Members present: Paul Sullivan; Chairman

Fred Childs

William Friel

Others Present: Steve Jussif, Adel-Xt Computer

Chairman Sullivan called the workshop to order at 7:40 p.m.

Chairman Sullivan explained that the intention of the meeting is for selectmen to discuss town matters in a casual setting and that no decision would be made in this forum. Chairman Sullivan further stated that the issues to be addressed would be the "right to know", the job description in the search for a new Town Administrator, the Bay Ring Communications contract, and the State of the Town.

Chairman Sullivan expressed concern that requests for "right to know" can sometimes be unreasonable and that it can also appear that the town isn’t responding to these requests. He further stated that he wants the town to react to every citizen’s request for information, but felt that there should be a policy in place for addressing these requests.

Chairman Sullivan passed out a suggested outline and asked the Board for comments.

Mr. Friel stated that he liked the idea of a written policy and the standards in this written policy would show that the town is trying to be reasonable. He opined that all requests should come through the Town Administrator and then be disseminated to the proper department heads.

Mr. Childs agreed.

The members agreed that most of the written policy was acceptable as a template for the Town, with the exception of section 2.

Chairman Sullivan requested that the Board also consider setting a fee for the cost of copying information and research time involved with answering these requests.

Chairman Sullivan suggested that the Board send of copy of this policy to Mr. Garrity and invite him to speak on the issue of "right to know"

Mr. Childs and Mr. Friel agreed.

Chairman Sullivan presented several Town Administrator job descriptions from various towns. The first was a fax dated 2002 from another New Hampshire municipality, the origin of the second document was uncertain, and the third was from Dave Sullivan in Windham, NH.

Mr. Friel suggested that the Board put together a list of specified goals for the position of Town Administrator.

The Board agreed that a combination of two descriptions might work well for their search. The members agreed that the unknown origin document should be the template, with the third paragraph removed and replaced with the third paragraph from the faxed job description. The Board unanimously agreed that the section titled "Examples of Duties" was acceptable with the exclusion of number 9 and that #6 should also state "included, but not limited to" before the word "fire". All members agreed that #4 from the faxed copy should be included as #11 and #6 from the faxed copy should be listed as #12.

Chairman Sullivan suggested that the Board consider taking the first line from #8 of the faxed copy which states, "submits to the Board of Selectmen and files with the Budget Committee a proposed budget for the ensuing fiscal year, including a summary budget message if necessary, and supporting documents", and make this #13 for their draft.

Mr. Childs and Mr. Friel agreed.

The members further agreed that #13 from the faxed copy should be #14 on the draft, #14 should be #15, #15 should be #16, #16 should be #17, #19 should be #18, #20, should be #19, and #21 should be #20.

Chairman Sullivan proposed accepting the section titled "Knowledge, Skills and Abilities Required" with the addition of the line "Strong familiarity with Town Office administrative procedures".

Mr. Childs and Mr. Friel agreed.

Mr. Friel asked to discuss the applications for interim Town Administrator.

Chairman Sullivan and Mr. Childs agreed.

Mr. Friel stated that he felt candidate #3 appears best for the position given that he is readily available, is affordable and it would be advantageous to be able to test drive an individual before permanently hiring.

Chairman Sullivan and Mr. Childs agreed.

Chairman Sullivan stated that he would have liked to discuss Mosquito Control for the Town, but he was unable to get the information for the meeting.

Chairman Sullivan asked Mr. Steve Jussif, Adel-Xt Computer, to give a brief presentation to the Board regarding the state of the Town’s computer systems.

Mr. Jussif presented the Board with two topography maps showing how the Town’s network design actually looks. He informed the members that the most critical issue that needs to be addressed is the replacement of the Utility Server, which is currently a ten year old desk top. He stressed the urgency of this need and stated that the Town is not getting all its updates.

Mr. Jussif handed out copies of his proposal to the Town which included price quotes for the needed equipment and software. Mr. Jussif stated that his priorities for the Town would include the purchase of a DVD burner, a second used computer be installed as wireless in the Tax Collector’s Office, and a lap top for the Town Clerk.

Chairman Sullivan stated that the Town Clerk is presently using the Selectmen’s lap top and would not be opposed to her continuing to do so.

Mr. Friel and Mr. Childs agreed.

Mr. Jussif stated that the Town’s network is working off old software, Office 2000 and Outlook 2000, which should be updated. Mr. Jussif opined that the Town should be moving up to the latest technology, which is gigabit switches, and that the current plan is to replace three of the six.

Mr. Jussif expressed concern that the Town does not have a Spam filter, and that the Selectmen should consider off site back up for the computers files, or at least off site storage of the tapes currently used to back up the files.

Mr. Jussif’s other concerns included reinstalling the correct server stands and moisture in the Server Room. He suggested installing a surveillance camera in the Server Room, or at least increasing its security, and monitor usage of the Internet.

Mr. Friel asked how many user licenses the Town currently utilizes.

Mr. Jussif stated that the Town has 10 user licenses and he believes that 8 or 9 were currently being used.

Mr. Jussif stated that he would like to see training sessions for email usage and general issues, such recognition of warning messages.

Mr. Jussif informed the Selectmen that has as had requests to have the finance software be available on the server and expressed his disapproval.

Chairman Sullivan and Mr. Childs agreed.

Mr. Jussif stated that policies should be in place with regard to computer use.

Chairman Sullivan agreed and asked Mr. Jussif to author something addressing that issue.

In closing, Mr. Jussif informed the Selectmen that he currently possesses Mr. McAllister’s lap top at his shop and it is his intention to completely disable the computer’s password.

Chairman Sullivan informed the Selectmen that Bay Ring Communications’ contract with the Town is expiring in May and asked the Board to review the existing contract and some current bills.

The Board agreed to further research the feasibility of renewing the Town’s contract with Bay Ring Communications. Chairman Sullivan assigned Town Hall and the Community to Mr. Childs, Fire and Police to Mr. Friel, and agreed to research the Library and Highway Department himself.

The meeting was adjourned at 9:55 p.m.

Respectfully submitted,

Jennifer E. Padellaro

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Paul A. Sullivan, Chairman

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Fred J. Childs, Jr

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William A. Friel