Center Harbor Board of Selectmen Board of Selectmen s Meeting Wednesday, November 4, 2015 CALL TO ORDER: At 7:00 p.m. Chairman Harry Viens called the Board of Selectmen s meeting to order. Selectmen Richard Hanson (arrived at 7:45 p.m.) and Richard Drenkhahn were present. David Reilly, Karen Ponton, Kim Baker, Arthur Smith, Police Chief Mark Chase and Selectmen s Administrative Assistant Robin Woodaman were also in attendance. APPROVAL OF MINUTES: Mr. Drenkhahn motioned to approve the minutes of the October 28, 2015 Board of Selectmen s meeting as presented. Mr. Viens seconded the motion and the motion passed. APPOINTMENTS: POLICE CHIEF MARK CHASE: Proposed 2016 Police Department budget: Chief Chase submitted the following proposed 2016 Police Department budget: o Wages full time: $187,791 proposed for 2016, $177,010 appropriated in 2015. Chief Chase reported there are 53 pay periods in 2016. o Wages overtime: $15,945 proposed for 2016, $15,317 appropriated in 2015. Chief Chase explained overtime is figured at 120 hours per officer based on a 4 year average. o Enforcement grants: $1 proposed for 2016, $6,000 appropriated in 2015. Chief Chase reported the Town no longer qualifies for Tier 1 overtime enforcement grants. He reported he has submitted a competitive Tier 2 speed enforcement grant, but does not anticipate receiving it. Chief Chase explained the loss of grants effects basic coverage, overtime and Motorcycle Week coverage of 198 hours. o Special details: $1 proposed for 2016, $1 appropriated in 2015. Chief Chase reported special details is now covered with a revolving fund. o On-call: $8,350 proposed for 2016, $5,150 appropriated in 2015. Chief Chase proposes increasing the on-call hourly rate to $3.50, from $2.75, but is not increasing the number of hours. He reported the Police Department cover 5 nights per week, with no exceptions, due to the loss of State Police coverage. Chief Chase explained, when someone is on vacation, training or out sick, the coverage is transferred to one of the other two officers. o Part-time officers: $23,417 proposed for 2016, $9,482 appropriated in 2015. Chief Chase is requesting funding to cover 24 hours per week, or 3 shifts per week, plus 10 training days to be split between all part-time officers for their required training. He reported this is proposed to try to fill the void created by the loss of the Highway Safety Grants and State Police coverage and to allow officers to take their earned time off. Chief Chase reported this is not a request to increase coverage, but what is needed to fill the void. He explained this includes coverage for 50 vacation days, 30 sick days and 30 training days. This proposal increases the shifts from 68 to 159 with 110 of those shifts already spoken for. 1
o Support staff: $16,045 proposed for 2016, $15,994 appropriated in 2015. Chief chase reported this is for the Investigator and Administrative Assistant positions. o Prosecutor: $7,898 proposed for 2016, $7,589 appropriated in 2015. o Investigations: $1,000 proposed for 2016, $1,000 appropriated in 2015. o Telephone/fax: $3,650 proposed for 2016, $3,650 appropriated in 2015. o Radio maintenance and repair: $600 proposed for 2016, $600 appropriated in 2015. o Vehicle maintenance and repair: $4,500 proposed for 2016, $4,500 appropriated in 2015. o Dues and subscriptions: $1,200 proposed for 2016, $1,200 appropriated in 2015. o Training: $4,000 proposed for 2016, $4,000 appropriated in 2015. o Computer: $6,000 proposed for 2016, $6,000 appropriated in 2015. Chief Chase reported this covers the annual IMC software support contract, SPOT s annual fee and necessary software upgrades. He requested that the Police Department s current replacement schedule of 1 computer replacement per year, through the Town s Computer Capital Reserve Fund, continue. o Office supplies: $1,700 proposed for 2016, $1,700 appropriated in 2015. o Oil, tires and lube: $2,400 proposed for 2016, $2,400 appropriated in 2015. o Gasoline: $14,000 proposed for 2016, $14,000 appropriated in 2015. o Uniforms: $2,750 proposed for 2016, $2,750 appropriated in 2015. o Equipment: $4,000 proposed for 2016, $4,000 appropriated in 2015. o Radio lease: $1 proposed for 2016, $1 appropriated in 2015. Chief Chase reported this line item was created in 2004 for the lease/purchase of 4 portable radios; it is now used to purchase 1 radio a year as part of the equipment replacement schedule. Chief Chase reported no radio is needed in 2015 and 2016, but one will be needed in the future at a cost of approximately $2,500. o