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Selectmen's Meeting Minutes 10/21/09
BOARD MEETING MINUTES
October 21, 2009


Selectmen Present:   Thomas Parker, Chmn., Carmen Yon & Susan Silverman

Mr. Parker  opened the meeting at  9:00 am


PRIMARY:

9:00 am         POLICY WORK:
The selectmen worked on amending certain parts of the personnel policy. Mr. Yon had drafted a cell phone policy. The board discussed this and made a few changes. Mrs. Silverman made a motion to adopt the cell phone policy, Mr. Yon seconded and the motion passed 3-0. The Board discussed the categories of employment and made some changes. They substituted “temporary” for “seasonal” under the part-time employee definition and added “appointed officials” as a new category. The selectmen added “temporary or seasonal employees will be hired on a year to year basis” to the Hiring Policy, section XI. The board made some changes to the “meal and rest periods” section under XVI General Work Rules, to be in conformance with State of NH Labor law. The selectmen added “shall not be used for gaming, shopping, social networking or surfing” to the internet policy. Under XVIII c. Establishment of Wage Rates for Employees, the board amended #5 to read “minimum time at wage level one and above is two years” instead of one year, and added “stipends will be determined by the Board of Selectmen for appointed positions.  The selectmen amended XX f. Holiday Pay for part-time employees to read “Part-time employees will receive the day off with straight time pay to be paid for hours normally worked. Part-time employees who do not normally work on that day of the week will not receive pay. If the actual holiday falls on Saturday or Sunday and the Board of Selectmen determine that the department will be closed on that Saturday or Sunday, a part-time employee who normally works on Saturday or Sunday will receive their normal work hours as holiday pay for that day. However, in no case will an employee receive more than one of each of the eligible paid holidays.” Mr. Yon made a motion to amend the personnel policy with all of the discussed changes, Mrs. Silverman seconded and the motion passed 3-0.

                NON-PUBLIC SESSION Personnel:

                           At 10:50am, Mr. Yon made a motion to go into non-public session to discuss personnel, Mrs. Silverman seconded and
                            the motion passed 3-0

                           Mr. Yon made a motion to seal the records on the non-public discussion, the motion was seconded by Mr. Yon,
                            the motion passed 3-0. Roll Call Vote:  Mr. Parker – yes, Mr. Yon – yes, Mrs. Silverman- yes


7:00            FROM MICHAEL PELLETIER – SITE WORK ONLY FOR SINGLE FAMILY HOME:  Mr.  Pelletier  and Gary Saltis
                             met with the board.   Mr. Pelletier stated that he would like to construct a log home on his property and understands
                             that all of the permits have been issued  this year.  Mr. Parker explained the growth management ordinance that the
                             town is under.   Mr. Pelletier questioned if he can complete all of the underground things this year, cellar, septic etc.  
                             Mr. Parker stated he can put in the septic, a garage if he wishes, but he cannot start on the house.   Mr. Yon stated
                             that he has the option of appealing this decision to the Zoning Board of Adjustment.   

                              Mr. Parker stated that the board addressed Mr. Pelletier’s questions with regard to the extra shed on the property.   
                              We have removed the assessment for one of the two sheds for this tax year, we have not removed this for the
                              previous.                  

7:15            MEET WITH GENE CUOMO, ROAD AGENT
  • REVIEW PROPOSED 2010 HIGHWAY BUDGET AND CAPITAL PROJECTS:  Mr. Cuomo stated that he is working on this budget.   Mr. Cuomo would like to replenish his stockpile of culverts at the end of the year if he has money left.    Mr. Cuomo stated that on the CIP plan this is the year to purchase a new loader.  Mr. Cuomo stated that if we are not going to do this, then we need to put some repair into the existing one, maximum $5000 and we could keep this for another two years.  Mr. Yon stated that he would need to get some prices for a new one as well as prices to repair the existing.     Mr. Cuomo stated that he would like to keep some money in part time salaries
          

                Mr. Cuomo stated that he has spent about $215,000 on Fullam Hill Road.  He still has a few bills.  Mr. Parker
                stated that he would like the ten-year plan completed by Thanksgiving.   .

  • REVIEW PROPOSED 2010 TRANSFER STATION BUDGET:
  • NON-PUBLIC SESSION – PERSONNEL:
 At 7:45 pm, Mr. Parker made a motion to go into Non-Public Session under RSA 91 A:3 II (e). Mr. Yon  
                                    seconded the motion. The motion passed 3-0. Roll Call Vote:  Mr. Parker – yes, Mr. Yon – yes, Mrs. Silverman-
                                    yes
                                     At 8:00 pm, Mr. Parker made a motion to go out of Non-Public Session under RSA 91 A:3 II (e). Mr. Yon
                                     seconded  the motion. The motion passed 3-0. Roll Call Vote:   Mr. Parker – yes, Mr. Yon – yes, Mrs. Silverman-
                                     yes
               
