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

MEETING MINUTES OF TUESDAY, NOVEMBER 19, 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.

PUBLIC INPUT

Dan Schroth: This form for the Library Committee, when is it due?
(PS) November 29th.

Close Public Input

AGENDA REVIEW

(EN) 175 Leavitt Rod, Unit 6, 30-32 Main Street; (LK) Resignation of Clint Cassavaugh, Request for Barricades, HSA Update; (PS) Welfare Director Appointment and Earth Estimate for Shaw Road.

NEW BUSINESS
ACTION ITEMS

2. Consideration of Selecting Library Architect/Engineer Firm

(EN) Jesse has reviewed the proposals and has recommended the same firm as the Fire Chief has suggested which is JRT/AIA Architects. He went through all of them and selected this one. (LK) The cost is $9,400. (EN) There are also other additional costs.

(EN) Motion we conditionally retain JRT/AIA Architects as Library Engineers at a cost of $9,400. (AD) Second.

Discussion: (EN) I actually would like to table this so that they can meet with the Board. (PS) Eric preferred that Board meet and discuss with architects before Board retains them.

(EN) Amend Motion to include “with Board review of proposal with architects prior to final approval.” (AD) Amend Second. Carried 5-0.

3. Board of Selectmen to Schedule Public Hearing for Revision to Traffic
Control Ordinance

(PS) I have sent a copy to Chief Wharem should he like to make any “parking changes” and to date, I have had no response. We can table this until next week.
(EN) George is also looking at street signs.

4. Board of Selectmen to Engage Flexible Spending Account Provider

(PS) In your packet of information, you will find a comparison between HealthTrust and Benefit Strategies for the Town Flexible Spending Account Provider – Benefit Strategies is described in the AFT Contract. During the past fall, it came to light that there were changes in the Federal law which was forwarded to Cara by HealthTrust with very little information coming from Benefit Strategies. Cara is very satisfied with HealthTrust getting information to their clients and is asking Board to consider retaining HealthTrust as the Flexible Spending Account Provider.

(LS) Motion to engage HealthTrust as Flexible Spending Account Provider for 2014. (GL) Second. After Further Discussion: Carried 5-0.

Discussion: (PS) There is no signed contract with Benefit Strategies. (AD) And what is the benefit? (PS) explained how the account is utilized by employee works. (AD) noted that there had been some difficulties in Chichester involving the use of HealthTrust. (LK) Myself, I support Cara’s choice.

5. Discussion of Leasing Fire Department Copier

(PS) Nick Abell will not be present tonight to discuss this but will be at the Budget Committee tomorrow. We have had a discussion about the Fire Department copier. As you know, Board accepted a donated copier through Chief DeSilva which has now “died.” We are recommending that the Fire Department consider leasing a copier through the same company as used in the Town Hall – probably less than $200 per month with a three year Warranty on lease.

(EN) Where in his Budget will this be? (PS) It is not in his proposed 2014 Budget. (LK) We just bought one for Welfare, how much did that one cost?
(PS) $400. The Fire Department makes a lot of copies.

(LK) Motion to approve leasing a copier for the Fire Department as one used in Town Hall for less than $200 per month. (GL) Second. After Discussion: Carried 4-1 (GL).

Discussion: (EN) I have no problem approving this but where can we find the money for it in the Budget? (LS) Do they need this type of copier? (PS) Yes, they have a lot of work that involves copying. (GL) The Budget Committee meets tomorrow and you can have my answer on that next week.

1. Quotes for Interior Ceiling Rehab at Fire Department

(PS) This is an item that has been on the Agenda for several weeks. These are the proposals as provided by the Fire Chief.

Selectman Nilsson recused himself and was seated in the audience. (6:20 P.M.)

