), and (LK) all reiterated this and were thankful for his contributions to the school system.

NEW BUSINESS
Action Items

1. Cross Country Appraisal Group – 2010 Contract

(PS) This is the 2010 contract, which I believe is the last year of the commitment and basically contains no changes.

(DM) Motion to approve 2010 contract for Cross Country Appraisal Group.
(EV) Second. After brief discussion: Carried 5-0.

Discussion: (EV) Since this is the last year of the commitment, some food for thought for a new contract is the regional town association thoughts about combining surrounding towns and perhaps getting a better rate. (PS) noted that all Towns are on a different five year cycle so requests to the DRA to have them on the same schedule would have to be made through them. (EV) All communities would have to be on the same schedule.
2. Gas Credit Cards

(FH) noted that last month he noticed one Town vehicle was gassing up at the higher priced station. I checked with that department and it was noted that they “were told to do it that way.” Did we not agree we should stay with the lower priced card? (LK) The local gas station cannot compete with the larger station. I am for supporting our local gas station. What I remember was that it was going to cost about $600 to $1,000 more per year, and I think it is worth it to support Town business. (FH) You are always saying save money, but you want the business to stay in Town and have us spend extra money. (LS) When we discussed getting the card, we said it might cost more money. (LK) About $1,000 is the ratio difference and we cannot expect small local service station to compete with a larger station. (FH) For the past three months we have been cutting, cutting, cutting. If you are going to save money, then let’s do it. (LS) On the other side, the more businesses you have in Town, the better you are. We need to support local businesses and support the economy. (FH) If they want our business they could cut prices. (LK) I researched it and what I recall was that the price is different and higher according to counties and where they get the gas from such as Portsmouth. They get gas from different ports. (FH) That is a bunch of bull; it does not come out Portsmouth.

(DM) I am for supporting local businesses, but do not want to be gouged if they are charging 14 or 15 cents more per gallon. What are the employees supposed to do, call ahead? They are confused as to where they are to go. (LS) We agreed to monitor it for a period of time. (LK) If we can’t support Town businesses then why encourage new ones. I see Fred’s point, but I am truly for this. (FH) You say it is going to cost about a $1,000 more, and you want to save, yet six people in Town did not get raises this year because they are not part of the union. If it was competitive it would be one thing, but they are not competitive.

Board ultimately decided that this would be monitored. (PS) noted that the memo was sent out that departments should use the cheaper one if at all possible. He noted that he had reconfirmed this at the Department Head meeting this morning. (EV) We agree to just monitor it for now. (FH) I am the odd man out. (LS) We will monitor this but you should check and see what difference in gas mileage is attained by each brand of gas. You may find a difference.

3. Appointment to the Economic Development Committee

(LK) Motion to appoint Ted Mitchell to the Economic Development Committee. (DM) Second. Carried 5-0.

4. TTG Environmental Consultants/Contract Update

(LK) Motion to approve contract for TTG Environmental Consultants and authorize Linda Small to sign contract. (DM) Second. Carried 5-0.
5. Draft Town Warrant/BOS to Act upon Articles

(PS) These are the proposed Warrant Articles for Board review and to act upon.

(Please see attachments of Work Copy and revised copy of Warrant Articles.)

Article 1:

(EV) Motion to approve Article 1as noted. (LK) Second. Carried 5-0.

Article 2:

(DM) When would they be appointed and what about those that were elected last year. (PS) They would be appointed immediately and terms of office of those elected previously would be void.

(EV) Motion to approve Article 2 as written. (DM) Second. Carried 4-1 (FH).

Article 3:

(PS) Warrant Article by Petition.

Article 4:

(PS) Warrant Article by Petition

Article 5:

(PS) The Library Board should not be the agents to expend. This should be the Board of Selectmen.

(EV) Motion to approve Article 5 with change as Board of Selectmen agents to expend. (LK) Second. Vote: 2-3 (LS), (DM), (EV). Motion fails.

(DM) There are several grants they can apply for and there are several grants that they have applied for. I would be happy to help the Library apply for these grants. I do think that it is a good idea regarding the storm windows and weatherproofing the front door for the $15,500 and then replacing the windows, perhaps, one or two at a time could be accomplished. Storm windows could remain after that if “historical” type windows are replaced. (LK) They have some windows falling out, they have had water in the basement and have had other problems down there. (FH) The windows are important.

Board ultimately decided that the Warrant Article should be for the sum of $15,500 for the purpose of weatherproofing the front door and installation of storm windows on all main floor windows and to appoint the Board of Selectmen as agents to expend.

(PS) If the Board does not recommend this article, it will be removed from the list of Warrant Articles because of Statute requirements.

