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Minutes of 11/1/2016

November 14th, 2016

Carroll Board of Selectmen
Meeting Minutes
November 1, 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 Maryclare Quigley, Secretary

Board members present: Paul Bussiere, Brian Mycko. Selectman Scalley was excused.

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

Members of the public present: Greg Hogan, Dianne Hogan. Jeremy Oleson, Michael Hogan and Imre Szauter arrived at 8:10 p.m. after the Emergency Operations Plan Update meeting.

Pledge of Allegiance

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

Chairman Bussiere made a Motion to: Approve the minutes of 10/17/2016 as written. Selectman Mycko seconded and the motion passed.

Due to recent changes in meeting dates, the Moderator, Ben Jellison, was unable to attend but had sent his budget which had been revised since September 12, when the Select Board requested all budgets to be submitted. These changes were explained by the Secretary: Moderator line has not been increased in ten years and amount of time required has substantially increased; added an Assistant Moderator line, due to amount of time required; and money was included for the Ballot Counting Equipment in the event it should require attention. Other lines were reduced to reflect the number of elections anticipated in 2017.

2016 2017
01-4140.10-130 Supervisors Sittings 1,400.00 650.00
01-4140.10-150 Moderator 500.00 500.00
01-4140.10-160 Assistant Moderator 0.00 300.00
01-4140.10-200 Supervisor Expenses 100.00 100.00
01-4140.10-201 Advertisements 600.00 500.00
01-4140.10-202 Moderator Expenses 800.00 300.00
01-4140.10-203 Moderator Travel/Training 100.00 100.00
01-4140.10-204 Elections Training 200.00 150.00
01-4140.10-300 Ballot Clerks 1,200.00 500.00


01-4140.10-302 Voting Equip/Ballot Supplies 4,500.00 1,500.00
01-4140.10-303 Ballot Counting Equipment 0.00 500.00
________ _______
Totals 9,200.00 5,100.00

The Chairman expressed thanks to Mr. Jellison for making this available.

Prior to continuing with budgets, Chairman Bussiere read a letter from Dave Scalley regarding the Emergency Services in Town. He had reason to call for them and wanted to express his and his family’s gratitude to the entire Department and especially to Chief Oleson. He said he couldn’t say enough about the professional knowledge and caring the entire team exhibited and how the much the Scalley family appreciates everything.

Greg Hogan, Public Works Supervisor, started his presentations with Government Buildings.

2016 2017
01-4194.10-100 Janitor 6,400.00 6,400.00
01-4194.10-101 Town Buildings Labor 3,000.00 3,000.00
01-4194.10-102 Recreation Area Labor 500.00 500.00
01-4194.10-200 Contract Labor 1,000.00 1,000.00
01-4194.10-400 Water Consumption 2,200.00 2,200.00
01-4194.10-410 Electricity 17,750.00 17,750.00
01-4194.10-411 Heating Oil 45,000.00 45,000.00
01-4194.10-412 Heating Plant Maintenance 2,500.00 2,500.00
01-4194.10-430 Repairs and Maint. Town Buildings 24,400.00 10,000.00
01-4194.10-440 Rec Area Maintenance 500.00 500.00
01-4194.10-450 Rentals and Leases 20,200.00 20,806.00
01-4194.10-610 Janitor and Misc. Supplies 800.00 1,000.00
01-4194.10-700 Alarm System 2,200.00 1,000.00
01-4194.10-900 Miscellaneous 5,500.00 5,500.00
01-4194.10-950 Fire Extinguisher Maintenance 1,000.00 1,800.00
__________ _________
Totals $132,950.00 $118,956.00

Mr. Hogan briefly reviewed the budget. The Alarm System line is down from this year as it is just for monitoring fees for a year. The Transfer Station had a new system installed as the one already there had never worked. The Town Hall system had to be updated in order to keep it operational. The Repairs and Maintenance line is reduced as all new doors were installed at the Fire Station. He said he just received a quote today for a contract to check all overhead doors, maintain, lube, etc. two times a year. We will also get priority service if there is ever any issue with any of the doors and the company will be here within a certain (limited) period of time. Greg said this contract is $2,000 and will cover two doors at the Police Station, two doors at the Transfer Station, two doors at the Highway Garage and four doors at the Fire Station. Therefore, he requested to add this amount back into the Repairs and Maint. Town Buildings line. It was noted the video surveillance at the Police Station needs to be fixed. Chairman Bussiere asked about video surveillance at all the town buildings and Mr. Hogan said he is indifferent, but wouldn’t be opposed. This brought forth the subject of the Town Hall Heating system which is currently on a “band aid” fix with no guarantees of how long it will last, and the roof at the Fire Station, which is leaking. Greg said he believes they can fix this for the winter, basically a short term fix, but it should probably have a new roof. These issues lead to discussion of spending money on old buildings or if there might be a new building(s) at some point. It was stated that the Building Committee was re-formed at a previous meeting and when the Secretary asked if they would like her to contact the new Chairman, Imre Szauter, to advise that he please go ahead and call a meeting, they said yes. Mr. Hogan said he was holding the budget to get more information on the Fire Station roof and the furnace and safety issues at the Town Hall.

