March 27, 2012 Minutes

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

MEETING MINUTES OF TUESDAY, MARCH 27, 2012

CALL TO ORDER

Call to order at 5:30 P.M. by Larry Konopka, Chairman

MEMBERS PRESENT

Larry Konopka (LK), Chairman, Linda Small (LS), Vice-Chairman,
Paul Rogers (PR), Gerard LeDuc (GL), Paul Skowron (PS), Town Administrator, and Delores Fritz, Recording Secretary.

MEMBERS ABSENT

None.

PUBLIC INPUT

None.

AGENDA REVIEW

(GL) HSA Office at Town Hall, Overtime – Payroll, Update on Town Clerk; (LS) Chain of Command, Staff Attendance; (PR) Mileage – George Bachelder; (PS) Reconsideration of Pandemic Committee Appointment, Draft Policy for Vehicles Driven to Employee’s Residence, Draft Policy for Out of Town Travel with a Town Vehicle, Explanation of BTLA Settlement Recommendation Re: BOS Request, Signatures Required for TAN Promissory Note, Confirmation of BOS Approval for Conservation Commission Purchase Greeley Property & Authorize BOS Chair to Sign. Other: Deputy Health Officer and Building Inspector

NEW BUSINESS
ACTION ITEMS

1. George Bachelder’s Mileage

(PS) I resurrected the Memo of January 14, 2011 regarding Highway Superintendent’s mileage allowance. At that time Board chose option No. 2
which states:

The Highway Superintendent, after completing his mileage reimbursement request, will also be paid, as a wage, the difference between the reimbursed mileage rate and the current $75.00 weekly that he receives.

(PR) Why do we have to pay mileage? (LK) Because he uses his own truck and it saves Town money. Previously the Building Inspector was not paid mileage and now the BI uses his own car and gets paid mileage. (LK) Where is the Building Inspector car? (PS) The Building Inspector vehicle was parked at the Police Department but was moved to the WWTF. (PR) Why was it parked there instead of here? It was not brought to our attention that it was moved to the WWTF.
(LK) When going out on health issue calls, I do not like to take my own car.

(LS) I know the Budget Committee was always uncomfortable with the way the “mileage payment” was accounted for. (PR) I questioned it because I see his mileage all the time. (PS) George is paid the difference between the reimbursed mileage rate and the $75. weekly stipend that he receives.

2. Policy Proposal Re: Access to Town Hall Work Areas

(LK) read into the Minutes the Policy:

No person shall have Town Hall keys or is allowed behind closed doors unless you are a Town employee or a Town sworn-in official where employees work, unless invited by an employee or a Town official for
Town official business only.

(LS) Motion to approve key policy and allowance behind closed door. After Discussion: (LS) withdraw Motion.

(PS) to look up policy for review next Board meeting.

3. Selectmen’s Representative to Union Negotiations

(PR) Motion to approve Larry Konopka as representative to Union Negotiations and Linda Small as Alternate. (GL) Second. Carried 4-0.

4. Police Chief Wharem E-Mail Re: Curfew Ordinance

(PS) I have discussed this with the Fire Chief and it was noted that when the choice is made for a company to remove the fire alarm system, he will also make sure that the curfew horn remains intact. (GL) Who maintains this system?
(PS) The Fire Department. So, the horn will still be active.

5. Fire Chief Johnson Inquiry Re: Incurred Cost of Call Firefighter Training

(PS) As indicated in Chief Johnson’s E-Mail, regarding the financial status of the Fire Department, should he move ahead with training two new firefighters or not?

(LS) This falls under new hires which is an unnecessary cost at this time.
(PS) to advise Chief Johnson. (GL) The decision was no new hires.

6. Sheriff’s Department (Requested by Larry Konopka)

Withdrawn by Larry Konoka.

7. Formal Action on 2012 Budget for MS-2

(PS) The MS-2 figures were developed after the Board meeting last week. We have made requisite changes to various accounts. If Board agrees, Board can sign document tonight.

(LS) Motion to approve changes to MS-2 form and send to DRA.
(GL) Second. Carried 4-0.

8. Memo from Town Clerk/Tax Collector Re: Overtime

(PS) We have received a Memo from Erica Anthony, Town Clerk/Tax Collector explaining the current circumstances in her office and requesting that the Deputy Town Clerk/Tax Collector be allowed to work one hour overtime to close out, reconcile the receipts and prepare the deposit. This is requested for only the time period of her training – approximately one month.

