Alexandria Board of Selectmen

April 18, 2006

Members Present: Bob Bacon and Cindy Williams (Peg Reilly was absent)

Others Present: Larry and Carleen Stickney, Carol Panaggio, Ed Skroback, Bonnie O’Brien, Pamela Robie, Barry Walker and Christie Phelps

Pledge of Allegiance: Led by Ed Skroback

Approval of Minutes: The approval of minutes will wait until Peg Reilly returns

Distribution of Minutes: April 11, 2006

Department Heads:

Police: Ernie Parmenter was scheduled for this evening, but is out of town. Cindy Williams had a couple of items to discuss under police. She said it is her understanding that Ernie is on vacation. Bob stated that Ernie is in Las Vegas on a trip that was planned prior to his hiring. Cindy said she had a concern that it was never discussed that Ernie was going or whether there was any coverage for the town. Bob said there is coverage; State Police are covering. Bob asked if there had been any complaints about non-coverage, because that would be a concern. Cindy said that there have not, but the personnel policy states the employee’s supervisor is to be given advance notice of vacation. Bob said he believed it was discussed with the board before Cindy was on. Cindy stated she thought it very poor that it wasn’t discussed with her before Ernie left. Cindy asked Bob if he has been sworn in by the town clerk as an officer. Bob said that is correct; he had previously stated that he would help Ernie administratively and in case of an emergency. He has to be sworn in order to assist Ernie and carry a gun. Bob is not doing patrol; he is doing some computer work and would be there in the event of an accident, domestic or other instance where backup is required. Cindy said it was never formally voted for Bob to be a police officer. Cindy stated that we now have mutual aid with Bristol again and an ad was supposed to be put in for part-time officers so Ernie could have help. Cindy said she is not comfortable with Bob serving as a selectman and a police officer based on the reaction from the people when Bob worked for the highway department. She said that Ernie needs to make more of an effort to get part-time help. Bob said Ernie has talked to several officers in the area. The ad has gone in for clerical help, and Bob thought that the part-time officer ad went in at the same time. Bob stated that mutual aid works to provide immediate help on a temporary basis until the town’s own officers can arrive. Cindy asked if there are minutes of the meeting where the vacation was discussed. Bob said it was done in a work session. Cindy said that proves her point that minutes need to be kept of the work sessions because there have been several conversations held in work sessions that cannot be backed up because there are no minutes. Bob said he would like to leave the decision about recording work sessions until Peg comes back. Cindy stated that there is no choice, under 91-A they have to be recorded. Cindy read the applicable portion of the 91-A. Cindy said she is taking someone’s word for some of the prior decisions when she would rather see it in writing. Cindy said that at least week’s meeting, Bob never mentioned that Ernie had gone on vacation; nor did he say anything about having been sworn in as an officer. She feels he is not legally sworn in because there has been no appointment paper signed by the selectmen. Bob said he followed the procedures of the following board. Cindy asked that an appointment be scheduled with town counsel because she is having a real issue with going outside of policy and RSA’s. Bob not being legally sworn in could put the town in a huge liability situation. Cindy said she wants the work sessions recorded. Bob stated it will be discussed when Peg returns. Cindy again said there is no choice. Cindy said that at this time she does not feel Bob is properly sworn in and would like him to not do any police work until he is. Bob said the only thing he is on call for is the alarm upstairs because it keeps going off and State Police do not want to respond to the false alarms. Christie stated she thinks they have the alarm problem solved. The copy machine was moved a couple of months ago, which is when the false alarms started happening. The machine receives faxes during the night, and it may be that the motion sensor has enough peripheral “vision” to pick up that paper coming through. The copy machine has been moved once again to test the theory. Barry Walker and Ed Skroback offered their opinions on the matter of Bob being an officer. Bob told Barry that as he said a couple of weeks ago, if someone has an issue with a department, they should take it up with the head of that department. If they do not get resolution, then they should come see the selectmen. Cindy asked if there is a background search on file for Bob; Bob replied that there is. Cindy asked to see it before she leaves tonight. Bob said he cannot get at it because he does not know where the keys to the file cabinets are. Cindy asked if there is a contract with Ernie. Bob said there is not; Cindy asked if there is a reason why. Bob said that because Ernie is interim only, it wasn’t felt one was necessary and there is no contract for other appointed persons in town. Cindy asked if there is going to be a contract with the new chief. Bob said that is something the board needs to decide. Cindy asked if the medical exam paperwork has been received on Ernie. Bob said he cannot answer that question; she will have to talk to Ernie. Cindy asked why the town went with an hourly rate of pay instead of salary with Ernie. Bob said the previous board changed the position to an hourly rate because the previous chief wanted overtime. Cindy said it has been decided if he has less than five employees, there is no overtime. Bob replied that no change has been made to the pay since then. Cindy is concerned with the amounts of money; $1,275, $937 and $1,095, being paid to Ernie in the first three weeks. If he was on salary, he would have been getting $807. Bob said it is Ernie’s budget. Cindy asked who made the decision regarding the $15/hour rate. Bob said the previous board did, and Barry Walker backed him up on that.

