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

Appointments
Jim Wilson, Road Agent – Road Maintenance and Paving Projects are Bid Out
Selectman Bryer stated that a discussion was held while opening the bids for Bennett Bridge with covering the costs of the project as it appears that the funds may fall short in order to finish the project this year. He added that the Board is trying to save funds and a discussion was held regarding the ditching and the process of how the prices were obtained.

Mr. Wilson explains that with contracts for the process on Blake’s Hill he felt that using the town’s trucks would be more efficient and a contract would be more expensive then the hourly rates he obtained. Bob Bailey noted that it would be costly to draw up plans for the specs just to dig a ditch. He stated that this work is a small job.

Selectman Holden explained that he feels that the majority of the Board feels that there is an opportunity being missed by not getting quotes and paying out on an hourly basis. He stated that in this economy people are looking for work and will do what needs to be done to secure the work; therefore, there is an opportunity for the town to save some money. Selectman Dill stated that the town does have materials and staff just not the necessary equipment for this job so for this job there is just the rental of the equipment. Mr. Wilson stated that he can get quotes and asked if it is fair for him to continue to request the quotes. Selectman Dill noted that if bid specs keep changing, then at some point it will become difficult to get bids. He added that the process must be clear and concise.

Steve Bailey stated that the Board needs to remember that some of these contractors are some of the highest paying tax payers and are the guys that the town keeps asking to volunteer when there is an
emergency. He stated that the proposal is to hire a piece of machinery to assist the road agent. Selectman Holden stated that he supports the local businesses.

Ms. Knox explained that Mr. Wilson has a list of local contractors with their rates and equipment that they have to offer. Selectman Dill asked how often the list is updated and Mr. Wilson replied every spring. He added that all entities are relatively comparable with their rates.

Bob Bailey stated that since there is a contract they plan to complete the project on Old Turnpike Rd. and any funds left over were to be applied to ditching on Bennett Bridge Rd. He stated that this can be changed and the funds can be applied towards Bennett Bridge. Ms. Knox added that they have reserved some funds for winter. Selectman Dill asked if just the base coat could be done on Old Turnpike Road and not do the finish coat on top. Ms. Knox replied that the highway advisory committee discussed that option and decided to not do that and decided to complete the project.

Selectman Bryer stated that work was done to Cooper Hill Road while the Town of Nottingham was working on their end of the road. He stated that this may have been a good decision but it was $8,000. and the purchase order was signed by the Board after the work was done. Selectman Bryer stated that the funds could have been used for Bennett Bridge Rd. Mr. Wilson replied that he was not aware that the project was going to be done until the day they were doing it. He added that both towns run school buses on this road and all the prep work was done by Nottingham and the only cost to Northwood was the hot top. He explained that should this have been postponed the town would have had to pay for all the prep work and overall this is better for both towns. Selectman Bryer expressed concern with having funds to finish out the year. Selectman Dill asked who Mr. Wilson consulted with regarding the work on Cooper Hill Rd. Mr. Wilson replied that he spoke to Mr. Stack.

Ms. Knox asked if the selectmen did a purchase order for $16,000 to Underwood and if so, what line item this was from. Selectman Dill replied that a PO was done and the funds were to come from the warrant article. Ms. Knox stated that these funds were raised by the people for road work and the Board did not consult with the roads committee. Selectman Dill stated that he believes the PO was provided to the committee and the article was written for the work on Bennett’s Bridge Road. Ms. Knox stated that the article did not include engineering fees and Selectman Dill noted that the engineer was acting as the clerk of the works. Ms. Knox requested that the $16,000 be found elsewhere and the article was for the work. Selectman Dill stated that with a project of this size the town normally hires an engineer as the clerk of the works. He stated that the Board felt that it was in the best interest of the town to complete this project and do it correctly and he noted that there are many state agencies involved with this project. He added that there is a lot of work being done in such a small area.