Miscellaneous: $500 proposed for 2016, $500 appropriated in 2015. o Public relations: $500 proposed for 2016, $500 appropriated in 2015. o Total proposed 2016 Police Department budget: Option 1: $306,249. This includes recommended step increases and a 24 hour per week increase to the part-time officer line item. 8.08% increase (6.78% without the 53 rd pay week). Option 2: $298,905. This includes recommended step increases and a 16 hour per week increase to the part-time officer line item. 5.49% increase. Option 3: $296,767. This includes recommended step increases and no increase to the part-time officer line item. Chief Chase reported, if this option is to be considered, he would recommend additional increases to the on-call and overtime line items. 4.74% increase. Cruiser Capital Reserve Fund (CRF): Chie Chase recommended continuing to fund the Cruiser CRF at $20,000 for 2016. $20,000 appropriated in 2015. Security plans: There was discussion regarding additional security plans for the Town s buildings; the Selectmen will consider proposing a warrant article for security items. Vacation policy: There was discussion regarding the Town s current vacation policy which allows full-time employees 15 days after 5 years employment, but does not increase 2
to 20 days per year until an employee has been employed for 15 years. Chief Chase suggested the Selectmen consider adding one day per year after an employee has been employed for 10 years up to the 15 year employment mark they then would have 20 days per year. The Selectmen will consider this suggestion. Sick policy: There was discussion regarding the Town s current sick policy which allows full-time employees to accrue 10 sick days per year to a maximum accrual of 60 days. Chief Chase reported some towns allow employees to trade in 3 sick days for 1 vacation day up to a maximum of 5 days per year. Mr. Viens requested the Town s insurance carrier, PLT, be asked about this possibility. SNO-STREAKERS SMC REPRESENTATIVE ARTHUR SMITH: Mr. Smith and the Selectmen discussed the current snowmobile trail behind the Town House building. Mr. Smith explained it is a narrow path, goes behind the building and crosses Waukewan Road to the swamp. Mr. Drenkhahn asked why the trail goes behind the building; Mr. Smith explained it is for safety reasons. Mr. Smith reported the Club cannot get the groomer behind the building; they have looked behind the building, did not know the property boundaries and were trying to limit the impact on big trees. There was discussion regarding moving the trail away from the building. Mr. Smith reported the Club will mark a proposed trail with surveyor s tape; the proposed trail will be wide enough for the groomer. Mr. Drenkhahn will inspect the proposed trail and report back to the Selectmen for their vote to authorize the new trail. SELECTMEN S REPORTS: Heritage Commission fundraising: Mr. Hanson reported receiving a very nice thank you letter from Heritage Commission Karen Ponton thanking him for his donation to the rehabilitation of the Town House building. Halloween party: Mr. Hanson reported stopping in at the Town s Halloween party; he reported he was very impressed with the party. Library wiring: Mr. Viens reported an appointment has been scheduled with Jack Kozlowski for the Library wiring inspection. OLD BUSINESS: JOB DESCRIPTIONS: Mr. Hanson motioned to adopt the Public Works Department Foreman and Public Works Equipment Operator job descriptions as presented. Mr. Viens seconded the motion and the vote was unanimous. MOSQUITO BRIDGE: The Selectmen reviewed a draft letter to the State of New Hampshire Department of Transportation (NH DOT) reporting the Board s opposition to the replacement or reconfiguration of Mosquito Bridge. The final letter will be printed for the Selectmen s signatures. UPDATED TOWN WEBSITE: Mr. Viens reported receiving requests for the addition of a current use information button and Town Meeting/Moderator button. Mr. Hanson and Mr. Drenkhahn agreed with the addition of these buttons. 3
