The Town of Northwood, New Hampshire - Board of Selectmen Minutes 05/12/09

Unfinished Business
Adoption of 2009 Board of Selectmen Goals
A discussion was held regarding communications. Mr. Holden requested that the website be improved and updated more frequently and he would also like to see the police activity log posted on the website as the current log is a year old. Mr. Stack stated that he has reviewed the website and has noticed that some items do need to be updated and he added that some departments do not have a page posted. **Motion** Mr. Dill motioned to approve the 2009 Board of Selectmen Goals. Mr. Holden seconded the motion. The motion passed; 3/0.

Approval of Discretionary Preservation Easement: RSA 79-D:II3; Robbins-Monteith Family Trust
Mr. Dill explained that Mr. Stack reviewed current applications and the board has consistently granted 50%. At the last meeting the board granted a 50% credit to Scott Martin and recommended the same for the Robbins-Monteith Trust. Mr. Stack added that he spoke to the assessor who recommended that the terms of the agreements coincide with other tax exemptions; therefore, he changed the effective dates to be from April 1, 2009. **Motion** Mr. Dill motioned to approve the preservation easement for 50% tax credit as discussed at the last meeting for the Robbins-Monteith Family Trust. Mr. Holden seconded the motion. The motion passed; 3/0.

Recreation Summer Camp
Mr. Dill had requested that the recreation commission discuss the summer camp program proposal. Mr. Stack stated that an email was sent out to the commission members by the recreation director explaining the proposed in house program concept. He stated that all commissioners concurred with the proposed program. Mr. Stack stated that the selectmen will need to agree with the proposal and would need to approve the payroll expenses to be paid through the town’s payroll and then reimbursed from the recreation revolving account. Additional discussion was held regarding the self sustaining program and if there would be any impacts to worker’s compensation. Mr. Dill further explained the previous programs and the school’s current after school program.

Mr. Bryer stated that he may have a few comments regarding the program and personnel issues that should be addressed in a non public session. He stated that this is a change as to what was originally proposed. Mr. Dill explained that two years ago the town contracted out for summer camp. He stated that the recreation director position is only a part time position. He noted that there will be a recreation director with the new program. Mr. Bryer preferred to postpone voting until after a non public session and the board agreed to table this item.

Tax Deeded Property - 2008
Mr. Stack stated that at the September 26, 2008 meeting the board was presented with a list of potential tax deeded properties. He explained that by statute the board can review the list and then take a vote as to which parcels the board does not want to take deeds on. He stated that the board has done this on three properties. Mr. Stack stated that there are specific reasons noted in the statutes as to why the town chooses to not accept certain parcels. As the auditors were doing their review they recommended that there should be a stated reason as to why the board did not vote to take specific parcels. Mr. Dill stated that he recalls that there were three parcels that were noted to have environmental concerns. He does not recall the other reasons and suggests that this be tabled to the next meeting to allow for further research to be done.

Fireworks Ordinance
Mr. Stack stated that one public hearing was held and additional revisions need to be done. Mr. Holden stated that he conducted an unofficial survey and received around 19 responses; eleven were not in favor and seven were in favor. He added that comments and concerns were expressed related to the environment and impacts that fireworks have on waterbodies. Various reasons were received and he provided a list of comments he received.

Mr. Dill stated that he too has received many comments. He added that he has spoken to the police chief and being that the town does not have a noise ordinance, creating a noise ordinance may be a better way to address this rather than a fireworks ordinance. This would allow the police department a way to address many issues. He added that the police chief has offered to draft a noise ordinance and will bring it to the next police commission meeting for discussion.

Further discussion ensued regarding the limitations of the ordinance. Mr. Dill stated that he feels a noise ordinance would be a better solution and would be less restrictive than the proposed fireworks ordinance.

Discussion ensued regarding amending the proposed ordinance with time restrictions and some exemptions. The board requested that an additional public hearing be scheduled with proper notice in the local newspaper.

Consent Calendar
Appointment - Nancy M. Gardner, Deputy Town Clerk/Tax Collector
**Motion** Mr. Dill motioned to approve the appointment of Nancy Gardner as the Deputy Town Clerk/Tax Collector for a three year term. Mr. Holden seconded the motion. Mr. Bryer asked if this is necessary since this is an employee. Mr. Stack states that, per statute, the clerk still recommends a candidate as deputy and the selectmen appoint the person. The motion passed; 3/0. The appointment was signed by the board.

Appointment - James Lindquist, Deputy Forest Fire Warden
**Motion** Mr. Dill motioned to approve the appointment of James Lindquist as a Deputy Forest Fire Warden. Mr. Holden seconded the motion. The motion passed; 3/0. The board signed the appointment.