Greg then brought forth the Highway Budget.
2016 2017
01-4312.10-100 P W Superintendent/Road Agent Salary 27,307 27,307
01-4312.10-101 Part-time labor 12,480 12,480
01-4312.10-102 Overtime Pay 4,000 4,000
01-4312.10-103 Highway Helper 3,000 3,000
01-4312.10-104 Highway Helper II 1 1
01-4312.10-200 Telephone & Computer 1,800 1,900
01-4312.10-201 Shop Expenses and Tools 2,500 2,000
01-4312.10-202 Field Tools 500 500
01-4312.10-250 Equipment Purchase 3,000 3,000
01-4312.10-260 Equipment Repairs and Maintenance 12,000 9,000
01-4312.10-271 Radio Repairs 1 1
01-4312.10-300 Road Maintenance 1 1
01-4312.10-301 Highway Maintenance – Grading 1 1
01-4312.10-302 Cold Patch 1,200 1,200
01-4312.10-303 Hot Top 1 1
01-4312.10-304 Maintenance and Resurfacing 2,000 2,000
01-4312.10-305 Roadside Mowing 2,100 2,100
01-4312.10-306 Culvert Replacement 1,000 1,000
01-4312.10-307 Winter Sand 5,000 5,000
01-4312.10-308 Salt 6,000 3,000
01-4312.10-309 Gravel 500 500
01-4312.10-310 Bridge Repair and Maintenance 1 1
01-4312.10-311 Contract Labor – Sweeping 4,100 4,100
01-4312.10-350 Gasoline 9,000 9,000
01-4312.10-360 Clothing 500 500
01-4312.10-800 Training 1,000 1,000
01-4312.10-900 Miscellaneous 300 300
01-4312.10-901 Sidewalk Repair 6,000 1,500
01-4312.10-902 Supplies 100 100
01-4312.10-903 Signs & Posts 1,000 2,000
______ ______
$106,393 $96,493

Chairman Bussiere noted that he had reduced his budget substantially – just under $10,000, and asked if he could work with this. Greg said he was comfortable with this budget from line 260 down but did mention that he would be putting a warrant article in for a new backhoe. He questioned the salary lines as he was unsure who is to do this, the department supervisors or the Select Board. Chairman Bussiere said that was a very good question and suggested that perhaps the supervisors should be the ones to do them as they are the most familiar, etc. The Chairman suggested the Board meet with the department heads to go over wages, etc., and asked the Secretary to set up a meeting. Answering questions about salt, Mr. Hogan said they used much less last year, so they have quite a bit left. He also stated they only mix the sand and salt as they are using it, rather than when it is first purchased and they are putting it away. He said it is hard to dig as the salt draws moisture from the sand and it gets very hard, so it’s much more efficient both in time and materials. He went on to say that a number of years ago he considered purchasing a road saw, but to keep costs down, etc., he did not. However, every time they have to work on road or water repairs, they have to rent one and it could have been more than paid for by now. He asked the Board’s opinion as he believes it would make sense to purchase one. When he said it would be about $3,000, they told him he should put it in his budget. Thus, line 250 will be increased to $6,000 with this amount. Mr. Hogan also spoke about the new trench boxes that are much easier to use because they work with air, making them lighter and more flexible for moving, etc. He said this would benefit not only Highway, but Water and the Fire Department as many use them for rescues. The cost for a new one is about $9,000, and he feels we could sell our old one which would put at least some money back into the fund. Again the Selectmen agreed that he should add this to his budget. Because he had done so well reducing it, the addition of these two pieces of equipment will not be a large increase.

Next, came the budget for the Transfer Station.
2016 2017
01-4324.10-100 Recycle Supervisor 10,000 10,000
01-4324.10-101 Recycle Attendant Salary 19,293 19,293
01-4324.10-102 Recycle Salaries 15,835 15,835
01-4324.10-200 Recycle Licenses 250 250
01-4324.10-202 Training/Travel 300 300
01-4324.10-203 Telephone 1,000 1,000
01-4324.10-300 MSW Haul 5,000 5,000
01-4324.10-301 Bulky Waste Haul 5,000 5,000
01-4324.10-302 Tires 650 650
01-4324.10-303 C&D Trucking 2,400 2,400
01-4324.10-304 Tipping Fees 25,000 25,000
01-4324.10-400 Site Work/Grading 500 500
01-4324.10-401 Equipment Purchase 500 500
01-4324.10-402 Equipment Repair & Maint 4,500 4,500
01-4324.10-403 Gasoline ` 75 75
01-4324.10-500 Association Dues 150 150
01-4324.10-505 Container Lease 1,400 1,400
01-4324.10-515 Supplies 500 750
01-4324.10-516 Clothing Allowance 500 500
01-4324.30-100 Miscellaneous 150 150
_______ _______
$93,003 $93,253
Greg said it is essentially the same budget as for this year – he just added $250 to the Supplies line. The Secretary noted there would be the statement regarding withdrawing $20,000 from the Recycle Special Revenue Fund to offset this budget, which reduces the actual amount to be raised by taxation. It was also noted there will be the warrant article allowing the Town to truck and dispose of waste to a non-town-owned facility.

