TOWN OF PITTSFIELD

BOARD OF SELECTMAN

TOWN HALL, 85 MAIN STREET

PITTSFIELD, NH 03263

_____________________________________________________________

MEETING MINUTES OF TUESDAY, OCTOBER 27, 2009

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), and Paul Skowron (PS), Town Administrator.

MEMBERS ABSENT

None.

PUBLIC INPUT

None.

AGENDA REVIEW

(LS) Budgets, Budget Freeze – 2009 and Non-Public Session – Real Estate and Personnel.

NEW BUSINESS

ACTION ITEMS

(DM) Motion to approve Tax Warrant in the amount of $3,896,157.

(LK) Second. Carried 5-0

BUDGET REVIEW

(PS) It is noted that the Library, Parks and Recreation, Capital Outlay and CIP’s are still pending probably to the end of this week.

(EV) Prior to beginning, are there some other extra encumbrances from some of the capital reserves we should look at this year now or later? (LS) When we get to Capital Reserves, we will take it into consideration but first we have to look at the rest of the budget. It is noted that if monies are not put into Capital Reserve this year, then next year we will behind and also in future years. (LS) noted that we also do not have CIP’s and that can cause some troubles also.

EXECUTIVE (4130)

Board discussed the Board Secretary and Office Assistant lines and the overlap in duties.

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

(EV) Motion to approve Line 5 for $12, 975. (DM) Second. Carried 5-0.

(EV) Motion to approve Line 8 for $500 and Line 11 for $500. (DM) Second.

Carried 5-0.

ELECTIONS, REGISTRATIONS, & VITAL STATISTICS (4140)

(EV) Motion to approve Line 14 for $21,486. (LK) Second. Carried 4-0.

(FH) Abstain.

(LS) Motion to approve Line 15 for zero amount. (DM) Second. Carried 5-0.

(LS) Motion to approve Line 16 for $7,738. (DM) Second. Carried 5-0.

(LS) Motion to approve Line 17 for $33. (DM) Second. Carried 5-0.

(LS) Motion to approve Line 18 for $2,791. (DM) Second. Carried 5-0.

(DM) Motion to approve Line 22 for $700. (LK) Second. Carried 4-0.

(FH) Abstain.

FINANCIAL ADMINISTRATION & REVALUATION OF PROPERTY (4150)

(LS) Motion to approve Line 30 for $17,517. (DM) Second. Carried 5-0.

(LS) Motion to approve Line 36 for $21,486. (DM) Second. Carried 4-0.

(FH) Abstain.

(LS) Motion to approve Line 37 for $1,250. (DM) Second. Carried 5-0.

LEGAL EXPENSES & PERSONNEL ADMINISTRATION (4153/4155)

Board discussed pending proposed legal fees. (LS) noted a letter has been received from Mitchell Municipal Group noting that fees will not be increased in 2010. I have noted that other Towns do not pay as much as Pittsfield in hourly rates. I would like to see what they can do for us at a lower rate. (PS) to do.

(LK) Motion to approve Line 48 for $25,000. (DM) Second. Carried 5-0.

(LS) Motion to approve Line 49 for $2,432. (DM) Second. Carried 5-0.

(LS) Motion to approve Line 52 for $5, 651. (DM) Second. Carried 5-0.

Planning & Zoning (4191)

(LK) Motion to approve Line 56 for $6,000. (DM) Second. Carried 5-0.

(DM) Motion to approve Line 57 for $150. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 58 for $400. (EV) Second. Carried 5-0.

GENERAL GOVERNMENT BUILDINGS (4194)

(LS) Motion to approve Line 60 for $3,504. (LK) Second.

(PS) He works about 5 ½ hours at the Town Hall and about 5 ½ hours at the Police Department.

(LS) Withdraw Motion for Line 60. (LK) Withdraw Second.

(PS) elaborated on the copiers for the Town Hall which is about four years old and works well, the Police Department which is ten years old and essentially not working well and in regular need of repair without a maintenance contract, and the Fire Department which is smaller, but is old and needs to be replaced. Quotes are being requested for leasing copiers from several companies. Once all quotes have been received, he will provide a spreadsheet to the Board covering the leasing for all three departments as well as information on refurbished machines. Board agreed they would hold off for now on this.

(FH) suggested regarding Line 64 that it would cost less if arrangements could be made for fire extinguisher maintenance (service checks) for all departments to be scheduled on the same day thus saving a second or third service call because of inability to get into buildings.

