The Town of Northwood, New Hampshire - Board of Selectmen Minutes 08/12/09

Citizen’s Forum
Chairman Dill welcomed a large group of Boy Scouts from the Wah-tut-ca Scout Reservation to the meeting. With no public comment, Chairman Dill closed the public portion.

Unfinished Business
Acceptance of Minutes
June 23, 2009
**Motion** Selectman Bryer motioned to approve the non-public and public minutes of June 23, 2009, as written. Chairman Dill seconded the motion. The motion passed; 2/0.

Appointments to Economic Development Committee (EDC)
Mr. Stack stated that the Economic Development Committee (EDC) held its first meeting last night and set the first Wednesday of each month as their regular meeting time. He stated that a chairman and vice chair have been appointed and the selectmen need to appoint a representative to the committee. **Motion** Chairman Dill motioned to table the appointment of the selectmen’s representative as Selectman Holden is not present, as the board felt that he was interested in being the board representative to the EDC. Selectman Bryer seconded the motion. The motion passed; 2/0.

New Business
Acceptance of Minutes
The acceptance of the minutes of 7/14/09 was tabled to the next meeting.

Approval of Payroll Manifest
**Motion** Chairman Dill motioned to approve the payroll manifest, in the amount of $50,468.91. Selectman Bryer seconded the motion. The motion passed; 2/0. The manifest was signed by the Board.

Execution of Corrective Deed - Map 230, Lot 82, Sublot 47
Mr. Stack explained that the Selectmen had previously deeded back this property to the former owner and after the deed was recorded an error was noted on the deed. A corrective deed was provided and reviewed by the Board. **Motion** Chairman Dill motioned to execute the corrective deed for Map 230; Lot 82, Sublot 47. Selectman Bryer seconded the motion. The motion passed; 2/0. The corrective deed was signed by the Board.

Appointments to Economic Development Committee (EDC)
Mr. Stack stated that Kevin Ash and Judy Burke both attended the first meeting of the EDC and they both expressed an interest in serving on this committee. **Motion** Chairman Dill motioned to approve Kevin Ash to the EDC with a term through 3/31/12, and Judy Burke to the EDC with a term through 3/31/10. Selectman Bryer seconded the motion. The motion passed; 2/0.

Mr. Stack provided an amended appointment for Hal Kreider as there was an error noted. Mr. Kreider was previously appointed as a member of the EDC. The corrected appointment form was signed by the Board.

Execution of Release Agreements ~ Building Permits on Class VI Roads
Mr. Stack provided copies of the agreements to the Board. He stated that these release agreements were previously approved by the Board and now need to be signed. They are for 21 Lower Camp Road, 20 Lake View Drive, 34 Princess Pine, and 29 Pine Street. He added that these have all been approved by the Planning Board. **Motion** Chairman Dill motioned to approve the agreement and release permits as read. Selectman Bryer seconded the motion. The motion passed; 2/0. The agreement and release applications were signed by the Board. Selectman Bryer noted that the applications should be signed prior to the building permits being issued as the agreement should be a condition of the approval. Mr. Stack replied that he will research the current process for granting releases and report back to the Board with his findings.

Raffle Permit Application
A raffle permit application has been submitted for approval for a Coe Brown senior portfolio project fundraiser, “Stuff the Bus”. **Motion** Chairman Dill motioned to approve the raffle permit, as submitted. Selectman Bryer seconded the motion. The motion passed; 2/0. The raffle application was signed by the Board.

Communication from Highway Advisory Committee (HAC) ~ Northwood Ridge Water District
The Board reviewed a communication from the Highway Advisory Committee concerning as-built plans for the Northwood Ridge Water District’s water system. Mr. Stack explained that there is search on for the plans and they are needed so that lines, shutoffs, etc. may be marked when work is being done in the area of the system. Chairman Dill stated that there should be a plan in Town Hall. Mr. Stack believes that a construction plan is available, but an as-built has not been found. Chairman Dill suggested contacting Mr. Jacobsmeyer, the Chair of the Water District Board, to see if he has a copy of the plan available. If he does not, the Selectmen will then send a letter to the Water District requesting the plans to be produced.

Communication from the Conservation Commission (CC) ~ Town Forester
Mr. Stack stated that a memo has been received from the Conservation Commission regarding hiring a town forester. He stated that the Commission has recommended Bean Hill Forest Services, represented by Robert Graves, III. Chairman Dill explained that he was a part of the interview process and there were two applicants. He asked if there was a term provided for the agreement. Chairman Dill requested that a contract be drawn up and Selectman Bryer suggested the contract be for three years. The Board agreed that the Conservation Commission will pursue the contract work with Bean Hill.

Town Administrator’s Report
Outstanding Projects Spreadsheet
Animal Control Officer (ACO)
Mr. Stack stated that there has not been any additional activity regarding the possible shared animal control officer with the Town of Pittsfield. He added that they are working on setting a time for the two police chiefs to meet.

