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

MEETING MINUTES OF TUESDAY, NOVEMBER 5, 2013

CALL TO ORDER

Call to order at 6:00 P.M. by Larry Konopka, Chairman

MEMBERS PRESENT

Larry Konopka (LK), Chairman, Eric Nilsson (EN), Vice-Chairman,
Linda Small (LS), Gerard LeDuc (GL), Albert Douglas (AD),
Paul Skowron (PS), Town Administrator, Delores Fritz, Recording Secretary.

MEMBERS ABSENT

None.

APPOINTMENTS

1. 6:00 P.M.: Lenny Deanne – Non-Public Session

(LK) Lenny Deanne will be unable to be present tonight, but we will proceed with the Non-Public Session.

NON-PUBLIC SESSION

(EN) Motion to go into Non-Public Session per RSA 91-A:3 II (b) – The hiring of any person as a public employee and RSA 91-A:3 II (c) – Matters which, if discussed in public would likely affect adversely the reputation of any person other than a member of the Board itself, unless such person requests an open meeting.
(GL) 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 6:45 P.M.

NOTE: RSA 91-A (III) – Minutes of proceeding in non-public session shall be kept and the record of all actions shall be promptly made available for public inspection, except as provided in this section. Minutes and decision reached in non-public session shall be publicly disclosed within seventy-two (72) hours of the meeting, unless, by recorded vote of 2/3 of the members present, it is determined that divulgence of the information likely would affect adversely the reputation of any person other than the members of the Board, or render the proposed action ineffective. In the event of such circumstances, information may be withheld until, in the opinion of a majority of members, the aforesaid circumstances no longer apply.

Shall the Minutes be publicly disclosed? No.

Motion made by (EN) and Seconded by (LS) to not publicly disclose the Minutes because it is determined that divulgence of the information likely would affect adversely the reputation of any person other than a member of the Board and render the proposed action ineffective. Carried 5-0. Individual members of the Board were polled and all agreed.

2. 6:45 P.M.: Highway Department Budget Update – George Bachelder

George Bachelder was present.

HIGHWAYS and STREETS

He related that since he has purchased some tires for the loader ($2,940 each) that Line 380 can be reduced.

Page 19, Line 380 – Loader: (EN) Motion to approve Line 19 for $12,652.
(LS) Second. After Discussion: The cost of each tire is $2,940 x 4 tires.
(EN) Withdraw Motion and (LS) Withdraw Second.

(EN) Motion to approve Line 380 – Loader for $3,992.
(LS) Second. Carried 5-0.

Page 19, Line 383 – Sidewalk Plow: (EN) Motion to approve Line 383 – Sidewalk Plow for $500. (LS) Second. Carried 5-0.

(LS) There are a lot of Capital Reserves that have to be addressed and I would like to keep the Budget down. What about Line 358 – Overtime?

George explained that if it turns out to be a “hard” winter that the $20,000 will probably not be sufficient. He noted as an overlook that most of the other department budgets have increased budgets in the past years, but Highway has decreased. He felt that it is difficult to work with the budget that is approved when a lot of essential lines have been decreased. I will work with whatever you approve but I would like to bring your attention as to where the funds are going.

Board and George continued to review the Highway Budget and agreed that it will be re-addressed on the next Agenda after the Board and George have an opportunity to review further.

George left meeting at 6:56 P.M.

PUBLIC INPUT

Fred Hast: He related to Board the October Food Pantry Statistics:

Families Served 123
Individuals Served 431
Meals 3,879
Items Distributed 5,386
Cost of Items $12,120.75

Fred Hast: He noted that anything said at Board meetings should be part of the Minutes.

He reiterated what the Food Pantry had done electrically when installing the donated “large” refrigerator.

He related to Board that the door downstairs requires a crash bar. He wanted to know what is wrong with the stairs going downstairs? (LK) explained that the stairwell should be kept clear of all items which was accomplished but this was not a Food Pantry issue. (LK) noted that one of the concerns was that the back door was left unlocked on Friday. Mr. Hast assured him that he had locked the door on Friday.

