The Town of Northwood, New Hampshire - Board of Selectmen Minutes 04/14/09

Appointments
Meeting with Human Services Director Amy Elliott
Amy Elliott, Human Services Director, met with the board to provide a welfare update. She explained that an update has not been completed since 2007. She provided updated figures from HUD and the Department of Health and Human Services relating to increases for rental assistance and services. Mr. Dill asked how the increases will affect the budget. Ms. Elliot replied that she has not received updated budget figures; however, noted that the department’s budget was exceeded last year. As far as requests for services, she stated that she believes there has been a decrease since the winter months. General discussion ensued regarding the schedule of figures. Ms. Elliot explained that she has also provided a breakdown of the transportation guidelines with rates provided for 17 MPG. She added that 11 miles, one way, is considered to be within the local area.

Mr. Bryer asked how many clients are currently utilizing the system. Ms. Elliott stated that the amount fluctuates monthly; however, at this time the average is around five. She added that she is also working on suspension letters.

Mr. Dill asked about the progress with collections. Ms. Elliott replied that she has been working on collections and one reimbursement was received in March and another agreement was not followed through.

**Motion** Mr. Dill motioned to approve the updated figures provided for scheduled assistance. Mr. Bryer seconded the motion. Mr. Bryer stated that the board really does not have a choice with these figures and the guidelines. The motion passed; 3/0.

Unfinished Business
Finalize 2009 Municipal Budget
Mr. Stack explained that at town meeting the budget was reduced by $68,500. At the board’s 3/24/09 meeting, the board determined that the 2% cost of living adjustment to employees would be from April 1 rather than January 1. With this change there were savings within retirement, FICA, and Medicare. After calculating these figures, he and Mr. Martel were able to provide a spreadsheet noting some recommendations where funds could be added back into department’s budget lines that were previously cut by the board on 3/24/09. The board reviewed the revised list presented and after discussion **Motion** Mr. Bryer motioned to approve the recommendations with some minor revisions. Mr. Holden seconded the motion. The motion passed; 3/0.

Appointments
Northwood Farmers Market Group
Lucy Edwards, Meg McGoldrick, Margaret Walker, and a few others met with the board regarding the Northwood Farmers Market. Ms. McGoldrick explained that the group would like to have a small garden of native plants at the municipal lot. Pictures of the proposed design were provided and reviewed. Ms. McGoldrick explained that they would like to begin planting within the next few weeks with hopes that everything would be ready when the market opened, June 4 through October 1. Ms. McGoldrick explained that the farmer’s market group would be maintaining this area along with some master gardeners in town. Mr. Dill asked if this is an area that the town mows. Lucy Edwards noted that the town does own the property. Additional discussion was held regarding adding seasonal signs for the farmer’s market, which the selectmen did not have any issues with.

Ms. Walker also noted that there is a vendor from Candia who would like to sell wine and requested a letter from the selectmen allowing the sales of alcohol. She added the vendor does have insurance and Mr. Bryer asked if the town should have a copy. Mr. Dill stated that he believes the vendor sells in the Town of Deerfield and he will check into this issue and provide an update at the next meeting.

