The Town of Northwood, New Hampshire - Board of Selectmen Minutes 07/14/09

Appointments
Treasurer Joseph Knox
Joe Knox met with the board regarding signatures necessary for payroll and vendor manifest. He explained that it is necessary to have at least two signatures on the manifest in order for him to legally release any checks. He stated that he had this problem a few years ago and added that if there are not at least two signatures on the manifest for that week by 9 a.m. Wednesday, he will not be able to release the checks, and all checks will be held for either vendors or payroll including direct deposits. He stated that he would prefer to have all three signatures but understands that this may not always be possible.

Mr. Holden asks when the manifests are available and Mr. Dill explained that usually the manifests are completed by Tuesdays 2:00 p.m. Mr. Holden stated that he tries to review the manifests during the meetings and it has become difficult to do so. He suggested possibly looking into a policy change to have the manifests available the night before for review.

Mr. Dill thanked Mr. Knox for coming in.

Appointment to Recycling Committee
Barbara Desautels met with the selectmen regarding being appointed to the recycling committee as an alternate. Mr. Dill stated that a nomination for the appointment has been received from the recycling committee. Ms. Desautels provided an overview of her qualifications and noted that she has written grants for the Town of Candia related to recycling. **Motion** Mr. Dill motioned to appoint Barbara Desautels as an alternate member to the recycling committee, with a term to expire March 2012. Mr. Holden seconded the motion. The motion passed; 2/0.

Unfinished Business
Acceptance of Minutes
June 9, 2009
**Motion** Mr. Dill motioned to approve the minutes of June 9, 2009, as amended as follows:
Page 2: Change: illegal to legal
Mr. Holden seconded the motion. The motion passed; 2/0.

June 9, 2009 non-public
**Motion** Mr. Dill motioned to approve the non public minutes of June 9, 2009, as written. Mr. Holden seconded the motion. The motion passed; 2/0.

Appointments to Economic Development Committee (EDC)
Mr. Stack provided a list of citizens that are interested in volunteering as candidates to the committee as follows:
• Peter Jones, term through 3/31/12
• Hal Kreider, term through 3/31/12
• Kristen Kiernan, term through 3/31/11
• David Tousignant, term through 3/31/11
• Ken Rick, term through 3/31/10

Mr. Stack explained that he is waiting for the planning board and budget committee to name representatives. He added that the selectmen will need to appoint a representative as well. Mr. Stack stated that it appears that a Wednesday evening would be a good night for this committee to meet.
**Motion** Mr. Dill motioned to approve the following people to the economic development committee, with terms as noted.
• Peter Jones, term through 3/31/12
• Hal Kreider, term through 3/31/12
• Kristen Kiernan, term through 3/31/11
• David Tousignant, term through 3/31/11
• Ken Rick, term through 3/31/10
Mr. Holden seconded the motion. The motion passed; 2/0. Mr. Dill thanked all members for volunteering.

Municipal Public Access Agreement - Lakes Region Public Access Television (LRPA)
This item was tabled from the June 23 meeting for further information relative to the agreement. Mr. Stack spoke to Ken Curley and Denise Beauchaine, LRPA Executive Director, about the LRPA agreement and asked them if any of the terms had changed from the previous agreement. He stated that he was told that a written agreement for the services performed by LRPA has never been formalized. The agreement only provides services that they are performing for the town. Mr. Stack stated that this is a one year agreement to continue the services that have been ongoing. **Motion** Mr. Dill motioned to approve the agreement from Lakes Region Public Access Television for 2009. Mr. Holden seconded the motion. The motion passed; 2/0. Mr. Dill signed the agreement.

Other Unfinished Business
Commercial Yard Waste
Mr. Stack stated that he has spoken with Mr. Dill regarding the Lawn Guys relative to changing the rules for commercial yard waste. Mr. Dill stated that he has received a few emails from Jim Vaillancourt, recycling committee, and the recycling committee would prefer that the transfer station be closed to businesses. Mr. Dill suggested that selectmen agree with the recycling committee and have that committee address the matter to see if they can come up with other alternatives. Mr. Stack stated that he too spoke to Mr. Vaillancourt who indicated that the committee does have some ideas relative to compost, leaves, yard waste, etc. Mr. Holden stated that public information should be obtained and the matter should be addressed so that a solution can be reached for next year.

New Business
Acceptance of Minutes
The minutes of 6/23/09 were postponed to the next meeting.

Approval of Payroll Manifest
**Motion** Mr. Dill motioned to approve the payroll manifest, in the amount of $57,784.72. Mr. Holden seconded the motion. The motion passed; 2/0. The manifest was signed by the board.

