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Town of AmherstBoard of SelectmenOctober 16, 2006
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Chairman Bruce Bowler called the meeting to order at 6:00 p.m. Selectmen present: George Infanti, Jay Dinkel, Reed Panasiti and Thomas Grella. Also present was Town Administrator Gary MacGuire.
Upon a unanimous roll call vote, the Board entered non-public session at 6:00 p.m. under RSA 91-A:3 II (a) Personnel and (d) Lease of Town Property.
The Board exited non-public session at 7:00 p.m.
Mr. Bowler called the meeting to order at 7:05 p.m. Mr. MacGuire advised that the topic discussed in non-public session was on the Planning/Zoning Technical Assistant. The Board was provided with a revised job description and he asked their approval. Mr. Infanti moved that the Board revise the job description for the Planning/Zoning Technical Assistant which would give her more time in civil engineering, that is what the job description recommends and that they shift the duties to a clerical person that would spend more time in Planning/Zoning - funding would come from current funds within the Stormwater line and Outside Engineering line, second by Mr. Grella. Discussion: Mr. Panasiti questioned the job title and suggested changing it to P/Z Technical Engineer rather than Assistant. Bruce Berry gave his thoughts on the subject indicating that the position would not come close to being a Town Engineer and that her position reflects that she is a P.E. in the State of New Hampshire. The Board debated the job title with the majority not supporting the change in title, but would focus on the new job description. They were recognizing Heather Seitz’s duties but did not want to change the title at this time. She has the skills but the majority of her job was not engineering. There was no financial burden with the funds coming from Stormwater II and the Engineering line. Vote: Unanimous.
Mr. MacGuire also brought to the Board’s attention the current Finance Director’s position was one grade below the majority of Department Heads and her duties were in par with the rest of the Department Heads. He was recommending that the Finance Director be changed to a Grade 19 and one step from where it was now in keeping with the pay, duties and responsibilities she now has. Mr. Infanti moved they reclassify the Finance Director from Grade 18 to Grade 19, second by Mr. Grella. After a brief discussion, all members concurred. Mr. Bowler advised there was a financial difference of approximately $300.00. Vote: Unanimous.
There were no concerns or comments from members in the audience.
DPW Director Bruce Berry advised there would be a public hearing on the allocation of FEMA funds, but asked for the opportunity to address the Board to see if they were comfortable with his concept of using some of the funds to protect three pieces of equipment during the winter time. He presented a series of photos of what he envisioned that would protect this equipment. He described the dimensions of the current salt shed and what they had the ability to do to accommodate and secure this equipment within this facility. He reported that $40,000 had come back to the Town from FEMA and he would like $15,000 out of this to be earmarked for the protection of the equipment and the balance be earmarked to the paving line.
In response to Mr. Panasiti’s question about using FEMA money, Mr. Bowler explained that this was money used for work done at Conifer Drive and spent out of his budget. Mr. Berry added that this was 75% or $41,000 of money that was spent out of his budget. This money could go back anywhere and most of FEMA money was spent on winter snowstorms. Mr. Dinkel thought this a wise investment and their equipment was worth more than $15,000. In response to his question, Mr. Berry advised that this type extension to a salt shed was very common.
Mr. Grella asked about other Departments receiving funding. Mr. Berry advised there were portions going to both the Police Department and Fire Department and will be all recognized as unanticipated funds at the public hearing. Mr. Grella felt the use of these funds should be used to protect the Town’s valuable equipment. Mr. Infanti offered his suggestion that the funds would be to roof and sides of the existing salt shed with the remaining funds to go into paving and that perhaps they don’t have to set a dollar amount at the time of the public hearing. Mr. Bowler added that there was a six wheeler truck that sits outside in the elements.
In response to W&M member Tedd Landon’s question relative to a new salt shed, Mr. Berry described his project that was approved last year and had no plans for a new one in this upcoming budget cycle. He described the storage and mixing process as it related to the various purchases and stockpiling. Mr. Bowler commented they will hold further discussion on this and vote on October 30th at the Public Hearing.
EMS Director Discussion on New Equipment for Personnel
EMS Director Brian Gleason advised he had approached the Town Administrator several weeks ago about changing the Squad’s dark green outer apparel to the new national standard of high visibility colors. The Selectmen, in the past, have always supported him on the Department’s equipment needs, but in his discussion with Mr. MacGuire, he suggested they do this without targeting the taxpayers. He went to the Lions Club and asked if they would take on a marketing campaign on “now you see us better”. Charlie Vars of the organization helped them achieve this goal and the Department received a check for $2,000. Mr. Vars had indicated there would be more funds at the end of this year. Mr. Gleason wanted to publicly thank the Lions organization for their generous donation as it was a great way to help his folks.