Consent Calendar
**Motion** Mr. Bryer motioned to approve items 1-14 of the consent calendar as a block. Mr. Holden seconded the motion. Motion passed unanimously.
1. Abatement - Plumley, Map 107; Lot 10. Recommended to be Granted. Mr. Holden noted that this is a former employee of his.
2. Disabled Exemption - Baker, Map 205; Lot 27. Recommended to be Granted.
3. Abatement - McCoy, Map 234, Lot 44; Sublot 9. Recommended to be Granted.
4. Abatement - Sanborn, Map 119; Lot 18. Recommended to be Denied.
5. Abatement - Nielsen, Map 121; Lot 12. Recommended to be Denied.
6. Abatement - Archambault, Map 243; Lot 29. Recommended to be Denied.
7. Veteran’s Disabled Exemption - Priolo, Map 217; Lot 42. Recommended to be Denied.
8. Veteran’s Exemption - Griffin, Map 113; Lot 29. Recommended to be Denied.
9. Veteran’s Exemption - Janusis, Map 206; Lot 44. Recommended to be Granted.
10. Veteran’s Exemption - Cussins Family Revocable Trust, Map 207; Lot 15. Recommended to be Granted.
11. Veteran’s Exemption and Elderly Exemption - County, Map 230; Lot 47. Recommended to be Granted.
12. Veteran’s Exemption - St. Francis, Map 222; Lot 64. Recommended to be Granted.
13. Elderly Exemption and Wood Heat Exemption - Bagley, Map 230; Lot 82; Sublot 41. Recommended to be Granted.
14. Abatement – Piazza Living Trust, Map 119; Lot 1. Recommended to be Granted.

The above items were reviewed and discussed by the board. **Motion** Mr. Bryer motioned to approve items 1-14 as recommended by the assessor. Mr. Dill seconded the motion. The motion passed; 3/0.

15. Agreement and Release for building permit for Sommer-Salient Homes, Gaviat Road, Map 210; Lot . **Motion** Mr. Dill motioned to approve the agreement and release for Sommer, Map 210; Lot . Mr. Bryer seconded the motion. The motion passed; 3/0. The agreement was signed by the board.

16. Requisitions Approval for Fire Truck -Wells Fargo Equipment Finance. **Motion** Mr. Bryer motioned to approve the requisition approval for Wells Fargo Equipment Finance for the payment for the annual payment of the fire truck, in the amount of $60,010.07. Mr. Holden seconded the motion. The motion passed; 3/0.

17. Purchase Order for Lamprey Health Care. **Motion** Mr. Bryer motioned to approve the purchase order for Lamprey Health Care for the 2009 appropriated donation, in the amount of $4,100. Mr. Holden seconded the motion. The motion passed; 3/0. The purchase order was signed the board.

18. Purchase Order for D.L. Docko. **Motion** Mr. Dill motioned to approve the purchase order for D.L. Docko for plowing, sanding, and hauling sand, in the amount of $9,286.89. Mr. Holden seconded the motion. Mr. Bryer noted that the purchase order should be approved by the board prior to the work being done. The motion passed; 3/0. The purchase order was signed the board.

19. Purchase Order for Mason & Rich, PA. **Motion** Mr. Dill motioned to approve the purchase order for final payment of audit services for 2007 and two progress billings for year end 2008, total amount of $4,383.43. Mr. Bryer seconded the motion. Mr. Bryer noted that the board had discussed going out to bid for year 2009-2010. Specs to be drafted and reviewed at the next meeting. The motion passed; 3/0. The purchase order was signed the board.

20. Cemetery Deed and Cemetery Perpetual Care Contract for Ronda Wilson. **Motion** Mr. Bryer motioned to approve the perpetual care contract and cemetery deed for Ronda Wilson. Mr. Holden seconded the motion. The motion passed; 3/0.

21. Notice of Intent to Excavate, Steven F. Anthony, Gulf Rd. **Motion** Mr. Bryer motioned to approve the notice of intent to excavate for Anthony, Gulf Rd. Mr. Dill seconded the motion. The motion passed; 3/0.

22. Execution of Discretionary Preservation Easement, Martin, Map 231; Lot 31. A discussion was held regarding past practice. **Motion** Mr. Dill motioned to tabled this item until the next meeting for additional information relative to the abatement percentages previously approved by the board. Mr. Bryer seconded the motion and the motion passed; 3/0.

23. Board Proclamation - Silver Star Banner Day - May 1, 2009. Mr. Stack explained that this is for Silver Star families and by participating in the day the town will receive other benefits. **Motion** Mr. Dill motioned to approve the proclamation for Silver Star Banner Day. Mr. Bryer seconded the motion and the motion passed; 3/0.

