July 12, 2010
Work Session
Present were: Mayor Grenier, Councilors, Remillard, McCue, Evans, Cayer, and Poulin; absent were Councilors Danderson, Rozek and Landry
Others present: Patrick MacQueen, Betty Domino, and media
Mayor Grenier called the meeting to order at 6:35 pm.
Mr. MacQueen explained that there is a merchant who wants to sell hard cider at the farmers market. The liquor commission asks that he have a letter from the governing body allowing it.
Councilor Poulin moved to put this item on the agenda; Councilor Remillard seconded and the motion carried.
Councilor Evans entered the meeting at 6:38 pm
Discussion of a Full Time Finance Position
Mayor Grenier indicated that there were three employees holding down employ in the City and collecting retirement: Chief Morency, Marion Huntley and Blandine Shallow. The Council has control of the finance director position and he advocated having the City Comptroller as full time position.
Mayor Grenier spoke of the required engagement of a CPA to review the city’s books and the decentralization of the comptroller’s position as basis for needing to have a full time comptroller that answers directly to the city manager. He asked for a job description of the current comptroller and the two previous comptrollers for comparison. He asked if the City is setting good public policy by allowing these retirees to continue to work their jobs part time. Mayor Grenier clarified that this is not a condemnation of the work or work ethic of the current comptroller. He added that working part time gives the impression of work that can be “stop gap.” He also asked for a total top to bottom explanation of how the finance department works to include the comptroller, clerks and their
duties. Mayor Grenier proposed advertising for the position to see what qualified candidates come forward.
Councilor Poulin commented that he is of the same opinion saying that the position should not be impossible to fill and we may have good luck in this economy. He added that he respects what the comptroller has done; however he would be in support of moving on.
Councilor Remillard voiced that she agrees as well. She did not agree with the limited hours on the current position and commented that in her mind, it is “double dipping,” though the City Manager confirmed with the NHRS that the process was legal. She anticipated new ideas and a new set of eyes.
Councilor McCue clarified that he supported allowing the positions because of an insurance benefit through the NHRS that would have expired if these employees did not take retirement when they did. He added that he did not want retirement and retaining one’s position to become a precedent. He noted that before advertising the position, more work should be done on the job description. He affirmed that when the outside accountant was hired, part of the problem there was that there was not a full staff working the office at the time. He added that he likes the idea of the flow chart of the department and he would like to learn more about it.
Mr. MacQueen established that if the Council voted to go full time with the position, he would follow through. The Finance Director reports to the City Manager and not City Council. He said that he would provide job descriptions and flow chart; however it is not the City Council who makes the flow chart, the position reports to the City Manager. He went on to say that the current agreement with Ms. Shallow provided four months of notice but he would like to give six months to hire someone new and have some overlap. Such an employee will be more expensive and the Council will have to come up with the money in the budget.
He added that Ms. Shallow has been with the City for 8 years. The employees in the Finance Department have significant vacation and that won’t change. She is the central finance director in charge of everyone else in the office. He noted that the City has had very good audits for the last 8 years. The finance director will not know what is going on in school department, no matter who it is.
Mayor Grenier questioned who authorized the City Manager to sign a contract with Ms. Shallow. He was of the opinion that only the City Council can sign an employment contract. Mr. MacQueen indicated that the City Manager hires and fires by city charter. Councilor McCue clarified that the City Council reviewed Ms. Shallow’s contract terms and they were in agreement.
Councilor Evans expressed disappointment in the direction of the Council and he would advocate using more part time employees as a cost cutting measure.
Councilor Cayer remembered rehiring the retirees to save money. Mr. MacQueen explained that Ms. Shallow had experience with city finances and it was a less expensive alternative to immediate hiring.
Mayor Grenier contemplated that it would cost an additional $28,000 more per year to have a full time comptroller. Councilor Evans commented that it is the State’s problem to fix the retirement system and if we have the opportunity to save money and not pay benefits and retirement, we should do it. The only disadvantage would be to have qualified people to fill the positions.
Councilor McCue acknowledged Councilor Evans’ comments and noted that the NH Retirement System’s problems are not the fault of cities and towns. He rationalized that trying to run the City with part time employees is like trying to run a $30 million company and not paying employees retirement and insurance. He said, it is a laudable goal but we need to have quality employees and need to pay them enough to live and survive.
Councilor Remillard moved to go forward with a full time position for the finance director/comptroller of the city; Councilor Poulin seconded and the motion carried with Councilor Evans opposing. Mr. MacQueen noted that he would bring the information on the job description.
Farmer’s Market
Mr. MacQueen explained that the City received a request from a merchant from Whitefield who wants to sell hard cider at the Farmer’s Market in Berlin. The Liquor Commissioner asked for a letter from the governing body stating that there are no issues. Provided the Council approves, he would send a letter. Councilor McCue suggested checking with WREN to be sure that they are aware and approve and then the Council could follow through with a letter.
Councilor Poulin moved to send a letter to the Liquor Commissioner pending the approval of WREN; Councilor Remillard seconded and the motion carried with all in favor.
Councilor Poulin moved to adjourn; Councilor Evans seconded and the motion carried. The meeting ended at 7:10 p.m.
Respectfully Submitted,
Susan Tremblay
Administrative Assistant
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