                                     Mrs. Silverman made a motion to seal the records, the motion was seconded by Mr. Yon, the motion passed 3-
                                    0. Roll Call Vote:  Mr. Parker – yes, Mr. Yon – yes, Mrs. Silverman- yes

  • HIGHWAY BARN SECURITY:  Mr. Parker stated that Gene has a problem with Greg Mattson being at the highway barn on numerous occasions.   This interrupts the flow of work.     The board will write a letter that  unless he has an official reason to be there, then he cannot hang around the barn.  He is to speak with Mr. Cuomo only, when he does go to the barn.       
7:45            MEET WITH WAYNE KASSOTIS, POLICE CHIEF
  • REVIEW PROPOSED 2010 POLICE BUDGET:  Chief Kassotis stated that the line for part time salary is higher than budgeted last year.  The health line is up because of the change in where this is budgeted for.   Mrs. Thompson stated that she contacted NH retirement and they gave her an estimate of 14.3% for police.     Mr. Yon questioned if he was looking to hire an additional part time officer.  Chief Kassotis stated that he would like to.  Mr. Yon questioned if this would reduce his overtime.  Chief Kassotis stated that it would.   The second year lease on the cruiser is in this budget.   Mr. Parker stated that this budget is a 10% increase.   Chief  Kassotis stated that most of the increase is in the way the health insurance is budgeted.  This also includes the lease for the cruiser  
Chief Kassotis discussed increasing the fees on parking tickets.   The board would like information from other town’s to determine what they are charging.    

                                     Chief Kassotis stated that he would like to hire an additional part time officer.  Mr. Yon stated that he would be in
                                     favor of this.                   

  • REVIEW PROPOSED 2010 ANIMAL CONTROL BUDGET:  Reviewed
  • EMERGENCY MANAGEMENT:  Reviewed
  • COUNTY REGIONAL PROSECUTOR:  Chief Kassostis stated that the way he reads this letter, we will not have a choice in whether or not to participate in this.  Our cost would increase for these services.   Chief Kassotis feels that the board should send a letter to the county commissioners with regard to our concerns.   Chief Kassotis will also  write a letter.  
  • WEEKLY REPORTS:  Mr. Parker stated that the board has not received these reports lately.  Mr. Parker stated that the police seem to go to every ambulance call.  Chief Kassotis stated that if they are available they to go to these calls.  Mr. Parker stated that he would like to see the speed listed on the report on motor vehicle stops.   Chief Kassotis stated that the general calls for service are way up.  They have had a lot more cases.    Chief Kassotis stated that he has made cases a priority and the weekly reports are not a priority.  Mr. Parker stated he feels that this is something the secretary can do.            
8:30            MEET WITH JANE WRIGHT
  • 2010 TAX COLLECTOR BUDGET:  Mrs. Wright met with the board.    Mr. Parker stated that the board is going to change how the town clerk and tax collector are compensated.   These positions set up the hours and the board determines the fixed amount of compensation, a salary.   Mrs. Wright stated that she has calculated her salary on 20.5 hours for 52 weeks a year.  Mr. Parker stated that the board does not feel that 20.5 hours are required year round.  Mr. Parker stated that the board does not feel that there are 20 hours of work a week except for certain times of the year. She needs to set the hours to reasonably collect the taxes.   The hours Mrs. Wright submitted include hours the town hall is closed to the general public.   Mrs. Wright stated that she does not have a day that is not broken up and that is why she suggested these hours.  Mr. Parker stated that the board is looking at 20 hours a week for 5 weeks when the first and second issue tax bills are sent out and taxes are collected, 5 weeks for tax liens at 20 hours a week, and the remaining 37 weeks the board feels  8 hours a week should be sufficient.   This is a total of about 600 hours and at Mrs. Wright’s current pay rate of $22.35 per hour that would be $13,500.    The board does not feel that we should be paying her hour after hour just sitting around waiting. Mr. Parker questioned if Mrs. Wright feels that the current hours are justified.  Mrs. Wright stated that she works on keeping her office caught up and her job is to collect revenue which means there is a lot of time just waiting for people to come in to pay.   Mr. Parker stated that the board has reviewed the salary levels of comparable towns and what we are looking at for salary is in line with other towns.   Mr. Yon stated that when the board split the two positions they indicated that we would review this once it was split.   Mr. Yon stated that the board does not feel that  Mrs. Wright needs to sit there and wait for people to come in.    Mr. Parker stated that the board is trying to put this in line with what the work requirement is.  Mr. Yon stated that the board feels that when tax bill first go out the hours are justified at 20.5, but the rest of the time they are not.   Mrs. Wright stated that she does not have to notify mortgage companies of change of liens and she would not continue with this responsibility if the hours are cut.  Mrs. Wright stated that  currently there is not a lot of work for the deputy to do.  Mr. Yon stated  then she should cut these hours.    The board would like Mrs. Wright to review what they discussed and meet with them in a couple of weeks.                               
***             WENDY O’BRIEN RESIGNATION AS SUPERVISOR OF THE CHECKLIST:  Mr. Yon moved to accept this
                             resignation and send a letter of thanks the motion was seconded by Mrs. Silverman, the motion passed 3-0.
                             