(FH) noted that something needs to be done about the windows here at the Town Hall. (PS) noted that he had asked Fire Chief to talk to Dan Ward about reframing the basement windows and should have an estimate sometime next week and also is waiting for a third vendor quote.

(DM) Motion to approve Line 60 for $3,200. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 61 for $4,800. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 64 for $400. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 65 for $6,219. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 66 for $6,000. (LK) Second.

(DM) Withdraw Motion. (LK) Withdraw Second.

(FH) Motion to approve Line 66 for $5,000. (LK) Second.

Carried 3-2 (DM) & (EV).

(DM) Motion to approve Line 67 for $300. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 68 for $780. (FH) Second. Carried 5-0.

(DM) Motion to approve Line 69 for $500. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 70 for $600. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 72 for $2,900. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 73 for $3,000. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 74 for $2,000. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 75 for $500. (EV) Second. Carried 5-0.

(DM) Motion to approve line 76 for $5,500. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 77 for $4,100. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 78 for $1,000. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 79 for $500. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 80 for $1.00. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 81 for $250. (EV) Second. Carried 5-0.

CEMETARIES (4195)

(LS) Motion to approve Line 82 for $300. (DM) Second. Carried 5-0.

INSURANCE, ADVERTISING & REGIONAL ASSOCIATIONS (4196/7)

Board noted that these lines have all been approved.

Board took a short break.

POLICE (4210)

(DM) related that there are some increases in this budget which are beyond our control. I would like to see if we could compromise without sacrificing services. (LS) I have several concerns with this budget. (DM) We need to keep in mind that there is a need for these services. (LS) I would like to point out that I am pro-police. We need the coverage and the patrol officers downtown. Looking through this budget, I think it is administrative heavy. I would not like to see police officers off the street, but looking at it from a practical manner; we need to reduce some of the funding. I would hate to see officers off the street, but again it is administrative heavy and we need to focus on that. I recommend that overtime be cut back to $20,000. If a shift is uncovered then it should remain uncovered. There is room to do something with these schedules; there is a need to restructure the schedules. We can cut back on overtime and still keep the coverage.

(DM) That is what I am saying. (LS) We need to be serious about no overtime, that is the only way not to have an overtime line. If someone calls in sick, do not cover that shift. (DM) “It depends on the day and time.” (LS) Perhaps, now is a good time to look at the ten hour shift as opposed to the eight hour shift. Maybe now is the time to try that; that might alleviate the overtime burden.

(FH) noted that he would still recommend putting in holding cells to reduce the travel time of transporting, which can take several hours out of a scheduled shift. We can have someone “babysit” them while they are in the holding cell.

(LK) noted that this would cost almost as much as transporting. (DM) I have no information to accommodate that information.

(LS) This is a practicality matter and comes down to dollars and cents. Again, this is an administrative heavy department. There is the Police Chief, Administrative Assistant, part-time Secretary, and two Sergeants over there. We and they can do things a little more efficiently. After reviewing the Administrative Assistant position and the part-time Secretary position, (LS) noted, “I have looked over the timesheets and I see many sick days which tells me there is a little room for change over there if business can continue without that individual when she is out on sick leave.” Maybe it would be better to take the full-time position out and replace with one 30 hour position.

(LS) I believe we can do without one of the Sergeants, too. Police Chief can do some of the administrative work. We need to relook at the schedules and the administrative hours and with the overtime down; this could be a manageable budget. We can get the budget down and keep the police officers on the street which is what we need to do. It has to do with what we can afford. This is the only way we can get the budget to an affordable figure. We can combine the Administrative Assistant position and the part-time Secretary position to a part-time position and reduce staff by a Sergeant. (FH) We can’t do that. What happens if they get a call and the secretary is not there and the Chief is out on a call, there would be no one there. (LS) The Chief would have to look at that. We worked a long time without two Sergeants. We need the patrol on the streets and the Sergeant is the only place to cut. (FH) I have no answer to that. (EV) What I am hearing is quite drastic. (LS) Does anyone have any other suggestions?

(DM) So, you are looking to take out Line 87?

(FH) We have a drastic increase in insurance. What about the issue about the stipends. (LS) That is not proper. We are not in union negotiations. (FH) There are three or four employees willing to do that. (LS) We are not opening negotiations for an employee until the end of the year. It is not right. (EV) There are things that are done in the office that are not done on the street. (LS) One Sergeant patrols part-time and one does Court work. We had one position doing that and they got through. (LK) The only way to do it is to not fund a full-time position, which one, I do not know.

