The Town of Northwood, New Hampshire - Board of Selectmen Minutes 08/25/09

Bid Opening
Bennett Bridge Road and Beach Project
Mr. Stack stated that the bids were due into town hall today by 6:00 p.m. The sealed bids were opened and read as follows:
                                          Base Bid Total        Base Bid        Base Bid            Base Bid
                                       (Basis of Award)  w/Alternate 1  w/Alternate 2 w/Alternate 1 & 2

J. Parker & Daughters, Inc.       122,806.00           120,806.00       121,906.00           110,906.00
Pittsfield, NH
John H. Lyman and Sons, Inc.   125,650.00           123,450.00       121,570.00           119,370.00
Gilford, NH
Northeast Earth Mechanics, Inc. 130,160.00         128,160.00       129,160.00           127,160.00
Pittsfield, NH
DBU Construction                     131,425.00           129,425.00       131,025.00         129,025.00
Epsom, NH
Jeremy Hiltz Excavating, Inc.     139,775.00           144,582.00      138,975.00           143,782.00
Ashland, NH
JaSand, Inc.                             154,111.00           149,861.00       153,011.00           148,761.00
North Hampton, NH
All Phase Construction              156,875.00            152,800.00      148,000.00          152,800.00
Raymond, NH

Appointments
Jim Hadley - Lamprey River Protection
Mr. Hadley met with the Board of Selectmen (Board) to discuss the efforts of the Lamprey River Watershed Association to submit a request for technical assistance to the National Park Service Rivers, Trails, and Conservation Assistance Program. If the request is approved, the assistance will help complete the NH Department of Environmental Services application to expand the Lamprey River designation to the NH Rivers Management and Protection Program. Mr. Hadley was seeking the support of the Town for the effort. **Motion** Selectman Holden motioned to send a letter of support to the Rivers, Trails, and Conservation Assistance Program at the National Park Service. Selectman Bryer seconded the motion. The motion passed; 2/0.

Unfinished Business
Acceptance of Minutes
7/14/09 Public and 7/14/09 Non-Public
The minutes were postponed to the next meeting.

Appointment to Economic Development Committee (EDC)
A discussion was held regarding a selectman being appointed as a representative to the EDC committee. Selectman Holden suggested that the item be tabled until Selectman Dill returns. Selectman Bryer added that he would attend the next EDC meeting, September 2, and act as the selectmen’s representative.

Communication from Yankee Clipper Council, Inc.-Wah-tut-ca Scout Reservation & Gulf Rd. Mr. Stack stated that a letter has been received from the Council, written in response to a letter that the Town Administrator sent on behalf of the Board of Selectmen on June 29, asking the Council to remove a no trespassing sign and a section of snow fence that they had erected across the entrance to Gulf Road (at Blake’s Hill Road). Mr. Stack explained that the Council is claiming that Gulf Road was discontinued at the 1922 Town Meeting. A copy of the 1922 Town Meeting warrant article was reviewed and notes that there was a vote taken to close the road; however, he added that he believes that the Council believes they own it and the town feels that the road has been closed and is a Class VI road.

Discussion ensued and Selectman Bryer stated that he feels that the road is a Class VI road subject to gates and bars, and if this is the case, the town would not be able to legally close the road. Discussion ensued regarding contacting town counsel and Selectman Bryer suggested that Mr. Stack contact the Local Government Center prior to town counsel. The Board requested that additional research be done regarding the wording of the statute from 1922.

Mr. Lane stated that he town may lease that road and stated that the town should not give up the road until there is another access for Gulf Road. The item was continued to the next meeting.

Other Unfinished Business
Fuel Bids
Mr. Stack stated that he is trying to get a final resolution on the status of the bids received for K-1, oil, and propane. He has reviewed the past minutes from the Suncook Valley Group and they are currently not working on a group bid for any types of fuel for this winter.

