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

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.

Selectmen and TA Update – April 22, 2019

MEETING SUMMARY AND INFORMATION
BOARD OF SELECTMEN MEETING MONDAY, APRIL 22, 2019

Review and Approval of Consent Items

  1. Meeting Minutes
  2. A/P Manifest – 4/16/19 – $323,582.43 & 4/23/19 – $160,857.09
  3. P/R Manifest – 4/18/19 – $56,294.14 & 4/25/19 – $54,981.96
  4. Elderly Exemption Approval (2)
  5. Elderly Exemption Denial (1)
  6. Veteran’s Credit (4)
  7. Treasurer Reconciliation – March   

Business

  1. Planning Board Regular Member Appointment – James Boffetti (2021)
  2. Planning Board Regular Member Appointment – Joshua Smith (2021)
  3. Review Town Policies
    1. Investment Policy
    2. Credit Card Policy
    3. Conference and Travel Policy
    4. Financial Reconciliation Policy
  4. Town Contracts and Agreements
    1. Town Administrator
    2. Police Chief
    3. Police Captain
    4. Fire Chief
    5. Prosecutor
  5. Board of Selectmen Action Items

Notes and Upcoming Meetings

  1. Next Regular Meeting – May 13th

Non – Public Session

  1. RSA 91-A:3 II(a) – Dismissal of Employee
  2. RSA 91-A:3 II(c) – Reputation of Employee
  3. RSA 91-A:3 II(e) – Pending Litigation

Selectmen and TA Update – April 8, 2019

The Board of Selectmen conducted a public meeting on Monday, April 8, 2019. A summary of discussions and actions taken is below.

LitchfieldTV Meeting Video

Review and Approval of Consent Items

  1. Meeting Minutes
  2. A/P Manifest – 4/02/19 – $1,837,823.84 & 04/09/19 – $63,462.71
  3. P/R Manifest – 4/04/19 – $100,561.28 & 4/11/19 – $58,102.83
  4. February Reconciliations – Town Treasurer
  5. March Reconciliations – Town Clerk & Tax Collector
  6. Land Use Change Tax (2) – $12,500 & $0.00
  7. Elderly Exemption (2)  Denial
  8. General Fund Transfer – ($50k to Technology & Communication Fund)
  9. General Fund Transfer – ($50k to Earned Time Accrual Fund)
  10. Collective Bargaining Agreement

Business

  1. Flag Public Hearing
    1. A public hearing conducted regarding the adoption of a Town Flag. No comments from the public. A second hearing will be scheduled soon.
  2. Fee Schedule Changes
    1. The Board of Selectmen approved new fees due to increased disposal cost of certain items at the Transfer / Recycling Facility and some general Town Clerk updates. Changes effective May 1st.
  3. 2019 Road Improvement Projects
    1. The Board of Selectmen authorized the Town Administrator to approve  2019 road improvement projects with Continental Paving, Inc.
  4. Basketball Court Improvements
    1. The Board of Selectmen authorized the Town Administrator approve a contract to paint and strip the basketball courts
  5. Review Town Policies
    1. Investment Policy
    2. Credit Card Policy
    3. Conference and Travel Policy
    4. Financial Reconciliation Policy
  6. Town Contracts and Agreements
    1. Town and School MOU
    2. Town and Library MOU

Notes and Upcoming Meetings

  1. Next Regular Meeting – April 22nd

Selectmen and TA Update – March 25, 2019

The Board of Selectmen conducted a public meeting on Monday, March 25, 2019. A summary of discussions and actions taken is below.

Review and Approval of Consent Items

  1. March 11th Minutes
  2. A/P Manifest – 3/19/19 – $95,387 & 03/26/19 – $643,887.10
  3. P/R Manifest – 3/21/19 – $62,869.54 & 3/28/19 – $56,929.88
  4. Timber Tax Levy – $81.87
  5. Timber Tax Abatement – $87.87
  6. Tax Abatement Denial (Map 13, Lot 113)
  7. Land Use Change Tax – $25,500
  8. Gravel Tax Levy – $3,203.54
  9. Intent to Excavate – Map 21, Lot 18
  10. MS-232 Report of Appropriations – $7,010,862.00