And lastly, Greg presented the Water Budget.
2016 2017
04-4332.10-100 Salaries 39,277 39,277
04-4332.10-101 Part Time Labor 5,000 5,000
04-4332.10-102 Clerical 6,500 6,500
04-4332.10-103 Overtime 3,000 3,000
04-4332.10-200 Contract Labor 6,000 6,000
04-4332.10-250 Water Equipment 7,000 7,000
04-4332.10-300 Water Supplies 5,000 5,000
04-4332.10-301 Postage 1,100 1,100
04-4332.10-302 Telephone 1,200 1,200
04-4332.10-303 Electricity 17,950 17,950
04-4332.10-304 Propane 3,500 3,500
04-4332.10-305 Computer Software 1,500 1,500
04-4332.10-306 Office Supplies 500 500
04-4332.10-360 Clothing 500 500
04-4332.10-400 Audit 30,000 1
04-4332.10-401 Generator Service Contract 1,600 1
04-4332.10-402 Equipment Repairs 5,000 5,000
04-4332.10-403 Water Meter Software Support 2,000 2,000
04-4332.10-404 Chemicals & Equipment 4,000 4,000
04-4332.10-405 Vehicle 1 1
04-4332.10-406 Vehicle Repair 500 500
04-4332.10-407 Gas/Diesel 2,500 2,500
04-4332.10-408 Equipment Purchases 400 400
04-4332.10-409 Tools 500 500
04-4332.10-500 Water Samples 2,300 2,300
04-4332.10-510 Licenses & Fees 100 100
04-4332.10-620 Tank Inspection 2,500 1
04-4332.10-621 Tank Repair/Maint 1 1
04-4332.10-630 Buildings & Grounds 500 500
04-4332.10-700 Sand, Gravel & Loam 1,000 1,000
04-4332.10-803 Line Repairs 5,000 5,000
04-4332.10-804 Hydrant Maint/Repair 5,400 5,600
04-4332.10-900 Miscellaneous 600 600
04-4332.10-901 Training 500 500
_______ _______
Totals $ 162,429 $ 128,532

Greg stated the budget is down because the Audit is being done this year and will not have to be done again for a while; similarly the Tank Inspection, which also is not done every year. He also removed the generator contract as he felt it was not necessary at this time. As there was no more discussion about the Water Budget, the Board thanked Mr. Hogan for his time and presentations of these budgets.

The Secretary asked Greg about his Street Lighting line and he said he wasn’t changing it at this time.

Chairman Bussiere announced that warrant articles are due to the Select Board by November 7.

Chairman Bussiere also announced that Employee Evaluations are due to the Selectmen’s Office by November 14. The Secretary will send them on to the Board.

The following items were approved and signed:

Water Warrant – Strickland; Yacoby
2016 Equalization Municipal Assessment Data Certificate – DRA

Follow Up:

Safety Issues – Chief Oleson still has not received the list and hopes to soon. However, he said
it is pretty much as he’s been saying, smoke/carbon monoxide detectors, electrical, fire
resistant paint in the gym.
Town Hall Assembly Permit – Tied in with above
Town Hall Permit Application – Tied in with above
Water Policy Revision – In process Chairman Bussiere said they are still meeting and working
on this.
Employee Manual – In process Meeting scheduled with employees on November 15
Compensation for Employees Not Taking Health Insurance – Brief discussion in which
Chairman Bussiere said he felt the Town should do something for these employees. Based
on information received about towns in the area as well as away, Chairman Bussiere
proposed paying monthly payments in lieu of taking the health insurance:
Single Plan 72.50
Two Person 145.00
Family 200.00

It was noted this money would be paid out only jupon receiving a signed form opting out and that they are covered by insurance, AND actual Proof of Insurance elsewhere. It was asked what if the employee drops out after we get the proof . . . and we don’t know it yet? We will get more information about this. After more discussion, it was noted that we could possibly change the amounts to “10% of what the Town pays” as the costs may go up or down accordingly.

Other:

We have received information on the Health Insurance for 2017 and the Secretary will send this on to the Selectmen for further review. It was noted that the Plans we have had for several years will no longer be available mainly because the Prescription Plans have changed and thus we have to make a change. We need to advise them by November 28, for January renewal plans.

