Tilton Board of Selectmen s Meeting 257 Main Street Tilton, New Hampshire Minutes of November 20 th, 2008

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1 Tilton Board of Selectmen s Meeting 257 Main Street Tilton, New Hampshire Minutes of November 20 th, 2008 Present from the Board: Selectman Katherine Dawson, Selectman Tom Cavanaugh, Selectman David Wadleigh, Selectman Al LaPlante, and Selectman Tim Pearson. Also present Town Administrator Joyce Fulweiler, and Secretary Catherine A. Woessner. Selectman Dawson called the meeting to order at 7:15PM. Selectman Dawson announced that the first part of the tape is the meeting of the Tilton-Northfield Fire District Commissioners, Northfield and Tilton Selectmen. Selectman Pearson said when the board was arranging to meet with the Fire District Commissioners somehow the Northfield board was not appraised of the meeting as early as the Tilton board. Selectman Dawson said they have since found out that this is not true. Selectman Pearson said what he would like to see them do to make sure that they are absolutely as pro active as they can possibly be. If there is anything that they are going to do regarding the Fire District is that they send it not only to the Northfield Board of Selectmen but also copy to the Fire Chief and the Fire Commissioners to keep them all abreast of what the Tilton board is doing and hopefully they will do the same. Selectman Dawson said the Town Administrator notified Northfield s Town Administrator weeks ago and will be certain that she copies everyone and will keep records of this. Approval of Minutes of November 6 th, 2008: Selectman Pearson made a motion to accept the minutes of November 6 th, 2008 as written, seconded by Selectman Dawson. Discussion: Selectman Cavanaugh discussed the sentence where all the Selectmen agreed the Police Department was presently over staffed.

2 Selectmen s meeting minutes of 11/20/08 2. Selectman Cavanaugh said he does not feel the Police Department is presently over staffed personally. Selectman Cavanaugh would like clarification of who feels they are over staffed and who fees they are not. Selectman Cavanaugh feels they are staffed okay right now only because of the success of the Police Department. Their staffing is exactly what the board had expected with the exception of the part-time Officer who is helping out at the school. Selectman Dawson asked for a consensus of the board to see if anyone feels the police department is over staffed. Selectman Dawson said she cannot say unequivocally that she feels they are over-staffed. Selectman Dawson said she thinks they might be but is not an expert. Selectman LaPlante said he is moving towards them being overstaffed as is Selectman Pearson. Selectman Wadleigh said he would say they are fully staffed and do not need any more Officers. The Board agreed to strike the sentence from the minutes of November 6, 2008 the Selectmen agreed the Police Department is presently overstaffed. All were in favor of approving the minutes of November 6, Selectman Dawson: Review of the Selectmen s folder. Lap top for Supervisors of the Checklist. Selectman Pearson is checking on this and reported that he needs to look at the inventory at the police department. Selectman Dawson said they will start taking new voters again on December 15 th, 2008 so it would be very helpful if they have the lap top at that time. Winnipesaukee River Trail Phase II. Selectman Pearson reported that he spoke to Chief Cormier about the area where they heard concerns about patrols. Chief has scheduled a regular watch and things have been quiet. Chief Cormier reported that he has not received any complaints since then and had received good comments. A thank you note from the Cornell family thanking the board for funding the allowance in the budget to reimburse the funds for the Eagle Scout project. They all appreciate all the Selectmen have done to support the project and look forward for continuing efforts for the Grange Hall.

3 Selectmen s meeting minutes of 11/20/08 3. An invitation for Thanksgiving dinner from Tilton Northfield Fire & EMS in appreciation to all their local affiliates on Wednesday, November 26 th 12:00 to 2:00PM at the Center Street station. A letter from an attorney to the Board of Commissioners-N Water District regarding the R.J. Moreau Communities and Pennichuck East Utility, Inc. The Town Administrator was asked to check with the Planning and Zoning Board to get their opinion of the town s membership in the Lakes Region Planning Commission. The only comment came from Foster Peverly of the ZBA who belies the town should not continue with their membership dues. After discussion the board agreed to have Sarah Paratore, Chair of the Planning Board join their meeting. Sarah said her answer would be unequivocally yes, and to continue paying the $3, dues. Sarah said they not as much a help to the ZBA, but for the Planning Board they are an invaluable resource. A perfect example is the Capital Improvement Project and the Impact Fee Project. Sarah said she calls Mike Izzard and s them with questions quite frequently. They provide the boards with answers and will come in and talk to them when asked. Regarding the Impact Fee Sarah said they cannot do this themselves and LRPC will be able to help them with this. Selectman Wadleigh said the LRPC also sponsors the Lakes Region Transportation Committee and DOT will not usually accept a project unless it has been approved by the LRPC first. Center Sanders is on the TAC Committee and has been attending meetings. Reports from Selectmen: Selectman Pearson reported that the Parks Commissioners did not meet last night so he has still not had an opportunity to talk to them and will not be meeting in December. Selectman Pearson said he will stop in The Pines to see what the damage is to the roof. He will also to talk to the Director of the Pines that some of the materials that were offered as a donation to the grange perhaps she can see if they would be willing to donate things to the Pines.

