аЯрЁБс>ўџ QSўџџџPџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџьЅС%` №ПSIbjbjNрNр .V,Š,ŠADџџџџџџЄ```````txxx8АФt5Œьь"ДЖЖЖЖЖЖ$Сh)pк`к``яnnnp``ДnДnnp``€р 0;“ УлЪx~pt 05z™юp™€™`€ nкк^5ttt xtttxttt``````џџџџ  New Durham Board of Selectmen Minutes of Work Session ~ March 22, 2010 Town Hall Members Present: Theresa Jarvis, David Bickford (arrived at 6:45 p.m.), Carleton Woods Others Present: Interim Town Administrator Jeanie Forrester, Don Jutton, Fred March, Alison Rendinaro, Ryan Noonan 1. Call to Order – Chair Terry Jarvis called the meeting to order at 6:33 p.m. and led the Pledge of Allegiance. 2. Non-public Session Motion by Chair Jarvis at 6:35 p.m. to enter into non-public session under RSA 91-A:3 II (a) and (c); second by Selectman Carleton Woods. A roll call was taken. Jarvis – aye, Woods – aye. The Board met with Interim Town Administrator Jeanie Forrester and Joe Bloskey. 3. Return to Public Session The Board returned to public session at 7:05 p.m. 4. Appointment The Board met with Don Jutton of MRI to discuss moving forward on the town administrator assessment and discuss options for a town administrator. Mr. Jutton indicated the Town would not need to spend money on an assessment, since New Durham is a member of the Local Government Center and that entity pays for internal control assessments. He said the Town could ask similar questions for that assessment that it could ask for a town administrator assessment. He said TA Forrester has done some assessing while here and has provided that information. TA Forrester said MRI supplied questions for her to look at. She said a strength was that the Town Hall staff is engaged, cooperative, and works well together. She said there are some individual personnel issues and workload issues. She said the workload could be evened out more. Regarding primary goals and objectives, she noted the Board has created a pending list, reviewed weekly, to ensure keeping track of things. She said the Board wants to work on updating personnel policies and codifying policies. She cited the alternative approaches to town administration are restricted by the available funds, as the Town reduced the salary line to save money. TA Forrester said some research is to be done regarding administrative alternatives, such as part-time contract or employee, or full-time contract or employee. She said the Board wanted a job description for town administrator. Mr. Jutton said the Board could decide how to shift the job into more of an administrative capacity. He suggested extending the MRI contract, have MRI find an entry-level person without background, but who could handle administrative details. He said town administrators are trained in management and they often delegate. He said it feels as if some of the workload here was delegated down. He said the Town could get an administrative aide and get the same amount of work done. He said MRI had people the Town could keep on, or the Town could bring in a full-time junior level person with an MRI project leader as managerial back-up. He said this is a small town for a full-time TA. Chair Jarvis said New Durham has had a full-time TA since 1986. She said hiring an entry level person with a contract of about nine months might be a perfect fit for the Town. She asked if there would be penalties if the Town did not want to finish out the contract. Mr. Jutton said a provision against hiring someone away is in MRI contracts, but in this instance, MRI would bring someone on board for New Durham. He said the Town would have no benefit issues, and the contract would stipulate that the Town could hire that person at the end of the agreed upon time, if so desired. He said MRI could not guarantee that the person in question would stay with the Town. He said MRI develops different scenarios to meet specific needs of communities. He said he foresaw a 12–18 month contract, since there are few management issues in town and there are no bonds or crises. He said MRI could put Town policies and procedures in place, and shift some duties off Town Hall staff and back to an entry-level person. He said, even contracted like that, it would cost the Town less than an experienced TA. Chair Jarvis said she was interested in covering the Welfare department. She said she’d noticed TAs double or triple in duties in some towns. She said New Durham was looking for someone who could be 100 per cent Welfare, Webmaster, and represent the Town on various outside boards and committees. Mr. Jutton said it would be rare that one person could be all things. He said a TA covering Welfare was typical, and that training and a manual were available. Chair Jarvis said TAs wear all different hats. Mr. Jutton said some TAs have specific skills. He said MRI would look for someone with understanding, but not experience, to be less expensive. Selectman David Bickford said the Board needed a job description of a TA. He asked how to attain that. Mr. Jutton said job content is a loose issue. He said MRI would prepare a job description, and statutes define what New Durham needs. He said the workload could be parsed out and the entry-level person would grow into the job. He explained there would be a learning curve. He said it was important that all things that need to be done are in a queue to get done. Selectman Woods said the Town needed to come up with a job description for TA. He said the Town used to have an administrative assistant under the direction of the Board, who assisted department heads. He said the title changed