The Town of Northwood, New Hampshire - Board of Selectmen Minutes 09/22/09

Citizen’s Forum
Marion Knox requested that the Board of Selectmen (Board) address the letters from the facilities committee from the last meeting relative to the windows for the community hall and the lighting for the town hall.

With no additional public comment, Chairman Dill closed the public portion.

Appointments
Fire Chief George Ashford was present to meet with the Selectmen regarding the two new positions for firefighters/EMT’s.

Non-Public Session
6:05 p.m. **Motion** Selectman Dill made a motion, seconded by Selectman Holden, to go into a non-public session under RSA 91-A:3, II (a).
Roll Call Vote:
Selectman Dill – yes
Selectman Holden – yes
Motion passed unanimously; 2/0.

**Motion** Selectman Dill made a motion, seconded by Selectman Holden, to come out of non-public session at 6:26 p.m. Motion passed unanimously; 2/0.

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

**Motion** Selectman Dill made a motion, seconded by Selectman Holden, for the fire department hiring committee to extend conditional offers to the two finalists recommended by the committee. Motion passed unanimously; 2/0.

Unfinished Business
Highway Advisory Committee - Road Maintenance and Paving Projects
Road Agent Jim Wilson, along with members of the highway advisory committee, met with the Board to discuss road projects and the highway department’s budget. Mr. Wilson explained that he had spoken to Wolcott Construction regarding their prices for asphalt for the Old Turnpike Road project. Wolcott has agreed to hold their per ton price and use a different type of asphalt binder material. He stated that he feels that this material will be sufficient for Old Turnpike Road and will then eliminate the need for a top wearing course. Selectman Dill stated that this change will lower the cost of the project and provide the $50,000 necessary to cover the cost of the Bennett Bridge Road project.

Additional discussion was held regarding the budget for mowing, ditching, and plowing. Mr. Wilson reported that he had received a bid of $3,600 for roadside mowing. He added that the work will be less and there may be additional charges for additional work required. Selectman Holden noted that the original bid amounts, based on hourly rates, were $6,000. - $7,000. Mr. Wilson noted that he would be open to hourly rates in the spring.

A discussion was held regarding funds for snow plowing. Mr. Wilson stated that he feels that $20,000 would be sufficient for plowing for November and December.

Selectman Dill asked about the grading costs and Mr. Wilson stated that grading is $100. per hour and he stated that the work would be 80 hours and will be reduced if possible. Mr. Wilson stated that in the spring he received quotes for the grading and Hodgdon was the lowest and a purchase order has been submitted.

Selectman Holden stated that the town should plan for the unexpected events with the Bennett Bridge project and budget accordingly.

**Motion** Selectman Dill made a motion, seconded by Selectman Holden, to award the roadside mowing bid to Chadderbrook Farms, in the amount of $3,600. Motion passed unanimously; 2/0.

Facilities Committee
Members of the facilities committee met with the board regarding a few issues. Ms. Knox stated that currently the committee has only spent $1,300 of the $43,000 allocated for facilities projects. Steve Bailey stated that facilities committee funds have been voted on at town meeting to be spent on buildings in town.

The first item project discussed was Woodman Park. Marion Knox stated that the funds for the project are in the facilities committee budget. Of the $43,000 appropriation, the park project total is $10,000. Mr. Bailey stated that this is only a portion of the funds for the project as the total project is over $100,000. Mr. Bailey stated that the work will be contracted out and bids will be obtained by the road agent. He further explained that the goal is to get as much done as possible using the existing funds. Selectman Dill stated that if the work is to be completed this year then it needs to be put out to bid very soon. Selectman Holden agreed. **Motion** Selectman Dill made a motion, seconded by Selectman Holden, to authorize the road agent to solicit bids for the Woodman Park project based on the scope of work. Motion passed unanimously; 2/0.

