SELECTMEN’S MEETING MINUTES
January 7, 2008
Call to Order
Chairman Ulcickas called the meeting to order at 5:40pm. In attendance were Chairman John P. Ulcickas, Selectman Robert S. Donovan, Jr., 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.
Introduction of Guests
· Coleman McDonough Re: Propose alternative ideas for requirements under the industrial/commercial sprinkler ordinance
Present were Fire Chief William Ingalls and Developer Coleman McDonough
Developer Coleman McDonough asked to be on the agenda to speak with the Board regarding the industrial/commercial sprinkler ordinance that passed at the 2005 Town Meeting. Mr. McDonough discussed his project on Puzzle Lane which consists of putting up approximately 40 to 50 buildings and asked for the Board to consider eliminating the requirement for sprinkler systems in these buildings. Mr. McDonough offered to donate $5,000 to the Fire Department in lieu of requiring sprinkler systems. Mr. McDonough added that as far as safety, there are fire ponds on the property with pumps onsite all the time and the Fire Department is a mile up the street.
The Board agreed that with the passage of the sprinkler system ordinance voted at the 2005 Town Meeting, they have no authority to grant this request and that compliance must be met.
Fire Chief Bill Ingalls stated that his understanding is that this ordinance cannot be altered or changed without going back to town meeting and he recommended that the Board deny this request.
Chairman Ulcickas stated that as far as he was concerned, compliance must be met and Mr. McDonough should talk to the current Building Inspector. Mr. McDonough responded that none of the condominiums will be more than 500 square feet and offered an option of dealing with each building on a case by case basis. Chairman Ulcickas responded that his opinion is that Mr. McDonough should be looking at using a higher standard when requiring safety measures. Selectman McCarthy added that the town cannot set two sets of rules within the town.
The Board then discussed the information from Chief Ingalls regarding 6 Puzzle Lane that as of December 28, 2007 the fire alarm systems will no longer be monitored due to non-payment of monitoring fees for the sprinkler system and that there is an alarm condition on the sprinkler system stating “low water on the reservoir”. Mr. McDonough responded that he is currently in the process of hiring a new monitoring company and the water level will be addressed.
Old Business
A. Update to Resident Sticker Policy
The Board discussed their recommendations to revise the Resident Sticker Policy. The Board recommends for resident stickers to be affixed to the windshield but for those who do not want it on their windshield, criteria and direction is needed for the personnel at the Transfer Station when handling this situation.
For those residents who have a resident sticker affixed to their windshield are allowed access into the Transfer Station, no questions asked. For those who do not attach the sticker to the windshield, they must show the registration of the vehicle to show that the number written on the back of the registration matches the number on the resident sticker. If the sticker does not match the registration, then a driver’s license must be shown as proof of residency and the attendant must write down the sticker number, registration and license number on a list to be provided to the Selectmen’s Office. If nothing matches then the attendant is to take the resident sticker and allow the person to dump their trash this time only.
Town Administrator Wrigley will prepare the amended policy to include the revisions discussed and the Board will review the amended policy at the January 21, 2008 meeting.
B. Continue reviewing 2008 budgets, default budget and warrant articles
Fire Department
Fire Chief William Ingalls discussed his submission of a proposed warrant article to adopt the provisions of the 2006 NFPA Life Safety Code 24.3.5.1 which states: “All new one and two family dwellings shall be protected throughout by an approved automatic sprinkler system in accordance with 24.3.5.2. The system shall be installed in accordance with NFPA 13R, (Sprinkler Systems in Residential Occupancies up to and including four stories in height), and/or NFPA13D, (Sprinkler Systems in one and two family dwellings and manufactured homes), to be effective immediately on approval of this article.
Chief Ingalls stated that this sprinkler system is a “wet” system and most everyone is installing them in new subdivisions and the cost is approximately $5,000 per home. Chief Ingalls added that the misconception that these systems create more damage is not necessarily true. One in a million will go off accidentally if someone hits it. Selectman Donovan asked if the system requires a generator for if there is no electricity then the system will not work. Chief Ingalls responded that it will work as long as there is electricity.
Chief Ingalls added that he has statistics at the Fire Department for those that may be interested. It was discussed that this is only for new construction. Selectman Donovan asked about requiring it when putting on an addition and if this ordinance would include manufactured homes for they do not come with sprinkler systems. Chief Ingalls will check on these requirements with the State as it relates to the trailer park in town.
Highway Department
Present was Road Agent Frank Gibbs
Highway budget - Road Agent Gibbs discussed that he would like to revisit the funding for the maintenance of the town cemeteries that was added to his budget. The budget includes truck rental for one day per week which would allow for 15 hours per week (2 employees working 7.5 hours) for the maintenance of the four cemeteries for a 28 week period. The Cemetery Trustees came up with an approximate 32.25 hours per week based upon a 28 week period to maintain the four cemeteries (Highland, Willow, Town Hall and Farmer). The Board decided to leave the budget as it is and told Frank that he needs to keep the hours at 15 per week for the cemetery maintenance.
