Selectboard Meeting Minutes

Minutes of 2/21/2023

February 23rd, 2023

Carroll Board of Selectmen
Meeting Minutes
February 21, 2023

“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 Heather Brown, Secretary
Board Members: David Scalley, Brian Mycko

Members of the Public: Tadd Bailey, Vern Amirault, Imre Szauter, Chris Pappas, Mike Gooden, Kelly Trammell

The meeting was called to order at 5:00 p.m. by Chairperson Scalley.

Pledge of Allegiance.

APPROVAL OF 2/7/2023 SELECT BOARD MINUTES – Selectperson Mycko motioned to approve the 2/7/2023 Select Board minutes as written; Chairperson Scalley seconded. Discussion-none. All in favor: Mycko-AYE, Scalley-AYE.

APPROVAL OF 2/8/2023 SELECT BOARD MINUTES – Selectperson Mycko motioned to approve the 2/8/2023 Select Board minutes as written; Chairperson Scalley seconded. Discussion-none. All in favor: Mycko-AYE, Scalley-AYE.

APPROVAL & SIGNING OF MANIFESTS – The Board confirmed they had signed prior to the meeting.

SUPPLEMENTAL WATER WARRANT – The Board reviewed the supplemental water warrant for Cassidy and Maher, totaling $742.66. Selectperson Mycko made a motion to approve and sign the supplemental water warrant; Selectperson Scalley seconded. Discussion-none. All in favor: Mycko-AYE, Scalley-AYE.

WARRANT FOR ANNUAL TOWN MEETING – The Board reviewed the warrant provided by the Town Clerk. Selectperson Mycko motioned to sign the warrant for the annual Town meeting; Selectperson Scalley seconded. Discussion-none. All in favor: Mycko-AYE, Scalley-AYE.

VETERANS TOTAL DISABILITY TAX CREDIT/EXEMPTION (BROCK) – The Board reviewed the Veterans Total Disability Tax Credit/Exemption for Brock. Selectperson Mycko motioned to approve and sign the Veterans Total Disability Tax Credit/Exemption for Brock; Selectperson Scalley seconded. Discussion-none. All in favor: Mycko-AYE, Scalley-AYE.

ELECTION DAY COVERAGE – The Board discussed and confirmed their election day coverage for March 14th. Chairperson Scalley 8:00 a.m. to 2:00 p.m. and Selectperson Mycko 2:00 p.m. to 7:00 p.m.

COOS COUNTY BROADBAND COMMITTEE – The Board reviewed the letter of commitment to participate with all the other towns in Coos County who similarly commit to join in the county wide effort to bring the necessary broadband services to the citizens. Selectperson Mycko motioned to approve and have the Chairperson sign the Coos County Broadband Committee commitment letter; Selectperson Scalley seconded. Discussion-none. All in favor: Mycko-AYE, Scalley-AYE.



FOLLOW-UP:

LAND USE SECRETARY / CLEANER POSITION – Chairperson Scalley stated that the Board received one application and suggested that the Board wait another week to see if there are any other applicants and then meet as a Board to discuss. Selectperson Myko agreed.

Kelly Trammell asked the Board to reconsider the way the position was posted, noting the mix of positions is a horrible idea. Trammell went on to suggest that it would be more logical to combine the cleaning position with a building/grounds maintenance position, noting the building has never been cleaned/maintained the way it should be. Trammell further gave examples of what the building/grounds maintenance position could provide - cleaning building interiors and exteriors, weeding, mowing, plowing, sanding, sidewalk snow removal, etc. - and would be a better combination.

Trammell voiced her opinion that combining the Land Use secretary position and cleaning position would cause friction in the office; for example, someone there to pick up a permit and it is when the secretary is cleaning at the Police Station. Trammell further went on to explain that the person for the Land Use secretary position should ideally be for office work and backing up the Administrative Assistant when needed.

Trammell suggested keeping the Land Use secretary position as an office position and exclude the cleaning aspect, noting it would be beneficial to let the person focus on land use issues first, as there is a lot to learn, and then gradually start helping the Administrative Assistant with duties as needed.

