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Written by webmaster
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Wednesday, 27 October 2004 |
Board of Selectmen
Minutes
August 3, 2004
Official as of September 28, 2004
Call to Order
Selectman Bryer called the meeting to order at 6:00 p.m.
Roll Call
Members Present: Chairman Bryer and Selectman Lucy Edwards
Absent: Selectman DiPaolo.
Staff Present: Town Administrator Tammie A. Beaulieu, Executive Secretary Jessi Leavitt
Public Present: Christine Emery
Citizens Forum
Christine Emery - Water District
Ms. Emery met with the Board of Selectmen to discuss the process of
expanding the water district. Tammie stated that she needs to
receive a copy of the water district bylaws and the water district
regulations. She further stated that the citizens need to sign a
petition to advance to the next step for expanding the water
district. Kevin Madison is in the process of circulating a
petition. Once the petition is complete, the town clerk will
verify that signatures received are registered voters. The Board
of Selectmen will then hold a Public Hearing to determine approval of
the boundaries to be ratified by the water district by means of special
meeting. Tammie stated that the town should know the expected
cost per foot to extend the water lines down to Sky Farm Road as well
as other costs that the water district should anticipate if the
Selectmen do extend the boundaries to accommodate the residents of
Ridge Road.
Ms. Emery questioned how much more the residents of the water district
are taxed per house. Tammie informed Ms. Emery that she may
receive additional information from the assessing department; however,
it is a separate taxable district. She is aware that the water
district funds their annual cost which results in no additional charge
on the water district taxes. If there comes a time when the water
district does not fund their annual cost it will create a separate
district on the tax bill.
Ms. Emery questioned if they could apply for an abatement.
Tammie informed that after the second tax bill of the year is received
she could apply for abatement; however, the forms have to be submitted
before March 1 of the following year and should be submitted to the
assessing department.
Mr. Madison submitted a petition to Chairman Bryer in relation to
expansion of the water district. Mr. Madison stated that every
property owner that was available has signed the contract. Tammie
stated that the petition will be sent to the Town Clerk for signature
verification. The board agreed that they will establish a public
hearing date after consulting with Town Counsel regarding the proper
procedure.
Appointments and Public Hearings:
6:15 p.m. Lisa Fellows-Weaver, Minute Correction
Ms. Fellows-Weaver stated that the public minutes of June 15, 2004 need
to be corrected due to lack of closing motions. The Selectmen stated
the correct motions to be added to the minutes.
**Motion**
6:26 p.m. Selectmen Edwards motioned to accept the changes to the Board
of Selectmen minutes of June 15, 2004. Chairman Bryer seconded
the motion and made unanimous 2-0.
The minutes of June 22, 2004 included the wrong motions at the
end. The Board agreed to review the June 22 minutes on August 10
at 6:00 before the NH-DES meeting at the Town Hall.
6:30 p.m. Public Hearing RSA 31:95b Grants for Police Department
6:30 p.m. Chairman Bryer opened the Public Hearing and read the
following advertisement. Pursuant to RSA 31:95b the Northwood
Board of Selectmen will hold a Public Hearing on Tuesday, August 3,
2004, at 6:30 p.m. at the Northwood Town Hall. The purpose of this
public hearing is to accept federal/state grant money for the highway
safety project for the Police Department as follows:
Up to the amount of $2,500.00 for the Northwood In-Cruiser Video,
Up to $2,012.40 for project #315-04A-054 for the Northwood Enforcement Patrols,
Up to $2,012.40 for project #308-04A-076 for the Northwood DWI Patrols,
Up to $402.48 for project #308-04A-075 for the Northwood Corridor DWI Saturation Patrols.
Chairman Bryer acknowledged there was no public in attendance and
closed the public hearing at 6:35p.m. Tammie stated that the
public hearing is in place for the Board of Selectmen to accept the
funds for the above mentioned.
**Motion**
6:37p.m. Selectmen Edwards motioned to accept the grant funds for
$2,500.00 for the Northwood In-Cruiser Video, $2,012.40 for project
#315-04A-054 for the Northwood Enforcement Patrols, $2,012.40 for
project #308-04A-076 for the Northwood DWI Patrols, $402.48 for project
#308-04A-075 for the Northwood Corridor DWI Saturation Patrols.
Chairman Bryer seconded the motion. He questioned if the town
would receive the stated amount, and what does the "up to" amount
specify? Tammie explained that the reason it is stated as "up to"
is because it is paid through payroll. She explained that if the
town needs less than the specified amount than they will not receive
any additional funds. Chairman Bryer made the vote unanimous 2-0.
