Litchfield Board of Selectmen Meeting Agenda – July 8, 2019

MEETING AGENDA
TOWN OF LITCHFIELD BOARD OF SELECTMEN

July 8, 2019 – Litchfield Town Hall, Meeting Room

5:30pm Paperwork Review
6:30pm Call to Order / Pledge of Allegiance

Review and Approval of Consent Items

  1. June 24, 2019 Meeting Minutes
  2. A/P Manifest – 07/02/19 – $347,799.90 & // – $
  3. P/R Manifest – 06/27/19 – $12,366.81, 07/03/19 – $52,897.65 & // – $

Requests for Additional Items / Other Business Public Input (will occur no earlier than 6:45 pm)

Business

  1. Jayson Brennen – Hillcrest / 3A Corner Update
  2. Heritage Commission By-Laws – Review
  3. Highway Laborer Position – Part-time to Full-time
  4. Cash Receipts Policy – Review
  5. Fraud Policy – Review
  6. Background Check Policy – Review
  7. Review BOS Goals and Action Items

Reports & Other Business

  1. Administrator Report
  2. Selectmen Reports
  3. Items Removed from Consent
  4. Other Business
  5. Next Regular Meeting July 22, 2019

Non-Public Session

  1. RSA 91-A:3,II(I) – Consideration of legal advice provided by legal counsel, either in writing or orally, to one or more members of the public body, even where legal counsel is not present.
  2. RSA-91-A:3 II (a) – The compensation of any employee

Litchfield Amended and Updated Policies

Over the past few months, the Board of Selectmen has been review and updating town policies. The following policies have been updated and available on the document section of the town’s website – https://litchfieldnh.gov/town-documents-and-policies/

Finance Policies

Accounts Receivable Write-Off Policy
Conference and Meeting Policy (4/2019)
Credit Card Policy (4/2019)
Financial Reconciliation Policy (4/2019)
Fee Schedule (amended 5/2019)
Fund Balance Policy
Investment Policy (4/2019)
Purchasing Policy

Litchfield Board of Selectmen will be attending the Budget Committee’s NHMA Workshop – June 27, 2019

The Litchfield Board of Selectmen will attend the Budget Committee Meeting on Thursday, June 27, 2019 at 7pm. The meeting will be held at the Town Office Conference Room. The purpose of the meeting is to participate in the Budget Committee Training Workshop conducted by New Hampshire Municipal Association. 

Litchfield Board of Selectmen Meeting Agenda – Jun 24, 2019

MEETING AGENDA
TOWN OF LITCHFIELD BOARD OF SELECTMEN
June 24, 2019 – Litchfield Town Hall, Meeting Room

5:00pm Paperwork Review 5:45pm Non-Public Session

1. RSA-91-A:3 II(a) – The dismissal of any employee

6:00pm Call to Order / Pledge of Allegiance

Review and Approval of Consent Items

  1. June 10, 2019 Meeting Minutes
  2. Treasurer Reconciliation – May
  3. Purchase Order M-10-14, Fire Engine Pump Repair $17,048.59
  4. Litchfield State Forest Tax Reimbursement – $330.00
  5. A/P Manifest – 06/18/19 – $108,658.58 & 06/25/19 – $35,247.71
  6. P/R Manifest – 06/20/19 – $62,806.39 & 06/27/19 – $

Requests for Additional Items / Other Business Public Input (will occur no earlier than 6:15 pm)

Business

  1. ZBA Alternate Member – Mark H. Farlardeau (term expires 3/31/22)
  2. Public Hearing – Emergency Management Performance Grant $40,000
  3. Earned Time Policy – Notice Requirement
  4. Selectmen Meeting Start Time
  5. Mower Equipment Purchase
  6. Appointment of Interim Road Agent / Highway Manager
  7. Police Captain – Contract Renewal Notice
  8. Street Light Request
  9. Future Facility Tours

Reports & Other Business

  1. Administrator Report
  2. Selectmen Reports
  3. Items Removed from Consent
  4. Other Business
  5. Next Regular Meeting July 8, 2019

Non-Public Session

  1. RSA-91-A:3 II(a) – The compensation of any employee
  2. RSA 91-A:3, II (b) – The hiring of any person as a public employee