24. Execute Participation Agreement - LGC Health Trust. Mr. Stack explained that this should have been signed back in January with the rest of the packet. Mr. Bryer stated that through the regional program the town can buy insurance within the pool and may be able to save some money. Mr. Bryer also requested the time remaining of the contract. Mr. Dill signed the agreement.
25. Execute Acknowledgment LGC - Employee Benefit Program Renewal Rates for 1/1/09 through 12/31/09. Mr. Stack stated that the town is three months into this agreement and the board needs to sign to acknowledge the rate. Mr. Dill signed the agreement.

26. Oath of Office: Winifred Young, Conservation Commission
27. Oath of Office: Michael Matson, Conservation Commission
Mr. Stack stated that these members were re-appointed as alternate members and should have been appointed as regular members, with terms through March 2012. **Motion** Mr. Dill motioned to approve the appointments for Ms. Young and Mr. Matson to the conservation commission with terms to expire in March 2012. Mr. Holden seconded the motion. The motion passed; 3/0.

28. Vendor Manifest #4. Vendor manifest in the amount of $229,012.08. **Motion** Mr. Dill motioned to approve the vendor manifest in the amount of $229,012.08. Seconded by Mr. Holden. Motion passed unanimously; 3/0. The manifest was signed by the board.

The consent calendar was signed by the board.

Appointments (Continued)
Ed Burtt Day
Carl Wallman of Northwood Area Land Management Collaborative (NALMC), Mary Alice Fischer also of NALMC, Stephen Roy Chairman of the Northwood Conservation Commission, and Board Administrator Linda Smith met with the selectmen relative to establishing an Ed Burtt Day.

Mr. Roy began by explaining that many groups are working to establish an event in support of and in response to the 20th anniversary of the development of the Northwood Meadows State Park by Ed Burtt. Mr. Wallman explained that he has owned Harmony Hill Farm since 1969, stopped farming in 1994, and began working on land habitat. He explained that NH Fish and Game and DRED own neighboring properties and he felt it would be a good idea to begin some ecosystem based management to begin looking at advantages of larger parcels. He stated that NALMC was then created to communicate to land owners. Mr. Wallman stated that a $20,000 grant has been received through the NH Charitable Foundation, which covers an ecological assessment of the entire area and also to hire an outreach coordinator; introduced Ms. Fischer.

Mr. Wallman stated that a hiking trial has been created through the farm and the DRED parcel as a result of a request and meetings with the Boy Scouts. This trail has been very successful and is used by many people. He stated that this area is essentially a town forest and the goal is to promote other uses of land other than development and Northwood Meadows is doing just that. He stated that this day would be to recognize the gift from Ed Burtt and DRED.

Ms. Fischer explained that her position is to help NALMC with community outreach. She explained that she is organizing the Ed Burtt Day event for July 11 to celebrate all key players involved to preserve and protect the Northwood Meadows State Park as well as to celebrate the concept of the ecosystem based collaborative effort of NALMC. She added that she hopes to partner with the town with what the town has to offer with resources in this area. There will be a series of outdoor educational activities, booths, a foot race, possibly a hike, and many other events scheduled throughout the day. She added that a special use permit is required from the state and is in the process.

A discussion was held regarding if the town should sponsor the event due to insurance aspects. Mr. Stack stated that the town’s insurance provider was contacted and is willing to issue a binder up to $2 million with a caveat that the conservation commission and recreation should be the main sponsors, which would help with the coordinating of parking and police coverage. Ms. Fischer stated that this would be fantastic since NALMC does not really have the mechanisms in place to cover many aspects.

Mr. Bryer asked if the grant would help to cover costs and Mr. Wallman replied no as this is only an outreach project that has grown immensely.

