JUNE 30, 2009 Minutes

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

MEETING MINUTES OF TUESDAY, JUNE 30, 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

Jim Pritchard: I found a printout of an E-Mail that I sent in my folder which denotes “CONFIDENTIAL, TO BE READ BY ONLY THE ADDRESSEE(S). PLEASE DO NOT FORWARD WITHOUT PERMISSION.” He noted that he did not give permission for this to be distributed. He requested Town retrieve all paper copies, and return them to him along with a letter of compliance. (LS) noted that this was correspondence that was sent to a public official. Mr. Pritchard commented that Bill Miskoe should not have distributed it to anyone and this certainly is an issue. “He is breaking the law.” How did this get into my folder? Did someone have authority to put it in there? Mr. Skowron noted that he had received two copies and copies had been given to the Board of Selectman and the Chairman of the Planning Board. (PS) related that his comments were that he was aware those people had a copy. “I did not make them copies.” Jim Pritchard: You read two separate copies. (LS) We could go on all day about this. I could not begin to tell you how the copies were received. Mr. Pritchard again requested that all paper copies be collected. “The Town employees answer to you.” (LS) You can try to collect them yourself. Mr. Pritchard: “I am not responsible for distributing them.” (LS) tried to explain that it is the public’s right to know. Mr. Pritchard noted that it is not. (LS) You can do what you must. There is nothing that this Board is going to do for you tonight.

AGENDA REVIEW

(FH) Bond, Special Town Meeting, Ambulance, Financial Report – Ambulance; (DM) Some Follow-ups; (LK) Update Generator Grant, Update Gasoline for Town Vehicles, Sidewalk/Bridge – Concord Hill Road, Non-Public – Employee; (PS) Detail – Rate of Pay; (LS) Non-Public – Employee; Change in Retirement System.

APPOINTMENTS

6:10 P.M. – Conservation Committee

(PS) referred to an E-Mail received from Conservation Committee regarding Town Owned Properties.

Nancy Christie related that the Conservation Committee had received and reviewed the list of Town-owned properties. She noted that the Committee had retained Charles Moreno, Forester to do a land management study of fifteen (15) parcels of land, and requested that all decisions about what to do with specific parcels owned by the Town be delayed until 2010. She noted that the contract is for about $10,000 and he will be advising the conservation values of these properties which includes over 400 acres of land.

Board unanimously agreed that it would be a good idea to wait until this has been completed which is estimated to be around January 2010. Ms. Christie noted that the Conservation Committee would contact Board around March 2010.

NEW BUSINESS
ACTION ITEMS

1. Special Town Meeting Warrant

(PS) related that Warrant for Special Town Meeting is completed which will be held on Saturday, July 25, 2009. “There is one error in the text which states Tuesday rather than Saturday, which will be corrected.” It contains the language as recommended by the Town Attorney.

(LK) Motion to approve the Special Town Meeting Warrant as written with day correction. (DM) Second. After Discussion: Carried 5-0.
(LS) There should be plenty of information available to the citizens as to what we are doing and why we are doing it. (FH) Is this going to be advertised in the Sun? (LS) “What do we usually do?” (FH) It should be put in the paper as soon as possible. (PS) noted that all the information has been given to Liz Hast for the checklist and I assume that all has been done. (LK) questioned what the cost of this would be? (EV) noted that in the past it has been about $600 – $800. (LS) requested that an actual figure be acquired.

2. School Department Re: Utilization of the Second Floor of the Town Hall Update

(PS) John Freeman has E-mailed several possible questions relating to the SAU relocation to Town Hall, namely, making sure that the 40% building aid would apply to the Town Hall renovation, contacting Architect Dan Bisson to provide a cost estimate for renovation, and the possibility of cost sharing by School and Town as a joint venture. (DM) I would think also how much space is required. (PS) noted that they are currently interested in the large room. (FH) noted that they would have room enough with the two small rooms and the large room could possibly be a general meeting room. (LS) noted that this could be determined when “we get to that point.” We can decide that at the appropriate time.

