0 0 0 0 Department Head Meeting July, 0 :00 pm. Gilmanton Academy TOWN ADMINISTRATOR Town of Gilmanton, New Hampshire APPROVED Present: Town Administrator Paul Branscombe, Finance Officer Marie Mora, Deputy Town Clerk/Tax Collector Heidi Jackson-Rhine, Police Chief Joseph Collins, Fire Chief Joseph Hempel, Road Agent Paul Perkins, Transfer Station Department Head Ed Lang and Administrative Assistant Stephanie Fogg. Department Head Meetings Mr. Branscombe stated that the Department Head Meetings will be mandatory. If you miss the meetings you will miss the intrigue and excitement, and the changes that are going to happen in these Town offices. We are going to make changes in the way this Town does business, and they are going to be good changes. New Town Administrator Paul Branscombe introduced himself to the Department Heads, he said he is an American Citizen, and proud of it, since. Military School from age to age, he likes to be organized and he said it certainly helps with finance and numbers. He worked years for Lloyds of London, in the insurance market. Came to New Hampshire in 00, owning his business, still working for Lloyds, retired and then moved to Ashland. Went on to the Budget Committee and the Planning Board for Ashland to get into municipal government for 00 and 00. The Town Administrator was leaving, and Paul was asked if he would step in for three months and he agreed. Paul said from January 0 he absolutely loved public service in Ashland. He moved to Sunapee, where he lives now. He sent his resume to Gilmanton and the rest is history. Paul s recommendation to Board was either stick to the two man board or have someone call the AG s office and go to Superior Court. We do not need anything to be disruptive until the March Election in 0. Paul said he is the mouthpiece for the Department Heads, the conduit. Civility and respect are important, whether you like someone or you don t. Reward for the job people do. This is the Department Heads meeting. Paul said that the objectivity from one department to another can be very rewarding. Debra will be here next meeting, Heidi is filling in for Debra. Marie is going to attend these meetings for obvious reasons, and the budget season is just around the corner. Marie will be in the front office with me, for a quieter place to work with the numbers. She will be the new Human Resource Manager as well. 0 Province Road, PO Box 0, Gilmanton, NH 0 treasurer@gilmantonnh.org (0)-00 (0)-0-Fax www.gilmantonnh.org
Gilmanton Board of Selectmen P a g e July, 0 0 0 0 0 Stephanie will be here for obvious reasons, she will be taking minutes. We will not be posting the minutes online, but they will be used to keep track of what was said and what needs to be accomplished before the next meeting. Monthly Reports - All of the Department Heads will fill out monthly reports to me, and all of this information will be part of my monthly report as the Town Administrator. We will meet the first Wednesday of every month, which is prior to the Selectmen s first meeting of the month. See attached monthly report form. The Town Administrator is asking for basic information for these reports from each department. Chief Collins number of incidents monthly and trainings for the month. Any other news you want to share with the Board or with the Town. Chief Hempel Emergency, ambulance, how many fire and service calls. Paul Perkins Highways and streets, culvert repair, ditch work, how many roads etc. Again anything you would like to share. Time sheets, descriptive for each day. Paul Perkins said he would like to go back to the time sheets that way. Paul Branscombe asked about a daily log? Paul Perkins said he makes a small schedule and lets the staff know. Share the log with Paul Branscombe, to keep track of what is being done daily. Ed Lang Haulage numbers, what is shipped (in and out) Paul wants to show numbers coming down through recycling. Ed Lang said we use Waste Management currently. Board decided to change from Casella to Waste Management, it hasn t worked out as well for the Transfer Station at this point. Late in picking up trash, hoping to change this. Land fill goes to Laconia Transfer Station and then to Rochester turn key. Have you ever looked into single stream? Ed said he has looked at a lot of other facilities, it is hard to change from one to the other, it is a slow process to get people to change. Paul Branscombe said they tried random bag checks to promote mandatory separation. Ed will take time to check stickers too. Heidi said that the information Paul Branscombe would like from the Town Clerk, Motor Vehicle Permits, Dog Tags, etc. and monthly tax activity, can easily be run. Marie will prepare an exhibit each month that shows payroll and payroll taxes. It will be presented to the Board of Selectmen and the Department Heads, and as part of the Town Administrator s Report. Glen Waring, our Town Accountant, will review the report and let Paul Branscombe know before the Selectmen s Meeting, how much money is available in Meredith Village Savings Bank in our operating account for that day. 0 Province Road, PO Box 0, Gilmanton, NH 0 treasurer@gilmantonnh.org (0)-00 (0)-0-Fax www.gilmantonnh.org