Michael Hogan referred to the Street Lighting costs and said it had been in the paper that Eversource had replaced all the lights in Lancaster this summer and there had been abatements or grants toward the project. Chairman Bussiere said he will call the Administrator in Lancaster to inquire about this.

The Secretary said the Town had received our worksheet for setting the Tax Rate for 2016 and presented several scenarios for their consideration, which included different rates for the Overlay (the amount which covers when abatements are granted) and different amounts for using or not using the Unassigned Fund Balance. Chairman Bussiere said the Municipal rate is razor thin and that the majority goes to the County and Education. He said he feels we are in good shape with excellent employees. He also said he feels they should give back to the taxpayers and feels they should use $100,000 of the Unassigned Fund Balance to reduce taxes. Therefore, Selectman Mycko made a Motion to: $80,000 for the Overlay and $100,000 of the Unassigned Fund Balance for a Tax Rate of $18.98 for 2016. Chairman Bussiere seconded and the Motion passed.

The Secretary reminded the Board that they had received an update from the Emergency Management Director, John Gardiner, for that budget. Mr. Gardiner added a line with $1 for “Grants” which will allow him to apply for and use any grants that may be available and awarded to the Town. The Board acknowledged the receipt of this.

As several people arrived late, having attended another town committee meeting, the Secretary requested that Chairman Bussiere reread the letter from Selectman Scalley, which he was happy to do.

It was requested that the Secretary set a date for the Select Board and Department Heads to meet regarding pay scales, brackets, etc. She said she will do so the next day and advise everyone once consensus is reached.

Chairman Bussiere said he had been asked by people looking at several acres on Route 115 about putting a camper on property to use. He said we need to look at the Ordinance to find out if there is anything that addresses this as he has been unable to find anything so far. He will continue to look into this.

Greg Hogan said there is a water leak on Route 3 North in the service line under the road – and the main is across the street from the property owner. He said because this line is in very shape when they tried to repair it, when they tried to repair it they made it inoperable. Thus they have installed a temporary line until the repair may be made. Because of its location, the repair will be made and a new shutoff will be installed on the homeowner’s property. This is estimated to be around $6,500 - $7,000. The drilling or boring under the road may be Thursday, but most likely next week when the company can combine it with another job up north. Because this is the Town’s line, the Town will be paying for it. After discussion, Chairman Bussiere made a Motion to: Allocate up to $9,000 from the Water Capital Reserve Fund, of which the Select Board are agents, to repair the water break at 1509 Route 3 N and add the water shutoff. Selectman Mycko seconded and the Motion passed.
Mr. Hogan said he has spoken in the past about a Town credit card and he believes we need one now. He said he uses his own about five times a year and has to wait for a statement to come in so he can be reimbursed. Chief Jeremy Oleson said he is fully agrees. They both order items online because of availability or to save money. The Board agreed with these gentlemen and asked the Secretary to look into getting a credit card; i.e. how to get one, setting parameters of amount, who uses it, etc.

Michael Hogan spoke about the water line replacement and said another time it came up and the business was told it would have to pay for it. Selectman Mycko responded and said this is a different scenario in that this is a Town line that failed while the other a business that wanted to update and install a new line as it was changing the use. This has since changed also, and they spoke to the Water Policy that says for a new building, the applicant pays and once installed, the Town takes it over. They went on to say this is all in the process of being reviewed with some revision as they are working on establishing all in a fair way.

Chief Oleson said he wanted to recognize two different levels of training for EMS responders as Marc Brodeur, Sean Grover, Jeff Duncan and Michael “Miggy” Rouillard recently completed about 50 hours of training for responding to rescue calls; and “Miggy” also went on with Jeremy for another 80 to 100 hours of training for technical rescues. He said these men all deserve accolades as this is all done on their own time. Chief Oleson went on to say they are getting more and more calls and recently had the CPR call on the Caps Ridge Trail on Mt. Jefferson. He said there were 6 to 8 guys from the Department who had to hike in and carry all the supplies up the mountain, though it was unfortunately a futile attempt which they could see as soon as they arrived. He said they are probably the only Service around who will do this. The Board thanked them and acknowledged the hard work they do, with so much of it being unpaid.

Imre Szauter said he had been among those attending the earlier Emergency Management Plans update and said this had been very animated which he felt was due to the firefighters there. He said they are a good group of people.

Everyone was reminded to come to the Town Hall and vote on Tuesday, November 8, from 11 a.m. to 7 p.m.

As there was no further business, Chairman Bussiere made a Motion to adjourn the meeting. Selectman Mycko seconded and the Motion passed. Chairman Bussiere declared the meeting ended at 9:15 p.m. The next meeting will be Monday, November 7, 2016.

Town of Carroll, New Hampshire ®2024