4 Selectmen s meeting minutes of 11/20/08 4. Selectman Dawson announced that unfortunately, today, Fawn Rand the deputy town clerk/tax collector resigned. The Board agreed this will be a great loss. Selectman Dawson said she was asked by the town clerk today, if she would serve as an assistant to the town clerk on Monday s until she finds a replacement. Selectman Pearson made a motion to appoint Katherine Dawson as a temporary assistant to help the town clerk on Monday s, seconded by Selectman LaPlante. Discussion: Selectman LaPlante asked if this responsibility is up to the town clerk not the Selectman. Selectman Dawson said she was asked because she is in the office rather than looking for someone on the outside to be her assistant. This is temporary, just until she finds a deputy. Selectman Dawson said she will not be doing motor vehicle, tax collecting or vital statistics. Selectman Pearson amended his motion to read until such time there is a deputy in place ; Selectman LaPlante amended his second to the motion. All were in favor with the exception of Selectman Dawson who abstained. Selectman Pearson made a motion to compensate the assistant at the same level of the former deputy, seconded by Selectman LaPlante. Discussion: Selectman Pearson wanted to make it clear that this is a temporary thing and does not see any problem. All were in favor with the exception of Selectman Dawson and Selectman Cavanaugh who abstained. Selectman Dawson asked to have a brief non public session at the end of the meeting. Budget 2009 Outside Agencies: 1. Lakes Region Planning Commission: Selectman Pearson made a motion to approve LRPC in the amount of $3,762.00, seconded by Selectman Dawson. All were in favor with the exception of Selectman Cavanaugh and Selectman LaPlante who abstained. 2. Island Concerts: Alan Hartwell submitted a letter requesting $2,000 for 2009 budget. Selectman Cavanaugh made a motion to accept the $2,000 request for the Island Concert series, seconded by Selectman Pearson. All were in favor.

5 Selectmen s meeting minutes of 11/20/ Recreation Council: A request in the amount of $58, for budget Selectman Pearson reported that the Recreational Council are having the prisoners do the work on the roof repairs for the winter but would like to hire a an independent person who is a roofer to make sure the job is done right. This is not in their budget. The materials are in the budget, $3,000 from Tilton and $3,000 from Northfield is what they are requesting. They are also looking to partner with Project TNS. Selectman Cavanaugh reported that he is very satisfied with Project TNS. The most critical age group is being worked on with this organization. Selectman Dawson does not feel the The Pines is fulfilling the needs of the older students. Selectman Pearson suggested he and Selectman Dawson visit The Pines and address the issues they have with the Director. Selectman Cavanaugh would also like brought up that there were Tilton Town funds spent to purchase The Pines and now it is independent and what happened to the town s ownership portion. Selectman Pearson said they will ask this question as well. 4. Youth Assistance Program: Selectman LaPlante made a motion not to fund Y.A.P. this year in the amount of $ 53, requested for 2009 budget, seconded by Selectman Cavanaugh. Discussion: Selectman Pearson reported that the Y.A.P. is used by the Tilton Police Department by one of two ways. Either directly by referrals from the School Resource Officer, which is something that has been set up recently, or from the Prosecutor and is a court diversion program. This is meant for first time offenders. This makes the kids go through community service or whatever plan is put together for them. The Belknap County is not an overlapping group. The Y.A.P. is purely local and stays within the three communities. They have a 97 percent success rate. Selectman Dawson has asked in the past if they track once a student has been referred to them and goes through their program if they track them from that point to see if they re offend and was always told no. Selectman Pearson said they don t always do the tracking themselves (Y.A.P.), there is a State group that does tracking by telephone.