Appointment - Nicholas Bassett, Deputy Forest Fire Warden
**Motion** Mr. Dill motioned to approve the appointment of Nicholas Bassett as a Deputy Forest Fire Warden. Mr. Bryer seconded the motion. The motion passed; 3/0. The appointment was signed by the board.

Notice of Intent to Cut – Chandler, Map 114; Lot 8
**Motion** Mr. Dill motioned to approve the intent to cut for Chandler, Map 114; Lot 8. Mr. Holden seconded the motion. The motion passed; 3/0. The intent to cut was signed by the board.

Notice of Intent to Cut – Bucci, Map 242; Lot 23
**Motion** Mr. Dill motioned to approve the intent to cut for Bucci, Map 242; Lot 23. Mr. Holden seconded the motion. The motion passed; 3/0. The intent to cut was signed by the board.

Tax Warrant - $5,290,522.
**Motion** Mr. Dill motioned to execute the tax warrant for period one in the amount of $5,290,522. Mr. Bryer seconded the motion. Mr. Bryer asked when the tax bills were to be mailed out. Mr. Stack replied that they will be mailed out around June 8 and will be due back around July 8. The motion passed; 3/0. The tax warrant was signed by the board.

Vendor Manifest #16 - $38,929.73
**Motion** Mr. Dill motioned to approve the vendor manifest, in the amount of $38,929.73. Mr. Bryer seconded the motion. Mr. Holden asked about the process of purchase orders (PO’s). Mr. Bryer explained that purchase orders are to be signed prior to the expenditure. He added that PO’s up to $500. can be approved by department heads, up to $2,499. can be approved by the town administrator and anything over the $2,500. requires approval of the selectmen. Mr. Bryer stated that this is a policy, which the board can revise. He added that much of his frustration is when the work has been completed prior to the submission of a purchase order and then the board is in an awkward position. Mr. Holden stated that he recalls several PO’s without signatures and he feels that the policy should be adhered to. The motion passed; 3/0. The manifest was signed by the board.

The consent calendar was signed by the board.

New Business
Minutes
The minutes were postponed to later in the meeting.

Communication from Highway Advisory Committee - Intersection of Rte 4 and Tasker Shore Drive
Mr. Bailey stated that Tasker Shore Drive is a private road; however, it is also the access to the post office. He explained that complaints have been made regarding large pot holes at the entrance into Shore Dr. Mr. Bryer asked if maintaining that area of the road is the responsibility of the U.S. Postal Service (USPS). Mr. Dill replied that is why the issue is now before the selectmen. Mr. Bailey stated that the USPS has stated that because it is a private road they cannot do any repairs.

Mr. Bryer mentioned that there is a leased agreement with the USPS and the property owners. Mr. Bailey stated that the complaints have come to the highway advisory committee and it is not under the jurisdiction of the highway advisory committee since it is a private road. Mr. Holden stated that this is a federal facility that everyone uses. Mr. Dill suggested a letter be sent to the Northwood Postmaster noting the concerns. Mr. Bryer stated that he feels that since it is a federal facility it is not the responsibility of the town. Mr. Holden agreed and asked how much it would cost to do the repairs. Mr. Dill replied approximately $300.-$400. and stated that he would like to see the response from the postmaster before making any further decisions. **Motion** Mr. Dill motioned to send a letter to the Northwood Post Office requesting repairs be done on Tasker Shore Drive. Mr. Bryer seconded the motion. The motion passed; 2/1. Mr. Holden was opposed as he felt that sending the letter would not produce the desired results.

Human Services Basic Needs Policy
Mr. Dill stated that he did not find any changes from the original document. Mr. Stack stated that the policy was last approved in May 2007 and needs to be approved by the current board. **Motion** Mr. Dill motioned to approve the proposed Human Services Basic Needs Policy. Mr. Holden seconded the motion and the motion passed; 3/0. The policy was signed by the board.

Tax Refund
Mr. Stack explained that a memo has been received from the tax collector requesting the board waive interest and penalties due to an error made, which resulted in fees totaling $242.76. **Motion** Mr. Dill motioned to waive the interest and penalties incurred, in the amount of $242.76 as recommended by the tax collector. Mr. Holden seconded the motion. The motion passed; 3/0.

Creation of Northwood Economic Development Committee
Mr. Stack provided an outline of potential objectives and purposes for a new economic development committee. He stated that the committee would consist of 9 members. He added that there is some funding available for economic development.

