| Board of Selectmen Minutes 08/09/11 |
| Written by Lisa Fellows-Weaver | |
| Wednesday, 21 September 2011 | |
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Board of Selectmen Minutes August 9, 2011 Official as of August 23, 2011 Chairman Robert Holden called the meeting to order at 6:00 p.m. Roll Call Selectman Holden welcomed the boy scouts from Camp Wah-tut-ka and Shelly Waltz from Primex. The meeting was then opened by the boy scouts leading the Pledge of Allegiance. Mr. Vaillancourt then referred to another item on the agenda regarding a request from the facilities committee to add the municipal parking lots and driveways to the 5-year road plan. He stated that he supports this issue as he feels it makes the town’s capital investments more transparent to the tax payers. He added the board needs to continue to make the needs known to the tax payers. He suggested that the board also create a 5 year plan for the town’s buildings and vehicles. Selectman Dill stated that the town has a CIP (Capital Improvement Plan), which includes the buildings and vehicles. He stated that the planning board addresses this item. Mr. Lemire noted that the planning board has recently posted that they were looking for volunteers to participate on the CIP and will begin working on the plan update shortly. Selectman Holden thanked Mr. Vaillancourt for the comments. He added that the town is working on improving the beach and will continue to do what is necessary to make the area safe and a nice place to visit. Steve Bailey Mr. Schroth explained that building the wall is a community effort and finding the materials is the first part of the project. He described areas in Pittsfield that he has completed work for. He stated that the project at the Northwood Lake Beach is probably going to involve about 20 days worth of work. He stated that he has found a ledge area mixed with field stone in Mead Field that will work nicely. He stated that they are planning to work on the beach during the upcoming months and will require that the ledge be brought to the site, and also suggested that he would like to have some granite for the project. He added that the wall will function to deter vehicles and may also help keep the sediment from leaching into the lake. Mr. Schroth stated that he used to reside in Northwood and is looking forward to working in the town. He added that he would love to see this project completed with the help of the community. Selectman Holden thanked Mr. Schroth for coming in to the meeting. Sarah Laliotis, 62 Knowles Way Mr. Lemire replied that the decision was that the town would not accept the roads until phase 2 is complete. The town is not in any position to accept these roads until a decision is made regarding phase 2. Ms. Laliotis replied that one suggestion noted in the engineering report was that an additional bond be provided to cover any possibility of damage from construction vehicles as the second phase is built. She asked why this option is not being addressed. Mr. Lemire stated that it was his understanding that there was never an intent to take over the road with a bond; the bond was in place to protect what exists. He stated that the agreement was that a bond be placed if the second phase was to be built. Selectman Dill stated that the residents on this road are paying taxes based on a private road assessment. He stated that he does not believe that this road will be accepted as a town road within the next year. He added that part of that reasoning is due to the further construction. Selectman Holden added that there may have been an anticipated schedule of the development; however, with the current status of the economy, that schedule may have been changed. Ms. Laliotis asked if there was a date for the beginning of phase 2. Mr. Lemire replied that he does not have that information. Selectman Dill explained that the highway committee discussed this item back in March or April of last year and the consensus was that if there was going to be further discussion on a road that is already experiencing problems, then the road will experience more problems. Selectman Dill stated that he agrees with the recommendation of the committee; however, will mention this at the upcoming highway advisory committee meeting. Discussion ensued as to what the bond currently consists of. Mr. Lemire stated that he would look into this item further. Unfinished Business Selectman Bryer arrived at 6:20 p.m. Selectman Holden stated that the Mary Waldron Beach issue has been a topic of discussion since December where the selectmen have been trying to get the conservation commission to agree to apply for a permit to fill a few potholes to make the existing boat ramp a safer and better place. He continued and stated that as far as the Northwood Lake Beach, the selectmen have been working on this item for a few years now. The effort was renewed a few months ago to remove some of the rocks that potentially create a swimming hazard. He stated that the plan would be to remove these rocks during the draw down so that there is no equipment in the water. New Business Process Assessing Forms and Applications Current Use Application – Reduction in Assessment – Map 119; Lot 16 Lien Redemption – Map 228; Lot 3 Veteran’s Credit – Map 111; Lot 11 Veteran’s Credit – Map 201; Lot 5 NHDRA Reimbursement Application Removal of Exemption Status - Community Resource for Justice Agreement and Release - Map 120; Lot 15 Intent to Cut – Map 230; Lot 40 Approval of Payables, Manifests, and Purchase Orders Purchase Order - Yankee Equipment Systems Purchase Order - Witmer Public Safety Group Purchase Order - Ferguson Waterworks Other Approval of Raffle Permit Approval of Journal Entries - 2010 Approval of Primex CAP program (Presentation by Shelly Waltz) Ms. Waltz stated that she would like to present to the board a CAP program with an early renewal option. She stated that the current worker’s compensation program remains in affect through December 31, 2011 and the property liability program is in affect through June 30, 2012. She explained that with the early renewal they will guarantee no more than an 8% increase with the worker’s comp. and the property liability renewal will be no more than a 7% increase. Selectman Bryer asked what the increase was this year. Ms. Waltz replied that this year’s increases were 6% with worker’s comp. and property liability was 9%. She explained that this