| Board of Selectmen Minutes 10/25/11 |
| Written by Diane Young | |
| Wednesday, 29 February 2012 | |
|
Board of Selectmen Minutes October 25, 2011 Official as of December 13, 2011 Chairman Robert Holden called the meeting to order at 6:00 p.m. Roll Call Police Chief Drolet led the Pledge of Allegiance. Citizen’s Forum Appointments Mr. Cummings asked what the vote meant. Selectman Holden explained that he will vote when he gets a final bottom line number. Selectman Dill stated that he feels the board is not being fair to the departments when there is no vote on the budget. He also stated that the board’s votes are for the individual departments at this time. Selectman Holden stated the board has not finished looking over the budget and there may be an increase. He also feels the board should be provided with a bottom line budget, so when the process begins there should be a fixed number given to work with. Discussion ensued regarding the overall budget process and when the final votes would be addressed. Mr. Lemire stated the intent is to provide the board with a final budget on November 8 with the actual numbers for insurance, health care, fuel, etc. Further discussion was held regarding the set up of a default budget. Mr. Lemire explained that a default budget is the prior year’s budget to include any increases with retirement, step increases, etc. 42112 ~ Police Department Selectman Holden asked Chief Drolet to speak on the police cruiser that was put in the budget versus a warrant article. Chief Drolet stated that the cruiser is an item the commissioners and he thought should be in the budget. He also stated that going into an SB2 form of government; he strongly feels it needs to be in the budget this year. Chief Drolet stated the police department currently has six vehicles, five front-line vehicles that are always on the road and the oldest vehicle always gets moved to the SRO vehicle that Coe-Brown Northwood Academy reimburses the police department for. Chief Drolet stated that out of those six we have four that have over 100,000 miles. Chief Drolet stated that if they go to an every other year cycle that is a twelve year life span on a police cruiser. He also stated that from 2001 to 2007, they were on the rotation; one every year, and with SB2, if the cruiser is not included in the budget, he is concerned that they would not get a cruiser. Selectman Holden asked what happens if we operate under a default budget this year for next year. Chief Drolet replied they would not get a cruiser this year. Selectman Bryer stated he supports the department getting a new cruiser as they did not get one last year. He also stated he would support the cruiser in the budget as well as in a warrant article. He added if the budget passes then the warrant article would be null and void. Discussion continued on the cruiser being put in a warrant article versus in the budget. Selectman Dill also supports the need of a new cruiser this year, but would support a warrant article for this year because that is how it has been done in the past. Chief Drolet stated he has contacted other towns around us such as Deerfield, Pittsfield and Epsom that have SB2 and they all include cruisers in their budgets. He also stated if there are changes being made, he would like to present all changes at once this year. He stated that is the cost of doing business for the police department and they have to make sure that the cruisers run. Chief Drolet stated the departments’ maintenance line has approximately $1,500 left and he has not yet purchased snow tires. Also, there has been a lot of activity in the maintenance line and the cars require more maintenance. Town Administrator Lemire pointed out that the reason that many of the towns are putting cruisers in their budgets is because both DRA and auditors consider police cruisers as an expendable asset. It was stated by Mr. Bryant that he does not know why it would have to be listed on a separate warrant article when it is part of the police operating budget. He also stated it is a working tool of the police officers. Chief Drolet stated that a cruiser has been placed in the CIP for every year and the plan has not been followed. He also stated as long as he has been in town there has never been this many cruisers with such high mileage. Selectman Holden stated that tax payers may want the right to be able to vote on this item and make the decision; that is why it has been a warrant article in the past. Selectman Bryer suggest putting it in the budget and having