A discussion was held regarding the process of creating the committee and communication to the public. Mr. Dill suggested that advertisements go out tomorrow with letters of interest to be received within two weeks. The item can be discussed at the next selectmen’s meeting with the committee’s start up date to be June. The board agreed to begin advertising for members immediately.

Proposal for Soils Mapping
Mr. Stack stated that Don Rhodes of Norway Plains contacted him regarding continuing work on phase 2 of the ball fields. He explained that they have determined that they need to do additional soils mapping, in addition to the current contract. Mr. Rhodes will be utilizing the services of Dave Allain for the work. Funds will be invoiced through the ball fields warrant article and the current contract or as an additional contract, which will not exceed $1,500. The board agreed to pursue the additional work for the ball fields.

Facilities Committee - Ridge Fire Station Electrical Work
Mr. Stack stated that this is the $5,000. balance that had been put towards the bunk room renovations. He stated that there are funds remaining and the committee is looking to additional renovations in the kitchen area and some electrical work.

Mr. Bailey stated that for the past few years the facilities committee has added money into the trust fund for electrical upgrades and the funds have been needed elsewhere. This year the electrician made an emergency call to the fire station and while there made a strong recommendation that the work be completed. In addition, Mr. Bailey stated that the chief has also requested that any remaining funds be used for renovations in the kitchen such as paining and the floor. He stated that all of this work could be completed within the $5,000. **Motion** Mr. Dill motioned to approve renovations as necessary at the Ridge Fire Station, amount not to exceed $5,000. Mr. Bryer seconded the motion. The motion passed; 3/0.

Facilities Committee - Chesley Library Well Pump and Salt System
Mr. Stack stated that the facilities committee has recommended a new well pump and wiring for the library and that these items be put out to bid. He stated that the library trustees will not be pursuing a new salt system this year. Mr. Bailey stated that these projects were in the facilities committee trust fund for this year. Mr. Dill stated that the well pump has been a problem and feels that the wiring should be addressed at the same time. He noted that the library has not had the salt system for awhile now and has been purchasing bottled water. Mr. Holden asked if it would be beneficial to replace the salt system now and stop purchasing water. Mr. Bailey replied that there have been many problems and to replace this system is approximately $5,000. with $2,500. a year for maintenance. He added that the guarantee was not more than one year. Mr. Bailey stated that there is a kitchen; however, it is not used as such and the water is used mainly for flushing toilets. He stated that the bottled water is mainly for the employees to drink. Mr. Dill authorized the town administrator to proceed with the bid process. All board members agreed.

Facilities Committee - Bryant Library Chimney Project
Mr. Stack stated that the facilities committee has recommended that the chimney at the Bryant Library be repointed and the work be placed out to bid, with the advertisement noting that proof of insurance is a qualification. Mr. Dill authorized the town administrator to proceed with the bid process. All board members agreed.

Facilities Committee - Northwood Lake Beach
Mr. Stack stated that the facilities committee has recommended that a building be removed as well as the existing fencing along the beach area. Mr. Bailey explained that the wall at the community hall was done last year by Dan Scroth of Pittsfield who has offered to construct the wall at the beach at no cost; however, the stone must be provided by the town. Mr. Bailey stated that there are some ongoing projects in town where the stone could come from. Mr. Bailey stated that the fence is unsightly and is not necessary. He stated that a stone wall would be aesthetically pleasing and keep the automobiles off of the beach. Mr. Dill stated that a sign would need to be added noting the stone wall services. Mr. Bailey stated that the only cost would be the hauling of the rocks. He added that the building and fence could be removed at the same time. Mr. Holden stated that the area is unsightly and this would be a great improvement.

Mr. Stack stated that air cleaners will not be purchased for town hall this year; therefore freeing up $7,500. from the facilities committee budget. The committee has suggested that some of these funds be used for these two beach projects. Mr. Dill stated that highway crew will not be able to demolish the building due to time involved with clean up from the ice storm.

Mr. Holden states that a few years ago money was spent to purchase a building for storage for lifeguard equipment. Mr. Bailey stated that the new wooden building is used for equipment storage and the building to be torn down is the old cement restrooms building. Repairs would be more costly than to tear it down and then replace with another building similar to what exists. Mr. Dill would like to see this project be put out to be bid as soon as possible. Mr. Dill authorized the town administrator to proceed with the bid process. All board members were in agreement.

Woodman Park Committee
Mr. Bryer stated that he believes the last meeting is scheduled for tomorrow night and he will be at the recreation meeting. Mr. Dill agreed to cover for Mr. Bryer. Mr. Dill explained that the Woodman Park project is now under the prevue of the facilities committee.

