Board of Selectmen                  
Meeting Minutes  
June 16, 2008

Present: Selectmen; William Martell, Edward Martin and James Huber, Administrative Assistant Kim Leahey,
Fred VanDerbeck, John Trickey, Chief Fleury, Nora Maroulis, Mary Carey, David Goldin.

Meeting called to order at 6:00 p.m.  

LIAISON REPORTS

Police Dept. – Chief Fleury passed out statistics for the month of May.
Fire Dept. – Selectman Martin reported that Chief Murphy had given him a report but that he had neglected to bring it with him. He reported that “everything is going well” at the department.
Aside:  Selectman Huber mentioned the Personnel Board’s recommendations regarding the department’s need to document their hours individually. Mr. Martin reports that Chief Murphy is opposed to having his men keep individual hours and a more complete description of what exactly is done during their time at the department. After a short discussion, Martin said that he will speak to Chief Murphy regarding this issue and report back to the Board at a later date.   
School Committee – Jim Huber reported that the School Committee had a meeting but, since it was an Executive Session, he was not allowed to attend.
Library – Selectman Huber reported that he had met with Library Director Adam Novitt and that Adam is working hard on energy audits and such for the Library with an eye to saving the Town money in operating costs for the building.
Town Offices – Chairman Martell reported that the status quo is being maintained at the Town Offices, no fist fights or other skirmishes that he could detect on his visits there.
DPW – Chairman Martell reported that the catch basins in Town had been cleared and that Superintendent Adamcek would be using up some vacation time in the coming weeks.

APPOINTMENTS
Selectmen discussed putting off the appointments for a later date and Leahey spoke of the difficulty in developing a complete list of people/offices needing reappointment. Ed Martin made a motion to hold off making the appointments and, further, to have a meeting on June 23rd at 6p.m. just for that purpose. Selectman Huber inquired of Leahey if that would allow enough time for her to develop a complete list and she said it would.

Ed Martin made a motion to have a meeting on Monday, June 23rd at 6 pm at the Rhodes Building for the purpose of making appointments. Jim Huber seconded. Motion passed unanimously.

BUDGET TRANSFERS
Chairman Martell reported that he had discussed with Town Accountant Gail Weiss the appropriation of monies from one line to another as needed to make payments for goods or services.

   Martell made the following suggestions for transfer:

• $3,150.25 from Assessor’s Expense to Assessor’s Contract Services line – this transfer is being made partly to cover the increase in Assistant Assessor Martha Leamy’s salary.
  Jim Huber made a motion to transfer said funds, Ed Martin seconded, motion passed unanimously.

• $2,000 from Group Health and $800 from Blanket Insurance to Legal Services
  Ed Martin made a motion to transfer said funds, Jim Huber seconded, motion passed unanimously.

• $400 from Blanket Insurance to Quabbin Health District
  Ed Martin made a motion to transfer said funds, Jim Huber seconded, motion passed unanimously.

• $5,000 from Town Office wages and $3,600 from Town Accountant salary to cover Snow Removal salaries.
  Ed Martin made a motion to transfer said funds, Jim Huber seconded, motion passed unanimously.

• $27,000 from the Reserve Fund (pending Finance Committee approval) and
  $1,400 from the Town Accountant salary and
  $3,000 from Buildings and Grounds salary and
  $3,000 from Blanket Insurance for a total of
  $34,400 to cover Snow and Ice materials.

In response to a question posed by John Trickey, the selectmen said that these transfers mean that there will be no need to have funds transferred at the Fall Town Meeting. Trickey will be setting up a Finance Committee meeting in the coming days to review and take action on the proposed transfers.
Ed Martin made a motion to transfer said funds pending the Finance Committee’s approval, Jim Huber seconded, motion passed unanimously.

CARRIED OVER PAID TIME OFF
After discussion, Ed Martin made a motion to allow the following employees of the Town to carry over vacation time from FY08 to FY09:

Edna Holloway……………. 16 hours
Rick Adamcek …………….. 40 hours
Edward Fleury …………….. 40 hours
Gary Thomann …………….. 40 hours
Jim Huber seconded the motion, motion passed unanimously.

Huber, during discussion, expressed a concern regarding employees taking “blocks” of time in excess of two weeks. Selectmen Martin and Martell did not share his concern and said that it was up to the department heads to approve or disapprove the time asked for.

During discussion, it was also noted that, characteristically, the Town does not set a cut-off date for use of the carried over time.

CORRESPONDENCE
Mr. Huber expressed his belief that it is in the best interests of the Board and the Town to respond in a timely manner to all communications sent to the Board. Administrative Assistant Kim Leahey agreed and pointed out that at every BOS meeting she compiles a folder of information for every Selectman including letters or emails which come to their attention. Leahey feels that she should not respond until after the Board has seen the communication and given her some direction as to how to answer. Huber suggested that a binder be kept with all letters that come into the office and the response that is sent in reply. Leahey agreed and said that she will be developing that system in the coming weeks, before the beginning of FY09.

FORMATION OF NEW COMMITTEES

• AD HOC COMMITTEE TO STUDY WAYS TO RELIEVE THE TAX BURDEN OF PELHAM CITIZENS
  Nora Maroulis expressed an interest in spearheading a committee to brainstorm ways that the Town could work to raise money for services and also to relieve the townspeople of some of the property tax burden. It was decided that Kim would put an invitation to join in the Slate and also on the website. John Trickey agreed to give the new committee an orientation on the budget.

• ENERGY COMMITTEE
  Selectman Huber spoke of his collaboration with Librarian Adam Novitt around having an energy audit done of the Community building by the State. Huber also expressed that he would like to see the formation of an Energy Committee comprised of himself as liaison to the BOS, Rick Adamcek, Adam Novitt and two “at-large” members from the public. Huber will right up a proposal that will then be added to the website and the Slate.

OLD BUSINESS

• Further discussion regarding the various methods available for computer back-up and which one should be utilized by the Town. Kim has spoken to Jacob Braun of  Wakadigital. Jacob is an on call firefighter and also owns a computer consulting business. John Trickey suggested that Kim call other Towns to see what their method of back up is and it was also decided that Jacob should be invited to the July Selectboard meeting to discuss options that he could provide.

        It was also suggested that Kim call Town Counsel and inquire as to whether or not there is a preferred of mandated         method of backup and/or what information should be backed up

• The cost to the Town for carrying retired teachers’ health insurance was discussed. Fred VanDerbeck had found out that a Town can only rescind their agreement in this regard by the same method in which it was approved. Fred was unsure as to the exact date or method of Pelham’s approval although he offered that it was in the seventies sometime; Kim was charged with the task of gathering that information.

• Question: If the “Cruiser Article” passes at the Special Town Meeting scheduled for the 19th of June, can/should the June 23rd meeting be used to ‘initiate’ it?

The meeting was adjourned at 7:40 p.m.
Respectfully submitted
Kim Leahey