Board of Selectmen
Meeting Minutes
June 15, 2009

Present: E. Martin, J. Huber, W. Martell, F. Vanderbeck, Chief Murphy, Chief Thomann, K. Leahey

Chairman Martin called the meeting to order at 6 p.m.

Huber motioned to approve the minutes of the meeting of May 26, 2009; Martell seconded; motion carried unanimously.

Liaison reports:
Schools: Martell reported that the Elementary School Committee met before the Annual Town Meeting held on June 13 and that the discussion centered on budget issues. Selectman Huber mentioned that he had spoken to Rob Detweiller, of the Amherst School Finance Department and Maria Geryk, the interim superintendent, before the June 13th Town Meeting. Huber asked them if they would be “open” to Pelham Elementary School combining with Amherst. Huber reported that they are both “in favor” of the idea. He also reported that Geryk indicated that the incoming superintendent is also in favor of the idea.
Library: Martell said that he planned to present a request for transfer of funds later in the meeting.
Fire: Huber passed out statistics.
Police: Huber had no statistics; Chief Thomann apologized and said that Sgt. Fournier, who compiles the statistics for the department, has been very busy doing the Uniform Crime Reports for the previous three years. Thomann reported that this is a necessary step in order for the department to be eligible for state grants.
Highway Department: Chairman Martin reported that the department had received that day the new New Holland tractor.
Town Offices: Chairman Martin said “thank you” to Administrative Aide Leahey for all her “hard work” in preparation for the Annual Town Meeting. Selectman Huber also thanked Leahey for the well-written Selectmen’s letter in the Annual Town Report.

• Chairman Martin told the Board that the Personnel Board is busy writing job descriptions for the Town. Martin said that Assistant Assessor Martha Leamy will be writing her own description given that it is a new position that she has developed. Town Clerk Andy Lichtenberg will be responsible for writing the job description for the Assistant Town Clerk.
• Selectman Huber asked if there is a ‘standard format’ for employee reviews. The answer is no.
• Chairman Martin shared that the Personnel Board is looking into the idea of compensation for committees. The Board is canvassing area towns to see if it is a common practice. He reported that, “at the moment”, the Personnel Board is not in favor of the idea.
• Martin also mentioned that Administrative Aide Leahey had requested a change in her hours. Instead of Mon-Thurs 9 a.m. to 3 p.m., Leahey would like to work Mon-Thurs 10 a.m. to 3 p.m. and Fridays from 10 a.m. to 2 p.m. Selectmen asked if Leahey anticipated that these hours would only be for the summer months and she responded that she would like to maintain the new hours throughout the year. Selectmen agreed that she could change the hours as presented.

APPOINTMENTS: Selectmen made the following appointments.

                                                                                Motioned/seconded/motion carried √        Term

During the Appointment proceedings, Chief Thomann advocated strongly for a three or five year appointment. Thomann felt that the longer appointment afforded the position some protection from the political “whims” of a new board.

Selectmen agreed to appoint Thomann and Fire Chief Murphy for two years and Huber motioned to appoint all other police personnel for one year/Martell seconded/motion passed unanimously.

Building Inspector:  Chairman Martin said that an ad had been placed in the newspaper for a building inspector to replace Chip Lapointe who will be resigning as of July 1, 2009. Martin also shared that he had initiated a conversation with Amherst Town Manager Larry Shaffer about possibly combining with Amherst’s building inspection department.

Carried Over Vacation hours:
Administrative Aide Leahey presented the Board with hours from various personnel with a request for them to be carried over into FY10.

Martell motioned to approve the following carried over paid-time-off hours/Huber seconded/motion carried unanimously.

CARRIED OVER PTO HOURS FROM FY09 TO FY10

• ADAMCEK; 40 HOURS
• HOLLOWAY; 40 HOURS
• LEAHEY; 24 HOURS
• THOMANN; 24 HOURS

PVTA Representative: Leahey informed the Board that Pioneer Valley Transit Authority is in need of a representative from Pelham because the current rep, Chris Rice, has resigned. Leahey said that it is of importance at the moment because the PVTA is holding its Annual Meeting in two days and has requested who will be present to represent Pelham. Leahey also informed the Board that it is a position that she would be interested in filling.

Huber motioned to appoint Leahey as the PVTA representative/Martell seconded/motion passed unanimously.

Old Business: Selectmen discussed how the Keyes/Kestrel Trust Conservation Restriction business has, so far, led to legal fees of about five thousand dollars. Selectmen discussed drafting an invoice to be sent to the Trust with a copy to Judith Eiseman noting that the Board had been assured that there would be “no cost to the Town”.

New Business:

• Selectman Huber spoke of a citizen’s suggestion that email addresses be collected so that mailings such as the Slate or the Warrant could be emailed to residents, thereby saving the Town the cost of mailings. Leahey said that she would put a question in the Slate asking residents if they felt that was an acceptable alternative. The question was asked whether or not it would be legal to send the warrant in this manner rather than through the mail.

• A request for a transfer of $1,000 to $1,500 from Library expenses to the librarian’s salary was discussed. Chairman Martin expressed that he would like to be able to discuss the transfer with the Librarian and the Trustees of the Library before the Board approved it.

• Huber motioned to transfer $1,500 from Library staff wages to Library expenses/Martell seconded/motion passed unanimously.  Martell promised to talk to Director Adam Novitt regarding the $1,000 transfer requested for his salary.

• The Board discussed Building Inspector Chip Lapointe’s budget and pay scale. The Board also requested that Leahey send a letter to the Hampshire County Retirement Board to ask for an extension of Chip’s services for a month or so while the search is on for a replacement.

• Martell made a motion to transfer $100 from the Town Clerk’s expenses to the Town Clerk’s salary/Huber seconded/motion passed unanimously.

• Police Chief Thomann has, with the blessing of the Board, planned a formal swearing in ceremony. The ceremony will be held on Friday, July 3rd at 5 p.m. in the Ramsdell Room of the Community Center. Town Clerk Lichtenberg will do the swearing in and there will be light refreshments.

• Leahey brought up that the Fourth of July, a paid holiday, falls on a Saturday this year. She asked the Selectmen if they have a preference for whether staff of the Town offices should take the Friday (only she would be able to do this as only she works on Friday) or on Monday. Selectmen assured Leahey that whatever staff decides to do, even if they take different days, is alright with them.

• Thomann and the Board discussed the possible passage of a Marijuana Bylaw at a future Town Meeting. Thomann informed the Board that, as it now stands, an offender is not compelled to give their name or to pay the fine. If Town meeting passes a bylaw, the non-payment of the fine would become a criminal offense. Huber asked Thomann to research the wording of an article which might be presented at Town Meeting.

• Selectmen made note that if any departments were going to encumber FY09 funds that a purchase order would be needed by June 30 and presented to the Department liaison.

Martell motioned to adjourn/Huber seconded/motion passed unanimously.

Meeting adjourned at 7:40 p.m.

Respectfully submitted,
Kim Leahey
Administrative Aide