due to political reasons. He said the person had only the authority the Board gave him and the job got bigger. He said TA Forrester could give the Board an idea of what each department needs. Mr. Jutton said all towns do the same things and that the Town needed a basic set of rules. He said the Town would get more bang for its buck with the younger end of the pool. He said that person would probably be here a few years and then move on. He said a small town does not need management expertise, as there is no water or sewer system, or unions. Chair Jarvis introduced incoming selectman Fred March. Mr. March said he hired Bill Herman as town administrator. He said he served for six years and the system worked fine. He said he was not up to speed on Town matters, but he suggested the Board draw up what it is asking for as a job description. He said he’d seen things in the past that the Town did not need. He said we needed to get back to basics. Mr. Jutton said MRI could put together a job description as part of the proposal with a short termination period. Chair Jarvis said TA Forrester collected TA job descriptions from LGC and other communities. She said she was going to cut and paste them, adding that her first draft might be overly ambitious. She said a job description that the Board agrees meets the needs of New Durham was necessary. Selectman Woods said the description will change naturally and the TA can inform the Town of the changes. Chair Jarvis said the Town needs to discover why we’re doing the things the way we do. Selectman Bickford asked about the timeline, pointing out that TA Forrester is due to leave March 29, 2010. Mr. Jutton said he could have someone here and TA Forrester can stay through April 2, 2010. Chair Jarvis said the financial assessment needed to be started, also. Mr. Jutton agreed, saying the Town has no major issues and that it is in good shape. He said there was no need to hurry, and an MRI person could be here for day-to-day issues. Chair Jarvis said we have a limited amount of money. Selectman Bickford said someone was needed to replace TA Forrester. Mr. Jutton said the MRI proposal could be ready for the Board’s March 29, 2010 meeting. Selectman Bickford said the Board could negotiate then. TA Forrester suggested the proposal arrive by Friday, so the Board could review it prior to the meeting on Monday. Mr. Jutton assured the Board that MRI could adjust contracts. Selectman Bickford asked why the Board should go through MRI, rather than advertise for an employee on its own. Mr. Jutton said money was an issue, as it would take the Board between 90-120 days to find someone. He said MRI knows the market, and what the Board budgeted for the position is not enough to attract a trained, experienced TA. He said housing was another factor that would cause difficulty for the Board to hire on its own, unless there was someone within commuting distance. He said there are many people out there who want a job, but they are reluctant to sell their homes, or cannot sell their homes elsewhere, to move here; and housing is a major problem. Chair Jarvis quoted the salary range for TAs from the LGC Pay Study. Mr. Jutton said the Board would have to do more digging regarding that range, as with further analysis of those amounts he said the Board will find that they are titles only, generally for someone acting basically as a secretary. Selectman Woods likened the advantage of using MRI to a temp agency, where employers and employees can determine if they like each other without any long-term commitment and with legal backing. Mr. Jutton said if the Board hired MRI to do it, they will put the person there, but with the understanding that the person is not seasoned and experienced. He said MRI fixes any mistakes made by their people. He said MRI’s specialty is small towns. Chair Jarvis said the Town would save on disability, etc. costs if it went with MRI. She presented some figures. Selectman Woods said the Board needs to hear a figure before it talks money with Mr. Jutton. Mr. Jutton introduced Alison Rendinaro, saying she was MRI’s most entry-level person and who would give New Durham the most bang for the buck. He said MRI also has other people who are less entry level. He said Ms. Rendinaro was finishing her MA at UNH, and has served as an intern in Dover. He said she was interested enough in the position to attend tonight’s meeting and she has done some research on the town. He said we need to nail down what needs doing. Selectman Bickford said the Town may have a bond coming up. Mr. Jutton said MRI has another candidate, but Ms. Rendinaro is capable of handling this job. Chair Jarvis said the Board could get MRI’s proposal, and identify what TA Forrester has been doing, as a job description was needed for what the Board feels the Town will be doing the next 12-18 months. Mr. Jutton said he could put Ms. Rendinaro here until all the other matters are resolved, so more time could be taken on them. Chair Jarvis said she would like specific steps laid out in front of her. Mr. Jutton said by the end of April, MRI should have a firm idea of what New Durham needs, rather than rushing and getting things done for a proposal presented next Friday. He said the financial assessment could be done in four weeks. He said putting Ms. Rendinaro in keeps all of the Board’s options open and the Town is covered. Mr. March said he did not see why things could not be wrapped up by the end of April. Mr. Jutton said Ms. Rendinaro could meet with TA Forrester and he would start the organizational assessment, get a job description, and job content. Chair Jarvis said Ms. Rendinaro was still in school, but that MRI was available to her. Mr. Jutton said when the Town needs someone here, someone will be here, as well as be available by phone. He said MRI will provide administrative support services. He said he could attend either the March 29, 2010 meeting or the one on April 5, 2010. He said he would have more information by April 5, 2010. He said he would send the Board something to review on Friday. Selectmen Bickford said this was a good approach to go forward. Chair Jarvis said the target date was May 1, 2010. Mr. Jutton said he would have TA Forrester gather operational assessment information. 