Selectmen and TA Update – June 10, 2019

MEETING SUMMARY AND INFORMATION
BOARD OF SELECTMEN MEETING MONDAY, June 10, 2019

Board of Selectmen Meeting – June 10, 2019

Review and Approval of Consent Items

  1. Meeting Minutes – May 13 and June 1
  2. Treasurer Reconciliation – April
  3. Tax Credits & Exemptions – (1)
  4. Land Use Change Tax (1)
  5. A/P Manifest – 05/21/19 – $211,195.17, 05/28/19 – $330,492.11,  06/4/19- $947,878.99, & 06/11/19 – $19,530.63
  6. P/R Manifest – 05/23/19 – $53,421.56, 05/30/19 – $53,432.96 , 06/06/19 – $61,589.23 & 06/13/19 – $53,770.27
  7. 2019 Dog Warrant

Business

Update – Justin Haley Eagle Scout First Responder Monument Update

  1. Justin Haley, 60 Pilgrim Drive
  2. Justin handed the Selectmen and Town Administrator copies of the presentation.
  3. The price of the monument increased because he needs to have the ground leveled.
    1. The initial estimate was $3,000. The estimated price increased to $3,500.
  4. Justin will fundraise to add a 12’ x 5’ walkway.  The walkway will lead to the monument.
  5. Justin will sell engraved bricks as a way to fundraise for the project.
    1. He has the necessary order forms for the bricks.
  6. Justin provided a sketch of the monument. The sketch shows the fire department, police department, and the town seals located on the monument.
  7. Justin has marked the location of the monument.
  8. The next step is to bring in cement trucks and equipment to level the ground.
  9. The Selectmen stated they believe Justin has done a great job. They also suggested contacting local business’ to help with the fundraising.
  10. The Selectmen also suggested contacting local landscapers who may be able to help with the leveling of the property.
  11. Justin estimated the project would be completed by the end of the summer or early fall.
  12. Justin provided a contact number to the Board of Selectmen.  

Fund Balance Policy Review – Policy

  1. The Fund Balance Policy outlines five different funds:
    1. Non-Spendable Fund Balance: Trust Funds, nobody can spend these funds.
  2. Restricted Fund Balance: Grants come in for a specific purpose, and are restricted to that purpose.
  3. Committed Fund Balance: Town Meeting where the residents approve funding for a capital project. The funds are restricted for that purpose.
  4. Assigned Fund Balance: Encumbered funds, funds dedicated to a specific project.
  5. Unassigned Fund Balance: Funds used to help fund a one-time capital project expense. (Liquid Cash)
    1. Once a year a balance is set up by the auditors. They will determine what the balance is. This fund balance is a collection of funds collected in excess of what the town planned and any funds that were turned back.
    2. This fund balance may be used by the Selectmen only by the approval of a town meeting.
    3. The Unassigned Fund Balance in 2018 was $1.9 million. This fund is an important part of the town’s cash flow.
    4. The town has established a guideline of 8% – 12% of the funds that are the general appropriations for the town, school, and county government.  

Purchasing Policy Review – Policy

  1. A purchase of $5,000 or less the Department Heads has complete authority.
  2. A purchase of $5,000 up to $12,000 requires a purchase order and the Town Administrator has to approve the purchase order.
    1. The town has a requirement of seeking three proposals from qualified vendors.
    2. The town does have the ability to make exceptions to the requirement of three proposals.
  3. A purchase of $12,000 or more requires the Board of Selectmen’s approval, prior to the purchase.
  4. An exception to this policy is for emergency purchases. Section Seven – Emergency Procurements.
    1. The Emergency Operations Plan will make reference to the town’s purchasing policy.

Write-Off Policy Review – Policy

  1. The auditors requested the town create a write-off policy. This policy was created in June 2016.
  2. This policy outlines the procedures that the Finance Department and other departments, including the Town Administrator must follow.
  3. This policy is used, most of the time,  for Special Detail and ambulance bills.  
  4. Litchfield has a third-party collection agency.
    1. After the town has tried everything possible to collect the funds, the town turns to the collection agency.
    2. The collection agency receives a commission on anything they are able to collect.
  5. The town keeps the outstanding amount due on the books for three years.  After three years, the amount is written-off.
  6. The auditors decide the amount that the town is able to write-off. Even though the amount has been written-off, the third-party collection agency will try to collect the funds.

Recruitment Process – Police Chief

  1. Selectman Webber met with Chief O’Brion and other law enforcement officers.  
  2. Selectman Webber discussed the policy and procedure for hiring a Police Chief.
  3. The belief is a department that runs well, the town should promote from within its own department.
  4. The Selectmen agreed that promoting from within would be the proper way to proceed.
  5. Promoting from within would:
    1. Help with moral
    2. Keep the money spent on training within the town of Litchfield
  6. Captain Sargent is a candidate for Police Chief and he will be attending the FBI Academy soon.       