Edgerly Chapel
Mr. Stack stated that the Ladies Aid Society had informed the board that they were interested in passing the chapel building on to the town. He added that he believes that there may be another group in town who has some interest in utilizing the building as well. Mr. Bryer asked if there would be costs implicated if the town were to take over another building. Mr. Dill states that Dave Hickey, Code Enforcement Officer/Building Inspector has attempted to view the inside of the building with no avail so the inspection has not been completed. Mr. Dill stated that he believes that the town does have some use for the building; however, would like to see what the report is regarding the condition of the building. He noted that the building could be used as an extension of the library.

Mr. Bailey stated that the church owns the building and the churches Ladies Aid Society has been running it. There has been a lot of work done to the building and there are many uses for the building. He explained that the church is failing and he would hate to see the building go into disrepair. He added that the library had expressed an interest in the building a few years ago. Mr. Dill stated he would like to see a report from Mr. Hickey and suggested a walk through possibly.

Compact Container
Mr. Stack stated that Steve Preston obtained quotes for a new container as well as estimates to repair the damaged 20 year old container. The two quotes received were $6,625. and $6,450. Fund will come out of the transfer station expendable trust fund. **Motion** Mr. Dill motioned to approve the purchase of a new container in the amount of $6,450. to come out of the transfer station expendable trust fund. Mr. Bryer seconded the motion. The motion passed; 3/0.

Communication from Recreation Commission and Department
Mr. Stack stated that he has received a request from the recreation commission and department looking for a name for the new ball fields on Rte. 4. Mr. Dill stated that there are no rules or regulations posted for the ball fields and in speaking with the recreation director, this has not occurred as there is no name designated for the fields. Mr. Dill stated that if an encompassing named is designated, a field or project could still be dedicated to someone specific. He added that this will be an ongoing project for years. Mr. Holden suggested soliciting ideas from the citizens. Mr. Dill suggested that there be something put into the paper.

Northwood Beach Regulations for Summer 2009
**Motion** Mr. Dill motioned to approve the Northwood Beach Regulations for the summer of 2009, as written. Mr. Holden seconded the motion. The motion passed; 3/0.

Health Insurance
Additional information as part of the Primex packet is provided to the board for review. Mr. Stack explained that the town has the option to extend coverage for children and agreed to do this last year. Mr. Dill stated that he did not think that the town did expand coverage as a part. Mr. Stack explained that there are no additional expenses to expand the coverage and reviewed the qualifications. Mr. Bryer stated that he would be in favor of supporting the expansion for students in college. **Motion** Mr. Dill motioned to expand the health insurance coverage to include children as long as they are in college. Mr. Holden seconded the motion. The motion passed; 3/0.

Junkyard Dealer’s License
Mr. Stack stated that the permit has been approved for a junk yard for Snedeker; however, the fees have not been paid. Mr. Bryer suggested adding language to the permit stating the automatic revocation will occur if fees are not provided. Further discussion was held and Mr. Dill suggested that a letter be sent requesting the fees or the permit will be revoked. The board agreed for the time frame to be 15 days so that the board could address it again at the next meeting.

Copier Lease
Mr. Stack explained that the current copier lease is a five year lease and this is the end of year three at $387. per month. He and Pete Jones have looked into other options. He has a quote from the same company for a new machine that has fax capabilities and other options, be more efficient to run, and the cost is $358. per month. He added that this will also eliminate some equipment in the office. The new contract will be for five years. Mr. Holden noted that there maybe additional fees if the number of copies per month is exceeded. **Motion** Mr. Dill motioned to approve the new copier. Mr. Holden seconded the motion. Additional discussion was held regarding other options available through the copies. Mr. Stack stated that leasing new equipment for the current copier would be more expensive and the lease agreement would be finished out. The proposal adds a fax option and would be a newer model for less money per month. Mr. Stack stated that he hopes that the new copier’s features will eliminate some copies. Discussion ensued regarding the total number of copies the town has used per year and cost of the copies. Mr. Stack will get additional information for the board and more defined numbers for monthly copies. No vote was taken.

Town Administrator’s Report
Harvey Lake Women’s Club
Mr. Stack stated that in March the board met with the Harvey Lake Women’s Club regarding their public awareness project relative to domestic violence. They proposed to use the Northwood Park and Ride and display a clothes line from a few of the Maple trees displaying purple T-shirts. Final dates have been set for May 22 and May 23.

Army Corp of Engineers Permit – Bennett’s Bridge
Approval has been received from the Army Corp of Engineers for the Bennett’s Bridge work. He added that the permit has also been received. Mr. Stack explained that the FEMA deadline was extended to Nov. 2010 and can be extended again with a written request and explanation. Discussion ensued regarding the bid process to be done by mid July. Mr. Stack asked if Underwood Engineering will be overseeing the job. Costs will be obtained for the engineer to oversee some of the work on a part time basis.