Business

  1. Skid Steer Grant – $5,000
    1. New Hampshire the Beautiful awarded the Town of Litchfield $5,000 towards the purchase of a skid steer. After trade-in and grant reduction the $35,389 skid steer cost $18,389.00. 100% of funding appropriated from the Recycling Revolving Fund.
  1. Fee Schedule Changes
    1. Due to increased disposal cost of certain items at the Transfer / Recycling Facility and some general Town Clerk updates; The Town Administrator recommended amending the Town Fee Schedule. A Public Hearing will be held Monday, April 8, 2019 at 6pm for citizen input.  
  1. Transfer Facility User Guide
    1. David Mellen, Facility Director prepared a user friendly information guide for residents. The guide will be posted to the town website.
  1. The Following Individuals were Appointed to Serve on Boards and Committees
    1. Zoning Board of Adjustment – Richard Riley Jr. (term exp 3-31-22)
    2. Zoning Board of Adjustment – Albert Guilbeault (term exp 3-31-22)
    3. Recreation Commission – Michael Boshi (term exp 3-31-22)
    4. Recreation Commission – Andrew Collins (term exp 3-31-22)
    5. Conservation Commission – Roger St. Laurent, Jr. (term exp 3-31-22)
    6. Planning Board – Dr. Kimberly Queenan (term exp 3-31-22)
    7. Planning Board – Kate Stevens (term exp 3-31-22)
    8. Interim Zoning Administrator – Troy Brown, Town Administrator
  1. PFAS Community Health Fair  – April 3rd at Merrimack High School 5 to 8pm
    1. NH Department of Health and Human Services is hosting Southern NH PFAS Community Health Fair Wednesday, April 3, 2019 from 5pm to 8pm at Merrimack High School Cafetorium. The purpose is for the general public to meet with health officials and community partners to discuss concerns about the potential health effects of PFAS.
  1. Stonyfield 5k – April 20, 2019 @ 10:00am
    1. Stonyfield 5k / Millennium Running will be hosting a 5k road race on Sunday, April 20th at 10am. Race will start and end at the West Road Soccer Fields in Londonderry. Runners will travel down Hillcrest Road, Rookery and Tanager. Residents will be notified by the event organizers and Litchfield and Londonderry Police Officers will assist with traffic details.

Notes and Upcoming Meetings

  1. PFAS Community Health Fair – April 3rd at Merrimack High School 5 to 8pm
  2. Next Regular Meeting – April 8th

Selectmen and TA Update – Feb 11, 2019

The Board of Selectmen conducted a public meeting on Monday, February 11, 2019. Below is a summary of the business conducted and upcoming events/activities.

Consent Review:

  1. January 28, 2019 Meeting Minutes
  2. February 2, 2019 Meeting Minutes
  3. Boy Scout Troop 11 Donation Acceptance – $106.75
  4. Pole Licenses – Calawa Circle (128/1 & 128/2)
  5. A/P Manifest – 02/05/19 – $1,831,019.02 & 02/12/19 – $120,281.13
  6. P/R Manifest – 02/07/19 – $50,594.59 & 02/14/19 – $52,182.31

Business:

  1. Thomas Scotti – Full-Time Probationary Police Officer Appointment
    1. Chief O’Brion recommended Thomas Scotti as a full-time probationary police officer. The Board of Selectmen approved the appointment and refreshments were served with department personnel, family and friends.
  2. Public Hearing – Operation of Keno Games
    1. A public hearing was conducted as requested at the deliberative session. No public comment was received. The next public hearing in accordance with New Hampshire State law will be conducted at the next Board of Selectmen’s meeting on Monday, February 25, 2019, at 6 pm. Public Hearing Presentation
  3. Fire Department Grant Approval
    1. The Board of Selectmen authorized the Fire Department to submit a request for a surplus military vehicle to be used equipped as a forestry truck. The departments 43 year old forestry tuck will be returned to the State of New Hampshire.
  4. Fire Impact Fees Encumbrance
    1. Selectman Brunelle / Schaeffer moved to encumber $17,655.84 from the Fire Impact Fees for the expenses of the construction of the new fire station building.  This includes, but is not limited to general construction, furniture, infrastructure, and technology. Vote: ( 4-0-0 ) The motion carried.
  5. Purchase Order Approval – Door Control Access Town Office / Police Station
    1. Selectman Schaeffer / Selectman Bourque moved to approve the purchase of the $25,495.50 to install a Door Access Control System within the Police Station and Town Office.  Also, wave Section 3(c) of the Purchasing Policy.  Vote: ( 3-0-1 ) The motion carried.  Selectman John Brunelle abstained.

