Town of Bristol
Board of Selectmen
Minutes of 12-20-07
Members Present: Paul Fraser (PF), Steve Favorite (SF), Bruce Van Derven (BVD), Town Manager Elizabeth Corrow
Members Absent: Joe Denning (JD), Rick Alpers (RA)
Vice Chairman Paul Fraser called the meeting to order at 7:00pm.
Purchase Orders
Highway Department - $8,000 for one 30yd dumpster and one 40yd dumpster. Ms. Corrow stated last year during the budget process it was recommended to purchase dumpsters as we have previously been renting them. Mr. Fraser stated Mr. Bucklin is requesting a 30 and 40 yard dumpster and they will meet the need for the Transfer Station. Mr. Fraser questioned why there was only one quote and Ms. Corrow stated it was due to time as it is the end of the year; however he has checked with more then one vendor, he just did not receive the written information back today. Motion by SF to purchase both the 30 and 40 yard dumpster for the Transfer Station: seconded by SF; vote was 3-0.
Pay Classification Study
Ms. Corrow provided the Pay Classification Study to the Selectmen as proposed by the Local Government Center. LGC provided a grade scale, a salary range and a recommendation for benefits. They made only one additional recommendation to benefits, they suggested offering full time employees dental insurance as the majority of the comparable Towns in the study do offer dental insurance to their employees. Ms. Corrow stated for the most part we were comparable or better with the other benefits that are currently offered. Ms. Corrow then explained the process as to how LGC arrived at their numbers. Mr. Fraser stated the board needs to adopt the grade range so the Town Manager can place the employees on the range which she needs to have done by the January 7th Budget Committee meeting. Ms. Corrow would like to have the placement of employees done by the January 4th work session. Mr. Fraser confirmed there would not be steps and the employees will be placed on the range based on performance, experience and education. Ms. Corrow confirmed that there would not be steps because to build in an arbitrary percentage each year does not take into consideration the change in the cost of living each year. Ms. Corrow stated the steps also do not take into consideration performance they are strictly based on number of years of service. Ms. Corrow stated that using a range allows for a great deal more flexibility. Mr. Van Derven thanked Ms. Corrow as this was a very difficult process to find equity in our town by comparing to others. Mr. Van Derven stated it was previously assumed that a step was an automatic increase each year for the employees annual stipend; however he wanted to clarify the past Town Administrator was asked to revise the step system previously in place and make sure every employee did not get an automatic increase, it was only done if recommended by the department head. He wanted to clarify that there was accountability, but this study is trying to ensure that our employees are paid properly and fairly when compared to the surrounding communities and amongst the departments. Mr. Van Derven stated, previously there was a step increase for performance and then a cost of living increase and supervisors were hesitant to give these step increases which is another reason that lead to a Town Manager form of government. Mr. Van Derven stated they are not trying to “rig” the system; they are trying to get equity within the departments. Mr. Van Derven questioned who did the study from LGC. Ms. Corrow stated Donetta Haley has taken over the project and she is in charge of the personnel department for the local government center. She actually trains other employees at LGC to perform the pay classification study. Ms. Corrow stated she asked a lot of questions and Ms. Haley answered lots of questions. Ms. Corrow explained when she would offer information regarding positions and their placement Ms. Haley would come back and question Ms. Corrow’s point of view and either agreed or disagreed. Ms. Corrow stated Ms. Haley had a difficult task of balancing the internal equity piece using the job descriptions and the market and found that some departments are close to market value and some are not. Ms. Corrow stated the main goal is to bring internal equity to the town and put a fair value on position so we can recruit and maintain quality employees. Mr. Fraser stated these studies should be updated on a regular basis, about every five years. Mr. Van Derven questioned Ms. Corrow’s thoughts on someone who is worried about taxes or thinks turnover is good because it keeps things alive and why is paying more for employees a good thing. Ms. Corrow stated in some departments implementing this study will mean a slight change in pay but in other departments there will be a much larger change in pay. One of the reason why it is good have the positions paid at market value is it will increase the number of people that apply. It also allows better recruitment of people with education, experience which can often times brings new and fresh ideas. Another point to remember is with fewer turnovers we will spend less money in training not to mention fixing mistakes. Ultimately the Town will be able to keep knowledgeable hardworking people in their position. It costs a lot of money to advertise and time when recruiting a person. Vacancies also create instability in the department. Mr. Van Derven verified that LGC was not asked to place employees without proper justification. Ms. Corrow stated both she and the LGC would not ethically place someone without justification. Ms. Corrow stated she did not agree with some placements and Ms. Haley would listen to Ms. Corrow’s reasoning and then determine whether she agreed otherwise she would tell Ms. Corrow no and explain why. Mr. Van Derven verified the people at Town Meeting and the Budget Committee are aware the pay classification is coming. Ms. Corrow stated they are aware of it. She did find a lot of inequity in the departments when she first got here. The study was recommended to the budget committee last year and was discussed at Town Meeting. Mr. Van Derven confirmed if the grade scale was adopted at this meeting the next step will be Ms. Corrow placing employees on the range. Mr. Van Derven questioned whether Ms. Corrow will be able to determine how much the implementation of the study will impact the tax rate. Ms. Corrow will be able to calculate the impact as soon as she has the employees placed. Mr. Van Derven questioned whether other lines in the budget would be impacted to accommodate the funding of the salary adjustment. Ms. Corrow stated that the department heads did try to keep their operating budget as level as possible to make sure the position increases did not get jeopardized in the process. Mr. Van Derven suggested giving the Budget Committee the contact person at LGC for questions. Motion by BVD to adopt the salary ranges of the pay classification study: seconded by SF; vote was 3-0.