the warrant article contingent on budget passage. Discussion ensued at one of the budget committee meetings and most of the members were very receptive to having the cruiser in the budget. Discussion ensued regarding a new cruiser being on a warrant article or in the budget. Selectman Dill asked Chief Drolet what they were looking into buying. Chief Drolet stated the quote he had received was for a Ford Expedition. Selectman Dill asked if they would have to buy all new equipment for it. Chief Drolet replied they would need to purchase some equipment based on the size of the vehicle, but some items would be transferable such as lights. He added the fuel consumption would be approximately the same as the Ford Explorer. Discussion continued on the type of vehicle to be purchased along with fuel consumption. Selectman Bryer stated that other police departments chose to go with Chevy Impalas and asked if there is better fuel mileage with the Chevys. Chief Drolet referred to a study he did when he became Chief. He stated that front wheel drive vehicles are not as durable and the size of the vehicle is smaller once equipment has been installed and the department would also need to purchase all new equipment to transfer from the Crown Victoria to the Impala. Selectman Dill stated that health and dental is being dropped by $5,200. Ms. Garrett explained that last year the highest of the three estimates was budgeted for and this year the numbers ended up being less; therefore, there is a decrease and when the final figures are given, the insurance lines will decrease again. Mr. Lemire stated that the final numbers have been provided by LGC and there will not be an increase in health and dental insurance this year. Chief Drolet had a question with line 191. Chief Drolet asked about special duty not being in the budget. Mr. Lemire stated he has a warrant article to present that will create a police duty revolving fund so there will no longer be a need to appropriate the funds. Discussion continued on the revolving fund.
Selectman Dill noted that the salary lines have increased. Mr. Lemire stated the lines include employee step increases. He also stated the police department is the only department that included step increases in their budget. Selectman Dill asked about cruiser usage by the SRO. Chief Drolet stated there is a contract between the town and CBNA for the School Resource Officer (SRO) and the cruiser. CBNA reimburses the town for the use of the cruiser being at the school for specific hours. He also stated that any repairs for this cruiser such as oil changes, tires, etc. are paid for out of line 660, SRO Cruiser Use for CBNA. A discussion was held regarding the salary for the SRO and the option to reduce the amount to $3,500. Chief Drolet explained there is a contract in place for the salary for the SRO. Selectman Holden asked if line 660 can be reduced. Chief Drolet stated that this line is funded by CBNA and the contract is for $4,000 and that is what he budgets for; however, the past few years have been reduced to $3,500. He also stated that all repairs for this cruiser come out of line 660. Ms. Garrett stated that she bills CBNA quarterly, a total of $4,000 and the funds are used for repairs and maintenance. She also stated that the town does not bill CBNA for fuel for the SRO cruiser. The board agreed to reduce line 660 to $3,500. A discussion was held regarding fuel increases. Chief Drolet stated the fuel for the SRO cruiser comes from the regular fuel line 635. He also stated at this time the fuel line is over expended $4,200 but it is still less than what he proposed for 2012. Selectman Dill asked about line 690 as there is an increase in the amount proposed of $3,000. Chief Drolet stated the increase is for software on the cruisers, GPS system. He stated this is a request for officer safety and will provide for real time locations and also reports. Chief Drolet stated the total cost for the software is $6,000 for six cruisers, but some of the cost was absorbed by a grant. Selectman Holden would like information relative to the software for the budget committee. Selectman Dill asked about the $1,500 increase in the contracted services line 330. Chief Drolet stated that the majority of the companies they’re doing business with are increasing rates 3% or adding fees to the contracts. He also noted that other town buildings receive bottle water delivered so this has been added to the budget. Discussion was held regarding the final figures for a new cruiser. Chief Drolet stated the $29,680 is for the vehicle and the rest is for equipment and if the line is reduced it would mean less equipment being put into the cruiser. **Motion** Selectman Holden made a motion to accept $757,277 for 42112 – Police Department. Selectman Bryer seconded the motion. Motion carries; 2/0/1. Selectman Holden abstained. 