November 26, 2013 Minutes

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

MEETING MINUTES OF TUESDAY, NOVEMBER 26, 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,
Gerard LeDuc (GL), Albert Douglas (AD), Paul Skowron (PS), Town Administrator, Delores Fritz, Recording Secretary.

MEMBERS ABSENT

Linda Small (LS)

PUBLIC INPUT

None.

AGENDA REVIEW

(AD) 30 Leavitt Road – Info; (LK) HSA Zoning Issue, Library Committee,
36 Loudon Road-Extension Closing Date; (PS) Appointment: Library Architect, Appointment: Police Chief Wharem, Appointment: Fred Okrent – Aqueduct Purchase Committee.

APPOINTMENTS

1. 6:00 P.M. Library Architect – Jerry Tepe, JRT-AIA Architect

Mr. Tepe was present.

(EN) The reason that the Board requested you come tonight was to meet you and present a couple of questions in regard to your proposal. I noted that the number of meetings as part of the proposal would be three, if there are additional is that a problem? Mr. Tepe: He noted that usually a meeting is scheduled prior to the start of the project, one about half-way through and the other at the conclusion. Phone calls and E-Mails are always welcome but meetings might cost additional.
(EN) What is your timeframe for this project? Mr. Tepe: As indicated in the proposal about thirty days from the start of the project and could possibly be started at the end of the year. The scope of the project is not large.

(LK) Would you have any problem consulting with the Library Committee?
Mr. Tepe: It is up to you; you decide whatever you like. (LK) noted that a meeting with the Committee could happen first. Mr. Tepe: The first meeting should be with the Fire Chief and Building Inspector so that we all understand the issues and what their concerns are before we meet with the committee. I had planned on the three meetings.

(AD) requested information about the electrical design and asked if the contractor would be on site to answer any questions and be part of the renovation. Mr. Tepe indicated yes.

(LK) The proposed cost is $9,400 plus an additional $800 if no floor plans are available? Mr. Tepe: Yes. He noted that he had requested floor plans previously and though Building Inspector and Library noted there were some, did not know where they were at the time. He related that if he has to do the measuring himself it could take up to a half a day.

Paul Richardson: I believe there was some at the Library. (LK) We will find them for you. Do you have any questions for the Board? Mr. Tepe did not.

(PS) I think we are all set; we will let you know by E-Mail.

Mr. Tepe left meeting at 6:11 P.M.

NEW BUSINESS
ACTION ITEMS

1. Quote for Interior Ceiling Rehab at Fire Department

Selectmen Nilsson recused himself and was seated in the audience.

(PS) We have received an E-Mail from Nick Abell indicating that he is agreeable with the quote from JJP & Sons. (LK) reiterated the various quotes including
JJP & Son which was for $1,775, DPT – $3,600 and GSA – $2,700. It was noted that JJJP & Son will be doing this at cost to save the taxpayers money.

(AD) Motion to approve JJP & Sons bid for ceiling rehab at Fire Department for $1,775 as quoted to include projects as stated in bid.
(GL) Second. After Discussion: Carried 4-0.

Discussion: (AD) We are assured that all procedures will be followed as would be applicable to any vendor. (EN) Yes.

Selectman Nilsson returned and was seated on the Board. (6:16 P.M.)

2. Consideration of Selecting Library Architect/Engineer Firm

(EN) Motion to approve JRT-AIA Architects as architects for Library renovation project. (GL) Second. (EN) Motion amended to include cost of $9,400 and $800 for floor plans, if necessary. Carried 4-0.

3. Discussion of December 2013 Meeting Schedule

(LK) suggested having Board meetings on December 3rd and 17th. Should we require an additional meeting(s), we can schedule them accordingly.

(EN) Motion to approve Board of Selectmen meetings for December 3rd and December 17, 2013. (GL) Second. Carried 4-0.

4. All Chairman Meeting Invitation

(LK) I discussed with Linda and she is willing to assume this position.

(EN) Motion to approve Selectman Linda Small as Chairman of the All Chairman Meetings. (AD) Second. Carried 4-0.

(GL) What exactly is this? (LK) Meetings will include the Chairs of all Boards to focus on communication. When discussion has been exhausted on how and why we communicate with others, a chart will be created that includes every board/committee that we need to consistently keep in contact with and provide information.

5. Intention of Visions Meetings

(LK) These meetings are to address the goals and visions for the future of all Department Heads. He noted that he had recently viewed the Hampton Safety Complex Building which houses almost all departments in one building and this is a vision that I have that maybe Pittsfield, Barnstead or maybe another community with which we could accomplish for the future. We would like to get the departments on the same page for maybe ten years down the road. The Hampton complex houses two or three departments in one building. Can we keep on the Agenda for next week also? Board agreed.