Year End Carryovers
Ms. Corrow stated she went through the budget today and looked through the carryovers. She listed the carryovers. Ms. Corrow stated the reason for carrying over the maintenance and repairs line was because she did not want to do any repairs or maintenance that did not need immediate attention due to the upcoming project proposal at Town Meeting. She also explained they have used very little funding this year for the Police Building project because they do not have to pay the Construction Manager until the project is approved and moves forward. The Architect was also quite inexpensive. Mr. Van Derven questioned if this is Ms. Corrow’s responsibility and she confirmed it is either hers or in combination with the finance office. Motion by BVD to approve the presented carryovers and encumbrances: seconded by SF; vote was 3-0. Mr. Van Derven questioned if carryovers were associated with the Budget Committee at all and Ms. Corrow stated no, this is department carryovers of a budget already approved and the Budget Committee recommends the overall budget to the Town Meeting.
Adopt new Flood Insurance Rate Maps
The Office of Energy and Planning sent a letter reminding the board they need to adopt the new Flood Insurance Rate Maps. Ms. Corrow stated last year Town Meeting adopted a flood plain ordinance and this is the last piece. Therefore, the board needs to adopt a resolution that puts this into the town’s local ordinance. Mr. Favorite stated it is basically an update. Motion by SF to adopt the Flood Insurance Rate Maps: seconded by BVD; vote was 3-0.
Unemployment Insurance Carrier
Ms. Corrow recommended the Board changes carriers from Primex to the Local Government Center. She received a quote from both for 2008 and Primex is $6,228 and LGC is $1,517. Therefore, it is very easy for Ms. Corrow to make this recommendation. Motion by SF to switch Unemployment Insurance Carriers to the Local Government Center: seconded by BVD; vote was 3-0.
Update on Workmen’s Compensation Carrier
Ms. Corrow told Primex the Town would not renew their contract because she wanted to switch to the LGC due to the cost difference. Primex stated the Town was too late to change and Ms. Corrow stated she did not agree and sent it to the town’s attorney who agreed with Ms. Corrow. Primex still sent a bill and Ms. Corrow forwarded it to the attorney and again stated the Town would not be renewing. Primex stated about two weeks prior, they were going to send the Town a letter which we still have not received anything, nor would they tell us what was in the letter. Ms. Corrow stated she would have this resolved before the end of year.
2007 Regional EPA Operations and Maintenance Excellence Award Recipient in the Most Improved Plant Category (ceremony Jan 30, 2008)
Ms. Corrow stated she received a letter from the Department of Environmental Services stating the Bristol Wastewater treatment received an award for the most improved plant.
There will be a ceremony on January 30th if anyone is interested in attending. Ms. Corrow stated at one point we were in non compliance and improvements have been ongoing over the last couple of years. Mr. Fraser stated he was very happy to hear this and congratulated the department. Ms. Corrow stated Mr. Chartier deserves a lot of credit as he has been working with a lot of programs to plan for the future facility and make improvements. Mr. Van Derven questioned whether this would fall under merit recognition. Ms. Corrow stated it would be and she recommends each member of the department receive $100 in merit pay for their efforts in bringing the wastewater treatment plant into compliance and for receiving this award. Mr. Fraser suggested bringing the employees in to a board meeting for this recognition as well as the commissioners as they did have an influence in this as well in the past.
Town Report
Ms. Corrow stated Ms. Alpers asked her to remind the board about their Selectboard reports and dedication for the Town Report.
Police Department Disposal of Equipment
Ms. Corrow stated the Police Department has a type writer that no longer works and property can not be disposed of with out the board’s permission. Mr. Van Derven questioned if it works. Ms. Corrow stated it does not work properly. Motion by BVD to dispose of the Police Department’s typewriter: seconded by SF vote was 3-0.
Selectboard Items
Mr. Fraser reminded the Board that there is a budget workshop on January 4th at 3:00pm. He also wished everyone a happy and safe holiday.
Mr. Van Derven stated elections are coming up and it is not too late to sign up or submit warrant articles. He encourages citizens to get involved in town government. There will be openings on the Budget Committee, Selectmen, and Zoning alternates. If there are any questions, one can call Town Hall.
Mr. Fraser made a motion to enter non-public session under RSA 91-A:3 II(c) and , RSA 91-A:3 II(e) seconded by Mr. Favorite: roll call vote taken all members agreed to enter into non-public session. At 8:05 PM the BOS entered a non-public session.
Motion to return to public session made by Mr. Van Derven, seconded by Mr. Fraser; vote was unanimous.
Motion to adjourn was made by Mr. Paul Fraser; seconded by Mr. Steve Favorite; vote was unanimous.
The meeting was adjourned at 8:35 pm
Respectfully submitted,
Krystal Alpers
Administrative Secretary
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Richard Alpers, Chair Steve Favorite
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Joe Denning Paul Fraser
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Bruce Van Derven