Another item addressed was the town hall lighting. Mr. Bailey explained that the existing lights on the town hall are not working correctly, and are not energy efficient. Mr. Bailey stated that the proposal is to replace the two front lights attached to the town hall and this will eliminate some lights. Ms. Knox stated that the funds for these lights became available when the decision was made not to purchase the $7,500 air cleaners for town hall. Mr. Bailey stated that the new lights will meet the lumens noted in the town’s ordinances.

Discussion ensued and Selectman Holden asked about the costs related to the styles proposed. Ms. Knox replied that the lights are $450 each. Selectman Holden recommended that the lights be changed out as soon as possible due to the inefficiencies. Selectman Dill agreed. **Motion** Selectman Dill made a motion, seconded by Selectman Holden, to recommend the facilities committee proposal for lighting for the town hall. Motion passed unanimously; 2/0.

Ms. Knox stated that the last item the facilities committee would like to address would be the installation of storm windows and extra insulation in the community hall. Mr. Bailey stated that insulation was recommended two years ago and was not completed due to the difficulty with obtaining bids. He noted that last year he reset all of the windows and did some other maintenance to them. He stated that wooden storm windows are not cost effective now and are not done so he priced out metal storm windows. Mr. Bailey stated that the general consensus was to maintain the historical aspect of the windows, keep the existing windows, and add storm windows. Mr. Bailey stated that the first floor of the building is used all winter and he recommended that the Board do the windows for the entire building. He added that should the building not be completed at one time, the styles of the windows available may change. He stated that he obtained quotes from two different places and the cost varied between $3,145 and $3,500. installed. Ms. Knox added that the insulation amount was between $600 and $800. Mr. Bailey noted that the future goal is to address the stairway of the second floor as well. He added that there has been much volunteerism for work at this building. **Motion** Selectman Dill made a motion, seconded by Selectman Holden, to recommend the facilities committee proposal for the windows for the lower amounts. Selectman Holden how much has been expended from the line and Ms. Knox replies nothing to date. Selectman Dill asked if the figures are firm bids and Mr. Bailey replies no and added that the solicitation process costs money too. Motion and second were withdrawn. Selectman Dill stated that the committee can provide three quotes. **Motion** Selectman Dill made a motion, seconded by Selectman Holden, for the facilities committee to solicit bids for the window project. Motion passed unanimously; 2/0.

Selectman Holden asked about the status of the stone wall that is to be installed to replace the fence that was removed at Northwood Lake Town Beach. Mr. Bailey stated that the opportunity for a stone wall being placed at Northwood Lake Beach is now not available. He stated that they are not sure if something will be done in the fall. Selectman Holden expressed concern with cars driving on the beach. Mr. Bailey stated that they will continue to work on this matter.

Acceptance of Minutes - 8/25/09
**Motion** Selectman Dill motioned to postpone the acceptance of the August 25, 2009 minutes. Selectman Holden seconded the motion. The motion passed; 2/0.

Non-Public Session
7:12 p.m. **Motion** Selectman Dill made a motion, seconded by Selectman 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** Selectman Dill made a motion, seconded by Selectman Holden, to come out of non-public session at 7:28 p.m. Motion passed unanimously; 2/0.

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

Unfinished Business
Status of Unlicensed Dogs - RSA 466
Mr. Stack provided a report of the dog licensing status. He reported that June 19 there were 791 unlicensed dogs in Northwood and as of September 16 there were 272 unlicensed dogs. He added that some of the owners have moved or the dogs are deceased. Under the state statute, the town clerk can now send letters to the dog owners noting that there is a $25.00 civil forfeiture assessment owed and if the amount is not paid the list will be forwarded to the police department for further enforcement.

Budget Meetings with Departments
Mr. Stack asked how the Board would like to conduct the annual meetings with department heads scheduled for 10/13. He asked who the Board would like to invite. The Board reviewed the following list: Building Department - Dave Hickey; Finance Department - Sandy Garrett; Fire Department - George Ashford; Highway Department - Jim Wilson; Human Services Department - Amy Elliott; Land Use Department - Linda Smith; Recreation Department - Kathy Boudreau; Library - Donna Bunker and/or Trustees; Police Department - Chief Drolet and/or Police Commissioners. The Board concurred with inviting those on the list to the meeting.