Close Public Input

APPOINTMENTS – Continued

3. 7:00 P.M.: Library Board of Trustees/Budget Review

Mary Schieble was present and introduced Board to Library members.

After reviewing the Budget with the Board:

LIBRARY – Page 24:

(LS) Motion to approve Library Budget as presented. (EN) Second. Carried 5-0.

AGENDA REVIEW

(GL) Non-Public – Employee; (EN) Non-Public – Employee, Info: Draft Ordinances for Bicycles and Skateboard, Loitering and Total Compensation; (LS) Meeting Updates, Write-ups in The Sun, Building Inspector Hours; (LK) Board of Selectmen Meeting – November 6, 2013, Letter to Fire Chief Hiring Committee and Library Project Committee.

NEW BUSINESS
ACTION ITEMS

6. Letter to Fire Chief Hiring Committee Members

(LK) noted that this Committee had worked diligently to recommend applicants for Fire Chief and would like to thank them for their efforts. (See Attached.)

(EN) Motion to approve letter of thank you to members of the Fire Chief Hiring Committee. (AD) Second. Carried 5-0.

Board agreed letter would be forwarded to The Sun.

7. Library Project Representative

(LK) I would like to see a joint committee to oversee the Library Project and report the progress to the Board of Selectmen. I would like to see two Library members, a Board member (EN) and perhaps two citizens – five individuals. Board agreed this would be an excellent idea.

(EN) Motion to approve a Library Project Committee to oversee the Library Project and report to the Board of Selectmen. (LS) Second. Carried 5-0.

Board agreed to run an ad in The Sun for volunteers for this committee.
All Library members left meeting at 7:29 P.M.

1. Quotes for Interior Ceiling Rehab at Fire Department

(PS) We have received an E-Mail from the Fire Department noting that the new proposal from GSA is now $2,700 versus the previous quote. We also have a quote from DPI for $3,200. (EN) I would not approve the bid till I know what is being done. It does not indicate what is to be done. (EN) will check and advise Board next week.

(GL) Motion to table this until next week. (AD) Second. Carried 5-0.

2. Board of Selectmen to Consider Action on Tax Deeded Properties

(PS) As the Board will remember, we sent out “courtesy” letters to the list of property owners to be tax deeded. There are five properties Board should consider taking by Tax Deed.

13 Foss Avenue, Tax Map U06, Lot 7:

(LS) Motion to approve taking Tax Map U06, Lot 7 by Tax Deed as recommended by Tax Collector. (EN) Second. Carried 5-0.

37 Main Street, Unit 2, Tax Map U03, Lot 44, C-2:

(EN) Motion to approve taking Tax Map U03, Lot 44, C-2 by Tax Deed as recommended by Tax Collector. (GL) Second. Carried 5-0.

(GL) Are these going up for sale? (PS) The Tax Collector is obliged to make one more communication with property owner/lien holders which involves a 90 day window. I will contact Building Inspector to secure the unit.

3 Vacant Lots, Laconia Road, Tax Map R04, Lot 1-1, Tax Map R04, Lot 1-6 and Tax Map R04, Lot 1-7:

(EN) Motion to approve taking Tax Map R04, Lot 1-1, Tax Map R04, Lot 1-6 and Tax Map R04, Lot 1-7 by Tax Deed as recommended by Tax Collector.
(LS) Second. Carried 5-0.

3. Board of Selectmen to Discuss sale of Tax Deeded Properties

(PS) There is an E-Mail in your packet pertaining to correspondence with St. Jean Auction (recently auctioned 36 Loudon Road for Town). The Town was pleased with the sale and the way it was conducted; I have asked him about vacant lot properties auction. He has noted that the auction value would need to be in excess of $25K to make it worth their while.

(LK) Are the Titles “clean?” (PS) This is something that Eric and I have discussed. There is a difference between Town selling Tax Deeded properties and someone purchasing property with a Warranty Deed. Warranty Deed is actually a “Buyer Beware Deed.” There are no “clean” Titles. Board discussed doing Title Searches on property.