Mr. Roy stated that the conservation commission would support the event and has a line item within their budget called conservation day for an event like this, which has not been done in many years. Mr. Roy noted that Ed Burtt will be present and this event will showcase the benefits of a parcel such as this. Mr. Bryer stated that he supports the idea; however, expressed concern with the costs associated with the event. Mr. Wallman stated that a local snowmobile club with be handling the food and there are still many issues that need to be addressed still. He stated that this is a huge part of the town.

Further discussion was held regarding future meetings over the next few months. Ms. Fischer stated that they do not plan to have vendors at the event and do not plan for the day to be a revenue generating day. Mr. Roy added that many of the entities involved are there for awareness, activities, and are volunteer committees.

Mr. Dill supported the idea. Mr. Holden supported the day as well and requested a budget be provided by the recreation department for the event. Mr. Bryer also supported the idea and expressed concern with costs associated for the town; police details, copies, work time, etc. He explained that the police commission would be the entity to speak with as far as costs associated for polcie coverage.

Discussion ensued regarding budgetary needs and time frames. Ms. Fischer stated that the entire event would probably be 5 to 6 hours long. Mr. Dill suggested that another meeting be scheduled in May for additional updates, an outline to see if the event can be feasibly provided by the town financially, and what will be requested of the town.

Mr. Dill called for a recess. Session resumed at 7:25 p.m.

Conservation Commission (CC) - Forest Management Plan
Conservation Commission Chairman Steve Roy, Vice Chairman Steve Hampl, and member Jim Ryan, met with the selectmen regarding the town’s forest management plan.

Mr. Roy explained that the CC went out to bid last year to update the town’s forest management plan. He stated that the original plan was written up in 1990 and implemented very well in the early years and then it fell off track in the mid 90’s. Mr. Roy stated that the cuts fell behind and last year the commission felt that the issue should be revisited and updated.

Mr. Roy stated that a new plan has been revised and discussion ensued regarding current timber values and selective cutting plans proposed. Mr. Roy noted that there has been some damage due to the ice storm and the School Lot is a priority that needs to be addressed soon to maintain the values.

Mr. Roy added that the RFP that the CC completed was for updating the management plan only. He asked what the board’s collective interest is. Discussion was held regarding the need for a town forester and doing another RFP for a forester. Mr. Bryer stated that the selectmen handle the management of the program and make sure that the cuts are completed. Board Administrator Linda Smith replied that in recent years the selectmen did handle the management and the contract; however, past practice previous to that was that the forest management plan was handled by the conservation commission. Ms. Smith requested that the vote of the town’s people be reviewed relative to the statute as to how this should be handled either by the legislative body or the commission. She stated that the conservation commission could handle the process of the RFP and she suggested that a committee be created for the final interview process. Mr. Dill offered to be the selectmen’s liaison. He added that he felt that the commission did a great job handling the forest management plan selection and he stated that he would not be opposed to the commission continuing to handle the RFP process as well. Mr. Hampl stated that some issues are time sensitive due to the ice storm damage in the School Lot. Ms. Smith stated that there is a narrow window of time when the season is right. Mr. Roy stated that the commission will begin the RFP process at the May meeting.

Minutes
The 3/10/09 public and 3/17/09 public minutes are postponed.

New Business
2009 Town Property Maintenance/Mowing
Mr. Stack provided copies of the proposed specifications for mowing for 2009. Mr. Stack reviewed the schedule and explained that this process will be based on the number of mowings. He felt that this would be a better process with a total of up to 21 mowings from April through October. Mr. Bryer explained that past practice is that the highway department has been responsible for the clean up. He stated that if the clean up is included in the bid then there will not be enough funds available to get the job completed. Mr. Stack added that Jim Wilson agreed to handle the reports and spot checks.

