February 25, 2014 Minutes

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

MEETING MINUTES OF TUESDAY, FEBRUARY 25, 2014

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, and Delores Fritz, Recording Secretary.

PUBLIC INPUT

None.

AGENDA REVIEW

(GL) Info: Final Accounting Budget Committee; (LK) Non-Public (a) and (c); (PS) Meggin Dail Resignation, Town Credit Card Policy, Code Enforcement Officer/Timetable for Violation Notices, Welfare Director Memo/Job Fair.

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, which case the request shall be granted 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 (Union Negotiations.) (GL) Second. Carried 5-0. Individual members of the Board were polled and all agreed.

Board went into Non-Public Session at 5:03 P.M.

Board returned to Public Session at 5:30 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 (GL) 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.

OTHER

(LS) Motion to authorize intermittent FMLA leave for Joseph McCormack.
(AD) Second. Carried 5-0.

(LS) Motion to execute the Summary of Teamsters Union with Town.
(AD) Second. Carried 5-0.

NEW BUSINESS
ACTION ITEMS

1. E-Mails Re: Building Inspector/HSA/Fire Department

(LK) After addressing with HSA regarding fire inspection, it is noted that at no time would it be appropriate to have the Building Inspector be present at fire inspections. HSA pays for them and that is why they have fees in place. The Building Inspector was invited to attend this fire inspection but should not appear unless there is a violation.

2. HSA Office Relocation

(LK) I have discussed this with Cara, Bonnie as well as HSA concerning their office relocation. Cara is running out of room in the Assessing Office for files and storage. The plan would be to divide the Welfare Office in a manner that would still offer Bonnie a second egress and relocate HSA downstairs by petitioning off part of the Welfare Office. This would be at a cost of approximately $700 (wall/door/exit signs/etc.) This way the BOS would have a desk where HSA is now which would offer a little more privacy. All parties are in agreement on this.

(LS) Motion to approve $700 to relocate HSA downstairs in the Welfare Department. (GL) Second. Carried 5-0.

(GL) The Chair of the HSA is all for this move. (LK) HSA will be providing their own printer.

3. Welfare Lien/Tax Map R4, Lot 2

(PS) This is all in order.

(LS) Motion to approve Welfare Lien for Tax Map R4, Lot 2.
(EN) Second. Carried 5-0.

4. Welfare Lien/Tax Map R34, Lot 30-T01

(EN) Motion to approve Welfare Lien for Tax Map R34, Lot 30-T01.
(GL) Second. Carried 5-0.

5. Engagement Letter/Attorney Beth Deragon

(PS) There is an Engagement Letter for Attorney Beth Deragon. As you know, she has changed firms as the Board discussed previously and the Board has decided to maintain their business relationship with her. This is here for your approval and authorization to have Chair sign document.

(GL) Motion to approve Engagement Letter for Attorney Beth Deragon.
(LS) Second. Carried 5-0.

(GL) Motion to authorize Chair to sign Engagement Letter for Attorney Beth Deragon. (LS) Second. Carried 5-0.

6. Appointment of Deputy Forest Fire Wardens

(LS) Motion to approve Jeremy Yeaton, Gary Mullins, James Girard, Peter Pszonowsky, and Fire Chief Robert Martin as Deputy Forest Fire Wardens.
(EN) Second. Carried 5-0.

7. Engagement Letter for Auditors

(LS) Motion to approve Engagement Letter for Auditors (Plodzik & Sanderson) and authorize Paul Skowron and Selectman Konopka to sign document.
(EN) Second. Carried 5-0.

8. Appointments to the CNHRPC

(PS) The recommendation from the Planning Board is for Ted Mitchell and Jim Pritchard, who currently are Town representatives to the CNHRPC.

(LS) Motion to appoint Ted Mitchell and Jim Pritchard as Town representatives to the CNHRPC and authorize Chair to sign document. (EN) Second. Carried 5-0.

9. Appointments to Town Administrator Interview Committee

(LK) indicated that Louis Houle, Ted Mitchell, Liz Hast, Paul Sherwood, Art Morse, Richard Anthony, Clayton Wood, Marilyn Roberts and Richard Vincent have applied for this committee. We can have two citizen members or more if Board agrees. Because of the position, perhaps a prior Board member might be a good choice and someone who knows the Town well. These are hard choices.

Board members noted their selections. Ultimately, most Board members chose Louis Houle, Art Morse, Liz Hast, Lynn Roberts, and Paul Sherwood as candidates.

(LS) Motion to approve Louis Houle for Town Administrator Recruitment Panel. (EN) Second. Carried 3-2 (EN) & (GL).

(AD) Motion to approve Art Morse for Town Administrator Recruitment Panel. (EN) Second. Carried 4-1 (GL).

(LS) Motion to approve Liz Hast for Town Administrator Recruitment Panel. (AD) Second. Vote 2-3 opposed (LS), (EN), and (GL). Motion dies.

(LS) Motion to approve Marilyn Roberts to Town Administrator Recruitment Panel. (LK) Second. Carried 5-0.