3. Animal Control/Northwood Police Department Request

(PS) The letter from Chief of Police in Northwood, Glendon Drolet is asking for the two Towns to establish a mutual aid agreement and is asking for a meeting. (DM) noted that there are a lot of unanswered questions. She requested that pertinent information as to his requests, such as transportation, kennels, etc. is before the Board prior to the actual meeting so it can be reviewed. (LS) suggested that all concerns and questions be put in writing including Chief Wharem’s regarding jurisdiction, housing, and any other questions he may have. Chief Wharem questioned whether there would be a possibility of the Town building a small kennel maybe down at the Salt Shed to house animals rather than at the Police Station. (PS) to contact Chief Drolet to make arrangements for an appointment at Board meeting. (LS) noted that she would like to check into this but did not want to “rush into it.”

4. 36 Main Street/Future Considerations

(PS) noted he was requested that this be put on the Agenda and that Chief Wharem, Chief Johnson and Kyle Parker, Building Inspector be present.

(LK) Motion to go into Non-Public Session per 91-A:3II (a) and (b).
(DM) Second. Carried 5-0. Individual members of the Board were polled and all agreed. Board went into Non-Public Session at 6:30 P.M.

Board returned to Public Session at 7:00 P.M.

(FH) noted that a report of Paid-On-Call salaries had been received but noted that there was no explanation as to where monies actually went. I would like to see where the money is going specifically. Chief Johnson noted that these are under the general guidelines and that it could be broken down but because of time constraints, it would be difficult to do since he really has no software that could accomplish this. “There really is no time.” (LS) suggested (FH) get together with Chief Johnson to get this information.

(EV) Motion to seal the Non-Public Session Minutes of June 30, 2009.
(DM) Second. Carried 5-0.

5. Transfer Re: Town Clock Trust Fund

(PS) This is for the recent repair of the Town clock.

(DM) Motion to transfer from Town Clock Exp.Trust fund $745. to the General Fund. (LK) Second. Carried 5-0.

6. Transfer Re: Ambulance Receivable

(LK) Motion to transfer $734.55 from Ambulance Fund to the General Fund. (EV) Second. Carried 5-0.

7. Parade Permit – Old Home Day

(EV) Motion to approve Old Home Day Parade Permit for July 18, 2009.
(DM) Second. Carried 5-0.

8. Workforce Housing Presentation

(PS) Matt Monahan of CNHRPC indicated that they are working with Ben Frost from NHHFA to hold some forums on the new workforce housing law around the region and would like to hold one in Pittsfield. (EV) If it is free, information is good as long as it is not on our meeting night. (LS) We have way exceeded this. (EV) It could be helpful to the Planning Board. (FH) noted that Planning Board has enough right now. (EV) Do we understand what the law says and how it affects us? (LK) I do not think it is necessary. The Planning Board has enough “on their plates right now.” (FH) Maybe some of the newer members of the PB….(LS) They have so much going on, I do not know if they could. (PS) Would you like me to send this information to the Planning Board and the Zoning Board? Board agreed.

9. Cost to Cross Route 28 with Sewer Line

(PS) noted that Town now has the estimated cost and Ron Vien questions whether you would want him to proceed or not. (FH) DOT would be not be digging down, but out. (LS) I think we would like to have sewer lines across Route 28.
(LK) Does Ron think it is needed? (PS) I think he recognizes the usefulness of it. (LS) It would make sense to do it now. (PS) will check with Ron as to his thoughts on this. (FH) This is looking to the future. (PS) I think DOT will incorporate the work into their overall plan; that is my understanding. We would then have to pay DOT. (LS) When are they going to do it? Chief Wharem noted they would probably partially begin in the fall. He suggested that the engineer be contacted to find out more definite information as to start time. (PS) will check on this also. (LS) noted that it would be a good idea if Department Heads were made aware of things like this should they wish to comment prior to the finalization of details.

10. Detail Rate of Pay

(PS) The State has required that Towns now pick-up a share of the administration fees for details. The administration charge will increase $1.00 effective July 1st and $1.00 additional as of January 1, 2010.

(EV) Motion to approve the increase of $1.00 administration fee effective July 1, 2009 and $1.00 effective January 1, 2010 for Details. (FH) Second. Carried 5-0.

(PS) noted that the Legislature is shifting the burden of costs to the Towns and (LS) noted that this would be billed to the user. (PS) This is for special details only.

