The Town of Northwood, New Hampshire - Board of Selectmen Minutes 04/28/09

Consent Calendar
MS-2 Form
Mr. Stack presented the board with the MS-2 Form noting the appropriations that were voted on at town meeting. **Motion** Mr. Dill motioned to approve the MS-2 Report as presented. Mr. Holden seconded the motion. The motion passed; 2/0.

Gravel Tax Levy for Tax Year 4/1/08-3/31/09
Mr. Stack presented the board with a gravel tax levy for April 2008 through March 31, 2009. **Motion** Mr. Dill motioned to approve the gravel tax levy, as submitted. Mr. Holden seconded the motion. The motion passed; 2/0.

Notice of Intent to Excavate, Docko. Map 217; Lot 35
**Motion** Mr. Dill motioned to approve the intent to excavate for Docko. Mr. Holden seconded the motion. Mr. Holden stated that the planning board is currently in the process of developing an excavation permit and he asked how this intent to excavate form ties in with that. Mr. Stack stated that the planner is working on the process and this would be similar to a site plan, based on the excavation use. Mr. Dill stated that this is a state form required to notify the state that there is an intent to excavate. Mr. Dill added that this is also used to track how much is coming out of the site and for tax purposes. He requested that Mr. Holden, as the planning board rep, keep the selectmen informed as to how the process is going. Mr. Dill stated that since there is not a local process, once this process is adopted it will be a major change. Mr. Holden stated that there were no comments at the public hearing. Mr. Dill stated that it is his understanding that the planning board’s permit process will be for new gravel pits only. Mr. Holden replied that is his understanding too; however, it should be discussed further. The motion passed; 2/0.

Notice of Intent to Cut Wood or Timber, Woods. Map 230; Lot 17
**Motion** Mr. Dill motioned to approve the intent to cut for wood or timber for Woods. Mr. Holden seconded the motion. The motion passed; 2/0.

Primex Renewal Contracts
Mr. Stack stated that this is the renewal for Primex for year two of the health contract that the town had agreed to for reduced rates; this is the last year of the contract. Mr. Dill stated that the rate is 1% less than what was anticipated. **Motion** Mr. Dill motioned to accept the Primex renewal of the contract and allow him to sign the contract as chair, July 1, 2009 through June 30, 2010. Mr. Holden seconded the motion. The motion passed; 2/0. The contract was signed by the chair.

Purchase Order for Capital Area Compact Fees
Mr. Stack explained that he believes that the board previously approved this PO; however, the paperwork is at the fire station and the finance administrator has requested that the board approve the PO again, in the amount of $34,401. **Motion** Mr. Dill motioned to approve the purchase order for Capital Area Compact Fees in the amount of $34,401. Mr. Holden seconded the motion. The motion passed; 2/0. The purchase order was signed by the board.

Purchase Order for Turmel Tree Services
Mr. Stack stated that this PO is for clean up from the ice storm. **Motion** Mr. Dill motioned to approve the purchase order for Turmel Tree Service in the amount of $6,000. Mr. Holden seconded the motion. Mr. Dill stated that this invoice will be submitted to FEMA. He added that work has begun. Mr. Stack added that the highway department is working on the cleanup in the cemeteries and this work will also be billed to FEMA. Discussion ensued regarding the amount on the PO and if there will be additional purchase orders for the services. Mr. Holden stated that the purchase order should be provided before the work is performed. The motion passed; 2/0. The purchase order was signed by the board.

Vendor Manifest #15 - $462,225.23
**Motion** Mr. Dill motioned to approve the vendor manifest, in the amount of $462,225.23. Mr. Holden seconded the motion. Mr. Dill stated that there is a school payment included. The motion passed; 2/0. The manifest was signed by the board.

The consent calendar was signed by the board.

