Minutes
Selectmen’s Meeting
January 8, 2007
6:30 PM Chair Bonser opened the meeting and asked all those present to stand for the Pledge of Allegiance.
Members: Mary Bonser, Peter Bock, Bill Netishen, and Town Administrator Charles Brown.
Also present: Heidi Seaverns.
Guests: Jaye Vilchock, Sandy Vilchock and Elizabeth Kotowski.
Mr. Brown thanked Jeana Bush for painting Conference Room # 1. All the Board members remarked how good the room looked.
Ms. Bonser recognized Jaye Vilchock and asked him to sit up at the table. She stated that Mr. Vilchock had been elected Fire Chief by the department members at their meeting on Sunday night. Mr. Vilchock stated he had been with the department for 18 years and thanked the department for giving him the opportunity to serve. He also thanked the Board of Selectmen for their support. Lastly, he thanked Jay Starr for his service as Chief for the past 2 years and for his service to the department before that as well.
Motion: Bock, second Netishen to appoint Jaye Vilchock as Fire Chief.
Vote: 3-0 in favor.
The Board members signed the appointment form and the Vilchocks left.
Mr. Brown informed the Board that there was no new business from any other departments.
Mr. Brown informed the Board that newly elected State representative John Reagan from Deerfield had come into the office last week. He came in to introduce himself and leave his contact information. He also indicated he would be happy to attend a Selectmen’s meeting if the Board wanted him to. Mr. Brown relayed the Board’s concerns to Mr. Reagan about the funding of the State retirement system and the changes being made to the assistance rules that will put the financial burden for both these programs back on the Towns. The Board would like to meet with Mr. Reagan at an upcoming meeting to discuss these two items as well any other pending legislation that Mr. Reagan feels is appropriate.
Mr. Brown mentioned that the Health Officer had given the members some information about mosquito control that he had gathered from other towns in the area. This prompted a long discussion about the warrant article dealing with this subject (mosquitoes). There was discussion of what language should be used in the article-mosquito control vs. mosquito monitoring. Mr. Brown informed the Board that he had contacted Municipal Pest Management Services to get an updated quote for testing/control. This is one of the two companies that had been contacted last year for costs. This company indicated that this year there would be no charge for them to apply for the state permit and that the State had relaxed the time frame for applying for the permit. Discussion followed about testing, where to test and what should be in the warrant
article. The Board made no decision on the language for the article.
Next item to be discussed was the Emergency Lane request. Ms. Bonser recognized Ms. Kotowski and she stepped forward at Ms. Bonser’s request. Ms. Bonser went on to explain that the Board had discussed the request with the Town Attorney. She stated he recommended a comprehensive approach to this issue, not a piecemeal one. If the Board was to even consider any action rather than deal with any one road, he suggested a study be done of the existing emergency lanes and other private roads to see if the ones designated were adequate, no longer needed the designation or others would be desirable. Much discussion followed about emergency lanes in general and also specifically Indian Run Road. Ms. Kotowski restated the Indian Run resident’s opinion that Indian Run meets the criteria for an emergency lane because of
the access available to that end of the lake and the fact that a main power line goes down the road as well. Mr. Netishen stated that the Town would get emergency vehicles down to those residents regardless of the emergency lane status as they have done in the past. More discussion followed. Mr. Netishen suggested plowing the road on an interim basis until the study had been completed. Ms. Bonser stated that the Town cannot spend money for maintenance of a private road unless it is designated an emergency lane. After further discussion,
Motion: Bonser, second Netishen to send a letter requesting the Planning Board study the private roads around Pawtuckaway to determine their suitability as emergency lanes and report to the Selectmen within a 6 month timeframe with their findings. Before the Planning Board is contacted, the staff will gather background information from the Fire/Rescue, Highway and Selectmen’s office as to existing emergency lanes and other roads that they feel, based on input from other departments as well, may meet the criteria as an emergency lane.
Vote: 3-0 in favor.
The Board next reviewed the draft policies that Mr. Brown has developed. There are 3 policies: employee activity at the Recycling Center, energy conservation and timesheet submittal. The first to be discussed was the employee activity at the Recycling Center. This policy states that no employee shall operate any machinery or equipment if alone at the Recycling Center. The Board requested that a sentence be put into the document about closure of the facility-first discussed with Town Administrator and if he is not available, Chairman of the Board of Selectmen. Also, missing employee should be changed to absent employee. With those changes,
Motion: Bock, second Netishen to approve as amended the policy on Employee Activity at Recycling Center.
Vote: 3-0 in favor.
Next policy to be discussed was the Energy Conservation. Mr. Bock suggested that an example be provided such as when at the community center on Town business, it is inappropriate to leave a vehicle running. There was brief discussion in regard to idling times in the document. Mr. Brown informed the Board that these times are taken from State Statues.
Motion: Bock, second Netishen to approve the policy on Energy Conservation as amended.
Vote: 3-0 in favor.
The last policy deals with timesheets. Mr. Bock asked if all employees submit timesheets. Mr. Brown stated that all employees submit timesheets. The Board added a sentence that indicates all department heads must sign all timesheets indicating approval of hours worked.
