Town of Bristol
Board of Selectmen
Minutes of 6-12-08
Members Present: Rick Alpers (RA), Don Milbrand (DM), Paul Fraser (PF), Bruce Van Derven (BVD), Joe Denning (JD), Town Manager Elizabeth Corrow, Paul Weston
Chairman Rick Alpers called the Regular Meeting to order at 7:00pm.
Mr. Alpers stated Mr. Paul Weston has been selected as the new Town Manager and will be starting June 23rd. Mr. Weston attended a lunch with the department heads and employees on June 11th. Mr. Alpers welcomed Mr. Weston.
Purchase Orders
GMI Asphalt – Highway Department - $3695.00 - Mr. Alpers stated there would be 4 roads paved this year, Hall Road, Danforth Brook Road, Castle Lane and Wulamat Road. Only 4 roads are able to be paved due to the price increase of paving at $60.90 a ton. Three bids were received and GMI came in the lowest. Motion by Mr. Denning to approve the purchase order as presented; seconded by Mr. Fraser, vote was 5-0.
EJP – Highway Department - $5700.00 - Mr. Alpers stated the purchase order is for 12” and 15” inch culverts. Motion by Mr. Fraser to approve the purchase order as presented; seconded by Mr. Denning, vote was 5-0.
Motorola Inc. – Highway Department - $3627.60 – 1 Astro digital mobile radio. Mr. Alpers stated Motorola was the lowest bidder. Motion by Mr. Milbrand to approve the purchase order as presented; seconded by Mr. Fraser, vote was 5-0.
Downes Heating & Cooling – Town Office Building - $4790.00 – Mr. Alpers stated one of the condensers for the air conditioner is out of service at town hall. Ms. Corrow stated there are issues with two of the three air conditioning units. Ms. Corrow explained there was some repair work done last year to get the three units by however this year one is not working and one is barely making it. Ms. Corrow would recommend budgeting for another unit next year and then replacement of the third unit the year after. Motion by Mr. Milbrand to approve the purchase order as presented; seconded by Mr. Fraser, vote was 5-0.
Cartographics – Town Office Building - $17469.50 - Ms. Corrow explained there is a need to get the Cartographics mapping up to date. Ms. Corrow stated they have not been maintained properly for quite some time to reflect zoning, subdivisions and new buildings. Ms. Corrow stated there are additional things that can be done in the future with additional software purchases. The intent of the software would be to set up a computer for citizens to access tax cards and maps on their own without disturbing the office staff. This proposed mapping update will bring all the departments up to date and then will need to be maintained from here on out. Motion by Mr. Denning to approve the purchase order as presented; seconded by Mr. Fraser, vote was 5-0.
Freds Auto Trends – Fire Department - $3,500 – Mr. Alpers stated the Fire Department purchased a rescue body last year for $300.00 and this is to paint the entire truck. Motion by Mr. Denning to approve the purchase order as presented; seconded by Mr. Fraser, vote was 5-0.
Beauregard Equipment – Water and Sewer Department - $72,587 - Mr. Alpers stated the Water and Sewer budgeted for a new backhoe that has been approved at town meeting. Mr. Alpers explained the current backhoe has served its life. The new backhoe comes with a warranty and will cost $72,587 which is the lowest bid. $80,000 was budgeted for the new backhoe. Motion by Mr. Denning to approve the purchase order as presented; seconded by Mr. Milbrand, vote was 5-0.