(DM) Motion to approve Warrant Article for the sum of $15,500 as noted above and to appoint Board of Selectmen as agents to expend. (EV) Second.
Carried 5-0.

Article 6:

(LK) Motion to approve Article 6 as noted. (DM) Second. Carried 5-0.

Article 7:

(LK) Motion to approve Article 7 as noted. (DM) Second. Carried 5-0.

Discussion: (PS) noted that Article 7 and Article 10 should really be combined as one article to make it clearer to Town. Board ultimately decided that these articles should be combined to make a single Article noting the withdrawal of $10,000 from the Computer System Renewal and Replacement Capital Reserve previously created for that purpose and the balance of $5,062 is to come from general taxation.

Board voted 5-0 to rescind this Motion as originally voted upon.

New Motion: (LK) Motion to approve Article 7 as noted above with changes. (DM) Second. Carried 4-0. (FH) Abstain.

Article 8 and 9:

After discussion, Board agreed to combine Articles 8 and 9.

(LK) Motion to approve Articles 8 and 9 as one Warrant Article. (DM) Second. Carried 5-0.

(LS) Motion to approve Line 333 as zero amount. (EV) Second. Carried 5-0.

Article 10:

This Warrant Article was combined with Article 7 with some changes and voted on accordingly.

(LS) Motion to approve Line 328 as zero amount. (DM) Second. Carried 4-0. (FH) Abstain.

Article 11:

(FH) Motion to approve Article 11 as noted. (DM) Second. Carried 5-0.

Article 12:

(FH) Motion to approve Article 12 as noted. (LK) Second. Carried 4-1 (LS).

Article 13:

(DM) Motion to approve Article 13 as noted. (EV) Second. Carried 4-1 (LS).

Article 14:

(DM) Motion to approve Article 14 as noted. (LK) Second. Carried 4-1 (LS).

Article 15:

(DM) Motion to approve Article 15 as noted: (EV) Second. Carried 4-1 (LS).

Article 16:

(DM) Motion to approve Article 16 as noted: (EV) Second. Carried 4-1 (LS).

Article 17:

(EV) Motion to approve Article 17 as noted. (DM) Second. Vote: 1 (EV) -4. Motion fails.

Article 18:

(PS) This includes the calculations as determined by Cara and myself.

(DM) Motion to approve Article 18 for the sum of $103,155 and rest of Article as noted. (LK) Second. Carried 5-0.

Article 19:

(PS) to review and make any changes needed.

To be added as a Warrant Article by citizen petition:

To see if the Town will vote to approve the following resolution to be forwarded to our State Representative(s), our State Senator, the Speaker of the House and the Senate President.

Resolved: The citizens of New Hampshire should be allowed to vote on an amendment to the New Hampshire Constitution that defines “marriage”.

(LK) Motion to approve Warrant Article as noted. (EV) Second. Carried 5-0.

6. Welfare Lien, Map R-35, Lot 48

(LK) Motion to approve Welfare Lien, Map R35, Lot 48. (EV) Second.
Carried 5-0.

7. Boston Post Cane Presentation

(PS) Liz Hast has given me the information regarding Harriet Ames and Board needs to determine date for presentation. (PS) to check with nursing facility as to which Wednesday and the appropriate time for presentation.

8. Town Report Dedication/Cover/Memoriam.

(PS) Liz Hast has provided some suggestions as to the Town Report cover to depict the Hero Tree that is currently in the lobby of the Town Hall. She has also suggested several individuals to be mentioned in the tribute (Gilbert Bleckmann, Andrea Brock, and Theodore Troughton).

(DM) I like dedicating the Town Report to the troops. All Board members agree.

(LK) Motion to approve Hero Tree as Town Report cover and note tributes to Gilbert Bleckmann, Andrea Brock and Theodore Troughton. (EV) Second. Carried 5-0.

9. Boermeester Property

(PS) I have comprised an Invitation to Bid regarding the Boermeester property. (FH) Where are you going to advertise? After discussion it was determined that it would be advertised in the Sun on Wednesday, Concord Monitor on Monday, and Union Leader on several Thursdays and on the Website.

10. Transfer from Sewer Fund to General Fund

(LK) Motion to transfer $63,479.67 from the Sewer Fund to the General Fund. (EV) Second. Carried 5-0.

11. Transfer from Trust Funds to General Fund

(LK) Motion to transfer $1,126.79 from Trust Funds to General Fund.
(EV) Second. Carried 5-0.

12. Transfer from Ambulance R&E Fund to General Fund

(EV) Motion to transfer $939.38 from Ambulance R&E Fund to General Fund. (DM) Second. Carried 5-0.

