Minutes
Selectmen’s Meeting
July 23, 2007
6:30 PM Chair Bock opened the meeting and asked all those present to stand for the Pledge of Allegiance.
Members Present: Peter Bock, Bill Netishen, Mary Bonser and Town Administrator Charles Brown.
Others: Jaye Vilchock, Heidi Carlson, Heidi Seaverns and Dot Beam.
Chief Vilchock and Deputy Chief Carlson stepped forward to discuss the questions the Board members have about the new Fire/Rescue Department By-laws. The By-laws were last revised in 1998. The general membership of the department has approved the By-laws as presented. Mr. Netishen questioned the make-up of the Executive Board. Chief Vilchock stated that the Executive Board was made up of the Chief and 2 Deputy Chiefs. At present, there is a Deputy Chief and an Assistant Chief. As part of this revision of the By-laws, the Assistant Chief will become a Deputy Chief as well. Rank order of the department, which can be revised annually, was explained-the lower the number, the higher the rank Chief Vilchock=C1, Deputy Carlson=C2, etc. A lengthy discussion about several issues followed. Among the items discussed were the elected
positions within the department-Chief & Secretary and how a vacancy would be filled and the chain of command-Chief & all other department heads report to the Town Administrator to allow the Board of Selectmen to act as the board of appeal in the case of a grievance or complaint that was not resolved. The Selectmen would like the word “secret” inserted before the phrase “written ballot” in the section that deals with the election of the Chief & Secretary. There was a discussion about including a reference in the By-Laws to the Personnel Manual for the Town. Deputy Chief Carlson stated that all members of the department have received a copy of the Personnel Policy and have signed the acknowledgement that they have received the manual. The Chief informed the Board that the Department has several standard operating procedures and guidelines (SOP/SOG) in place that govern conduct of department members. The question was asked what happens if the Chief
resigns, in which case, there would be an election for a new chief held within 60 days. There was a clarification of who would be involved in a meeting for an appeal of a suspension and/or impeachment. The meeting would consist of the Board of Selectmen, the aggrieved party and the Fire Chief (written in Article 15 as “meeting of all”.). Board members asked about the make-up of the By-Laws Committee. Chief Vilchock explained that this committee was made up of 3 Firefighters and 2-3 EMTs, all of Senior ranking. The Executive Board chooses the Chairman of the By-Laws Committee. The By-Laws Committee is appointed as needed. Deputy Chief Carlson informed the Board that the Committee worked on this document for about 3 months and it has been approved by the membership of the department. Mr. Bock asked how a vacancy in the department is filled. Chief Vilchock explained that there is a formal application that must be completed, a background check and a driving record check is
done at the applicant’s expense. The individual meets with the officers and if the interview is satisfactory, the individual is presented to the general membership for approval. Mr. Bock asked how an individual becomes an honorary member and an auxiliary member. Chief Vilchock explained that an honorary member has to have 10 years of active department service and/or have a specific type of expertise that the department may benefit from. The auxiliary is open to the public. Mr. Bock indicated that if the changes, clarifications that the Board has suggested are incorporated into the document, and the Board of Selectmen would most likely approve the document at their next meeting on August 6, 2007. Both Chief Vilchock & Deputy Chief Carlson reminded the Board that the revised document would have to be approved by the membership. Chief Vilchock & Deputy Chief Carlson thanked the Board for their time and input and left the meeting at 7:09PM.
Regarding department business, Mr. Brown gave the Board members a request from the Recreation Director. The Trailblazers group of the Summer Camp would like to expand the gardens by the playground. A rough sketch of what they would like to do was provided. The Board members will look at the site on Wednesday morning (7/25/07) during their workshop meeting. Mr. Brown received a request from the Tax Collector to delay the lien date until
August 27, 2007. Mr. Brown reminded the Board that this request is not uncommon depending on what day of the week the lien date falls.
Motion: Bonser, second Netishen to extend the lien date from August 25, 2007 to August 27, 2007 at the request of the Tax Collector.
Vote: 3-0 in favor.