The Board discussed with Road Agent Gibbs that both his 2007 Summer and Winter budget were over expended. It was discussed that this was not bad considering all the snow we received in the past month. With the 2007 Highway budget over expended does not allow for the encumbrance of $42,000 for #33 to #67 Smith Corner Road reconstruction/regrading. The Board agreed to include a warrant article requesting $25,000 for road improvements and if approved then the funding would be used this year for road improvements.
Road Agent Gibbs stated that he had to leave but asked the Board to consider moving $20,000 from the “hot top” line item to the “equipment rental – summer” line item in the highway budget in order for him to prep roads for pavement. The Board made this change to the budget.
Selectman Donovan asked Frank if he checked to make sure all the trucks that are being used for snow removal have an inspection sticker. Frank responded that he will check on it.
The Board discussed the need to include in the meeting minutes that the Board worked hard to critique the 2008 proposed budgets and that many departments were asked for more information to be provided before a decision was made before finalizing their budget. Also the minutes need to include the action item and the information to be provided by the department.
The Board asked to have ready for the Public Hearing on January 14, 2008 for each warrant article, the cost associated as it relates to the tax rate.
Personnel Administration budget – Town Administrator Nancy Wrigley stated that Bookkeeper/Payroll Administrator Kim Hughes recommended raising this budget $1,500 to cover the cost of increases approved this year. This budget covers the town’s expenditures for FICA and NH Retirement System. The Board decided to leave the budget at $94,100 which is the same as last years.
The Board reviewed the default budget for each department and after some discussion made some changes for a total default budget of $2,681,495.00. The default budget comprises of the prior years budget plus or minus one time expenditures and contractual obligations.
Executive budget – the Board reviewed a proposed amended 2008 budget to reflect the current salaries approved by the Board, the removal of the part time office staff of $12,480 for it will be put in a separate warrant article, to put back in for the temporary part time assistant of $2,000, a change to the medical and dental insurance to reflect the 2008 rates for a amended total budget of $177,540.00.
Chairman Ulcickas motioned to accept the amended 2008 Executive budget in the amount of $177,540.00. Second by Selectman Donovan. Vote: Unanimous.
Elections, Registrations and Vital Statistics budget – The Board reviewed a proposed amended 2008 budget to include the salary for the first three months for the Interim Town Clerk at $5,530.00, to include a 2.5% cost of living increase for the Deputy Town Clerk, a reduction to the health and dental insurance budget to reflect budgeting for nine months versus twelve months for a total budget of $79,105.00.
Chairman Ulcickas motioned to accept the amended 2008 Elections, Registrations and Vital Statistics budget in the amount of $79,105.00. Second by Selectman McCarthy. Vote: Unanimous.
Financial Administration budget – The Board reviewed a proposed amended Tax Collector’s budget to include the salary for the Interim Tax Collector for three months at $2,765.00. The tax collector’s budget is part of the Financial Administration budget.
Chairman Ulcickas motioned to accept the amended 2008 Financial Administration budget in the amount of $138,558.00. Second by Selectman Donovan. Vote: Unanimous.
General Government Buildings budget – The Board reviewed an amended budget and no further changes were made to this budget for a final amended General Government Building budget of $107,074.00.
Chairman Ulcickas motioned to accept the amended 2008 General Government Buildings budget in the amount of $107,074.00. Second by Selectman Donovan. Vote: Unanimous.
Emergency Management budget – The Board reviewed a proposed 2008 budget, recommended by the Town Administrator for a total of $10,000.00. Town Administrator Wrigley informed the Board that the State funds this budget in the amount of $8,800.00.
Chairman Ulcickas motioned to accept the amended 2008 Emergency Management budget which is down to $10,000.00. Second by Selectman Donovan. Vote: Unanimous.
The Board discussed that each department submitted a budget and after much review of the budgets we asked each department to sharpen their pencils and to come back to us with a reduced budget. The Board wishes to thank all the department heads that came back to the Board multiple times and to the office staff for the late night meetings. The Board discussed that they have been reviewing budgets for the past three months and they have been very informative and they learned a lot through out the process. The Board requested that a memo go out to each department inviting them to the Public Hearing on Monday, January 14, 2008, snow date of Tuesday, January 15, 2008 to answer any questions or comments relating to their budget. The Board thanked the residents in advance for their consideration regarding the 2008 proposed
budget.
Safety Complex Building Committee
The Board discussed that they were surprised that the Safety Complex Building Committee did not bring forth a warrant article for consideration on the 2008 Town Meeting Warrant. The Board wants an account balance of the Safety Complex Building Fund.
New Business
A. Town Policies and Procedures
Employee Performance Evaluation Form
Chairman Ulcickas discussed that the current employee performance evaluation form is “vanilla”. Chairman Ulcickas explained that the reasoning for this comment is due to when the Board was reviewing prior employee evaluations they were looking for information that was not on the form but felt that it should have been such as history of advancement, accomplishments and or deficits and training. The outcome of an employee evaluation should follow the recommendation and final decision for a merit increase or no merit increase and attached should be any documentation to back up the final decision. The employee file should include the achievements throughout the year.
