Board of Selectmen

Minutes

January 25, 2011

Official as of March 15, 2011

Chairman Scott Bryer called the meeting to order at 6:00 p.m.

Roll Call
Chairman Scott Bryer, Vice-Chairman Robert Holden, Selectman Alden Dill, and Town Administrator Brent Lemire. 

Citizen’s Forum
A member of the Boy Scout Troop was present pursuing requirements for the citizenship merit badge. There was no citizen’s forum.

Unfinished Business
Updated Fee Structure - Building Fee Spreadsheet
Mr. Lemire stated that the board had a question relative to the telecommunications fees and what the fees covered. He explained that these fees are for cell towers and it is based on a valuation amount. It is a minimum charge beginning at $250. **Motion** Selectman Dill made a motion to recommend the fee for the proposed fee structures, as presented.  Selectman Bryer seconded the motion. The motion passed unanimously; 3/0.

Proposed 2011 Budget
Selectman Holden provided an update as to the progress of the budget committee meetings.

Selectman Holden stated that as far as the town’s budget, a public hearing for the warrant articles will be held tomorrow evening. He noted that there have been some issues with the recreation department because the selectmen created a separate line item and moved funds from the beach coordinator position to an event coordinator. He stated that he views this as reallocating funds; however, some budget committee members feel that this is creating a new position. He explained that the budget committee has taken five votes on this department over the course of two nights, and the committee did not come to an agreement. Selectman Holden stated that some members indicated that it may be more appropriate to present a level-funded budget. 

Selectman Holden stated that the budget committee level-funded the school’s budget.

New Business
Acceptance of Minutes
December 28, 2010
 **Motion** Selectman Bryer made a motion to approve the minutes of December 28, 2010. Selectman Holden seconded the motion.
Page 5: date correction
Motion passed; 2/0/1. Selectman Dill abstained as he was not at the meeting.   

Approval of Payables, Manifests, and Purchase Orders
Vendor Manifest
**Motion** Selectman Holden made a motion to approve three vendor manifests,
$2,000,000 for the Northwood School District; $10,387.71; and $38,987.48.  Selectman Dill seconded the motion.  Mr. Lemire noted that $765,208 was outstanding in taxes at the beginning of the year. He stated that in three weeks $117,343 has been collected; $640,100 is still outstanding. Motion passed unanimously; 3/0. The board signed the vendor manifests.  

Payroll Manifest
**Motion** Selectman Bryer made a motion to approve the payroll manifest, in the amount of $66,481.10. Selectman Holden seconded the motion. Motion passed unanimously; 3/0. The board signed the payroll manifest.  

Appointments - Recreation Committee
**Motion** Selectman Bryer made a motion to appoint Scott Vaughn to the recreation committee, with a term to expire, March 31, 2013. Selectman Holden seconded the motion. Motion passed unanimously; 3/0.

Process Assessing Forms, Applications and Assessments
Intent to Cut - Map 206; Lot 23.
**Motion** Selectman Holden made a motion, seconded by Selectman Dill, to approve an Intent to Cut form for Map 206; Lot 23. Selectman Dill stated that this is on Rte. 107 and should not impact the roads. He noted that the intent to cuts need to be watched come spring time and the board will have to make sure that the town follows the procedures of bonding the loggers. Motion passed unanimously; 3/0. The board signed the intent to cut.

Agreement and Release - Map 235; Lots 1 & 2
**Motion** Selectman Holden made a motion, seconded by Selectman Dill, to approve the Agreement and Release for Map 235; Lots 1 & 2. Motion passed unanimously; 3/0. The board signed the agreement and release.

Certificate of Yield Taxed Assessed - Map 216; Lot 75.
**Motion** Selectman Dill made a motion, seconded by Selectman Bryer, to approve the Certificate of Yield Taxed Assessed for Map 216; Lot 75.
Motion passed unanimously; 3/0. The board signed the certificate. 

Timber Tax Levy - Map 216; Lot 75.
**Motion** Selectman Dill made a motion, seconded by Selectman Bryer, to approve the levy for Map 216; Lot 75, in the amount of $166.32.
Motion passed unanimously; 3/0. The board signed the levy.

Abatements
**Motion** Selectman Bryer made a motion, seconded by Selectman Holden, to approve the following abatements:
Map 230; Lot 82; Sublot 5 - $783.47
Map 230; Lot 82; Sublot 51 - $812.94
Map 230; Lot 82; Sublot 62 - $1,554.65
Selectman Holden noted that these are town-owned properties. He read a note provided by the town assessor that stated that the properties were each acquired by tax deed prior to the end of 2010; however, formal transfers completed by the registry of deed did not occur until after the generation of tax bills. He stated that the abatements should be granted in order to correct the tax collector’s records. Motion passed unanimously; 3/0.

