Northwood Town Facilities Committee     
Minutes of Joint Meeting with Athletic Fields Committee
January 6, 2010 – 7:00 p.m. at Community Hall

Call to Order:  Chairman Steve Bailey called the joint meeting to order at 7:00 p.m.

Roll Call:  Present were Charlie Comtois, Fred Bassett, Norma Heroux, Scott Vaughn, Russ Eldrided, Marion Knox. Bob Bailey, Alden Dill and Steve Bailey.

Meeting with Athletic Fields Committee:

Selectman Dill stated the Selectmen solicited bids for the construction of the roadway to the proposed parking lot, a distance of approximately 400 feet, from three Northwood contractors, and two bids were received.  The bids were as follows: D. L. Docko & Son - $19,212.00 and Hodgdon & Son Inc. -$47,302.00

Selectman Dill stated the Selectmen asked that the Athletic Fields Committee review the bids and provide them with their bid acceptance recommendation.  The committee discussed the bids and reviewed the plans.  Bob Bailey informed the committee that the loggers will be clearing the area for the new fields and also doing selective cutting as soon as the roadway is put in.  Both the contractor and logger should be ready to do the work within two weeks or so.  Russ Eldridge stated there is $110355.06 in the fund.

Motion:  Alden Dill motioned to recommend the Docko bid of $19,212.00 to the Board of Selectmen.  Motion seconded by Russ Eldridge and the vote made unanimous by the committee members.  Marion will send a letter to the Selectmen as soon as possible.

Meeting with the Althletic Committee was closed at 7:14 p.m.

Town Facilities Committee meeting was opened by Chairman Bailey at 7:15 p.m.

Approval of minutes of December 2, 2009 meeting:  Fred Bassett motioned to accept the minutes as presented.  Motion seconded by Scott Vaughn and made unanimous by the committee members.

Old Business:

Marion and Russ Eldridge presented final figures of expenditures and balances for the 2009 budget as follows:

2009 budget:  $43,800, expended:  $4994.11 – 2009 balance  $38,805.89
Balance in Expendable Trust Fund:  $47,392.25

The difference between the two figures represents the balance between the budgets and final expenditures in previous years, and the accumulated interest received.

A general discussion was held relative to the budgeted items that were not done.  Norma Heroux asked about the mold at the Chesley Library, and the need for more space for book shelves and meeting space at the library.  Questions were asked about meetings that are held at the library, and why these meetings could not be held at town hall or the community hall.  Also discussed was the need for the library trustees to complete the information being asked for by Elaine Planchet, town planner, so the town’s capital improvement plan can be upgraded to include the library trustees space requests. 

The committee members reviewed the proposed 2010 budget of $25,500 that was presented to the Selectmen, and which will be a separate article in the 2010 town warrant.
Selectman Dill stated the budget was approved by the Selectmen.  However, the separate article for $10,000 for the Town Hall Improvement Capital Reserve Fund received a vote of 2 Nays and 1 Yea, so the article will be in the town warrant without approval of the Selectmen.

There was no further discussion on the 2010 budget requests.

New Business:

Norma Heroux asked for an explanation of the RSA that governs the money raised for departments in the budget each year, and specifically what happens to the money not spent in that year.  Alden Dill explained the workings of the town’s finances and how monies remaining at the close of the year become part of the town’s surplus that can be used to lower the tax rate the following year. 

Next meeting Date:  February 3, 2010 – Community Hall – 7:00 p.m.

Adjournment:  Motion by Charlie Comtois to adjourn at 7:50 p.m., seconded by Russ Eldridge, and made unanimous by the committee.

Respectfully submitted,

Marion J. Knox
Member/Secretary