Town Administrator Agenda
Bulletin Board Posting
Tammie informed the board that the bulletin board posting forms do not
get processed in a timely manner due to the fact that the Selectmen
need to approve the requests; and there is a two week period in between
selectmen meetings. The Selectmen agreed that Tammie Beaulieu
should have the authority to approve and disapprove posting requests
and will review the current cable bulletin rules and change the
authorizing figures.
Executive Secretary Position
Tammie Beaulieu stated for the record that she is happy to have Jessi
Leavitt in the Executive Secretary position. She informed the
board that two years worth of filing and correspondence has been sorted
through and filed in the last two days. The Selectmen welcomed
Jessi to the position.
Reports and Communications from Town Officials:
Consent Calendar (signature file)
Chairman Bryer asked questioned the new process for the FYI file.
Tammie explained that Jessi Leavitt, Executive Secretary, has created
an outline of all the information that was previously placed in a file
for the board to review and initial. The new process should make
filing of information more efficient. Jessi will create and
outline of information available for the board to review and if the
Selectmen would like to additional information on any item they may
request it from Jessi. After two weeks, if no interest is
expressed than she will file the items as needed. The board
agreed that the new process should work well.
Chairman Bryer questioned signing a letter to the School Board
addressing a vacant position on the board. Selectmen Edwards
signed the letter. Mr. Bryer feels that the letter should be
tabled until after the meeting with the School Board this
evening. Tammie recommended that the board sign the letter as
acknowledgement to Mr. James Hadley that the Board of Selectmen had
received his letter regarding the vacant position on the School
Board. Mr. Bryer respectfully declined to move forward on the
letter at this point.
The Board reviewed the contract with accountants Mason and Rich.
The Board of Selectmen chose not to sign the engagement with Mason and
Rich previously because it was not specific as to the money involved
and what it was being applied to. This contract is much more
detailed. The contract is the same as last year; however, they
are now more aware of the separate costs. Mr. Bryer would like to
know if Mason and Rich can break down the invoice to indicate who is
staffing in relation to the billable hours.
Chairman Bryer explained that he prefers to have a motion on record
from the Board of Selectmen allowing him to sign correspondence on the
board's behalf.
**Motion**
6:50p.m. Selectmen Edwards motioned to allow Chairman Bryer to sign the
engagement for the FY2004 audit services for Mason and Rich.
Scott Bryer 2-0.
7:00 p.m. School Board Representative - Appointment to vacant position
Present: Steve Foley
Mr. Bryer stated that the board received a petition from a citizen
regarding the vacant position on the Northwood School Board. Mr.
Foley informed the Selectmen that the vacant position was filled at the
School Board meeting last night. The School Board voted
unanimously to appoint Jim Ryan to fill the vacant position. Mr.
Foley stated that he received a copy of the letter addressed from James
Hadley to the School Board. He discussed the letter with the
School Board; he felt that it was pre-mature that a citizen from
outside the board had declared the board deadlocked. The board
never felt that they were deadlocked. If an important decision
was at hand the board would take their time during decision making as
they have in the past. The Selectmen informed Mr. Foley of their
response letter that was tabled from earlier. The board and Mr.
Foley agreed to modify the letter to reflect new information received
during this meeting and send a copy to Mr. Hadley. The Selectmen
agreed to have Tammie Beaulieu, Town Administrator sign the letter to
avoid a two week wait period. The Selectmen thanked Mr. Foley for
his time and prompt response.
**Motion**
7:10p.m. Selectmen Edwards motioned to allow the Town Administrator to
send a letter to Mr. Foley (send a copy to Mr. Hadley and the SAU)
confirming the information expressed during this meeting.
Chairman Bryer seconded the motion and made unanimous 2-0.
Town Administrator Agenda (continued)
**Motion**
6:55p.m. Selectmen Edwards motioned to approve the consent calendar
with the exception of #7 (letter addressed to Steve Foley of the School
Board)
Assessing Update
Tammie requested an assessment evaluation property spreadsheet from the
assessing department. It gives the town an idea of how many
parcels have been completed. Mr. Bryer asked Tammie's opinion as
to the status of the project and if she feels the work is being
completed in a timely manner. Tammie informed the board that she
does not feel confident determining that information. She
suggested that the Selectmen meet with Rod Wood in the assessing
department as he would be better equipped to supply the board with
information. Mr. Bryer noted Tammie's previous experience in the
assessing field, and would like to know her opinion as to the time
frame necessary to complete the assessing updates. Tammie stated
that she would like to see a new process in place in reference to
appointments scheduled for Sue Serino in the assessing
department. Tammie explained that Rod has not established a
specific day each week for appointments and Sue is constantly running
all over town as property owner's call, which is time consuming and
promotes extra mileage. Tammie feels that a day designated for
appointments would be more efficient. She also stated that there
are no issues with the work that is being completed; however, she would
like to see a better system concerning appointments. The board
agreed.
