Town of Nottingham
Selectmen’s Meeting Minutes
November 24, 2008
6:30 PM Chair Netishen opened the meeting and asked all those present to stand for the Pledge of Allegiance.
Members Present: Bill Netishen, Mary Bonser, Peter Bock
Guests: Chris Mills, resident; Rhoda Capron, Library Director; Laurie Legard, Chair, Blaisdell
Memorial Library Trustees; Joy Bicknell, Library Trustee
Others: Charlie Brown, Town Administrator; Laurie Landry, Comcast Stenographer; Chelli Tennis, Communications Policy Committee; Terry Bonser, resident; Traci Chauvey, Recording Secretary
ADMINISTRATIVE BUSINESS:
There were no department reports.
Mr. Brown informed the Selectmen that he has received proposals for a camera and recorder for the police interrogation room and for a fire and security alarm system to be installed at the Old Town Hall and the Grange. Both proposals were received from one company. He asked the Selectmen to consider whether or not they wanted to do a formal RFP process for these items. He would like to discuss these items at the workshop to be held on Tuesday, November 25, 2008. Additionally, Mr. Brown received a detailed preservation maintenance schedule from Mr. Welch and Mr. Colby for the historic buildings that he would like to share with the Selectmen.
There was discussion about the holiday closure for the Town Office. It was determined that the Town Office will close at 2:30 PM on Wednesday, November 26 and re-open on Monday, December 1, 2008.
Mr. Brown informed the Selectmen that beginning last Friday (November 21) the Blaisdell Memorial Library will be closed on Fridays until further notice. He believes this is an energy conservation measure. There was discussion about closing the Municipal Office on Fridays. The Selectmen would like to see a schedule of events that take place at the Municipal Office on Fridays and weekends.
The Selectmen addressed the signature file and signed an Intent to Cut form for TM 55 L 4A.
Chair Netishen announced that the Nottingham School Board issued a press release seeking volunteers to serve on the Nottingham School District Building Committee. This committee will assist the School Board in making and implementing long-range plans directly related to the renovation and/or addition to the Nottingham School. The committee will strive to meet bi-weekly and update the School Board on a regular basis. The School Board wants to ensure that a variety of constituents are represented. Interested individuals should submit their name and contact information to SAU #44 Interim Superintendent Dr. Michael Ludwell at 942-1290 or via e-mail to nottinghamsb@nhsau44.org by Monday, December 15, 2008.
Mr. Bock announced that Nottingham Community Church is hosting two upcoming events. On December 6 there will be a Nottingham Community Christmas open house to benefit the Nottingham
Food Pantry. Music, story telling, poetry, jokes, and reminiscences about Christmases past will entertain the attendees. On December 12 there will be a concert featuring Jon Matthews and Prince Edward Island Fiddler, Cynthia MacLeod. Tickets are $12 in advance, $15 at the door.
Minutes
September 15, 2008 (Public Meeting)
Line 189: Change possible to possibly.
Motion: Bonser, second Bock to accept the minutes of the September 15, 2008 Meeting, as amended.
Vote: All in favor. Motion passed 3-0.
October 31, 2008 (Workshop)
The Selectmen asked Ms. Chauvey to note in the minutes of the discussion with Mr. Witham that he is to keep Mr. Brown informed of ACO activities.
Motion: Bock, second Bonser to accept the minutes of the October 31, 2008 Workshop, as amended.
Vote: All in favor. Motion passed 3-0.
Discussion: At Ms. Bonser’s inquiry, Ms. Chauvey reported that the Town Office e-mail address had been added to the ACO’s contact information.
November 7, 2008 (Workshop)
Line 65: Change amount to number.
Line 204: Mr. Bock requested that it be noted under the Personnel Administration budget discussions that Mr. Brown had made reference to the Annual Benefit and Salary Report published by LGC. The book lists benefit and salary information for NH Municipalities. The Selectmen determined that the benefits provided by the Town of Nottingham are above what other like-sized towns offer.
Motion: Bock, second Bonser to accept the minutes of the November 7, 2008 Workshop, as amended.
Vote: All in favor. Motion passed 3-0.
November 10, 2008 (Workshop)
Motion: Bonser, second Bock to accept the minutes of the November 10, 2008 Workshop, as written.
Vote: All in favor. Motion passed 3-0.
November 10, 2008 (Public Meeting)
Line 55: Replace enmasse with en masse.
Line 87: Add the word are between they and upset. Change the word there to the.
Motion: Bonser, second Bock to accept the minutes of the November 10, 2008 Meeting, as amended.
Vote: All in favor. Motion passed 3-0.