Selectman Bryer stated that the mowing and the grading may not occur this year since funds are necessary to complete Bennett Bridge. Mr. Wilson stated that the mowing was not done last year and really needs to be done this year. Selectman Dill suggested that Bennett’s Bridge be completed along with Blake’s Hill Rd. and not do the top coat on Old Turnpike Rd. He added that he does have some concerns with snow and ice control. Bob Bailey asked if that would free up enough funds.

Discussion ensued and Mr. Stack stated that the amount remaining in the budget in the paving and reconstruction section is $248,000., less the Cooper Hill Rd. paving of $8,600. The project cost is $138,306., less $93,600 budget, the amount needed to complete the Bennett Bridge Road project will be $44,706. Mowing bids were $6,000 and ditching was $8,000. Other budget lines were reviewed. Steve Bailey stated that a lot of work has occurred on these roads and if some of these projects are not completed, money has been wasted and the roads will deteriorate, and will cost more money in the end. He suggested suspending the ditching and have the road agent do as much as he can with ditching. Selectman Dill stated that he agrees to postponing the topcoat to Old Turnpike Rd. Mr. Lane disagreed as if the paving is not completed, the strength of the road is sacrificed and by waiting the end result will not be the same. Selectman Dill stated that if Old Turnpike Rd. is not completed, there will be funds available for everything else that is needed, mowing, ditching, etc. Mr. Lane stated that the road should be built to the way it is designed. Further discussion was held regarding other options for Old Turnpike Rd. Selectman Dill requested an additional quote to just install a binder course. Mr. Wilson will provide a price at the next meeting.

Bob Bailey explained the topcoat materials and agrees that the road should have the finish coat added at the same time for stabilization. Ms. Knox asked if other town budgets have been reviewed and Bob Bailey suggested using the $10,800. for Lucas Pond and postpone this until next year.

Discussion ensued regarding winter maintenance. Selectman Holden confirmed the amount needed for winter maintenance. Mr. Wilson explained that $10,000 - $ 12,000. for trucks, sand, and salt. Mr. Holden stated that the budget is $10,000 short for Old Turnpike and Bennett Bridge road projects with leaving out the mowing and ditching. Selectman Holden requested that department heads review their budgets for available funds. He noted that there maybe funds available in the claims/legal/judgments line and Selectman Dill stated that there are funds also available in the T.A.N. line.

A discussion was held regarding bidding versus hourly. Mr. Wilson stated that the decision will affect his budget as the contractor would be suing their own gravel so that line would be reduced. Selectman Bryer stated that the purchase order policy was for items over $10,000. Ms. Knox noted that three written quotes must be provided and this applies to capital items. Mr. Wilson stated that usually the fees for ditching are $100. per hour/per truck.

Ms. Knox noted the there is a percentage that is added to the contracts for issues that may arise as the work is done. Selectmen Bryer stated that it is 15% usually.

**Motion** Selectman Bryer motioned to approve the bid for Parkers and Daughter for the Bennett’s Bridge job. Selectman Dill seconded the motion. Selectman Holden noted that there was an error on the bid and he does not feel that he can vote on this at this time. Additional discussion was held regarding the alternative plan options for the beach provided by Underwood. Steve Bailey felt that the natural grass strip proposal was the better option. Selectman Holden asked about the steps and Steve Bailey stated that the 20’ option for steps was sufficient and less to maintain. Steve Bailey stated that the wall is maintenance free. **Motion** Selectman Bryer amended the motion to select option 4 base bid plus bid alternate 1 and 2, in the amount $119,906. Selectman Dill seconded the amendment. The motion passed; 3/0.

Non-Public Session
7:08 p.m. **Motion** Chairman Dill made a motion, seconded by Selectman Holden, to go into a non-public session under RSA 91-A:3II(b).
Roll Call Vote:
Selectman Dill – yes
Selectman Bryer – yes
Selectman Holden – yes
Motion passed unanimously; 3/0.

