The Town of Northwood, New Hampshire - Board of Selectmen Minutes 05/26/09

Roll Call
Chairman Alden Dill, Selectman Robert Holden, and Town Administrator David Stack.
Selectman Scott Bryer arrived at 6:20 p.m.

Citizen’s Forum
With no citizen’s comments, Mr. Dill closed the public portion.

Public Hearings
Fireworks Ordinance
Mr. Dill stated that a question has been raised if the public hearing was advertised and he added that Rte 4 has been closed down due to an accident. Due to these factors, he stated that public comments will be taken tonight; however, the public hearing will be continued to the next meeting, June 9. There being no public comment, **Motion** Mr. Holden motioned to continue the public hearing to June 9, 2009. Mr. Dill seconded the motion. The motion passed; 2/0.

Acceptance of FEMA Grant Funds - RSA 31:95-b
Mr. Dill read the public hearing notice in the record and opened the public hearing to accept FEMA grant funds in the amount of $14,132.33; $6,378.75; $1,896. Mr. Jacobsmeyer, representing the Village of Northwood Ridge Water District, asked if it is possible that some of these funds could be a portion of the water district’s claim. Mr. Stack stated that the funds are associated with debris clean up on the roads. Worksheets were reviewed. Mr. Jacobsmeyer states that the claim from the water district was related to fuel charges. Mr. Dill noted that the three worksheets reflect the work for the town; however, it can be checked into to make sure it was submitted. He added that this is just for the work submitted on the sheets, the road clean up. Mr. Stack added that the amount the town filed totaled $35,335.11, in which the town will receive 75% from FEMA, a final total of $26,501.33. Mr. Dill added that the state also will reimburse the town 12½%. Mr. Dill asked if anything was submitted from the cemeteries as well. Mr. Stack replied that cemeteries have noted work on worksheets 3 an 4.

Further discussion was held regarding the budgeting process and accounting for the FEMA funds. Mr. Stack stated that the finance administrator has allocated all of the funds to one area only.

With no further comments, Mr. Dill closed the public portion and **Motion** Mr. Dill motioned to accept the funds from FEMA. Mr. Holden seconded the motion. The motion passed; 2/0.

Appointments
Recycling Committee
Jim Vaillancourt met with the board regarding some questions that the recycling committee has. He explained that the committee is looking for some guidance as to what the selectmen would like from the recycling committee.

Mr. Vaillancourt asked if the committee is limited to the current five members. He stated that there is an interest of a previous member, Ken Curly, who has great knowledge and a passion for the jobs that the committee is doing. Mr. Dill suggested 7 members or 5 with an alternate and he agreed that Mr. Curley would be an asset to the committee. Mr. Holden agreed and added that communication should be through the selectmen’s representative.

Mr. Bryer arrived at 6:20 p.m.

Mr. Vaillancourt stated that the committee has a desire to be proactive and start a newsletter to educate the public. A draft was provided for review and he explained that the newsletter would be distributed at the transfer station. Mr. Vaillancourt asked if approval is needed prior to be distribution. Mr. Dill replied no as long as there were no changes being made. Mr. Holden stated that he would like to review the newsletter. Mr. Bryer suggested that the town administrator review the newsletter. Mr. Stack suggested he be added to the website. Mr. Holden asked about costs of printing. Mr. Vaillancourt asked if the town’s copier can copy 11x17 sheets of paper. He added that in trying to practice good recycling habits, they are unable to find 100% recycled 11x17 sheets of paper so they are not fully ready to begin the newsletter.

Mr. Vaillancourt provided a brochure that is currently being distributed at the transfer station. He stated that the brochure needs to be updated. Mr. Vaillancourt explained the distribution of the new brochures would be done at the time a sticker is obtained, at the farmer’s market, and displayed at the transfer station. Mr. Holden stated that the updated version should be amended on the town’s website too.