Discussion: Ms. Chauvey confirmed that the Town Office e-mail addressed had been added to the ACO’s contact information. At Chair Netishen’s inquiry, Mr. Bock stated that he does not want to consider charging a fee for cablecasting, at this time. He does not feel that the producers should have to replace and/or repair the Town’s antiquated equipment and that the Town should seek new equipment under the renewal contract. Chair Netishen acknowledged Ms. Chauvey. Ms. Chauvey explained that she was not suggesting that the Town charge enough to purchase new equipment. She feels that a nominal fee should be charged to alleviate the tax-payers burden of paying for repair of the VCR. The existing contact does not expire for 20 months, which could mean lots of
repair. Ms. Bonser informed all that she has spoken with Mr. Stucker, a member of the Communications Policy Committee, in regards to this suggestion and he confirmed that other towns charge a fee.
APPOINTMENTS
7:00 PM – Chris Mills – Discussion around Selectmen Recusals
At 7:00 PM, Chair Netishen acknowledged Mr. Mills and invited him to the mic.
Mr. Mills believes that the Selectmen are not fulfilling their legal obligation for recusals. He read from both NH RSA 43:6 and NH RSA 43:7. He believes that at times Selectmen have appropriately recused themselves, at times they have not, and that they are obligated to stop whatever event is taking place when one does recuse him or herself to find a replacement. Chair Netishen agreed that if a vote was to be taken on an issue, and a Selectman has recused him or herself, then an Alternate should be seated. He does not recall ever being in this situation. Mr. Mills feels that there needs to be three to have a proper discussion on any subject whether a decision is being made or not. There was discussion about whether NH RSA 43:7 was an absolute requirement under all situations or on a
case-by-case basis. The Selectmen informed Mr. Mills that they would seek legal opinion and get back to him.
PUBLIC HEARING
Chair Netishen acknowledged Ms. Landry. Ms. Landry asked to have a few minutes to set up her equipment. Chair Netishen opened the public hearing at 7:25 PM.
Chair Netishen explained that Nottingham’s Cable Franchise Agreement expires on July 15, 2010, and the purpose of the public hearing is to take public input on cable issues for the renewal. Notices of the Public Hearing have been posted and the Selectmen are seeking volunteers for a Cable Franchise Advisory Committee. The committee will be responsible for looking at future needs, what has worked, what has not, and making recommendations for the negotiations of the new Agreement.
Chair Netishen acknowledged the lack of public presence at the meeting and invited Mr. Bock to speak. Mr. Bock noted for the record that the community has a series of concerns. The Selectmen have received input on several issues including comments from the elderly regarding price increases on a fixed budget, residents who do not have access, and the need to extend/expand public access. The community has grown dramatically since the existing contract was signed and this growth demands renegotiation of services. Ms. Bonser, acknowledging the issue with public access, noted that the Town will need new equipment and more channels geared toward public use.
There was discussion on the contract process. The Selectmen made a plea for public input and committee volunteers. They set a date of December 22 to select the Committee.
Chair Netishen closed the Public Hearing at 7:42 PM.
ADMINISTRATIVE BUSINESS Cont.:
Mr. Bock announced that the HCPP Committee will be meeting on December 15 at 7:00 PM. A Planning Consultant has been selected and they will be meeting to discuss the process and expectations.
Mr. Brown reported that he has received two bids in response to the RFP for painting the Grange Hall and Old Town Hall buildings. Both vendors have previously done this work for the Town. The RFP requested quotes on scraping, spot priming, and one coat of paint.
Grange Hall:
Carl Schmottlach submitted a bid of $7,100. This bid does not include the steeple, but does include mildew removal, scraping, spot priming with an oil-based primer, one (1) coat of latex paint, and repair (reglazing) of some windows.
F.A. Gray submitted a bid, which was broken down. They bid $18,498 for mildew removal, scraping, spot priming, one (1) coat of paint (including the steeple), reglazing, and up to 40 pieces of replacement glass. Their bid included additional costs of $3,500 if lead work is needed, and $2,700 if more than 40 pieces of glass need to be replaced. They did not specify the type of primer or paint.
Old Town Hall:
Carl Schmottlach submitted a bid of $6,500 based on the same services provided for the Grange Hall.
F.A. Gray submitted another break-down bid. They bid $11,900 for the mildew removal, scraping, spot priming, and one (1) coat of paint. They again included additional costs of $3,500 for lead work and another $1,800 for the fire escape.
There was discussion about what paint would be used and if clapboards need to be replace. Mr. Brown will follow up. The Selectmen will review the five (5) year preservation maintenance plan submitted by Mr. Welch and Mr. Colby.
Mr. Bock informed all that the school had presented its proposed 2009 budget to the Budget Committee. They are proposing to increase their budget by $709,000. He noted that, although some costs are fixed, the teacher contract which runs through 2010 commits to an 8% salary increase and the School Board is seeking a 3.5% COLA for all employees, giving the teaching staff an 11.5% total increase.
APPOINTMENTS Cont.:
Library Trustees & Director – 2009 Proposed Library Budget:
At 8:00 PM, Chair Netishen acknowledged the Library Director and Trustees and invited them to the mic.