will protect the loss ratio. Ms. Waltz stated that Primex is looking for a commitment to the program by August 15. She added that this will provide some stability for the budgeting process. Selectman Holden asked if there were any comments from the public regarding the proposed extension. There was none. Selectman Dill indicated that the town would be locked into this program with Primex for three years. Discussion ensued regarding the long term and the guarantee of the CAP contract. A discussion was held regarding an extension for the board. Selectman Holden suggested an extension through August 24. Ms. Waltz replied that she will contact Mr. Lemire tomorrow as to the extension approval. Selectman Holden asked how the board would like to proceed should the extension request not be granted. Selectman Dill and Selectman Bryer both agreed to proceed with the contract. **Motion** Selectman Holden made a motion to approve the CAP contract, only if the extension is not granted. Seconded by Selectman Dill. Motion passed unanimously; 3/0. Miscellaneous Reports Selectman Holden stated that he reviewed the road agent’s report and does not feel that the report provides an explanation of costs as to the jobs performed. Discussion ensued and Mr. Lemire stated that he would like to say that the department is moving forward for a more accurate report as requested. Mr. Lemire added that the road agent has also been removed from the list to respond to intrusion/fire alarm calls at town buildings. Resignation from Cemetery Trustees Request from Facilities Committee relative to the 5-year Road Plan Selectman Bryer stated that this article was presented at town meeting that the plan would be redone. He stated that at town meeting he understands that this was more for the roads. He added that the parking lots and driveways do need to be addressed but are not a part of the roads. Selectman Dill stated that this proposal would help out and there will be an inventory of what we have. He stated he feels that this is a great deal and is smart spending. Mr. Vaillancourt referred to the testimony provided to the budget committee was that there was $5,000 to cover costs of software and $5,000 for administrative support. He stated that his caution would be if the $3,300 included or excluded the software. Selectman Dill replied that he recalls that the total cost was to cover someone to do the work not for software purchases. Discussion ensued. Selectman Bryer recalled that software would need to be purchased as well. Selectman Dill stated that the town is contracting Bob Strobel to do the work. Selectman Holden stated that if there should be a need to purchase software, the project is still under budget. Steve Bailey, member of the highway committee, stated that they have gained access to the software through a former member of the highway committee and he has volunteered to allow Mr. Strobel to use the software so there would not be any additional costs. Selectman Bryer asked if there could be licensing issues with the software. Mr. Bailey replied that there will not be any issues with licensing as the volunteer is a licensed engineer and uses the software on his own all of the time. He will only be helping with the program. **Motion** Selectman Dill made a motion to include municipal driveways and parking lots in the 5 year road plan. Seconded by Selectman Bryer. Motion passed unanimously; 3/0. Information Only Items Selectman Holden noted that the letter indicates that a town representative was not in attendance at the inspection and he suggested that this not be the case for next year. Mr. Lemire stated he was not aware of the inspection; otherwise, there would have been a town representative present. Selectman Holden noted that a portion of the fence has been knocked down and he would like that addressed. He added that there is also grass and brush present that is overgrown causing a vector attraction. Tetra-Track Selectman Bryer asked if the resident’s wells that were contaminated are cleared up now. Mr. Lemire will check on this. Selectman Holden requested that this letter be forwarded to the Northwood Ridge Water District. Clock Repair Letter Letter from Conservation Commission NHDOT Request for Public Hearing Selectman Dill asked Mr. Lemire to contact SRPC relative to the dedicated turning lane of the Rte. 43/9/4 intersection as the issues were to be addressed by the end of the summer. Appointments Mr. Hadley reviewed a packet of information he provided and stated that the goal is to designate the Lamprey River as a wild and scenic river. He stated that there are only 16 of these rivers designated nationally. **Motion** Selectman Bryer made a motion to nominate Mr. Hadley as Northwood’s representative to the local Lamprey River Local Advisory Commission. Seconded by Selectman Holden. Selectman Dill stated that he supports the motion; however, does not feel that the Lamprey is adequate for this designation of wild and scenic. Mr. Hadley stated that this is all voluntary and he feels that this is a great committee for prevention of groundwater. Motion passed unanimously; 3/0. Request from CBNA for Timber Tax and Excavation Tax Waiver Selectman Bryer stated a portion of the population that attends CBNA is from Strafford and he suggested that a cost share be done with Strafford. **Motion** Selectman Holden made a motion to accept the recommendation of the town’s assessor and waive the timber tax and not waive the excavation tax. Seconded by Selectman Dill. Selectman Dill stated that he agrees with Selectman Bryer. Selectman Bryer asked if the selectmen must grant either of the abatement requests. Selectman Dill stated that there is $5,200 still being held by the planning board in an escrow account that should be released. Selectman Holden asked if the selectmen are authorized to release these accounts. Selectman Dill replied that he does not believe so and asked Mr. Lemire to check into this. Selectman Holden stated that he believes that the board should support the decision of the assessor. Selectman Bryer asked what the amounts are and Mr. Lemire replied that the total is $571.78 with $250 of that being the excavation tax. Bids for Ditching of 7,000 ft. of Blakes Hill Rd. Mr. Bailey stated that the highway committee will support the decision of the selectmen. Budget Committee 2012 Budget Schedule Mr. Lemire stated that he attended the August 1 school board meeting to