Forestry Contracts
Mr. Stack stated that a draft contract was developed with Bean Hill Forestry Services and he presented the draft to the Board. He stated that the conservation commission is meeting October 6 and will review the contract. He requested that the Board review the contract and provide and comments or concerns to him by Friday for forwarding on to the conservation commission. He added that he hopes that the contract will be completed at the commission’s meeting. Selectman Dill stated that he had met with Bean Hill Forestry Services to discuss a possible timber cut at the new recreation fields. He would like to see the project parameters fall under the new contract. Selectman Dill stated that the cut would not take place until after the land freezes, January or February.

Bennett Bridge Road Project/Easement
Mr. Stack explained that he is still working on getting an easement from an abutter. There was a preconstruction meeting today and discussion was held regarding possibly altering the direction of one of the inlet pipes. This change would only require an agreement from the abutter to enter the property to get the work done, with an expiration of one year and no price change would be necessary.

New Business
Acceptance of Minutes – 9/8/09
**Motion** Selectman Dill motioned to table the September 9, 2009 minutes. Selectman Holden seconded the motion. The motion passed; 2/0.

Approval of Payroll Manifest
**Motion** Selectman Dill motioned to approve the payroll manifest, in the amount of $56,751.79
Selectman Holden seconded the motion. The motion passed; 2/0. The payroll manifest was signed by the Board.

Review of Properties Eligible for Tax Deeding
A list of properties scheduled for tax deeding to the town by the tax collector was reviewed by the Board. Mr. Stack noted some changes to the original list that was sent out in the meeting packets. Mr. Stack explained the Board may choose to accept or refuse a deed and liens will stay in place with interest accumulating.

Mr. Stack noted that a site walk will be done tomorrow for environmental issues on two parcels that are eligible for deeding and he recommends that the board waive acceptance of the deeds for those properties until the report is completed. **Motion** Selectman Dill motioned to waive deeding of Map 216, Lot 69 and Map 216, Lot 15, pending the completion of the environmental survey. Selectman Holden seconded the motion. The motion passed; 2/0.

Mr. Stack recommended the Board waive deed acceptance for Map 222, Lot 33, Sublot 11, as the town would be subject to paying the coop the monthly lot fee. He stated that this is a rental property and more information is necessary. **Motion** Selectman Dill motioned to waive deeding of Map 222, Lot 33, Sublot 11. Selectman Holden seconded the motion. The motion passed; 2/0.

Mr. Stack recommended the Board waive deed acceptance for Map 109, Lot 19, Sublot MH2. He explained that the owners no longer occupy the property. Lot rent is being paid by the occupant, a relative of the owner. He stated that options need to be reviewed. **Motion** Selectman Dill motioned to waive deeding of Map 109; Lot 19; Sublot MH2. Selectman Holden seconded the motion. The motion passed; 2/0.

Mr. Stack recommended the Board accept the tax deed for Map 123, Lot 45. He stated that this is a vacant parcel of land of .18 acres. Selectman Dill requested that the building department secure the shed on the site. Mr. Stack will inform the Tax Collector that the town will accept this deed.

Mr. Stack recommended the Board waive deed acceptance for Map 230, Lot 82, Sublot 62. He explained that the owner did not accept the registered mail and he recommended that further information be obtained. **Motion** Selectman Dill motioned to waive deeding of Map 230; Lot 82; Sublot 62. Selectman Holden seconded the motion. Selectman Holden asked if letters are also mailed regular mail in addition to certified mail. Mr. Stack replied no and discussion ensued relative to beginning to do this process as a standard practice. The motion passed; 2/0.