Town Clerk/Tax Collector: Bob said the board had received the unpaid taxes list from Barbara, and the total was well over $500,000. The board is concerned and wants to make sure that the problems faced in the past with the inability to deed properties have stopped. Barbara said that she is doing everything she legally can with regard to overdue taxes, including certified letters, etc. Cindy asked Barbara to explain the process so the audience can understand. Barbara said that within 90 days of the final tax bill of the year, she has to send out a notice of delinquency. She then sets a date for liening, and sends out certified notices of impending lien. She would normally set a date for deeding, which cannot be done this year due to the process not being followed in previous years. Deeding cannot be done until 2008. The town cannot sell the property for an additional three years after that; however, there is a bill in the legislature to reduce that time to one year. September 30^th is the outside date for liening. Barry Walker asked about the return of the motor vehicle agent status for the town clerk. Barbara said that she has been told that Alexandria is on schedule for next year. She has sent a letter to the NH Dept. of Motor Vehicles to find out why it is taking so long and that she does not want to be penalized for the actions of the previous clerk. The selectmen offered to write a letter as well if Barbara feels it would help.

Announcements:

Selectmen’s Work Session: Thursday, April 27 at 5:00 p.m.

Selectmen’s Meeting: Thursday, April 27 at 6:00 p.m.

Bob said he is working every Tuesday next month and is formally requesting that the meeting be changed to Thursday until he knows what his work schedule is going to be. Cindy asked if a Monday could be done. Bob said he did not feel that was a good idea, but it is something to think about.

Planning Board Work Session: May 3 at 6:00 p.m.

Planning Board Meeting: April 19 at 7:00 p.m.

Conservation Commission: April 26 at 6:00 p.m.

Police Search Committee: April 26 at 5:00 p.m.

Land Use, Building Permits, Purchase Orders, Other Items Requiring Signature:

Timber Warrants for AHT Wilson, Wilmer Brownell and James Sullivan

Intents to Cut for AHT Wilson and Maurice Plankey

Elderly Exemption denied for Eric Lucas due to income level

Veteran’s Credit for Eric Lucas approved

Current Use Application for Sandra Hutchins on Brook Road

Building Permits for Pamela Robie, Rachel Clayman and Joe & Judy Kraemer

Appointment Form signed for Lorraine Jones to be representative to TTCC

Abatement for Stephen Leary

Building Permits: A discussion was held regarding the ability to approve building permits without
certain other town ordinances being adhered to. Christie called the Local Government Center and
was told that any ordinance that is connected to receiving a building permit should be noted on the
application in order to make it defendable in court.

Old Business:

Flood Insurance Program: Christie needs to find out acreage in flood hazard area, and then the selectmen
can sign the application.

Gas Cards: Cindy asked for a gas card policy to be signed. Bob did not feel that the last paragraph regarding personal vehicles was necessary. Cindy said that she likes to have everything in writing, that way there is no question. The board will vote on the policy when Peg return’s

The application for cards has been sent to the state.

AMC Contract: A meeting needs to be set up between the selectmen and AMC representatives. AMC pays the town portion of the tax rate, based on the value of their property. The contract allows for a minimum of $3,000 to be received; but it is more due to the improvements they have made on the property.

Capital Improvement Plan: Need a selectmen’s representative and budget committee representative.

Health Officer: No decision to be made until Peg returns. Need to look into doing a co-op agreement
with another town.

