January 5, 2010 Minutes

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

MEETING MINUTES OF TUESDAY, JANUARY 5, 2010
CALL TO ORDER

Call to order at 5:30 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

(EV) Non-Public; (LK) Emergency Management Director and Deputy Director,
8 Marshall Court

BUDGET REVIEW

5:30 P.M. Budget Review – Isolated Budget Accounts

(FH) On Line 53, Workers Compensation – is any compensation not used refunded? (PS) No, and explained that costs are based on payroll. (FH) I was just wondering as I do not think we had any claims. (LS) We have had a few.

(PS) Line 334 – George has explained to Budget Committee the need to replace dump truck. (LS) requested a breakdown on all trucks. She noted that this was not part of the CIP’s for 2010. (PS) Denise and I will work on this.

(DM) I have looked at a few lines such as the BI salary line. With the checklist in play by the CNHRPC, Kyle will not have to guide them as much. I have been looking at his hours as a whole.

(LS) recused herself (5:40 P.M.) and was seated in the audience.

(LK) I figured he works approximately twenty (20) hours per week. (DM) I do not think he has been working that much. (EV) But, if we see more activity like that at Marshall Court, maybe he will need to work increased hours. (LK) A lot of places like that pop up during the winter months. The Building Inspector is coming in tonight, and we should discuss with him. (EV) The Planning Board is changing. (LK) Once everything is in place, there will be a lot less pressure on him. There is more work right now, but again, once everything is in place, it should be less. (EV) What happens if a budget runs out before the end of the year, what then? (LK) It comes out of the General Fund. (PS) The first action is for Department Heads to manage the bottom line of their budget and curtail expenses. There are some budgets that can run out of control with events happening such as with FEMA. (EV) If you look at other line items there is not a lot to cut out. (LK) Also, other Departments can give up part of their budgets. (DM) We can discuss with Kyle when he comes in tonight.

(LS) returned and was seated on the Board. (5:47 P.M.)

Board reviewed Budget for 2010 and made the following changes:

Legal Expenses and Personnel Administration

FICA (Line 50):

(DM) Motion to approve Line 50 for $60,500. (EV) Second. Carried 5-0.

Medicare (Line 51):

(DM) Motion to approve Line 51 for $20, 684. (EV) Second. Carried 5-0.

Workers Compensation (Line 53):

(DM) Motion to approve Line 53 for $37,780. (EV) Second. Carried 5-0.

Solid Waste Disposal

Solid Waste Disposal (BCEP) Line 269:

(DM) Motion to approve Line 269 for $157,337. (LK) Second. Carried 5-0.

Operating Transfers to Capital Reserve & Expendable Trusts

Dump Truck (Line 334):

(DM) Motion to approve Line 334 for $17,000. (EV) Second. Carried 5-0.

Housing Standards Inspector (Line 204):

(EV) suggested that Line 204 could be at $9,500.

(LK) Motion to approve Line 204 for $9,500. (DM) Second. Carried 4-1 (FH).

Fire Department

Officers Compensation (Line 171):

(LS) Motion to approve Line 171 for $10,000. (DM) Second. Carried 4-1 (FH).

(DM) Utilization of these hours could be better managed.

Fire Fighting Clothing (Line 182):

(DM) Motion to approve Line 182 for $4,500. (LK) Second. Carried 4-1 (FH).

Apparatus Repair and Maintenance (Line 192):

(DM) Motion to approve Line 192 for $5,500. (LK) Second. Carried 4-1 (FH).

Planning and Zoning

Board Secretary (Line 56):

(LS) Motion to approve Line 56 for $4,500. (DM) Second. Carried 5-0.

Ambulance and Fire Shared

EMS Training (Line 155):

(LS) Motion to approve Line 155 for $4,000. (LK) Second. Carried 5-0.

Highway Administration

Heating Fuel (Line 219):

(LS) Motion to approve Line 219 for $9,000. (DM) Second. Carried 4-1 (FH).

Highways & Streets

Overtime (Line 232):

(LS) Motion to approve Line 232 for $20,000. (EV) Second.

After Discussion:

(LS) Revise Motion to approve Line 232 for $22,000. (EV) Second.
Carried 4-1 (FH).

