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Minutes of 9/30/2013 APPROVED

October 22nd, 2013

Carroll Board of Selectmen
Meeting Minutes
September 30, 2013
APPROVED
"These minutes of the Town of Carroll Select Board have been recorded by its Secretary.
Though believed to be accurate and correct they are subject to additions, deletions and corrections by the Select Board at its next meeting when the Board votes its final approval of the minutes. They are being made available at this time to conform to the requirements of New Hampshire RSA 91-A:2."

Minutes recorded by Maryclare Quigley, Secretary

Board members present: Paul Bussiere, Bill Dowling, Bonnie Moroney

The meeting was called to order at 7 PM by Chairman Bussiere

Members of the public present: John Gardiner, Evan Karpf, Joan Karpf, Andy Martel, Donna Foster, John Trammell, Frank Maturo, Michael Hogan, Claire Gritzer, Jeremy Oleson, Bobbi Amirault, Megan Rouillard

Pledge of Allegiance

The meeting was filmed by Joan Karpf.

The Board announced the approval of bills and signing of manifests.

The Secretary said she had made an error in the minutes for September 9, as she thought she heard that a cemetery lot is sold for $350. It was called to her attention when someone read the minutes and asked when the cost increased. As a result, she called Ed Martin, Chairman of the Cemetery Trustees who confirmed that the cost is actually $250 per lot. She said she will correct those minutes.

Chairman Bussiere said there’s no change with the Water Department debt update.

Andy Martel presented the 2014 proposed Patriotic budget. He recommended keeping it at the same as in 2013, $1,000. He said this was for flags and the Memorial Day Parade and barbecue which the Recreation Committee helped with. He also hopes to have a remembrance for Veterans’ Day. There were no questions and the Board thanked Mr. Martel for coming.

Donna Foster, Chair of the Planning Board and Michael Hogan a member, presented their proposed 2014 budget. They had one version with the legal line included and one without as Mr. Hogan discussed the possibility of putting one legal expense line for all departments or committees who use it on the Financial Administration budget. Mr. Hogan said this would be a way of keeping track of the money and insure that it doesn’t get spent unnecessarily. He said he is concerned that as it gets close to the end of the year and if money is there it will be used. He was assured by the Board that with the Selectmen’s policy on Town Counsel use, no one is allowed to seek legal advice without first receiving permission from the Board. Selectman Moroney said also it had been that way at one time, but changed to the individual budgets as that proved a better way to track spending and department heads/committee chairs were more aware of what they spent.

Mrs. Foster said they need to increase the Secretary and Postage as they are both over now as well as increasing the Legal line which is also over. She said from attending the law lectures she is realizing there is a fine line when they make decisions and she believes the attorney should review the regulations, etc. as they all need to be updated. Their total budget with the Legal line included is $11,696, an increase of $2,112 over 2013; and without the Legal line, (which would be elsewhere in the budget) $9,697, an increase of $113.

John Gardiner then presented the proposed 2014 budget on behalf of the Library Trustees. He gave a brief history and said that on April 9, 1896, the first Board of Trustees was established and has thus been serving residents and guests for 117 years. He went on to say the Library had undergone positive changes in the last few years with new shelving, carpeting and painting, and wireless connection, along with their usual practice of adding to the collection. He said future plans are to include electronic access such as for Kindle and Nook.

Mr. Gardiner advised they welcomed a new Library Director this summer, Tom McCorkhill, who has a background in Library and has just recently been awarded a grant from the Children’s Literacy Foundation (Clif) Rural Library, which he had written. This includes $2,000 worth of new books as well as two programs for the children. In addition children in grades K-6 at the Whitefield School are also included with a book giveaway, two programs, and $400 worth of new books for the school library.

He said patronage has increased from an average of 98 visits per month last year to an average in July and August this year of 140 per month. This year, they have issued over 60 new cards to new users of our library. He said that they move money around in the budget in an attempt to keep the bottom line level which they have done for the last ten years or so and noted they have included a modest increase in the salary line as well as increased the telephone line due to higher cost. Therefore, the total for 2014 is $13,468, which is actually $35 higher than the year before. He said receiving the grant is a great addition as their juvenile collection is extremely low. Donna Foster stated she likes having the used books available to purchase as she is unable to use the Library as she would wish.

Jeremy Oleson began his presentation with the proposed 2014 budget for the Fire Department. He said now that the position is Fulltime Fire Chief, that line has been renamed. He noted the Officer Salaries line has been brought back to the level of several years ago, as the officers are handling much more due to workload for fulltime staff. He said he had separated some lines for tracking purposes and renamed some lines for better clarity. Chief Oleson said a lot of gear had been purchased from a grant in 2001, and they are supposed to dispose of it after ten years – which they are starting to do now. He said he had not put a wage increase in as other departments had as he was leaving it up to the Board of Selectmen. Selectman Dowling asked if the cost for the Fire Academy would be decreased when their branch is opened up here. Chief Oleson said it really wouldn’t as the budget is based on the cost of the class only as the volunteers pay their own way to get to it.

