Board of Selectmen

Minutes

January 24, 2012

Official as of February 28, 2012

Chairman Robert Holden called the meeting to order at 6:01 p.m.

Roll Call
Selectman Alden Dill, Selectman, Chairman Robert Holden, Town Administrator Brent Lemire, Selectman Bryer arrived at 6:05 p.m.

Chairman Robert Holden led the pledge of allegiance.

Citizen’s Forum
No Citizen’s present

Appointments
Introduction of Ryan Barton-Mainstay Technologies
Mr. Lemire invited Mr. Barton to come to the meeting and meet the selectmen.  He also stated that Mr. Barton and his company, Mainstay Technologies, have completed the conversion and the installation of our new server system and the new desktop units within a day and half.  Mr. Lemire stated they are a remarkable team to work with and the entire staff is extremely pleased with their operation, attention to detail and their attention to the staff. 

Selectman Holden asked if we are involving the technology committee.  Mr. Lemire replied yes. He also stated that he e-mailed the committee and Mr. Curley was in on Monday, January 23, 2012, and the committee is very pleased. Mr. Lemire will be giving them an update.

Selectman Holden stated he would like to know about back-ups.  Mr. Barton stated that they have completely redone the back-up system and it starts with having a server that has multiple redundancies; it’s new, under warranty, and proper server size with multiple redundancies.  He also stated we have three layers of back-ups for all of the data.  The first layer is that the server takes snap shots three times a day of any changed data on the system itself so we can restore from an hour or a couple of hours before something happens, then every night 100% of the data and a snap shot of the image of the server and is backed up to an external hard drive so that if something happens like a lightning strike, and takes out the server, we can bring down spare hardware that we keep at our office, we would bring it in and get the entire configuration and get everything rebuilt in an hour or two just by hitting a couple of buttons and could have a full image back-up.

Mr. Barton went on to say, we have all the data getting sent off site nightly securely to a cloud base back-up where it is to a remote data center, it is fully secure, it meets all of the government requirements for very sensitive data.  We have three layers of back-ups that are occurring, then we monitor those so that if anything happens where it misses something, then we are immediately alerted of it and then we can intervene and as this is completed we are going to document it with a disaster recovery plan where we have outlined the resources, how it is being backed-up, who to call and what to do in case of emergency, which is essentially call Mainstay Technologies, we have 24/7 emergency services. Mr. Lemire will have a document which he can store and the document has all of this information.  Mr. Barton stated that they will do continual routine test for restoring, it will be recorded every six months, they want to restore from each of these levels of back-ups and be sure that it is working.

Selectman Holden asked Mr. Barton if they had back-ups of the finance area and the administration area.  Mr. Barton stated yes and all of the data that people normally store on their local computer we have stored on the server so it is secure and it is backed up with multiple levels.

Mr. Barton stated that he would give them a background summary of what they did. One of the first things they did when first meeting with Mr. Lemire was do a technology audit. They took a look at everything.  They redid the server, the infrastructure, the way the network is set up, and a lot of the computers.  They want to continue to plan and to consult on how to leverage that technology with staff training, efficiencies, ways to use the web site better, with tools and software systems.  Mr. Barton also stated they are doing some upgrades for ADS to be more integrated.  Discussion continued on the computer system upgrades.

Selectman Dill asked Mr. Lemire if the budget was on the website yet.  Mr. Lemire stated that it was.  Mr. Lemire stated that the Town Clerk received some good news today; we will be able to install Avitar on both units.  He also stated the two largest operations that were taken care of, is finance and the town clerk/tax collector.  Finance will completely convert on Friday and some of the town clerk/tax collector operations will be consolidated. The town clerk/tax collector also had a back-up problem and that has been taken care of.  Selectman Holden asked if the problem was with the registrations.  Mr. Barton stated it was but had been taken care of.

Selectman Holden asked where we stand for the rest of 2012 with hardware.  Mr. Barton stated that with hardware, we are in pretty good shape.  He stated that the critical issues have been addressed with the system and the server.  He also stated there may need to be $500 to $1000 in a contingency basis in case something fails. Mr. Barton stated he would like to replace the balance of the units but those would be planned for 2013. He also stated that if a switch dies or if a computer dies they might have to replace them.  Mr. Barton stated they will be able to keep a lot of the support cost down. 

Unfinished Business
Approval of two additional Warrant Articles (Articles 21 & 22)
Selectman Holden stated we have two warrant articles #21 and #22.  Selectman Dill made a motion for Article #22, Renaming the 2009 Police Station Expansion Capital Reserve Fund.  To see if the town will vote to change the purpose of the existing 2009 Police Station Expansion Capital Reserve Fund to the Public Safety Complex Capital Reserve Fund. Selectman Dill moves to recommend it, seconded by Selectman Bryer.  Motion carries; 3/0
Selectman Holden made a motion that we do not include Article 21 in the warrant which is the Ordinance Governing Blasting and/or Explosive Demolition, seconded by Selectman Dill.  Selectman Holden stated that we should put Article 21 to Public Hearing, have discussions, and go thru the process like we did with the fire works ordinance.  Mr. Lemire asked if February 28, 2012 would be ok for a Public Hearing on this Ordinance.  Selectman Dill stated that if we have a public hearing we could not make an official ordinance until next town meeting; he wanted to know if this was correct.  Mr. Lemire will check with legal on this.  Selectman Holden stated he thinks you need to have two public hearings.  Motion carries; 3/0

Selectman Dill stated the meeting warrant is fine.  Mr. Lemire will have the signatures for the MS 7.  Selectman Dill asked if we had any petition warrant articles.  Mr. Lemire replied no.