Any memo to a department head with a corrective action or behavior is reviewed and signed by the employee and the department head and then placed in the file. This will show a paper trail that the information was discussed and signed by the respective parties. Department Heads working under the Town Administrator need to have an additional signature line for the Town Administrator showing that acknowledgement has been made to the Department Head regarding an incident about an employee and the signed memo is to be returned with 3 days. The signed memo would then go into the affected employee file.
The Board discussed that evaluations are to be done on the employee’s anniversary month. Town Administrator Wrigley stated that the Police and Fire Department conduct their yearly evaluations on all their employees prior to the end of each year and she feels that due to budgeting purposes it would be advantageous for it is very difficult to determine a recommendation six to ten months in advance of an evaluation.
The Board discussed the problem budgeting for merit increases for it requires a look into the future if the evaluations are done on the employee anniversary date. But if you evaluate each November and put the merit increases in the next year’s budget then you cannot give a valuable employee a deserved increase if the budget does not pass. The Board decided to table this item but to put this on as an action item on the next agenda and every agenda until it is closed out.
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The Board discussed the need for Action Items to be on every agenda until closed out so that nothing falls through the cracks.
B. Parking at municipal buildings
Town Administrator Wrigley stated that for a while now some residents living in the area have been parking in the Town Hall parking lot and this has been happening on a regular basis. TA, Wrigley stated that she spoke with Police Chief Streeter and he stated that the Board needs to write an ordinance to regulate the parking. The Board requested for the Town Administrator to find the RSA that allows them to regulate the parking at Town Buildings and to prepare an ordinance that designates the area for “Municipal Parking Only – Violators will be towed”. This will be an action item on the next agenda and on every subsequent agenda until it is finalized by the Board.
C. Appointments for “Inspectors of Elections”
The Board reviewed a memo from Moderator Robert Dezmelyk recommending to appoint the following residents as Inspectors of Elections with an expiration date of January 9, 2008; Lee Gordon, Mary Marshall, Cheryl Saunders, Charles Melvin, Sr., and Gary Nelson.
Chairman Ulcickas motioned to appoint Leetrice F. Gordon as an Inspector of Elections with an expiration date of January 9, 2008. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas motioned to appoint Mary P. Marshall as an Inspector of Elections with an expiration date of January 9, 2008. Second by Selectman Donovan. Vote: Unanimous.
Chairman Ulcickas motioned to appoint Cheryl Saunders as an Inspector of Elections with an expiration date of January 9, 2008. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas motioned to appoint Charles Melvin, Sr. as an Inspector of Elections with an expiration date of January 9, 2008. Second by Selectman Donovan. Vote: Unanimous.
Chairman Ulcickas motioned to appoint Gary F. Nelson as an Inspector of Elections with an expiration date of January 9, 2008. Second by Selectman McCarthy. Vote: Unanimous.
Announcements
· Presidential Primary elections will be held at the Town Hall on Tuesday, January 8th from 8am to 8pm
· Selectmen’s Office will be closed on Wednesday, January 9, 2008
· Public Hearing to discuss/disclose the 2008 budget and warrant articles will be held at the Town Hall on Monday, January 14, 2008 starting at 6pm. Snow date is Tuesday, January 15, 2008. The public is encouraged to attend.
Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting minutes of December 18, 2007 and December 19, 2007
Chairman Ulcickas motioned to accept the Selectmen’s Public Meeting minutes of December 18, 2007 and December 19, 2007 as written. Second by Selectman McCarthy. Vote: Unanimous.
· Selectmen’s Non-Public Meeting minutes of December 18, 2007 and December 19, 2007
Chairman Ulcickas motioned to accept the Selectmen’s Non-Public Meeting minutes of December 18, 2007 and December 19, 2007 as written. Second by Selectman Donovan. Vote: Unanimous.
Reports from Department Heads
Review of Action Items
1. Review on 1/21 – Balance of the Safety Complex Fund
2. Review on 1/21 – Age Restriction for late hours – part time employees
3. Review on 2/4 – Cable Committee needs to determine why the audio/video is so poor and if need be utilize the funding available to get it up and running. By February 4th, need an update on their course of action.
4. Review on 1/21 - Establish a smoking area at the Transfer Station with no combustibles within 25 feet and for the use of a bucket of sand for discarded cigarettes.
5. Review on 1/21 – Invite Transfer Station Manager Andy Morse to attend the meeting to discuss electricity at the Transfer Station relating to the change with the commingling area and the new building. Price a pole at the commingled area and if needed one at the new building or ways to light both areas with one pole.
6. Parking at Municipal buildings
7. Employee performance evaluations
8. Review amended Resident Sticker Policy
Adjourn
Chairman Ulcickas motion to adjourn at 9:15pm. Second by Selectman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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