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Minutes of 8/29/2016

August 31st, 2016

Carroll Board of Selectmen
Meeting Minutes
August 29, 2016


“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 Kelly Trammell, Secretary Pro Tem

Board members present: Paul Bussiere, David Scalley, Brian Mycko.

The meeting was called to order at 7:00 p.m.by Chairman Bussiere.

Members of the public present: Bonnie Moroney, Deb Szauter, Imre Szauter, Jeremy Oleson, Michael Hogan, Dianne Hogan, Megan Rouillard, Bill Rines, Greg Hogan, Lori Hogan

Pledge of Allegiance

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

Selectman Scalley made a Motion to approve the minutes of 8/15/2016 as written and Selectman Mycko seconded. The Motion passed unanimously.

The following items were approved and signed:

Veteran’s Credit Application – Soule
Water Warrant – Werther
MS1

Chairman Bussiere said the water policy revision would be tabled. Greg Hogan had obtained some new information that they’d like to go over.

Town counsel contacted the Town with regards to the lien on the Rines property. Chairman Bussiere paraphrased an email from counsel stating the cell tower company that was approved to lease the land on the Rines property now wanted to buy the land under the tower. They are requesting that the lien be lifted from this parcel that they purchase and be placed on the remaining Rines property. Counsel advice is that there is no reason to remove the lien. Mr. Rines was present and a discussion went back and forth on the history of the lien. Chairman Bussiere stated that he doesn’t see a resolution to the matter occurring. Selectman Scalley stated the same.


Follow-Up Items:

Building Inspector/Code Enforcement Officer – Mr. Willey contacted the office to say he could not make the meeting this evening and he needed to reschedule. The office is waiting to hear back from him on his availability.

Structural Assessment of the Town Hall – Greg Hogan provided the Selectboard with a copy of the engineer’s report. As a whole the building is in good condition. Chairman Bussiere read a brief list of suggestions provided by the engineer to include:
Do not increase current load to building.
Install 2 columns under the library section.
Limit occupancy in gym to 400.
Limit storage on 2nd floor
Monitor building for movement or shifting.
Remove snow from roof if significant build-up.

Greg Hogan went on further to say as a reminder, the building is structurally fine but there are still safety issues that need to be addressed. He then deferred to Fire Chief Oleson. Chairman Bussiere asked where we were at for getting an assembly permit. The Fire Chief said he had called in and done a walk-thru with an Inspector from the Fire Marshall’s office. He expects a full written report but as of right now some of the issues are:
The current fire alarm is inadequate and illegal.
The gym per fire code will have an exit capacity lower than the 400 people mentioned by the engineer.
The interior finish in the gym is not an approved commercial finish. It needs to be treated with fire retardant paint every year and tested. Chief Oleson would have to check if that means just the wainscoting or the full wall.
More emergency lights are needed in the gym and the downstairs bathrooms.
An emergency door needs a lock removed.
There is electrical wiring that is not compliant and must be brought to commercial standards.
May have to lose the vertical opening to upstairs so it doesn’t function as a chimney.
Should have sprinklers in basement bathrooms and a fire protection engineer should be the one to design the system.

Selectman Scalley asked about increased use in the kitchen. Chief Oleson said that was mentioned in the inspection. Increased use from what it’s used for now will result in the requirement of having a commercial kitchen with hoods, etc. If it continues as right now, it’s all set.

Chairman Bussiere said he doesn’t feel comfortable turning a blind eye to the matter and stated we have 30 days now from this inspection to take action. Greg said he has already called Capitol Alarm to set up an appointment for a review and cost of a new alarm system.

Michael Hogan said it should be put to the Town to see if they want to spend money to patch the building or spend it on a new building. He said if you put money into the budget to repair the building, then you’re hiding it from the people.

Chief Oleson will forward the Inspector’s report to the Selectmen when he gets it.

Town Hall Permit Application – Tabled until restrictions come in from the Fire Chief.
Building Permit Process – Tabled

Employee Manual – Selectman Scalley had some changes and comments. Page 10 hours listed should be 29.5 and not 20.5

Page 14 Reporting Time - If we change or correct a time sheet, the employee needs to initial the changes after the fact. Selectman Scalley said we haven’t been following it and we need to.

Page 19 Regarding the Amendment made in December 2015, Employees who work an average of 29.5 hours get 64 hours PTO time after a year of service. It was decided no further changes were needed.

Page 19 Vacation Time w/Department Approval – Quick discussion of taking time off with no gaps in service. A department had taken vacation resulting in a lot of overtime. Selectman Scalley said he has no changes but this matter should be addressed with the department head.