Mr. Vaillancourt further explained that the recycling committee has talked of having a special day to trade items at the transfer station designated for lawn/work tools and in the fall schedule another day for kitchen items. Mr. Dill asked if the committee is planning this so not to be done by the employees. Discussion ensued regarding the purpose of the swap shop. Mr. Vaillancourt explained that the swap shop is a hit or miss and this date would be for a specific purpose of designated items. He added that committee members and volunteers would be there during the day to oversee the swapping of items. This would be out of the way of the transfer station. The board agreed with the general concept.

Additional discussion was held regarding the liaison role of the selectman’s representative. Mr. Vaillancourt asked what the duties are of the liaison. Mr. Vaillancourt stated that the meetings are held the first Monday from 7-8:30 p.m. Mr. Dill explained that the liaison tries to attend the meetings and if not then would try to get another selectman to cover. Mr. Vaillancourt stated that the committee is also working on changing administrative items and keeping better records for the transfer station.

Unfinished Business
Acceptance of Minutes
March 10, 2009; March 17, 2009; and March 24, 2009:
**Motion** Mr. Bryer motioned to approve the minutes of March 10, 2009, March 17, 2009, and March 24, 2009, as written. Mr. Dill seconded the motion. The motion passed; 2/0/1. Mr. Holden abstained.

April 28, 2009 - Non-Public
**Motion** Mr. Dill motioned to approve the non-public minutes of April 28, 2009, as written. Mr. Holden seconded the motion. The motion passed; 2/0/1. Mr. Bryer abstained.

Northwood Economic Development Committee
Mr. Stack stated that the information has been posted on the town’s website and The Forum, and a few articles have been advertised in local papers. He stated that he has received an email from Pete Jones, Chairman of the Planning Board, and Ken Rick. Ray Pinard who owns a printing business has offered to provide free printing for the towns marketing materials. Mr. Stack stated that there will be a representative from the planning board, budget committee, selectmen, and 6 residents/business owners.

Communication from Woodman Park Study Committee
Mr. Dill read a memo with the final recommendations from the Woodman Park Study Committee, as follows:
1. Work as proposed by Underwood Engineering regarding the replacement timbers and gravel backfill at the board launch area be completed in the summer/fall of 2009,
2. Proper erosion is established and in place in the summer/fall 2009, and the erosion control be established by means of the facilities committee recommendation.

Mr. Dill thanked the committee for their work. Mr. Stack stated that the road agent is reviewing the area to see if there are some other solutions that could be done for less than the approved amount of $10,800. Mr. Dill stated that the facilities committee has discussed the work and will be overseeing the project.

Renewal/Extension of Copier Contract - Konica/Minolta
Mr. Stack explained that he has looked into the allowance per month for the copier. The proposal was 10,500 copies and we are averaging 9,200 at this time. He suggested a usage plan of 9,500 at a monthly rate of $348. instead of the proposed $358. The amount can be adjusted lower in a year’s time. He added that he feels there will be a reduction.

Mr. Dill stated that he spoke to Pete Jones and explained that there is one year of the lease left and he had thought that the town would own the copier, which is not the case. Mr. Jones felt that there would be a savings. **Motion** Mr. Dill motioned to approve the lease for a new copier. Mr. Holden seconded the motion. The motion passed; 3/0. Mr. Dill signed the contract.

New Business
Acceptance of Minutes
All minutes of 5/12/09 were postponed.

Transfer Station - Hours of Operation
A discussion was held regarding amending the hours of the transfer station. The supervisor has recommended the hours on Wednesdays be changed to 11-6. Mr. Holden suggested changing the closing hours of Saturdays to 3 p.m. and on Wednesdays close at 7 p.m. This would allow additional time for the public to utilize transfer station. The board will look for input from the public on this proposal. The item was continued to the next meeting.

Other New Business
Communication Relative to Bennett Bridge Road
A letter received from the Reid’s of Bennett’s Bridge Road was reviewed. A discussion was held regarding the Class VI road and the fact that there appears to now be used by dirt bikes. Mr. Dill stated that these are not allowed to be on any road unless the vehicle is registered. He stated that this road cannot be gated/barred and added that if activity is ongoing then it would be under the pervue of the police department.