Fireworks Ordinance
Mr. Alpers explained the fireworks ordinance has been a work in progress for a while and it will serve our community well. Mr. Alpers stated there is reference to RSA 160 C:6 which is an RSA for permissible fireworks in New Hampshire. Chief Skantze stated a couple years ago state legislature gave the towns an option to adopt a fire works ordinance to require a permit for fireworks or to do nothing. Chief Skantze stated this ordinance is for permissible fireworks that can be purchased legally and displayed from private property. He explained this would eliminate the use of illegal fireworks, under age usage and displaying the fireworks from places other then private property, such as town property. Chief Skantze stated fireworks’ permitting is similar to campfire permitting. The ordinance addresses some important public safety items, however, this will not prevent the use of fireworks, the intent is to ensure safety and follow along with the noise ordinance regulations. Mr. Denning feels fireworks should be allowed later then 10:00pm. Mr. Denning questioned how one would get a permit if no one is at the Fire Department. Chief Skantze stated the Fire Department would issue the permit and the Police Department will help with enforcement. Chief Skantze stated the goal is to educate the citizens. The board discussed various sections of the ordinance. Chief Skantze stated the ordinance follows along with the state law. He explained the permits will not be seasonal but if someone has multiple set dates that they plan to display fireworks, they can request the permit for set dates to eliminate the need to obtain a permit each time. Chief Skantze stated it is a violation of state law to store fireworks. Mr. Milbrand questioned if citizens come up for the weekend and buy them on their way up will they be allowed to store them over night. Chief Clark stated the intent is not to go around searching houses for fireworks, but the ordinances bring the violation to citizen’s attention. Mr. Milbrand questioned why one can not obtain a seasonal permit. Chief Skantze stated by issuing a seasonal permit, it takes out the option to inspect the site and fireworks used which is the main safety concern. Mr. Fraser questioned if a police officer can stop and ask citizens if they are shooting off allowable fireworks. Chief Clark stated they could. Mr. Fraser believes this a serious way of handling the issue. Chief Skantze stated permits are given out at all times as the Fire Department is open 24 hours a day. Chief Clark stated the events are going to be more noise related. Mr. Van Derven suggested having the ordinance reviewed by the attorney. Chief Skantze stated the prosecutor has reviewed the ordinance. Mr. Van Derven questioned the time frame on New Years Eve. He recommends 12:30 as most citizens will display their fireworks at 12:00. Mr. Van Derven also questioned some of the wording in the ordinance regarding the applicant and whether the permit would allow others in the applicant’s party to shoot them off as well. Chief Skantze stated the applicant is the only one allowed to shoot the fireworks. Mr. Van Derven suggested tightening up the wording under the fines section. Chief Clark suggested allowing other citizens in the applicant’s party to be listed on the permit. Chief Skantze stated the initial intention is to have only the applicant shoot them off but it can be changed. Chief Clark stated last year there were many fireworks displays that were dangerous and at very late hours and this ordinance will allow enforcement on issues like this. Mr. Fraser questioned if Chief had any stats of injuries from fireworks. Chief Skantze stated there are but he does not know them off the top of his head. Mr. Alpers suggested making changes according to the recommendations and come back in two weeks. Mr. Van Derven questioned if the permit holder is responsible for the fines. Ms. Girona felt ordinances take accountability away from citizens. Mr. Alpers stated he felt they give citizens accountability.
Lieutenant Lewis questioned what night the fireworks are. Mr. Alpers stated July 12th with a rain date of July 19th.
Ambulance Billing
Mr. Alpers stated the selectmen have reviewed the formula for the ambulance billing at a previous worksession. Ms. Corrow explained the formula adds capital expenses for the fire and ambulance department, to the fire/ambulance department operating budget and the interest and debt payments for fire and ambulance department and then backs out the ambulance revenue received in the previous year from both individual patients and contributing towns. This net cost is then multiplied by the percentage of calls from the previous year for each of the participating towns which includes Bristol. The formula is meant to more evenly distribute the cost to run to the department according to usage of the department. For instance, when Ragged Mountain becomes busy their percentage of the cost will increase as their use of the service increases. These seems like a fair way to distribute costs especially to smaller towns like Hill who currently pay the same as all the other towns but don’t use the service nearly as much. Ms. Corrow stated it will cost about $405 per call and will change each year as the budget, capital and revenues change. Each year the same formula can be used based on the new numbers. This will distribute the cost evenly based on usage. Mr. Denning questioned why the previous year’s numbers are used and not the current budget. Mr. Alpers stated both dispatches are using the same formulas. Ms. Corrow stated it is possible to use the 2008 budget but will have to use 2007 revenues. Chief Skantze stated this formula gives the true net amount. Mr. Fraser confirmed it costs $405.00 each time the ambulance is called out. Mr. Milbrand questioned if it will be updated annually. Mr. Alpers questioned if there is a need for an administrative fee, but also noted the board could reassess whether there was a need in the future. Mr. Van Derven thinks the other towns will not like the fact we are doubling the fees. Mr. Van Derven stated he would also like to get the Selectboard summit going to work with the other towns on the best formula. Mr. Alpers agrees we should give a presentation on the new formula to the other towns at a group meeting. Mr. Van Derven thinks some towns may go somewhere else if all the towns don’t work together to find a better way. He feels we should implement this for now but work to find a better way for the future.
Selectmen Summit Meeting
The board discussed the need for a selectmen’s summit meeting to discuss the future projected cost of ambulance service. Motion by Mr. Fraser to hold a summit meeting to discuss the ambulance billing; seconded by Mr. Milbrand, vote was 5-0. The board decided to hold this meeting in the second week of July. The board also agreed they wanted to discuss future agenda items with the other selectboards at the summit meeting in July. If the selectboards agree to the principal of the billing then share it with the individual departments.
Local Government Center Property Liability Trust Contract
Ms. Corrow explained the contract with the Local Government Center for multi year agreements requires a resolution of the board for unemployment compensation and workman’s compensation. Mr. Fraser made a motion to adopt the resolution for 2009-2011; seconded by Mr. Milbrand, vote was 5-0.