(LK) We have three bids:

DPT: $3,600 new bid (and $3,200 previously)
GSA: $2,700
JJP& Son: $1,775

(LS) On the proposal for JJP&Son there are several exclusions. Jesse Pacheco: He explained what the exclusions entailed including that there are no lights involved and that the ceiling is not structural. (LK) So it is the same scope of work as the others. Jesse Pacheco: Yes, basically. (LS) How did we acquire the other bids? It was explained that these were bids that Nick Abell acquired at request of Board.

(EN) Originally, the Fire Department was going to do this themselves, but then Chief DeSilva left and it did not happen. Jesse Pacheco: I had stopped bidding for Town projects and have been doing stuff for the Town for free. Basically, I would do this for cost to save the Town money. I apologize for submitting this late.

(AD) I believe Nick Abell noted that he did not have a preference for one or the other. My recommendation is that to be fair, the Fire Chief be able to review
JJP& Son’s proposal. Jesse Pacheco: I believe that some of the bids have expiration dates. (LK) I do not mind holding off a week. We are looking at the same scope of work and it is self-explanatory. Board agreed.

(GL) Motion to table this matter to offer Nick Abell an opportunity to review all bids. (AD) Second. Carried 4-0.

(LK) Paul, please have Nick Abell provide a written comment for next week’s meeting. (PS) to do.

Selectman Nilsson returned and was seated on the Board (6:31 P.M.)

6. Safe Routes to School

(PS) You will note the Memo to John Corrigan from Bryan Lynch, P.E.as well as my letter to John Corrigan. The project is “alive and well.” The engineer’s proposed contract is more than estimated. We went through the process, had a meeting at which the project total of $386,541 was noted. So, Town is moving forward on the project which is funded by State. As soon as we hear from the State, I will advise the Board accordingly.

9. Earth Estimate for Shaw Road

(PS) George has provided an estimate for the work needed to be done on Shaw Road/Route 107 as a result of some concerns as submitted by a resident. It is noted that the project would cost per Northeast Mechanics, Inc. about $45,000. (LK) I discussed with George and he noted that this would not include survey costs should this need to be provided and I think we should consider that a survey be done. We will need a Warrant Article on this. The original complaint was from Wayne Gallop who noted that there was considerable sand washout and cars were bottoming out. Before it was deemed a Scenic Road it was budgeted for repair but the fact that it became a Scenic Road brought the project to a standstill. This will need to go to Planning Board first. (PS) noted that Scenic Roads are defined in Statutes and there are certain restrictions as to what a Town can/cannot do.
(LK) George related that this may require a survey and I think we should assume that it does.

(EN) Motion to approve having a Warrant Article to address the Shaw Road issue in 2014. (GL) Second. Carried 5-0.

10. Resignation of Clint Cassavaugh

(GL) Motion to accept resignation of Clint Cassavaugh.
(LS) Second. Carried 5-0.

A letter of Thank You will be sent to Clint Cassavaugh. (PS) to do.

11. Barricades

(LK) We have a request from Emergency Management Director Rob Freeze for several new barricades at a price of $299.70 plus shipping. The old ones are deteriorating and need to be replaced. He noted that Town can apply for a grant to cover costs of six barricades which is a matching grant.

(EN) Motion to approve purchase of six barricades at a cost of $300.
(AD) Second. After Discussion (EN) Motion amended to note purchase of six barricades at a cost of $300 plus shipping and (AD) amend Second. Carried 5-0.

12. 175 Leavitt Road (Tax Map R35, Lot 24-T6

(PS) This property was taken by Tax Deed last week and now the taxes have been
paid in full and Board can reverse the motion this week.

(EN) Motion to not take by Tax Deed, property at 175 Leavitt Road
(Tax Map R35, Lot 24-T6). (GL) Second. Carried 5-0.

13. HSA Update

(LK) Bill Elkins has provided an update on the HSA. Thank you, Bill, you all
are doing a good job. I know you have all been working hard to straighten
everything out. Bill Elkins: The position has been posted and we are checking all
the files to bring them up-to-date.