01-4220.10 -100 FT Chief/Firefighter 24,253 Two positions combined
-101 Officers Salaries 4,500 Increase
-103 Firefighter Salaries 10,000 Decrease
-104 FT Firefighter II 17,500 Decrease
-201 Overtime 6,500 Increase
-202 NH Firefighters Insurance 400
-300 Office Supplies 350
-301 Mobile Phone/Data 840 Increase
-304 Inoculations 75
-305 Office Equipment 500
-330 Station Phone/Internet 900 Increase
-342 Software Support 1,100 Decrease
-400 Equipment Supplies 750
-500 Dispatching (Twin State) 2,000
-501 Mutual Aid (Twin State) 250
-502 North Pact Mutual Aid 500 Increase
-600 Equipment Purchase 1,500
-601 Radio Repair 1,000 Decrease
-602 Vehicle Repairs & Maint. 3,500
-604 FD Maintenance 1,000
-660 Forestry Equipment 400
-680 Extrication Equip./Maint. 400
-685 SCBA Equip./Maint. 1,500
-700 Fuel 3,000
-701 Travel Reimbursement 250
-702 Clothing 1,500 Increase
-710 Protective Clothing 5,000 Increase
-800 Fire Training 1,000 Increase
-801 Fire Prevention 200
-802 Inspections 250
-900 Miscellaneous 150
$ 91,068 Increase 11.64%

Chief Oleson moved on to the Ambulance proposed 2014 Budget and said here also, he has increased the Officers’ salaries line as they are handling more and more as time goes on. He noted that the lines with * are funded either fully or partially from the Special Revenue Fund and as with the Fire budget, he has separated some lines for clarity. Also, as with Fire, he said we need to start protecting our volunteers better with special clothing and they are working on this, so there will be a portion of the money from the Special Revenue Fund going toward clothing and equipment. The Chairman asked for clarification about the phones and Chief Oleson said this was a separated line as one is for the station with the internet and the other is for the mobile and the laptops in the vehicles.

01-4512.10 -101 Officers Salaries 2,000 Increase
-102 FT Chief/Firefighter* 1
-104 FT Firefighter II* 1
-200 EMT Salaries* 2,418
-201 Overtime 8,000
-300 Office Supplies 350
-301 Mobile Phone/Data 650
-302 Medical Equipment 1,500
-304 Inoculations 125
-305 Office Equipment 500
-330 Station Phone/Internet 900 Increase
-342 Software Support 1,100 Decrease
-401 Medical Supplies 1,500
-402 ALS Medical Supplies 750
-403 Oxygen 1,200
-410 Defib. Supplies/Maint. 700
-500 Dispatching (Twin State) 3,506
-501 Mutual Aid (Twin State) 250
-601 Radio Repair 1,000
-604 Maintenance 1,000
-605 Amb. Repairs & Maint. 3,000
-700 Fuel 5,000
-701 Clothing* 300
-715 Amb. Protective Clothing* 500
-725 EMS Training 700
-900 Miscellaneous 150
$ 37,351 Increase 5.21%

Special Revenue Fund Warrant Article $ 50,000

Megan Rouillard presented the Parks and Recreation proposed 2014 budget. She said they have increased staff hourly wages: Head Counselor, $9 to $10; Counselor, $7.50 to $8; 2 Junior Counselors, $7.25 to $7.50. She said the Ski program splits the bus cost with Whitefield when they can, but they don’t know yet about this year and they also don’t know yet about the bus company, as the owner passed away, they felt they couldn’t change it. She said they need to replace bases and benches at the field another year, and noted Staff Training decreased as they don’t do a lot; also all are CPR certified and the two lead counselors are Red Cross certified as lifeguards.

A major change is the Chamber of Commerce asked them to take over the Music Series in 2013. Jim Covey had it already set up and the $2,000 cost came from the Chamber budget, but they ran the programs. This year, the Chamber reduced their budget request by this amount, but Parks and Rec have included it in theirs. They have also added $1,500 to put toward the Fireworks for the July Fourth Celebration, which they paid $2,500 for this year. They hope to continue to raise donations to cover the cost, but a lot came out of their revolving fund this year. Ms. Rouillard said the first 25 children from Carroll attended for free but paid for their field trips, as did the chaperones, but children from out of town paid the full fee. They had 30 to 40 children attend camp every week. When she was asked if they had enough staff, she said they did because of the ages of the children.