7:22 p.m. **Motion** Selectman Bryer made a motion, seconded by Selectman Holden, to come out of non-public session. Motion passed unanimously; 3/0.

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

Unfinished Business
Acceptance of Minutes
7/14/09 Public and 7/14/09 Non-Public
**Motion** Selectman Holden motioned to approve the July 14, 2009 public and non public minutes, as written. Selectman Dill seconded the motion. The motion passed; 2/0/1. Selectman Bryer abstained as he was not at this meeting.

Acceptance of Minutes
8/12/09 Public and 8/12/09 Non-Public
**Motion** Selectman Bryer motioned to approve the August 12, 2009 public and non public minutes, as written. Selectman Dill seconded the motion. The motion passed; 2/0/1. Selectman Holden abstained as he was not at this meeting.

Appointment to Economic Development Committee (EDC)
Selectman Bryer offered to be the representative to the EDC. **Motion** Selectman Dill motioned to appoint Scott Bryer as the selectmen’s representative to the Economic Development Committee. Selectman Holden seconded the motion. The motion passed; 3/0.

New Business
Acceptance of Minutes - 8/25/09 public and 8/25/09 non-public
The minutes were postponed to the next meeting.

Selectman Holden referred to the August 25 minutes which note that on July 14, the Board approved approximately $150,000. for Old Turnpike Road. Mr. Stack noted that this was the bid without the topcoat. Additional discussion was held regarding the current condition of the road with a new received bid of $190,000. Mr. Holden noted that there will be one more meeting prior to any additional work taking place on the road.

Approval of Payroll Manifest
**Motion** Selectman Bryer motioned to approve the payroll manifest, in the amount of $45,280.72. Selectman Dill seconded the motion. Mr. Holden requested that all time sheets be signed by the supervisor. The motion passed; 3/0. The payroll manifest was signed by the Board.

Approval of Purchase Order - Underwood Engineering
Mr. Stack presented the Board with a purchase order for Underwood Engineering to accompany the signed contract for $15, 500. This covers bidding services and oversight of the Bennett Bridge project. **Motion** Selectman Dill motioned to approve the purchase order for $15,500 for Underwood Engineering for bidding services and clerk of the works for the Bennett Bridge project. Selectman Holden seconded the motion. The motion passed; 3/0. The purchase order was signed by the Board.

Approval of Purchase Order - Advanced Excavating and Paving
Mr. Stack presented the Board with the purchase order for Advanced Excavating and Paving in the
amount of $8,600., for paving for Cooper Hill Road. He explained that this PO was tabled from the August 25 meeting pending further discussion and information from the road agent. **Motion** Selectman Dill motioned to approve the purchase order in the amount of $8,600 for Advanced Excavating and Paving for paving on Cooper Hill Rd. Selectman Holden seconded the motion. The motion passed; 2/0/1. Selectman Holden abstained. The purchase order was signed by the Board.

Intents to Cut
Mr. Stack presented an intent to cut for Jon Hendrick, Corson Dr. Map 207; Lot 40. Selectman Dill motioned to approve the intent to cut for Jon Hendrick, Corson Dr. Map 207; Lot 40. Selectman Holden seconded the motion. The motion passed; 3/0.

Mr. Stack presented an intent to cut for Gary Binder, Bow St. Map 230; Lot 40. He explained that the property owner owes taxes to the town so a bond can be required as security to the amount of the estimated timber tax. Additional discussion was held regarding the payment of the timber tax and the amount that would be due for the cut would be approximately $310. Selectman Dill noted that this area has been cut already. Selectman Holden stated that if there is a lien on the property, he does not feel comfortable signing the intent to cut as there is value leaving the site on a potential town property. Mr. Stack stated that the owner has the right to cut even if there is a lien. He stated that the town would still collect funds with the bond. Selectman Holden motioned to table the intent to cut pending additional information from LGC. Selectman Bryer seconded the motion. Discussion ensued regarding the process and the RSA and if there are delinquent taxes for this property. The motion passed; 3/0.