Discussion: None

Motion ( Selectman Lynch / Selectman Leary ) I move the Board of Selectmen promote a police officer from within the Litchfield Police Department as the town’s next Police Chief.

Vote: ( 3-0-0 ) The motion carried.

Approval – MS-4 Stormwater Permit Certificate

  1. Troy Brown requested the Selectmen authorize him to be able to sign the following items:
    1. Stormwater pollution plans
    2. Inspection reports
    3. Annual monitoring reports
    4. Training records

Discussion: Selectman Lynch requested that Town Administrator Troy Brown provide the forms to Selectman Lynch before Troy signs off on the document.

Motion ( Selectman Leary / Selectman Lynch ) I move to authorize the Town Administrator position to review andapprove stormwater pollution prevention plans, inspection reports, annual monitoring reports, training records, and other reports as required by the MS-4 Permit, with the condition that Selectmen Lynch will be able to see them prior to signing.

Vote: ( 3-0-0 ) The motion carried

Approval – Melanson Heath Contract – Contract

  1. Melanson Heath is the towns auditing firm.
  2. The contract is for three years, but the first year is already under contract.
  3. For the years 2018 and 2019, the cost will be $20,500.
  4. For the year 2020, the cost will be $21,000

Discussion: None

Motion ( Selectman Lynch / Selectman Leary ) I move to authorize the Town Administrator to sign a three-year contract with Melanson Heath, for the years 2018, 2019, and 2020.   

Vote: ( 3-0-0 ) The motion carried.

Approval – Fire Department Weekend/Holiday Stipend

  1. The fire department weekend / Holiday Stipend is a practice that is already in place, but it has been omitted from the pay scale. (Appendix A)
  2. Weeknights after the full-timers go home, we have an individual who will cover from 4 pm until 8 am. This employee receives a $20 stipend to be on-call.
  3. The requirement is the employee is within a 10 to 15 minute response time.
  4. If the employee gets called out, the employee receives their hourly rate.
  5. Weekend Days and Town Holidays, the employee receives a $50 stipend.

Discussion: None

Motion ( Selectman Leary / Selectman Lynch ) I move to update Appendix A wages of personnel policy with on-call officer stipends as follows, weeknights 1600 hours to 0800 hours is $20. Weekend days and Town Holidays are $50.

Vote: ( 3-0-0 ) The motion carried.

Special Meeting – Tour Highway Department

  1. Troy Brown would like to set up a time for the Board of Selectmen to go down to the highway garage and have Kevin Brown give us a tour.
  2. The tour would include the entire facility and all the equipment.
  3. Selectman Webber suggested including the Budget Committee in the tour of the highway department.
  4. Selectman Leary wondered if the wounds from the Jack Pinciaro resignation are still too raw.
  5. The Selectmen agreed to set up a time for a tour and will invite the Budget Committee to attend.  

Authorization – Recruitment of Seasonal Highway Laborer

  1. The last two years the town has not had a seasonal highway laborer.
  2. The Highway Department is down one man with Jack Pinciaro’s resignation.
  3. The town needs to find a seasonal employee to help with the lawn mowing and other maintenance issues.
  4. The pay would be $12 an hour and last for about 10 weeks.

Discussion: None

Motion ( Selectman Leary / Selectman Lynch ) I move to authorize the Town Administrator to recruit and hire a seasonal laborer in a position for the highway department at $12 an hour.

Vote: ( 3-0-0 ) The motion carried.

Discussion Items – Full-Time Road Agent and Truck Driver

  1. With the resignation of Jack Pinciaro, the position of Road Agent is a priority.
  2. The Selectmen agreed to look at the job descriptions.
  3. Troy Brown will work on updating the job descriptions.

Town Administrator Report

  1. Report

Notes and Upcoming Meetings

  1. Next Regular Meeting – June 24th

BOS and BC Joint Meeting – June 17, 2019

Public Meeting Notice
Joint Meeting of the Litchfield
Board of Selectmen and Budget Committee

The Litchfield Board of Selectmen and Budget Committee will meet at the Litchfield Highway Facility on Monday, June 17, 2019 at 6:00PM. The purpose of the meeting is to tour the facility, equipment and vehicles.