Town Engineers
Chairman Dill mentioned that a discussion was held at the Budget Committee meeting regarding the Town going out to bid for engineering services. He requested that this be addressed with the Planning Board. Mr. Stack asked how the current firm was chosen. Selectman Bryer stated that interviews were conducted with a panel and the Town chose Underwood. Underwood has been the Town’s engineer for approximately four years. Mr. Stack will contact Board Administrator Linda Smith for additional information.

Bennett Bridge Road Project
Mr. Stack updated the Board regarding the Bennett Bridge Road and Beach Project. He stated that a pre-bid meeting has been held and there were at least ten eligible contractors present. A non-required site walk was held as well. Mr. Stack reported that he is in the process of acquiring easements for the project. Construction should begin in November when Bow Lake is drawn down. All bids are due in by August 25.

Personnel Policy
Selectman Bryer expressed urgency with getting the personnel policy completed. He stated that the accruals are pending issues and need to be finalized. Mr. Stack stated that he has determined what the employees have accrued. He stated that there may be a need to establish a tiered plan or some type of grandfathering of accruals for current employees. He stated that the rates can be cut back. He will continue to work on this. Selectman Bryer suggested that the Board target a completion date of mid-September.

Auditors
Selectman Bryer asked about the status of going out to bid for auditing services. Mr. Stack replied that he has drafted an RFP and is finalizing it with the Finance Administrator for the Board to review.

Firefighter Interviews
Selectman Bryer asked if a selectman has been appointed to be a part of new firefighter position interviews. Chairman Dill stated that he would be on vacation during this time and Selectman Bryer offered to do this providing that the interviews will not be during the day. He asked if Selectman Holden was interested and suggested that the interviews be extended until after Labor Day, at which time Chairman Dill could attend. Selectman Bryer stated that he would like to have the employee handbook completed prior to hiring new firefighters.

Personnel Wage Study
Selectman Bryer asked if there are funds available in the budget to conduct a wage study. Selectman Bryer stated that he does not feel that this is the year to do a wage study with funds being tight. Mr. Stack stated that once it is agreed that the grades and job descriptions of the positions are accurate, the Town can complete its own study based on information provided in the Local Government Center’s Annual Wage and Benefit Survey. Mr. Stack stated that he is aware that the Town has been hiring NHMA every three years to complete a personnel and wage study. He stated that in his experience a study does not have to be conducted every three years. The Town can make its own adjustments to job descriptions and pay grades as needed. He added that he has reviewed the current job descriptions and created spreadsheets and will use the updated NHMA wage survey, which should be completed in September or October. Mr. Stack stated that the updating could be completed in house in the fall. The Board agreed with the proposal.

Application for Reimbursement for Federal and State Forests
Mr. Stack presented the Board with an application for reimbursement for Federal and State forests located in Northwood. He stated that this is for the Meadows and Woodman Forest. **Motion** Selectman Bryer motioned to approve and sign the application for reimbursement for forests. Chairman Dill seconded the motion. The motion passed; 2/0. The reimbursement form was signed by the Board.

Selectmen’s Comments
Selectman Bryer asked about the Suncook Valley Association meetings. It was suggested that Mr. Stack be the representative for the Town rather than a Selectman. Selectman Bryer requested information as to the last meeting to see if any agreement has been made regarding oil contracts. Mr. Stack stated that the School District received two bids for fuel and is seeking comments from the Board of Selectmen. Mr. Stack will contact the Suncook Valley group and see if there are any plans to put out a joint bid request for fuel. Chairman Dill added that he would prefer to not sign with Bio Fuel. Selectman Bryer stated that the Town needs to look to save money and feels that the Town should go with the lowest bidder.

Chairman Dill explained that there was discussion relative to the current Fairpoint charges at the July budget committee meeting. He stated that Mr. Jacobsmeyer suggested that the Town look into an IP voice override system. Chairman Dill suggested that this be forwarded to the Technology Committee.

Selectman Bryer suggested removing phones at the transfer station since staff there all have cell phones.

Chairman Dill requested that Mr. Stack look into another service for cell phones since Nextel continues to fail during town emergencies.

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

Non-Public Session
11:27 a.m. **Motion** Chairman Dill made a motion, seconded by Selectman Bryer, to go into a non-public session under RSA 91-A:3II(b)(c).
Roll Call Vote:
Chairman Dill – yes
Selectman Bryer – yes
Motion passed unanimously; 2/0.

**Motion** Chairman Dill made a motion, seconded by Selectman Bryer, to come out of non-public session at 11:46 a.m. Motion passed unanimously; 2/0.

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

**Motion** Chairman Dill made a motion, seconded by Selectman Bryer, to approve and sign a 30 day notice to be sent to Mr. Venditti informing him that the Town will be conducting an environmental site assessment, per RSA 80:19(a), on September 23, 2009, at the following properties owned by him: Tax Map 216; Lots 15 and 69; and Tax Map 234; Lot 34. Motion passed unanimously; 2/0.

Adjournment
11:48 a.m. **Motion** Chairman Dill motioned to adjourn, seconded by Selectman Bryer. The motion passed unanimously; 3/0.

Respectfully submitted,

Lisa Fellows-Weaver
Board Secretary

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