5. Any Other Business Copier – Chair Jarvis summarized that the upstairs copier has been dead for a while and is too costly to fix. She said the downstairs copier is ill, perhaps because Town Hall is using it more than it was designed for, and its lease is up in May. Because of this, Financial Assistant Vickie Blackden and TA Forrester met with some vendors and presented options to the department heads at a meeting. TA Forrester said they received bids from five or six companies, for reconditioned and new machines. She said all the options considered are networked, i.e. hooked to computers. She said it was therefore less expensive per page and department heads retain the capability of using their own printers, but large jobs could be done through the copier at Town Hall. She said all the copiers under consideration have the same capabilities as now, plus some other features. All department heads recommended the Sharp 363, which is a step or two above the current copier. It comes with a 48-month lease and a service contract on about 80,000 pages per year for each of the four years. She said the Town would not be charged overages. She said Ms. Blackden confirmed the available funds. There are two Sharp 363s – a reconditioned one with a 36-month lease for $1,125 per year and a new one with a 48-month lease for $1,500 per year. Chair Jarvis said they received more than three bids, adhering to policy, due to the cumulative amount of money. She said the police and highway departments could print big jobs on this copier. TA Forrester said it has to be hardwired. She said the contract also includes unlimited onsite training, phone support, replacement parts and labor, as well as allowing for a trial run. Selectman Bickford asked about ink replacement. TA Forrester said the contract stipulates providing toner and rollers. She said the staff like it. She added that it staples. Chair Jarvis said the staff liked the additional features. Motion by Selectman Woods to go with the Sharp 363 copier machine with additional capabilities and a 48-month lease; second by Chair Jarvis. Chair Jarvis said the current machine does not meet the staff’s needs and the lease is up in May. Selectman Bickford asked about rapidity of service. TA Forrester said the company is out of Bedford, but has people all over. Chair Jarvis said the current company is out of Manchester and usually takes about 24 hours to respond to a service call. Selectman Bickford asked if the Town Hall staff wants this. Chair Jarvis said Land Use Administrator David Allen, Town Clerk Carole Ingham, Ms. Blackden, Police Administrative Assistant Katie Woods, Equipment Mechanic David Valladares, and the highway department attended the department head meeting. Selectman Bickford asked if the recommendation was unanimous. Chair Jarvis said it pretty much was. Selectman Bickford clarified that the $1,500 was yearly and asked how that compared to the current contract. TA Forrester said we now pay $195 a quarter for maintenance and $115 per month for the unit. Selectman Bickford noted that was more than the new one. Chair Jarvis said the account used to pay for this covers the Town Report and Direct Link printing. She said the cost for the Town Report was more than budgeted for, so we’ll have to watch this account. Selectman Woods pointed out that spending less for this copier than the other could not help but win. The motion carried unanimously. 2010 Appointments – Chair Jarvis said TA Forrester sent emails to those people up for reappointment. TA Forrester said the answers are back. She noted that Dwight Jones is not interested in being reappointed Emergency Management Director. Chair Jarvis said Wendi Fenderson would not be serving on the Parks and Recreation Commission again. Selectman Bickford said Mike Gelinas was interested in serving on the Ethics Committee. TA Forrester said he came in to Town Hall today. She said the Memorial Committee has been dissolved. She said she would provide a list for Monday’s meeting. The Board discussed that Mr. Jones would then no longer be the Town’s representative on the Strafford County Health and Safety Council. Recount Results – Chair Jarvis said the recount for selectman for one year was held last Friday, with Moderator Jim Fenske in charge. She said there was one ballot change, as the machine had rejected a ballot with a vote for Peter Rhoades. She said Mr. Fenske indicated Mr. March was the winner and he could be sworn in five days after the recount. 6. Adjournment Motion by Selectman Woods to adjourn at 8:20 p.m.; second by Selectman Bickford. The motion carried unanimously.    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.         APPROVED BOS minutes 3/22/10 PAGE  PAGE 1 S! 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