Selectman Bryer referred to the bids for Irving and Simple Green. He asked if there were any other bids received. Mr. Stack replied that no other bids were received. Additional discussion was held regarding the actual bid process that took place and Selectman Bryer stated that the town can go out on their own; however, does not feel that the amount of fuel purchased would be enough for a substantial savings. He suggested calls be made to other companies for quotes and he noted that costs will continue to increase. Selectman Holden agreed. Mr. Stack added that he does not believe that the school has made any decisions on the fuel bids. He stated that he will obtain additional information from the school relative to their bids and will proceed with making the phone calls. Selectman Holden offered to assist in this process.

New Business
Approval of Payroll Manifest
**Motion** Selectman Bryer motioned to approve the payroll manifest, in the amount of $56,798.87. Selectman Holden seconded the motion. The motion passed; 2/0. The payroll manifest was signed by the Board.

Approval of Purchase Order - Conservation Commission
Mr. Stack stated that the Board needs to approve the transfer of $11,746. to be transferred to the conservation fund as this amount is 50% of the current use penalties received in 2008. **Motion** Selectman Bryer motioned to approve the purchase order to transfer $11,746. to the conservation fund from current use penalties. Selectman Holden seconded the motion. Selectman Bryer stated that while the economy is not very good, the percentage should be reviewed and changed so that the funds could be used to reduce taxes. He explained that the amount was increased as a request of the conservation commission and he suggested that the amount be reduced to 25%. Mr. Stack stated that the Board should see what the conservation commission’s plans are for the funds. The motion passed; 2/0. The purchase order was signed by the Board.

Approval of Purchase Order - Turmel Tree Service
Mr. Stack presented the Board with a purchase order for Turmel Tee Service in the amount of $6,000., which was for clean up after the June 26 microburst storm in the Narrows. **Motion** Selectman Bryer motioned to approve the purchase order for Turmel Tree Service for $6,000. Selectman Holden seconded the motion. The motion passed; 2/0. The purchase order was signed by the Board.

Approval of Purchase Order - Advanced Excavating and Paving
Mr. Stack presented the Board with a purchase order for Advanced Excavating and Paving in the amount of $8,600., for paving for Cooper Hill Road. He explained that the Town of Nottingham was currently paving this road and were planning to stop at the town line. They approached the road agent and asked him if he would like the contractor to continue and pave to Rte 4. The road agent approved the paving. Selectman Bryer asked the amount of paving that occurred and Mr. Stack replied that there was 120 tons of pavement used to complete the job. Discussion ensued regarding the condition the road was in and Selectman Bryer stated that he does not believe the road was in good condition. He added that he thought there was a decision made that no funds would be spent on paving this year. Mr. Stack replied that work was planned for Old Turnpike Road. Selectman Bryer asked if the highway advisory was informed and agreed to this project and Mr. Stack replied that they may have. Selectman Bryer noted that projects that require approval by the Board, over $2,500., must have the purchase order signed prior to the work being completed. He stated that he would appreciate the purchase order policy being adhered too and the approval should be prior to expending the funds. He added that the Board does not have any choice and must approve the expenditure.

Selectman Holden stated that on July 14, the Board approved approximately $150,000. for Old Turnpike Road and with this purchase order the total is $158,000. Additional discussion was held regarding the highway and paving budgeted amounts. Selectman Bryer stated that this was probably a good idea; however, this is not the process. Selectman Holden requested that the road agent attend the next meeting and Selectman Bryer requested to table the payment of the purchase order for Advanced Excavating and Paving.

Approval of Purchase Order - Hodgdon and Son
Mr. Stack presented the Board with a purchase order for Hodgdon and Son for excavating and ditch work on Blakes Hill Road. The estimate total is $8,000., 80 hours at $100. per hour. Selectman Holden stated that he would like this project to go out to bid. Selectman Bryer stated that he would like to table this item to talk with the road agent at the next meeting and determine if there were any other quotes obtained and for additional information relative to the work, and to come in to the next meeting. Selectman Holden suggested that bids be obtained during the next few weeks so they are available at the next meeting to discuss as well.

Review and Sign Summary of Valuation (MS-1) Form
The Town Administrator presented a spreadsheet detailing the change in values from 2008 to 2009. Mr. Stack stated that values went down in most classifications; however there was an increase in residential building values. He added that the total dollar amount of exemptions granted decreased by $698,000, with the bulk of the decrease attributable to a drop in the number of elderly exemptions granted. Discussion ensued regarding the process of the assessor, reviewing houses, and the recertification process required by DRA. **Motion** Selectman Holden motioned to approve signing the MS-1 form for 2009. Selectman Bryer seconded the motion. The motion passed; 2/0. The MS-1 form was signed by the Board.