speak to them about the budget process and the compressed dates. Selectman Holden stated that he attended this meeting and felt that Mr. Lemire did a great job and appreciated the time he took. Selectman Bryer asked when Mr. Lemire would be anticipating setting the tax rate. Mr. Lemire replied that the town’s information will be to DRA by September 1. He added that he will contact the superintendant regarding the school’s information. Board of Selectmen 2012 Budget Expectations Selectman Dill stated that his expectation is that the departments will ask for what they need and defend it rather than requesting a level funded budget. He stated that the budget has been level funded for three years. He added that every single budget has been very close with the fuel lines and the fuel costs keep increasing. Selectman Bryer stated that he would like to have the board’s perception on step increases this year. Selectman Holden stated that he understands that last year was a tough year and believes that there were no steps given or any COLA increases. He stated that the offset was that the town covered the increase in health insurance. He stated that he has a concern and is aware of the current status of the economy and it has not improved. Selectman Dill stated that he would prefer to wait to see what happens on the state level regarding retirement. He added that he would like to give a COLA, if possible, but would like to see where the budget is first. He added that he really wants to make sure the departments have their requests for what they need in the budget. Selectman Bryer stated that at the state level, the municipalities will be contributing an additional 2%. Mr. Lemire stated that when he met with departments he did relay to them that if there was a need that could be justified; it was appropriate to request in the budget. He added that the infrastructure needs to be taken care of. Selectman Holden stated that he agrees; however, there needs to be discussions regarding the needs and affordability. He asked what the message will be to the department heads at the meeting on August 23. Selectman Bryer stated that he would like to see how the state contract works out. Selectman Holden called for a recess. Session resumed at 7:30 pm. Town Administrator’s Report Mr. Lemire stated that he will be attending the ICMA Conference in Milwaukee, WI September 17 – 21 as a result of being awarded a $1,200 scholarship by the NHMMA. He stated that this is the second year in a row that Northwood has received this scholarship, which covers air fare and hotel costs. Mr. Lemire stated that he will be meeting with SRPC members and the planner tomorrow morning to review the results of the energy audit that was recently conducted. He will update the board accordingly. Selectmen’s Report Selectman Bryer stated that he received a phone call from a resident in town who would like to open a business in town. He stated that their discussion was relative to the increase in their taxes if they were to add the business. Mr. Lemire stated that the resident should discuss this with the town’s assessor. Selectman Bryer stated that he is not criticizing the staff; however, the issue was timeliness with the response. He stated that it would be nice to facilitate a faster turn around. Mr. Lemire stated that staff has finished creating the email list and is working on creating the group to accommodate the September Business After Hours. He added that he has contacted the webmasters for website assistance and is awaiting replies. He stated that he too has received comments regarding turn around times and spoke to staff and have been successful with responses. He added that he wants to make sure that the customer service is second to none. Selectman Dill stated that the conservation commission is working on the process of hiring a new town forester. He stated that two bids have been received and the conservation commission will be meeting on September 6 to interview the applicants and make a decision. He stated that he has been happy with the service received from Robert Graves, through Bean Hill Foresters, which closed down, and he is happy with the bid provided by Mr. Graves. He requested feedback from the board. The consensus of the board is to rely on Selectman Dill as the board’s representative. Selectman Holden stated that he has received concern from a resident regarding the loitering that has been occurring at the park and ride as well as trash being left. He explained that the resident contacted the police department who indicated that since there is not a sign stating “No Loitering”, the department cannot enforce the loitering issue. Selectman Dill stated that there are kids sitting around in their trucks around 8 p.m. and he does not feel that it is a bad place to be, they are not causing any problems, it is a visible area, and he does not have a problem with this. Selectman Bryer agreed with Selectman Dill. A discussion ensued regarding adding a trash barrel to the area; however, by doing so, there will be more trash left at the site. Selectman Bryer stated that this is a public place and he is not sure how to enforce the loitering if they are not really doing any damage. Selectman Dill stated that he has seen cruisers in the area and if there were problems then the police would have addressed it by now. Selectman Holden stated that he has been asked by a resident to make a recommendation to place “No Loitering” signs on the site. He added that he received a complaint regarding issues with litter in the park and ride area, and that it may be caused by people loitering in the area for periods of time. Selectman Dill stated that if the litter issues are with the farmer’s market, then the board of directors should be contacted. He added that he would not support any loitering signs at this time. Mr. Lemire suggested he contact the police chief for an assessment and reply to the resident. Selectman Holden requested that this item be on the August 23 agenda based on the comments received from the police chief. Citizen’s Forum Non-Public Session 8:15 p.m. **Motion** Selectman Holden made a motion, seconded by Selectman Bryer, 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. **Motion** Selectman Bryer made a motion, seconded by Selectman Holden, to approve waiving of the $100 ambulance fee, account 45460. Motion passed unanimously; 3/0. Adjournment Respectfully submitted, |