Chairman Bussiere said he wants to see the same vacation hour schedule minus 88 holiday hours. By getting all the holiday up front they can be unearned and still be paid for if someone decides to leave. Holidays will be compensated on the day of the holiday. The Chair went on to say that the approval tonight is not in stone. It is the approved version to bring to the Employees for discussion.

Page 24 – Bereavement – Selectman Scalley said it should say 3 days at 8 hours up to 24 hours.

Page 27 – Reporting Injuries Form- Chairman Bussiere asked the Secretary to obtain a form from the Insurance Company. He was advised we already have one. No change needed.

Page 52 – Separation from Employment – Selectman Scalley said if we’re going to follow this section, we need an exit interview form.

Chairman Bussiere made a motion to accept the changes and present to the employees for their review. It was seconded by Selectman Scalley. Motion passed unanimously. Selectman Scalley reminded the Board that the current manual says any changes will take effect in 30 days from the date a new manual is approved. That makes the date to agree to a new manual no later than November 15.

Other:

Chairman Bussiere stated in a previous meeting it had been asked if there was the possibility of compensation for not taking the Town medical insurance. The Chair stated he looked into it and by labor law, they are not required to do so. Info was obtained by our health care provider and the rates for the categories do not change until we reach 51 employees. There was confusion on some information so the Chair advised he would get further information and revisit the topic.

Chief Olseon said the Recreation Area was just used for a function and asked if the Town had set a limit on the amount of insurance provided by the renter of the facility. He stated he had an instance to review one of the policies and did not feel like the coverage was enough to protect the Town.

Megan Rouillard asked if there is a charge to use the Recreation Area. She said parties are happening up there all the time with 40+ people bringing grills, etc. There was discussion about finding a balance between people using the park and the safety there.

Lori Hogan inquired about the 2 sessions of Summer Camp and why the second session included 3 additional days for free. Selectman Scalley said they flyer that went out to campers showed the 3 additional days listed so they were included in the price. Discussion followed about how there was a mix-up on the paperwork which had the last day of camp wrong. By the time it was noticed, they had to honor the last 3 days. Lori said her point is more that the extra 3 days cost the Town $900. She had previously brought a complaint to the board that all of the Camp Counselors got a raise except for 2 members. She said the response at the time was that there wasn’t additional money for the other raises. Michael Hogan said he’s on the Recreation Committee and the positions were assigned a pay rate before applications were accepted. The rate of pay was determined on what position someone applied for. It was decided they would have to pay more money for a better director.

Chief Oleson presented a request for a second nitrous oxide unit. He explained that at the time of the request for the first unit, he only had one person certified to use it. He currently has a total of 4 people that are certified. It is used as a pain control device that an EMT-A can administer. The request is so the current unit does not have to be switched between 2 vehicles and in busy times both ambulances can provide the same level of pain management. The request is for up to $4,000 to come from the Fire Truck and Equipment Capital Reserve Fund of which the Selectmen are authorized agents to spend.

Selectman Mycko asked if we charge patients for it. The Chief answered it is a medication and when used, we charge more than a basic run. Selectman Scalley made a motion to purchase the Nitronox Field Unit for up to $4000.00. Selectman Mycko seconded and the motion passed unanimously.

Megan Rouillard advised the Board that Oct. 7-9 the Rec. Committee will be hosting several events. Friday 10/7 will be a Haunted Costume Ball for those 21+ y/o, Saturday 10/8 will be the Haunted Trail for those 12+ y/o leaving from the Church and Sunday 10/9 will be a Trunk or Treat event at the Rec. Area. Chairman Bussiere advised as a reminder that there may be restrictions in place by then on numbers of people etc. It was asked if there would be alcohol at the event. Megan said they weren’t advertising it but if people BYOB it was allowed. The Chair reminded her that a police detail would be required because of alcohol and due to the numbers, so would a fire detail. A discussion ensued about the Town Committee having to pay the Town for an event. It was reiterated that Police and Fire cannot volunteer to do this work. They must be paid to be covered by insurance. Mike Hogan spoke out against it saying the Recreation Committee is trying to raise money for their events so it isn’t being paid by tax money. Paying for details cuts into that. Jeremy Oleson said we also have businesses and groups in Town trying to make money and we should be held to the same standards we require of them.

Chairman Bussiere said the next meeting will be on August 29, 2016.

As there was no further business, the Board was polled to go into non-public session, per RSA 91-A-3 for personnel at 9:18 p.m. Chairman Bussiere, yes, Selectman Scalley, yes, Selectman Mycko, yes.

As there was no discussion, Selectman Scalley moved immediately to return to public session. Selectman Mycko seconded and the Motion passed unanimously.

Chairman Bussiere made a Motion to adjourn the meeting and Selectman Scalley seconded. The Motion passed unanimously. Chairman Bussiere declared the meeting ended at 9:20 p.m.

Town of Carroll, New Hampshire ®2024