Chairperson Scalley explained that the “cleaner” addition came about because the latest contracted cleaner resigned a few weeks ago and, in the interim, Chief Bailey and the Administrative Assistant have been doing most of the cleaning at the buildings. Trammell stressed that if combining the two positions was the knee-jerk response, it should be identified now that the combination does not fit. Trammell expressed that the Land Use secretary comes dressed as a professional, noting the two positions are two different skill sets; Chief Bailey and the Administrative Assistant both agreed. Trammell further expressed that the cleaner position could also work with the Highway Department to power wash buildings, shovel snow, use the sidewalk plow, etc., all of which would make more sense than combining it with the Land Use secretary position.

Chairperson Scalley explained that the biggest problem right now is finding people to do anything, never mind combining two positions. Scalley stated that he does not disagree with what was said, noting that it might have been a knee-jerk reaction, however the Board discussed combining the position and all were in favor of doing so.

Kelly Trammell asked the Board to slow it down and think about positions. Chairperson Scalley expressed that if the Board slowed down on the process, Chief Bailey and the Administrative Assistant would continue cleaning, noting they have been doing so for months because the last cleaner was not up to par. Trammell gave an example of the Land Use secretary having a long meeting and potentially not being able to clean because they would be over their hours. Scalley explained that the Board was trying to make the position, because the Land Use secretary position is only 10-20 hours a week and the cleaning position is only 4-6 hours a week, noting the combination would make the position part-time, no more than 29 hours per week. Trammell emphasized that the Land Use secretary position should do land use work with the notion of being able to back up the Administrative Assistant when needed, and help when she is out of the office and/or overloaded.

Chairperson Scalley stated that they are grasping at straws and it took nearly four months to get an applicant for the Land Use secretary position. Trammell responded that the Board is ahead of the game with two applicants for the Land Use secretary position. Scalley explained that there are only two applicants if the Board drops the cleaning aspect of the position, noting one applicant did not want to clean. Trammell expressed that she does not blame the applicant for backing out from cleaning; Scalley agreed. Trammell explained that maybe the cleaner position is more of a custodial type of position where the person cleans and does maintenance around the buildings. Chief Bailey explained that he cannot come up with the number of hours he’s spent shoveling, clearing dirt/grass clippings, weed whacking, etc.; further noting he believes the hours are there if a position for that was made.

Selectperson Mycko explained that if the cleaning position was combined with a grounds and maintenance position that person could do seasonal duties, like mowing. Chairperson Scalley expressed his concern of trying to find someone that wants to clean and do the other duties. Trammell expressed that the combination position of cleaner and building/grounds maintenance person offers much more options on a scope of work and noted that it doesn’t just have to be at this building, the position could be justified under highway with Greg Hogan as the supervisor.

Discussion regarding the potential of a cleaning/maintenance position being part-time or full-time, noting that it makes more sense to expand that type of position. Trammell stated that these buildings have never been cleaned the way they should be. Trammell reiterated that it should be discussed before making a decision.

Discussion regarding the Land Use secretary position potentially being able to help multiple positions in the Town Hall. Chairperson Scalley explained that they have had a very difficult time trying to fill the Land Use secretary position for years, noting there have been five different people in that position over the past few years. Trammell expressed that adding “cleaner” to the position does not make the position attractive.

Trammell suggested that if it was a knee-jerk reaction when the positions were combined, the Board still has the option to discuss, since no one has been hired, and reiterated that the Board could still discuss. Chairperson Scalley explained that the only drawback is the difficulty of trying to fill both positions, and the Police Chief and Administrative Assistant continuing to clean. Trammell expressed her concern for the first Land Use secretary applicant that applied and then got told it was for cleaning as well, noting she does not blame the applicant for not wanting to clean.

Kelly Trammell suggested that the cleaning and building/grounds maintenance position would be more logical to expand and make more sense to combine those positions and pointed out that the position would be more intriguing in the sense that that it is not the same thing every week. Chairperson Scalley agrees that a full or part time grounds person would be great. Trammell expressed that it would be the better direction to go and more would be accomplished. Chairperson Scalley stated that in a perfect world, he agrees with Trammell, however the Board discussed as a whole prior and the Board all thought it was a good idea, whether it was a knee-jerk idea or not. Scalley agreed that the Land Use secretary and cleaner position did not go together, but noted everybody in the office had chipped in. Selectperson Mycko stated that Chief Bailey and the Administrative Assistant should not be cleaning; Scalley agreed but further questioned what would happen if no one was cleaning. Mycko expressed that he agrees with Trammell on the groundskeeper/cleaner position at a part-time capacity, noting it would be ideal and help with getting tasks done around the buildings.