Director Gleason presented an example of the three-season jacket that can be worn multiple ways and was available in two high visibility colors. They will silk screen the back with the EMS logo and the Lions logo on the sleeve. In answer to Board questions, he advised they can get 40 jackets now and outfit everybody with the existing budget and donation from the Lions Club with everyone outfitted by the end of November.
Board members spoke of the Lions Club doing an outstanding job and commending them; about buying light bulbs at their annual sale; the incredible amount of work being done by the organization; without the Lions Club initiative this would not have happened; and this was another example of a Department Head going forward to support his people and the taxpayers for the Town of Amherst. Mr. Bowler thanked Mr. Gleason for what he had done to secure this donation and asked that a letter be sent on behalf of the Selectmen.
Police Chief Peter Lyon advised the Board had copies of two memos asking for tuition reimbursement. One was for Officer Amy Rodier who was pursuing her Associates Degree in Crime Scene Investigation at McIntosh College in Dover. She also completed a course in Weapons Training and received a final Grade of A. Under the current Union contract she was requesting a partial reimbursement of the $1300.00 she paid in the amount of $598.00.
Chief Lyon also advised that Officer Ian Day-Lewis was seeking a graduate degree in Justice Administration in an online master’s program through Norwich University. He completed a class on Organizational Management and Human Resource Concepts with a Grade of A. This being a graduate program he would be eligible for $1095.00 out of the $7510.00 he had paid for the spring 2006 semester.
Board members all felt both Officers should be acknowledged for everything they had done for the Town as well as finding the time to further their education to do it. Mr. Infanti moved that Officer Amy Rodier be reimbursed for the sum of $598.00 for the under graduate level class she took and passed, second by Mr. Grella. Discussion: Mr. MacGuire advised Ways & Means that this was a Town policy as well as under the Union contract. Vote: Unanimous.
Mr. Infanti moved to reimburse Officer Ian Day-Lewis the sum of $1095.00 for his graduate level course, second by Mr. Dinkel. Vote: Unanimous.
Cemetery Trustees
Trustees Marie Grella and Kevin Grassett met with the Board. Mr. Grassett advised they would like to bring the Selectmen up to date on the issue of the tombs near Town Hall as well as an item they were remiss in discussing at their last meeting with the Board. They would like to do what Recreation was currently doing by splitting an employee’s time – 1200 hours from April to October to work on the cemeteries and 880 hours to work during the winter time for DPW that would mirror what Recreation is doing. This would be a Laborer’s type position at a Grade 4 Step 3. He spoke highly of Charlie Duval’s mowing of the cemeteries, trimming of trees and bushes and Mr. Berry had done a good job with fertilizing the cemeteries.
Mr. Bowler looked at this being a Town funded position vs. the Cemetery Trustees and asked if he had a dollar amount. Mr. Grassett indicated the wage for the 1200 hours at $15.12 per hour would be $18,144.00. Mr. Berry added that the position was based on a two person health and dental plan and would increase the amount. Mr. Infanti, as Liaison to the Cemetery Trustees, reported he had sat with the Trustees and advised there was a time when investments received were very good and paid to do all their own maintenance. It was now mandated that the Town had to pay for maintenance of certain cemeteries. They all knew that DPW was “strapped to the limit”, they had cemeteries throughout the Town that needed to be taken care of and he was in support of this.
Mr. Grella thought it a good idea. The person hired would have a set area and schedule and would be an area to improve on and what the Trustees were looking for. Mr. Dinkel commented that this was a $30,000 increase to the Town budget, he was going to have a hard time going along with this for one year and was not sold on the idea. Mr. Panasiti indicated this was a new full time position closer to $40,000 a year with benefits and thought it was a shared position. Mrs. Grella advised that Mr. Duval cuts the lawn and they get volunteers, but they can’t allow this any more because of the seriousness of them getting hurt. Mr. Dinkel remarked that there was an $850,000 Trust Fund and when he sees the budget, he would be looking at other things first, however, there may be other ways to approach it in a joint fashion. Mr. Bowler was not against it, but also had not seen the bottom line yet. They have received complaints about the tax rate, but have not had any complaints about the cemeteries.
Tedd Landon, W&M, mentioned they have had this discussion before and the $50,000 would be better spent on outside hire where you would get 100% for the money and would not be dealing with long term liability and long term insurance liability. Mr. Grassett explained to Shelley Stama, that 40% of burial fees go into a cy pres account, they cannot spend Trust Fund money on the cemetery behind Town Hall, and that the financial market hasn’t been what it was in the past.