14. Letter Re: 30 Leavitt Road

(EN) This has been forwarded to Chief Wharem; the matter is out of our hands.

Break: 6:55 P.M. Resume: 7:00 P.M.

NEW BUSINESS – ACTION ITEMS – Continued

7. Board of Selectmen to Discuss Welfare Budget

Bonnie Theriault, Interim Welfare Director was present. She related that she has
reviewed the Budget and notes that there are several Line Items that may have to
be increased. Board reviewed the suggested changes and approved a Line Item
increase..

Welfare – Page 23:

(EN) Motion to approve Line 416 – Welfare Director for $21,008.
(GL) Second. Carried 5-0.

(EN) Motion to approve Line 429 – Medical Assistance for $3,000.
(GL) Second. After Discussion: (EN) Motion Withdrawn and
(GL) Withdraw Second.

Bonnie Theriault: Due to services which may need to be supplied to an individual
it also may be prudent to increase Lines 429 and 430 but I need to do some
additional research before I can determine this.

APTD – Welfare

Bonnie explained to the Board a letter regarding American Disabilities Act and the
method of applying to certain welfare services has been received. She will discuss
with LGC and advise Board accordingly.

OLD BUSINESS

None.

APPLICATIONS and WARRANTS

1. Property Tax Warrant Approval

(LS) Motion to approve Property Tax Warrant for $4,091,226.
(AD) Second. Carried 5-0.

2. Timber Yield Tax Map R5 Lot 2.

(LS) Motion to approve Timber Yield Tax for Tax Map R5, Lot 2 – $454.09.
(EN) Second. Carried 5-0.

3. Timber Yield Tax – Tax Map R54 Lot 7

(LS) Motion to approve Timber Yield Tax for Tax Map R54, Lot 7 – $1,430.77.
(EN) Second. Carried 5-0.

4. Timber Yield Tax – Tax Map R43 Lot 8-1

(LS) Motion to approve Timber Yield Tax – Tax Map R43 Lot 8-1 – $474.14.
(EN) Second. Carried 5-0.

MINUTES

1. Public Session Minutes November 12, 2013

(EN) Motion to approve Public Session Minutes of November 12, 2013 with
Correction. (GL) Second. Carried 5-0.

Correction:

Page 5, Under 9, Line 4 should read:…Building Codes Court of Appeals. It…

2. Non-Public Session of November 12, 2013

(EN) Motion to approve Non-Public Session Minutes of November 12, 2013.
(GL) Second. Carried 5-0.

CHECKS and MANIFESTS

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

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

Discussion: (EN) There is another individual who worked 30 hours. I do not know how anyone could work that many hours straight. (PS) I have sent an E-Mail to the Chief concerning that.

NEW BUSINESS – Continued:

8. Board of Selectmen to Review 2014 Proposed Town Budget

Executive – Page 1:

(EN) Motion to approve Line 4 – Insurance Property Liability for $1,349.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 5 – Town Administrator for $70,528.
(GL) Second. Carried 5-0.

(EN) Motion to approve Line 6 – Board Secretary for $8,540.
(AD) Second. After Discussion: (EN) Withdraw Motion.
(AD) Withdraw Second.

(EN) Motion to approve Line 6 – Board Secretary for $7,500.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 7 – Office Assistant for $4,000.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 18 – Insurance Property/Liability for $875.
(LS) Second. Carried 5-0.

(LS) Motion to approve Line 19 – Dues & Subscription for $1,800.
(EN) Second. Carried 5-0.

Elections, Registrations & Vital Statistics – Page 2:

(EN) Motion to approve Line 25 – Office Assistant PT for $17,100.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 26 – Town Clerk for $17,500.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 30 – FICA for $2,374; Line 31 – Medicare for $556; and Line 32 – Retirement for $1,885. (AD) Second. Carried 5-0.

(EN) Motion to approve Line 35 – Health Reimbursement Account for $100.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 38 – Dues & Subscriptions for $100.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 39 – Conferences for $500.
(AD) Second. Carried 5-0.