INFORMATION ITEMS

1. Ambulance Revenue

(FH) noted that he had requested the revenue generated concerning the new ambulance. (PS) related that Chief Johnson was prepared to address that tonight, but unfortunately, he has already left.

2. Special Town Meeting

(FH) noted that Board has already discussed this (See No. 1 above). (LS) We are following Town counsel advice. What more can we do?

3. Bond

(FH) I noticed that the Town has retained an attorney regarding the Bond. Is this something new? (PS) explained that banks want to be protected and now require an opinion from bond counsel that we have the ability to pay the bond back. It is now required.

4. Generator Grants

(LK) Are there any updates on the generator grants? Chief Wharem related that he has now accumulated the information and the Board will have a report by next week.

5. Gasoline – Town Vehicles

(LK) Any updates on the gasoline for Town vehicles? (PS) noted that this has not yet been accomplished, but he is working on this.

6. Sidewalk/Bridge – Concord Hill Road

(LK) noted that he had contacted Senator Jack Barnes, who has now taken a look at it and the State has gotten involved. Barricades have been put up. (PS) to request information as to when this was constructed by State.

7. Other

(LS) requested that Job Descriptions be addressed on next Agenda as well as the Fire/Ambulance Study that was done.

(LS) requested information from Chief Wharem as to the two sergeant positions that were switched. Chief Wharem noted that there were no status changes but would outline the differences in the positions.

(LS) Does your department utilize the Absentee Calendar? Chief Wharem, “Yes.” (PS) noted that it would be timely if he would send a Memo out to notify Department Heads that the Absentee Calendar could be utilized as an excellent tool in the completion of the annual evaluations.

OLD BUSINESS

4. Sidewalk Improvement Plan

(FH) How is the school participation coming? (PS) noted that this will be on the Agenda on July 7th for BOS to review and approve. This is yet another step in the process. (EV) Rodrigo is excited to be working on this.

3. Space Needs Study

(LS) Has anything been done on this? (PS) I know that the Board had talked about it prior to my being here. (DM) I guess some departments have been done like the Highway Department and WWTP. It was agreed that this would be taken off the Agenda for now.

1. Town Hall Improvements – Life Safety Codes

(DM) I believe it was agreed that by the 15th of every month we would get progress reports on this. (PS) to check.

6. Other

Building Inspector Course: (DM) also questioned Kyle’s progress in completing his Building Inspector course. (EV) noted that he has discussed this with Kyle, who has attended several seminars related to the completion of this course, and will probably finish on the target date.

Employee of the Month: (DM) requested that the Employee of the Month be invited to the July 7th meeting.

Emergency Management: (DM) requested an Emergency Management update.

SDS Renewal Contract: (DM) Also, The SDS renewal should be addressed.
(PS) noted that DES has completed the inspection as requested and we are waiting for written report.

Bi-Weekly Payroll Study: (DM) We also have nothing yet on the Bi-Weekly Payroll Study. (PS) to check.

Safety Committee: (DM) Information from this committee should also be on the Agenda.

5. Cost of Broadcasting Selectmen, Planning and Zoning Board Meetings

Board agreed that this would be taken off the Agenda.

2. Capital Improvement Program – Pending

APPLICATIONS AND WARRANTS

1. Intent to Cut – Map R14, Lot 33

(LK) Motion to approve Intent to Cut – Map R14, Lot 33. (EV) Second. After Discussion: Carried 5-0.

(FH) We received this on June 15th, but he had it all done by the 15th. He did not file this until it was done. (PS) I believe that the Forester has been down there. (FH) I would say that he is in violation. Who is the Forester? (PS) I do not know, but will check with Cara. (EV) We could ask Kyle to send him a letter to this effect. What are our options? Can we fine him? (FH) agreed that he would contact the Forester.

2. Intent to Cut – Map R43, Lot 8A

(EV) Motion to approve Intent to Cut – Map R43, Lot 8A. (LK) Second. After brief comments: Carried 5-0.

(FH) commented in reference in the amount to be cut.

3. Current Use Application – Map R11, Lot 7

(PS) Cross Country Appraisers are recommending approval of this application for current use. A revised map was requested and has been received.

