ࡱ> hjg%` jbjbjNN .|,,fbD08L`,0"[]]]]]]$hhp[[' `GRC%vG0!@p@'@' "  000000000 New Durham Board of Selectmen Minutes of Meeting ~ June 7, 2010 Town Hall Members Present: Theresa Jarvis, David Bickford, Frederic March Others Present: Administrative Consultant Alison Rendinaro, Road Agent Mark Fuller, Fire Chief Peter Varney, Building Inspector/Code Enforcement Officer (BI/CEO) Arthur Capello, Nathan Bailey, Marcia Clark, Mike Davenport, Jon Roy, Cathy Orlowicz, Mary McHale, Billy Perkins 1. Call to Order Chair Terry Jarvis (TJ) called the meeting to order at 7:01 p.m. and led the Pledge of Allegiance. 2. Agenda Review TJ said the Board was to have a non-public session regarding consideration of an employee at 6:30 p.m. this evening, but it was not posted in time. Therefore, it would be called during the meeting. Administrative Consultant Alison Rendinaro (AR) added that Road Agent (RA) Mark Fuller was here to report on the Transfer Station, as well as the Highway Department, as listed on the agenda. 3. Non-public Session Motion Jarvis, second Selectman David Bickford at 7:03 p.m. to enter into non-public session under RSA 91-A:3 II (b), pertaining to the hiring of a person as an employee. A roll call was taken. Jarvis aye, Bickford aye, March aye. The Board met with RA Fuller, AR, and Nathan Bailey. The Board reconvened in public session at 7:15 p.m. and TJ announced that the Board hired Mr. Bailey as a part-time employee at the Transfer Station. 4. Citizens Forum Cathy Allyn announced that the New Durham Public Library will hold an Open House on June 17 at 7:30 p.m., with music by Chris Bonoli and Her Band to celebrate recent renovations to the facility. AR reported her computer has been defunct and apologized for being unable to respond to emails. 5. Appointments The Board met with Barry Cox of the Local Government Center, who produced the 2008 wage and classification study for the Town. TJ explained that there have been changes in the responsibilities of some positions and other positions were not evaluated. She said she generated a list of those positions not evaluated. DB said the Board would like to carry the pay study forward, as it was helpful to get benchmarks. Mr. Cox said the Board could apply the factor evaluation system that is present within the study to new positions and to reevaluation of positions. The system was designed for that reason. He said incumbents could fill out a questionnaire to acquire the necessary information. He said he originally met with evaluated employees and instructed them on filling out the description, so that process could be repeated. TJ said the Board could pull together the employees. DB said a large component would be the fire department, as it is now a call department, which makes members employees. Mr. Cox said it could be done the same way. He said a cost was associated with the evaluations. He said the classification system is created and positions can be plugged into it. He said it would not be fair for the LGC to impose full fees for the other evaluations, as the system is set up. Fire Chief Peter Varney said he has 38 members in his department, and that he could get the number of actual positions and job descriptions to Mr. Cox. TJ asked him to email the information to her and AR. Mr. Cox said Chief Varney could send the information to him directly, and it would be helpful if there were old job descriptions of those positions included. DB asked if a town administrators salary should be included in the new study. He asked if the Board would hire under the same job description. TJ said the Board might want to give that some thought, so it could be premature to include it in the study. DB said the Board created a new job description for a town administrator. TJ pointed out that it was as a consulting position. Mr. Cox said he could regrade the position when the Board revisited the town administrators job description. He said the job description does not drive the salary. He said the town administrators salary has nothing to do with the job description. DB said the Board had to approve the list. Mr. Cox said the Board would do so after he developed a draft and a new service agreement, so the Board could see the cost of doing the evaluations. DB asked how long it would take and Mr. Cox said he would have the information about a month after he received the questionnaires. Mr. Cox explained that he identifies the grade, but does not recommend the step, as that is driven by the actual employee, i.e. how long theyve worked, how good they are at their job, etc. 6. Boards, Commissions, and Department Reports Highway Truck - RA Fuller said the new one-ton pick-up truck is to arrive this week, and the plow will be acquired later. Paving He reported that he obtained the references for the paving company, per the Boards request, from the state of Maine. He said the company came highly recommended, and added that he recommended awarding the bid to that company. TJ indicated she would abstain from the vote, as the company donated services to the Food Pantry and she serves on its Board of Directors. Motion Bickford, second Selectman Fred March to award the contract for paving to Torno and Sons Paving, Inc. Bickford aye, March aye, Jarvis abstain. Motion Bickford, second March to authorize the chairperson to sign the paving contract. 