6. Tax Map Maintenance Contract for 2014

(PS) The Tax Map Maintenance Contract ($1,900) is with a company the Town has used for a multiple of years and we are satisfied with their work.

(AD) Motion to approve Cartographic Associates, Inc. Tax Map Maintenance Contract for 2014 for $1,900. (EN) Second. Carried: 4-0.

(PS) explained that this company is responsible for altering any tax maps due to lot line adjustments, subdivisions, etc. and produce the new property maps.

APPOINTMENTS – Continued

2. 6:15 P.M.: Aqueduct Purchase Committee – Request for Additional Funds

Fred Okrent was present (6:25 P.M.)

(AD) As you will note by my E-Mail, I tried to have other committee members here to explain the situation regarding the Aqueduct Purchase to the Board as to what we are trying to accomplish. We have received one response to RFP and hopefully will be receiving an additional one. (LK) George Sansoucy has been doing this for many years.

Fred Okrent: As you are aware, a couple of years ago $30,000 was budgeted for a committee to explore the purchase of a portion of Pennichuck Aqueduct. The cost is now about $14-15,000 and we are asking for an additional $25,000 to cover subsequent phases. We were envisioning that two additional proposals will be submitted but now only one as there was one with a conflict. I have researched this and according to RSA’s Town can acquire the Aqueduct by eminent domain but would be subject to considerable overview by the PUC. We are requesting the additional funds should they be needed.

(LK) Paul, this would require a Warrant Article with approval by the Board of Selectmen? (PS) Yes. (LK) I think it is a good idea to let the people decide.

(EN) Motion to approve Board of Selectmen producing a Warrant Article for $25,000 to evaluate the costs of purchasing the Pennichuck Aqueduct.
(GL) Second. Carried 4-0.

(GL) We would require an engineer so that we would know what we would be buying. Fred Okrent: All costs are recoverable including Bond issues.

3. 6:30 P.M.: Police Chief Wharem

Board and Chief Wharem discussed whether Board wants to fill the recent vacancy on Police Department and how this should occur. Chief Wharem: We can send a part-time police officer to the full-time academy and I am here tonight to determine if Board is agreeable to that. (LK) We are budgeted for eight full-time officers.

(EN) Motion to authorize filling full-time police officer position with part-time police officer. (AD) Second. Carried 4-0.

Discussion: Chief Wharem: We can advertise the position and see what we get for applications and explained the rest of the hiring process to the Board. Brandon Walker is eligible to go to the full-time academy. Only Jay Darrah and Brandon Walker were interested, though Jay Darrah noted not at this time. No one else is interested. My recommendation would be to promote Brandon from part-time to full-time and send to the Academy in January. After that he would have a three-year contract obligating him to the Town. He fits in well and has a family in the area.

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

Board went into Non-Public Session at 6:45 P.M.

Board returned to Public Session at 7:04 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 (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.

(EN) Motion to authorize promoting Brandon Walker from part-time to full-time police officer at Step I ($19.10). (AD) Second. Carried 4-0.

Update on Police Department

Police Chief Wharem related that everything is going well at the Police Department. The new car is in and under installation as Command Car. We will then have two cars that can be utilized as Command Cars. He related that in the future he will be recommending the purchase of similar type vehicles rather than the Dodge because of performance.

(LK) It is good to hear that everything is going well.
NEW BUSINESS – ACTION ITEMS Continued

7. Equalization Assessment Data Certificate for 2013

(PS) You all have a copy of the Pittsfield Equalization Sales Report for 2013.

(LK) noted that he would recuse himself if Board desired since his name is on this list. Board and Town Administrator agreed this would not be necessary.

(PS) The Board is the assessor by State Law. The sales ratio is 122% which means the average assessments are off but should be fixed by 2015.

(EN) Motion to approve Pittsfield Assessment Ratio Analysis for 2013 as presented. (AD) Second. Carried 3-0. (LK) Abstain.

8. Property Liability Trust Renewal through June 30, 2016

(PS) Generally, the Property Liability is run on a calendar year which is being switched to from July 1st to June 30th. It is limited to a 5% increase on the cost of insurance.

(LK) Motion to approve Property Liability Trust Renewal through June 30, 2016. (EN) Second. (LK) Amend Motion to include authorizing Chair to sign document. (EN) Amend Second. Carried 4-0.

Discussion: (PS) related to Board an explanation of how the property liability trust works.

9. Transfer from the General Fund to the Ambulance Fund
in the Amount of $263.33

(EN) Motion to approve transfer of $263.33 from the General Fund to the Ambulance Fund. (AD) Second. Carried 4-0.

10. Discussion of Direct Deposit Pay Date

(PS) explained the E-Mail from Cara pertaining to the employees not being credited with payroll deposit by TD Bank on Fridays. Employees utilizing TD Bank are not involved but those using other banks are not credited until Friday. Cara inquired whether Board wanted to keep pay day on Thursday which would involve Board allowing her to process payroll before approved and signed on Tuesday. Board discussed several ways this could be accomplished differently. (LK) What day is posted as the pay day? If there is nothing in writing, I would suggest contacting LGC to find out about that. (PS) to check with Cara and LGC, if necessary.

