Town of Gilford, NH - Selectmen's Minutes 12/28/05

The Board of Selectmen convened in a regular session on Wednesday, December 28, 2005 at 3:00 p.m. at the Gilford Town Hall, 47 Cherry Valley Road, Gilford, NH. Selectmen present were Chairman Alice H. Boucher, Dennis J. Doten and Kinney O’Rourke. Also present was Town Administrator Evans E. Juris, Assistant Town Administrator/Finance Director Debra Shackett and Administrative Secretary Sandra J. Bailey.

3.0 PUBLIC INPUT – Bill Bertholdt of Marina Bay Condominiums addressed the Board of Selectmen regarding requests for abatements that were filed in February 2005 by several members of Marina Bay. Mr. Bertholdt stated that as of this date, the Town has not responded to these requests and it is his understanding that the Town should have either granted or denied the requests by July 1, 2005. Town Administrator Juris advised Mr. Bertholdt that he would address this issue with the Town Appraiser and let him know why there has been no response.

4.1 Gilford Drinking Water Protection Committee - Charles Boucher and Chuck Coons were in attendance to discuss the results of the Committee. Mr. Boucher advised the Board that this committee was formed a year ago and has been funded by a grant. Mr. Boucher then proceeded to briefly review the findings found in the report compiled by the Committee. He also stated that the Committee would like to be considered for another year.

Dennis Doten stated that he is very impressed with the extent of report. Chuck Coons then reviewed what has been accomplished with the Lily Pond Training Site. He also advised the Board that an Aquifer Protection Ordinance has been submitted by petition for consideration at Town Meeting, and he hopes that the Board of Selectmen will support it.

4.2.1 Adjustment to Ambulance Billing Rates – Chief Hayes recommended that the Board adopt the 2006 New England Regional Fee schedule, which would make the rates in compliance with the 2006 Medicare rates. Brief discussion ensued on how various insurance companies handle the payment of ambulance service claims.

4.2.2 Comstar Ambulance Billing Service – Chief Hayes presented a proposal made by the Board of Fire Engineers regarding writing off delinquent accounts. The first recommendation made by the Fire Engineers was to write off all accounts prior to July 1, 2004 as uncollectible, because most accounts over twenty four (24) months rarely yield any revenue. This would enable Comstar to be more aggressive with newer account balances. Chief Hayes further stated that there is currently $178,000 in open accounts and this proposal would write off approximately $115,000.

The second proposal by the Board of Fire Engineers would release all accounts that are over $100 and at least 180 days past due. Then the collection company, First Financial Resources, would take over the account. If still uncollectible, this information would be forwarded to the credit bureau. First Financial Resources would charge the Town 33% of any money collected.

Discussion ensued on how to handle the past due accounts. Chief Hayes advised the Board that a portion of the money owed is the deductible amount owed by the patient after the insurance company makes payment. Kinney O’Rourke inquired as to why they don’t give all of the past due accounts to First Financial Resources. Chief Hayes replied that it was because Comstar recommended this time limit. Mr. O’Rourke further stated that he did not like the idea of walking away from $115,000 and it is not costing the Town anything to have the past due accounts pursued.

Chief Hayes assured the Board that they would still have the authority to waive any ambulance fee due to hardship. Further discussion ensued and it was the suggested by Selectman Doten that Assistant Town Administrator Debra Shackett, Chief Hayes, Catherine Reitz and Comstar have a meeting to review the options available. This matter will be continued to the next Selectmen’s meeting on January 11, 2005.

4.2.3 Lakes Region Mutual Fire Aid 2006 Budget – Chief Hayes explained the process that is used to determine the LRMFA budget and how it is assessed to each member community. Gilford’s assessment, along with other communities in Belknap County, is billed through the Belknap County Commissioners and included in the County’s assessment. The Commissioners have decreased the budget and now the communities will be billed for the extra amount, which totals $1,639.76 for Gilford.