New Business:

Mr. Gagne: A letter to him regarding Bog Road needs to be corrected; the wrong first name was used.

Baldasaro: A letter will be sent to him reminding him of the driveway permit requirements.

Painting Project: The Grafton County Correctional inmates are scheduled to paint the town hall this year, probably in September. Christie is to check with them in July. The town will have to supply paint, scrapers and brushes; Christie will check with the person who offered to donate the paint last year to see if the offer still stands. Bob explained that the workers cannot paint above the windows on the rear of the building and the sign on the front of the building due to height restrictions. Christie explained that there are some rotted boards that will need to be replaced. The town will need to get someone to do that prior to the painting project.

Municipal Building Loan: Rates were received from the following financial institutions:

Principal: up to $166,500: Term: 5 years

Northway Bank: 4.26%

Meredith Village: 5.18%

Banknorth: 5.09%

Franklin Savings: 7.73%

Citizens Bank: Would not commit to a rate because money is not needed until fall.

The selectmen decided to accept the offer from Northway Bank as long as the rates are locked in for the duration of the construction loan through the regular loan. Christie will contact Sue
Hunt to start the paperwork.

Municipal Building:

Brackley called Christie today and asked for a meeting with the building committee. She
referred him to Barry Walker. Barry explained that what he would like to do is having the building committee pick an option to present to the selectmen, along with the reason(s) for
rejecting others. If the selectmen wish to re-open the issue, they can.

Trustee of Trust Funds/Cemetery Trustee: There is still a trustee needed. Carleen Stickney was
asked if she is interested in the position. She asked what is involved. Cindy explained that there
is a meeting every 1-2 months, the trustees oversee the trust funds, submit yearly reporting,
oversee Sexton of the Cemetery. Carleen said that she would be willing to take the position.

Sye Ali Road: Cindy went to see Sye Ali Road the other day with Bob Ramsey. He feels that end of the Class VI road is at the front of Mr. Fellows’ property. Bob Bacon had suggested that Mr. Fellows get together with the abutters and make up a letter to the town outlining what width they would like the road to be. The selectmen will accept that as a right of way. There is one surveyed lot on the left. Colin Brown has offered his help to try determine a layout on the road. Cindy asked if it is alright for her to pursue this. Bob said he has no problem with it.

Ambulance Information: Cindy asked if Bristol can identify the total revenue from the Town of Alexandria. Bob said he had talked with Norm Skantze and Norm said that information is not available.
$120,000 is uncollectible as those are Medicare pays and they only allow a certain amount. The service has to absorb that loss. The other amount listed as a receivable is collectible, just not received at this time. Cindy had also asked why Bridgewater is not used as a backup. Bob was told that it is up to the chief in the town who is responsible for designating the automatic responses. Cindy said she did not think Bob was correct if it’s a volunteer department. Bob explained that is what he was told.

The town appropriation to Bristol only covers the guarantee that an ambulance will respond to a call. On top of that, there is a charge of approximately $1,000-$1,200 for transport. Bob said he would try to get some more information, or Cindy can if she wants to.

School Tax: A notice was received from the Newfound Area School District outlining the preliminary amount that Alexandria will have to pay for the 06-07 school year. It is an increase of some $340,000 over fiscal year 05-06 because of what was passed on March 14 in the district towns. This will result in an increase of almost $2 in the school tax rate in the fall. Bristol’s increase is approximately one million, and the other towns also will see an increase.

Public Input:

Carol Panaggio: What will tax bill be in the fall? Bob said he feels it will be about $20/thousand.

George Whittaker: The town will be on line for the primary voting. There will be a machine for
handicapped people to use. There will need to be a dedicated line for that machine for the day.