Consent Calendar
Mr. Holden asked if there is a report that can be done showing a total of the amount of taxes that the town is losing from the approved abatements.

Abatement - Clark, Map 103; Lot 2
**Motion** Mr. Dill motioned to approve the abatement for Clark, Map 103; Lot 2, as recommended by the assessor. Mr. Bryer seconded the motion. Mr. Dill stated that the property has not been developed and there is no well or septic installed. The motion passed; 3/0. The abatement was signed by the board.

Mr. Bryer stated that he does not have a problem will approving the abatements in batches with the recommendations from the assessor as long as the assessor has been consistent with all abatements.

Abatement - Walker, Map 223; Lot 8
**Motion** Mr. Bryer motioned to approve the abatement for Walker, Map 223; Lot 8, as recommended by the assessor. Mr. Dill seconded the motion. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Berry, Map 224; Lot 10, Sublot 6
**Motion** Mr. Bryer motioned to approve the abatement for Berry, Map 224; Lot 10; Sublot 6, as recommended by the assessor. Mr. Dill seconded the motion. Mr. Dill stated that there was an error with the square footage. Mr. Bryer asked if the assessor would check into the measurements. Mr. Dill stated that he feels that he would review these issues and the amount for this abatement is only $25. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Welsh, Map 105; Lot 48
**Motion** Mr. Dill motioned to approve the abatement for Welsh, Map 105; Lot 48, as recommended by the assessor. Mr. Bryer seconded the motion. Mr. Dill stated that the condition of the property is very poor and is currently unlivable. The abatement amount is $92. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Wood, Map 106; Lot 32
**Motion** Mr. Dill motioned to approve the abatement for Wood, Map 106; Lot 32, as recommended by the assessor. Mr. Bryer seconded the motion. Mr. Dill stated that the abatement request is due to the fact that a new house was built and the original home is now not being used as a dwelling. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Quimby, Map 221; Lot 54
**Motion** Mr. Dill motioned to approve the abatement for Quimby, Map 221; Lot 54, as recommended by the assessor. Mr. Bryer seconded the motion. Mr. Holden asked what the amount is and Mr. Dill explained that the abated amount is $1,934. and is due to the fact that the commercial value has been removed. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Delfuoco, Map 230; Lot 46
**Motion** Mr. Dill motioned to approve the abatement for Delfuoco, Map 230; Lot 46, as recommended by the assessor. Mr. Bryer seconded the motion. Mr. Dill stated the base rate was noted for a mobile home rather than a crawl space. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Kitt, Map 234; Lot 44, Sublot 1
**Motion** Mr. Dill motioned to deny the abatement for Kitt, Map 234; Lot 44, Sublot 1, as recommended by the assessor. Mr. Bryer seconded the motion. Mr. Dill stated that the abatement is recommended to be denied as the abatement was based on market evaluation. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Merrill, Map 218, Lot 42
**Motion** Mr. Dill motioned to grant the abatement for Merrill, Map 218; Lot 42, as recommended by the assessor. Mr. Bryer seconded the motion. Mr. Dill stated that the abatement is due to an error regarding the area over the garage as it not a finished area as was noted. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Johnson, Map 234; Lot 41, Sublot 4
**Motion** Mr. Dill motioned to table the abatement for Johnson, Map 234; Lot 41, Sublot 4, as the assessors letter is not available. Mr. Holden seconded the motion. The motion passed; 3/0.

Abatement - Bisson, Map 234; Lot 44, Sublot 10
**Motion** Mr. Dill motioned to grant the abatement for Bisson, Map 234; Lot 44, Sublot 10, as recommended by the assessor. Mr. Bryer seconded the motion. Mr. Dill stated that the abatement is being requested for wet basement conditions and water quality issues. Discussion ensued regarding the water quality and Mr. Dill requested additional information. Mr. Holden agreed. Motion and second were withdrawn. **Motion** Mr. Dill motioned to table the abatement for Bisson, Map 234; Lot 44, Sublot 10. Mr. Holden seconded the motion. The motion passed; 3/0.