(LS) Motion to approve Paul Sherwood for Town Administrator Recruitment Panel. (EN) Second. Carried 4-1 (AD).

(EN) Motion to approve Selectman Larry Konopka for Town Administrator Recruitment Panel. (AD) Second. Carried 4-0. (LK) Abstain.

(LK) Other members will be Gef Freese, Cara Marston, and John Freeman.

(LK) I would like to see this committee meet by March 3rd or March 5th. (Meeting was scheduled for March 5, 2014 at 5:00 P.M.)

10. Selectman Representative to the Safety Committee

(EN) noted that he is currently the Selectman representative to the Safety Committee. (AD) noted that, if necessary, he would be the alternate.

11. Filing of Incident Reports

(LK) noted there are several issues regarding the filing of incident reports. Notably, they are not getting filed at all, do not contain the proper information that could be forwarded to the insurance carrier such as the vehicle, situation, when, where, and how. There should be a policy for Department Heads, along with contacting the Town Administrator and/or Cara.

(PS) It is the employee’s obligation to submit incident reports. We do not have a firm policy in existence and it is left to the discretion of the Department Head as to whether to file a report or not. We need criteria as to “value” of an incident for any insurance claim. (PS) to research to determine what other towns use as a criteria and/or policy for incidents for next week.

(EN) Is there a certain number of incidents an employee is allowed? (PS) No. (AD) There should be a timeframe to be followed.

12. Welfare Fair Hearing Board

(PS) The ad is in this week’s Sun and deadline date for filing is March 7, 2014.

13. Meggin Dail Resignation

(LS) Motion to regretfully approve Meggin Dail resignation. (GL) Second. Carried 5-0.

(PS) to send “Thank You” letter. (GL) I would still like to have an exit interview. (LK) noted that he had asked the Police Chief about this.

14. Town Credit Card Policy

(LK) There are too many personal credit cards being used by employees and then seeking reimbursement. I would like to see having only one credit card of which Cara would be in charge of and reimbursement only occur with Town Administrator approval. It is too difficult to have a “paper trail” when personal credit cards are being used. (LS) I agree. We do need a “paper trail” for our records. (PS) to come up with a policy for this with Cara input.

15. Code Enforcement Officer/Timetable for Violation Notices

(LK) Next week the Code Enforcement Officer will be here regarding
51 Dowboro Road violations. We need a follow-up on that.

(GL) Motion to approve Code Enforcement Officer following up with Violations for 51 Dowboro Road. (LS) Second. After Discussion: Withdraw Motion and Withdraw Second.

Discussion: (PS) George and Jesse did go up there and walked the property line. Individuals cannot park on Town property.

(EN) Motion to approve sending letter to property owner of 51 Dowboro Road that parking is not allowed on Town property. (LS) Second.

(EN) Motion revised to include that crossing over or parking on Town property is not allowed. (LS) Revise Second. Carried 5-0.

Break: 6:35 P.M. Resume: 6:40 P.M.

16. Welfare Director Memo/Job Fair

(PS) We have a Memo from Bonnie, Welfare Director that a staffing agency would like to hold a job fair out of the Welfare office to recruit individuals for local businesses. (LS) I think that would be a very good idea.

(GL) Motion to approve Job Fair through Welfare Office. (EN) Second.
Carried 5-0.

17. Final Accounting – Budget Committee

(GL) The Budget Committee had some cuts to the Budget; namely legal expenses (by $10,000), Fire Department Training Courses (Line 237), EMS New Equipment (Line 275), Building Inspector salary (decrease by $2,500 and EDC (decrease by $500).

(EN) Why the Building Inspector salary? (PS) Per the discussions, I think the members of the Budget Committee did not have a full appreciation of the time needed as Building Inspector and Code Enforcement. Looking back to when the position was created, people expected the fees to pay for the position.

INFORMATION ITEMS

1. Update on Library Project

(EN) The committee met with the Architects. It was noted that depending on what classification the Fire Marshall designates to the Library, that the particular class might not warrant a second egress. (LK) The Fire Marshall is classifying the Library as an assembly structure and according to the square footage, it can contain up to 49 people or less. In this case, it would then not have to have a second egress. (EN) I would rather have it in there. (LK) I think it is still an issue.

OLD BUSINESS

1. Foss Avenue/Request to Repurchase

(PS) The prior owner of 12 Foss Avenue, which was taken by Tax Deed previously, had ultimately disclosed that they would like to repurchase the property. A letter was forwarded to the property owner denoting what was required in order to accomplish this with a deadline date of February 21st. We have had no response. (LK) So, no action is needed.

APPLICATIONS and WARRANTS

1. Notice of Intent to Cut – Tax Map R38, Lots 3, 3-2, 3-1, 8 and 9-2

(EN) Motion to approve Notice of Intent to Cut – Tax Map R38, Lots 3, 3-2,
3-1, 8 and 9-2. (AD) Second. Carried 5-0.