Discussion between Chief Bailey and the Board regarding the need to get screened material next year for sanding around the buildings.

Chairperson Scalley asked Trammell for a solution and what she would like to see happen. Trammell responded that she would like to see the Land Use secretary position as its own position with no cleaning responsibilities. She would also like for the Board to reach out to the first applicant to let them know the cleaning aspect has been removed and inquire if they are still interested in the position, as well as interview the second person and anyone else that applies. Trammell further stated that the Board could get together with Greg (Hogan) and discuss a maintenance position and assignments/duties designated by the Public Works Supervisor on a weekly basis for a potential position that would also clean both the Town Hall and Public Safety building.

Chairperson Scalley stated that they would discuss further as a Board.

FOOD TRUCK PERMIT FEES – Chairperson Scalley explained that the Select Board determines the fees and provides suggestions. Scalley said that he voiced his concern at a Planning Board meeting as the Building Inspector, noting he asked who was going to inspect, do the permits, monitor compliance, etc. Scalley requested that Selectperson Mycko bring it back to the Planning Board and explain the Select Board’s concerns that were brought up previously and merge the new proposed application and the current application into a final application, where the Select Board can then set the fees. Selectperson Mycko acknowledged.

Selectperson Mycko explained that the Recreation Department met last night and is thinking about doing a Summer party and inquired if the Food Truck fee would be waived since it was a Town activity. Chairperson Scalley confirmed that the fees were waived for the 250th Anniversary Celebration event, however further discussion ensued regarding the past events in the Community Room and how the room should be returned, noting that after the last paint and sip event there was paint on the floor that was not cleaned up, and the fee was waived for using the room. Chairperson Scalley suggested waiting until there was full Board to discuss waiving the Food Truck fee for the one-day event that the Recreation Department might be planning.

CLOCK IN COMMUNITY ROOM – Selectperson Mycko explained that he looked at digital clocks and feels that it would not look good in the room. Mycko explained that Bobbi (Amirault) found a nice non-ticking analog clock for minimal money, noting that he believes it was about $20. Chairperson Scalley suggested waiting until Bobbi could be in attendance to discuss further.

OTHER:

Selectperson Mycko explained that the Recreation Department met Monday night and they are putting together an events calendar that will have an event once a month, along with the plan of doing the Fishing Derby and putting on a Summer Kick-Off party. Mycko expressed that they have full intentions of getting the Summer Recreation program going this year as well. Mycko briefly indicated that the director position might be changing, however there was only discussion and not decisions.

Imre Szauter updated the Board on the replacement sidewalk snow melting controller, noting that he has requested a quote from VHV to change out the base. Szauter also pointed out that the new controller is Wi-Fi enabled.

The Secretary announced that the Police department received an anonymous donation of $500. Chief Bailey indicated that he would approach the Board when he was ready to expend the funds and he is unsure of what he is going to use the funds for at this time.

The Board discussed meeting dates for the next few weeks. Chairperson Scalley announced that the next Select Board meeting would be Tuesday, February 28, 2023, at 5:00 p.m. in the Community Room. Scalley also announced that the Board would tentatively meet on March 13th and March 28th.

At 5:32p.m., Selectperson Mycko made a motion to go into non-public session per RSA 91-A:3 II. The motion was seconded by Chairperson Scalley and polled; All in favor: Mycko-AYE, Scalley-AYE.

At 6:18 p.m. Selectperson Mycko made a motion to return to public session and seal the minutes. The motion was seconded by Chairperson Scalley and polled; All in favor: Mycko-AYE, Scalley-AYE. The motion passed unanimously.

Selectperson Mycko made a motion to adjourn the meeting. Chairperson Scalley seconded. All in favor: Mycko-AYE, Scalley-AYE; and the motion passed unanimously. Chairperson Scalley declared the meeting ended at 6:18 p.m.