Abatement - Caron, Map 122; Lot 24
**Motion** Mr. Dill motioned to grant the abatement for Caron, Map 122; Lot 24, as recommended by the assessor. Mr. Holden seconded the motion. Mr. Dill stated that the abatement is being requested for depreciation due to roof damages and necessary repairs. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Doyle, Map 234; Lot 44, Sublot 6
**Motion** Mr. Dill motioned to grant the abatement for Doyle, Map 234; Lot 44, Sublot 6, as recommended by the assessor. Mr. Holden seconded the motion. Mr. Dill stated that the abatement is being requested as there was an error with the area over the garage being noted as finished and it is not, as well as, errors in dimensions. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Quaglia, Map 234; Lot 44, Sublot 5
**Motion** Mr. Dill motioned to grant the abatement for Quaglia, Map 234; Lot 44, Sublot 5, as recommended by the assessor. Mr. Holden seconded the motion. Mr. Dill stated that the abatement is being requested due to an error with the number of bedrooms, heating system, and central air has been added, as well as a corridor was listed as finished and it is unfinished. The motion passed; 3/0. The abatement was signed by the board.

Abatement - Hannan, Map 125; Lot 1
**Motion** Mr. Dill motioned to grant the abatement for Hannan, Map 125; Lot 1, as recommended by the assessor. Mr. Holden seconded the motion. Mr. Dill stated that the abatement is being requested for depreciation factors. The motion passed; 3/0.

Abatement - Seaman, Map 122, Lot 32
**Motion** Mr. Bryer motioned to deny the abatement for Seaman, Map 122; Lot 32, as recommended by the assessor. Mr. Holden seconded the motion. The motion passed; 3/0.

Abatement - Global Towers, Map 234; Lot 12, Sublot 1
**Motion** Mr. Dill motioned to deny the abatement for Global Towers, Map 234; Lot 12, Sublot 1, as recommended by the assessor. Mr. Bryer seconded the motion. The motion passed; 3/0.

Abatement - Branch, Map 118, Lot 20
**Motion** Mr. Dill motioned to deny the abatement for Branch, Map 118; Lot 20, as recommended by the assessor. Mr. Bryer seconded the motion. The motion passed; 3/0.

Cemetery Perpetual Care Contract and Deed, Gordon Smart
**Motion** Mr. Dill motioned to accept the perpetual care contract and deed for Gordon Smart, in the Pine Grove Cemetery. Mr. Holden seconded the motion. The motion passed; 3/0. The contract and deed were signed by the board.

Cemetery Perpetual Care Contract and Deed, Nancy C. Elliott
**Motion** Mr. Dill motioned to accept the perpetual care contract and deed for Nancy Elliot, for the Pine Grove Cemetery. Mr. Holden seconded the motion. The motion passed; 3/0. The contract and deed were signed by the board.

Cemetery Perpetual Care Contract and Deed, John E. Allen Jr.
**Motion** Mr. Bryer motioned to accept the perpetual care contract and deed for John Allen, Jr., in the Pine Grove Cemetery. Mr. Dill seconded the motion. The motion passed; 3/0. The contract and deed were signed by the board.

Cemetery Perpetual Care Contract and Deed, Robert Press and Jeanne Fournier
**Motion** Mr. Bryer motioned to accept the perpetual care contract and deed for Robert Press, in the Pine Grove Cemetery. Mr. Dill seconded the motion. The motion passed; 3/0. The contract and deed were signed by the board.

**Motion** Mr. Dill motioned to accept the perpetual care contract and deed for Jeanne Fournier, in the Pine Grove Cemetery. Mr. Holden seconded the motion. The motion passed; 3/0. The contract and deed were signed by the board.

Certification of Yield Taxes and Tax Levy - 4/1/08 to 3/31/09
**Motion** Mr. Dill motioned to approve the certification of yield taxes and tax levy from 4/1/08 to 3/31/09. Mr. Holden seconded the motion. The motion passed; 3/0.