01-4520.10 -100 Counselors 10,560 Increase
-200 Telephone 400
-201 Equipment & Supplies 1
-300 Parties 1
-310 Ski Program 1,500
-320 Field/Court Repair 500
-321 Building Repair 200 Decrease
-501 Transportation 1
-806 Staff Training 300 Decrease
-807 Town Entertainment 3,500 New Line
$ 16,963 Increase 42.883%


John Trammell presented the Police Department proposed 2014 budget. Chief Trammel explained his format and noted it began with the so-called “big ticket” items such as vehicle, handgun and computer replacements with target dates. He noted the office computer replacements had been projected out to 2017, as the Selectmen voted to replace all four this year. He said Sgt. Smalley creates lists yearly on all equipment and continually updates by calling manufacturers for usage life and stated that everything is pushed beyond the limits, except for the vests which now are disposed of when they expire. Another example he gave was the Sig Sauer handguns which are recommended for ten years but have been pushed to twelve years at least. Selectman Dowling asked parts that wear out and if other makes would be better. Chief Trammell said there are other much more expensive makes out there but for the money, etc., what they have is very good. Continuing on, he said the largest increase is for the fourth Officer and noted there is a decrease to $800 for a vest for the new person as all others should be good until 2016. There is also a computer replacement for the vehicle as when they reach four years of age or so, they begin being unable to run the software. Ammunition has not increased, but availability is still a huge issue so orders must be placed way before it is needed in order to be sure of getting it when it is needed. The Board suggested adding “Guns” to the ammunition line as these must also be replaced and this will allow them to start doing so.

01-4210.10 -100 Chief’s Salary 56,696 Increase 5%
-101 Sergeant Salary 53,573 “
-102 4th Officer Salary 36,809 New Line
-103 Special Officer 10,000
-104 Overtime 10,000 Increase
-105 Training 1,500
-106 Corporal Salary 49,926 Increase 5%
-200 Office Supplies 2,000
-202 Professional Association 400
-203 Vehicle Repairs 5,000
-204 Gasoline 10,000
-205 Accurint 950
-206 Fairpoint 2,000
-207 US Cellular 750
-208 Grafton Dispatch 800
-209 Time Warner 840 Increase
-210 US Cellular-Vehicle Computers 1,080
-211 IMC 2,995 Increase
-300 Equipment Purchase 1,200 Increase
-301 Radio Repair 1,250
-302 Computer Support 2,200 Increase
-303 Bullet Resistant Vests 800 Decrease
-304 Computer 1,600 Increase
-305 Clothing 2,100
-306 New Officer Clothing 4,000 Increase (4th Officer)
-307 Uniform Cleaning 1,050
-308 Ammunition & Guns 4,400 Increase (expanded line)
-309 Travel 400
-310 Vehicle Lease 1
-330 Grants 1
-900 Miscellaneous 400
$ 277,771 Increase 33.30%

The Board thanked all department heads/committee chairs for their budgets.

The next item was Patrol Officer and Selectman Moroney said they had put an ad in the paper because there are only three fulltime police officers. They have been trying to use part time officers and cannot fill the slots, as those qualified have full time jobs. Chairman Bussiere said the State Police response time is 60 to 90 minutes because of their coverage area and shortage of officers. He advised the Board requested that the Chief hire a fourth officer. Chief Trammell said applications are not back yet, but they are hoping to get someone certified. Responding to the mention of Detective, the Chief said in New Hampshire this is a three-week course and is free by the State and is great all-around training. Joan Karpf asked if they are planning to hire the office year and if they do where the money will come from. Selectman Dowling said if it happens this year, they will look at the budget and find where there may be some money.

The Board reviewed the MS-1 report for submitting to the DRA and approved sending it. It was noted this is an inventory of the Town.

The Secretary apprised the Board of various quotes received from Certified Computer Solutions for two computer work stations for the Town Clerk’s Office, a Server or connecting to the Cloud, and various wiring, some of which needs to be done whether or not any equipment is replaced. The Selectmen looked these over and Chairman Bussiere thought they seemed a little high so Selectman Dowling suggested Chairman Bussiere make a call to the company to discuss them. The Board was reminded that the Town Clerk’s computer and the server are really near their end and should have been replaced last year; and the Deputy’s is scheduled for replacement this year.

Michael Hogan said the Town needs plans and replacing computers is a good example. Everything becomes an emergency without them in place and he said it’s time to stop being reactive and become proactive. Chairman Bussiere said he guessed he volunteered to take on the computer issue and will move forward with it. Researching and comparing makes, cost, et cetera came up and the Secretary said she had neither the time nor the expertise to be an “I T person.” She said she relies on our computer company for advice and support and that they have been more than helpful and very timely whenever they had been called. Evan Karpf spoke of regional purchasing for computers and the like and going with towns in the area for doing so. Chairman Bussiere said he will come next week with information, etc. on computer technology particularly regarding the office computers. Selectman Moroney noted the CIP had been worked on a while ago and that two people had discs and thought that one might have been Evan Karpf which he said he did. It was noted this process had slowed in favor of working on the Master Plan.