Public Hearings
6:15 p.m. Application for Discretionary Barn Preservation Easement:- RSA 79-D:II3 Robbins-Monteith Family Trust, 734 First NH Turnpike
Mr. Dill read the public hearing notice for barn preservation into the record and opened the public hearing. Gayle Robbins-Monteith, trustee of the Robbins-Monteith, was present and provided information to the board regarding the purpose of the barn. She stated that the barn will be used for general home purposes.

Mr. Dill asked what percentage Ms. Robbins-Monteith is requesting and she replied that the barn is not a very large square footage. Mr. Dill stated that Mr. Stack reviewed some current applications and the board has consistently granted 50%. Mr. Stack stated that there are three barns that have been approved at 50%; Strafford Rd., First NH Turnpike, and Ridge Road. There is still one pending on Green St. Ms. Robbins-Monteith stated that she would like to have more than 50% and noted that this property is visible on Rte 4 and is residential. She explained that over the course of 5 years, the barn is now 100% completely repaired and upgraded. Mr. Dill stated that there are others with similarities. He added that he has reviewed the application and feels that it is complete. **Motion** Mr. Dill motioned to grant Ms. Robbins-Monteith a 50% tax abatement per RSA 79-D:II3, Discretionary Barn Preservation Easement, in accordance with past percentages. Mr. Holden seconded the motion. With no additional discussion, the public hearing was closed. The motion passed; 2/0. The easement was signed by the board.

Unfinished Business
Application for Discretionary Preservation Easement - RSA 79-D:II3 Martin, Green Street
Mr. Stack explained that this easement was tabled pending additional information as to what the past practice has been relative to the amount of the percentage granted. He stated that he determined the percentage has been consistently approved at 50%. Mr. Stack stated that Mr. Martin had requested 75%. **Motion** Mr. Dill motioned to grant Mr. Martin a 50% tax abatement per RSA 79-D:II3, Discretionary Barn Preservation Easement, in accordance with past percentages. Mr. Holden seconded the motion. The motion passed; 2/0.

Fire Personnel - Leave Accruals
Mr. Stack stated that this item was table due to a request for additional information as to the method of how accruals were calculated. He explained that current employee’s accruals are based on a regular 40 hour work week. The fire department’s work week is now 48 hours. The new chart has adjustments for the fire department only. He stated that there is no additional time earned, the chart just grants a full day to be a 12 hour shift rather than an 8 hour shift. **Motion** Mr. Dill motioned to approve the proposed chart for fire personnel leave accruals, as submitted. Mr. Holden seconded the motion. The motion passed; 2/0.

Woodman Park - Lucas Pond
Mr. Stack stated that he has been doing some research as to Woodman Park. He explained that the selectmen held a meeting with various committees and formed a study committee to review the area and determine what needs to be done. He stated that the conservation commission hired an engineering firm to look at the area and draft a plan of repairs for the area, which has been completed and paid for. Mr. Dill stated that a few different levels of plans were done for Lucas Pond.

Mr. Stack stated that the study committee came up with a temporary solution, which was to request funds at town meeting to do some immediate repairs to the entrance area and to address the drainage issues. Mr. Dill stated that at town meeting these funds were allocated to the facilities committee budget rather than a separate budget. He added that he recalls the amount was $7,500. Mr. Stack stated that he has done a site walk of the area and he is now trying to determine what the next step is. Mr. Dill stated that the plan has been developed, funds have been approved at town meeting, and the project will now be turned over to the facilities committee. He added that it was also intended to utilize town equipment and the highway crew to keep costs at a minimum. Mr. Stack stated that some local contractors will review the Lucas Pond area and provide comments as to how to fix the area.

Mr. Stack stated that he believes that the area will now be treated as a recreational facility. Mr. Dill agreed and even though there is no life guard at Lucas Pond, recreation is in charge of all town beaches. Mr. Holden agreed. Mr. Stack stated that the recreation commission budgeted for a portable toilet to be placed at Lucas Pond for the season.

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

April 14, 2009
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**Motion** Mr. Dill motioned to approve the minutes of April 14, 2009, as amended. Mr. Holden seconded the motion. The motion passed; 2/0.