Approval of Request for Proposal for Town Audit Services
Mr. Stack provided a copy of the draft RFP for audit services to the Board for review and approval. He explained that should the Board approve the RFP, this will be advertised and invitations will be sent to firms specializing in municipal accounting and auditing. Selectman Dill motioned to advertise for audit services. Selectman Holden seconded the motion. The motion passed; 3/0.

Proposed 2010 Town Budget
Mr. Stack stated that department heads are currently in the process of preparing their proposed budgets for submittal to Finance Administrator Sandy Garrett. The submittal deadline is 9/16/09. Discussion was held regarding possible scenarios for granting salary increases to employees. A spreadsheet was completed comparing the costs of a 2% across the board COLA, and a 2.5% one step increase. The increase “salary only” cost of the 2% COLA is $22,398. The increased cost of the 2.5% step increase is $16,183. The Board needs to determine an option for budgeting purposes. Mr. Stack noted that the Board can always revisit the proposed increases. Additional discussion was held regarding FICA and retirement. Selectman Holden asked how many employees are at the max step and he requested for a 9 step projection versus 12 month raise projection. Selectman Dill noted that he would not support a max out system as he feels that there would be no incentive for employees to stay and would like to see something offered. Mr. Stack stated that as long as the town is competitive and Selectmen Bryer explained the longevity program offered by the state given every year.

Discussion ensued regarding a level funded budget. Selectman Bryer stated that this is not the year for increases. Selectman Holden referred to the special meeting regarding the teachers’ contracts and stated that the message was clear. Selectman Bryer noted that this is the first year that the town will probably spend everything that was budgeted. Selectman Dill agreed and he expressed concern with the snow budget.

Communication from Highway Advisory Committee - Gulf Road
Mr. Stack stated that he has not yet been able to contact the staff attorneys at the Local Government Center to discuss this. He referred to previous minutes regarding the road. General discussion was held regarding the information provided and Mr. Stack will contact staff attorneys at the LGC. This item was continued to the next meeting.

Letter of Resignation from Lucy Edwards - Cable Advisory Committee
Mr. Stack stated that he has received a letter of resignation from Lucy Edwards from the Cable Advisory Committee. Selectman Dill motioned to accept Ms. Edward’s resignation from the Cable Advisory Committee, with regret. Selectman Bryer seconded the motion. Selectman Dill thanked Ms. Edwards for her years of service and Selectman Holden suggested a letter of thanks be sent to Ms. Edwards. The motion passed; 3/0.

Other New Business
Communication from Facilities Committee - Community Hall Storm Windows & Insulation
Mr. Stack stated that the facilities committee is requesting to withdraw $3,100-$3,500. to replace 19 windows in the community hall and $600.-$800. to insulate the attic. Selectman Dill asked if this could be reviewed to see if this was an approved and budgeted project. Selectman Bryer asked if this was a planned expenditure.

Communication from Facilities Committee - Town Hall Outside Lighting
Mr. Stack stated that an estimate for the two lights out front was presented to the facilities committee and installing outdoor outlets. Discussion was held regarding the need to be repaired or replaced and the funds. Mr. Stack stated that the lights were not a planned expenditure; however, need to be replaced. Selectman Bryer stated that the funds are non lapsing and the lighting can wait till next year. Selectman Dill stated that the lights are a safety issue and are turning on during the day and wasting electricity. Selectman Holden believes that the lights have been repaired. Selectman Dill motioned to table the requests from the facilities committee, pending additional information. Selectman Holden seconded the motion. The motion passed; 3/0.

