TOWN OF PITTSFIELD
BOARD OF SELECTMAN
TOWN HALL, 85 MAIN STREET
PITTSFIELD, NH 03263
_____________________________________________________________
MEETING MINUTES OF OCTOBER 30, 2007
CALL TO ORDER
.
Call to order at 5:06 P.M., by Arthur Morse, Chairman.
MEMBERS PRESENT
Arthur Morse (AM), Chairman, Larry Konopka (LK), Vice-Chairman, Linda
Small (LS), Ed Vien (EV), Leon Kenison (LKe), Town Administrator, and
Delores Fritz, Recording Secretary.
MEMBERS ABSENT
John Lenaerts (JL).
2008 BUDGET REVIEW
(AM) This portion of the Agenda is regarding Budget review. (LKe) Recent
updates from Cara are included. We will have different departments coming
in to address various sections.
(AM) introduced Carole Brown – Public Works & Highways and Margaret
Porter – Fish and Game, State of New Hampshire, House of Representatives.
He explained that BOS would be reviewing Budgets tonight. They both
noted that they were here tonight to observe and preferred to stay even
though it was not a regular session of BOS.
Town Clerk (4140)
Elizabeth Hast noted she included increases for elections (ballot clerks),
election meals, new computer, title searches due to increased number of
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liens, preserving of records (which has been condensed), two hours per week
of overtime, especially during tax season and 5% salary increase.
Building and HSA (4240 & 4241)
Michael McLaughlin, Building Inspector noted increases in salary due to
potential full-time position plus benefits, new Code books, dues and
membership fees, vehicle repair and maintenance, and fuel.
Board requested a breakdown of allotted time in reference to full-time such
as clerical, Court time, travel, etc. Mike to meet with (LKe) to set -up.
Library (4550)
Mary Schelble, Library Trustee, offered a brief breakdown of the significant
changes in the budget, which is increased by 8.2% over 2006. This included
salary increases to comply with minimum wage increase and in general, fuel
costs, repair/replacement of windows and electrical.
Conservation (4611)
Mark Wallace noted the Conservation budget is pretty much the same as last
year except for nominal increase for education.
He noted that some grad students from UNH might be doing some
improvement to trails in Dustin Park. (EV) questioned the Loudon Road
logging and it was noted that $19,250.56 went into the General Fund from
these efforts.
Parks and Recreation (4520)
Kathy Boudreau and Jesse MacGlashing noted increase in electrical costs
due to lights in Dustin Park and for new programs to be implemented,
compensation for life guards, telephone, Red Cross fees, water and water
testing fees by State, concession stand supplies, small repairs, including the
gazebo in Dustin Park and basketball program.
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Planning and Zoning (4191)
(LKe) noted that Eric Bahr was unable to be present tonight but had
requested funding for training sessions, since there will be an elected Board
next year, and they could all potentially be new. (AM) noted that BOS
needs to know how election of Planning Board members will take place.
(LKe) will research Statutes to provide them with such information as: Are
all members elected at same time? What will be there term of office and how
is that determined? How will potential members sign up for particular term?
Will the election and terms be staggered?
Executive (4130)
Board discussed Drug and Alcohol Testing and possibility of having random
drug testing for all Town employees rather than just those in driving
positions.
(LS) noted that the Miscellaneous line of $100 is really not necessary.
(LKe) noted that this could be eliminated.
Financial Administration (4150)
(LS) noted that there is also a Miscellaneous line of $100. which could be
eliminated.
Welfare (4441 & 4444)
(LK) noted that $100,00 should be budgeted though it is hoped that only
about $75,000 will be used, and an increase to 28 working hours, on a
review basis for Welfare Assistant.
Legal (4153)
(LKe) noted that there are several legal actions pending concerning the
Planning and Zoning Board as well as requests for opinions and occasional
violations. He noted that he felt it should be close to $15,000. (LK) noted
that he thought this would be more practical than the $12,000. All agreed.
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Personnel Administration (4155)
(LKe) noted that Worker’s Compensation falls under this. (EV) questioned
what was available here for proposed salary lines and would it include the
Building Inspector as a full-time position? (LK) questioned whether fulltime
position for BI has to be created via a Wa rrant Article? (AM) related
that BOS can do it either way, with or without Town consent. It is governed
by Town in relation to dollar amount.
Cemeteries (4195)
Okay as presented.
Insurance (4196)
BOS noted it was practical as presented.
Advertising & Regional Association (4197)
Okay as presented.