Motion: Bock, second Netishen to approve policy on Timesheet Submittal.
Vote: 3-0 in favor.
The Board then considered a letter from a resident requesting a refund of interest from an overdue 1st issue tax bill. The Board feels it is the taxpayer’s responsibility to insure taxes are paid.
Motion: Netishen, second Bock to disapprove the request for an interest refund.
Vote: 3-0 in favor.
Mr. Brown gave the Board a copy of the addendum to the Personnel Policy that addresses holiday and vacation time benefit for permanent part time employees. The Board has approved this benefit during the budget process and adoption of this addendum will allow the benefit to start. There will be minimal impact to the budget.
Motion: Netishen, second Bock to approve the addendum to the Nottingham Personnel Policies dated January 8, 2007.
Vote: 3-0 in favor.
Mr. Bock asked that all employees affected by this policy receive a copy of it.
The Board next reviewed a letter that the Police Chief received from the County Attorney in regard to the contract for services for 2007. At present, the County Attorney’s office handles all felony prosecutions for the department in Auburn District Court. The Attorney wanted to advise the Chief that his office might not be able to provide prosecution services in 2007 if his request for additional prosecutors is not granted. He needs the additional staff due to the increased number of felony cases in the county. The Chief wanted to make the Board aware of this situation. If the County Attorney’s office cannot provide prosecution services, the department will have to do their own prosecutions, which may have a large impact on the budget. The Chief will keep the Board informed.
The Board next addressed the items in the signature file,
Motion: Bock, second Netishen to approve the Land Use Change Tax for Map 5 Lot 2-1B for the amount of $ 11,000.
Vote: 3-0 in favor.
Motion: Bock, second Netishen to approve the abatement for Map 45 Lot 4 for the amount of
$ 29.03.
Vote: 3-0 in favor.
Motion: Bock, second Netishen to approve the Avitar contract for 2007 in the amount of
$ 34,330 for general assessing & data verification.
Vote: 3-0 in favor.
Regarding the outstanding minutes,
Motion: Netishen, second Bock to accept as corrected the minutes of December 22, 2006.
Vote: 3-0 in favor.
Mr. Bock stated that he had visited the abandoned buildings in Cedar Waters Village owned by the Town. He further stated that the buildings were in worse shape than he thought they would be.
The Board next reviewed the minutes from the December 19, 2006 meeting. The School Board has not signed the MOU for the use of the school by the POD. Ms. Bonser reported that the School Board had issues with liability if the school is used during an emergency. The language in the MOU is federally generated. The MOU must be signed in order to apply for federal funding. Some discussion followed. Ms. Bonser will contact Amy Plante, Chairman of School Board, and try to move the process along.
Motion: Bock, second Netishen to accept as printed the minutes of December 19, 2006.
Vote: 3-0 in favor.
Motion: Bock, second Netishen to accept as printed the minutes of December 11, 2006.
Vote: 3-0 in favor.
The Board took a short break. Upon return to the table, Mr. Netishen reminded the Board members that they need to work on Mr. Brown’s yearly review. He also mentioned the maintenance logs for Police Department that the Board wants implemented. He then reminded the Board about reviewing the point system for the Fire/Rescue department. That review is something the Board will work on this year with the department.
The Board will act on the minutes from the December 12, 2006 meeting at their next meeting.
The Board then discussed the budget and the warrant. There was a general discussion on how the Board plans to finance the new fire station. Bonding the entire amount or bonding a portion and using some money from unreserved fund balance. Mr. Brown also brought up the fact that if the article passes, there may very well be work done that needs to be paid for before the bond is granted in mid July. The Board still has time before they make their decision on financing once a solid number for the project is available. The LUCT article is still in draft form. The Board would like to know what the contribution to the fund will be for 2006 and how much remains in the fund as well. Mr. Brown reviewed with the Board the few changes he has made or plans to make in the budget:
- an increase in the mileage line in Financial Administration to $625 to reflect actual costs
- an increase in General Government buildings dumpster line to $3500 based on new estimate from the company.
There was a brief discussion about the brochure sent to the Town, which deals with Public Works mutual aid. Mr. Brown will consult with the Road Agent to see if he has any interest in a formal agreement. The Building Committee is going to have a meeting with the contractor for the new fire station on Tuesday night (1/9/07) and it is hoped that the Committee will be closer to a final number as a result of that meeting.
Mr. Brown informed the Board that he would be out of the office for a few hours on January 16th.
9:28 PM Motion: Bock, second Netishen to enter non-public session under RSA 91A: 3 II (a).
Vote: 3-0 in favor.
10:00 PM Motion: Bonser, second Bock to come out of non-public session.
Vote: 3-0 in favor.
10:00 PM Motion: Bonser, second Bock to keep all discussions in non-public session sealed and all actions taken will be recorded in the public minutes.
Vote: 3-0 in favor.
10:00 PM Having no further business before the Board,
Motion: Netishen, second Bock to adjourn.
Vote: 3-0 in favor.
Respectfully Submitted,
Heidi Seaverns
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