Summary of the June 23, 2014 Selectmen Meeting

Transcription

1 CALL TO ORDER PLEDGE OF ALLEGIANCE 1. Acceptance/Correction of minutes: Sel. Lemay moved, Sel. Brown seconded to accept the minutes of 6/16/14. Passed: Sel. Brown moved, Sel. Georgantas seconded to approve the non-public minutes of 6/9/14 & 6/16/14. Passed: Announcements: Thank you note to Jason and DPW workers from the Garden Club for their work at the Wallace Road roundabout and the New Boston triangle. 3. Public Comment: None 4. Town Administrator's Report: a. Selectmen Weekly Meeting Schedule: Weds. 6:30 pm Grasmere Weds. 7:00 pm Conservation Comm. Rm. 106 Thurs. 7:00 pm Planning Board Room 106 Sel. Lemay Vice Chairman Campasano Chairman Adams Vice Chairman Campasano stated he is unavailable Weds. night. The Town Administrator will check with Chairman regarding his availability. Sel. Lemay offered to cover but he would be late as he has another meeting that evening. b. Consensus Folder: Employee Status Reports: 2 Parks & Rec lifeguards seasonal hires 2 step increases FFII/EMT-A 1 step increase FFII/EMT Event Permit: NH Food Bank Fundraiser - Wine & Roses Garden Party 6/26, 4-7 p.m. Location: Uncanoonuc Mt. Perennials, 452 Mountain Rd Merit Evaluation Results Letter of Appreciation to NH DOT Bureau of Bridge Maintenance: Sel. Georgantas moved, Sel. Lemay seconded to approve the consensus folder. Passed: c. LCHIP Application: The Town Administrator explained that the School has submitted a copy of the LCHIP grant application today for signature by the Town. This grant is for the repair of the bell tower on SAU#19 building. Friday is the deadline for this grant, and a motion is needed to authorize the Acting Chairman to sign the application. Sel. Georgantas moved, Sel. Brown seconded to authorize the Acting Chairman to sign the LCHIP grant application for the repair of the bell tower. Passed: d. Bid award for sale of 1968 Jeep forestry vehicle: Page 1 of 5

2 The Town Administrator explained there were three timely bids and one untimely bid which arrived at 2:35 pm. The untimely bid was not opened. Town Administrator inquired if the Board wished to waive the deadline requirement for the untimely bid. The Board did not waive the deadline. The three sealed bids received and opened at 1:00 pm on 6/19/14 were as follows: Sean Collins, Goffstown, NH $3, Paul Sanborn, Chichester, NH $2, Varick Dey, Goffstown, NH $1, The Fire Chief recommends selling the used 1968 Jeep forestry vehicle to the high bidder Sean Collins. Sel. Georgantas moved, Sel. Brown seconded to sell the 1968 Jeep Forestry Vehicle to Sean Collins for $3, Passed: e. Revocable Temporary License Private Drain Connection (Map 38, Lot 111): This license and hookup existed under previous owners. This is a renewal license for the new property owners. Public Works reports there are 11 private drain licenses for Spring & Pleasant Streets and some on First and Second Street. According to the Public Works Director these licenses makes it clear that the homeowner is responsible for the discharge and it gives the Town the right to inspect and hold the homeowner responsible if contamination is discharged. Sel. Lemay moved, Sel. Georgantas seconded to approve the renewal of this license to the new property owners. Passed: f. Acceptance of Turnaround Easement (Map 3, Lot 64): The Public Works Director reports that there is an existing turnaround on Winding Brook Road with a base pavement. This turnaround easement dated 8/2013 formalizes what currently exists. Acting Chairman Campasano requested that this item be tabled until next week and have the Public Works Director in to explain the easement process. Board concurred. g. Legislative Policy Recommendations: The Town Administrator explained that at Tab #4g the board will find the NHMA Policy recommendations. The deadline for floor policies is August 15th. The NHMA Policy Conference is September 26. The Board should review these policies for discussion prior to the Policy Conference. There are two delegates to the Board and the senior member is the voting delegate. So we would want to review and communicate your opinions on these policies to your voting delegate. This will be scheduled later this summer. h. Electricity Bids: The Town Administrator stated that the electricity bids were received and opened today. There were four timely bids and one that arrived six minutes late. Town Administrator inquired if the Board wanted to waive the deadline requirement. The Board did not waive the deadline Page 2 of 5