(LS) Motion to authorize Deputy Town Clerk/Tax Collector to work one hour overtime each day until Erica Anthony is trained through April, 2012.
(GL) Second. Carried 4-0.

(PR) I do not know how detailed these tasks are, but isn’t an hour a day a lot? (LS) If these tasks can be accomplished in a shorter period of time, it should be done that way. (PS) will advise them of this.

PUBLIC INPUT

Because of the number of people sitting in the audience, Chair decided to open Public Input.

(LK) Of those present tonight, are any of the Town employees on Town time?
Chief Johnson: I came tonight in case Board might have questions. (LK) At this time, Board has no questions.

Joey Darrah: Could we do Fire Department and Police Department items first?
(LK) We had a 5:30 P.M. appointment that was a No Show and have covered those issues. (PR) I think that it was thought that the Board was going to address certain subjects tonight, but that is not the case.

APPOINTMENT

1. 6:03 P.M. Philip Joyce: Re: Correction of Town Tax Map (6:02 P.M.)

Mr. Philip Joyce, property owner, and Web Stout, Surveyor were present.

Mr. Stout explained to the Board what Mr. Joyce believes are incorrect boundary lines on Town tax maps which they are trying to rectify because of a pending sale of the said property. He explained the rationale as to what the issues were and what could be done to rectify the situation.

(LS) I have never known a Board of Selectmen to change a tax map.
(PS) Probably the tax map company, Cartographic, could research for you and perhaps explain the difference in the acreage. It was broadly estimated that the cost might be around $500 though this would only be an estimate. (PR) If it is Cartographic’s error, there may not be a charge. Mr. Joyce wanted to know how the change came about. We did not have a survey done to make these changes.

Mr. Stout: There was a survey that was done by Don Jenks in reference to the current use of the property. (PS) advised that he would contact Cartographic tomorrow and Mr. Stout will call on Thursday to know the information acquired from them.

NEW BUSINESS – ACTION ITEMS CONTINUED

9. Policy Proposal: Use of Town Vehicles

(PS) There are two draft policies regarding Out of Town Travel with a Town Vehicle and Vehicles Driven to Employee’s Residence. (See Attached.)

(LS) Motion to approve Policy for Out of Town Travel with a Town Vehicle. (GL) Second. Carried 4-0.

(GL) I like the travel log idea.

(LS) Motion to approve Policy for Vehicles Driven to Employee’s Residence. (GL) Second. Carried 4-0.

Board members signed both approved policies.

10. Reconsideration of Pandemic Committee Appointment

(PS) We have received an E-Mail from Leigh Cheney, Capital Area Public Health Network (Pandemic Planning) which includes a description of what it is and what needs to be accomplished. Board had suggested appointing Dan Schroth to this position, but from what is noted in the E-Mail, the standard choices are the Fire Chief, Police Chief, Emergency Management Director and Health Officer.
(LK) I would say that we appoint the Fire Chief and Police Chief.

(LS) Motion to approve Fire Chief Johnson and Police Chief Wharem to Capital Area Public Health Network (Pandemic Planning). (PR) Second.
Carried 3-1 (GL).

11. Draft Policy for Vehicles Driven to Employees Residence

See No. 9 above.

12. Draft Policy for Out of Town Travel with a Town Vehicle

See No. 9 above.

13. Explanation of BTLA Settlement Recommendation Re: BOS Request

(PS) Board requested information from appraisers to satisfactorily act on the BTLA settlement recommendations. Board reviewed the paperwork and requested that it be addressed at the next Board meeting. (PS) Cross Country has recommended the settlement.

14. Signatures Required for TAN Promissory Note

(PS) indicated all Board members needed to sign document and authorize Cara Marston and myself to draw advances on the note. Board will need to sign in the presence of a Justice of the Peace and will visit the office to do so.

(LS) Motion to authorize Cara Marston and Paul Skowron to draw advances on the TAN Promissory Note. (PR) Second. Carried 4-0.

6:30 P.M.: Dick Moreau, Building Inspector arrived.

NON-PUBLIC SESSION

(LS) Motion to go into Non-Public Session per RSA 91-A:3 II (a). (GL) Second. Carried 4-0. 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 6:44 P.M.

(GL) Motion to seal Non-Public Session Minutes of March 27, 2012.
(LS) Second. Carried 4-0.