Gilmanton Board of Selectmen P a g e July, 0 0 0 0 0 Selectman Vacancy - Chief Collins asked what happened last night at the Selectmen s meeting? Paul Branscombe said that some progress was made, because Selectman Michael Jean made a motion in favor of Brian Forst. No second was made. So a stale mate at this time. If it doesn t work out, after days someone can apply to the Court to be appointed. Paul Branscombe recommendation is to Soldier On between the two of them. Always remember, the Department Heads run the Town, keep it safe, keep it clean, keep the roads going. Board of Selectmen are charged with the financial authority and the governance of the Town. Agenda Best Management Practices, standard operating procedures/standard operating guidelines. Fire and Police have had these regulations for a long time. Public Works best standards and practices. (spoke about knot weed). Ashland Public Works chopped it and it spreads quickly, very invasive. Paul Perkins said it is everywhere, and you have to be licensed to spray it and speak with landowners before killing it. Hazard Mitigation Plan- In Ashland it was the Fire Chief, the Police Chief, Resident, Town Administrator, and the Water and Sewer staff. We are in good shape in Gilmanton now, plan good for - years, it was done in 0. Safety Building EOC Command Center. Shelter, drill is the school. Plan done in 0, still good for a few years. Board of Selectmen, Department Heads, we need to see who has signed off and understands the Town s Emergency Plans. Chief Hempel said we need to check on that and see who has actually signed the plan. Recycling - Paul Branscombe asked about mandatory recycling and would it go over well? Chief Hempel said that we have discussed it before. Need to look into a Warrant Article that was brought up a couple of years ago. Heidi will check into the previous warrant article. Ed said he has caught people from different towns trying to dump in Gilmanton. Sticker should be on vehicle, Ed said we are going to put people on the gate and have sticker checks. Ed said that the haulage fee is down. Heidi said that whatever you have been doing Ed, it is working. There are lots of people coming in for dump stickers. RSA : Allows Board of Selectmen to increase any user fees in Town. Paul said he is shocked, no dump sticker cost or beach passes? This brings in huge revenue in other communities. Paul Branscombe said he would like to get the people in Gilmanton on Board with recycling, it is all about revenue and expenses. Ed said since he started he has dropped the budget a lot for the Transfer Station, and people have noticed that. Capital Improvement Committee - Wayne Ogni and Planning Board put the CIP in place. How do the Department Heads contribute to the CIP? Chief Hempel said that the CIP for many years was on the forefront, a well thought out and looked at plan, Budget Committee, CIP Committee, Department Heads all worked on the plan. Chief Hempel said it was a very thoughtful job done by Stan Bean. Change of the Board and new Board not in favor of working 0 Province Road, PO Box 0, Gilmanton, NH 0 treasurer@gilmantonnh.org (0)-00 (0)-0-Fax www.gilmantonnh.org
Gilmanton Board of Selectmen P a g e July, 0 0 0 0 0 the CIP plan. Not very good at following the CIP Plan, some years contribute money and some years not. Budget Committee, pro CIP currently and members of the Board pro CIP possibly. Chief Hempel has a copy of the Plan developed in 00. Charted out for each Department, tried to space out purchases. Are we going to follow it or not? It depends on the Board of Selectmen. Capital Reserve Funds, are a perfect way to save money. After tax bills are in, it is the way to saving. Leasing, escape clause is important, or lease purchase or bond bank, and capital reserve. Got to get the CIP across to the Public. People may have the perspective, of civil servants, under worked and overpaid. If they saw what was being done, they would Budget Committee Meetings Paul Branscombe asked if the Department Heads gave interim reports to the Budget Committee part way through the year, like July? Chief Hempel said it hasn t happened that way before. Our Warrant Articles, Department Heads Warrant Articles that are submitted here, with the wants and needs. Separate from the wants and immediate needs. Board will throw them out if they decide not put them forward to the people for the vote. Chief Hempel said as a Department Head I want to present my plan and what my rational and justification for the request is. Paul Branscombe said that will change, rules of procedure for the Warrant Articles put forward the request from the Department Heads. Budget Committee s Budget is presented to the Town, but it is the Department Head s Budgets that the Selectmen forward to the Budget Committee. Voters should be able to say yeah or nay. CIP Plan takes into consideration replacement of vehicles and larger items. You have to have a Board that endorses the plan. Paul Branscombe said they have to endorse the CIP Plan. Department Heads said raises that were recommended for staff last year were not presented to the people. Paul Branscombe said that Mrs. Cornett can put a Warrant Article out for a raise, but a Warrant