Welfare

Rental Assistance (Line 281):

(DM) Motion to approve Line 281 for $67,000. (EV) Second. Carried 5-0.

APPOINTMENTS

6:00 P.M. Emergency Management Director Candidates

Cancelled

6:10 P.M. Building Inspector

Kyle Parker (BI) related that he wanted to come before the Board to offer a breakdown of what he was trying to do and for some clarification to several questions. He noted that he wanted to review 1. Expectations – “I would like a feel for what Board is expecting of me.” 2. Job Description. And 3. Performance Review.

(LS) I will leave it up to (BI) if he would like to address this in Public or Non-Public. (BI) decided he would be fine with public session. (BI) I would just like some feedback as I am confused with expectations and chain of command.

(LS) The chain of command would include all matters being funneled through Town Administrator. (EV) It is impossible to work for five different bosses.
(PS) related that on a vast number of occasions, Kyle has discussed with me about things coming up and the way to address certain issues.

(PS) There is not currently a Performance Review for part-time employees. Would the Board like me to provide one? (LS) Yes.

(LK) Are your concerns regarding my discussion with you on the Agenda, Marshall Court and the propane tank? (BI) Yes.

(EV) Maybe we should clarify the protocol on the minimum number of hours required should he have to come in. (LS) How do we handle these situations? (BI) explained that he is happy working in the Town of Pittsfield. He noted that it is sometimes difficult to determine if his presence is needed during times when he is not scheduled and during certain occurrences which require his expertise.
(LK) questioned whether he had made the revisions on the Building Permit form that he had suggested in August. (BI) No, not yet. (LK) Why not? (BI) I have a lot of things going on and I simply forgot.

Board further discussed with (BI) attendance at Planning Board meetings, role of Matt Monahan in these matters, future certification in plumbing and electrical, number of hours working, the necessity of his appearing on the weekend when an event requires his proposed attention and continued communication with (PS). (LS) If we change the budget, do you feel that this will be enough hours? (BI) Yes, I do. (BI) was requested to update the Building Permit (orange form) to indicate what items have/have not been inspected so should he not be available others can understand what has been accomplished/ not accomplished. (DM) Kyle, have you been signing off on the inspection sheets? (BI) No, I have not. (DM) Why not? (BI) I just have not been doing it.

(LS) recused herself and was seated in the audience. (7:15 P.M.)

Building Inspector (Line 193):

(EV) Motion to approve Line 193 for $25,000. (DM) Second. Carried 4-0.

(LS) returned and was seated on the Board. (7:21 P.M.) Brief recess was called at 7:21 P.M. Board resumed at 7:24 P.M.

(LS) Regarding budgets, requested that (PS) send a letter to School Administration to thank them for their significant efforts in keeping the budget down. (PS) to do.

NEW BUSINESS
Action Items
2. Website Committee Membership Changes

Clayton Wood was present and advised Board that Harry Vogt had resigned.

(EV) Motion to accept resignation of Harry Vogt from the Website Committee with a letter of thank you for services. (DM) Second. Carried 5-0.

(DM) Motion to appoint Jen Elliott, Alternate as full member of the Website Committee. (EV) Second. Carried 5-0.

Mr. Wood explained that the contract with Metrocast would be expiring in 2011 and Cable Advisory Committee in April 2010 would begin negotiations with Metrocast concerning the Town contract as well as other options – Public Access Channels. This Committee will eventually make presentation of recommendations to Board. He recommended that one Board member be on the Cable Advisory Committee which he will request of the Board after the Town Meeting. Mr. Wood noted that he was just updating the Board as to timelines for future presentations.

(EV) Is this contract time a good time to discuss free WiFi hook-up? Mr. Wood agreed that it certainly would be.

1. Letter from Jim Pritchard Re: Selectmen Decision on Ethics Committee Findings.

(LK) recused himself and was seated in the audience. (7:36 P.M.)

(EV) We are in receipt of the letter and no action is needed as far as I am concerned. (DM) indirectly questioned whether BOS had authority to send a letter of reprimand to Mr. Pritchard under these circumstances, had there been no Ethics Committee findings? (PS) Yes. However, this letter of reprimand was based upon the findings of Laura Spector. (PS) to send letter to Mr. Pritchard that Board will not retract reprimand.