Ms. Legard and Ms. Capron gave the Selectmen a run-down of their proposed 2009 budget.
Operating Expenses – The Alarm System line is increased for monitoring the system and cleaning the detectors. The Books line will remain the same. Traditionally, they like to increase this line yearly, but due to economic conditions, they are trying to keep costs down where they can. They are instituting a fine system for overdue books with the automation. All fees collected must be used on books. The conscience fund is not equitable. Fines will be .05¢ per day up to a maximum of $5.00. With the automated system, someone will be able to log into their account and renew the books they have out if they are not already late. If someone comes in to check out new books when they have overdue books, the system will flag this and they will not be allowed to withdraw the
new books. The Cleaning line is significantly increased. They had to let the last cleaning person go and the new person, with whom they are very happy, charges a considerably higher rate. The Continuing Education line will remain the same. The Furniture line is decreased to $0. Although they may need or want new furniture, they felt this was an area they could cut costs this year. The Library Automation line is decreased considerably. The system is in and the remaining money in the line is for licenses and subscriptions. The Magazines/Newspaper Line is decreased. They have been trying, unsuccessfully, to get the Globe delivered. They have removed the funds for this paper. The Maintenance line is increased. Ms. Legard reported that it was a tough year for the Library with the mold issue. The proposed funds are for sheetrock, power washing the outside of the building, lift repair, filter system maintenance,
light repair, etc.. Mr. Brown informed all that he also budgets money in the Government Buildings line for maintenance at the Library. There was discussion about overlap. Mr. Brown believes that the Town is responsible for exterior maintenance, while the Trustees are responsible for the interior. Mr. Brown will meet with the Library personnel to sort out the budget in this line. The Mileage line is decreased. The Miscellaneous line is increased. This line is used for background checks on volunteers. Mr. Brown informed Ms. Capron that costs for background checks is increasing. Ms. Capron will check into this. The Postage, Professional Dues, and Programming lines will remain the same. The Repairs line is decreased. The Supplies line will remain the same. The Technology line is significantly decreased. They plan to buy one more computer for the on-line catalog that replaces the card catalog. The
Technology Support Line is reduced. They highly praised the local individual who provides them support and informed the Selectmen that he donates much of what he does. The Movies line will remain the same. Summarized, the overall operating expenses will be decreased by $10,715.
Salaries – The Library Trustees are proposing a 4% increase for the Library Director. Ms. Legard explained that the Trustees have been increasing this salary at approximately 5% per year to bring it into line with other Library Director positions from like communities. They provided data from seven (7) similar towns. They were considering 3% this year but have heard that there will be an increase in the employee contribution to health insurance next year. They feel that 4% seems more appropriate and are confident that they are not asking for too much. They are proposing a 5% increase for the Assistant Librarian. Ms. Capron strongly feels that the Assistant has taken on a whole new role. She is responsible for the automation, working with the school, staff training, and
things of this nature. The position has expanded and deserves more than .50¢ per hour. The Trustees are recommending a 1% increase for the Library Assistant 1. They are recommending a 2% raise for the Library Assistant II. They are not recommending an increase for the Library Aide as this position was given increases this past year to meet the new minimum wage requirements. They are, also, not recommending an increase for the Substitute or Assistant Librarian. They are recommending a 2% increase for the Summer Reading Director. They are also proposing a new position this year, a Story Hour Assistant. The Summer Reading Director is not available on Wednesdays. The new Story Hour Assistant would fill in that day so the Library can accommodate more children in their programs. Summarized, the proposed salaries will increase by $4,358.
The Telephone line will remain the same. It is paid by the Town.
There was discussion around the Friday closure and energy conservation measures. The Selectmen inquired about use of the facility. Ms. Capron informed them that a request needs to be filled out and submitted. Space is used on a first come, first serve basis, with Library activities taking priority over any others. Not-for-profit users take priority over for-profit users. For-profit users pay a rental fee.
Ms. Bonser thanked the Trustees and Director for pro-actively trying to maintain and reduce costs in planning their budget.
Chair Netishen wanted to make two things clear, for the record. The first is that the Library Trustees present the budget to the Selectmen as a courtesy. The Selectmen have no authority over the budget. Secondly, he observed that the proposed salary increases are far above the 1.5% they are recommending for Town employees.
The Selectmen thanked Ms. Legard and Ms. Capron for their presentation. Ms. Legard, Ms. Bicknell, and Ms. Capron left the meeting.
OTHER BUSINESS:
Mr. Bock announced that the Advisory Assessing Committee will be meeting on December 4 at 7:15 PM.
Having no further business,
Motion: Bock, second Bonser to adjourn the meeting.
Vote: All in favor. Motion passed 3-0.
Meeting adjourned at 8:50 PM.
Respectfully submitted,
Traci Chauvey
Recording Secretary
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