Discussion ensued on this situation. Chief Hayes stated that he will know on January 13, 2006, if it will be necessary for the Town to fund the additional amount. Town Administrator Juris stated that he supports LRMFA, but not the way this is being done. He feels that paying this additional amount now will set a dangerous precedent. Kinney O’Rourke stated that he feels if the Board does not take a stand against this practice this year, it will reoccur every year. He feels that the County should pay the entire assessment and include it in their assessment to Gilford. Selectman O’Rourke also pointed out that this request has come very late in the Town’s budget process. The Board asked Town Administrator Juris to write a strong letter to County Commissioners stating their opposition to the additional assessment.

4.2.4 Bickford Road Fire Pond – Chief Hayes stated that he needs the Board to take action on the funding of the reconstruction of the Bickford Road Fire Pond. He stated the Sheldon Morgan and Dustin Muzzey have been working with FEMA for damage reimbursement. The maximum reimbursement is 75% and the additional 25% has not been budgeted.

Assistant Town Administrator Debra Shackett explained how this would be handled in terms of expenditure and revenue. Town Administrator Juris made a recommendation to the Board not to raise the budget and that the 25%, which totals $4,000, could be found in the 2006 budget. The Board agreed with this recommendation.

4.3 Facilty Planning Committee – Larry Routhier, Chairman of the Facility Planning Committee, provided a brief overview of the history of the Committee, which was formed in 2001. Other members of the Committee in attendance were John Markland, John Ayer, Deb Laliberte, Sheldon Morgan, and representatives from Bauen Corporation of Meredith.

Chairman Routhier emphasized that the Facility Planning Committee is committed to being fiscally responsible with this project by requiring a maximum guaranteed cost. He also stated that any additional money would be returned to the Town. At this time, Andre Kloetz of Bauen Corporation explained a color-coded plan of the proposed building. Mr. Kloetz stated that the plan has several nice design enhancements with very little added cost. He also stated that much of the existing equipment in the Police Department would be utilized with the new structure. Mr. Kloetz further stated that because of the unstable cost of building materials, a $200,000 contingency has been included in the total cost. Selectmen Doten asked if this plan provides for expansion and Mr. Kloetz replied yes.

Larry Routhier stated that there is grant money available in the amount of $91,000 for the communication system. Discussion ensued on the costs associated with the telephone and electrical systems. Kinney O’Rourke inquired as to what would be lost if the construction is delayed. Larry Routhier replied that other than the cost of building materials, the police have been working under very difficult conditions since 2001. He also stated that the bond cost could also be higher if the project is delayed.

Chairman Boucher stated that this has been a long, hard process and this proposal needs to be brought to the Gilford voters. Dennis Doten moved to recommend this proposal for $3,334,108.00 to the Budget Committee and include it as a 2006 warrant article that is “Recommended by the Board of Selectmen”. Kinney O’Rourke seconded. Motion carried.

5.1 New Hire – Stephanie Verdile – Kinney O’Rourke moved to reaffirm the telephone hiring of Stephanie Verdile as Administrative Assistant in the Department of Planning and Land Use on December 19, 2005. Dennis Doten seconded. Motion carried.

5.2 Plodzik and Sanderson Contract – Assistant Town Administrator Debra Shackett requested authorization for Town Administrator Juris to sign a contract for the year ending December 31, 2005 audit with Plodzik and Sanderson. The base rate for the audit will be $13,000. Brief discussion ensued regarding the GASB Statement #34.

5.4 Legal Fee Increase – Town Administrator Juris reported that Mitchell & Bates’ fee has not been adjusted since April 2004. The new rate would be approximately $170.00 per hour, for a rate of $1,150.00 per month. Kinney O’Rourke moved to approve the increased monthly fee to $1,150.00. Dennis Doten seconded. Motion carried. Kinney O’Rourke suggested that a letter be written to Walter Mitchell that if, in the future, an increase is expected, it be brought to their attention earlier in the budget process.

5.5 Aldrich – Sewer Abatement Request – Assistant Town Administrator Debra Shackett explained that Mr. Norman Aldrich of 108 Morrill Street was overcharged on his third quarter 2005 sewer assessment. He is requesting an abatement of $40.91 plus interest.

5.6 Encumbrances – Assistant Town Administrator Debra Shackett presented her listing of 2005 budget items that are proposed to be encumbered to the 2006 budget. Brief discussion ensued on the items listed.