Other General Government (4199)
(LS) noted that Tax Map Maintenance should probably be $1,900 rather than
$2,000. (AM) questioned whether there was a plan in place for keeping
Town computers up-to-date? Is the HSA computer now fixed? (LKe) noted
that there has been a change of personnel at Seacoast Computers and they
lack professionalism due to their inability to agree how certain programs
should work which has resulted in things not working correctly. They have
also noted that we are unprotected and virus vulnerable. To have this
corrected, it was thought that it would cost about $800.
Board discussed general office printing and advertising and office supplies.
BCEP (4324)
(EV) noted that though it is not on the Agenda tonight, at the last BCEP
meeting, it was determined that there would not be increases in the budget, if
possible. He noted that Earl was trying to keep it the same as last year and is
asking for a Waiver from Department of Weights and Measures.
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Hydrants and Dam Fees (4339)
(LS) noted that she thought Town was no longer responsible for dam fees,
but otherwise it was okay the way it was.
Patriotic Purposes (4583)
No change.
Principal & Interest (4711)
(LS) noted that there would be nothing budgeted any longer for WWTP
bond since it is paid off. The interest tax anticipation note should be
decreased to $7,000 rather than the $8,000.
General Government Buildings (4194)
(LS) noted that the fuel accounts have been adjusted according to (LKe)’s
sheet. Repairs and Maintenance should be just for small repairs and not
major repairs. (LK) noted that maintenance on the highway garage has
increased due to the new system that is now in place. (LS) related that the
repairs/maintenance for Town Hall building has increased from $2,000 to
$4,500. (EV) noted that this is not be used as a bank but to plan as precisely
we can for major items. (LS) noted that this budget should be for small
repairs and not for anything major. After a lengthy discussion, it was
suggested that, perhaps, an Expendable Trust budget be established to cover
these major items rather than try to find monies in this particular budget.
(LS) noted that this way we can have a handle on the funds. (AM)
suggested a Warrant Article to encumber the existing funds to cover major
repairs and maintenance.
(AM) voiced concerns about the Town Clock that that it is not working
correctly because of lack of individual to wind it on a regular basis. The
clock is owned by the Town, though it is housed and accessed through
church property. I have been advised that if someone would keep it wound,
it would keep proper time, which should be done as it represents the Town.
Board will look into this.
Break at 7:37 P.M. Resume at 7:45 P.M.
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Board decided that it would approve those budgets that they could at this
point and defer those that required additional information or clarification.
Executive (4130)
(LS) Eliminate Miscellaneous line. (AM) We can approve salaries as is and
change later. (LKe) We will make adjustments after negotiations.
(LS) Motion to approve budget as proposed except eliminate Miscellaneous
line for $100. (EV) Second. Carried 3-0.
Town Clerk (4140)
(LS) Motion to approve as proposed. (LK) Second.
(LS) after consideration, I would like to withdraw my motion. (LK)
withdraw second
(LS) Motion to accept budget as proposed with exception of salary line and
retirement and add $180 for Voters Ballot Clerks. (LK) Second.
Carried 3-0.
Financial Administration (4150)
(LS) Eliminate Miscellaneous line. The salary line is to remain the same as
in 2007 for now.
(LS) Motion to eliminate Miscellaneous line for $100. (LK) Second.
Carried 3-0.
(LS) Motion to accept proposed budget except that salary lines remain the
same as listed for 2007. (LK) Second. Carried 3 -0.
Legal (4153)
(EV) Motion to approve for $15,000 for 2008. (LK) Second. Carried 3-0.
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Personnel Administration (4155)
(LS) Motion to accept with the exception of Medicare and Fica. (LK)
Second. Carried 3-0.
Planning Board and Zoning Board (4191)
(LK) Motion to add $650. for Master Plan. (LS) Second. Carried 3 -0.
(LK) Motion to approve as proposed. (LS) Second. Carried 3 -0.
General Government Buildings (4194)
Skip for now and will review later.
Cemeteries (4195)
(LS) Motion to approve as proposed. (EV) Second. Carried 3 -0.
Insurance (4196)
(LS) Motion to approve as proposed. (EV) Second. Carried 3 -0.
Advertising and Regional Association (4197)
(LS) Motion to approve as proposed. (EV) Second. Carried 3-0.
Other General Government (4199)
(LS) Motion to decrease Tax Map Maintenance to $1,900. (EV) Second.
Carried 3-0.
(LS) Motion to approve increase of General Office Equipment for $1,500.
(EV) Second. Carried 3-0.
(LS) Motion to decrease General Printing and Advertising to $5,000. (EV)
Second. Carried 3-0.
(LS) Motion to increase postage from $7,000 to $7,500. (EV) Second.
Carried 3-0.
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(LS) Motion to approve rest of budget as proposed. (LK) Second.
Carried 3-0.
Hydrant & Dam Fees (4339)
(LS) Motion to approve as proposed with one $100 dam registration fee.