Mr. Stack suggested that a security be provided for the first year of the contract and be valid until the end of the season through November 1. Mr. Dill noted that this would eliminate some contractors and Mr. Dill stated that this is not a huge mowing contract so he does not feel that a letter of credit is necessary. Mr. Stack stated that if a company could not finish out the contract, another company could come in and charge a premium for beginning the contract mid- stream. Mr. Dill stated that he would prefer to not do this part as this may in fact reduce the bids as some of the smaller companies may not qualify. Mr. Bryer stated that this needs to be done as soon as possible.

Additional discussion is held regarding the wording relative to the insurance portion for the town to be the certificate holder. Mr. Holden would like the wording amended to state that the town is the additional insurer. Mr. Dill explained that this is not necessary and the only claims that the town has had over the past few years was a rock breaking a window. He added that in the long run, there would not be any additional coverage. Mr. Holden disagreed; however, agreed with the mowing schedule as proposed. He added that he would also agree with Mr. Dill relative to the security aspect. Mr. Dill did state that the board does need to makes sure that the company has general liability insurance. Discussion ensued relative to insurance coverage. The board agreed that the specifications will be amended to remove clean up, remove the security aspect, strike auto liability, add workman’s comp. coverage, if applicable or required by state statute, and add that the town as the additional insurer rather than the certificate holder. All bid information will be provided to Mr. Stack with Mr. Wilson as a designee to address reports and spot checks. **Motion** Mr. Dill motioned to approve the specifications for mowing, as amended. Seconded by Mr. Holden. Motion passed unanimously; 3/0.

Communication from Facilities Committee - Ridge Fire Station Renovations
Mr. Stack explained that the facilities committee is asking for an approval for a change of use for $5,000. for renovations, with the labor to be donated. Mr. Bryer stated that at town meeting there was a statement made that no additional costs would be necessary for these renovations. Mr. Holden stated that he does not remember any discussion at the budget committee level for additional funds for renovations. Mr. Dill stated that $5,000. was in the budget for the electrical work, which seems to get postponed. Mr. Holden asked what the electrical work encompassed and if this was for safety issues. Mr. Dill stated that he is unsure.

Mr. Bryer asked if the work has been completed and Mr. Dill replied yes. Mr. Bryer stated that the expenditures request should be provided before the work is done and he asked who authorized the work to begin. He added that this process needs to be adhered to. Mr. Dill stated that there was some sensitivity with time to get the renovations competed as the Town of Epsom was not able to cover any more. Mr. Dill explained he only received a phone call explaining the shift work but nothing on the renovations. Mr. Dill stated that the people that are working the shifts are also doing the labor. **Motion** Mr. Dill motioned to approve the use of $5,000. for electrical work for the facilities warrant article relative to renovations at the Ridge Fire Station necessary for the 24 hour shift work. Seconded by Mr. Holden. Mr. Holden stated that the message needs to get out to the departments to get a more organized approach. Motion passed unanimously; 3/0.

Communication from Fire Chief - New Positions
A memo has been received from the fire chief regarding the state’s requirements for trainings. Mr. Dill stated that the new training requirements should be listed within the next month or so and Chief Ashford did not want to hire anyone under the old requirements and then have the requirements change. Mr. Dill stated that it could be a minimum of two months before the two new full time positions are filled. Mr. Dill added that the memo stated that the renovations work has begun. The board requested that a time frame of hiring these new employees be established.

Communication from Planning Board - Range Road Drainage Concern
Mr. Stack stated that the planning board would like to inform the selectmen that there is a drainage problem on Range Rd. He stated that the road agent has visited the area and feels that the culvert can be lowered, which should solve the problem.

Application for Highway Safety Grant
Mr. Stack requested the board approve the police department applying for the safety grant for enforcement patrols on Rte 4 and Rte 28. This will be in affect all summer; April through September. **Motion** Mr. Bryer motioned to allow the chairman to sign and execute the safety grant application. Seconded by Mr. Holden. Motion passed unanimously; 3/0.