3 requirement. The Town Administrator distributed a spreadsheet showing the bids received. The Town had asked for quotes for 12, 24 and 36 months, but left it open for any term, that may benefit the Town. The results were as follows: VENDOR 4 MO. 6 MO. 12 MO. 16 MO. 18 MO. 24 MO. 28 MO. 36 MO. 40 MO. ENH POWER Portsmouth NH CON/EDISON Burlington MA ALI BELL IRVING/ CONSTELLATION Boston MA INTEGRYS for Town of Goffstown The Board reviewed the spreadsheet. Current vendor is Integrys at.0773 and term was 12 months. Current PSNH rate is.0923 but is expected to be.0998 on July 1 st. Sel. Georgantas said he was inclined to lock in for 24 months with ENH Power; other Board members supported that inclination. Sel. Georgantas moved, Sel. Lemay seconded to award electricity supply to ENH Power for 24 months at.096 kwh. Passed: Public Comment: None 6. Selectmen Discussion: a. Committee Reports: Library; Transportation Committee; Parks & Recreation (should have a response regarding the 10 year track lease); CIP (see minutes) Future action items from committee reports: (1) Parks and Recreation Commission did not have any issues with extending the 5 year lease to a 10 year lease for Barnard Track provided that language is added that School will maintain the track according to the manufacturer suggested maintenance schedule which they would like a copy of. (2) Selectmen would like to schedule a future agenda item to discuss completion of the Rail Trail and acceptable funding sources. b. New Business: The Board started their review of the 2013 budget to actual report. Acting Chairman Campasano inquired if they had the detail on the account lines. The Town Administrator stated she sent Acting Chairman Campasano s spreadsheet to other Board members but did not receive any comments. The Town Administrator explained that the data in the Finance software only has the invoice number, date, vendor code, account code, and amount paid. If the Board wants the detail from each invoice, then it would require pulling every invoice and creating an excel spreadsheet detailing what is on each invoice. She has asked the Finance Director to provide the detail on the first four Page 3 of 5

4 account lines in Administration and to track his time. She will bring that information to the next meeting and the Board can decide the value of doing this on the account lines requested. The Board discussed coding of invoices to account lines and cut/adds which is typically only done for transfers between departments. Some of the Board s questions included: (1) Why was Police Operations consulting line overspent by $11,999? Town Administrator stated the Board of Selectmen hired MRI to conduct the Police Chief selection process. (2) Why would regular wage lines be over-expended? Example, Fire Operations was overspent by $18,000. Town Administrator responded that there could be multiple reasons but the most common reason is due to staff choosing a cash-out rather than health insurance. Cash-outs are coded to regular wage lines, so you should see a corresponding under-expenditure in the benefit line where we budget for health insurance. In the example Fire Benefits are under-spent by $29,000. Other possible explanations for overage included the PELRB payout, and training reimbursement. While that held true for most departments, an anomaly was noted in the Solid Waste Division. Town Administrator stated she would ask the Department Head about that anomaly. (3) Isn t longevity a flat rate? How can that be over-spent? It is a flat rate for employees who do not overtime. If an employee has overtime, then it impacts the longevity amount. (4) Why doesn t Police Dept. have an office supply line? Town Administrator stated they probably use an operating supply line. (5) Why are Office Supplies in the amount of $7,000 for the Fire Dept. and Administration about the same? (6) Would it make sense to centralize purchase of office supplies under one contract? Logistics may be an issue. (7) Police Vehicle Maintenance which vehicles and what was done? (8) Police Facility Maintenance what maintenance was performed? (9) Why don t encumbrances on the year-end report match the encumbrance list signed by the Board of Selectmen? (10) Under CIP Police Operations, why is there an expense to Facility Repairs when there is nothing budgeted? Town Administrator stated it looks like a coding problem, should be under Vehicles. (11) Again, under CIP Police Operations why is there a difference between the original appropriation and revised budget of $95,180? It appears that amount was for the Command Unit vehicle. (12) What was purchased under DPW Solid Waste Operations Operating Supplies line which caused the line to be overspent by $28,853? Sel. Lemay noted that the crack sealing at Station 18 and 19 is lifting off onto the tires of the apparatus. Sel. Brown will speak with DPW Director. Sel. Lemay noted he would be absent next week for the Selectmen meeting. Page 4 of 5

5 Acting Chairman Campasano stated everyone has received a letter from the Langleys regarding the inspection costs related to the self-storage units. He stated that the Town Administrator pointed out that staff cannot waive a Planning Board condition and the Selectmen only have the authority to waive the town engineer s fees. He inquired who recommended the third party inspections. Town Administrator stated Public Works recommended the third party inspections because they are down an engineer. A selectman inquired about the end of Albert St. and the erosion from the plows. Acting Chairman Campasano stated he would like to have Carl in next week to discuss Albert St., prioritizing the town engineer s time and easements mentioned earlier this evening. c. Old Business: None 7:58 pm Sel. Brown moved, Sel. Lemay seconded to adjourn. Passed: Page 5 of 5