(LK) Second. Carried 3-0.
Welfare (4441 – 4444)
(LS) Motion to approve as proposed. (EV) Second. Carried 3 -0.
(LS) Motion to change Community Action Program from $3,950. to $3931.
(EV) Second. Carried 3-0.
Parks & Recreation (4520)
(LK) Motion to approve Repairs for $5,550 instead of $2,850. (LS) Second.
Carried 3-0.
(LS) Motion to reduce Red Cross fees to $150. (LK) Second. Carried 3 -0.
(LS) Motion to approve rest of budget as proposed. (LK) Second.
Carried 3-0.
Library (4550)
(LS) Motion to approve as proposed. (LK) Second. Motion and Second
withdrawn after discussion.
(LS) Motion to approve budget for $61,000. (LK) Second. Carried 3-0.
Budget proceedings were deferred (8:15 P.M.) and will be continued after
scheduled AGENDA:
PUBLIC INPUT
None
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AGENDA REVIEW
None
NEW BUSINESS
Action Items
2. DPW Heating System – Proposed Award (Out of Sequence)
Mike McLaughlin, Building Inspector, noted that he had three different
quotes which were all fairly close in numbers. These included three small
heaters in the offices and radiant tube hearing in the garage – propane gas
fired. George Bachelder, Department Head, noted that the system is in bad
shape and related that the current furnace sends monoxide fumes into
building. He presented for demonstration one of the vents, which was
BLACK with dust and build-up. He related that he had researched using an
airtight wood furnace, which would cost about $15,000 for the actual
furnace and heaters, but did not include labor, which would be probably an
additional $15,00. He also noted that this type of heating was not pursued
since it is thought that the highway garage will eventually be moved.
(MM) noted that he has checked the prices for fuel and it would be about
$2.22 per gallon. (EV) noted that he agreed, that after the garage is moved
to the salt shed area it would be a better place for a wood smoking furnace.
(LK) Motion to accept Direct Plumbing & Heating bid in the amount of
$l7,665.65. (EV) Second. Carried 3-0.
(MM) noted that this did not include the cost of electrical, which would be
about $1,200 additional.
3. Conditional Offers of Employment, PT Police Officers
Chief Wharem related that originally he had 15 applicants and has now
narrowed it down to three. In order to begin background search and do
psychological and polygraph testing, it is necessary that they be offered
conditional employment. He explained the need for the psychological/
polygraph testing.
(LK) Motion to approve conditional offers of employment for part-time
police officers as outlined by Chief Wharem. (LS) Second. Carried 3 -0.
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4. Proposal – Chief Wharem-Notification to Landlords of Police
Activity at a Property Address
(LKe) noted that this is a proposed letter to be sent out to landlords
regarding any direct police activity at their property address. Chief Wharem
related that this would make it easier for landlords to monitor tenants’
actions and aid in any necessary evictions. He related that Chief Johnson
would also work with this in regard to violation of fire codes. He noted that
this would assist landlords in cleaning up their property renters. He related
that he would like to begin sending out these letters early next week. (LK)
questioned if this is what the part-timer would be doing? Chief Wharem
related that she would be sending out these letters, periodic updates, and
organizing any drug information.
(LS) noted that she thought the letter was a good idea, though she thought
the letter could “flow” better and that all communication should be under the
Chief’s signature as opposed to the Executive Secretary. (AM) suggested
that a “period” be inserted after Pittsfield Police Station and eliminate rest of
the sentence. He also noted that he, too, felt it should be signed by Chief
Wharem. (LKe) and Chief Wharem to meet for any revisions and final draft
of letter.
(LS) Motion to conditionally approve letter after (LKe) and Chief Wharem
revise and redraft. (LK) Second. Carried 3-0.
Board to review final draft.
1. Economic Development Committee Survey Proposal
(EV) noted that there are several surveys that they are working on. This
particular one is the YMCA Community Survey. (LS) noted that this survey
would need to be done prior to YMCA considering Pittsfield for location.
(EV) Motion to approve YMCA Study Survey being completed.
(LS) Second. Carried 3-0.
5. Jim Pritchard Inquiry Regarding Warrant Article Form
(LK) noted that, perhaps, he should recuse himself. After explanation,
Board agreed that it would not be necessary for him to recuse. (LKe)
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suggested that we acknowledge receipt, note that we have reviewed it, but
BOS has no opinion at this time. Board agreed. (LKe) to respond.
6. U.S. Census 2010, Registration Form – Local Update of Addresses
Program
(LKe) noted that this is in regard to the Federal Census, which requires
Town to identify housing units. The paperwork has been completed with
Cara as the primary contact with several other back-ups. The approval of
this registration form is the basis used for any other Federal funds requested
such as grants.