***             LETTER FROM BTLA REQUESTING BOS MEET WITH BEQUEART:  We will send a letter to Mr. Bequaert
                             requesting a meeting.   

***             EMAIL FROM STAN SHERMAN – NEIGHBORS CHICKENS IN HIS YARD: We will write a letter to Mr. Sherman
                             stating that we have no ordinance to enforce this, they should contact the Planning Board  to discuss an ordinance

***             VETERANS CREDIT APPLICATION:  This applicant does not qualify .  


***             DETERMINE VALUE FOR YIELD TAX: The board determined to assess this at 92%

***             NON-PUBLIC – WELFARE REQUEST:
                  

                              At 9:20 pm, Mr. Parker made a motion to go into Non-Public Session under RSA 91 A:3 II (e). Mr. Yon  seconded
                            the motion. The motion passed 3-0. Roll Call Vote:  Mr. Parker – yes, Mr. Yon – yes, Mrs. Silverman- yes
                               At 9:25 pm, Mr. Parker made a motion to go out of Non-Public Session under RSA 91 A:3 II (e). Mr. Yon
                             seconded  the motion. The motion passed 3-0. Roll Call Vote:   Mr. Parker – yes, Mr. Yon – yes, Mrs. Silverman- yes
               
                            Mrs. Silverman made a motion to seal the records, the motion was seconded by Mr. Yon, the motion passed 3-0  .
                            Roll Call Vote:  Mr. Parker – yes, Mr. Yon – yes, Mrs. Silverman- yes

***             EMAIL FROM LGC:  reviewed

***             REVIEW/APPROVE LETTER TO PROPERTY OWNERS WHOSE ASSESSMENTS HAVE CHANGES THIS YEAR:  
                             reviewed and approved

***             COPY OF LETTER FROM RICHARD NELSON TO AVITAR RE: APPOINTMENT TO LIST PROPERTY:  We will
                             send him a copy of his assessment card, we will flag this to be reviewed next year.

***             DISCUSS LETTER FROM TOWN CLERK RE: HOURS NECESSARY FOR DEPARTMENT FOR 2010:  Reviewed
                              The salary will be based upon 1350 hours per year                              

***             2010 BUDGET
  • REVIEW 2010 EXECUTIVE BUDGET:
  • REVIEW 2010 GENERAL GOVERNMENT BUILDINGS BUDGET:
  • REVIEW 2010 CODE ENFORCEMENT BUDGET:
***             DISCUSS FREEZING FIRE/AMBULANCE BUDGETS:  Mr. Parker would like to review these two budget
                             expenditures.   He feels we may need to freeze the ambulance budget right away.  Mr. Yon feels that all non-salary
                             expenses must be pre-approved by the Board of Selectmen prior to any expenditures.   

***             COLLECTION REPORT FROM CAG:  Mrs. Silverman moved to  examine these reports,  any balance for Fitzwilliam
                             residents will be forgiven,  all others will be sent for collection, the motion was seconded by Mr. Yon, the motion
                             passed 3-0.    

***             LETTERS FROM LGC TO VEHICLE OWNERS WHOSE CARS WERE DAMAGED IN PARKING LOT:  Reviewed

***             DRAFT OF CONSTRUCTION PERMITS:

***             TREASURERS REPORT:  Reviewed

***                    PLANNING BOARD:  The  Roys were not notified with regard to the subdivision before the Planning Board.    The
                             Planning Board will notify them.   There is a five acre piece of land under David Jarvis Heirs that was not sold with the
                             larger piece.   This piece needs to come out of current use.    Mr. Parker stated that the piece they are trying to
                             subdivide has a lot of wetland.    Mr. Parker would like to send a complaint to DES with regard to the wetlands issue.   
                             Mr. Yon moved to send letter to DES with regard to the  abuse of wetlands,  Mrs. Silverman seconded the motion, the
                              motion passed 3-0.                

***                          ZBA:  Mike Methe has withdrawn his name to be a member.  The board suggested asking Dave Kinney, Susan
                              Rolke             

  • Minutes
  • Correspondence
  • Payroll and Accounts Payable Manifests









Mr. Yon moved to adjourn at  10:05 pm, the motion was seconded by Mr. Parker, the motion passed 3 -0.

Respectfully submitted,

Debbie Favreau
Administrative Assistant                                                                       _________________________
                                                                                                              Thomas Parker, Chmn.                            


                                                                                                              ----------_________________________
                                                                                                              Carmen Yon                                                                                                             

                                                                                                    _______________________                                                                                                           
                                                                                                    Susan Silverman
                                                                                                   Board of Selectmen  
                


 
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13 Templeton Turnpike, PO Box 725 Fitzwilliam, NH 03447
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