Blanket Purchase Order for Executive Office - Staples
**Motion** Mr. Bryer motioned to approve the blanket purchase order for Staples in the amount of $1,500. for the executive office. Mr. Dill seconded the motion. The motion passed; 3/0. The purchase order was signed by the board.

Blanket Purchase Order for Building Department - Staples
**Motion** Mr. Dill motioned to approve the blanket purchase order for Staples in the amount of $150. for the building department. Mr. Bryer seconded the motion. Mr. Bryer noted that the town administrator can approve purchase orders up to $2,499. The motion passed; 3/0. The purchase order was signed by the board.

Blanket Purchase Order for Health Department - Staples
**Motion** Mr. Bryer motioned to approve the blanket purchase order for Staples in the amount of $50. for the health department. Mr. Holden seconded the motion. The motion passed; 3/0. The purchase order was signed by the board.

Blanket Purchase Order for Sanitation Administration - Staples
**Motion** Mr. Dill motioned to approve the blanket purchase order for Staples in the amount of $150. for the sanitation department. Mr. Holden seconded the motion. The motion passed; 3/0. The purchase order was signed by the board.

Purchase Order for Hodgdon & Son
**Motion** Mr. Dill motioned to approve the purchase order for Hodgdon & Sons in the amount of $9,009.50 for road work. Mr. Bryer seconded the motion. Discussion ensued as to how the work is put out to bid; hourly vs. by the total job and that there should be a scope of work provided. Mr. Holden stated that he feels a lump sum process would be more efficient and be easier for the road agent to budget for. Mr. Dill explained that the jobs are done per hour. Mr. Bryer requested that neighboring towns be contacted to see if the work is done by the hour or as a total bid. Mr. Dill would prefer that the item not be held up for an additional two weeks and he requested a scope of work from the road agent noting work that needs to be done per month. Mr. Holden stated that the road agent needs to submit a plan and execute a purchase order based on the plan.

Discussion ensued regarding the hourly price noted. Mr. Bryer suggested that the town join the Suncook Valley Regional Town Association group and begin working on joining projects. He offered to be the liaison and will attend the next meeting as he feels that the group will be an asset to the town. Mr. Dill stated that he will request a preliminary sheet of work to be done on a month to month basis. Mr. Holden stated that he does not agree with paying for working hourly and feels that it is costing the town more. He agreed with Mr. Bryer in that the town needs to know the total amount that is going to be spent on what roads for what projects prior to the work being done. The motion passed; 3/0. The purchase order was signed by the board.

Purchase Order for School Payment
**Motion** Mr. Dill motioned to approve the purchase order in the amount of $300,000. for the school payment. Mr. Holden seconded the motion. The motion passed; 3/0. Mr. Stack noted that this is included with the vendor manifest. The purchase order was signed by the board.

Vendor Manifest - $855,372.48
**Motion** Mr. Dill motioned to approve the vendor manifest, in the amount of $855,372.48. Mr. Bryer seconded the motion. Mr. Dill stated that this is the final school payment, due June 2009. Discussion ensued regarding the school’s payment schedule. Mr. Stack explained that this information is being provided in advance for approval. The motion passed; 3/0. The manifest was signed by the board. Mr. Holden asked if the treasurer would be scheduling a meeting with the school to determine when they need the final funds. Mr. Dill replied that the treasurer has done this already.

Vendor Manifest #16 - $332,106.38
**Motion** Mr. Dill motioned to approve the vendor manifest, in the amount of $332,106.38. Mr. Bryer seconded the motion. Mr. Stack stated that this amount includes a school payment. The motion passed; 3/0. The manifest was signed by the board. Mr. Holden requested that the manifest be reviewed by the town administrator prior to the meeting. Mr. Stack added that he will try to have the manifest provided earlier. Discussion ensued regarding the possibility of having the manifest available the day before the meeting.

The consent calendar was signed by the board.

