Meeting called to order at 7:00pm
Roll Call – Michael James, John Pfeifle, Jason Allen, Karen Hambleton, Town Administrator were in attendance.
Pledge of Allegiance
Appearances:
- Marlene Freyler appeared on behalf of the Cemetery Commission. She requested the Board discontinue collection of perpetual care funds on the sale of future lots and instead collect the same $300 cost and deposit it in the Cemetery Maintenance Care Expendable Trust Fund. The Cemetery rules and regulations will be updated to reflect this change. The funds currently held in Perpetual Care will remain in that fund.
Motion: John Pfeifle motioned that Bradford no longer collect money for perpetual care but rather collects funds to be deposited in the Cemetery Maintenance Care Expendable Trust Fund.
Second: Jason Allen
Decision: 3-0 in favor
Regular Business:
- Minutes from the December 16, 2019 meeting were reviewed.
Motion: Jason Allen motioned to approve the minutes.
Second: John Pfeifle
Decision: 3-0 in favor
- The Accounts Payable and Payroll Manifest were reviewed and signed.
- The Board discussed holding Town Meeting, the meeting portion of the event, on Saturday, March 14th, 2020. The Board would like to have daycare provided. Karen will verify whether any concerns exist with the school or insurance requirements. She will also increase the budget to cover the expense. The Selectmen also discussed providing some refreshment options. They would like to encourage participation and feel refreshments would make the event more welcoming. The Historical Society has traditionally provided refreshments as a fund-raising opportunity. Michael will discuss what intentions the Historical Society has. Marlene Freyler expressed concern with the Town bearing the cost of refreshments in the budget as well as taking a funding raising opportunity away from a Town entity.
Motion: Jason Allen motioned to hold the Bradford Town Meeting, meeting portion, at 9:00am on Saturday, March 14th, 2020.
Second: John Pfeifle
Decision: 3-0 in favor
- The Board discussed the Welcome to Bradford signs. Karen shared a logo that had been developed and embraced a few years ago and suggested the Selectmen consider the new logo for the Town signs. The Selectmen declined. There was some discrepancy with the Town’s date of incorporation which needs to be resolved. There was also discussion as to whether a Warrant Item should be created for the signs. The Board will wait until the estimates are received to make a decision on a funding source. Karen asked what specification should be used as far as materials, size and quantity. No specifics were outlined beyond a total of three signs. Whomever quotes the sign should provide the specifics of the material and size proposed.
Motion: Michael James motioned to move forward getting an estimate for the signs.
Second: Jason Allen
Decision: 3-0 in favor
- The Board discussed activity at the Town Hall. The roofing work is underway. The fencing company removed what they could, stating the remaining fencing is frozen in the ground. Jason asked whether Irving had been contacted to remove the propane tank. Karen will follow up. The Board discussed whether the project has satisfied requirements to receive any remaining funds from the Land & Community Heritage Investment grant. The LCHIP organization is satisfied but would still like to retain the stone wall which are in the area where the cisterns will be placed. This may be a concern in the future. Karen will wrap up the paperwork with LCHIP to close out the portion of the project that was applicable to the grant.
Motion: Michael James motioned to have the Highway Department remove and store the fencing when they are not busy with winter storm activity.
Second: Jason Allen
Decision: 3-0 in favor
- The Board discussed results of the equipment inspection done by Paul Saucier, a certified mechanic. A final report is pending but the initial feedback indicated the Fire Department pumper truck could be utilized for an additional 10 years. The mechanic also felt the Army surplus grader was in excellent shape and should be used more while the other Town grader needed some repairs. The dump trucks seem to have wear but have been well maintained. John would like to have the department heads review the report with the Board once it has been received.
- Karen discussed the Town Report with the Board. It is slated to be sent to the printer by February 20th, 2020. She asked the Board to begin preparing a year end review, which John will draft. They also discussed the report’s dedication.
- The Board reviewed expenses. The 2019 budget currently has $72,000+/- remaining and it appears that the budget will be closed out with a positive end balance. Jason discussed the fees collected for Building Permits, which is currently $6 per $1,000 and proposed increasing that charge to $7 per $1,000 based upon feedback from Walter Royal, Town Building Inspector.
Motion: Jason Allen motioned to move the Building Permit Project Cost Fee to $7 per $1,000 as of January 1st, 2020.
Second: Michael James
Decision: 2-0 in favor, John Pfeifle abstained. He would like to see comparison rates for other Towns and ensure that the $7 amount will cover the Building Inspector’s costs.
Karen provided an update on tax collection. John asked that Melissa evaluate whether the Town is doing better collecting taxes with the advantage of online bill payments than it did prior to the availability of the service.
- The Board discussed the 2019 Warrant Article 23, which covered the hiring of a part time Fire Chief and compensation for the Fire Department, which has not been expended in total. This article was established as a non-lapsing fund and, per RSA 32:7:7, the Board may vote to encumber any unspent funds.
Motion: John Pfeifle motioned, per RSA 32:7:7, that any unspent appropriation from Bradford’s 2019 Warrant Article 23 shall be encumbered for 2020.
Second: Jason Allen
Decision: 3-0 in favor
- The Board signed a contract with Naughton and Sons to provide disposal services for the Transfer Station.
- The Board signed a Trustee of the Trust Funds Deposit Letter.
- An agreement with Certified Computer Solutions was signed for IT maintenance services.
- The Board discussed a report from McKibben Environmental, LLC who conduct well testing as required by the Department of Environmental Services on the old Naughton Property. Michael would like to receive a copy of the report electronically and Karen will follow up to determine whether that is available. Michael and Jason would like more time to review the report prior to signing their acceptance of the report. A follow up on this item will be discussed at the next Select Board meeting.
- The Board signed two Land Use Change Tax Warrants generated from the removal of property from Current Use for Map 3 Lot 55 and Map 2 Lot 45.
- The Selectmen discussed “comp time”, which Michael stated is not allowed for salary/exempt positions. He has researched articles concerning compensation time which he will forward to the other Selectmen for review. He also raised concerns about paying out vacation time. He would like to move away from paying out unused vacation time and would like to see the policy updated to allow for maximum of one week of vacation carryover a year with no vacation time payout option. Jason and John support encouraging employees to utilize their vacation time. A memo will be issued updating the new policy.
Motion: Michael James motioned to update the Personnel Policy, beginning January 1st, 2020, to allow one week of vacation time to be transferred over to the new year and eliminate vacation payouts.
Second: Jason Allen
Decision: 3-0 in favor
- The Board signed Timber Tax Warrants for Map 5 Lot 37, Map 11 Lot 27, Map 9 Lot 47-1, Map 6 Lot 116, Map 7 Lot 70 and Map 10 Lot 10.
- Employee Evaluations were discussed. Department Head self-assessments are due back by January 13th, 2020. Reviews will be held on January 21st, 2020, in non-public session, beginning at 5:00pm. The remaining reviews are due by January 21st, 2020.
Motion: Jason Allen motioned to move to non-public session per RSA 91-A:3II (l) legal at 8:23pm.
Second: John Pfeifle
Decision: 3-0 in favor
Motion: Jason Allen motioned to adjourn to public session at 8:52pm.
Second: Michael James
Decision: 3-0 in favor
Motion: Jason Allen motioned to adjourn the meeting at 8:52pm.
Second: Michael James
Decision: 3-0 in favor
The next Selectmen’s meeting will be held on Monday, January 13th, 2020 at 7:00pm, at the Bradford Community Center.
Minutes submitted by Laurie Colburn, Recording Secretary