Public Hearing Notice – Acceptance of Grant Funds

Town of Litchfield
PUBLIC HEARING NOTICE
Acceptance of Grant Funds

The Litchfield Board of Selectmen will conduct a public hearing on Monday, June 24, 2019 at 6pm at the Town Office Meeting Room, 2 Liberty Way, Litchfield, NH to discuss acceptance of an Emergency Management Performance Grant in the amount of $40,000 for the purchase of Emergency Operation Center equipment. Residents wishing to speak on this matter are invited to attend or residents may send comments by email to:Tbrown@Litchfieldnh.gov​ or mail to Town of Litchfield, Troy Brown, Town Administrator, 2 Liberty Way, Litchfield, NH 03052.

Litchfield Board of Selectmen Meeting Agenda – June 10, 2019

MEETING AGENDA
TOWN OF LITCHFIELD BOARD OF SELECTMEN

June 10, 2019 – Litchfield Town Hall, Meeting Room

5:00pm Paperwork Review
6:00pm Call to Order / Pledge of Allegiance

Review and Approval of Consent Items

  1. May 13, 2019 & June 1, 2019 Meeting Minutes
  2. Treasurer Reconciliation – April
  3. Tax Credits & Exemptions – (1)
  4. Land Use Change Tax (1)
  5. A/P Manifest – 05/21/19 – $211,195.17, 05/28/19 – $330,492.11, 06/4/19- $947,878.99, & 06/11/19 – $19,530.63
  6. P/R Manifest – 05/23/19 – $53,421.56, 05/30/19 – $53,432.96 , 06/06/19 – $61,589.23 & 06/13/19 – $

Requests for Additional Items / Other Business Public Input (will occur no earlier than 6:15 pm)

Business

  1. Update – Justin Haley Eagle Scout First Responder Monument Update
  2. Policy Review – Fund Balance, Purchasing and Write-Off
  3. Recruitment Process – Police Chief
  4. Approval – MS-4 Stormwater Permit Certificate
  5. Approval – Melanson Heath Contract
  6. Approval – Fire Department Weekend/Holiday Stipend
  7. Special Meeting – Tour Highway Department
  8. Authorization – Recruitment of Seasonal Highway Laborer
  9. Discussion Items – Full-Time Road Agent and Truck Driver

Reports & Other Business

  1. Administrator Report
  2. Selectmen Reports
  3. Items Removed from Consent
  4. Other Business
  5. Next Regular Meeting June 24, 2019

Non-Meeting and Non-Public Session

1. RSA-91-A:3 II(a) – The dismissal, promotion or compensation of any employee

Selectmen and TA Update – May 13, 2019

MEETING SUMMARY AND INFORMATION
BOARD OF SELECTMEN MEETING
MONDAY, MAY 13, 2019

Board of Selectmen’s Meeting of May 13, 2019

Review and Approval of Consent Items

  1. Meeting Minutes
  2. April 22, 2019 Meeting Minutes
  3. Tax Collector’s Reconciliation – April
  4. Town Clerk’s Reconciliation – April
  5. Tax Credits & Exemptions – (1)
  6. 2019 Tax Warrant – 1st Issue
  7. A/P Manifest – 04/30/19 – $139,729.92, 05/07/19 – $958,563.89 &              05/14/19 – $19,499.76
  8. P/R Manifest – 05/02/19 – $52,143.22, 5/09/19 – $53,659.12 &  05/16/19 – $55,542.86

Business

  • Planning Board Member Appointment – Tony Turecki (term exp 2022)
    1. Board of Selectmen approved Mr. Turecki as a regular Planning Board Member
  • Board of Selectmen Delegation – License to Carry
    1. Board of Selectmen authorized Police Chief to review and approve licenses.
  • Lease Agreement – 296 Charles Bancroft Highway
    1. Board of Selectmen approved the lease agreement for $1,000 per year.
  • River Access Park Name – John Bryant River Access
    1. The Recreation Commission worked with the Conservation Commission in discussing changing the name of the River Access to John Bryant River Access. Mr. Bryant was a big supporter of recreation and one of the main supporters in getting River Access for Litchfield Residents. In recognition of all the hard work and years of community service, the Board of Selectmen renamed the Litchfield River Access to John Bryant River Access.
  • Non-Union Performance Review Process
    1. Board of Selectmen approved no more than 3% wage adjustments for outstanding job performance by non-union employees.
  • Police Chief Recruitment Process
    1. BOS appointed Chairman Webber, Chief O’Brion and Troy Brown to develop and recommend recruitment process.
  • Policy Review
    1. Fund Balance
    2. Purchasing Policy
    3. Write Off Policy

Non-Meeting

Following adjournment of the meeting, the Board of Selectmen met with Attorney David B. Van Slyke of PretiFlaherty to discuss the Saint Gobain PFOA Groundwater contamination issue.