Purchase Orders
**Motion** Selectman Bryer made a motion to approve and sign the following purchase orders:
Copier Lease, 12 months - $4,350.84
Postage Meter Rental, 12 months - $1,800
Selectman Bryer suggested reviewing the town’s purchase order policy. Selectman Holden seconded the motion. Motion passed unanimously; 3/0. The board signed the purchase orders.   

Other New Business
Availability of Sand at Highway Facility
Mr. Lemire provided a chronology of discussion on this issue and the board’s prior actions. A discussion was held regarding the policy of the availability of sand. Selectman Bryer stated that the intent is not to fill up a pick-up truck. Selectman Holden stated that the issue is that there was a request to make the access to the sand more available and the comment back was that there was not any time. Selectman Dill stated that the sand pile must be accessible to the public and having people entering the shed is a safety issue.

Mr. Lemire stated that he did speak to the road agent and expressed the board’s concerns. He added that he was assured that the issues would be addressed. 

Change in Polling Hours 
Based on prior discussions held by the board, Mr. Lemire provided a chart of NH municipalities’ hours for polling. He stated that he also contacted town counsel for their opinion relative to changing the hours. He stated that the selectmen can determine the town’s policing hours; however, it is too late to change these hours for this March, as a 60 day notice is required.
 
**Motion** Selectman Holden motioned to establish polling hours from 7 a.m. to    7 p.m. Change to take affect after 60 day required notice. Selectman Dill seconded. Motion passed unanimously; 3/0.

Selectmen’s 2010 Town Report
**Motion** Selectman Dill motioned to approve the proposed 2010 Selectmen’s Town Report. Selectman Bryer seconded. Motion passed; 2/0/1. Selectman Holden abstained.

Reports
Town Administrator’s Report
LGC Academy - “Preparing for a Successful Town Meeting.” 
Mr. Lemire stated that he has begun the on-line exercise with the LGC Academy entitled “Preparing for a Successful Town Meeting.” 

Town Meeting
Mr. Lemire stated that, as requested, he has confirmed that a member from town counsel will be present at town meeting this year.

Selectmen’s Report
Selectman Dill asked if there has been an update relative to an issue with a contracted plowing service. Mr. Lemire replied that the matter has been addressed and was resolved. 

Selectman Holden requested to review the outstanding projects list for the next meeting. He noted that one item he would like to discuss is the rocks at Northwood Lake beach and would like to have the town’s engineering firm look into beginning the permit process. Discussion ensued relative to a quote. Mr. Lemire stated that he will review the file for the next meeting.

Selectman Holden referred to warrant article 2, the 2011 Operating Budget. He stated that currently the article includes the selectmen’s proposed budget in addition to the budget committee’s figure. Selectman Dill stated that this is how this usually is noted unless the budget committee votes to recommend the selectmen’s budget. Selectman Bryer stated that usually both numbers are listed and the selectmen’s figure is usually lower. Selectman Holden stated that town counsel has reviewed the wording and it is fine; however, both numbers will be listed and there could be some contention and he referred to an RSA which indicates the budget committee’s figures are the one that is listed.

Selectman Holden stated that the selectmen’s number could end up being removed. Selectman Dill stated that the selectmen would move the board’s figure if the board wanted to recommend its proposed figure. Selectman Dill added that there should be a tax impact for both figures rather. Selectman Bryer stated that the number shown is to be the budget committees figure and he stated that historically, both numbers are shown.

Mr. Lemire stated that last year only one number was provided. Selectman Holden stated that there was a difference with the figures last year. Mr. Lemire stated that the wording can be amended accordingly. Selectman Dill stated that the board can always make an amendment to a different figure.

Selectman Dill asked what the difference may be with the budgets should the recreation proposed figures not pass. Selectman Holden replied $4,600 and hoped that the budget committee would agree with the selectmen’s proposed figure.

Selectman Holden requested an updated revenue sheet as well as a projected revenue sheet be available for the next budget committee meeting.  

Selectman Bryer asked if there have been results relative to the items for the recycling committee meeting. Mr. Lemire will continue to check into these issues.  
Selectman Holden noted that there is a scheduled economic development committee Business After Hours meeting. He added that the committee has some concern relative to the funding for printing. Mr. Lemire expressed concern with the funding available and the costs associated with their flyer. He stated that he was not aware that the budget in total addressed all the needs of the committee. Selectman Holden stated that the committee can meet with the budget committee if there is a need to increase their budget. In addition, he noted that the board could possibly find additional funding for mailing, if necessary.

Selectman Holden noted that due to inclement weather for tomorrow night’s budget committee meeting, the meeting will be held Saturday, January 29.

Adjournment
**Motion** Selectman Dill made a motion to adjourn. Seconded by Selectman Holden. Motion passed unanimously, 3/0, at 6:40 p.m. 

Respectfully submitted,
Lisa Fellows-Weaver
Board Secretary