4. Selectmen to Consider Acceptance of The Greater Pittsfield Citizens Scholarship Fund

(PS) There is a letter from The Greater Pittsfield Citizens Scholarship Fund requesting Board of Selectmen to accept and manage the funds from TGPCSF. Harry Vogt is here tonight to explain to Board.

Harry Vogt related that since the Foss Family Scholarship Trust Fund is quite similar to Dollars for Scholars program, they would like the funds to be transferred. The Dollars for Scholars program will for the time being kept
separate from the Foss Family Scholarship Trust Fund.

(EN) Motion to approve acceptance of The Greater Pittsfield Citizens Scholarship Foundation fund in the amount of approximately $149,193.41 to the Trustees of Trust Funds for management and disbursement. (LS) Second. After Discussion: Carried 5-0.

Discussion: Mr.Vogt related that he was unsure as to whether this will be handled on a separate basis and that an individual could be granted scholarship disbursement from both of these sources.

Break: 7:55 P.M. Resume: 8:01 P.M.

INFORMATION ITEMS

1. Town Hall Back Door

(LK) It was noted that the back door was unlocked downstairs on Friday afternoon. The alarms did go off and the Fire Department investigated, but could find nothing. (LS) Paul, how can we prevent this from happening?
(PS) recommended a keypad with specific individual codes which could assist you in tracking visitors.

2. Additions to Agenda

(LK) noted to be better prepared, that Board be advised of additions to the Agenda.

3. Bicycles and Skateboards, Loitering and Total Compensation Ordinances

(EN) wanted to know the status of the various proposed Ordinances. (PS) noted he was waiting for any recommendations from the Board regarding the Bicycles and Skateboards and Total Compensation. He related that if Board is agreeable, he will send to counsel for review. The Loitering Ordinance will be put into a “Pittsfield” format for Board review.

4. Employees Titles

(LS) I have noted that employees have referred titles upon themselves that are not accurate. (PS) will contact Fire Chief to clarify.

5. Building Inspector Hours

(LS) I noticed that the Building Inspector is sometimes only working 8-10 hours per week. How is that working out? (EN) Great. (LS) I would defer this to Paul. It was noted that now that the Building Inspector has a cell phone and is reachable at all times, individuals are happy with this solution.

6. 30-32 Main Street Project

(EN) noted that a pedestrian had to walk in the street around the “closed” sidewalk. The owner was notified that pedestrians need a place to walk by the project without using the street.

MINUTES

1. Public Session Minutes of October 22 and October 29, 2013

(EN) Motion to approve Public Session Minutes of October 22, with Corrections. (GL) Second. Carried 5-0.

Correction:

Page 5, No. 15. Salary – Full Time Chief: Paragraph I and II deleted. Paragraph should read: Board discussed Fire Chief salary range and agreed that starting range should be $50-60,000.

(EN) Motion to approve Public Session Minutes of October 29, 2013.
(LS) Second. Carried 5-0.

2. Non-Public Session Minutes of October 22 and October 29, 2013

(EN) Motion to approve Non-Public Session Minutes of October 22, 2013.
(GL) Second. Carried 5-0.

(EN) Motion to approve Non-Public Session Minutes of October 29, 2013.
(GL) Second. Carried 5-0.

CHECKS and MANIFESTS

(LS) Motion to approve Accounts Payable and Checks Register.
(AD) Second. Carried 5-0.

(LS) Motion to approve Payroll and Direct Deposit.
(AD) Second. Carried 5-0.

NEW BUSINESS – ACTION ITEMS Continued

5. Board of Selectmen Review of 2014 Proposed Town Budget

(LS) You all heard what George related and what he is trying to do. I think we should all review the Budget and see where we can economize.

You all have the spreadsheet for Capital Reserves. I would like the Board to consider using the surplus Fund Balance (which is put aside for emergency purposes) and put those funds in the Capital Reserves. We should be getting the tax rate soon and we can afford to do this. This would be done through a Warrant Article. (PS) The tax rate should be coming through soon; I understand they are missing a school report.

(LS) Next week we can address the Fire Department Budget.

PLANNING & ZONING – Page No. 6:

(LS) Motion to approve Planning & Zoning proposed Budget – $4,585.
(AD) Second. Carried 5-0.