Mr. Brown requested that the Board sign another copy of the Recycling Policy that the Board adopted in September of 2006. The original copy has been misplaced. The Board members signed the document. Board members would like to discuss and possibly further define the rental policy for the Community Center at their next meeting. Each Board member was given a copy of the easement deed for Mulligan for their review. Mr. Brown reported to the Board that Matt Lowe has been in contact with NHDOT about the Mill Pond Bridge. Mr. Brown is trying to co-ordinate a meeting between some FEMA representatives and Mr. Lowe at the bridge site. At this point, there is no consensus on what is going to happen with the bridge. It is doubtful that the road will be open for the start of school.
The next topic to be discussed were the bids received for the fire station phone system, fuel bids and the waste oil heater for the recycling center. Mr. Brown informed the Board that there was a very poor response to the fuel bid that he had put out. He received1 bid for heating oil & diesel fuel, two bids for propane and no bids for gasoline. No bids were received from vendors that are in place this year. After some discussion, the Board thought it best to send out the RFP again in hopes of a better response.
There were 3 bids submitted for the new fire station phone system. They are as follows:
Ideacom $9165 up to $ 10,215
Alarm Systems Plus $5900
Kent Communications $5625
Mr. Brown checked references on the low bidder, Kent Communications and received outstanding responses. Mr. Brown recommended to the Board that they accept the bid from Kent Communications.
Motion: Bonser, second Netishen to accept the bid for the phone system for the new fire station from Kent Communications in the amount of $ 5625 as long as Mr. Sweeney approves after review.
Vote: 3-0 in favor.
There were 3 bids received for the Waste Oil Heater at the Recycling Center. The bids are as follows:
A.R. Sandri, Inc. Clean Burn 250,000 BTU unit $ 8030 with trade-in of old unit
Arrow Equipment Reznor 235,000 BTU unit $ 7986 with trade-in of old unit
Dirigo Waste Oil Clean Burn 250,000 BTU unit $ 7645 with trade=in of old unit
Energy Logic 200, 000 BTU unit $ 7293
The Clean Burn units require a compressor (1/3 hp) to run. Both companies stated that one could be purchased locally for less money and recommended that the Town go that route.
Motion: Bonser, second Netishen to accept the bid from Dirigo Waste Oil for the 250,000 BTU Clean Burn unit in the amount not to exceed $ 7645.
Vote: 3-0 in favor.
Regarding outstanding minutes,
Motion: Netishen, second Bonser to accept as printed the non-public minutes of June 25, 2007.
Vote: 3-0 in favor.
Motion: Netishen, second Bonser to accept as printed the minutes of July 9, 2007.
Vote: 3-0 in favor.
Mr. Brown called the Board’s attention to a letter from NHDES to representatives responding to their letter asking about the large groundwater withdrawal permit issued to USA Springs. There has been a request from UNH to land a 15-person canoe at the Town Beach on Saturday July 28, 2007 for lunch. The program fosters inclusion for all children no matter what their needs. The canoe will be put in the water at Fundy Boat Launch and will have some of the children enrolled in the program along with their parents in it. The Board had no problem with the request. They requested that the Police & Fire/Rescue departments be advised that this was going to happen. Mr. Bock commented that things at Pawtuckaway State Park have been going pretty smoothly with the interim manager in place. Ms Bonser reminded the television
audience that the free concert series put on by the Recreation Department starts this Wednesday night here at the bandstand.
8:07 PM Motion: Netishen, second Bonser to enter non-public session under RSA 91A: 3 II (a) & (c).
Vote: 3-0 in favor.
9:05 PM Motion: Netishen, second Bonser to come out of non-public session.
Vote: 3-0 in favor.
9:05 PM Motion: Netishen, second Bonser to keep all discussions in non-public session sealed.
Vote: 3-0 in favor.
Having no further business,
9:07 PM Motion: Bonser, second Bock to adjourn.
Vote: 3-0 in favor.
Respectfully Submitted,
Heidi Seaverns
Approved as corrected
8/6/07
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