Proposal for 2010 Tax Map Maintenance - Cartographic Associates, Inc.
Mr. Stack explained that this is a proposal from Cartographic Associates for tax map maintenance for 2010. He stated that the town assessor has reviewed the proposal and recommends that the Board sign the contract. Mr. Stack noted that this is the same price as 2009, $2,500. Selectman Holden asked if this service has gone out to bid and Mr. Stack replied no. **Motion** Selectman Bryer motioned to approve the proposal for Cartographics for mapping services, in the amount of $2,500. Selectman Holden seconded the motion. The motion passed; 2/0. The Board signed the proposal.

New Business
Letter of Resignation
Mr. Stack stated that Lucy Edwards has submitted a letter of resignation from the technology committee. **Motion** Selectman Bryer motioned to accept the resignation, with regret. Selectman Holden seconded the motion. The motion passed; 2/0. The Board thanked Ms. Edwards for her years of service.

Intent to Cut - Shaw Estate, 113 First NH Turnpike. Map 234; Lot 48
Mr. Stack provided an intent to cut for Shaw Estate, 113 First NH Turnpike, Map 234; Lot 48. **Motion** Selectman Bryer motioned, seconded by Selectman Holden, to approve the intent to cut for Shaw Estate, 113 First NH Turnpike, Map 234; Lot 48. Motion passed; 2/0.

Intent to Cut - Hamm, Jenness Pond Rd. Map 212; Lot 165
Mr. Stack provided an intent to cut for Hamm, Jenness Pond Rd., Map 212; Lot 165. **Motion** Selectman Bryer motioned, seconded by Selectman Holden, to approve the intent to cut for Hamm, Jenness Pond Rd., Map 212; Lot 165. Motion passed; 2/0.

Veteran’s Exemption - Longueil
Mr. Stack provided an application for veteran’s exemption for Paul Longueil. **Motion** Selectman Bryer motioned, seconded by Selectman Holden, to approve the veteran’s exemption for Paul Longueil. Motion passed; 2/0.

Town Administrator’s Report
Transfer Station - Shed Demolition
Mr. Stack provided a request from the supervisor at the transfer station to demolish the existing shed. Selectman Bryer asked where the contents of this shed will be moved to. Selectman Holden asked if staff could demolish the shed as time is available during the regular working schedule, using town equipment. Mr. Stack will check into these questions. The item was postponed to September 8.

Bids - Roadside Mowing
Mr. Stack stated that the road agent has obtained bids for roadside mowing. The bids are based on an hourly basis and only two were received. One estimate was $60. per hour with the max hours being 120 hours. The other bid received was $68. per hour. General discussion ensued as to how the projects are bid out. This item was tabled to the next meeting after the Board has a chance to meet with the Road Agent.

Outstanding Projects Spreadsheet
Personnel Policy
Selectman Bryer asked about the progress with the personnel policy and asked if there are examples of what other towns offer. Selectman Bryer suggested that the personal time be a use it or lose it or a cap. He added that there should be some cash out offered. He added that existing employees would need some type of grandfathering of accruals. The Board would like to have the plan finalized by the middle of September.

Bennett Bridge Road Project
Selectman Bryer asked if Underwood Engineering will be reviewing the proposals as well as the highway advisory committee. Mr. Stack replied yes and added the Underwood will be giving the Board recommendations. Further discussion was held regarding the budget for this project. Selectman Holden noted that the $8,000. applied to Cooper Hill Road could have been applied to this project. He asked if the roadside mowing could be postponed for a year.

Discussion ensued regarding the town’s priorities. Selectman Bryer stated that the Board may have to prioritize between Old Turnpike Road and Bennett Bridge and forgo a few other items. Selectman Holden stated that he feels that the Board has authorized the work on Old Turnpike Road and accepted a bid.