Transfer of Tax Deeded Property - Map 230; Lot 82-Sublot 13
Mr. Stack explained that this property was deeded to the town in October of 2008, via tax collector’s deed. He stated that the mortgage holder for this property has exercised their option to purchase the property back. Per state statute, the property must be deeded back to the previous owner and then the mortgage holder will be able to add any costs of the purchase to the amount owed by the mortgagee. Mr. Stack noted that the town does not need to offer any repurchase; however, for the most part it is an effective process. He added that a check has been received in full including all assessed fees and interest. **Motion** Mr. Dill motioned to execute the transfer of tax deeded property, Map 230; lot 82-Sublot 13. Mr. Holden seconded the motion. The motion passed; 2/0.

Communication from Highway Advisory Committee (HAC) ~ Culvert Replacement, West Street
Mr. Dill explained that the state did a culvert replacement back in June, near the community hall and West St. He stated that there was a catch basin across the top; however, now there is a drop of about 4 ft. and it could become a problem especially during the winter months with plowing. This culvert was a part of fixing the drainage off of Rte 107. The HAC and road agent have both recommended notifying NHDOT to review the culvert. Mr. Holden agreed and Mr. Stack will send a letter.

Selectmen’s Meeting - 7/28/09
Mr. Stack stated that he will be on vacation the week of 7/27 through 7/31. Discussion was held regarding the July 28 meeting. The board agreed to cancel the July 28 meeting and schedule a meeting for August 4.

Bid Openings for Road Paving
Mr. Stack explained that this is for paving and topcoat to Old Turnpike Road. He stated that three bids have been received and are opened as follows:
Continental Paving - $1.75 sq. yd. for reclaim; $67.50 ton for base coat/no top coat quote was provided.
Wolcott Construction - $1.50 sq. yd. for reclaim; $65. per ton for binder coarse/top coat =$68.
Pike Industries - $1.75 sq. yd. for reclaim; $69.25 ton for paving

Mr. Dill stated that Wolcott has been used all but one year over the past 10 years. He added that the highway department has been satisfied with the work. Mr. Holden noted that pricing has been based on book price of asphalt at time of the offer. Mr. Dill stated that the base will be done and the budget will be reviewed again. Mr. Stack noted that there is also some work proposed relative to the guardrail. Mr. Holden stated that the total cost is around $150,000 for a little over one mile of road. Mr. Dill stated that this is higher than past years; however, last year the cost of asphalt mix was increased. **Motion** Mr. Dill motioned to award the paving bid to Wolcott Construction in the amount of Wolcott Construction - $1.50 sq. yd. for reclaim; $65. per ton for base coat. Mr. Holden seconded the motion. The motion passed; 2/0.

Review Town Owned Parcels for Possible Sale
Mr. Stack stated that he has completed his research of town owned properties and provided a list of all the properties. He stated that the selectmen need to decide which properties to keep and which properties that the town wishes to sell. Tax maps and tax cards were reviewed and discussion ensued.

Mr. Holden asked if this is the right time for the town to be selling property when values are 30%-40% less than the proposed real value. Mr. Dill replied that some properties may be useful for conservation purposes. Further discussion was held as the list was reviewed as well as the methodology (sealed bid, auction, etc.) for the sales of these properties.

Mr. Stack stated that there a still a few school lots that need to be addressed. He added that there are a few lots that the selectmen should considering merging with the town’s existing forest land. In addition, there is lot near the fire station that could also be merged for future expansion.

General discussion ensued and these parcels will be reviewed. Discussion was continued to another meeting.

Tax Deeded Parcels
Mr. Stack also noted that no response has been received regarding tax agreements and necessary actions will need to be taken. He added that two of the homes are occupied so eviction processes will need to begin.

Communication from Chief Drolet
Mr. Stack explained that Chief Drloet is requesting the board’s approval to apply for a grant to receive four police protective vests, in the amount of $2,600. Mr. Stack noted that it appears that this is a 100% matching grant. **Motion** Mr. Holden motioned to allow Chief Drolet to proceed with the request to apply for a grant for four police protective vests, in the amount of $2,600. Mr. Dill seconded the motion. The motion passed; 2/0.

Insurance Claims
Mr. Stack stated that an insurance claim has been filed for a police cruiser, police tazer, Narrows Fire Station, Bryant Library, due to the damage from the June 26 storm. He stated that the insurance will cover the full claim for the cruiser. The deductible will be applied for all building repairs section of the claim.