15. Confirmation of BOS Approval for Conservation Commission to Purchase the Greeley Property on Berry Pond Road. Action to Authorize the Chairman of the BOS to Sign the Deed in the Absence of the Conservation Commission Chairman

(PS) The previous Board approved the Conservation Commission purchase of the Greeley Property on Berry Pond Road. After contacting the Town Attorney it is requested by her (Laura Spector) that another confirmation from the Board would be suggested. She requests that Chair sign the confirmation because Conservation Committee Chairman is out of town.

(LS) Motion to approve purchase of Greeley Property, Berry Pond Road by Conservation Commission. (GL) Second. Carried 2-0. (LK) & (LS) Abstain.
(LS) I am abstaining because I was not part of the Board at the time the decision was made.

(PR) Motion to approve Chair signing document in absence of Conservation Commission Chair availability. (GL) Second. Carried 2-0.
(LK) & (LS) Abstain.

INFORMATION ITEMS

1. Town Meeting 2005 Minutes Re: Fire Chief – Articles 28, 29, & 30

(PS) Information is included in your packet of information.

2. Sheriff’s Department

Tabled.

OLD BUSINESS

1. Recommended BTLA Settlement Agreement

Tabled until next Board meeting.

2. Sale of Property – 20 Berry Avenue

(PS) I have received an answer from Laura Spector which indicates that the Board of Selectmen need to adopt a policy to allow Board to waive the 15% penalty fee as described in the Statutes. This will need to be accomplished prior to the sale of the property to the Hackett’s. (PS) to do.

3. Relocating HSA Office

(GL) The checks manifest should be kept behind closed doors including when being reviewed by Board members. The only place to accomplish this would be in the HSA’s office. (PS) This was brought up a few years ago. Let me see what information I can find on this. (LK) At one time, the Police Department offered them space there. (PR) HSA should be in this building – moving to the Police Department would not be a good move.

4. Previous Town Clerk – Liz Hast

(PR) We were fortunate to get Liz Hast to come in for the day (Monday) because Nancy Bates was sick. (GL) Does this add to her retirement? (PS) No. (LS) I am grateful that she was able to come in and help out. (GL) I did not know that Nancy was sick that day.

5. Chain of Command

(LS) I have been hearing a lot of “scuttlebutt” about this Board’s directives. I would like to see employees go to their supervisors and the supervisors to the Town Administrator. This is the proper chain of command. If staff members have questions, they should go through the proper chain of command.

I am noticing there are several employees here tonight. Are they on the clock at the present time? (Several members of the audience noted by show of hands that they were “on the clock.”) I would ask employees to stay at their command posts. If we would want them to come in to the Board of Selectmen meeting on Town time, we would request it.

(LS) Motion to approve employees and supervisors use the proper chain of command for all questions/matters and that they stay at their command posts unless requested otherwise. (PR) Second. Carried 4-0.

(GL) I am ex-military and Commander at the Legion. We are the commanders of this Town. Employees have “leaders” and can go to them for better communication.

APPLICATIONS and WARRANTS

3. Recommital Warrant – Utility Charges

(PS) After the Town Clerk/Tax Collector leaves office, the Town is requested to do an audit – which has been accomplished. The results determine what is outstanding from the original warrants. This includes property and yield taxes and utility charges.

(LS) Motion to recommit to new Town Clerk/Tax Collector utility charges in the amount of $96,542.06. (PR) Second. Carried 4-0.

1. Recommital Warrant – Property Taxes

(LS) Motion to recommit to new Town Clerk/Tax Collector property taxes in the amount of $623,098.54 and $561,625.17. (PR) Second. Carried 4-0.
2. Recommital Warrant – Yield Taxes

(LS) Motion to recommit to new Town Clerk/Tax Collector yield taxes in the amount of $2,480.76. (PR) Second. Carried 4-0.

3. Application for Blind Exemption, Tax Map R27, Lot 1-1

(LS) Motion to approve Blind Exemption, Tax Map R27, Lot 1-1 for John Oliver. (PR) Second. Carried 4-0.

CHECKS and MANIFESTS

(LS) Motion to approve Accounts Payable and Check Register.
(GL) Second. Carried 4-0.

(LS) Motion to approve Payroll and Direct Deposit. (GL) Second. Carried 4-0.

(LS) I am approving Payroll with the overtime because I am giving the staff the benefit of doubt that the overtime was scheduled prior to the Board’s Memo. I would like to remind all Department Heads that there will be no overtime.

(GL) I did not see the Memo from Erica Anthony regarding overtime; that is why I brought it up.