Town Polling Deficiencies
Tammie received notification from Attorney General's Office regarding
six pages of deficiencies for the Town of Northwood for polling
area. Selectmen Edwards stated that every Town in New Hampshire
had some type of deficiencies. Tammie stated that she has
received confirmation from the Parish center for use during the
upcoming election on September 14, 2004 and November 2, 2004. The
town clerk has received notification to post the information.
Scott Bryer asked that Tammie contact LHS regarding the voting booths
since the date is coming up quick. Tammie will contact NH Login
to receive additional prices. Scott Bryer requested information
as to how many more are needed. If we don't have sufficient funds
designated in the budget to obtain compliance then the Town can request
monetary assistance from the state for additional voting booths.
Irving Gas Cards
Tammie updated the Selectmen on the Irving gas card designation.
Tammie issues one card to Jim Wilson for the Highway Department.
The board agreed that additional credit cards will be kept at the town
hall.
Deerfield Meeting
Deerfield is hosting a regional Board of Selectmen meeting on August
17, 2004. The Board of Selectmen agreed that the can not attend
since they already have a meeting scheduled.
Complaint Received
Tammie informed the Board that a complaint was received from a resident
regarding excessive unregistered vehicles at a property on Winding Hill
Road. The Board of Selectmen would like the Code Enforcement
Officer to address the issue and inform the Selectmen of the
outcome.
Board of Selectmen Meeting Change Request
Tammie received a request from Jessi Leavitt and Jan DiPaolo to change
the Board of Selectmen meeting to every second and fourth Tuesday of
the month rather than every other Tuesday. She informed the board
that due to Jessi's schedule, she will not be able to attend Selectmen
meetings on the first Tuesday of each month, which is when most of the
meetings are scheduled. Selectmen Edwards agreed to the change
under the condition that the change is posted around Town to ensure the
townspeople are aware of the change. The selectmen agreed to have the
new schedule effective September 1, 2004. Tammie informed the
board that she will be not be attending the Selectmen's meeting on
August 31, 2004 due to vacation. Selectmen Edwards stated that
she will not be attending the meeting on September 28, 2004 since she
will also be on vacation.
**Motion**
7:30 p.m. Selectmen Edwards motioned to approve the change in
Selectmen meetings to every second and fourth Tuesday of the month
effective September 1, 2004. The meeting scheduled for September
14, will be held on September 15, 2004 due to the NH Primary.
Chairman Bryer seconded the motion and made unanimous 2-0.
Coe-Woods
Tammie contacted council regarding the town's options. There are
two options available to the Town; the first option is the property
owners create an association and the Town will serve as accountants for
project disbursements from the escrow account. As the town Road
Agent inspects the work performed, payment will be dispersed to the
vendors if warranted. Selectmen Edwards questioned if the Road
Agent should be responsible to ensure the appropriate work has been
completed to standards. The board agreed that an engineering firm
confirm the quality of work.
The other option is to have the Selectmen lay out a road and do a
betterment assessment. Town counsel advises that there is no way
the town can spend money on a private road. Chairman Bryer
requested that Tammie send a letter to all property owners advising
them of the information received from town counsel displaying what
their options are. It was recommended that the letter be
copied to the highway advisory committee and road agent.
Citizens Forum (continued)
Present: Scott Carlton
Mr. Carlton informed the Selectmen that he submitted an exemption form
and was told that the board would review the form at their
meeting. The Selectmen explained the exemption process.
Chairman Bryer explained to Mr. Carlton that he was approved for the
disability exemption and he will receive written notification from the
town assessing department that will include details explaining the
benefits of the exemption.
Town Administrator Agenda (continued)
Town Department Cash Acceptance
The Selectmen discussed their previous decision for not allowing town departments to accept cash for services.
**Motion**
7:35p.m. Selectmen Edwards motioned to allow cash to be accepted at the
town hall departments effective July 26, 2004 to remove previous policy
of not accepting cash at the town hall. Chairman Bryer seconded
the motion and made unanimous 2-0.
Planning Board - Master Plan Committee
The Planning Board requested that a Selectman be designated as a
representative to the new master plan committee. Chairman Bryer
volunteered to be the representative. The first meeting will be
held on August 12, 2004 at 7:00p.m.
Gulch Mountain Pond
Grace Levergood, NH-DES informed Mr. Bryer that there are deficiencies
concerning the dam. The Town needs to notify the abutters to
inform them that the Road Agent needs to remove some of the saplings to
fix the problems. Secondly, Ms. Levergood suggested the Town
contact an engineer / consulting firm that will address the dam
issues. Mr. Bryer specified where the dam is located. The
board agreed a letter be addressed to the abutters and Ms. Levergood
informing that they should attend a Selectmen's meeting to discuss the
situation and their options.