2009 Board of Selectmen Goals
Mr. Dill stated that he reviewed and agreed with the list of goals created by Mr. Stack. He added that a goal he would add would be to review previous tax agreements and this is already being addressed. He stated that the personnel policy should be completed this year and the wage scale should be updated for next year. Mr. Stack stated that he has reviewed the current wage plan and feels that employees have been placed accurately. He added that the board could pick a variety of towns for comparison and then create a spreadsheet for all of Northwood’s positions. He stated that this could be completed in house. Mr. Dill stated that he would not want to go beyond the three year schedule for the wage plan. Mr. Holden asked if there is an organizational chart of staff and Mr. Stack replied no, he is working on creating one.

Award of Town Property Mowing Contract
Mr. Dill stated that the bids came in to Mr. Stack who provided a list of the bids as follows:
Glen Yorke Property Maintenance - $8,075., The Lawn Guys - $8,173.80, D&V Landscaping - $8,340.,
Dennis Volpe - $8,455., Jungle Jim’s - $9,638., Buildwise Innovations, LLC - $11,957.,
CF Property Maintenance - $13,110., and Bricks & Sticks - $19,785.

Mr. Stack stated that Glen Yorke was the low bidder. Mr. Yorke provided an equipment list, which has been given to the board. Mr. Stack stated that three references were provided and he was able to contact two, who provided good reports. Mr. Dill stated that he believes that the town has previously used this company. Mr. Stack stated that this company would also be willing to work for the town outside of the contract, if necessary. Mr. Dill asked how the clean up is going. Mr. Stack replied that the clean is coming along and he will check with the highway guys. **Motion** Mr. Dill motioned to approve the bid for mowing received from Glen York Property Maintenance, in the amount of $8,075., with the provision that the certificate of insurance complies with the town’s requirements. Mr. Holden seconded the motion. Mr. Holden asked how long the company has been in business. Mr. Dill recalled 4-5 years. The motion passed; 2/0. The contract is signed by the board.

Request of Transfer Station Supervisor - Removal of Compost Pile
Mr. Stack explained a request received from the transfer station to have D.L. Docko remove the compost pile from the transfer station. He stated that this is the pile of leaves that Northwood does not have equipment to maintain. He added that this is taking up space and D.L. Docko has expressed an interest in taking the pile for the town. Mr. Holden agreed and requested that there be an insurance certificate on file. Mr. Dill replied that he believes there is a certificate on file and added that if there is not then it needs to be updated.

Communication from Recreation Director - Summer Camp
Mr. Stack stated that a memo has been received from the recreation director stating that the department has determined that the summer camp program will be a self sustaining, in house, program, which will be run by the recreation department. He added that the program will be for 6 weeks, 5 days per week. The program will begin July 6 and go through until August 15. Mr. Dill stated that he likes the idea and is pleased that the director has found a way to make this a sustainable program; however, he believes that this proposal has not yet been discussed by the recreation commission. He would prefer to table voting on this until the recreation commission has met and discussed this. Mr. Holden agreed. Mr. Stack stated that another issue to address is a request to hire a camp director and counselors. This item was tabled until the next meeting as well.

Tax Deeds
Mr. Stack stated that he has received a certified check in the amount of $25,043.70, which is the total amount due for three tax deeded properties for Griggs/Deveau. Mr. Stack stated that this includes an administration fee of $150. for each property to cover deed and registration costs. **Motion** Mr. Dill motioned to sign on the three property deeds. Mr. Holden seconded the motion. The motion passed; 2/0. Mr. Stack suggested that another round of certified letters be sent to other tax deeded properties. He noted that there are three outstanding agreements that the town has with tax payers. He suggested evaluating and setting time limits for tax agreements. He added that an inventory should also be updated as well to see if the board has property that they may be interested in selling via auction or conservation.