(LK) Motion to approve completion of U.S. Census 2010 registration form.
(EV) Second. Carried 3-0.
INFORMATION ITEMS
1. Staff Meeting Notes, October 30, 2007
(LKe) noted that they are complete and will be available to Board next
week.
2. Executive Councilor Shea News Release October 22, 2007.
(LKe) Nothing new on this.
3. Health Insurance Rates of LGC for 2008.
(LKe) noted this would be at 7.4%.
4. Letter to the Editor – Public Assistance
(LKe) noted that there is some concern about this article. There have been
several inquiries by Concord Monitor, as I believe they are doing a followup
article on this. Inquiry from them questioned Whether Pittsfield charges
6% for monies outstanding? and Do we send out letters in this regard? It
was noted that name on Letter to Editor was unknown by any BOS
members.
OLD BUSINESS
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1. Consideration of Cross Country Appraisal Group Proposal for Data
Conversion/Cyclical Reval
(LKe) noted that he had not yet had the opportunity to review this. (LS) and
(EV) noted that they both had read the proposal. (LS) noted that she felt that
Cross Country was doing a very good job.
(LS) Motion to approve contract as written by Cross Country Appraisal
Group. (LK) Second. Carried 3-0.
(LS) Motion to approve use of Avitar Software. (EV) Second. Carried 3 -0.
APPLICATIONS AND WARRANTS
None.
CHECKS & MANIFESTS
(LS) Motion to accept Accounts Payable except for Sam’s Club check for
$35.00 for registration fee. (LK) Second. Carried 2-1 (EV) Abstain.
(LKe) noted that there is a $35.00 registration fee and that there would be an
additional fee of $15.00 for each cardholder. (LS) questioned how many we
had, noting that it is an “unnecessary expense” to have more than one initial
registration cardholder. After discussion, it was requested that Board be
made aware of cardholders, through which departments, and what controls
are in relation to each cardholder. (LK) noted that only so many cardholders
can be added to the primary registration cardholder. Check No. 7624 will be
held for one more week, at which time, Ron Vien will be before Board in
reference to budget and explanation can be made at that time.
(LK) Motion to approve Payroll. (EV) Second. Carried 2-2. (AM) and
(LK) approve and (LS) and (EV) Abstain.
MINUTES
1. Public Session Minutes of October 23, 2007.
(LK) Motion to approve Public Session Minutes of October 23, 2007 with
few minor corrections. (LK) Second. Carried 3-0.
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2. Non-Public Session Minutes Amended of October 16, 2007.
(LS) Motion to approve Non-Public Session amended Minutes of
October 16, 2007. (LK) Second. Carried 3-0.
3. Non-Public Session Minutes of October 23, 2007.
(EV) Motion to approve Non-Public Session Minutes of October 23, 2007.
(LS) Second. Carried 3-0.
PUBLIC INPUT
None.
NON-PUBLIC SESSION – RSA 91-A:3, II (a)
(LK) Motion to go into Non-Public Session per RSA 91-A:3, II (a).
(EV) Second. Carried 3-0. Board members were polled individually and all
agreed.
Non-Public Session at 9:10 P.M. Resume Public Session at 9:25 P.M.
CONTINUING BUDGET REVIEW
Patriotic Purposes (4583)
(LS) Motion to approve as proposed. (EV) Second. Carried 3 -0.
Conservation (4611)
(LS) Motion to approve as proposed. (LK) Second. Carried 3 -0.
Economic Development (4651)
(LS) Motion to approve $1.00 for Consulting Services. (EV) Second.
Carried 3-0.
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Principal and Interest (4711 – 4723)
(LS) Motion to approve Tax Anticipation note for $7,000. (EV) Second.
Carried 3-0.
General Government Buildings (4194)
(LS) Motion to adjust Town Hall Repairs and Maintenance to $2,000. (LK)
Second. Carried 3-0.
(LS) Motion to approve remainder of budget as proposed. (LK) Second.
Carried 3-0.
OTHER
(LKe) Tax rate setting to be accomplished on Friday, 9:00 A.M. at DRA
office. (LS) noted she would be unable to be there because of time. (LKe)
offered to check if it could be changed to 10:00 A.M. (LKe) to check and
advise.
(LKe) related he has heard from Laura Specter in regard to the Welfare
letter. She had some concerns about the 45 days notation in the letter, as
Town could not “defend” this. She will research further in Statutes
regarding eviction status and advise.
ADJOURNMENT
(EV) Motion to adjourn. (LK) Second. Carried 3-0.
Adjourned at 9:40 P.M.
Approved: November 6, 2007
____________________________ _________________
Arthur Morse, Chairman Date