Littleton, New Hampshire

Approved Minutes BOS Work Session Mar 28, 2008

Town of Littleton
Board of Selectmen's Work Session Draft Minutes
March 28, 2008
9:00 am to 4:00 pm
Littleton Community House, Heald Room

Present: Vice Chairman Eddy Moore, Selectman Bill Latulip, Selectman Ed Boynton, Town Manager Chuck Connell, Executive Secretary Ceil Stubbings, Amy Ash Nixon

Vice Chairman Eddy Moore called the Work Session to order at 9:00 AM.

Town Manager Chuck Connell began the meeting by advising the Selectmen the purpose of the workshop was to give them a better understanding of what they will be doing over the next three years. Chuck advised the Selectmen to feel free to ask questions during each segment of the agenda. Chuck advised there is a workshop offered by the Local Government Center for Selectmen. The first session will be held at Sugar Hill on April 24th. The second session will be held on June 14th in Concord. All three Selectmen said they would attend both workshops. Chuck said he would take care of the registration next week.

Chuck went on to bring the Selectmen up to date on some of the issues they will be facing over the next three years. One major issue is the NH Retirement System. Chuck stated they are $3 Billion in arrears and that any community that signed on for the NH Retirement System are obligated for the $3 Billion shortfall. Chuck went on to explain how the retirement system currently works and what is being done to address the shortfall. Chuck also explained what services the LGC, the NH Municipal Association and Primex offer to municipalities. The meeting then moved on to the 1st item on the agenda.

9:00 Selectmen's Meetings

Chuck advised the Board meets on the 1st and 3rd Wednesday of each month at 6:00 PM. There may be work sessions held in addition to the standard meeting dates. Chuck advised the Selectmen the first thing they needed to do at their next noticed meeting is to have an organizational vote to elect a chairman and vice chairman.

Town Manager Chuck Connell then went over the RSA's and how meetings are open to the public. Chuck further explained the requirements for noticing a meeting. Chuck further advised the Board that minutes taken at each meeting had to be made available within 5 business days after each meeting.

Chuck then explained the purpose for non-public meetings and what criteria are needed to hold a non-public session. Chuck then explained public records. The public can request any public record and request a copy. The Town cannot ask why someone wants a copy by law. Chuck provided the Board with a list of documents or information that cannot be released to the public such as personnel info which contained negative comments, sealed minutes and welfare information.

Town Manager Chuck Connell then advised the Board that if the Town is sued, the Town has to pay the legal costs. If a Selectman discusses a non-public session he or she could go to jail. In addition the Town Manager would get fired. Chuck told the Board they need to take this information seriously. The meeting then moved onto the second item on the agenda.

10:00 The Year Ahead

Karen Noyes, the Finance Director was present for this portion of the meeting. Karen provided the Board with a copy of the budget with proposed changes that the Board will have to approve at the next meeting. Town Manager Chuck Connell explained that there was not enough money in the budget for the Fire Department overtime. Chuck said the SRO position only has sufficient funds to cover the position until the 1st of May. Chuck said they are asking the Board to reallocate the funds to different lines and that one of the documents that Karen provided them explained in detail as to how they arrived at the changes.

Chuck Connell stated that the Welfare Department was brought up during the deliberative session. The Welfare salary has been moved to the executive cost to accurately show how the funds were expended. Chuck said they failed on Welfare in showing how the funds are being expended accurately. Karen Noyes stated the other reason they moved the salary is because the Welfare Director is also the Executive Secretary. Chuck said he felt the budget would be ok if they don't have an early winter next year. Vice Chairman Eddy Moore asked what would happen if they run out of money. Chuck advised Eddy that they would have to make a request to the DRA to take funds from the surplus and hold a Special Town Meeting if there is an emergency.

Karen advised the Board that beginning this year any budget requests should be brought to Chuck instead of to Karen. Chuck explained the reason for this change is due to Karen and Chuck working at cross-purposes regarding the budget. Chuck said he feels they need to find a better format for presenting the budget.

Chuck Connell advised the Board that the new union contracts for the Fire and Police Departments would be in 2010. Chuck said the contract expires March 2010 and that negotiations should start in 2009.

Chuck then mentioned the SRO position and the funding not being there. Chuck said the school carried money in their budget to help support the position but refused to do so in 2008. Karen Noyes said the Town used to bill the school for their share of the cost. Selectman Bill Latulip asked if that meant the end of the SRO position.

Chuck said he didn't have an answer to Bill's question. Chuck stated that he was going to request a non-public next Wednesday to ask for reallocation of funds that are not there for the position. Selectman Bill Latulip asked of it affected the K-9 unit. Chuck said it did not affect the K-9 unit as the money was there.

Chuck then advised the Board they should develop a plan regarding the budget for the upcoming year. Chuck then went thru a review of the upcoming bonds and various projects the Town would be facing this year. The meeting then moved onto the next item on the agenda.

11:00 Other Elected Officials, Boards, Committees, Working Groups

Town Clerk
Conservation Commission
Land Use Boards (Planning and Zoning)
Library Board
Budget Committee
Opera House Committee
Police Station Feasibility Committee

The Town of Littleton prohibits discrimination on the basis of race, color, national origin, sex, sexual orientation, religion, age, disability, marital or family status. The Town of Littleton is an equal opportunity employer.

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