3-0. Workmans Compensation RA Fuller said he had another employee out on workmans compensation. Right-of-Way Work He told the Board that work on the Ridge property, which was the location of a site walk, includes a berm installed along the trees, loaming, seeding, and haying. He advised that the pine trees could present a problem in the future and may need to be limbed or cut. TJ said the Board asked Town Counsel about the right-of-way. RA Fuller said that intersection would be repaved this year. TJ said she heard from a highway department worker that the owner is happy with the work. DB said the Board was seeking an interpretation on the intersection by Goslin Way, and that it needed an answer regarding Meaderboro Road. TJ said the Board has not yet heard back from Town Counsel. Building Inspector/Code Enforcement Officer (BI/CEO) Arthur Capello asked if that was not part of the residents conditional approval. RA Fuller said he would like to get the situation straightened out. Building BI/CEO Capello provided building maintenance reports and a printout of permits, including impact fees. TJ commented that it seemed like a lot of impact fees. BI/CEO Capello said the impact fee is $2.49/square foot. He said the Planning Board has taken his comments on the impact fee under advisement. Building Maintenance Reports - Regarding the building maintenance report, he said many issues at the Police, Highway/Transfer Station, and Fire Station have been resolved, as the report was from a walk-through in 2009. He said most concerns with the police station will be resolved with the planned renovations. He indicated five issues resolved at the Highway/Transfer Station, but said that the sanitary facilities are inadequate, as there are multiple users. Lengthy discussion ensued regarding the fire station. Two issues have been resolved and another, repair of the support wall in the apparatus room, is in process. BI/CEO Capello suggested the contractor who is fixing the wall could take care of a new front door, which is also needed. Chief Varney asked FM to look at the situation in front of the bay doors, which dont shut tight due to a raised floor and frost coming in underneath. Regarding the septic system, RA Fuller said the designer offered to alter the plan, which expired in 2008, for a reasonable price. The Board reviewed the septic plan, and Chief Varney said it was adequate for the addition. Cathy Orlowicz asked why the Town would spend money on a new plan, if it wasnt needed. TJ replied that if the septic system fails, the Town would need a plan immediately. She asked that the cost be determined. She added that priorities on the building maintenance plan could be discussed at the workshop. Building permit case TJ asked about the applicant who chose not to build. BI/CEO Capello said he believed the person was transferring the building permit. He said construction must start within 180 days. Transfer Station Glass - RA Fuller said glass is now deposited on a table, so any problems of flying broken glass should be eliminated. Grant He reported receiving the $4,000 grant from New Hampshire the Beautiful toward the skid steer purchase. He said a public hearing is necessary to accept the funds. He said he also asked for a 4x8 sign for recyclables from that group. E-waste- RA Fuller said the transfer station charges fees for TVs and monitors, but also takes other electronics. He reported $350 in revenue and $1,400 in expenses regarding e-waste since the beginning of the year. He said the disparity is due to not charging for all the other electronics that are accepted. He said he could determine what other communities are charging. He suggested purchasing scales, as the Town charges by volume coming in, but pays by weight going out. Ms. Orlowicz said DES told her that anything used to play or record on must be recycled. She said more things are charged by the pound. She indicated some stores take old computers for free when you purchase a new one. TJ said Staples accepts old toner cartridges. RA Fuller said a 4x4 scale can handle up to 5,000 pounds and costs approximately $1,800. He said the scales would need to be certified yearly, and would not be the kind you can drive on. DB said the Town should get scales, since we pay by weight. TJ said scales could be budgeted for in the 2011 budget, if there is not sufficient money this year. Compactor and Container RA Fuller provided a printout of four bids he received for a used compactor and for a new container, saying the Town would be better off with a new container. He said the plastics container is filling up every week and it costs $215 each time it goes