(LS) We need to be pro-active. As I have said, it is not good to take patrolman off the streets. We need our patrols. We need to get crime off the streets. It goes beyond level funding this budget. We need to be pro-active. Our economy is terrible and not getting any better. We were applauded at the DRA for our efforts. It is not about whether we need these guys. Do they do their jobs? Absolutely! Looking at it from a financial point of view and if we are going to be proactive and keep on top of everything going on in this economy, then we need to make some changes. If we do not do it this year, then it will be next year. The need for State and Federal funds is shifting down to the local level. More and more we are going to be asked to contribute more. When do you think is a good time to restructure. I am trying to look at it from a practical point of view. I had to cut back on employees at my own business and had to pick up the jobs myself. (EV) Why wouldn’t we be better off to not fund a sergeant position and leave two secretary positions? (LS) That’s a good place to start. It might make more sense. (DM) I could be swayed that way….. (LS) It would alleviate your concerns, Ed, about enough hours to get things done. We could leave the secretarial positions alone and not fund a Sergeant position and cut overtime. It would bring the budget down. (FH) You are talking about cutting work – paperwork and so forth, and you are saying you want to cut the secretaries out. (LS) What Ed is proposing is to leave the secretarial positions alone and not fund a sergeant position and still make a cut in overtime. (FH) You have to have an officer in charge when the Chief is not there and that would be the Sergeant – he would be the officer in charge.

(LS) There will have to be a few less meetings. (FH) What about the Department Heads meeting? (LS) That is a productive meeting. (FH) Some say no.

(DM) Motion to not fund a Sergeant position line. (LS) Second.

Carried 4-1 (FH).

(FH) I think you are all wrong on this one. We should bite the bullet and let the Town Meeting do it. (DM) I would rather propose something to make it work and cutting three people is drastic. (LK) It is not easy for any one of us to do this. (LS) I have been mulling this around for awhile and going through the budget.

(FH) Motion to approve Line 104 for $5,500. (LK) Second. Carried 5-0.

(LS) Motion to approve Line 94 for $500. (DM) Second. Carried 5-0.

(DM) Motion to approve Line 89 for $3,200. (LK) Second. Carried 5-0.

Lines 91, 92, and 93 will be recalculated minus the Sergeant position.

Line 132: (LS) Special Details: We need to focus on our officers being in Town and on the street before doing details. (FH) We are paying out and taking in more. (LS) We need officers more than a couple thousand dollars. We are in need of officers not detail guys.

(DM) Motion to approve Line 132 for $15,000. (EV) Second. Carried 5-0.

(LK) Motion to approve Line 113 for $20,000. (DM) Second. Carried 5-0.

(LS) Motion to approve Line 112 for $500. (DM) Second. Carried 5-0.

(EV) Motion to approve Line 116 for $4,500. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 111 for $2,000. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 110 for $3,000. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 98 for $1,200. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 95 for $3,000. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 96 for $600. (LK) Second. Carried 5-0

(DM) Motion to approve Line 131 for $2,000. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 86 for $66,751. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 87 for $30,784. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 88 for $8,151. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 90 for $6,428. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 97 for $6,000. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 99 for $1,000. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 100 for $5,705. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 101 for $26,004. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 102 for $500. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 103 for $6,000. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 105 for $1,200. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 106 for $800. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 107 for $500. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 108 for $1,000. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 110 for $3,000. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 114 for $1.00. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 115 for $6,200. (LK) Second. Carried 5-0.

(DM) Motion to approve Line 117 for $1,000. (EV) Second. Carried 5-0.

(DM) Motion for Lines 118 and 119 to not fund one Sergeant position for $54,820 and to approve one Sergeant position for $54,820. (LK) Second.

Carried 4-1 (FH).

(DM) Motion to approve Line 120 for $43,348, Line 121 for $43, 310, Line 122 for $42, 973, Line 123 for $42,973, and Line 124 for $40, 208. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 125 for $50,000. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 128 for $8,300. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 133 for $3,000. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 134 for $3,000. (EV) Second. Carried 5-0.

OTHER:

(DM) Motion to add a line to cover the Balloon Rally for $3,000. (EV) Second. Carried 5-0.

NON-PUBLIC SESSION

(LS) Motion to go into Non-Public Session per RSA 91-A:3II (a) and (d).

(LK) Second. Carried 5-0. Individual members of the Board were polled and all agree.

Board went into Non-Public Session at 7:58 P.M. Board returned to Public Session at 8:21 P.M.

(EV) Motion to seal Non-Public Session Minutes of October 27, 2009. (DM) Second. Carried 5-0.