MINUTES

1. Public Session Minutes of March 6, 2012.

(LS) Motion to approve Public Session Minutes of March 6, 2012.
(GL) Second. Carried 2-0. (LK) & (LS) Abstain.

2. Public Session Minutes of March 20, 2012

Pending.

3. Non-Public Session Minutes of March 20, 2012

Pending.

PUBLIC INPUT

Albert Douglas: I would like a copy of the new Draft Policies for Vehicles Driven to Employee’s Residence and for Out of Town Travel with a Town Vehicle. (Mr. Douglas was given a copy of the DRAFT polices which were approved/signed tonight.)

Mr. Douglas: Also, do you have a copy of the Town Charter? (PS) The Town of Pittsfield does not have a separate Town charter but rather operates in accordance with the State Statutes. (LS) Chapter 31 is the main one but there are several others also.

Joey Darrah: What occurs when there is no overtime? Do the Fire Department, Police Department and Highway Department in certain situations have to get permission such as when someone calls in sick? (LK) Emergency situations are all taken care of and all set. (LS) Department Heads have been directed to do what needs to be done in emergency situations and can use part-time individuals when available. Joey Darrah: What if there are no part-timers? How many part-time officers does the Police Department have? (PS) As of right now, they have three. (LK) Departments have to use their discretion. Joey, only so much can be spent so if not needed then…..emergency situations are covered. (LS) Our goal is to have the most efficient services at the best price. Joey Darrah: I do not disagree; I want to make sure that there is adequate coverage.

Close Public Input

Break 7:17 P.M. Resume 7:23 P.M.

NON-PUBLIC SESSION

(GL) Motion to go into Non-Public Session per RSA 91-A:3 II (b). (LS) Second. Carried 4-0. Individual members of the Board were polled and all agreed.

Board went into Non-Public Session at 7:25 P.M.

Board returned to Public Session at 7:45 P.M.

(GL) Motion to seal Non-Public Session Minutes of March 27, 2012.
(PR) Second. Carried 4-0.

NEW BUSINESS – ACTION ITEMS CONTINUED

16. Health Officer

(LK) Last week we agreed the Board would act as Health Officer but we need one contact person.

(LS) Motion to approve Board of Selectmen as Health Officer and that contact person will be Larry Konopka. (PR) Second. Carried 4-0.

17. Building Inspector

(LS) Motion to approve Jesse Pacheco as part-time Building Inspector at approximately 10-15 hours per week and update Job Description.
(PR) Second. Carried 4-0.

(LS) Motion to appoint Jesse Pacheco as Deputy Health Officer.
(GL) Second. Carried 4-0.

18. Department Schedules

(PS) requested to get department schedules. (PR) Aren’t we supposed to get them? (LS) If we can get the month-to-month schedules, we can maximize efficiency.

(GL) Now that we have two HSA inspectors, there will be two people in that office and more distraction. (PR) So, the adding of an additional HSA inspector went through last night? (GL) yes it did. (PR) HSA is planning to request increasing their rates and to collect unpaid fees. (GL) Isn’t that something they are supposed to figure out themselves? (LK) The Board sets the rates. This was requested before and we had to hold a public hearing.

PUBLIC INPUT

Mike Wolfe: How does someone donate something to Town? How would you word this for money and/or services? The Association would like to give new lights and paint for the inside. How would this be worded?

(PS) I have had a short discussion with Chief Johnson and have explained to him how to handle this. Rather than offer Town any money, you could donate services/supplies with a certain value and then Board would hold a Public Hearing.

Close Public Input

NON-PUBLIC SESSION

(GL) Motion to go into Non-Public Session per RSA 91-A:3 II (a). (LS) Second. Carried 4-0. Individual members of the Board were polled and all agreed.

Board went into Non-Public Session at 7:55 P.M.

Board returned to Public Session at 8:20 P.M.

(GL) Motion to seal Non-Public Session Minutes of March 27, 2012.
(PR) Second. Carried 4-0.

ADJOURNMENT

(PR) Motion to adjourn. (LS) Second. Carried 4-0.

Meeting adjourned at 8:25 P.M.

Approved: April 3, 2012

_________________________ __________________
Lawrence Konopka, Chairman Date

I hereby certify that these Minutes were recorded by me on March 27, 2012, transcribed and publicly posted
on March 29, 2012.

__________________________________
Delores A. Fritz, Recording Secretary

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Attachments