Nomination of Town Health Officer
Mr. Arsenault stated that his three year term as health officer will expire October 8, 2009. Selectman Dill stated that the paperwork arrived today. **Motion** Selectman Dill motioned to table the nomination of the health officer to the 10/13 meeting. Selectman Holden seconded the motion. The motion passed; 2/0.

Review Personnel Plan Draft
Mr. Stack presented a draft plan for the Board’s review.

Mr. Stack stated that the Board may want to discuss adding longevity bonuses. He explained that one option is for a longevity award at a one time payment per year for years of service or have a merit bonus based on a review determined by the Board. Selectman Holden stated that the town offers a great benefit program, reasonable wages, a raise last year with probably another raise this year. He feels that a longevity incentive is another burden to the taxpayer.

The Board went through the draft and noted areas that it wishes to discuss further at the next meeting on 10/13. The Board asked the Town Administrator to provide more information on the areas to be reviewed.

Award of Fuel Bids - 2009-2010
Mr. Stack reported that the school district had sent out direct mailings to vendors as well as placing an ad in the paper. He reported that two bids were received for propane: Energy North - $1.88 fixed, or $1.78 pre-buy and Irving - $1.562 per gallon, with Irving reserving the right to adjust the amount when the contract is signed. One bid was received for #2 oil:
Irving - $1.87, which may be adjusted when the contract is signed. Mr. Stack explained that one bid for bio-fuel was received: Simply Green - $2.36 per gallon. No bids were received for Kerosene.

Mr. Stack reported that the school board has met and would like to award the contracts to Irving for propane and #2 oil.

Discussion ensued regarding the fuels for town buildings. Mr. Stack will review other options for heating fuels for the fire department in lieu of using kerosene. **Motion** Selectman Dill motioned to award the fuel bid for propane and for #2 to Irving, based on the bids provided to the school board. Selectman Holden seconded the motion. The motion passed; 2/0.

Acceptance of Bid for Road Salt
Mr. Stack stated that two bids for road salt were submitted to the road agent: Morton Salt - $54.36 per ton delivered and Granite State Minerals - $55.41 per ton delivered. Mr. Stack stated that the road agent has recommended that the Board award the contract to Morton Salt. Selectman Dill motioned to award the road salt bid to Morton Salt. Selectman Holden seconded the motion. The motion passed; 2/0. Chairman Dill signed the contract for Morton Salt.

Process Intent to Cut and Land Use Change Tax Assessment - Gary Binder, Bow St. Map 230; Lot 40.
Mr. Stack stated that this item was carried over from the last meeting. Mr. Stack stated that he had spoken to the NH Department of Revenue Administration and to discuss the process of bonding to cover the cost of the anticipated tax from the cutting when a property owner owes property taxes to the town. He found that the town cannot withhold the processing of an intent to cut if a property owner owes property taxes as long as a bond is in place to cover the anticipated taxes. He added that the forester will be providing a certified check to serve as a bond. Selectman Dill motioned to approve the intent to cut for Binder, Bow St., Map 230; Lot 40 with the condition that a certified check be provided. Selectman Holden seconded the motion. The motion passed; 2/0.

Other New Business
Intent to Cut - Forest Peters Wildlife Management Project, Map 237; Lot 5
Mr. Stack stated that this is state property. He added that he road agent does review these to determine if a road bond is necessary. Selectman Dill motioned to approve the intent to cut for Forest Peters Wildlife Management Project, Map 237; Lot 5. Selectman Holden seconded the motion. The motion passed; 2/0.

Tax Levy, Map 230; Lot 17
Mr. Stack proved the board with a certification for yield taxes for Map 230, Lot 17 in the amount of $72.55. Selectman Dill motioned to approve the certification for yield taxes for Map 230, Lot 17, in the amount of $72.55. Selectman Holden seconded the motion. The motion passed; 2/0.

Current Use Penalty, Pender Rd. Map 210, Lot 79
Mr. Stack proved the board with a current use penalty, Pender Rd., Map 210, Lot 79, in the amount of $7000. Selectman Dill motioned to approve the current use penalty for Map 210, Lot 79, in the amount of $7000. Selectman Holden seconded the motion. The motion passed; 2/0.