Use of Trailer from Capital Area Public Health Network for Point of Distribution Center
Selectman Dill stated that this is the trailer containing all medical materials necessary should there be an emergency. Mr. Stack stated that this is at no charge; however, the town would need to register and insure the trailer. Selectman Bryer added that with the mutual aid agreements the trailer would be moved. Selectman Dill noted that Northwood is the regional distribution center. Selectman Dill motioned to accept the trailer. Selectman Bryer seconded the motion. The motion passed; 3/0.

Invitation for Membership to the Southeast Watershed Alliance (SWA)
Mr. Stack explained that the SWA was authorized by the legislature to increase municipal coordination. An information meeting has been scheduled for September 29, in Nottingham and then the Board can decide to join the alliance. Mr. Stack will forward this information to the conservation commission.

Selectmen’s Comments
Fuel Bids
Selectman Holden asked about the fuel bids. Mr. Stack stated that the school will be sending the sample bid to him and will be going back out to bid. The school will be mailing the bid out to 8 companies and Mr. Stack also requested that the bid information be placed into the papers. Mr. Stack stated that the bids should be in by the beginning of October.

Selectman Holden asked when the current health care contract expires. Mr. Stack replied that the contract may be up for discussion in June 2010. Selectman Bryer suggested that the Suncook Valley Alliance be contacted. Discussion ensued relative to health care percentages paid by the employees.

Selectman Bryer stated that he is on the committee with the interviews for the FF/EMT. He added that he would not be able to attend the next meeting.

Outstanding Projects Spreadsheet
Personnel Policy
Selectman Bryer asked about the progress with the personnel policy and Mr. Stack stated that he will continue to work on this based on the wage plan that the board decides to go with.

Forester Contract
Selectman Dill asked about the progress of the forester contract. Mr. Stack stated that they will be working on this.

Animal Control Officer (ACO)
Selectman Dill asked for an update relative to the shared animal control officer with the Town of Pittsfield. Mr. Stack stated that the police department is currently doing the job and the chief has developed a draft agreement.

Selectman Holden requested an update as to the dog licensing status. 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.

Department Meetings
Selectman Dill requested a meeting with all department heads relative to proposed budgets.

Citizen Forum
Rick Wolf stated that he likes the fact that the selectmen are working towards a level funded budget.

Rick Wolf stated that that there is approximately $10,000 appropriated for the lagoon every year and it is not being used. He stated that Lance Benson has been doing the maintenance and does not charge the town. He added that he does not feel that the chemicals total $10,000. He suggested that the Board review this line during the budget process. Selectman Holden stated that he feels that the town should take action to better secure the area. He suggested maybe adding a fence.

Rick Wolf stated that Sky View Farm is a Class VI road and is gated off by the owner and locked. He stated that this is a legal issue now that he has mentioned it and someone could get hurt. He added that the town should not be giving up these roads to citizens. Selectman Dill noted that if this is a town right-of-way it can not be locked and nothing can be driven on that road that is not legal for highway use. The caveat is snowmobiles. Mr. Wolf stated that the road is an access to the house and was a plowed road by the town. Selectman Bryer stated that if this is a town road, a letter will be sent out notifying the owner that they must keep the gate unlocked.

Non-Public Session
8:50 p.m. **Motion** Selectman Dill made a motion, seconded by Selectman Holden, to go into a non-public session under RSA 91-A:3II(b) and (c).
Roll Call Vote:
Selectman Holden – yes
Selectman Bryer – yes
Selectman Dill - yes
Motion passed unanimously; 3/0.

**Motion** Selectman Bryer made a motion, seconded by Selectman Holden, to come out of non-public session at 9:10 p.m. Motion passed unanimously; 3/0.

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

Selectman Holden stated that he will not be able to attend the planning board work session this Thursday.

Adjournment
9:12 p.m. **Motion** Selectman Bryer motioned to adjourn, seconded by Selectman Holden. The motion passed unanimously; 3/0.

Respectfully submitted,
Lisa Fellows-Weaver
Board Secretary

[ Back ]

top of page