Town Administrator’s Report
General Assistance Schedule
Mr. Stack stated that the human service director noted that another signature from the board is required to enact the schedule.

Metal Fabrication/Manufacturing
Mr. Stack stated that communications have been received from John Ovadeck regarding his property at 1064 First NH Turnpike. Mr. Stack stated that there is a small portion of frontage and the town also owns frontage. Mr. Ovadeck has requested that the town considering selling or swapping some land. Mr. Dill noted that this is the area near the police station and should be looked into.; however, added that this area is wet.

Stimulus Fund Meeting Update
Mr. Stack stated that he attended a USDA meeting with Congressperson Carol Shea Porter as well as many towns. He added that the town is eligible for low interest loan funds. Mr. Stack stated that they do work with regional economic development groups.

Bennett’s Bridge
Mr. Holden asked if the Bennett’s Bridge project is ready to begin. Mr. Stack stated that the wetland permit has been received. Discussion ensued regarding funds being returned to the town, which Mr. Dill stated is 12%. Mr. Stack stated that many other towns are in the same predicament regarding funds; it is all timing with projects in the queue. Mr. Stack stated that the Local Government website has a page regarding updates. Mr. Dill explained the emergency lane at Bennett’s Bridge, which will still be a class VI road. D.L. Docko will be working on that and then the causeway bids can be done. He explained that larger culverts will be added and the drains will be opened in the bridge.

Traffic/Transportation
Mr. Dill added that the highway committee and planning board are meeting with Strafford Regional Planning Commission on Wednesday and will discuss funds for traffic and corridor studies for Rte. 4 and other major roads. The approval date is 4/17/09 and expires in 2014.

FEMA
Mr. Stack explained that he has reviewed the files relative to FEMA. He stated that there are three worksheets that have been competed for FEMA estimating work to be done. So far there has been only one worksheet paid for. Mr. Holden stated that he is looking for a summary of work of the $67,000 from December. Mr. Dill stated that overtime for fire and highway departments was covered from the budget. Further discussion ensued and Mr. Stack will provide further breakdowns of information.

Local Government Center
Mr. Stack stated that the newest edition of “Knowing the Territory” from LGC is available and a copy should be provided at the upcoming local officials workshop.

Selectmen’s Comments
Mr. Holden stated that he attended The Selectmen’s Institute last Saturday and found the seminar very helpful. The next class will be next month with two additional in the fall.

Mr. Holden stated that he attended the monthly planning board meeting that adjourned at 12:45 a.m.

Mr. Holden stated that his area has had a series of break-ins and suggested that a notice be sent out to town residence. Mr. Dill stated that there has also been a series of vehicle break-ins as well in Nottingham. Mr. Stack stated that he will contact the chief of police. Mr. Holden stated that it is critical to notify the residence to protect their properties. He suggested a notice in the Union Leader and the Suncook Valley Sun.

Mr. Holden stated that he has received a salary check and asked if any information has been received relative to him returning his stipends checks. Mr. Stack explained that he has checked into this issue and the result is that the town does not need to issue the salary to him and with elected officials the same provisions of employees does not apply. Mr. Holden stated that he would return the check.

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

Non-Public Session
7:20 p.m. **Motion** Mr. Dill made a motion, seconded by Mr. Holden, to go into a non-public session under RSA 91-A:3II(e).
Roll Call Vote:
Selectman Dill – yes
Selectman Holden – yes
Motion passed unanimously; 2/0.
**Motion** Mr. Dill made a motion, seconded by Mr. Holden, to come out of non-public session at 7:30 p.m. Motion passed unanimously; 2/0.

**Motion** Mr. Dill made a motion, seconded by Mr. Holden, to seal the minutes of the non-public session. Motion passed unanimously; 2/0.

Adjournment
7:30 p.m. **Motion** Mr. Dill motioned to adjourn, seconded by Mr. Holden. The motion passed unanimously; 2/0.

Respectfully submitted,

Lisa Fellows-Weaver
Board Secretary

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