Notes and Upcoming Meetings:

  1. Next Regular Meeting February 25, 2019
  2. Keno Games Public Hearing February 25, 2019 at 6pm
  3. Pat Jewett Volunteer Appreciation Award – March 11, 2019 at 7pm
  4. Town and School District Elections – March 12, 2019 7am to 7pm @ CHS


Selectmen and TA Update – Jan 18, 2019

The Board of Selectmen conducted a public meeting on Monday, January 14, 2019. Below is a summary of the business conducted and upcoming events/activities.

Consent Review:

  1. Approved December 17, 2018 Meeting Minutes
  2. Approved Town Clerk’s November 2018 Reconciliation
  3. Approved twelve (12) Veterans Tax Credits $3,600 ($300 ea)
  4. Approved Page Road Purchase Order in the amount of $75,000
  5. Approved 2019 ACH School Payment Schedule
    1. 1/1/19 – $1,750,00
    2. 2/1/19 – $1,750,00
    3. 3/1/19 – $1,750,00
    4. 4/1/19 – $1,750,00
    5. 5/1/19 – $802,978
    6. 6/1/19 – $802,977
  6. Approved Accounts Payable Manifest – 01/15/19 – $359,507.39 & 01/15/19 – $83,505.96
  7. Approved Payroll Manifest – 01/10/19 – $53,698.96 & 01/17/19 – $53,492.79

Business:

  1. MRI Inspectional Services Report – Medard Kopczynski presented the MRI Inspectional Services Report. The Board of Selectmen did not formally approve the report because they wanted more time to review it. The Board will continue to discuss the report and consider adopting it at a future meeting to be determined.
  2. Town Flag Update – Matt Lepore presented the proposed Town Flag. He expressed support of Warrant Article #8. If approved by voters, the Board of Selectmen will be authorized to adopt the Official Town Flag after holding two (2) public hearings.  
  3. Equipment Operator / Mechanic – Kevin Brown, Litchfield resident and former contracted plow driver was hired as the first full-time Heavy Equipment Operator / Mechanic for the Litchfield Highway Department. Mr. Brown was highly recommended by John Pinciaro, Road Agent / Highway Manager. This new full time position will help address staffing and safety needs of the Highway Department and begin implementing the 2018 MRI Public Works Feasibility Study
  4. Command Vehicle – The Town Administrator discussed the Fire Dept. Command Vehicle assignment and use Report
  5. 2019 Mileage Rate – 2019 IRS mileage rate approved from 54.5 to 58 cents per mile.
  6. 2019 Warrant – The Board took final votes on the 2019 Warrant and petition #1, #2, #3, #4, and #5 articles.
  7. 2019 Default Budget – The Default Budget was approved by the Board of Selectmen. It represents last years budget, reduced and increased, as the case may be, by debt service, contracts, and other obligations previously incurred or mandated by law, and reduced by one-time expenditures.
  8. Recreation Donation – $50 donation from Margaret and Bob Hanson was accepted in memory of Elizabeth “Betty” Darling for the Litchfield Seniors Annual Christmas Lunch sponsored by the Litchfield Recreation Commission.

Upcoming Events and Notes:

  1. Next Regular Board of Selectmen Meeting January 28, 2019
  2. 2019 Elected Positions Filing Period is Wednesday 1/23 to Fri 2/1 @ 5 pm:
    1. Two (2) Selectmen – 3 Year Term
    2. Two (2) Budget Committee –  3 Year Term
    3. One (1) Budget Committee – 1 Year Term
    4. One (1) Cemetery Trustee – 3 Year Term
    5. Two (2) Library Trustee – 3 Year Term
    6. One (1) Trustees of Trust Fund – 3 Year Term
  3. Town Deliberative Session – February 2, 2019 at 10:00am CHS
  4. Town Voting Day – March 12, 2019, from 7 am to 7 pm CHS
  5. Pat Jewett Volunteer Appreciation Award Nomination Form due Friday, February 15th at the Town Office.

Written by Troy Brown, Edited by John Brunelle