PROPOSED 2016 BUDGET: Computers: Mr. Viens reported 2 low cost computers should be considered for 2016; one for the lobby so that people can access assessing and mapping information and a laptop for Town boards/commissions/committees to use with the Cary Mead Room s t.v. NEW BUSINESS: INSULATING THE FIRE STATION: Proposals for insulating the Fire Station were due to be submitted to the Selectmen s office by noon today; no proposals were received. Mr. Viens reported the request for proposals process will have to be repeated. 2015 PROPERTY TAX RATE: The Selectmen received preliminary information from the State of New Hampshire Department of Revenue Administration (NH DRA) regarding the 2015 property tax rate. Mr. Drenkhahn motioned to include $90,000 to overlay (to cover the cost of the 2% discount and abatements) and $100,000 from unreserved fund balance to reduce the property tax rate. Mr. Hanson seconded the motion and the vote was unanimous. This information will be submitted to NH DRA for their determination of the Town s 2015 tax rate. DRIVEWAY OFF HIGH HAITH ROAD: The Selectmen received information from Planning and Zoning Clerk Aimee Manfredi-Sanschagrin reporting four lots share a driveway off High Haith Road and, when these lots were numbered for E-911 there was no provision made to leave a gap in numbering for future numbering of one of the lots. Ms. Manfredi- Sanschagrin reported speaking with the Town s E-911 liaison who believes the existing addresses should either be renumbered to include this parcel, or by Town ordinances, the driveway should have been named once there were more than 2 structures being serviced by this driveway. Mr. Viens reported speaking with Town Attorney Chris Boldt who verified that the property owners on this driveway should rename this as a private road, after which the E- 911 service will issue appropriate numbers. The Selectmen agree the property owners should rename the driveway and new E-911 numbers be issued. Mr. Viens requested the Town s Police and Fire Departments be asked for their input. STREET LIGHT ILLUMINATING CENTER HARBOR INN S PARKING AREA: The Selectmen had previously sent correspondence to Thomas Carpi, owner of the Center Harbor Inn, reporting street light #140023.4, located in the Town Beach parking area illuminates the Center Harbor Inn s parking area benefitting their patrons. The Selectmen had asked Mr. Carpi if the Center Harbor Inn would like to take over the cost of this street light; the Board requested Mr. Carpi let the Board know by today. The Selectmen did not receive any communication from Mr. Carpi; Mr. Viens requested the New Hampshire Electric Cooperative be contacted for the discontinuance of this light. TAX COLLECTOR DEED: The Selectmen discussed a property which may go to tax deed for non-payment of property taxes. Mr. Viens expressed his concern that if the Town deeds the property, the property owner could be homeless. Mr. Viens suggested the property owner be contacted regarding a payment plan; Mr. Hanson and Mr. Drenkhahn agreed. Note: the property owner contacted Tax Collector Mary Richardson this evening and arranged a payment plan. 4
PROCEDURE MANUAL: Mr. Viens suggested c a procedure manual should be created for administrative functions; Mr. Hanson and Mr. Drenkhahn agreed. SELECTMEN S REPORT: Mr. Viens submitted a draft Selectmen s report for 2015 for Mr. Hanson and Mr. Drenkhahn s review and input. He suggested the final report be included on the Town s website; Mr. Hanson and Mr. Drenkhahn agreed. DOCUMENT SHREDDING: Mr. Viens suggested when the Town contracts with a document shredding truck for shredding of old Town documents, Town residents should be able to bring a box (banker s box size) of personal documents for shredding. Mr. Hanson and Mr. Drenkhahn agreed; it will be called Shred Fest. TELEPHONES: Caller ID: The Selectmen received a request to have caller ID available on the Town s telephones. Mr. Drenkhahn reported this is a municipality and every call needs to be answered; Mr. Viens and Mr. Hanson agreed. Second line rollover: The Selectmen requested the first incoming line roll over to the second telephone number. PUBLIC INPUT: ADDITIONAL BUSINESS: FIRE DEPARTMENT: New members: Mr. Viens motioned to hire Tyler Driscoll and Colin Campbell as members of the Center Harbor Fire Department. Mr. Hanson seconded the motion. Mr. Hanson reported he would like to see individuals hired who can respond to daytime calls; he would like the Fire Department staff resources balanced. Mr. Drenkhahn explained the Fire Department has to have a large pool of members to draw from. The vote to hire Mr. Driscoll and Mr. Campbell was unanimous. CURRENT BILLS PAYABLE: The Selectmen reviewed, and approved, the payroll and accounts payable manifests as presented. ADJOURNMENT: At 8:43 p.m. Mr. Drenkhahn motioned to adjourn the Board of Selectmen s meeting. Mr. Hanson seconded the motion and the vote was unanimous. Respectfully submitted, Robin Woodaman Selectmen s Administrative Assistant 5
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