(EV) noted that this lot came before the ZBA, but I am not going to recuse myself.

(LK) Motion to approve Current Use Application – Map R11, Lot 7.
(EV) Second. Carried 5-0.

CHECKS AND MANIFESTS

(LK) Motion to approve Accounts Payable and Checks Manifest. (DM) Second. After Discussion: Carried 5-0.

Discussion: (EV) noted that the check for clothing for the Fire Department has two personal checks attached. I have no problem with it, but it should be laid out more clearly. (LS) It would be easier if it was laid out more clearly. Check
No. 10647 will be held out to allow Paul to check and he can release at his discretion.

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

Discussion: (LS) I went through the police schedule and all shifts were in, part-time was available, and there was no reason to have overtime hours on those days. Part-time was available all week and there was no reason whatsoever for overtime. (PS) to check.

Break 7:47 P.M. Resume at 7:52 P.M.

MINUTES

1. Public Session Minutes of June 16, 2009

(LK) Motion to approve Public Session Minutes of June 16, 2009. (FH) Second. Carried 5-0.

2. Non-Public Session Minutes of June 16, 2009

(DM) Motion to approve Non-Public Session Minutes of June 16, 2009.
(EV) Second. Carried: 5-0.

PUBLIC INPUT

Don Chase noted that he had a FYI for Board, but preferred to do it in non-public session.

(DM) questioned whether this was a Non-Public Session issue. Mr. Chase noted that it absolutely was under RSA 91-A:3 II (a), (b), and (c).

NON-PUBLIC SESSION

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

Board went into Non-Public Session at 8:00 P.M

Don Chase left meeting at 8:04 P.M.

Board returned to Public Session at 8:35 P.M.

(EV) Motion to seal Non-Public Session Minutes. (DM) Second. Carried: 5-0.

(DM) Motion to approve Addendum No. 2 to Town Administrator, Paul Skowron, contract to note:

In accordance with Section 11. Agreement Modifications the following is agreed to by the parties.

A. The existing language in Section 10. Term is deleted, and replaced with the following language:

The term of this agreement shall be from September 28, 2008 through
October 1, 2011. This agreement may also be extended by mutual agreement in increments of 6 months always starting on a Sunday and ending on a Saturday. If the town chooses to extend this agreement it must notify the employee in writing
90 days prior to expiration of any current or extended term of the agreement.

B. Appendix A entitled “Wage Schedule is void and replaced by: Appendix B entitled “Wage Schedule.”

(LK) Second. Carried 4-0. (FH) Abstain.

Paul Skowron related that he looks forward to continuing to work with the Board and the Town of Pittsfield. I am glad to work with Fred Hast and Board with whatever matters I can address.

(FH) Paul, the offices were very busy yesterday because of the end of the month, new registration fees coming, and computer issues. Is it possible that you could assist by going to the Post Office and the bank at times like this when the personnel cannot leave? (PS) agreed that this would be possible, though not a good use of “my time,” but would be happy to do if necessary.

ADJOURNMENT

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

Meeting adjourned at 8:45 P.M.

Approved: July 7, 2009

___________________________ _______________________
Linda Small, Chairman Date

I certify that these Minutes were recorded and publicly posted on July 8, 2009

______________________________________
Delores A. Fritz, Recording Secretary

II Tapes

OTHER

Date: July 7, 2009

It is noted that on July 7, 2009, Board of Selectman determined that the following portion of the Non-Public Minutes should be incorporated into the Public Minutes of June 30, 2009.

(LS) Motion to make the following part of the Public Minutes of June 30, 2009. (LK) Second. Carried 5-0.

Don Chase related that he has been advised that a member of the Planning Board will be requesting Board to remove Jim Pritchard due to malfeasance in office and if they concur, this will then come before the Board of Selectman.

Should the Planning Board not concur with removal, then the member will file an ethics grievance. He noted that as Chairman of the Ethics Committee he would make no other comments in this regard, but merely is offering this as a FYI only.

Don Chase left Non-Public Session at 8:04 P.M.

Approved as part of the Public Minutes of June 30, 2009.

__________________________ _______________________
Linda Small, Chairman