SELECTMEN MEETING MINUTES
December 4, 2007
Call to Order
Chairman Ulcickas called the meeting to order at 6pm. In attendance were Chairman John P. Ulcickas, Selectman Trisha J. McCarthy, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. Minutes were transcribed and typed by Office Manager Mary Winglass.
Selectman Robert Donovan, Jr. was not present due to illness.
Introduction of Guests
Old Business
A. Review of Cemetery Maintenance bids
Present were Cemetery Trustees Andrew Morse and William Landry
The Board reviewed Plan A and Plan B options for maintaining the town’s cemeteries with Cemetery Trustees Andy Morse and Bill Landry.
Plan A is to outsource the spring, summer and fall maintenance of the four town owned cemeteries in town. Cemetery Trustee Bill Landry spoke to the companies that bid on the work to clarify some items in question and prepared a final bid comparison.
Plan B is to use the town’s equipment and labor to maintain the cemeteries. Cemetery Trustee Andy Morse discussed that the equipment purchase necessary for the work to be completed by the town totals $19,800 in the first year with no equipment purchase scheduled for 2009; personnel expense to complete the spring, summer and fall maintenance will run at approximately $6,838 and the other expenses such as gas and oil, maintenance repairs and supplies totals approximately $8,700 for a total budget in 2008 of $35,338.00. Estimated cost for 2009 is $15,538.00.
The Board discussed that the cemetery maintenance should be outsourced for the Trustees do not have anyone who can handle 28 hours every two weeks to maintain the cemeteries. It is better to hire a professional to do the work. It was agreed by all to change the budget to drop the salary line item to $500 and to add a new line item for property maintenance. The Board tabled making a final determination until they receive a final recommendation to include justification from the Cemetery Trustees and a final 2008 budget.
Selectman McCarthy discussed the need to look at land for expansion for new cemetery plots.
B. Review of 2008 proposed Transfer Station budget
1. Winter and Rain Clothing
2. Entrance Way Shelter and lighting
3. Discussion of site walk conducted by NHDES
Present was Transfer Station Manager Andrew Morse
The Board reviewed the 2008 proposed Transfer Station budget. Many changes were discussed and the Board asked for Transfer Station Manager Andrew Morse to work on the budget to get it down to $399,000.00 and the Board will revisit this budget on December 18th.
The Board discussed the 2007 budget and the work being done to the entrance way of the Transfer Station by Gibbs Construction for a total of $5,000.00. Frank Gibbs of Gibbs Construction was present and was asked if he plans on completing this work by the end of the year; otherwise we will need to encumber the funds. Gibbs responded that he will complete the work by the end of next week.
The Board discussed with Gibbs the remaining work to be completed on the roadway into the back of the Transfer Station. Gibbs stated that he would prepare a proposal for the Board’s consideration for the December 18th meeting. The Board asked Gibbs to give the proposal to the Bookkeeper by December 13, 2007 for it to be considered for encumbrance.
Chairman Ulcickas stated that he received a quote from C.K.S. Building & Remodeling, LLC from Sandown, NH to provide materials and labor for work to build an 8x8 portable shed. The Selectmen discussed the need to move forward with this purchase as soon as possible in order to provide shelter for the employee manning the entrance way into the Transfer Station.
Chairman Ulcickas motioned to accept the proposal from C.K.S. Building & Remodeling, LLC for an 8x8 portable shed for a total $2,695.00 to be paid out of the facilities repairs line item. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas discussed that C.K.S. Building & Remodeling, LLC sent in a quote to build a set of stairs to the trailer at the Transfer Station. Materials and labor totaled $600.00. Transfer Station Andrew Morse asked that we hold off on accepting this proposal as he has another person interested in bidding on this project.
C. Review of Pump House bids
The Board reviewed an email from Chief Building Official Ron Lemere stating that he held a post bid meeting with both potential bidder’s, Father & Son and Gibbs Construction. After clarifying the bids, Father & Son revised his bid to $34,000 and Gibbs Construction stayed with his original bid of $48,700.00 to construct the basic framed building only with no interior fit up. At this point further discussion is required. The Board asked that we check with Chief Building Official Ron Lemere to see if he is able to meet on December 18th to review his findings.