Financial Administration – Page 3:

(EN) Motion to approve Line 49 – Administrative Assistant for $46,000.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 52 – FICA for $2,852; Line 53 – Medicare for $667; and Line 54 – Retirement for $4,955 as submitted. (AD) Second. Carried 5-0.

(EN) Motion to approve Line 59 – Insurance Property/Liability for $402.
(GL) Second. Carried 5-0.

(EN) Motion to approve Line 63 – Tax Collector for $17,500. (LS) Second. Carried 5-.

(EN) Motion to approve Line 66 – FICA for $1,313; Line 67 – Medicare for $308; and Line 68 – Retirement (Tax) for $1,885 as submitted. (GL) Second. Carried 5-0.

(EN) Motion to approve Line 71 – Insurance Property/Liability for $246.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 72 – Dues & Subscriptions for $100.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 73 – Registry of Deeds Recording Fees for $1,000. (GL) Second. Carried 5-0.

(EN) Motion to approve Line 74 – Lien Title Search for $2,000.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 75 – Conferences for $700.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 76 – Town Treasurer for $2,142.
(GL) Second. Carried 5-0.

(EN) Motion to approve Line 77 – FICA for $133. And Line 78 – Medicare for $32. (LS) Second. Carried 5-0.

(EN) Motion to approve Line 79 – Insurance Property/Liability for $22.
(GL) Second. Carried 5-0.

(EN) Motion to approve Line 80 – Trustees of Trust Funds for $1,655.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 81 – FICA for $103 and Line 82 – Medicare for $25. (LS) Second. Carried 5-0.

(EN) Motion to approve Line 83 – Insurance Property/Liability for $17.
(LS) Second. Carried 5-0.

Revaluation of Property, Legal Expenses, & Personnel Administration – Page 5:

(LS) Motion to approve Line 85 – Reappraisal of Property for $28,000.
(EN) Second. Carried 5-0.

(LS) Motion to approve Line 86 – Tax Map Maintenance for $1,900.
(EN) Second. Carried 5-0.

(EN) Motion to approve Line 87 – Legal Services for $35,000.
(LK) Second. Carried 3-2 (AD) & (LS).

Discussion: (LS) related the legal services provided in the last several years.
(LK) I think that we will need professional guidance for Union negotiations. Town employees have not had a raise for the past three years and are paying more in medical. If we have Beth Deragon assist with Union negotiations in 2014 it will cost us between $10-15,000. (AD) I believe $35,000 is too high but I think I could settle on $28,500.

(EN) Motion to approve Line 88 – Retiree Medicomp – $3,454.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 89 – Background Checks for $500.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 90 – Drug & Alcohol Testing for $250.
(GL) Second. Carried 5-0.

General Government Buildings – Page 7:

(EN) Motion to approve Line 101 – Custodian for $2,503.
(GL) Second. Carried 5-0.

(EN) Motion to approve Line 102 – FICA for $156; Line 103 – Medicare for $3; Line 104 – Unemployment Compensation for $16; and Line 105 – Workers Compensation for $82 as submitted. (GL) Second. Carried 5-0.

(EN) Motion to approve Line 106 – Electronic Communications for $5,000.
(GL) Second. Carried 5-0.

(EN) Motion to approve Line 107 – Computer Hardware Maintenance for $7,458. (GL) Second. Carried 5-0.

(EN) Motion to approve Line 108 – Software Maintenance Services for $12,692. (AD) Second. Carried 5-0.

(EN) Motion to approve Line 110 – Fire Alarm/Extinguisher Maintenance for $1,500. (LS) Second. Carried 5-0.

(EN) Motion to approve Line 111 – Electricity for $7,000.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 112 – Heating Fuels for $7,000.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 113 – Water Charges for $450.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 114 – Trash Removal for $700.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 115 – Repairs & Maintenance for $1,500.
(AD) Second. Carried 4-1 (LS).