out. He said compacted material would go out about every two months. TJ said, considering the current $11,000 trucking charges, the compactor would pay for itself in two years. RA Fuller recommended going with Atlantic Recycling Equipment, with a bid of $9,467 for the compactor and $7,002 for the container, for a total of $16,469. He said there was $25,000 in the Transfer Station Improvements CRF. TJ noted that the total was over $15,000, so the formal bid process would kick in. RA Fuller said he specifically asked for two prices from each bidder. He said each of the separate quotes is under $15,000. FM said it looked as if the Town was being forced into buying it, but it would cost us if we dont get it. RA Fuller said these companies take back the equipment in trade. TJ said she recognized the cost savings, but wanted to hear back from CMA Engineers regarding the benefits of the Town using single streaming recycling. RA Fuller said a gentleman in the business told him New Durham is not set up for single streaming, since the Town does not have curb collection. He said the implication was that the Town would therefore pay more for single streaming. He said the compactor and container could still be used if the Town went with single streaming. Motion Jarvis, second Bickford to purchase the used three cubic yard compactor, as described in the June 4, 2010 proposal, from Atlantic Recycling Equipment, at a cost of $9,467. FM asked if only the compactor was to be purchased. RA Fuller said any purchase over $15,000 must go through the formal bid process, but if the compactor and container are considered separately, each is under $15,000. 3-0. Motion Jarvis, second Bickford to purchase the new 45 cubic yard roll-off container, as described in the June 4, 2010 proposal, from Atlantic Recycling Equipment, at a cost of $7,002. 3-0. 7. Old Business Shingle Recycling RA Fuller summarized that New Durham pays $80 per ton plus trucking charges of $215 to haul shingles to Waste Management. He said Alton sends theirs to Maine for a charge of $45 per ton, plus trucking, to be hauled to Maine, ground up, and to have the ground material returned to be mixed in gravel. He said New Durham could haul the shingles to Alton, where the yardage will be recorded. New Durham would be billed for half the trucking charges and $45 per ton. He said both communities would save. He explained that there is not storage at the Transfer Station for full loads of shingles to go to Waste Management. TJ said the Alton Board of Selectman agreed to the plan. Motion Jarvis, second Bickford to enter into an agreement with the Town of Alton regarding recycling of clear asphalt shingles and to authorize the chairperson to sign the agreement. 3-0. E-9-1-1 Mapping TJ said when Chief Varney and Emergency Management Director Ken Quigley visited E-9-1-1, it was discovered that the Town had never signed an agreement with them. Chief Varney summarized the benefits of having the mapping completed. He said there was no cost involved and the benefits were immense. DB said the Town was to see if E-9-1-1 was satisfied with the name changes. Motion Jarvis, second Bickford to move forward with participation in the state E-9-1-1 mapping program. DB said the agency indicated it would locate driveways. Chief Varney said they do not do long driveways. TJ said they will collect addresses according to what is visible from the public way. The Board decided that unless he indicated unwillingness, Mr. Quigley would be the liaison to the Bureau of Emergency Communications. 3-0. 8. New Business Fire Station Exhaust System Chief Varney said the electrical work was being done this week. He said tailpipes on two trucks need to be changed for compatibility with the Plymovent, and one needs to be gotten for the forestry truck. He said the tracks have been laid for the exhaust system. DB asked about the door being locked. Chief Varney said the fire departments contract with Frisbee stipulates there are two locks between drugs and people. Regarding the contract for the wall repair, he said he feared contractors were scared away when he relayed that they must be bonded. He said the quotes were reasonable. TJ said the work was under $3,000, so we did not have to go to bid. Chief Varney said he would contact them to tell them the Town does not require a bond. TJ said the wall was weight bearing and asked if a PE needed to develop the work specifications. BI/CEO Capello said that would not be necessary, as it is at the discretion of the building inspector, and it was not a complicated wall. Chief Varney said all the materials are there. TJ said work must go with a performance bond when it is over $25,000. Chief Varney said the wall should be done as soon as possible. BI/CEO Capello suggested before the winter, and said we could get more bids. Chief Varney said having a remote head on the reception desk would solve the ADA access in the dispatch area. He said the floor might need to be raised. Oil Spill He noted