Chichester Board of Selectmen
Minutes of Meeting
Tuesday, October 29, 2013
Members Present: Chairman Jeffrey Jordan, Richard DeBold, Michael Paveglio Town Administrator Jodi Pinard
Others present: Donna Chagnon, Lucille Noel, Philip Hitchcock, Tom Houlne, David Colbert, Ross Bennett
Appointments:
101 Ferrin Road
David Colbert came before the board to discuss this property as his niece currently has a verbal agreement to purchase it. His father in law’s property abuts this land and he is willing to sell some of his land to his niece to make this property meet all of the requirements to make it a legal residential lot. This will take a little time as they will have to go before the Planning Board for approval of this change. They are hopeful that this will be approved by the first of the year. David felt it was important to come before the board and explain what was happening as the house was supposed to be move off of the property.
The consensus of the selectmen was they have no problem with this as it is being addressed to make this a legal lot. If for some reason this deal is not completed Brian Kelly will need to remove the house from the property immediately as it is already past a deadline.
Other Business:
Review of the Assessing Services Bids
Mrs. Pinard stated that the town had received 6 bids for the assessing services and the selectmen had been forwarded the bids prior to the meeting to review.
Granite Hill Municipal Services |
1st year |
$7,064 |
|
2nd year |
$7,411 |
Avitar Associates of NE |
per year |
$8,000 |
Cross Country Appraisal Group |
per year |
$8,900 |
KRT Apprasial |
per year |
$10,000 |
CNHA Services |
per year |
$10,000 (not to exceed) |
Brett S. Purvis & Associates, Inc. |
per year |
$10,200 |
Mr. DeBold stated he felt the current assessor does a good job and should be considered for the contract.
Mr. Paveglio asked if we were in a hurry to make this decision as he would like some time to think about it and do some research.
Mr. Jordan asked what the recommendation from the town administrator was.
Mrs. Pinard stated that she would like to reduce the 6 bids down to 3 so that references can be checked and if the selectmen would like to speak with any of the companies appointments for those could be made. Mrs. Pinard recommended Granite Hill Municipal Services, Avitar, and CNHA Services.
The consensus of the selectmen was to move forward with the three firms recommended by the town administrator and to begin checking references. This will be brought back to the board next Wednesday.
MainStay Technologies Contract Renewal
Mrs. Pinard presented two options for the renewal of the contract.
Option 1 – A flat rate contract to include unlimited hours for services calls and access to 24/7 help desk at a rate of $975 per month for a total cost of $11,700
Option 2 – A block of 75 hours for the entire year and once the hours are used the town will then have to pay $125 per hour for any services calls made. This is $866 per month for a total cost of $10,392.
Mrs. Pinard recommended the flat rate as the town has already utilized all of the 75 hours in the current contract and are now paying for any service calls. The flat rate was an additional $1,800 over the current contract.
Mr. Paveglio inquired as to what issues have been addressed utilizing the contracted 75 hours. He will also speak with the fire department to see what the feeling is at that location since they have been having issues.
Consensus of the board was to discuss this next week after further consideration.
Food Pantry Donation
A motion was made by Mr. Jordan and seconded by Mr. Paveglio pursuant to RSA 31:95-n, the Board of Selectmen shall accept and authorize the expenditure of unanticipated funds in the amount of $300.00 received from St. Stephens Episcopal Church to support the Food Pantry. It shall be the responsibility of the Town of Chichester to maintain an accurate record of all funds, detailing their expenditure, and that such records shall be made available upon request. Motion Passes
Purchasing Policy Review
Mrs. Pinard presented a revised Purchasing Policy for the board to review and make changes. A few changes made to the policy were adding Local Advantage ensuring that local suppliers would be considered first when getting prices, as well as a Pre-Qualified Bidders list.
Mr. Paveglio asked what the intent was of #5. It should be reworded to state that the board is the only authority to authorize a purchase without the bid requirements.
Consensus of the board was for the town administrator to reword #5 to reflect the board is only authority to authorize a purchase without the bid requirements. Then bring back to the board for review.
Fund Balance Policy Review
Mrs. Pinard presented the Fund Balance Policy. This is a policy that is be reviewed annually.
Mr. DeBold asked for one change in #8. Change the word “will” to “should”.
Mr. Paveglio asked for a change in #8 as well. Change the word “following” to “considering”.
Consensus of the board was to make these changes and bring back for approval at the next meeting.
Investment Policy Review
Mrs. Pinard stated this another policy that needs to be reviewed annually. The only change to the policy was adoption date.
The policy will be brought back to the board at their next meeting for approval.
Tax Rate Setting
Mrs. Pinard handed out the DRA worksheet with options as to different scenarios for use of fund balance.
Mr. Paveglio stated that he had run many scenarios and he felt the best way to explain the impact would be to utilize the average home that was assessed at $250,000 last year is most likely $220,000 this year. If the board chooses not to use any fund balance to offset the tax rate that home would see an increase of roughly $630 per year.
Mr. DeBold stated he felt it was important that it be noted that the town budget increased by 14.5% and the school budget also increased by 15.5%. These contributing factors along with the county and state increasing are some of the reasons for the tax rate. Some of these items the town has no control over. All of these factors coupled with the revaluation which the town lost value in both the residential and commercial communities all contributed to the new tax rate.
The board reviewed all of the options on the DRA worksheets. Discussion was had as to what percentage was to remain in fund balance as the state recommends all towns and cities retain at least 5%.
A motion was made by Mr. Paveglio and seconded by Mr. Jordan to retain 4% in fund balance and utilize any excess to offset the new tax rate. Motion Passes
The unofficial tax rate pending DRA approval is $25.32
32 Lane Road
Mr. Marsh requested the board of selectmen waive the penalties on the outstanding tax bill for this property.
Consensus of the board was not to waive those fee as these was no hardship proven.
Public Input
Ann Davis sent an email out notifying everyone that Lucille Noel had been chosen as a recipient of the 2013 65 and over Spirit of NH Award. This is in recognition of all of the work she has done for the town. The ceremony will be held on November 14, 2013 at 6:45pm. This will be held at the Capital Center in Concord. Doors open at 5:00pm.
Tom Houlne informed the board that the sign ordinance is being reviewed by the planning board for the first time since 1988. The only change that had occurred was the use of the electronic signs since that time.
Being no further discussion, a motion was made by Mr. Paveglio and seconded by Mr. DeBold to adjourn the meeting at 9:00pm. Motion passes.
Respectfully submitted,
Not Approved until signed
Jodi Pinard, Town Administrator
_____________________________________________________________________________________
Jeffrey Jordan Richard DeBold D. Michael Paveglio
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