(EN) Motion to approve Line 116 – Furnace Repairs & Maint. For $500.
(GL) Second. Carried 5-0.

(EN) Motion to approve Line 117 – Copier Lease & Maintenance for $2,406. (GL) Second. Carried 5-0.

(EN) Motion to approve Line 118 – Postage Machine Lease & Maint. for $2,500. (AD) Second. Carried 5-0.

(EN) Motion to approve Line 119 – Insurance Property/Liability for $1,792.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 120 – Advertising for $4,000.
(GL) Second. Carried 5-0.

(EN) Motion to approve Line 121 – Printing for $2,000.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 122 – Supplies for $500.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 123 – Office Supplies for $5,000.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 124 – Postage for $7,000.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 125 – Office Equipment for $1,000.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 126 – Fire Alarm/Ext. Maint. For $0.
(AD) Second. Carried 4-1 (LK).

(EN) Motion to approve Line 128 – Insurance Property/Liability for $602.
(GL) Second. Carried 5-0.

(EN) Motion to approve Line 129 – Town Clock for $1.00.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 130 – Safety Committee Improvements for $200. (AD) Second. Carried 5-0.

(EN) Motion to approve Line 131 – Tax Deeded Ins. Property/Liability for $250. (AD) Second. Carried 5-0.

Cemeteries, Insurance & Regional Associations – Page 9:

(EN) Motion to approve Line 132 – Repairs & Maintenance for $500.
(LS) Second. Carried 5-0.

(EN) Motion to approve Line 134 – NHMA Dues for $2,586.
(AD) Second. Carried 5-0.

(EN) Motion to approve Line 134 – CNHRPC Dues for $4,296.
(AD) Second. Carried 5-0.

Fire Department – Page 15:

(EN) Motion to approve Line 286 – Copier Lease & Maintenance for $2,406. (GL) Second. Carried 5-0.

Operating Transfers to Capital Reserve Funds – Page 28:

(EN) Motion to approve transferring $193,000 from Fund Balance to Capital Reserve Funds with no tax impact. (GL) Second. Carried 5-0.

Operating transfers to Expendable Trust Funds – Page 29:

(EN) Motion to approve total Expendable Trust Funds for $35,000.
(GL) Second. Carried 5-0.

Conservation & Economic Development – Page 25 – Line 487 – $5,000.

(LK) This is budgeted for $5,000 – what is it there for? (LS) Committee needs something to work with. We wanted to spend it but Board would not approve. (LK) What benefits have resulted? (LS) Look at the businesses that we helped out. We asked for funds but Board would not approve it and now you are asking why we did not spend it.

Break: 8:47 P.M. Resume: 8:51

OTHER:

(PS) In regard to the Budget, Helen Schiff has a close association with CASA and is questioning why we did not recommend it?

Board discussed supporting CASA and ultimately agreed that with the economy scene and the fact that it is non-profit that it something the public would support. If we do for one, we would have to do it for all. It was noted that we do have Welfare and Food Pantry and Board noted that this is not something they feel they can support at this time.

NON-PUBLIC SESSION

(EN) Motion to go into Non-Public Session per RSA 91-A:3 II (a) – Union Negotiations and Employee– 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. (GL) Second. Carried 5-0. Individual members of the Board were polled and all agreed.

Board went into Non-Public Session at 8:55 P.M.

Board returned to Public Session at 9:45 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 (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 agree.

ADJOURNMENT

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

Meeting adjourned at 9:47 P.M.

Approved: November 26, 2013

__________________________ _______________________
Lawrence Konopka, Chairman Date

I hereby certify that these Minutes were recorded by me on November 19, 2013, transcribed and publicly posted on
November 21, 2013.

________________________________________
DELORES A. FRITZ, RECORDING SECRETARY

NO ATTACHMENTS
OLYMPUS: 2.48.06