44141 – Animal Control Selectman Dill stated the lines for the cell phone and SPCA will now be used since there is a person in the position. Selectman Dill asked what the ACO is using for a vehicle. Chief Drolet stated that he took the 2006 Ford Explorer back for the ACO to use. Selectman Dill asked if that was part of the six vehicles that the police department has. Chief Drolet stated we have six vehicles for the department and the ACO has a vehicle. He also added that the 2004 Ford Explorer is not in good condition and should only be used for local use. Chief Drolet also stated we may have to revolve one of the outgoing cruisers into an ACO vehicle. Selectman Dill asked about ACO training. Chief Drolet stated UNH runs an extended learning course which is an advanced course and the ACO will be attending. He also stated he was unsuccessful in finding a basic course. **Motion** Selectman Dill made a motion to accept $17,535 for 44141 – Animal Control, seconded by Selectman Holden. Motion carries; 2/0/1. Selectman Holden abstained. 45890 – PD Wage Grant Programs Selectman Dill stated he feels we should do approximately $2,500 if we do one extra grant. Chief Drolet stated that they have not done DWI grants in the last two years, but plans on doing the grants this year. Chief Drolet recommended that they stay at $3,500. Ms. Garrett asked if they want $3,500 or go back to the $3,800 where it was when both grants were being done. Selectman Holden asked why we would not be taking advantage of the grants this year. Chief Drolet stated it is a bid process. He stated that staff numbers are low and arrests have not been very high for a couple of years. He also stated the numbers are reviewed and it is based on departments that are producing numbers. Mr. Lemire stated that 2009 it was $1,069.78, 2010 was $1,493.53 and 2011 to date is $1,945.92. Discussion continued on how grants are received. Chief Drolet stated the grants are a 100% match. Selectman Holden asked what happens if this line is under funded. Chief Drolet replied nothing because it is a match. Ms. Garrett stated the bottom line will show the overage; however, it is offset by the revenue. Selectman Holden moved to accept the 2012 amount of $2,029 for 45890 – PD Wage Grant Program, Seconded by Selectman Bryer. Motion carries; 2/1. Selectman Dill opposed. 42211 – Fire Department Selectman Holden stated last year when we presented to the budget committee and the tax payers, we explained how the retirement went up $125,000 and as a result we had to raise the budget $80,000. He also stated he feels it is important that we tell the budget committee how the retirement decreased. Selectman Holden was not sure of the number but asked for it to be provided at the next meeting. Selectman Bryer stated that it should also be presented that the employees’ rates were also increased by 2%. Ms. Garrett stated the 2% was town wide. Selectman Dill asked if anything else would be coming up. Chief Ashford replied no. Selectman Dill stated the communications management service had changed. Chief Ashford stated that is the fire alarm dispatch services that are raising the rates. He also stated the base run rate is based on a formula. Selectman Bryer wanted to know why they can raise the rates, when others are cutting. Chief Ashford stated that is not a budget number, it is an actual number. He also stated it is the actual cost that the compact paid for dispatch services by fiscal year 2010. Mr. Lemire asked if it went by the number of calls. Chief Ashford replied no, it goes by your equalized evaluation as well as your population assessments to the county. Selectman Dill stated it went up last year. Chief Ashford stated it did and it is actual dispatch costs incurred by the City of Concord. Selectman Holden made a motion to approve the 2012 request of $531,402.31, seconded by Selectman Dill. Selectman Dill asked about fuel consumption. Chief Ashford stated he is close to over-expending the fuel line but believes he can absorb the overage in the rest of the budget. He also stated the he will not be asking for an increase in the fuel line for 2012. Selectman Holden called for a vote. Motion carries; 2/0/1. Selectman Holden abstained. 