Revised MS-1
Mr. Stack provided a revised copy of the MS-1 form for signature. He explained that the town had field an earlier version of the MSA-1 with the state, however DRA has since then updated its recommended utilities values. He stated that there has been a slight net gain in the total assessed value. Selectman Dill motioned to approve and sign the revised MS-1 form. Selectman Holden seconded the motion. The motion passed; 2/0.

Agreement and Release, Lesnyk, Long Pond Rd.
Mr. Stack stated that he met with the code enforcement officer regarding the process for an agreement and release. He stated that this information is provided as part of the process for issuing a certificate of occupancy. He feels that the process should be reviewed by the Board further. Selectman Holden motioned to approve two agreement and release form for Lesnyk, 190 Long Pond Rd., Map 206; Lots 54 and 72. Selectman Dill seconded the motion. The motion passed; 2/0. The forms were signed by the Board.

Communication from Board Administrator - Zoning Board Member
Mr. Stack stated that he has received a letter from the board administrator regarding an interested party to the zoning board of adjustment. A discussion was held regarding the towns process for receiving recommendations on appointments from the from the affected board. Selectman Dill motioned to table this item pending recommendation from the ZBA. Selectman Holden seconded the motion. The motion passed; 2/0. The forms were signed by the Board.

Town Administrator’s Report
Email and Website Addresses
Mr. Stack reported that the network handling the town’s domain name had v=crashed over the weekend. The IT administrator changed the website and email addresses have been changed to northwoodnh.org.

Selectmen’s Report
Selectman Holden mentioned that a few months back the Board discussed sending out the code enforcement officer to take a look at the Edgerly Chapel property in anticipation of a possible acquisition of the property by the town. Mr. Stack stated that he has not received any additional information and will check into this.

Selectman Dill noted that with the many recent emergencies that have occurred in Northwood, there have been some problems with cell phone service and he suggested reviewing other providers. Selectman Holden noted that he feels that there are better bargains available; however, he would agree checking into to other plans and providers.

Selectman Holden asked for clarification relative to a fuel surcharge for the town’s water. Mr. Stack will review this.

Citizen Forum
Lucy Edwards stated that she would help publicize the town’s new domain name/address by putting something in the Forum.

Non-Public Session
8:42 p.m. **Motion** Selectman Dill made a motion, seconded by Selectman Holden, to go into a non-public session under RSA 91-A:3, II (c).
Roll Call Vote:
Selectman Holden – yes
Selectman Dill - yes
Motion passed unanimously; 2/0.

8:54 p.m. **Motion** Selectman Dill made a motion, seconded by Selectman Holden, to come out of non-public session. Motion passed unanimously; 2/0.

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

Citizen Forum
Peter Jones provided an overview of the recent problems with the town’s website and email. He stated that there is nothing that can be done other than continuing to try to contact the provider. He stated that he is unsure as to when the town’s domain service would be restored he obtained another domain, northwoodnh.org, and has now moved the town’s website and emails accordingly. Mr. Jones stated that this is still not an ideal situation as a lot of communications is done through the old domain and nothing will be forwarded until the old domain becomes available and at this time, this is unknown. Discussion ensued and Mr. Jones stated that the provided has had a massive server crash and the backup was not working either. He noted that domains are all over the state as well as beyond NH. Mr. Jones noted that something should be noted in the Suncook Sun relative to these changes. Mr. Dill suggested that new recreation sign and the community bulletin board. Mr. Jones stated that he believes that the old domain site will become active again and recommended that the town maintain the old domain since it is free; although, continue to use the new domain as the main address domain.

Adjournment
9:08 p.m. **Motion** Selectman Dill motioned to adjourn, seconded by Selectman Holden. The motion passed unanimously; 2/0.

Respectfully submitted,
Lisa Fellows-Weaver
Board Secretary

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