Engineering Services for Water and Sewer Extension
Ms. Corrow explained the current contract with CDM is almost up. Ms. Corrow stated she has not been pleased with the services provided from CDM as there have been a lot of extra charges for items as amendments to their contracts. Ms. Corrow recommended switching to Underwood Engineers and stated we have received a contract for $1500.00 for engineering and sanitary survey services that can be used to begin a small contract with Underwood. Ms. Corrow stated Underwood Engineers came in second in the original bid process done several years ago by the water/sewer department and she has checked with Department of Environmental services to make sure we could make the switch without going through another procurement process. Motion by Mr. Denning to move forward with Underwood Engineers for future work for sewer to the lake and approve the $1500.00 contract, vote was 5-0.
Request to Waive Fee for a Sign Permit
Ms. Corrow explained we had received a request to waive the sign permit fee for Newfound Lakes Region Association. Ms. Corrow stated they are a non-profit organization and the sign request is for 2 temporary banners for the Naturally Newfound Fair. Mr. Bruce Van Derven made a motion to waive the sign permit fee for Newfound Lakes Region Association for their temporary banner; seconded by Mr. Fraser, vote was 5-0.
Central Street Bridge Update
Ms. Corrow provided an update in regards to the recent Central Street bridge meeting. The supplier for the 70gauge steel was present at the meeting and stated that he still did not have confirmation as to when the steel may be available and even if it will be available at all this year. There was discussion with Wade Brown at SEA in regards to investigating the potential of a minor redesign to use 50 gauge steel instead. There are several items already purchased/constructed and onsite that might also be impacted by a possible redesign. 50 gauge steel is readily available but even if the redesign was processed quickly through the engineer and approved by the Department of Transportation there would be no way to get it done this construction season but it would be in place so that next construction season we would be sure to complete the project without further delays due to steel availability. The 70 gauge steel is being used by the military making it very difficult to acquire with no end in sight. Wade Brown was also asked to check with the NHDOT as to whether or not they would be willing to fund 80% of the costs of this redesign or if the towns of New Hampton and Bristol would be required to fund it entirely on their own. Ms. Corrow also mentioned to Winterset that if there was an additional charge the towns would like to discuss sharing that cost with them as there is a deadline for completion of the project with provision for penalties in the Winterset contract. Lastly Mr. Denning informed the group that PSNH has come forward with a possible major redesign that would likely require acquisition of additional homes on the New Hampton side. It was discussed that this type of redesign would likely require a re-review of the entire project through all the regulatory agencies potentially taking several years based on past experience. Ms. Corrow stated that at this point PSNH should put in writing what they are asking the towns to consider and what they are willing to pay for. If this is something the board would like to pursue a joint meeting of the boards of New Hampton and Bristol was suggested by Ms. Corrow.
Drug Testing policy
Ms. Corrow presented minor administrative revisions to the Drug testing policy for the board to consider. Mr. Fraser made a motion to approve the changes as presented to the town’s drug testing policy; seconded by Mr. Van Derven, Vote was 5-0.
Personnel Policy
Ms. Corrow stated when she handed out the newly adopted personnel policy she requested the employees bring any questions or concerns back to her. She explained there were only a couple of questions and recommends two changes to the policy. Ms. Corrow stated section 6.3 the wording needed to be changed to: “Time worked by non-exempt employees, with the exception of firefighters, in excess of 40 hours in any one work week shall be compensated at the rate of time and one half of the employee’s normal hourly rate as determined by FLSA Fire Department overtime will be paid for hours over 48 as allowed by FLSA.” The other change is to section 9.1 by changing the wording to: “The Police chiefs will schedule a paid day off in lieu of the worked holiday. The Firefighters will be paid holiday pay twice a year in lieu of actual time off.”
Public Access Programming Update
Ms. Corrow stated Mr. Cadorrete is underway in working with Metrocast to get our own broadcasting system running. Ms. Corrow stated the renewal contract for Lakes Region Public Access is up at the end of June. We have received a new contract to begin July 1st 2008. Ms. Corrow stated our own broadcasting could be running sometime at the end of July and therefore suggests we contact LRPA and request to continue services at a prorated rate until our system is up and running. The board agreed.
Mr. Alpers made a motion to enter non-public session under RSA 91-A:3 II(c) seconded by Mr. Fraser: roll call vote taken all members agreed to enter into non-public session. At 8:40 PM the BOS entered a non-public session.
Motion to return to public session made by Mr. Milbrand, seconded by Mr. Fraser; vote was unanimous.
Motion to adjourn was made by Mr. Van Derven; seconded by Mr. Don Milbrand; vote was unanimous.
The meeting was adjourned at 9:50pm
Respectfully submitted,
Krystal Alpers
Administrative Assistant
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Richard Alpers, Chairman Paul Fraser, Vice Chairman
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Joe Denning Donald Milbrand
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Bruce Van Derven