Town Administrator’s Report
Northwood Lake Beach Building Demolition and Fence Removal
Mr. Stack stated that the Northwood Lake Beach building demolition and fence removal project has been put out to bid with a deadline of June 8. He added that he has scheduled a mandatory pre-bid meeting for June 3, at 8 a.m. Bids will be opened at the June 9 selectmen’s meeting.

Police Commission Meeting
Mr. Stack stated that he met with the police commission last week and Mr. Holden was also in attendance. Mr. Stack stated that it was nice to meet the commissioners. He added that he is still waiting for information relative to the possibility of a shared animal control officer with the Town of Pittsfield. He added that the applicant may be interested in working solely for Northwood.

Updating of the Town’s Website
Mr. Stack stated that he now has access to the website and has added some information such as the board’s goals and the meeting agendas. He plans to take a more active role in the website and updating the information as well as adding new items.

Strafford Regional Planning Commission Regional Priorities and Transportation Report
Mr. Stack stated that the board has been provided with copies of the regional priorities from SRPC. He explained that SRPC had met with the planning board and the highway advisory committee regarding items of concern of transportation projects and that information has been incorporated into the report.

Suncook Valley Regional Town Association (SVRTA)
Mr. Stack stated that an email has been received requesting information from the town. He has sent the association some information relative to Northwood. The association wants to know if the town wants to join their group.

Intersection of Rte 4 and Tasker Shore Drive
Mr. Stack stated that he had contacted NHDOT District 6 about the entrance. Mr. Bryer stated that he did view the area and stated that it is not too bad. Mr. Stack stated that the area is in the apron. Mr. Dill stated that the amount to repair the area would be around $200. **Motion** Mr. Holden motioned for the highway department to repair the apron at the Northwood Post Office on Tasker Shore Drive. Mr. Bryer seconded the motion. The motion passed; 3/0.

Camp Yavneh Picnic
Mr. Stack stated that he has received an invitation from Camp Yavneh for town employees and the selectmen to attend their picnic on June 18 at 6:30 p.m.

Selectmen’s Comments
Mr. Bryer stated that he has noticed an excessive amount of graffiti around town and on road signs. He has also received feedback from citizens. He requested that the police department be informed of this.

Mr. Holden stated that he met with the technology committee and one issue discussed was joining forces with the school and town regarding computers. Mr. Holden added that there are options available and they should be explored. He suggested having an alternative site as back up for the town should something happen. Mr. Bryer stated that there are disaster recovery plans for off site storage. Further discussion continued and Mr. Holden stated that a letter will be forthcoming from the technology committee.

Mr. Dill asked about oil for this year and if the town will be soliciting for our own bids. Mr. Dill asked for the school to be contacted to see what their plan is for the upcoming year. Discussion ensued regarding the process and Mr. Dill would like to get the bids out as soon as possible.
Mr. Bryer asked about the status of the personnel policy. Mr. Stack stated that it appears that the last issue to be addressed is the amount of accruals. He believes that everything else has been addressed by the library and police commission.

Mr. Holden stated that he would not be able to attend the upcoming planning board meeting, May 28. Mr. Bryer agreed to attend.

Mr. Holden stated that he has received a question from a resident asking if Blakes Hill Road will be resurfaced this year. Mr. Dill replied that the plan was for it to be resurfaced this year; however, all paving has been pushed back a year to save money in the budget. He explained that this year the road will be prepped by ditching and tree work.

Non-Public Session
7:35 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. Dill made a motion, seconded by Mr. Bryer, to come out of non-public session at 7:55 p.m. Motion passed unanimously; 3/0.
**Motion** Mr. Bryer made a motion, seconded by Mr. Dill, to seal the minutes of the non-public session. Motion passed unanimously; 3/0.

Adjournment
7:55 p.m. **Motion** Mr. Bryer motioned to adjourn, seconded by Mr. Dill. The motion passed unanimously; 3/0.

Respectfully submitted,
Lisa Fellows-Weaver Board Secretary

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