Kayla Tarbox: Does it take a decision from the town to hire a part-time police officer? Bob said it
depends on how you interpret the law. The RSA says that all part-time officers work at the pleasure of the selectmen. Special officers are part-time officers as are any officers who are not full-time. Kayla asked if the selectmen have to appoint part-time officers. Bob said that is correct. Kayla then asked when the decision was made for Bob to be appointed an officer. Bob said that discussion was held earlier in the meeting and problem would be fixed next week. Kayla said she wanted to know when the decision was made because it’s not recorded anywhere and Bob said it was in the selectmen’s minutes from a couple of weeks ago and she could not find it. Bob said the decision was done; the discussion was held in a work session, which was not recorded. Bob said he decided to get sworn last week; he had thought it was already agreed to in a previous meeting. Kayla asked if that was a decision to be made, why there was not a record for it. Bob said he couldn’t answer that. Kayla asked why it is necessary for Bob to be a part-time officer when there is mutual aid available from Bristol. Bob explained that issue had been covered earlier in the evening, and she could get that information off of the tape. Kayla asked if the decision was made in a work session; was everyone in agreement with it? Bob said that Barry Walker does not remember anything about it. Kayla then asked Cindy if she recalled anything about a meeting where it was agreed that Bob would be sworn in. Cindy said that she knows she stated at a meeting that she was uncomfortable with him (Bob) serving as a part-time officer. She said she can’t refer back to the minutes because there aren’t any. To her recollection, she voiced her concern that people were not happy when Bob worked for the highway department and she was not comfortable with him serving as an employee to the police department for that reason. Bob said he thought people were upset because he was getting paid for the highway department work, not that he was working. To this point, Bob stated that he has not gotten paid for any work at the police department. It’s all been volunteer time. Cindy said that could turn into a liability if he responds to an emergency with regard to workmen’s compensation. Kayla asked who the attorney is; she was told it is Chris Boldt. Cindy asked if she had the correct understanding that until this is straightened out; Bob is not going to respond? Bob said that he would continue with his administrative work upstairs.

Barry Walker: If we failed to take minutes of our work sessions last year, then we were wrong. We should have been taking them. Barry also stated that he feels it poses too much of a conflict of interest for a selectman to work for a town department of any kind, in any condition. Bob said it happens all the time. Barry said he does not know of any town that lets selectmen work for the Town. Bob said that Rick Alpers works for the fire department; Bill White was a selectman for years when he was a police officer in Hebron. There is any number of examples. Barry said that whether it happens or not, he still says it’s a conflict of interest and he feels the town needs a policy stating that a selectman cannot work for the town. Cindy added that she is just discouraged that he (Ernie) is not making more of an effort to get part-time people. Cindy said she was told on April 4 that he was getting them, and now on April 18 she finds out he hasn’t. Bob said that everyone is entitled to their opinion, and Barry replied that he is expressing his.

Larry Stickney: Larry said he understood that Bob was volunteering to fill in a spot if he is needed. Bob said that is basically it.

Cindy Williams: Cindy said she if frustrated that the town put someone in there (chief’s position) that worked two weeks, then went on vacation and she wasn’t told about it.

Barry Walker: It was not discussed during his appointment that he was taking vacation.

Ed Skroback: If a selectman is trying to interfere in the police department, that is wrong. If he is
just working there, I don’t have a problem with it.

Bob Bacon: The law allows a part-time employee to be a selectman, but does not allow full-time employees to be selectmen. Bob said he doesn’t believe Mr. Reilly was ever appointed.

Christie Phelps: One of the selectmen in Danbury works for the transfer station on a part-time basis.

Kayla Tarbox: You (Bob Bacon) got sworn in on April 11…why was the board or the public not informed that you got sworn in.

Bob Bacon: I didn’t think of it; the board was rather busy last week with other issues, and it was just an oversight.

Christie Phelps: Christie said that she had sent a potential boundary line agreement plan to Chris Boldt for an opinion because it appeared that the plan allowed for the takeover of town property without the town being notified. Mr. Robie had let Christie know about the project as it involves his land as well. Christie contacted the company preparing the plan and asked them for a copy of it, along with an explanation of what they would like the town to do. Chris Boldt suggested that the applicant redraw the plan no to include any town land. The selectmen agree and suggested that a letter be prepared to be sent to the applicant/surveyor.

Bonnie O’Brien: Bonnie suggested further action regarding the telephone lines on Town Pound Road. Christie asked Bonnie to take some photos of that line and where Thissell, Matthew and Foster Pond Roads come together. She will then send them to the Public Utilities Commission.

Adjournment:

Cindy made a motion to adjourn the meeting at 7:53; Bob seconded the motion and it was approved by a vote of 2-0.

Respectfully submitted,

Christie Phelps,

Admin. Assistant