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Minutes of 8/31/2015

September 9th, 2015

Carroll Board of Selectmen
Meeting Minutes
August 31, 2015


“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: David Scalley, Bonnie Moroney, Paul Bussiere

The meeting was called to order at 5:40 p.m.by Chairman Scalley.

Members of the public present: Sue Kraabel, Jeremy Oleson, Dianne Hogan, Michael Hogan, Greg Hogan, Donna Foster, Debbie Szauter, Imre Szauter, Anthony Roberts

Pledge of Allegiance

The Board announced the approval of bills and signing of manifests will take place following the meeting.

Chairman Scalley called on Anthony Roberts, Sales Consultant from Paychex Payroll Services. Mr. Roberts explained about his company and the features they offer, including various reports they will file, Labor compliance, to name a few; as well as the actual payroll service. He gave a brief description of the procedure from reporting the hours worked through distribution of checks and/or direct deposit advice, which will be about two days. It was noted that due to timing, payday of necessity will probably have to be moved by a day or two. This will be looked into and we believe it will be allowed as long as we provide written notice of the change to all employees. The Treasurer’s signature will be affixed on all hard checks electronically, but there will be time for all documents to be approved just as they are all now. It was pointed out that all hours worked will be distributed among the various designations as they currently are and that they will be able to do the New Hampshire Retirement System monthly report as an XML file that we can import so we may do our filing with them. They will also be able to file weekly tax payments as well as quarterly reports and end of year reports, including W2’s. The latter will be at a fee of $6.25 per form.

Mr. Roberts assured all that the pay period administrative fee covers all employees, and by quickly working on the figures, would be approximately $4,200 per year. Sue Kraabel, Town Treasurer, questioned the costs and said she doesn’t see where there would be any savings. This lead to a discussion of hours saved versus money spent. Michael Hogan pointed out that this would result in savings in overtime; also there would be a savings as there could be a reallocation of duties. Chairman Scalley said the responsibility falls on the company which he feels is another plus. Discussion ensued about tracking and getting the information into our General Ledger, along with various other aspects such as handling holidays and being sure the completed payroll is received on time. Mr. Roberts also advised if checks are late due to error, weather, etc., we will have the ability to cut checks for timely distribution, which is extremely important. With discussion complete, the Board thanked Mr. Roberts for his presentation and he departed the meeting.

Selectman Moroney made a Motion to: Approve the minutes of 8/24/2015 as written. Selectman Bussiere seconded and it passed unanimously.

Chief Jeremy Oleson said he wanted to bring the Board up to date regarding the ambulance billing company. He said they had been with the current company for ten to twelve years and decided to investigate others as there seemed to be better, more efficient systems. After learning about several companies, they chose to go with Ambulance Medical Billing, AMB, effective as of September 1. He said they have a good history of collecting aging accounts as well as using technology which will allow them to start streamlining on the local level. Chief Oleson said it is more expensive than the previous company, but the cost does include two computers, one for each ambulance, as well as the software system, support, etc. He said they will be all electronic and there will be no more hard checks to process. He said the company looked at our numbers and books and accepted us, as much as us accepting them! Chief Oleson said they had looked at other companies but this one seemed to be better for the personnel as well as the Town. He said they received good reports about this company, but we can go to something else if this doesn’t work out. The Board thanked Chief Oleson for the update.

The Secretary reminded the Board about a presentation the Offices and Selectman Bussiere were given by Franco Rossi from Cartographics Associates regarding expanding their services for our tax maps, etc., electronically. She said with budget season coming up, she felt this might be the time to continue that conversation from April. The Board agreed this was the time and as all had not been present, asked if Mr. Rossi could return for another presentation. It was agreed to ask him to come for the meeting on September 28, as Selectman Moroney will be away for that on September 14.

The following items were approved and signed:

Water Warrant – O’Connor
Water Warrant – Postage, Various Late Letters
Representation Letter – Melanson Heath (2014 Town Audit)
MS-1 Extension Request Form – DRA

Chairman Scalley read a letter he had requested be sent to Evan Karpf. As his term of Health Officer had expired, the thought was that there may be information, flyers, etc., which he attained during his term that may be a benefit for the Town to have available. Selectman Bussiere made a Motion to: approve and sign the letter. Chairman Scalley seconded and the Motion passed unanimously.


Other:

Greg Hogan, Public Works Director, reminded everyone about Household Hazardous Waste Day Collection at the Transfer Station on Saturday, September 12, from 8 a.m. to Noon. He affirmed with the Board that as this was for “household” waste, he would be supported if it were necessary to deny commercial users. He said he had been told a business may be bringing a substantial amount of material, which if it is the case, will be very costly to the Town. There was discussion of these businesses also paying taxes, etc., but Mr. Hogan went on to say that is not the intent of this collection day as disposal of hazardous items is part of the cost of the service they perform. He pointed out that of course it could be accepted, but there would have to be a charge for it. The Board concurred that they should let Mr. Hogan make the decisions and know that he has the full support of the Board.

Sue Kraabel asked if the Board chooses to go with the payroll company, that they consider moving the pay day as there needs to be time for reviewing. The Secretary agreed and said it would stand to reason that if the payroll is only received on Tuesday, it could not be released for distribution due to that. The Board said they would be looking at that along with other things.

Donna Foster said they have a payroll company and it is well worth it. She also commented that businesses do pay taxes, too. This lead to discussion of trash, costs, recycling, etc. It was Michael Hogan’s opinion that the pay-per-bag program is needed here. He said he believes that would be the thing which would encourage a greater number of people to recycle.

Fire Chief Oleson reminded everyone that there will be pancakes on Saturday, September 5, as it’s the holiday weekend. They will be serving from 7:30 to 10:30 a.m. at the Fire Station.

Michael Hogan said he will be going to Concord Thursday, September 3, regarding the formula for distribution of the Rooms and Meals tax money. He said he had received information and other states allow towns and cities to implement fees or a flat percentage that can remain which would be additional to the taxes. He said there are a number of ideas and different ways to generate money that may be looked at. Selectman Moroney wished him luck as she said Joan and Evan Karpf had worked on this in the past and nothing changed then either.

Chairman Scalley noted the meeting had not been filmed.

Dave Scalley asked about a Horizons Engineering contract to be signed and Donna Foster said that was with the Town of Carroll Planning Board and it had been.

As there was no further business, the Board was polled to go into non-public session, per RSA 91-A-3 for personnel and legal at 7:42 p.m. Selectman Bussiere, yes; Chairman Scalley, yes, Selectman Moroney, yes.

At the close of non-public session at 8:25 p.m., Selectman Moroney moved to return to public session and seal the minutes from non-public session. Selectman Bussiere seconded and the Motion passed unanimously.

Selectman Moroney made a Motion to adjourn the meeting and Selectman Bussiere seconded. The Motion passed unanimously. Chairman Scalley declared the meeting ended at 8:26 p.m. The next meeting will be Monday, September 14, 2015.

Town of Carroll, New Hampshire ®2024