6 Selectmen s meeting minutes of 11/20/08 6. The Board agreed they would like to have Dawn Shimberg attend next weeks meeting to make a presentation and answer some of the questions the Board has. Selectman LaPlante withdrew his motion; Selectman Cavanaugh withdrew his second to the motion. Selectman Pearson reported that the Budget Committee voted unamaniously to fund Y.A.P. 5. New Beginnings: Selectman Cavanaugh made a motion to accept the request from New Beginnings in the amount of $1,500 for budget 2009, seconded by Selectman LaPlante. All were in favor. 6. Red Cross: Selectman Pearson made a motion to approve Red Cross in the amount of $500.00, seconded by Selectman Cavanaugh. All were in favor. 7. Casa: Selectman Cavanaugh made a motion to accept the request fron CASA in the amount of $500.00, seconded by Selectman Pearson. All were in favor. 8. Project TNS: Selectman Pearson made a motion to accept the request from Project TNS in the amount of $7,397.00, seconded by Selectman Cavanaugh. Selectman Pearson modified his motion to approve $6, for Project TNS which is the modified amount requested by Project TNS. Selectman Cavanaugh amended his second. Selectman Pearson explained the difference in the amount is because the town of Northfield is paying for the cost of the skateboard park which was $3,300. All were in favor. 9. Belknap County Core Coalition: Selectman Pearson made a motion to accept the request of $2,000 from Belknap County Core Coalition for budget 2009, seconded by Selectman Cavanaugh. After much discussion regarding this request Selectman Dawson asked to send a letter to Chris Hampe to get his opinion on CORE and how it supports Project TNS before the board makes a decision. At this time Selectman Cavanaugh called Mr. Hampe to ask his opinion on Belknap County Core Coalition. Selectman Cavanaugh asked if they forward all the information to him if he could possibly get back to them by the next Selectmen s meeting with his feed back it would be greatly appreciated.

7 Selectmen s meeting minutes of 11/20/ Selectman Dawson would like to know specifically how closely Mr. Hampe works with CORE and would they be better off to just give the money to Project TNS rather than giving it to Core and having it come back to TNS. Lakes Region Public Access: The Board discussed this and agreed to put this in the budget and not as a warrant article. Police Department Budget: The Town Administrator presented the corrected budget for the Police Department. This is the budget Chief Cormier presented to the Budget Committee. The Town Administrator said she adjusted the fringe benefits line items to coincide with wages. After further review of the budget, Selectman Cavanaugh made a motion to accept the Police Department budget with the current changes, seconded by Selectman LaPlante. Discussion: Selectman Pearson said he had asked the Chief and Captain to take another look at their staffing levels and has not heard anything back and would like to wait until he hears back from them. Selectman Cavanaugh withdrew his motion and Selectman LaPlante withdrew his second to the motion. Selectman Pearson said he has no problem with any other line items in the PD budget and thinks the Chief has done a really good job pairing it down. The Board will continue discussion of the PD budget at next weeks meeting. Highway Department budget: Selectman Cavanaugh made a motion to accept the highway department budget as presented, seconded by Selectman Dawson. Discussion: Selectman Pearson said there is an assumption built into the highway budget of pay increases of 3.5 percent. Selectman Pearson said he thought they were going to discuss pay increases for all the departments first. Selectman Cavanaugh said this would be the maximum they would offer depending upon their positive evaluation this can be something the department head can recommend. Selectman Pearson said just as long as employees know this is not an automatic increase.

