SELECTMEN’S PUBLIC MEETING
October 1, 2008
Call to Order
Chairman Donovan opened the meeting at 4:53pm. In attendance were Chairman Robert S. Donovan, Jr., Selectman Trisha J. McCarthy, Selectman Raymond D. Thayer, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. The meeting was audio taped; the minutes were transcribed and typed by Office Manager Winglass.
Introduction of Guests
Old Business
· Outstanding Action Items
1. Policies and Procedures for Building Department
Town Administrator Nancy Wrigley stated that she contacted surrounding towns, per the Board’s request to ask for copies of job descriptions for the Building Department. In the Board’s packet were numerous job descriptions for surrounding towns for the Board to review. Chairman Donovan stated that he prepared to discuss today the policies and procedures for the building department in regards to payroll time sheets, fee schedule, hours of operation and inspections. It was discussed that some town’s included how their inspectors are paid and their hours of operation. The Board discussed that we need to check if we need to prepare a warrant article to change the way the department is paid; as it stands now, the inspectors are paid by fees and an hourly wage for holding office hours.
Chairman Donovan spoke on the need to review the permit fees, payroll time sheets, who is working and what hours and having inspectors that specialize in all areas of the building department. Selectman McCarthy stated that when the prior Chief Building Inspector worked for the town he had inspectors for all areas of the department to include plumbing, electrical, framing or General Contractor and mechanical. Chairman Donovan stated that his concern is that he does not want a plumber going out to do electrical inspections. The Board discussed that right now the department has an electrical inspector and two plumbing inspectors as well as Kris Emerson who is appointed to inspect framing and work that falls under General Contracting. Chairman Donovan stated that he was told by the Local Government Center that the Board
should be receiving reports on what is taking place within the department in order to keep the Selectmen informed of what is going on. Chairman Donovan asked if anyone has seen a report on what is happening with the State Fire Marshal’s Office, for it does not make the Selectmen look good when we do not know the status. Office Manager Winglass asked if the Board would like to send a memo to the department asking what the status is; the Board agreed to send a memo to the Building Department.
Chairman Donovan feels that the department should be sending reports to the Selectmen in order to keep them updated. Chairman Donovan stated that he feels that the Selectmen need to manage the departments that the Selectmen are responsible for. Selectman Thayer talked about how he is preparing reports for Code Enforcement to include the date and time, the person(s) that he is dealing with and all the pertinent information as required by the department. Chairman Donovan stated that he feels the building department also needs to document all the same information for if anyone comes back to the town then we need to have the information readily available.
Chairman Donovan then reviewed the payroll time sheets for the department and pointed out that one line reads the date and phone call for one hour but it does not include who they spoke to and the reason for the call. Chairman Donovan spoke on the need to have this information on the payroll time sheet for if any person claims harassment then we have the documentation on our end as to what took place.
The Board then started working on “Policies and Procedures for the Building Department” as follows;
1. Every payroll time sheet submitted is to include the arrival and departure time of all inspections as well as on the Construction and Inspection Request Form for each payroll period. All inspections conducted by the department are to be written on a Construction and Inspection Request form with a copy to the Selectmen’s Office, regardless whether a fee is charged for the inspection. All inspections reports are to be completely filled out and to include all pertinent information.
2. Restructure the department to include a specialist in the fields of electrician, plumber, mechanical and general contractor/framer. Each specialist is required to inspect for their field of expertise.
Selectman McCarthy motioned to restructure the building department regarding policies and procedures to include four specialists being an Electrician, Plumber, General Contractor/Framer and mechanical persons that will be responsible for doing inspections in their individual expertise fields, effective date to be October 6, 2008. The Board understands that there will be some positions that need to be filled and to start the hiring process immediately and to hire appropriate professionals. In the interim, the Chief Building Official is required to fulfill the inspections for the department when a specialist is not available. Second by Selectman Thayer. Vote: Unanimous.
Selectman McCarthy motioned to add to Policies and Procedure for the Building Department to include on payroll time sheets the specific arrival and departure times for every line item and attach to the time sheet the Construction Inspection Request Form appropriately filled out to include the arrival and departure times, the Construction Inspection Request Form was revised by the Board of Selectmen. Second by Selectman Thayer. Vote: Unanimous.
Chairman Donovan discussed the permit fees and inspection fees for the Building Department and discussed the need to compare them to other surrounding towns for he has received complaints on the higher than usual fee schedule.
Action Item: Chairman Donovan will research surrounding town’s inspection and permit fees to be discussed on Tuesday, October 14, 2008. TA, Wrigley offered to prepare a spreadsheet comparing the towns.
Chairman Donovan asked to discuss compensation for the Interim Code Enforcement Officer/Selectman Ray Thayer. Chairman Donovan and Selectman McCarthy reviewed the payroll time sheet submitted by Selectman Thayer for his time working as interim Code Enforcement Officer.
Chairman Donovan motioned to pay Raymond Thayer for the hours that he has put in under Code Enforcement at the code enforcement hourly rate of $24.95. Second by Selectman McCarthy. Vote: Chairman Donovan and Selectman McCarthy – yes; Selectman Thayer abstained. Motion passed.
New Business
A. Transfer Station personnel
Present: Andrew Morse, Transfer Station Manager
Mr. Morse discussed Bill Brousseau’s decision to retire as of October 12, 2008 and that leaves the department down by one employee and two days later both Andy and Theresa Morse are on vacation which will leave a void for five days. Mr. Morse stated that his most pressing need is to have at least one other person to help cover during his vacation time of October 14, 2008 through October 21, 2008, his return to work will be on Thursday, October 23, 2008.