2. Notice of Intent to Cut – Tax Map R39, Lot 31

(EN) Motion to approve Notice of Intent to Cut – Tax Map R39, Lot 31.
(AD) Second. Carried 5-0.

3. Application for Veteran’s Credit – Tax Map R29, Lot 4

(PS) This is all in order and qualifies.

(GL) Motion to approve Veteran’s Cred – Tax Map R29, Lot 4.
(LS) Second. Carried 5-0.

4. Application for Elderly Exemption – Tax Map R35, Lot 22

(PS) This is all in order and qualifies for $75,000 exemption.

(LS) Motion to approve Elderly Exemption – Tax Map R35, Lot 22.
(GL) Second. Carried 5-0.

Break 6:53 P.M. Resume: 6:59 P.M.

APPOINTMENTS

1. Jesse Pacheco/Non-Public Session – Cancelled

2. 7:00 P.M. – Barnstead Board of Selectmen

BARNSTEAD BOARD OF SELECTMEN PRESENT:

Priscilla Tiede, Gordon Preston, Dave Kerr, Jim Barnard and Francis Vardaro

(LK) We are meeting tonight to discuss possible regionalization of both Towns.
We met last week in Barnstead with Fire Chief Robert Martin, Police Chief Robert
Wharem and several Board members.

Barnstead Board Member (BBOS): Have you reviewed Allentown’s study
regarding the benefits of regionalization. (GL) noted that he has the study but not
distributed to Town Board. (BBOS) noted that the meeting entailed how it could
help financially by sharing equipment, vehicles, personnel, possibly a building, and
Building Inspector in each Town as Deputy for opposite Town. (LK) This would
be a good tool to have. (BBOS) Do you have someone who is qualified to do
industrial inspection? (LK) explained that Pittsfield uses the Louis Berger Group
for matters such as this with the applicant responsible for the fee and also the
CNHRPC with again the applicant responsible for the costs.

Police Chief Robert Wharem: He noted that there are redundant costs which could
be shared by both towns such as a building, possible sub-station, radios and various
other equipment. This may or may not work for all or some departments. It would
depend on what each Town wants. These efforts would not be to cut the
budgets on positions but to provide better services.

All agreed that the two Towns would maintain their own identity but could
regionalize to provide better service. (LK) offered that perhaps a Safety Complex
housing various departments could be appropriate. This is going to create a lot of
planning.

(BBOS): I would like to see a group put together to look at the economics. Is
there an offset of money to be saved. If we are going to “sell” it to the
townspeople, we need to know about the economics of it. To maintain two
separate buildings for same purpose would not be logical. We do need more
frequent meetings. We need to keep the community informed.

(GL) We need to look at this realistically as to what are 8,000 people going to
need. (LK) Call volumes are going up and we cannot keep increasing taxes. This
is going to take a lot of planning. It is hard for people to accept change. Citizens
and communities need to be involved.

Barnstead Fire Chief Shawn Mulcahy: I support the regionalization. There have
been extensive studies with other towns and then ultimately, no one wanted it. I
am excited about the sum of this but we need to be careful about what we do.
BCEP made it work but safety is different.

Pittsfield Police Chief: Meeting can identify the stumbling blocks and determine
what is best for the community.

Rodney Board, Deputy Fire Chief: Pittsfield and Barnstead since 1958 have been
working together and in the past did so all the time. The school issue separated us.
We even do some regionalization now and call it mutual aid.

Public Input

John Savage: I would encourage everyone to tentatively look at this as to when and how we can share services. Communities do share services and some have been successful. In order to make this happen, we would need to create a lot of structure. You can create a situation for yourself when you start sharing equipment.

Boards agreed that towards the end of March a committee consisting of several Board members, Department Heads and citizens could be established to review many of these issues. Probably at that time, Pittsfield and Barnstead will be organized and can begin the process.

(LK) Many more meetings are going to be needed.

Break: 7:45 P.M. Resume: 7:53 P.M.

Members of the Barnstead Board of Selectmen left meeting at 7:45 P.M.

PUBLIC INPUT

Chief Wharem: I just wanted to check to make sure there was not a problem with the Bristol Training Program check. Were there any questions? Board did not note any issues.

CHECKS and MANIFESTS

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

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

MINUTES

1. Public Session Minutes of February 4, 2014

(EN) Motion to approve Public Session Minutes of February 4, 2014.
(LS) Second. Carried 5-0.

2. Non-Public Session Minutes of February 4, 2014

(EN) Motion to approve Non-Public Session Minutes of February 4, 2014.
(AD) Second. Carried 5-0.

OTHER

The application for Conservation Commission member will be referred to them for recommendation.

Planning Board has submitted a letter regarding AHG legal expenses for Board review.

ADJOURNMENT

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

Meeting adjourned at 8:00 P.M.

Approved: March 4, 2014

______________________________ ____________________
Lawrence Konopoka, Chairman Date

I hereby certify that these Minutes were recorded by me on February 25, 2014, transcribed and publicly posted on
February 27, 2014.

_______________________________________________
Delores A. Fritz, Recording Secretary

No Attachments
Olympus: 2.12.15