42217 – Medical Services 42901 – Emergency Management Town Administrator Lemire asked the board if they would like to vote on the various budget lines from prior meetings that have not been voted on yet. Discussion was held and Selectman Holden called for a vote. Motion carries; 2/0/1. Selectman Holden abstained. 41301 – Selectman 41302 – Town Administrator 41401 – Restoration of Records 41501 – Finance Administration 41531 – Legal Operations 41533 – Claims, Judgments, Settlements 41552 – Personnel Administration Discussion ensued as to the rate of disability insurance. Ms. Garrett stated that the rate varies as it is based on an employee’s salary. Selectman Dill stated the figures will change if a step increase is given. Selectman Dill so moved $50,849 for 2012, seconded by Selectman Holden. Motion carries; 2/0/1. Selectman Holden abstained. 41941 – Town Parade Buildings Selectman Holden asked why this would not be a warrant article. Discussion continued on the existing alarm system and other types available. Selectman Holden stated he feels that additional information on other options would be beneficial to review. Selectman Dill made a motion to accept the 2012 request of $69,756 for 41941 – Town Parade Buildings. Seconded by Selectman Holden. Motion carries; 2/1. Selectman Bryer abstained. 42401 – Building/Code Enforcement Mr. Lemire stated the increase of $650 is for fuel. The board feels that a public hearing should be held regarding the new inspection plan. Selectman Dill made a motion to accept the 2012 request of $69,756 for 42401 – Building/Code Enforcement. No second was provided. The motion failed. Selectman Bryer motioned for level fund 42401 – Building/Code Enforcement, in the amount of $59,046. A discussion was held regarding the statistics being down this year. Seconded by Selectman Holden. Motion carries; 2/1 for the revised number. Selectman Dill was opposed because he was not at the meeting when the department presented the number. 43122 – Highway Cleaning/Maintenance Selectman Bryer stated that a plan should be in place and followed. Selectman Dill stated that a plan will be created at the next highway meeting. Selectman Holden made a motion to level fund 43122 - $58,000 for Highway Cleaning & Maintenance. Seconded by Selectman Dill. Selectman Holden stated there was discussion held at the last meeting regarding the fact there is still funding in the current budget that would allow for additional ditching to be done this year. Selectman Dill stated the road agent has been doing ditching with the town’s equipment when it can be done. Selectman Bryer requested an actual figure be provided for crack sealing. Selectman Dill requested to vote so there is a number for the bottom line and it can be adjusted if necessary at another time. Motion carries; 2/0/1. Selectman Holden abstained. 43163 – Street Lighting 44111 – Health Department Selectman Dill made a motion to accept the 2012 request of $14,959 for 44111 – Health Department. Ms. Garrett stated that the department head requested $750 be added to the salary line. The state is no longer covering the water tests. Mr. Lemire stated he had a discussion with the department head and he agreed to stay at the original 2012 request. Seconded by Selectman Bryer. Motion carries; 2/0/1. Selectman Holden abstained. 44151 – Health Agencies – Children 44411 – Welfare Administration 44451 – Medical Payments/Welfare 44452 – Welfare Vendor Payments 45899 – Donations 46510 - Economic Development Mr. Lemire stated the budget will be less when the insurance and retirement rates are adjusted, but at this point we are at $74,379.38. Selectman Holden asked if the new figure included the $36,000 for the cruiser and was told that it did. Ms. Garrett stated the current retirement percentages are reflected in the budget. She added that there will be no change in July of 2012. Selectman Bryer stated he would like to see steps given this year and Selectman Dill agreed. Selectman Bryer stated that town employees went without any type of raise last year. He also stated that we changed the insurance co-payments as well as the insurance plan. He went on to say that 2% was taken out of employees pay and they were not receiving anything for that 2% and they went from a three year average to a five year average. Mr. Lemire will print and send an explanatory sheet. Selectman Dill stated it will not be the whole $18,000 if we have already factored in the step for the police department. Mr. Lemire stated that is correct. He also stated that $6,000 