There was a brief discussion on outside hire as experienced in the past and most recently with the lack of response to two ads place by the Department of Public Works as well as along costs associated for the contractor. Mr. Bowler added the Board will discuss this further at a later date.
Relative to parking in front of the Old Cemetery, Mr. Grassett advised that Bellmore came in and cleaned out two tomb areas. The stairs do not come out as far as anticipated and were capped with granite. If the Board wanted to move the stakes back 5-6 feet, the Trustees would be fine with this. Mr. Bowler asked if they could set the stakes further back so that the tires wouldn’t be on the tombs only the front of the cars. Winter will be coming and the way it is set now, they lost a fair amount of parking spaces. If they could do diagonal parking, it would increase the parking capacity. He asked the Trustees to let them know as soon as possible. Mr. Grassett mentioned they could move them 5-6 feet and then let the Selectmen know their decision after the next meeting on the 24th. Relative to the wall, Mr. Grassett indicated that Billy Clark had looked at it several days ago, the footing may be gone and the wall may have to be moved.
Adoption of Town Credit Card Policy
Mr. MacGuire advised the drafted policy was taken from other Towns with changes made where he thought needed. There were times when the Department Heads require accessibility to a Town credit card. Currently there are situations where they were using their own credit cards and this was frowned on by the Auditors because it does not provide the tracking needed. The policy is for limited use, for example, internet purchases and not be routinely used. The policy was shared with the Departments, Selectmen for their comments, the Finance Director and Auditors who felt it was an improvement from what they were doing. He proposed that they adopt this draft as policy.
Mr. Dinkel felt it a great idea and raised several questions relative to a consolidated statement, how many cards did he envision getting, and was there a preauthorization for each. He also commented on a lost or stolen card indicating that the Town does not have the same recourse as an individual credit card holder. Mr. MacGuire spoke of these issues and what was in the policy. He advised that any Department Head who felt they needed a credit card would meet with him first. They don’t have Department Heads who routinely travel like other towns. He would reserve his option and did not believe every Department should have one, but would listen to them and consider everything on a case by case basis.
Further questions and discussion ensued about creating a checklist, credit cards being an improvement on what they now have, an application process, where the statements go, late charges, how the money is allocated in the budget and a reiteration that the credit cards would not be used routinely.
Mr. Infanti moved to accept the Town Credit Card Policy as written, second by Mr. Dinkel. Discussion: Liz Overholt asked what was the protection to the Town, if the credit card number was stolen as had recently happened to her. Mr. Dinkel advised they certainly do not have to pay any unauthorized amount, but the concern would be if they failed to notify the bank promptly on a lost or stolen card, they could be responsible for this. Mr. MacGuire indicated this was something he would ask the financial institution about. Vote: Unanimous.
Other Business
Mr. Dinkel reported that the CIP Committee is going through new capital improvement requests and modifications of the book done a year ago and it will be updated shortly. He asked who was the representative from Ways & Means because one was needed as the modifications were significant and the target for everything being completed was mid November. Mr. Warren applauded the work that was done and questioned whether they needed to have someone there.
Mr. Infanti reported that the Planning Board met last Wednesday in non-public session to interview a third applicant to write the Town’s Master Plan. A vote was not taken, but they had an excellent presentation by this group that was clear, very impressive and very precise. The Board will be meeting Wednesday night to discuss this and possibly will make a recommendation to the Selectmen soon.
Mr. Bowler read a two page letter of recommendations and action from DOT Commissioner Carol Murray in response to the October 3, 2006 forum held at the Town Hall. He asked that letters be sent to Commissioner Murray and Senator Peter Bragdon thanking them for their efforts. Mr. Infanti was impressed with the expediency received from the Commissioner. This was near and dear to the residents in the Town, because they all knew Mr. Slocum and knew that there were other areas similar to this intersection throughout the State. Mr. Grella remarked that sometimes people say government moves very slowly and certainly a tragedy shouldn’t be the reason to speed up governmental response. Everyone who came to the meeting should be satisfied. Mr. Dinkel added that Mr. Bowler also should be thanked for his efforts. Mr. Panasiti indicated that Bruce did a great job in “getting the ball rolling” as well as the Commissioner on what she wants to do – he was very impressed. Mr. Bowler advised that the line was ground down three days after she was in Amherst and they need to also work with the State as much as possible.
With nothing further to come before the Board, Mr. Infanti moved to adjourn the meeting at 8:50 p.m., second by Mr. Grella. Vote: Unanimous.
Respectfully submitted,
Sharon L. Frydlo
Executive Assistant