Selectmen’s Comments
Animal Control Officer (ACO)
Selectman Holden asked for an update relative to the shared animal control officer with the Town of Pittsfield. Mr. Stack stated that they are still working on this. Selectman Holden noted that there have been some problems in this area and he requested an update as to the dog licensing status relative to 130 plus homes. Selectman Bryer noted that some revenue was generated by sending out notifications. He asked if further action should be taken for those who did not register their dogs. Mr. Stack stated that he is working on to see if this action would be addressed by the ACO or the town clerk and will finalize the process for the next meeting.

Auditors
Selectman Holden asked about the status of going out to bid for auditing services. Mr. Stack replied that he and the finance administrator met on Friday. He added that he plans to have that for the Board to review at the next meeting.

Joint Meetings Schedule
Selectman Holden asked if there has been a schedule finalized for joint meetings with town committees. He explained that the technology committee has been discussing combining the computer systems with the town and school. Mr. Stack stated that he would like to have an annual meeting for the Board to meet with all town boards, and the school board to discuss goals, etc. Selectman Holden would appreciate meeting with the school board during the budget season.

Budget
Selectman Bryer stated that he would prefer to see limited warrant articles this budget season. He noted that the police did not get the cruiser last year so he anticipates that they will request a cruiser. Selectman Bryer stated that this would not be a year to pursue large items in the budget. He stated that the budget will be very lean and very tight. Mr. Stack stated that the revenues have leveled off and are dropping. He is in the process of re-estimating for the tax rate. **Motion** Selectman Holden motioned for the Board of Selectmen to pursue a level funded budget and for employees to look for funds in order to cover a 2% COLA for next year. If the funds are found and available, the Board will consider approving the increase. Seconded by Selectman Bryer. Selectman Bryer stated that Social Security Administration will not be issuing a COLA this year; it will be a flat rate. He explained that step increases were not given last year and he feels that raises should be tied to merit. He added that with no COLA this year, he feels that a step increase should be issued if employees are deserving of the increase. Selectman Holden requested a spreadsheet with figures for a 2% COLA increase for 2010 and project for step increase as well. Mr. Stack noted that merit should be tied to anniversary date and personnel evaluations should be completed. Selectman Bryer requested that this change be made in the personnel policy. Motion and second were withdrawn.

Selectman Holden noted that he hopes that these suggestions will stimulate some discussion and thought. Selectman Holden stated that he feels that it is imperative that the Board begin the budget process with a level funded budget this year.

Police Log
Selectman Holden noted that the police log is on the website and there were 2,100 hits for the June 2009 log.

Northwood Lake Town Beach
Selectman Holden asked about the stone wall that was to be built at the Northwood Lake Beach. He expressed concern with the fact that cars are driving on the beach and if the volunteers are not able to complete the wall, he suggested adding some sort of temporary fence.

Non-Public Session
7:45 p.m. **Motion** Selectman Holden made a motion, seconded by Selectman Bryer, to go into a non-public session under RSA 91-A:3II.
Roll Call Vote:
Selectman Holden – yes
Selectman Bryer – yes
Motion passed unanimously; 2/0.

**Motion** Selectman Holden made a motion, seconded by Selectman Bryer, to come out of non-public session at 8:15 p.m. Motion passed unanimously; 2/0.

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

**Motion** Selectman Bryer made a motion, seconded by Selectman Holden, to authorize the selectmen to sign an eviction notice for Map 222; Lot 33; Sublot 14. Regretfully, motion passed unanimously; 2/0.

**Motion** Selectman Bryer made a motion, seconded by Selectman Holden, to authorize the selectmen to sign an eviction notice for Map 222; Lot 33; Sublot 12. Regretfully, motion passed unanimously; 2/0.

**Motion** Selectman Bryer made a motion, seconded by Selectman Holden, for the town administrator and finance administrator to execute an agreement for payments for an ambulance billing. Motion passed unanimously; 2/0.

Adjournment
8:17 p.m. **Motion** Selectman Holden motioned to adjourn, seconded by Selectman Holden. The motion passed unanimously; 2/0.

Respectfully submitted,
Lisa Fellows-Weaver
Board Secretary

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