NEW BUSINESS

ACTION ITEMS

(LS) Motion to put a freeze on any discretionary spending for the rest of the year. (LK) Second. After Discussion: Carried 5-0. (PS) to send Memo to Department Heads.

Discussion: (FH) noted he would agree with that. (LS) emphasized that this would be at the discretion of the Town Administrator.

(LS) requested a report on Lines 141, 142, and 143 regarding reimbursed revenue which (PS) will do.

(FH) suggested obtaining “No Unauthorized Parking” signs for Town Hall parking lot. Board agreed.

BUDGET CONTINUED

AMBULANCE AND FIRE SHARED (4219)

(LS) related that regarding training, some individuals could be chosen to attend training this year and some next year.

(LS) Motion to approve Line 155 for $4,000. (DM) Second. After Discussion Motion Withdrawn.

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

(LS) Motion to approve Line 156 for $3,000. (DM) Second. Carried 5-0.

(EV) Motion to approve Line 159 for $6,000. (DM) Second. Carried 5-0.

(LS) Motion to approve Line 167 for $5,500. (DM) Second. Carried 5-0.

FIRE DEPARTMENT (4220)

(LK) Motion to approve Line 180 for $4,000. (EV) Second. After Discussion: Motion Withdrawn and Second Withdrawn. Board decided that since this can fluctuate, it would be left at $5,000.

BUILDING INSPECTION & HOUSING STANDARDS (4240)

(LS) Motion to approve Line 204 for $10,000. (LK) Second.

Motion fails 2-3 (DM), (FH), and (EV).

(EV) Motion to approve Line 204 for $11,000. (DM) Second. Carried 5-0.

EMERGENCY MANAGEMENT & FOREST FIRE SUPPRESSION (4290)

(DM) Motion to approve Line 208 for $750. (EV) Second. Carried 5-0.

(DM) Motion to approve Line 209 for $500. (EV) Second. Carried 5-0.

HIGHWAY ADMINISTRATION (4311)

(LS) Motion to approve Line 212 for $83,040. (LK) Second. Carried 5-0.

(LS) Motion to approve Line 213 for $162. (EV) Second. Carried 5-0.

(LS) Motion to approve Line 215 for $600. (EV) Second. After Discussion: Motion Withdrawn/Second Withdrawn.

(LS) Motion to approve Line 215 for $1,200. (DM) Second. Carried 4-1 (LK).

(DM) Motion to approve Line 218 for $2,000. (LK) Second. Carried 5-0.

(LS) Motion to approve Line 222 for $1,000. (DM) Second. Carried 5-0.

HIGHWAYS AND STREETS (4312)

(EV) requested information on the way work hours are accomplished during events such as snowstorms and other events where long hours are required.

(PS) explained how this works. (FH) noted that George works very hard at keeping his budget down. (LS) It goes back to what you can offer as services. We could cut overtime to $15,000. (FH) related he thought that was a heck of a cut.(DM) suggested at least $20,000.

(EV) Motion to approve Line 232 for $25,000. (DM) Second. Carried 5-0.

(LS) requested information as to how highway projects would be carried out during the next year. (PS) explained the projected schedule according to George’s budget details.

(FH) Motion to approve Line 264 for $9,000. (LK) Second. Carried 5-0.

RECREATION, LIBRARY AND PATRIOTIC PURPOSES (4520)

These budgets are still pending and will be discussed at the November 3^rd Board of Selectman meeting. (PS) to request that revenue information be submitted at this time by Parks & Recreation.

DEBT SERVICE (4723)

(LS) Motion to approve Line 314 for $10,000. (LK) Second. Carried 5-0.

WASTE WATER TREATMENT PLANT (4326)

(DM) Motion to approve Line 5 for $35,032. (LK) Second. Carried 5-0.

(LS) Motion to approve Line 60 for $45,112. (DM) Second. Carried 5-0.

INFORMATION ITEMS

None.

OLD BUSINESS

1. Town Hall Improvements Pending

2. Sidewalk Improvement Plan Pending

3. Capital Improvement Program Pending

4. Health Officer Pending

5. LGC Job Descriptions Pending

6. Selectman/Town Admin. Goals/Obj. Pending

7. Firefighter/EMS Cross Training Pending

APPLICATIONS AND WARRANTS

None.

CHECKS AND MANIFESTS

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

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

ADJOURNMENT

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

Meeting adjourned at 9:16 P.M.

Approved: November 3, 2009

_____________________________ _________________________

Linda Small, Chairman Date

I hereby certify that Minutes of October 27, 2009 were publicly posted on October 29, 2009.

__________________________________________

Delores A. Fritz, Recording Secretary

II Tapes