the oil spill in the Merrymeeting River. TJ said Clean Harbors was to do the clean-up. Chief Varney said they would have to dig down to the water table, and the footings on the house involved dont go to the water table, therefore making it unsafe to go under the building. He said the building can be condemned due to the oil spill and then removed. He said the owners insurance will cover the cost of the building. BI/CEO Capello said he wanted to coordinate with DES. Road Name TJ said the Board received a request to name a road. Chief Varney said it was in the Pine Grove Development. FETN Contract TJ said the five-year contract with the Fire and Emergency Training Network for the fire department totals an amount ($12,500) that falls under the purchase policy. Chief Varney said the agreement is not binding and can be broken at any time; it simply locks the department into that price. TJ said the total amount dictates that three quotes be obtained. AR said she requested information on FETN from other towns and the feedback was positive, but noted the price was high. Chief Varney said the new program can be accessed from anywhere you can get online. He said key people in the department are on it, and the contract is for 28. Lt. Jon Roy said six people used it for a total of 44 courses, and reported that they enjoyed it. Chief Varney said he did not encourage use of the program because the department had not signed a contract. Deputy Chief Mike Davenport said FETN course work is used as part of the non-work section of 12-hour shifts. TJ asked if exams were taken, if the courses were part of shift coverage. Mr. Davenport said it was possible, if there was time. TJ said $411 per person was high. Mr. Davenport pointed out that that was for eight classes. He said a benefit of the FETN is that it provides theory. He said the department does a lot of hands-on training, but the FETN training provides the explanation. Mr. Roy said the program gives the department access to trainers with relevant knowledge and up-to-date information. Mr. Davenport added that members can train on what they are interested in, so people on the force are trained on different topics. DB said the contract was odd. He said at $55 per person, perhaps the department should have only 12 people able to access FETN. TJ said the language was not clear that its a guaranteed price for four years. Regarding the number of people who have used the program, Chief Varney said he did not push it because the contract was up several months ago. He indicated the price DB spoke of is in effect if 28 people have access. He said the department was going to push to use the program, and it has been written into departmental policy. TJ suggested including the notation that continued participation in the contract was contingent upon Town Meeting vote. Chief Varney said the company knows that. TJ said there was nothing in that regard in the contract. Chief Varney said the contract could be for only one year. TJ said the five-year contract guarantees the student and base rate. She said she would want to see an increase in usage. She asked Chief Varney to secure a yearly contract, and said he would not need to come back before the Board regarding it. DB objected, saying the next meeting was only in two weeks, and that the Board needed to see the numbers. Chief Varney asked if he needed to get approval for all of his yearly contracts. TJ said she could sign-off on anything with an amount between $1,500 and $3,000. She said the contract would be for about $2,500, so she could sign it. Chief Varney asked DB if he wanted to visit the contract for a specific reason. DB said he wanted the contract to be for one year. AR suggested that the fire department apprise the Board of how many members are using the program. TJ said that information could be included in the departments monthly report to the Board. CDLs Chief Varney said four people on the department have CDLs. TJ said the Board should have copies of their licenses. Chair Varney said the Department of Motor Vehicles would have that information. TAs Office TJ said there was no shelving upstairs, and she had an estimate of $600 for three adjustable full-length shelves to be installed in the town administrators office closet and $200 per window to repair three broken windows. DB suggested buying a standing bookcase. TJ indicated there was another quote to remove storm windows, scrape, and paint sills and casings. She said the $200 per window for actual repair would probably be reimbursed by FEMA. BI/CEO Capello said the quote for the shelves seemed high. DB said he could donate boards. TJ said if the Board could come up with more names, we could get quotes. She indicated she would go to a store to determine options. FM asked if TJ provided the contractor with specs for the shelving, because, if not, the Board did not know what the contractor was thinking when he came up with that figure. EMD Office Space TJ said the Emergency Management Director has a tiny desk, and there was a more suitable sized one available that he could use in the conference room, where he was hoping to pick up the wireless to have contact with the fire department. The Board agreed to put the desk in the Selectmens office for Mr. Quigley. Resignation Motion Jarvis, second Bickford to accept the resignation of Lucinda Erwin from the Parks and Recreation Commission, with regret. 