WELFARE – Page 23:

(EN) Motion to approve Line 432 as 0. (LS) Second. Carried 5-0.

(LS) Motion to approve Welfare Proposed Budget – $91,301. (EN) Second. Carried 5-0.

RECREATION, LIBRARY & PATRIOTIC PURPOSES – Page 24:

Recreation

(LS) Motion to approve Line 449 – Supplies for $500. (EN) Second. Carried 5-0.

(LS) Motion to approve Line 452 – Background Checks for $600.
(EN) Second. Carried 5-0.

(LS) Motion to approve Recreation Budget for $26,517.
(EN) Second. Carried 5-0.

Library

(EN) Motion to approve Library Budget for $69,643. (GL) Second. Carried 5-0.

Patriotic Purposes

(LS) Motion to approve Patriotic Purposes Budget for $3,500.
(EN) Second. Carried 5-0.

CONSERVATION & ECONOMIC DEVELOPMENT – Page 25:

Conservation

(LS) Motion to approve Conservation Budget for $650.
(AD) Second. Carried 5-0.

Economic Development

(LS) suggested that Line 467 be renamed as Promotion of Pittsfield.

(LS) Motion to approve Economic Development Budget for $5,000.
(AD) Second. Carried 5-0.

DEBT SERVICE – PAGE 26:

(EN) Motion to approve Total Long Term Bond Principal & Interest Budget for $30,681.63. (GL) Second. Carried 5-0.

(LS) Motion to approve Total Tax Anticipation Note Interest for $15,000.
(EN) Second. Carried 5-0.

(AD) Motion to approve Total Debt Service for $45,919.
(EN) Second. Carried 5-0.

BUILDING INSPECTOR & HOUSING STANDARS – Page 16:

Building Inspector

(LS) How many hours are really needed by Building Inspector? (EN) suggested discussing with Building Inspector. Building Inspector will be requested to attend next week.

Housing Standards

(EN) Motion to approve Housing Standards Budget for $10,748. (LS) Second. Carried 5-0.

SOLID WASTE DISPOSAL, HYDRANT & DAM FEES – PAGE 21:

Solid Waste Disposal

(LS) Motion to approve Solid Waste Disposal Budget for $150,000.
(EN) Second. Carried 5-0.

Total Hydrant & Dam Fees

(LS) Motion to approve Total Hydrant & Dam Fees for $176,890.
(EN) Second. Carried 5-0.

OTHER

1. Special Board of Selectmen Meeting

(LK) Since we need to make sure that the Budgets for 2014 are all addressed, I would like to suggest having a Board meeting tomorrow (November 6th) to address just the budget items. Board discussed and decided that because of availability, this meeting would not occur and if in the near future, it is deemed necessary, the Board will schedule.

PUBLIC INPUT

None.

NON-PUBLIC SESSION

(EN) Motion to go into Non-Public Session per RSA 91-A:3 II (a) – The dismissal, promotion or compensation of any public employee or the disciplining of such employee or the investigation of any charges against him unless the employee affected: (1) Has a right to a meeting, and (2) request that the meeting be open, in which case the request shall be granted. (GL) Second. Carried 5-0. Individual members of the Board were polled and all agreed.

Board went into Non-Public Session at 8:58 P.M.

Board returned to Public Session at 9:13 P.M.

Shall the Minutes be publicly disclosed? No.

Motion made by (GL) and Seconded by (AD) to not publicly disclose the Minutes because it is determined that divulgence of the information likely would affect adversely the reputation of any person other than a member of the Board.
Carried 5-0. Individual members of the Board were polled and all agreed.

ADJOURNMENT

(EN) Motion to adjourn. (LS) Second. Carried 5-0.

Meeting adjourned at 9:16 P.M.

Approved: November 12, 2013

_________________________ ____________________
Lawrence Konopka, Chairman Date

I hereby certify that these Minutes were recorded by me on November 5, 2013, transcribed and publicly posted on
November 7, 2013.

_______________________________________
Delores A. Fritz, Recording Secretary

Attachment (1)
Olympus: 2.13.35