Town Property Mowing
Mr. Stack stated that the mowing will begin tonight and tomorrow.

Town Organization Chart
Mr. Stack provided a draft organization chart to the board for their review. He stated that the draft is based on the current job descriptions.

Selectmen’s Comments
Mr. Holden stated that over the past few months there have been significant problems with break ins in town. Arrests have been made; however, he expressed concern as he had sent an email to the police chief noting comments he received from residents and he did not receive a response in return and is disappointed. He added that this is a real serious problem, residents were fearful, and do not feel that the problem has been resolved. Mr. Dill recommended that Mr. Holden meet with the police commission. Mr. Bryer stated that he feels that a letter should be sent or suggested a joint meeting with the chief and commissioners. Mr. Dill agreed.

Mr. Dill stated that the selectmen also need to meet with the police commission regarding the animal control officer (ACO). Mr. Dill stated that the police chief has been working with the Town of Pittsfield to share an ACO and so far this look likes a great opportunity. He added that the selectmen will also need to meet with Pittsfield as well. Mr. Stack stated that he has been invited to meet with the police commission next weak so he will relay these items.

Citizen’s Forum
Kathy Bailey, reporter from Union Leader, requested additional information regarding the economic development committee. Mr. Stack provided an overview of the purposes and explained that the goal is to get non residential uses into town to help lower the tax rate. He suggested a directory of the local businesses be created and see what is working in town, how to promote the town, attract new businesses, and help the existing businesses succeed. Mr. Dill stated that years ago Northwood did have an economic development committee.

Further discussion ensued regarding the Chamber of Commerce as it goes hand in hand with economic development. Mr. Bryer stated that the town’s businesses need to be involved. Mr. Stack stated that the intent is to have some business owners on the committee along with some residents. Other discussion ensued regarding connecting with neighboring towns.

Ms. Bailey asks why the economic development committee is being created now and if it is related to the recession. Mr. Holden replied that the economy and recession have motivated the board to take a more aggressive approach. He added that this has been discussed at various board levels for the past few years. Mr. Holden stated that the purpose is to get the town together to capitalize on contacts, knowledge, and abilities.

Mr. Dill stated that the budget committee noted that there has been funds budgeted for this committee and nothing has been done with this. He added that the new town administrator has experience with economic development. Mr. Dill stated that this will be noticed on the website and will be advertised in papers.

With no additional comments from the public, the public comment is closed.

Non-Public Session
8:40 p.m. **Motion** Mr. Dill made a motion, seconded by Mr. Holden, to go into a non-public session under RSA 91-A:3II(c).
Roll Call Vote:
Selectman Bryer – yes
Selectman Dill – yes
Selectman Holden – yes
Motion passed unanimously; 3/0.

**Motion** Mr. Bryer made a motion, seconded by Mr. Holden, to come out of non-public session at 9:00 p.m. Motion passed unanimously; 3/0.

**Motion** Mr. Bryer made a motion, seconded by Mr. Holden, to seal the minutes of the non-public session. Motion passed unanimously; 3/0.

**Motion** Mr. Bryer made a motion, seconded by Mr. Holden, to hire the summer program recreation director, as recommended by the recreation director. Motion passed unanimously; 3/0.

**Motion** Mr. Bryer made a motion, seconded by Mr. Holden, to hire two call fire fighter, as recommended by the fire chief, pending background checks and completion of the application. Motion passed unanimously; 3/0.

**Motion** Mr. Bryer made a motion, seconded by Mr. Holden, to hire the summer lifeguards, as recommended by the recreation director, as well to increase the salaries by 2% similar to other employees. Motion passed unanimously; 3/0.

**Motion** Mr. Dill made a motion, seconded by Mr. Bryer, to offer the town administrator life insurance coverage without waiting for the three month probation, as per the original negotiations when hired, due to the fact that Mr. Stack is a contracted employee and not hourly. Motion passed unanimously; 3/0.

**Motion** Mr. Dill made a motion, seconded by Mr. Bryer, to begin the summer camp program, as explained by the recreation director. Motion passed unanimously; 3/0. Mr. Dill stated that the recreation director post the positions for summer counselors.

Adjournment
9:10 p.m. **Motion** Mr. Dill motioned to adjourn, seconded by Mr. Bryer. The motion passed unanimously; 3/0.

Respectfully submitted,
Lisa Fellows-Weaver
Board Secretary

[ Back ]

top of page