Selectmen’s Minutes
August 7, 2004
Quarterly Planning Meeting
Present: Selectmen Larry Elliott and Maxwell D. Sargent, Town Administrator Jim Coffey. Members of the public: Laura Simoes
Chairman Max Sargent opened the meeting at 9:30 a.m. He explained that the purpose of the meeting was to review the list of pending items from previous meetings to schedule them for the future, revise them or eliminate them. The draft agenda for the 8/11 meeting was presented by Mr. Coffey.
Joint Facilities Committee: Discussion ensued as to when to start this committee and process. Selectman Elliott asked if the court facility should be tied into this. It was agreed that this subject would be included in the agenda for 8/11 with the goal of discussing the profile of the committee and its formation.
Mechanism for billing for non-standard dispatch services: the discussion revolved around the relationship of dispatch to the police department. Although they are two separate departments, the supervisor of dispatch reports to the police chief. Selectman Elliott said there is a need to determine this final relationship before establishing the billing mechanism. Should dispatch be a stand-alone department? It was decided to set up a meeting on September 8 from 7 p.m. – 8 p.m. and invite the following: Police Chief or Lt. Roarick, Fire Chief, Dispatch Supervisor.
Special Detail Account for HPD: The Selectmen agreed to discuss this item during the upcoming budget period.
Joint hiring of prosecutor for HPD: It was decided to discuss this with Lt. Roarick at the 8/11 Selectmen’s meeting to which he has already been invited. Selectman Sargent will notify him that this subject will be approached then.
SRO funding as part of HPD budget: After a brief discussion which centered around the Town’s obligation under the federal police grants, the Selectmen requested the Town Administrator to look into the federal obligations and report back to the Selectmen on 8/25.
Federal Grant for additional police officer: The Selectmen agreed to include this in Wednesday’s (8/11) discussion with Lt. Roarick.
HPD Wage Structure: This also is being discussed with Lt. Roarick at the 8/11 meeting. The Selectmen agreed also to add all Town employees into this study. (See next item.)
Wage Structure for Town Employees: After discussion, the Selectmen requested that the Town Administrator compile data which would compare the present wage structure of Hillsborough Town Employees, with those of other towns and develop a spread sheet, using information available from the Municipal Association.
Town Parking: Item already in progress.
Woolen Mill & burned house on Mill Street. The burned house on Mill Street is the subject of present discussion with the County Attorney. The Selectmen agreed to ask Town Planner Matt Taylor to meet with them on September 22 to discuss the fate of the mill.
Renaming W. Main St. & Dump Road: After a brief discussion, the Selectmen agreed that they would present their ideas for names and suggestions they have received, at the Selectmen’s meeting on 8/11. At that time, also, a date will be set for a Public Hearing.
Dog Catcher Contract: Selectman Elliott asked that feral cats be included in this subject. Ms. Simoes mentioned animal control as a whole. It was agreed to discuss this subject during the upcoming budget process.
Hillsborough Pride Grant: Town Administrator Mr. Coffey will report back on the progress to the Selectmen by August 25.
Myrtle St. Barriers & school bus passage. This is near completion.
Expansion of the Board of Selectmen to 5 members: Selectman Elliott reiterated that this is a subject he would like the Town to explore. It was decided to schedule an open forum for public discussion from 7 – 8 p.m. at the Selectmen’s meeting on September 29.
ZBA board appointments: Item has been completed until after March Town Meeting, and is now dropped from pending items.
New Pending Item added:
Park Board appointments: Chairman Sargent asked if there had been any communication with the Park Board chairman concerning the communication from 2 persons volunteering to serve on the Park Board. Administrator Coffey has forwarded those names to the Board. It was decided that the Selectmen would schedule a meeting with the Chair of the Park Board to discuss appointments. Selectmen Elliott commented that the Town should have a simple application form for those townspeople who wished to apply for a seat on the various boards and committees. He will bring a sample of such a form to the Town Administrator, who will then draft up an appropriate form. It was agreed that the Selectmen would offer up names for members of the Park Board to the Town Administrator by August 11, who would, in
turn, give those to the Park Board Chairman in anticipation of a meeting on September 22 with the Selectmen.
The Selectmen then discussed the issue of the Town telephone system authorized at the Town Meeting in March. Two quotes have been received: One from ARCOM for $12,230. and the other from TDS for $12,212. The system has a battery back-up. The system is capable of separating telephone usage by department. Townspeople will be able to easily access voice mails of the various departments, also. Chairman Sargent asked what the cost figure was at the Town Meeting. Mr. Coffey explained that a lease purchase plan had been presented, and Chairman Sargent and Selectman Elliott agreed that we should stay with that plan. Mr. Coffey recommended that TDS be selected for the system. Selectman Elliott moved that the system be purchased from TDS. Chairman Sargent seconded the
motion, and the motion passed.
Mr. Coffey brought up the subject of the state MS-1 form for property evaluation which is due shortly. He was asking for authorization to request a 30 day extension as the Town is presently changing from one assessment system to another. The Selectmen agreed.
Mr. Coffey reported that the Town is testing some software for document management on a trial basis. It scans documents like old Selectmen’s minutes, property assessment forms, etc. This will result in a large reduction in needed storage space and will enable the user to search the documents more quickly. Eventually, current assessments and tax maps will become available to the public on the internet.
Selectman Elliott moved to go into non-public session to discuss personnel matters. Chairman Sargent seconded. Both Selectmen Elliott and Chairman Sargent voted in the affirmative, and the Selectmen went into non-public session at 10:44 a.m.
Selectman Elliott moved to come out of non-public session at 11:03 a.m. and that the minutes be sealed. Chairman Sargent seconded it and both Selectmen Elliott and Chairman Sargent voted in the affirmative.
There being no further business, Selectmen Elliott moved to adjourn; seconded by Chairman Sargent, and the motion passed. The meeting was adjourned at 11:05 a.m.
Approved,
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Maxwell D. Sargent, Chairman
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Robert I. Buker
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Larry G. Elliott
Board of Selectmen
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