The Secretary reminded the Board about the bus fire on Route 302 back in January and that the Fire Department had billed for it as is usual. Finally after months and phone calls too numerous to count by the Finance Clerk, their insurance company—Travelers’ Insurance—said they are not legally liable to cover their client. She asked if the Board would approve contacting Town Counsel about this or if they should just leave it as it is. Selectman Dowling made a Motion to: Send the information to the Attorney. Selectman Moroney seconded and it was approved unanimously. Selectman Dowling said to also ask to have attorney’s fees included.

The following item was approved and signed:

Water Warrant – McGee, O’Brien, Colaluca Management, LLC
Thank You Letter – Shawn Bergeron
Town Hall Use Permit Applications – Gillery, Parks & Recreation Com.

When the thank you letter was signed, Joan Karpf asked if there were any follow-up regarding workshops attended. Selectman Dowling said there is research to be done before bringing anything to the table. Chairman Bussiere said it will be brought and maybe the zoning ordinance will be reviewed also. Mrs. Karpf said most are from the State but felt some may have changed and they should be reviewed anyway. Evan Karpf said the same with the Planning Board as most are out of the State Office of Energy and Planning.

Other:

The Secretary had an oil quote from Stiles Fuel of $3.429. This was received Greg Hogan, Road Agent who is also charged with care of General Government Buildings and who was unable to attend the meeting. Michael Hogan asked why we don’t put an ad in the paper for fuel and service in the summer time. The Board felt that was a good idea and would certainly suggest it for another year. In the meantime, they asked that Mr. Hogan make more calls and suggested Presby and Precision along with others that he might find.

It was noted the Board had received information on the Rines case today but they needed more time to read it. Selectman Dowling recommended they hold off a week so Chairman Bussiere said this would be tabled to October 7.

Bill Dowling advised the Transfer Station had received a used oil grant award for $323.

Selectman Dowling referred to information about a florescent bulb terminator that Donna Foster brought a few meetings ago which she said they had received at the store. Mr. Dowling said he checked with DES about getting a license and they informed him the State won’t allow these. So he wanted to pass this on so people won’t waste their money purchasing this product.

Selectman Moroney said when they first started talking about the train, they were concerned about people on it and it was stated there would be a fence. As there isn’t one, she’d like to look into this and it was general consensus that she should.

Also, regarding the Obamacare letters that had to go out, Selectman Moroney said if we get any response, she’d like to set up a policy regarding prepayment. She said the Town will be billed and if payment isn’t received, we’d be on the hook for it. She also noted if many sign up, we may have to increase Dianne’s hours. Chairman Bussiere said they still need to make an amendment to the Employee Manual regarding that part time hours not exceed 30 hours. Michael Hogan clarified that the Town will not be paying insurance premiums, as the people will pay their own premiums however the statement comes through the Town.

Michael Hogan went on to say he had noticed while monitoring the people coming with budgets, that many have been asking for raises and he feels what they’ve been asking for basically seem to be just cost of living as they’ve not had raises for the last several years. He said they need to look at wages here as he’s not sure they are equal to others in the area and said he wants them to be comparable to the job that’s being done. Selectman Moroney said several years ago the Budget Committee looked into this and many were comparable at the time. Mr. Hogan said he was concerned they haven’t even been given cost of living—and they’re only trying to catch up, not even necessarily to get ahead. He said he still feels there need to be steps, a pay scale of some sort.

Joan Karpf said she feels the benefits should be included in the compensation figures. She also asked about the water debt and what’s going on with that. Selectman Moroney said originally the accounts weren’t set up properly and the rates were not enough to cover costs. When they first tried to get things going the Town forgave debt then also. It was noted that we are trying to set up a meeting for a time when the auditors are coming to the office anyway, and it just hasn’t happened yet.

As there was no further business, the Board was polled and went into non-public session for Personnel matters at 9:15 p.m.

At the close of Non-Public Session, Selectman Dowling moved to return to Public Session and seal the minutes from Non-Public Session. Selectman Moroney seconded and the Motion passed unanimously.

There being no further discussion, Selectman Moroney made a Motion to: adjourn the meeting. Selectman Dowling seconded and the Motion passed unanimously. Chairman Bussiere declared the meeting ended at 10 p.m. The next meeting will be Monday, October 7, 2013.

Town of Carroll, New Hampshire ®2024