Selectman McCarthy asked since the department never replaced Scott Bradstreet, are we down by one or two employees. Morse responded that Scott left a while ago and then Bob White came in full time so that is what he has been working with. Selectman McCarthy asked if that has helped with payroll costs; Mr. Morse responded that at the end of the year, payroll will be over by approximately $3,000 but his overall budget will not go over the bottom line.
Chairman Donovan discussed the option of having the Selectmen help fill the void during Andy and Theresa’s vacation. Mr. Morse responded that another thought is to use the Road Crew to help during this time. The Board discussed the Road Crew’s hours and the difficulty of keeping them under 40 hours during that week.
The Board decided they would cover the hours on a temporary basis. Mr. Morse stated that Mr. White has keys to open up and close. Mr. Morse added that he will have his cell phone on him while on vacation for the Board to call if they have any questions.
The Board discussed compensation for them while working temporarily at the Transfer Station. Office Manager Winglass stated that she contacted the Local Government Center after the last Selectmen’s Meeting to find out about compensating Selectman Thayer while working as interim Code Enforcement Officer. Local Government Center stated that the only restraint on compensation is that a Selectman cannot hold a full time position in the town. Chairman Donovan stated that between the three Selectmen they will make sure the Transfer Station is covered during Mr. Morse’s vacation.
Chairman Donovan motioned to have the Selectmen work as temporary part time Attendants during the time of October 14th – October 21st at Grade V, step 2, $9.39. Second by Selectman McCarthy. Vote: Unanimous.
Action Item: The Selectmen are to check their schedules to confirm the hours they are able to work at the Transfer Station during the week of October 14th – October 21st.
The Board then discussed the need to place an advertisement in the newspaper for a part time Attendant at the Transfer Station. The Board reviewed a past help wanted advertisement and job description for a part time Attendant.
Chairman Donovan motioned to put a help wanted advertisement in the newspaper for a part time Transfer Station Attendant for 26 hours per week with no pay grade noted for pay will be commensurate with experience. Second by Selectman Thayer. Vote: Unanimous.
Mr. Morse then presented a letter from Scott Bradstreet asking if the town would be agreeable to pay for his certification with the State of New Hampshire Solid Waste Operator for his expired last November. After discussing Mr. Bradstreet’s availability as limited and that the Transfer Station is covered, with the State, by having two level IV Operators that work full time at the Transfer Station.
Chairman Donovan motioned not to pay for Scott Bradstreet’s State Certification at this point and if he comes back to the town, then we can reimburse him or pay for his certification at that time. Second by Selectman Thayer. Discussion: The Board discussed that they would be in favor of this if Mr. Bradstreet had the availability to work a part-time position or as a substitute attendant but right now he is working as a full-time truck driver. Chairman Donovan added that if his certification had not run out and he was looking to renew it then it would be different but as it stands now, he can take the state certification if/when the situation changes. Vote: Unanimous.
Selectman Thayer questioned if it would be smart for one or two of the Board members to be state Certified. TA, Wrigley stated that in the past, prior Selectman Mary Marshall did receive State Certification but was not paid for her time working at the Transfer Station as she did it as a volunteer.
B. RAD Recycling fees
Transfer Station Andrew Morse discussed that he has been searching for companies looking for business and to get some pricing. Mr. Morse added that RAD is cheaper but the downside is they ship their materials oversees which the country loses and their environmental practices are not at a high standard. The Board asked for Mr. Morse to prepare a spreadsheet with the pricing with pros and cons of the companies he contacts for the Board to review. Mr. Morse stated that he will try to have it ready for the October 20th Selectmen’s Meeting.
C. Letter from Comcast RE: Commencement of Renewal Process
The Board reviewed a letter from Comcast informing the Board that Comcast will be in touch soon to arrange a meeting with the Town to discuss informally, negotiating a renewal of the cable television franchise. The letter is notifying the Town that the renewal period for our franchise under Section 626 of the “The Cable Communications Policy Act of 1984” is now open and they are requesting to start the renewal proceedings to Section 626(a)(1).
Office Manager Winglass stated that when the Town was dealing with a cable franchise with Verizon we were using an attorney at Donahue, Tucker and Ciandella (DTC) who was an expert with these contracts. Verizon ended up halting the cable television franchise as they went to work in another state; therefore the contract was never finalized. Chairman Donovan questioned whether Town Counsel has any experience with cable television franchises.
Action Item: The Board decided to refer this “Commencement of Renewal Process” to Town Counsel to see if he would like to handle this renewal contract and if not, then ask him if he can advise us of who to use and to also check with other towns to find out who they use.
D. Selectmen’s Meeting schedule for the remainder of the year
The Board discussed the need to revise the Selectmen’s meeting schedule for the months of October and November due to budgeting season. The meeting schedule was revised to include a meeting every Monday night versus just the first and third Mondays of the month. Since Columbus Day on Monday, October 13th is a holiday for the town and the offices are closed, the Board decided to hold that week’s meeting on Tuesday, October 14th.
The Board briefly discussed preparing the 2009 budget and default budget and the need to make sure all departments are given notification of the default figures so there is no confusion if the proposed 2009 budget does not pass.
V. Announcements
VI. Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting minutes of August 11, 2008, August 19, 2008, September 2, 2008
· Selectmen’s Nonpublic Meeting minutes of August 11, 2008, August 19, 2008 and September 2, 2008
· Selectmen’s Site Walk Meeting minutes of September 4, 2008
The Board tabled accepting the meeting minutes until the next Selectmen’s Meeting.
VII. Reports from Department Heads
VIII. Review of Action Items
IX. Adjourn
Chairman Donovan motioned to adjourn at 7:50pm. Second by Selectman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary Winglass, Office Manager
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