Town Administrator’s Report
Outstanding Projects Spreadsheet
Mr. Stack provided a spreadsheet of outstanding projects to use as a tool of what is in progress and goals. He explained that the 2009 goals are noted with some items that need action. Discussion ensued regarding the outstanding items listed as follows:

Auditors
Mr. Stack referred to the audit service item on the spreadsheet and stated that he did contact the current auditor and asked if a multi-year contract would be an option. Mr. Dill stated that this is an item that Mr. Bryer has noted as far as feeling that it is a good idea to change auditors out after a few years. Mr. Stack stated that he has started the RFP process for a new auditor. Mr. Dill stated that there are limited firms available. Mr. Holden stated that he would prefer to lock in a price now for three years.

Forest Management Plan
Mr. Dill stated that two responses were received for the RFP’s the conservation commission sent out for a new forester. He added that he is participating in the interview process, July 20, with hopes that everything will be finalized by August.

Animal Control Officer
Mr. Holden asked if there is any productivity regarding an animal control officer position for the town. Mr. Stack replied that he has not heard of any progress to date. He will contact the police chief for an update.

Norway Plains-Athletic Fields
Mr. Dill stated that Norway Plains is currently working on the permits from NHDES for the athletic fields. Mr. Stack stated that a draft application will be available for review in August. He explained that he spoke to Don Rhodes from Norway Plains who explained that NHDES requires more info, thus the process if more difficult.

Police Log
Mr. Dill noted that he noticed the police log in the Forum.

Approval of Purchase Orders:
Northwood School District - $800,000.00
Northwood School District - $2,000,000.00
**Motion** Mr. Dill motioned to approve the purchase orders for the Northwood School District, in the amount of $800,000. and $2,000.000., which are the first two payments of the 2009-2010 school warrant. Mr. Holden seconded the motion. Mr. Holden asked if these are blanket purchase orders. Mr. Dill replied the funding is available and the treasurer pays the school on an as needed basis, paid out for cost management so that it is not necessary for the town to borrow funds. Mr. Dill noted that Coe Brown is also included. Mr. Holden asked what time frame this covers and Mr. Dill explained that payments are about every month through November and then every other month through June. Mr. Holden requested that the treasurer initial the purchase order so that it is known that it has been reviewed by him. The motion passed; 2/0. The purchase order was signed by the board.

Tyler Technologies - $4,206.00
Mr. Stack stated that this is for service and support for the ADS for payables and payroll. Mr. Dill noted that this is budgeted under contracted services for the finance department. **Motion** Mr. Dill motioned to approve the purchase order for Tyler Technologies, in the amount of $4,206. Mr. Holden seconded the motion. The motion passed; 2/0. The purchase order was signed by the board.

Radio Express, Inc. - $2,604.
Mr. Stack stated that this is a requisition for the fire department for six pagers at $434. each for $2604. Mr. Dill noted that this is budgeted under the fire department equipment line. **Motion** Mr. Dill motioned to approve the purchase order for Radio Express, in the amount of $2,604. Mr. Holden seconded the motion. The motion passed; 2/0. The purchase order was signed by the board.

Notice of Intent to Cuts
Orr: Map 231, Lot 44; Map 232, Lot 2; Map 231, Lot 53
Samuel Johnson Family Trust: Map 201, Lot 3
Mr. Stack presented intent to cuts for the board’s review. He noted that the intent to cur for Orr replaces a previous intent to cut submitted on June 9, 2009. Ms. Orr was present and noted that this was due to a death in the family and has been resubmitted with a name changed. She added that no other changes were proposed. **Motion** Mr. Dill motioned to approve the intent to cut for Orr: Map 231, Lot 44; Map 232, Lot 2; Map 231, Lot 53. Mr. Holden seconded the motion. The motion passed; 2/0. **Motion** Mr. Dill motioned to approve the intent to cut for Samuel Johnson Family Trust: Map 201, Lot 3. Mr. Holden seconded the motion. The motion passed; 2/0.

Election not to use PA-28 Inventory of Taxable Property Form for 2010
Mr. Stack stated that the board needs to vote to not use the PA-28 Inventory of Taxable Property Form for 2010. **Motion** Mr. Dill motioned to approve not use the PA-28 Inventory of Taxable Property Form for 2010. Mr. Holden seconded the motion. Mr. Holden asked why the process was discontinued. Mr. Dill replied that it could be that there are specific departments now. The motion passed; 2/0.

Selectmen’s Comments
Mr. Holden stated that he attended Discovery Day and thanked all volunteers, residents, and all who participated to make a very successful event.

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

Non-Public Session
7:12 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 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 7:27 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.

**Motion** Mr. Dill made a motion, seconded by Mr. Holden, to hire Tyler Yeaton and Megan Curtain, as lifeguards for the 2009 summer, pending background checks. Motion passed unanimously; 2/0.

Adjournment
7:28 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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