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

(PS) We need to postpone this until we receive additional information from Chief Wharem.

12. HSA/Zoning Issues

(LK) I have a memo from the HSA Inspector regarding 85 Loudon Road.
(GL) Property owner resides in Florida but has a caretaker residing at Loudon Road plus there are two additional apartments in building. HSA has this listed as a two apartment building when it should actually be three. (PS) to work with BI to see if they can work this out. (LK) We can let the Building Inspector decide.

13. Library Improvement Oversight Committee

(LK) We have three citizen volunteers for this and I think we should appoint all three of them.

(GL) Motion to approve Daniel Schroth to the Library Improvement Oversight Committee. (EN) Second. Carried 4-0.

(GL) Motion to approve Harry Vogt to the Library Improvement Oversight Committee. (AD) Second. Carried 4-0.

(GL) Motion to approve William Provencal to the Library Improvement Oversight Committee. (LK) Second. Carried 3-1 (EN).

(LK) Paul, will you send them all a letter to advise them they have been appointed to this committee. (PS) to do.

(GL) Motion to approve Dana Sansom and Beverly Pietlicki to the Library Improvement Oversight Committee. (AD) Second. Carried 4-0.

(GL) Motion to approve Eric Nilsson as Selectmen representative to the Library Improvement Oversight Committee. (AD) Second. Carried 4-0.

14. 36 Loudon Road Extension of Closing Date

(PS) The paralegals at Upton & Hatfield have inquired about extending the purchase/sales date for 36 Loudon Road to allow new owner to complete his background work.

(LK) Motion to approve extending 36 Loudon Road closing date to
December 31, 2013. (GL) Second. Carried 4-0.

15. 2012 Wage, Salary and Benefits Survey for Municipalities

(PS) Chairman Konopka has asked about a salary survey which is a publication by the LGC which can be purchased for about $100. Next publication will be out around May or June of 2014. This used to be a free publication but is no longer available for free or on-line. (LK) This is worth it and would be nice to have before Union negotiations.

(AD) Motion to approve purchase of 2012 Wage, Salary and Benefits Survey for Municipalities through LGC for $100. (GL) Second. Carried 4-0.

INFORMATION ITEMS

1. 30 Leavitt Road

(AD) I have a copy of the fourth letter received from Sybil Bond regarding
30 Leavitt Road and about which she seems concerned. It is very difficult to determine what is going on there dependent upon what you can see from the road. Owner contends that they do maintenance, oil changes and the like. This was referred to the Police Chief; he responded and noted that it is not a police matter. When the Building Inspector appears at property, the individual shows proof that the vehicles are registered to him.

(EN) I believe the Police Chief is looking into how many vehicles can be kept on the property. (AD) There is no apparent evidence of wrong doing. It sounds like there might be a legal way to get there. (LK) suggested meeting with the Police Chief and Building Inspector to get a better idea about the property. If necessary, legal counsel can be contacted. (AD) will discuss with Police Chief and Building Inspector.

OLD BUSINESS

None.

APPLICATIONS and WARRANTS

None.

CHECKS and MANIFESTS

(EN) Motion to approve Payroll and Direct Deposit.
(GL) Second. Carried 4-0.

(EN) Motion to approve Accounts Payable and Checks Register.
(GL) Second. Carried 4-0.

MINUTES

1. Public Session Minutes of November 19, 2013

(EN) Motion to approve Public Session Minutes of November 19, 2013.
(GL) Second. Carried 4-0.

2. Non-Public Session Minutes of November 19, 2013

(EN) Motion to approve Non-Public Session Minutes of November 19, 2013. (GL) Second. Carried 4-0.

NON-PUBLIC SESSION

See Page 5.

PUBLIC INPUT

Paul Richardson: Any questions I had about the Pittsfield Aqueduct were answered by Fred Okrent. I would not like to see Pittsfield buy Barnstead.
(GL) If we did buy Barnstead, the PUC would be looking over our shoulder.

Close Public Input

OTHER

(GL) Firefighters Association invite to the Annual Holiday Dinner. Anyone that would like to go would need to RSVP.

ADJOURNMENT

(EN) Motion to adjourn. (GL) Second. Carried 4-0.

Meeting adjourned at 7:53 P.M.

Approved: December 3, 2013

____________________________ ____________________
Lawrence Konopka, Chairman Date

I hereby certify that these Minutes were recorded by me on November 26, 2013, transcribed and publicly posted on
November 27, 2013.

____________________________________________
Delores A. Fritz, Recording Secretary

No Attachments
Olympus: 1.31.07