Police Special Duty
Tammie informed the board that the town received an invoice from the
Police Department for the Memorial Day Parade - extra duty. Mr.
Bryer questioned why they would bill the Town rather than scheduling
according to town events with overtime capability. The board
agreed that Tammie should contact the Police Department to discuss the
invoice.
Emergency Management
Tammie informed the board that she had a discussion with Bob Young
regarding the emergency management working out of Coe-Brown
Academy. Tammie stated that all of the town staff may not be
aware of the emergency plans and there role should there be an
emergency situation. She recommended that a meeting be held with
Bob Young, town office staff, and the Selectmen to review the
process. The board agreed.
Nottingham -Gatchell
The Selectmen discussed the portion of the Gatchell Subdivision that is
located in Nottingham. The Selectmen agreed that the Northwood
attorney should converse with the Nottingham attorney in relation to
plowing the portions of roads that are in Northwood and
Nottingham. Tammie will confirm the board's request with counsel.
Town Tax Deeding Process
Tammie reviewed the revised Town Tax Deeding process with the
Selectmen. The board made some changes and will review the final
copy at the next Selectmen's meeting.
Residential Solid Waste Collection
The board discussed a letter from UNH regarding residential solid waste
collection. The board agreed that they do not
participate in this program at this time. Selectmen Edwards
stated that she will review the information.
Minute Review
Chairman Bryer requested that he review the minutes of the Highway
Advisory Committee regarding the town bid process. The board
agreed that they would like to receive additional quotes for work to be
completed on Harmony Hill Road, Jenness Pond Road and the Lake Shore
Farm culvert. Mr. Bryer feels that the committee is extremely
functional and should have no problem receiving additional quotes to
recommend to the Selectmen so that they can adhere to the town bid
policy. The board decided to table this conversation for
the moment.
Selectmen's Report
Town Hall Repairs
Chairman Bryer stated that he would like to discuss funds for the
repairs to the Town Hall roof. He feels that we should solicit
bids for the project. Tammie will advertise for vendors to submit
bids for quotes for town hall roof repairs or replacement.
New Pastor
Chairman Bryer suggested that the Selectmen should formerly introduce
themselves to the new Pastor at the St. Joseph's Parish. The
board agreed. Tammie will schedule a time for them to meet
briefly.
Recreation Program
Chairman Bryer stated that he would like the Recreation Program to be
fully functional or not in effect at all. Mr. Bryer fully
supports a recreational program however; he would like it to be fully
supported with more programs. If the town is not planning on
having a planned program in place, they should not have a
program. Tammie agreed that it would be easier to hire a director
if there were more offered in the position. The Selectmen
recommended budgeting for a complete recreation program.
Cable Coordinator
Selectmen Edwards asked Tammie if she received applications.
Tammie informed the board that she received one application. The
position is still open at this time. Tammie urges the board to
keep in mind that they have additional annual costs that they are
obligated to such as cable use cost (approx. $2,000/year, cable
bulletin cost, etc.). The board should consider these costs when
determining the amount of hours for this position. The board
discussed televised selectmen meetings and what would be involved in
the process.
Planning Board Update
Selectmen Edwards stated that the Planning Board has public hearing
scheduled for the proposed interim growth management ordinance on
August 16, 2004 at 7:00p.m. If voted to move forward, the
Selectmen will be requested to hold a special town meeting within 90
days for the town to vote. There will be a master plan committee
forming as advertised in the Suncook Sun. Previous committee
members will be consulted for recruitment. The Strafford Regional
Planning Commission will facilitate the beginning of the process to be
paid for from their dues. The growth Management committee will
continue to work on the capital improvements plan and a permanent
growth management ordinance.
Town Website
Selectmen Edwards expressed her frustration about not being able to
access the Town website to make changes. She believes that files
may have been moved within the town hall computer server and can not
gain access. She is looking into contacting the webmaster.
Non-Public Session
**Motion**
8:50p.m. Selectmen Edwards motioned to enter non-public session under
RSA 91-A:3,II (a,c,e). Chairman Bryer seconded and made unanimous
2-0.
**Motion**
10:02 p.m. Chairman Bryer motioned to exit non public session. Selectmen Edwards seconded and made unanimous 2-0.
**Motion**
10:02 p.m. Selectmen Edwards motioned to seal the non public
minutes. Chairman Bryer seconded and made unanimous 2-0.
**Motion**
10:03 p.m. Selectmen Edwards motioned to adjourn. Chairman Bryer seconded and made unanimous 2-0.
Respectfully Submitted,
Jessi Leavitt
Executive Secretary |
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