Article for cost of living increases is not going to happen. I understand the difference for cost of living and merit, and lack of performance evaluation. With no pay scale the Fire Chief and Police Chief said keeping people is tough. Paul Branscombe said wages are very important. Chief Hempel said we had labor grade and step increases, the plan was followed, but thrown out. We do not have a mechanism to bring my guys up a step. Where can I go if I stay here in Town? Paul Branscombe said unions give step increases. Chief Collins said they are offered more money in other Towns, I can t tell them to hang in there a while, because there is no system in place for increases. Same concerns came from the Fire Chief, Police Chief, Transfer Station and Paul Branscombe for their employees regarding increases in pay. Bid Policy The Department Heads can approve up to $00, the Town Administrator can approve up to $,000 before going to the Selectmen. Paul Branscombe said that we must increase the amount of the money that can be spent before going to the Selectmen. Chief Collins said that it would be helpful for his department to be able to expend more than the $00 limit per purchase. A set of tires is over $00. Paul Branscombe said moving forward, anything over 0 Province Road, PO Box 0, Gilmanton, NH 0 treasurer@gilmantonnh.org (0)-00 (0)-0-Fax www.gilmantonnh.org
Gilmanton Board of Selectmen P a g e July, 0 0 0 0 0 $,000 needs to be put out to bid? Paul and the Department Heads both agreed that some changes to the bid policy would be helpful in running each Department. Heidi said she would like to have Debra Cornett listen to this meeting as recorded. Ed Lang said the appliances are no charge to the Town s people, because he sends them out as scrap metal and gets money in return for them. Paul Perkins Recycling stuff, he said be aware, because people will be dumping stuff on the side of the road. I ll need another part-time person and a truck to pick up the stuff. Other Department Heads agreed that people will be dumping in the woods on back roads. Paul Branscombe said he has appreciated all of the input from the Department Heads, and said their input will be of great assistance to him as the Town moves forward. Chief Hempel said I believe you have a group of great employees, and Paul Branscombe agreed. Chief Collins said on the recycling, now living in a Town without a choice to recycle, his suggestion would be to have a period where you are not going to bust people. Ed Lang said you need to move into it slowly. Paul Branscombe said in the paper we should write Gilmanton Let s Try Recycling! Chief Collins said if you are going to make it mandatory, you need to give the people time to get used to it, not just demand it immediately. Ed Lang said we can set aside a set of scales to get rid of the mixed garbage, ie. cents per pound. That brings in quite a bit of revenue, and allows people who have not recycled to have an option to get rid of their trash until they comply. Chief Collins said on the wage scale, I have guys with 0 years experience on the same wage scale? No discussion on a union, Paul Branscombe said? Chief Hempel said that employees need to be recognized and protected. Some unions go overboard, but employees do need to be protected to an extent. Paul Branscombe asked if the Department Heads would like an informed/involved Board of Selectmen that manage the Department Heads or a Board of Selectmen that come in twice a month and let the Department Heads run their Departments? The Department Heads responded that they were hired to run their Departments Paul Branscombe said he has a Gilmanton Town Seal on the back of his car. He said he will be here at whatever hour of the day/night in an emergency. The Town Administrator is expected to be in the trenches with the Department Heads, and I will be here when needed. He said I sincerely mean that. Paul Branscombe said he would like Sergeant Currier to be at the next meeting, he was on vacation today, but feels it is important for Mr. Currier to attend the Department Head Meetings with Chief Collins. Paul Branscombe said that moving forward we will use these meetings to follow up on what has been discussed. Is everyone happy? 0 Province Road, PO Box 0, Gilmanton, NH 0 treasurer@gilmantonnh.org (0)-00 (0)-0-Fax www.gilmantonnh.org
Gilmanton Board of Selectmen P a g e July, 0 0 0 Next Department Head Meeting will be September, 0, first Wednesday in September, :00 am here. What I would like you to do for the August, 0 Board of Selectmen s meeting is the July Report. Paul will include the Department Heads report in the Town Administrator s Report. Joint Loss Committee - Insurance and Department of Labor are always checking on the meetings and reports of that Committee. Chief Hempel is the Chairman. Matt Currier was the Secretary, Ed Lang, Brock Mitchell, Cindy (Staci), and Robin. The Committee will be contacted and meetings starting up again. Adjournment Meeting adjourned at : am Respectfully Submitted, Stephanie S. Fogg Administrative Assistant Approved by: Paul Branscombe Town Administrator 0 Province Road, PO Box 0, Gilmanton, NH 0 treasurer@gilmantonnh.org (0)-00 (0)-0-Fax www.gilmantonnh.org