(LK) returned and was seated on the Board (7:39 P.M.).

3. Request of School System for Selectmen Appointment to the Safe Routes to School Committee.

(PS) Board has received an E-Mail from John Freeman, Coordinator along with CNHRPC, suggesting/recommending that BOS or PB member be part of this committee. (LS) We would need someone who would take this very seriously. It is noted that the meetings are on the same day as the BOS meetings; therefore, it would not be possible for BOS member to attend. (LK) noted he would check with Planning Board to see if any member would be interested in participating.

4. Memorandum of Understanding Re: Radio Inoperability Grant

(PS) noted that this was a Memorandum of Understanding from the DOS regarding radios of the Fire Department to have frequency changed. Merrimack County has decided to split the county West and East of the Merrimack River and therefore, the changes. All frequency changes would be at no cost to the Town. They would like document signed by either Gary Johnson as Fire Chief or perhaps, Linda Small as Chairman of the Board. (LK) I am okay with Gary signing it. (LS) related that it is noted in the Memo that “municipality is responsible for any license modifications that may result from this project and installation…..” and any costs associated with this. (PS) Fred has had a discussion with me as to the need for all the radios and maybe eliminating the less reliable ones. (DM) Contract notes all the radios as listed have to be maintained and operable. (LS) Do we use all of these? We need an audit on these to determine what we are looking at. (PS) to inquire for BOS.

5. Utility Pole License Petition 65-0451

(PS) related that there are two of these Petitions on the Agenda and both have been reviewed and approved by George.

(DM) Motion to approve Utility Pole License Petition 65-0451. (EV) Second. Carried 5-0.

6. Utility Pole License Petition 41-0274

(DM) Motion to approve Utility Pole License Petition 41-0274. (EV) Second.
After Discussion: Carried 5-0.

(LS) Is it Sunset Road or Mountain Road? Board noted that it was Mountain Road but used to be Sunset Road.

7. Employee Request to Carryover Vacation Hours

(PS) This is a Memo from Chief Wharem and Sgt. Cain requesting that 114 hours of vacation time of Officer DiGeorge be carried over to 2010. (DM) This Memo was sent in November and from November to December, he would not be able to utilize this time? (PS) No. There is a breakdown of hours on a monthly basis. At this point, this is something that can be addressed later and more pointedly at Union negotiations. (LS) Because hours accrued on monthly basis, all had a lot of hours that could not be used. The Memo that was sent to the other Union members noting that hours should be worked down should be sent to these Union members and the language can be addressed at future Union negotiations. We should be consistent with all employees.

(LK) Motion to approve request to carryover vacation hours for Officer DiGeorge with the stipulation that any hours currently accrued for any individual employee need to be worked down according to the schedule as indicated by Town Administrator. (EV) Second. Carried 5-0.

8. Emergency Management Director and Deputy EM Director

(LK) presented a suggested Job Description and advertisement for these positions with a deadline of February 15th. Any interested parties can view Job Description at Town Hall.

(PS) noted that he had discussed this with Pat Heffernan and Lenny Deane and noted that Pat Heffernan is no longer interested in pursuing this position. Lenny Deane related that he is currently and would continue to serve as “Deputy Emergency Management Director” but was not inclined to fill out a volunteer application. (LK) The State of New Hampshire was never aware that there was a Deputy EM Director. (EV) If he wants to continue in that position, we can reappoint him and just advertise for a Director. (PS) I would recommend advertising for both positions.

(FH) Should we ask Chief Wharem to again assume this position? (LS) I would rather advertise for it. (EV) I would not, but…. (PS) Let me do a bit more investigation. (LK) Lenny was never formally appointed as deputy. (LS) We can take care of both positions through the advertisement. We currently have a temporary Director and Deputy Director.

(DM) Motion to have Town Administrator place an advertisement for Emergency Management Director and Deputy Emergency Management Director.
(LK) Second. Carried 3-2 (FH) and (EV).

9. Boston Post Cane Recipient

(PS) The Town Clerk has suggested that it be presented to Harriet Ames, a long time resident and former school teacher in Pittsfield and now residing in Concord.

(LK) Motion to approve Harriet Ames as the Boston Post Cane recipient.
(DM) Second. Carried 5-0.