13. Election Location

(PS) John Freeman and I have talked and I have now received an E-Mail from him which speaks to the School Board reiterating their decision on the use of the Elementary School as an election site. John has asked that a Board of Selectmen member meet with the School Board regarding this issue. (FH) Why do we have to change? (DM) Capacity. (LS) It would be more convenient and good for the kids. Children safety is the main hurdle we would have to address. (FH) Election site requires a dedicated telephone line. (PS) I will check again with the Town Clerk as to the requirements. (LS) and (PS) to meet with School Board on February 18th at 6:00 P.M.

14. Ambulance Collection Policy

(DM) You all have the recommendations from the Fire Chief regarding Level 2 and Level 3 collection policy. We currently are at Level 1. I recommend we go ahead with what Chief Johnson has suggested and Welfare Director provide criteria for the assistance to elderly and financially challenged citizens.

LEVEL 2: CRHSC Billing will follow the final bill with a phone call to the delinquent account and attempt to set up a payment plan. The additional service is provided at no additional cost.

LEVEL 3: CRHSC Billing will forward the account to a collection service for continued attempts to collect. The fee for this service is 28% of funds collected.

(DM) Motion to approve CRHSC Level 2 and Level 3 services as part of the Ambulance billing service with criteria developed by Welfare Director to provide assistance to elderly and financially challenged citizens. (EV) Second.
Carried 5-0.

15. Health and Welfare Emergency

(LK) Over the weekend it was necessary to take an individual to Concord Hospital in the snow and I was concerned about liability since I was using my own vehicle. After checking with LGC and insurance carrier, I have determined that should there be an occurrence with my vehicle in an instance such as this, it would be the liability of the Town. This reference is for any future instances for this purpose.

16. Encumbrances

(PS) Regarding 2009 Encumbrances and referring to the $842 for Police cruiser body work. This encumbrance cannot be made unless Board removes contingency. (DM) Is there enough in the Animal Control budget? (PS) Probably. We should be able to find funds in the budget of 2009 for this. This should be done one way or another. (LS) I recommend that we watch the budgets closely. All requested expenses are still going through you, Paul? (PS) They are and I have talked at the Department Head meeting with the two chiefs.

(DM) Motion that there is no restriction on encumbrance for $842 for Police cruiser body work and encumbrance monies. (EV) Second. Carried 5-0.

17. Fire Department

(FH) Cara, Paul and I discussed payroll with the Fire Department. It is noted that an Incident Roster is kept with the names and hours worked of the firefighters (12). We discussed the implementation of biweekly pay system for call people which would be based upon the Incident Roster notations and other substantitive information such as training, mechanics, and etc. (PS) We will need to explore the issue of payroll frequency.

18. Accrued Vacation and Sick Time

(LS) It is noted that some employees have too much vacation time on the books. There is some vacation time or compensation time that has not been noted on the books and should not be. We do have a policy on carrying over vacation time. (PS) Yes, only 80 hours. (LS) Some have gotten permission from this Board to carry over time. (PS) will discuss with individuals on getting vacation time down.

INFORMATION ITEMS

1. Intent to Submit Application to DOT R: Commuter Parking Lot
2. E-Mail from Flygare Re: Supreme Court Schedule
3. Fire/Rescue Monthly Report – December 2009
4. Fire/Rescue Year End Report 2009
5. Memo from Fire Chief Johnson to BOS Re: Ambulance Collection
Practices

OLD BUSINESS

1. Town Hall Improvements, 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. Firefighter/EMS Cross Training Pending

APPLICATIONS AND WARRANTS

1. Veterans Credit Map R-20, Lot 12-T-7

(LK) Motion to approve Veterans Credit, Map R-20, Lot 12-T-7. (EV) Second. Carried 5-0.

NON-PUBLIC SESSION

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

Board went into Non-Public Session at 9:02 P.M.

Board returned to Public Session at 9:07 P.M.

(DM) Motion to seal Non-Public Session of January 19, 2010. (EV) Second. Carried 5-0.

Break at 9:15 P.M. Board resumed at 9:20 P.M.

CHECKS AND MANIFESTS

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

(DM) Motion to approve Payroll and Direct Deposit. (LK) Second. Carried 5-0.

MINUTES

1. Public Session of January 5, 2010

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

2. Non-Public Session of January 5, 2010

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

PUBLIC INPUT

None.

ADJOURNMENT

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

Meeting adjourned at 9:30 P.M.

Approved: February 2, 2010

____________________________ ________________________
Linda Small, Chairman Date

III Tapes

I hereby certify that these Minutes were recorded by me on January 19, 2010 and publicly posted on January 21, 2010.

______________________________________
Delores A. Fritz, Recording Secretary