D. Summer and Winter Highway budget
1. Sand/Salt storage
Present were Road Agent Frank Gibbs and Jamie Gibbs
Road Agent Frank Gibbs discussed the need to increase the hourly wages of the Road Crew for they are due for an employee evaluation and merit increase. Selectman McCarthy discussed that she feels that the road crew are underpaid; this past year they have taken great strides in education, outlining and monitoring stormwater management and keeping the catch basins and culverts clear all year round. The Board discussed the need to reward and keep good employees. After a discussion of the Salary Classification Plan and Matrix Scale the Board made the following motions;
Chairman Ulcickas motioned to revise the Salary Classification Plan to add Highway – General Foreman to Grade XIII. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas motioned to revise the Salary classification Plan to add Highway – Operator Laborer to Grade XIII. Second by Selectman McCarthy Vote: Unanimous.
Chairman Ulcickas motioned to change Harry Castle to General Foreman at Grade XIII, step 3, $14.23 per hour effective December 9, 2007. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas motioned to change Rick Harris to Operator Laborer at Grade XIII, step 3, $14.23 per hour as a permanent part time employee effective December 9, 2007. Second by Selectman McCarthy. Vote: Unanimous.
The Board discussed with Road Agent Gibbs moving the sand/salt piles to an area at the back of the Transfer Station. Gibbs stated that his tractor would have to stay at the Transfer Station to put it into the trucks. Gibbs will measure the building located at his property in order to know the size of a new building for sand/salt storage at the Transfer Station.
Road Agent Gibbs then asked to discuss the possibility of having the Road Crew take over the care and maintenance of the town’s four cemeteries. Road Agent Gibbs added that the town already pays for rental of the vehicle and he will add in all the equipment necessary to maintain the cemeteries except the materials used for grub control, fertilizer and lime application. After reviewing the Summer Highway budget, the Board held off with making any final decision until December 18th in order to discuss this option with the Cemetery Trustees.
E. Review of 2008 proposed budgets/warrant articles
New Business
Announcements
Accept Minutes of Selectmen Meetings
Reports from Department Heads
Medical Insurance
Selectman McCarthy discussed her findings regarding the HMO health plans versus the POS plans offered by the Local Government Center. Selectman McCarthy stated that what she found out was that with an HMO plan you cannot go anywhere other than your primary care doctor and those referred by your primary care doctor. She was cautioned on picking the wrong plan for it may be so unaffordable then you could lose employees and some towns have departments that have unionized due to the benefits and once that happens you have no control over the issue.
Chairman Ulcickas stated that he is in favor of Plan B – BlueChoice Two Tier POS Healthcare plan which does allow you to see a provider out of the network; Selectman McCarthy agreed that plan B was the best option.
Chairman Ulcickas motioned to approve the BlueChoice NH Two-Tier POS Healthcare plan from Anthem Blue Cross and Blue Shield. Second by Selectman McCarthy. Vote: Unanimous.
Kimball Tree Service
Town Administrator Nancy Wrigley discussed the current situation with removing a tree that has been deemed dangerous on Smith Corner Road. Kimball Tree is waiting for the authority to work on the homeowners land. The Board requested for TA, Wrigley to contact the homeowner in order to resolve this situation.
Front stairs and deck board’s at the Town Hall
Chairman Ulcickas stated that he received a bid from C.K.S. Building and Remodeling LLC to remove the existing front stairs at the Town Hall and replace the stairs to original, or as close as possible, for a total price of $2,505.45. No decision was made regarding this issue.
Renovations to the Selectmen’s Office
The Board discussed the renovations taking place in the Selectmen’s Office and that now would be the best time to move the Town Administrator’s desk to the back office room and move the Selectmen’s conference table into the Selectmen’s Office. This will allow room for the part time secretary and a less intrusive environment for the Town Administrator.
Selectman McCarthy motioned that when renovating the Selectmen’s Office the Town Administrator will move to the office formerly known as the conference room and the conference table moves to the Selectmen’s Office. Second by Chairman Ulcickas. Vote: Unanimous
Chairman Ulcickas announced that the scheduled meetings for December18th and 19th are work meetings starting at 5:30pm.
Review of Action Items
Adjourn
Chairman Ulcickas motioned to adjourn at 9:50pm. Second by Selectman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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