6.1 Police Dictaphone Recorder – Gilford Police Captain Kevin Keenan was in attendance to present further information on the Police Dictaphone Recorder. Chairman Boucher asked Captain Keenan to outline the options that are available. Captain Keenan provided a lengthy explanation of the two proposals he received, highlighting the “pros” and “cons” of each proposal. Extensive discussion ensued on the problems with the existing system, the costly maintenance agreement and how and when this replacement system would be funded. Captain Keenan stated that he is recommending the Hindsight system from Exacom.

At this time, Police Chief Markland addressed the issue of whether or not the failing system constitutes an emergency. He stated that since the backup drive is still functioning, it is not an emergency situation. He also pointed out that if the new police station proposal is approved, there will be grant money available for communications equipment. Chief Markland stated that Captain Keenan’s presentation is mostly for informational purposes because if the system does completely fail, it will be necessary to have the equipment replaced immediately, since it is a vital part of the police department operation.

Further discussion ensued on how funding would be handled. Assistant Town Administrator Shackett stated that if this becomes an emergency situation, the funding would be available. Dennis Doten suggested building up a maintenance fund, rather that paying for a maintenance agreement. Debra Shackett stated that the only way this could be accomplished would be to set up a Capital Reserve Fund for maintenance/replacement.

Dennis Doten moved to wait until the March Town Meeting to purchase a replacement system and, at that time, purchase the Hindsight system from Exacom. If the system fails prior to Town Meeting, Selectmen Doten moved to proceed with the purchase on an emergency basis. Kinney O’Rourke stated that he does not feel the Board should take any action at this time. After more discussion, Selectmen Doten withdrew his motion. Chairman Boucher assured Chief Markland and Captain Keenan that the Board will take care of a replacement system if the present system completely fails.

6.2 Assessment Book – The Board discussed a memorandum received from Town Appraiser Wil Corcoran regarding his suggestion for language to be used in the 2005 Real Estate Assessment Book. Kinney O’Rourke expressed concern with the equalization ratio falling below 90% and he feels an explanation for this should be provided in the narrative portion of the book. More discussion ensued and Selectmen O’Rourke stated that he feels the memorandum written by Mr. Corcoran masks the situation and is misleading. He would like it re-written.

6.3 Worker’s Compensation Insurance – Kinney O’Rourke moved to authorize the Town Administrator to enter into an agreement with the Local Government Center. Dennis Doten seconded. Motion carried.

Chairman Boucher asked Town Administrator Juris to write a letter to Town Clerk/Tax Collector Denise Morrissette, on behalf of the Board of Selectmen, commending her on the recent completion her third year of classes with the New Hampshire Tax Collector’s/New Hampshire City and Town Clerk’s Associations Certification Program.

Selectmen Doten commended the Town Departments that were recently involved in the standoff on Liscomb Circle. He stated that the Police Department, Fire Department and Department of Public Works worked very well together under adverse conditions. He asked Town Administrator Juris to write a letter of commendation to each department, as well as the Belknap County Sheriff’s Office.

9.1 Route 11A/Country Club Lights – Town Administrator Juris asked the Board if it was necessary to continue having this item placed on the agenda and the reply was no. Selectman Doten stated that he is very pleased with the traffic flow at the intersection. Town Administrator Juris stated that he thinks broken white lines should be painted to indicate where to turn west onto Route 11A from Country Club Road.

9.2 Town Meeting/SB-2 Dates – Town Administrator Juris reviewed the SB-2 dates. He stated that he will set up a meeting with the Town Moderator, Peter Millham, prior to Town Meeting. He further stated that a Warrant Article will be added for the proposed police facility.

9.3 Portable Radio Request – Town Administrator Juris asked the Selectmen to approve a $1,300.00 expenditure for a portable radio, which would enable him to communicate with other Town Departments during emergency situations.

9.4 Non-Public Session – RSA 91-A:3 (a) (c) (e) - The Board of Selectmen on a roll call vote entered Non-Public Session at 5:30 p.m. Present were Selectmen Alice Boucher, Dennis Doten and Kinney O’Rourke, Town Administrator Evans Juris and Assistant Town Administrator/Finance Director Debra Shackett.