of the $18,000 was for police so the budget the board will receive tomorrow will state that fact. Mr. Lemire stated he would draft a spreadsheet proposal that would include the steps. Public Hearings New Business October 18, 2011 Process Assessing Forms and Applications Approval of Manifest(s) and Purchase Orders Purchase Orders Miscellaneous Reports and Miscellaneous Signatures Road Release Agreement - Brown Road. Selectman Dill, so moved, seconded by Selectman Bryer. Motion carries; 3/0 PSNH petition and pole request 2012 Holiday Notice Road Release Agreement – Old Pittsfield Road Bulletin Board Posting and Raffle Cemetery Deed and Perpetual Care Contract Reports Mr. Lemire stated they are still working to fill the fighter vacancy. Interviews will be conducted Wednesday night, November 2, 2011. He also stated the fire chief had selected six candidates. Mr. Lemire will keep the board informed of the progress. Mr. Lemire stated Mr. Roy conservation commission chairman, stated that our permits are almost complete. He suggests Mr. Lemire ask the board for authorization to sign the permits as soon as they are ready, then they will be forwarded to the town clerk who will submit them to NHDES. Selectman Holden made a motion to allow Town Administrator Lemire to sign the necessary documents for the Northwood Lake Beach permit and Mary Waldron Beach permit, seconded by Selectman Dill. Motion carries; 3/0. A discussion was held on who would be doing the work. Mr. Lemire stated that Ms. Holden was researching how we handle funerals and burial expenses and found that we may want to clarify our position as to what limits welfare provides. Ms. Holden submitted a form with new language asking the board to add this to the welfare regulations, which would put the maximum burial cost to be borne by the town at $750.00 but only under the stipulation that the cost of the funeral should not exceed $1,800. Ms. Holden explained to Mr. Lemire that we currently pay up to $750. Ms. Holden would like it to state: “total funeral expense shall not exceed $1,800.00 in order to qualify for the town’s reimbursement limit of $750.00.” Selectman Dill made a motion to accept the amendment to the welfare guidelines as presented. Seconded by Selectman Holden. Motion carries; 3/0. Mr. Lemire read a letter from Bill Lounsbury from the Lions Club regarding the ice races held at Northwood Lake. This is an annual event that benefits NH Lions Camp Pride. They requested use of the beach area for the purpose of accessing the lake during the months of December 2011 thru March 2012. Selectman Dill so moved, seconded by Selectman Bryer. Motion carries; 3/0. Individual Selectman’s Reports Selectman Dill asked who the person was that is doing the recycling now. He also stated that he visited the transfer station in Madison NH and saw they had signs on their equipment regarding costs and revenue. Selectman Dill thought it was a good idea. Selectman Holden stated that Town Administrator Lemire in the last two or three months has been using his own laptop. He also stated they priced a laptop he could use for presentations and for the budget process; the price was around $700 and depending on what software is needed. Selectman Holden feels it is within the range to sign a purchase order. Selectman Dill and Selectman Bryer agreed. Selectman Holden stated that this time last year we were starting to look at expenditures. He also asked if we are confident that we are not going to over expend in any areas. Selectman Bryer stated that we usually cut this off around December 1. Mr. Lemire stated that in talking with Ms. Garrett she stated it helps us get all the bills in so she can close the books. Mr. Lemire stated on November 22, 2011 this could be addressed again. Citizen’s Forum Non-Public Session Selectman Bryer made a motion, seconded by Selectman Holden to seal the minutes of the non-public session. Motion carries; 3/0 Selectman Dill made a motion, seconded by Selectman Holden to deny the two ambulance abatements. Selectman Bryer stated for the record do we have case numbers of the denials. Selectman Dill replied yes, account #49836 and account #7665415. Motion carries; 3/0 A motion to adjust the amount on the tax agreement on Map 230, Lot 82:59. Selectman Dill so moved, seconded by Selectman Holden. Motion carries; 3/0 **Motion** Selectman Dill made a motion to tax deed in accordance to the recommendation of the town dated October 25, 2011. Seconded by Selectman Holden. Motion carries; 3/0 Adjournment Respectfully submitted,
|