8 Selectmen s meeting minutes of 12/20/08 8. Selectman Dawson suggested they send an inter-office memo to department heads reminding them even though the Selectmen has approved their budgets the pay raises are the maximum allowable and not necessarily what someone will earn. Selectman Cavanaugh said they should also look at people who may be in a maximum position. Selectman Pearson said they want to retain their good employees and feels this is very important. Selectman Cavanaugh would like to see a summary report each week of what kind of overtime has been used in any one department. The reason for this is you expect five or seven hours a week or even 30 hours whatever the case may be, you have a regular expectation. Selectman Cavanaugh would like to have a cursory report that gives the reason why that department went over the amount of overtime. The Board is in agreement. Selectman Pearson said he spoke with Chief Cormier did talk about a target that he is going to employ on a weekly basis of 22 hours not to exceed overtime. Town Administrator Joyce Fulweiler s agenda: Received three responses from the ad for the CDBG Consultant (White Rock). The Town Administrator asked the Board to review them for next weeks meeting. Grant contract needs to be signed to go to the Governor s Council. Once approved should have Consultant in place. The Town Administrator informed the Selectmen that they will need to choose an attorney to certify that the Board is legally empowered to enter into the contract. The Board agreed to have the Town Administrator contact Attorney Sean Chandler to take care of this. Request from abutter to purchase the lots on Mechanic Street. Mr. Warren would like to talk to the Selectmen regarding the purchase. legally empowered to enter into the contract. The Board agreed to have the Town Administrator contact Attorney Sean Chandler to take care of this matter. Avitar Contract for updates. Copies given to Selectmen for their review. Turner Document needs further review before the Board signs. Warranty information on lift.

9 Selectmen s meeting minutes of 12/20/08 9. There are three options for the maintenance agreement for the Board s review. Correspondence from Mr. Sellew. Sewer Commissioner Peter Fogg is working on this as well. The manholes have been temporarily shimmed for the winter. Selectman LaPlante said it looks like Turner is doing a proper job. The Town Administrator presented the Board with copies of the proposed budget. Selectman Pearson would like to have access to other areas in the accounting system. Selectman Cavanaugh made a motion that Selectman Pearson is given access to every portion of the accounting system so he can view the financial information and report to the Selectmen, seconded by Selectman LaPlante. Discussion: The Town Administrator will contact Network Managers to have this activated immediately. All were in favor with the exception of Selectman Pearson who abstained. Selectman Pearson asked the Board if they would object to asking the former deputy town clerk/tax collector would come in for an exit interview in a non public session. The Board is in agreement and asked the Town administrator to schedule this. At 9:10PM Selectman Dawson made a motion to go into non-public session regarding (a) the dismissal, promotion compensation of any public employee or the disciplining of such employee, or the investigation of any charges against him, unless the employee affected has a right to a meeting and requests that the meeting be open in which case the request shall be granted, seconded by Selectman Cavanaugh. A roll call vote was taken. Selectman Dawson, yes, Selectman Wadleigh, yes, Selectman Cavanaugh, yes, Selectman LaPlante, yes, and Selectman Pearson, yes. At 9:45PM the Selectmen resumed their regular meeting.

10 Selectmen s meeting minutes of 12/20/ Selectman Dawson made a motion to seal the minutes of the non-public session, seconded by Selectman Cavanaugh. Selectman Dawson, yes, Selectman Wadleigh, yes, Selectman Cavanaugh, yes, Selectman LaPlante, yes, and Selectman Pearson, yes. Selectman Dawson brought to the Board s attention that our employees would like to forgo having a holiday party this year due to the economic conditions as they are. They would rather not spend the extra money, and instead bring food and beverages for a get together the day before Christmas here at the Town Hall, invite the police and highway employees to drop by. Selectman Pearson suggested that the Town donate the funds ($200) towards Christmas Turkeys and ($200) to the TNS Christmas to go to help those in our community. Following discussion, the Board agreed to contact LGC to see if this is allowable and if so, to go forward with this action. Selectman Dawson said she would like to clarify a statement she made earlier. The Board received a notice from the Town Clerk/Tax Collector that her deputy resigned but we have not officially received notice from the Deputy Town Clerk/Tax Collector, nor has the Board accepted the resignation from the Deputy Town Clerk/Tax Collector. Selectman Pearson stated that he would like to address the compensation starting wage for the Deputy Town Clerk/Tax Collector position. Katherine Dawson has agreed to serve on a temporary basis, if she has to, until such time as the issue of the Deputy Town Clerk/Tax Collector status has been resolved. Selectman Pearson made a new motion, seconded by Selectman LaPlante to set the rate of pay at $13.00 per hour. Motion adopted unanimously. Selectman LaPlante moved to adjourn the meeting. Seconded by Selectman Wadleigh. Motion adopted unanimously. Meeting adjourned at 10:00PM.

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16 Selectman Pearson said that Dawn Shimberg from Y.A.P. made a presentation to the Budget Committee with Scott Hilliard and

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