3-0. DB said the Board was waiting for the Commission to bring forth a recommendation for Ms. Erwins replacement. TJ said there were openings on the Budget Committee, and that the Strafford County Health and Safety Council would attend the next meeting to discuss the towns representation. Computer Purchase TJ said ARs computer could not be repaired. DB asked why she needed a laptop, as opposed to a desktop. TJ said AR could do the minutes, if need be. The Board discussed the options presented. Motion Jarvis, second Bickford to purchase an HP 620 Notebook as described on the accompanying handout with Microsoft Office 2007 upgrade for $972, plus the costs of conversion and onsite setup to integrate it with the Towns system. 3-0. AR indicated she would check out buying it at a store, rather than ordering online. 9. Schedule Next Meeting TJ said she went back through past minutes and determined there are 125 items to review. She said she would have a list of them ready next week. The Board scheduled a work session for June 14, 2010 at 7:00 p.m. at Town Hall to discuss the video policy and Fire Department Rules and Regulations. The Board scheduled its next business meeting for June 28, 2010 at 7:00 p.m. at Town Hall, as TJ will be unavailable on June 21, 2010. DB said if any business came up, the Board could deal with it at the June 14, 2010 work session. 10. Non-public Session Motion Jarvis, second Selectman David Bickford at 10:50 p.m. to enter into non-public session under RSA 91-A:3 II (e), pertaining to potential litigation. A roll call was taken. Jarvis aye, Bickford aye, March aye. Prior to moving into non-public session, the Board discussed: required physicals for new employees, that the forester bids are due next Friday, that a day must be picked for a two-hour non-public session, and that the alcohol ordinance has been sent to Town Counsel. The Board then met with BI/CEO Capello and AR. The Board returned to public session at 11:35 p.m. 11. Approval of Minutes The following amendments were made to the minutes of May 10, 2010: pg. 4, under Implementation of New Wage Scale, 4th sentence, add and adjacent between comparable and towns.; under Consideration of Land Use Administrator to Planner Position, replace to get carried away, regarding with demand for; under Abandoned graveyards, before the last sentence, add If none come forward, then they are declared abandoned and the Town may use tax dollars to maintain them. Page 5, under Fire Department Issues, add, as a past firefighter to the last sentence in the first paragraph. Motion Jarvis, second Bickford to approve the minutes of May 10, 2010, as amended. 3-0. The following amendments were made to the minutes of May 17, 2010: page 1, under Library Trustees, second sentence to read and he presented the three lower ones. Page 2, 4th full paragraph, fifth sentence, replace goes with has gone. Page 3, under equipment mechanic, second paragraph, first sentence, add large to read any large jobs pending. Page 4, under Return to Board, Commission and Department Reports, second sentence to read, He also indicated a check for $9,000, associated with the grant, would be arriving. Page 5, second full paragraph, second sentence, add to end , but they would have to change their charter. and delete full third sentence; under Building, last sentence, change He to BI/CEO Capello. Page 6, under Change of Counsel and Use of Counsel, second paragraph, first sentence, change to read Planning Board can now go directly to. Page 7, under Board of Ethics Decision, after complaint add That had been under consideration,; under Current Use Letter, third sentence, replace said with disclosed. Motion Jarvis, second Bickford to approve the minutes of May 17, 2010, as amended. 3-0. Motion Jarvis, second March to approve the minutes of the site walk of May 20, 2010, as amended. 3-0. 12. Recess Motion Jarvis, second March to recess the meeting at 11:54 p.m. and reconvene on 7:00 p.m. at Town Hall on June 10, 2010 for the sole purpose of considering non-public issues; the only current item to be discussed is non-public, but critical issues will be handled if they come up. 3-0. 13. Reconvene See Minutes dated June 17, 2010 Respectfully submitted, Cathy L. Allyn A video recording of this meeting is on file with the Office of Town Clerk, is available for public viewing during normal business hours, and will be retained in accordance with the New Hampshire Municipal Records Board rules established under RSA 33-A:4, or for a minimum of 24 months.     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