(LK) As far as the date of presentation, we can have Liz Hast check on the date and time for presentation.

10. SDS Request for Selectman to Designate Town Signatory

(PS) Bill Gosse has worked out the details and is now looking for an individual who should sign on behalf of the Town. I would suggest the Town Treasurer. The surety is about $2,000.

(LK) Motion to designate Town Treasurer as individual who should sign on behalf of the Town regarding the financial escrow with Septic Disposal Systems.
(DM) Second. Carried 5-0.

11. Intent to Cut Map R-6, Lot 9

(LK) Motion to approve Intent to Cut Map R-6, Lot 9. (EV) Second. Carried 5-0.

INFORMATION ITEMS

1. Donation from Daniel and Carol McGuire for Welfare Expenses

(LK) Motion to accept Welfare donation from Daniel & Carol McGuire.
(EV) Second. Carried 5-0.

2. Letter directed to Thomas Marston Re: Building Fee Waiver.
3. E-Mail from Laura Spector Re: Funds Owed by Pritchard
4. Fire/Ambulance Department Shift Schedule – January 2010.
5. Pennichuck Permanent Rate Order

OLD BUSINESS

1. Town Hall Improvements – Life Safety Codes Pending
2. Sidewalk Improvement Plan Pending
3. Capital Improvement Program Pending
4. Health Officer

(LS) What are we doing about advertising for a Health Officer? Kyle is the Health Officer but looking for Deputy Health Officer. (LK) We wanted someone with medical background. (PS) I have checked with the schools and no one is available. (LK) How about the Fire Department? (PS) to do.

5. LGC Job Descriptions Pending
6. Selectmen/Town Administrator Goals & Objectives Pending
7. Firefighter/EMS Cross Training Pending

INFORMATION ITEMS CONTINUED

6. 8 Marshall Court

(LK) There was an icy situation there and sand was put down due to apartments in building. What is Board’s choice, leave it alone or have Town maintain it.
(FH) How many apartments are there? (LK) I do not know. (FH) Who owns it? (LK) I have not checked but it needs to be plowed. (EV) HSA could pull their license. (LK) I do not want to see the Town maintaining it. I would like (PS) to get Kyle to help on this and address who is responsible for maintaining the area as to who is accountable and to what point. (FH) Find out who the landlord is.
(LS) Paul can work with Kyle and Fred Okrent to get codes enforced.

(LK) I have been working with Bill Elkins on this and he has been very helpful in assisting me with this.

7. Other

(LS) We have the Fire Department schedule for January, what about the Police Department schedule for January? (PS) No, I do not have it. (LS) Also an update on Supervisor evaluations. (PS) related that he had almost completed them. (PS) to do. I would also like to see overtime curtailed at the Highway Department, could we bring George in to discuss? (PS) to schedule.

(FH) In the past, the Highway Department would work the next day to get their equipment back in shape.

(LK) Linda, you recused yourself concerning Building Inspector on budget but not on other matters. Why? (LS) Because budget was concerning money and the other matter I thought it was important that I be a part of the discussion.

APPLICATIONS & WARRANTS
None.

CHECKS & 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. Carried 5-0.

MINUTES

1. Public Session Minutes of December 15, 2009.

(DM) Motion to approve Public Session Minutes of December 15, 2009.
(EV) Second. Carried 5-0.

2. Non-Public Session Minutes of December 15, 2009

(DM) Motion to approve Non-Public Session Minutes of December 15, 2009. (EV) Second. Carried 5-0.

PUBLIC INPUT

None.

NON-PUBLIC SESSION

(LS) Before we go into Non-Public Session, what about HSA revenues versus expenses. (PS) advised he would check. (DM) The last time I checked there was a $500. difference.

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

Board went into Non-Public Session at 8:27 P.M.

Board returned to Public Session at 8:47 P.M.

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

ADJOURNMENT

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

Meeting adjourned at 8:50 P.M.

Approved: January 19, 2010

___________________________ _______________________
Linda Small, Chairman Date

I hereby certify that these Minutes were recorded on January 5, 2010 and transcribed and posted on January 7, 2010.

___________________________________________
Delores A. Fritz, Recording Secretary

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