Fire Department Benefit Accruals
Mr. Stack explained that the fire department’s benefit accruals need to be changed to match the changes of the shifts. A chart of current accruals and proposed accruals was provided and reviewed. **Motion** Mr. Dill motioned to approve the new accrual schedule based on 40 hours. Seconded by Mr. Holden. Discussion was held regarding how hours are accrued, monthly or if the hours are based on hours worked. Mr. Dill requested additional information. **Motion** Mr. Dill motioned to table this item pending additional information regarding the accrual schedule. Seconded by Mr. Holden. Mr. Bryer asked about the progress of the new personnel policy. He asked how hours will be accrued and if the board intends to omit personal time as he has never heard of this being offered. Mr. Dill stated that many towns offer personal time. Motion passed unanimously; 3/0.

Acceptance of FEMA Funds
Mr. Stack stated that a portion of FEMA funds from the ice storm have been received and need to be accepted by the Board. He explained that a public hearing is not necessary if the amount is under $5,000. The amount is $4,094.25. **Motion** Mr. Bryer motioned to accept $4,094.25, which are funds received from FEMA from the ice storm. Seconded by Mr. Holden. Mr. Dill stated that these are funds are the state portion only. He added that he does not believe that there has been a final number provided. Mr. Bryer stated that he believes that a public hearing needs to be held for the total amount received. He asked for clarification as to the need for a final public hearing noting the final amount. Motion passed unanimously; 3/0.

Town Administrator’s Report
Stimulus Fund Meeting Update
Mr. Stack stated that he and Mr. Holden attended a meeting regarding the stimulus funds. He added that the bulk of the money is for water issues, sewer projects, and road projects. He stated that the town did not have any road projects lined up with state and town participation. Mr. Stack stated that there is another meeting next week with the USDA and this meeting would be beneficial to attend as it is specific to town facility funds. Discussion ensued regarding possible projects.

Town Administration Orientation
Mr. Stack stated that he has been working on visiting all town buildings and various locations, as well as meeting with all town employees.

Strafford Regional Planning Commission Regional Meeting
Strafford Regional Planning Commission will be meeting with the planning board and highway advisory committee April 29 at 7 p.m. to discuss regional transportation priorities.

Old Turnpike Road Oil Tank
Mr. Stack noted a letter sent out to the owner of the oil tank found during ditching on Old Turnpike Road.

Numbering of Rte. 4/Ginger Snap Lane
Mr. Stack explained that a memo from the building inspector regarding numbering of the Smith property on Rte. 4 has been received. He stated that there has not been a number issued to this property and the owners would like to build a home. He noted that a driveway permit has been received with the access of approximately 50’ wide. Mr. Dill suggested adding an “A” to the address; however, in speaking to the fire captain he stated that the fire department would prefer to not have letters assigned to a unit but the owners could name their driveway. Mr. Dill stated that this would be a private road, with no maintenance responsibilities to the town, and the town would not pay for the road sign. Mr. Stack stated that the owners would like to name their driveway Ginger Snap Lane. Mr. Dill stated that the town does not have any road naming requirements and suggested that the board may want to work on some type of criteria.

Household Hazardous Waste Day
Mr. Stack stated that household hazardous waste day has been scheduled for May 2 at Turn Key in Rochester from 8:30-12:30.

Goal Setting
Mr. Stack asked if the board is interested in setting goals and he provided some ideas for review. Mr. Dill stated that the list is a great idea and he will try to add on to it for further discussion at the next meeting.

Selectmen’s Comments
Mr. Dill noted that School Board Representative Colleen Pingree contacted him notifying him that the Northwood Elementary School made the NH School of Excellence as well as the AYP for “No Child Left Behind”. Mr. Dill congratulated the school with this achievement.

Citizen’s Forum
There were no comments from the public.

Adjournment
8:00 p.m. **Motion** Mr. Bryer motioned to adjourn, seconded by Mr. Holden. The motion passed unanimously; 3/0.

Respectfully submitted,
Lisa Fellows-Weaver
Board Secretary

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