New Business
Acceptance of Minutes – November 15th meeting.
Selectman Bryer made a motion to accept the November 15th minutes, seconded by Selectman Holden.  After discussion Selectman Dill stated that no one has approached the moderator about doing a presentation at Deliberative Session.  He stated that if Mr. Vaillancourt wants to do a presentation he has to contact the moderator and if he is going to do a presentation as a member of the budget committee, the budget committee has to approve it.  Mr. Lemire stated the Board Administrator will be taking care of this.  Discussion continued on the presentation by a member of the budget committee. Selectman Dill stated that he didn’t feel the need for it and wondered how many people found it useful. Selectman Bryer stated for the record that he disagrees with Selectman Dill because he feels that the presentation that was done last year provided factual information that the public did not know.  Motion carries; 3/0  

Assessing Forms/Applications
Selectman Dill stated he has a veteran’s credit for Map 234, Lot 11.  Selectman Dill made a motion that we accept the assessor’s recommendation that we grant the veteran’s tax credit, Seconded by Selectman Bryer.  Motion carries; 3/0

Selectman Dill stated he has a release for building a class VI or private road on map 238, Lot 7.  Selectman Dill so moved, seconded by Selectman Holden.  Motion carries; 3/0

Selectman Dill stated he has an intent to cut for Map 105, Lot 16.  Selectman Dill so moved, seconded by Selectman Bryer.  Selectman Dill stated that he would like it checked with the road agent and would like to make sure he is in touch with the forester, due to this being a big cut, and we have a lot of freezing and thawing happening this time of year.. Motion carries; 3/0
Approval of Manifest (s)
Selectman Dill made a motion to approve the vendor manifest in the amount of $1,973,932.50 of which $1,964,150.00 is the school. Seconded by Selectman Holden.  Selectman Holden stated that he assumes the school district check meets their agreed schedule.  Mr. Lemire replied yes. Motion carries; 3/0

Selectman Dill made a motion to approve the payroll manifest in the amount of $68,961.98, seconded by Selectman Bryer.  Motion carries; 3/0

Purchase Orders
Selectman Dill made a motion for the following blanket purchase orders.  Brett S. Purvis & Associates in the amount of $42,000 for annual assessing services contract.  Round Pound Soil in the amount of $7,000 for monitoring and reporting for the lagoon.  D.L. Docko & Son in the amount $8,000 for sand delivery to the salt shed in 2012.  International Salt in the amount of $15,000.  Reeves Trucking in the amount of $6,000 for rental of truck for plowing and sanding for 2012. CZ General Contracting in the amount of $6,000 for rental of truck for plowing and sanding for 2012.  Bob Hutchins in the amount $10,000 for rental of truck and sander for 2012.  D.L. Docko & Son for $10,000 for rental of tucks to plow and sand roads for 2012.  Irving Oil for $8,000 for fuel for highway for trucks and equipment for 2012. Lakes Region Public Access for $8,295 for annual fee for 2012.  Avitar for $2,905 for software support for 2012.  Interware Development Co., Inc. for $5,257 for software support for 2012. Seconded by Selectman Holden.
Selectman Bryer asked about the monitoring for the lagoon.  He would like to know if this amount is the same as last year.  Mr. Lemire did not have last years figure.  He also stated that the DES rep. came thru and took a look at our process and was happy with everything that was being done.

Selectman Bryer asked if enough revenue was being brought in to cover the cost of the monitoring.  Mr. Lemire stated he will look into this.  Selectman Holden stated we have a motion to approve 12 blanket purchase orders.  Motion carries; 3/0

Selectman Dill stated we have an additional purchase order to AGR & W in the amount of $5,000 for truck rental for plowing and sanding in 2012.   Selectman Dill, so moved, seconded by Selectman Bryer.  Motion carries; 3/0

Miscellaneous Reports (Treasurer, Road Agent, Minutes of Facilities Committee Meeting)
Selectman Holden stated he would like to talk about the road agents report. Selectman Holden asked if they were any closer to job costing the road agents time.  Mr. Lemire replied no.  He also stated that in speaking with Ryan our new IT person, there are several options for modules that will be available.  Mr. Lemire stated they will rotate some units from here that are in better shape for them to use in their department and when we do their units, we are going to look for modules that can accommodate what the board is looking for.  Discussion continued on the options.
 
Miscellaneous Signatures
No signatures needed.
Release of Bond for Deer Ridge Development
Mr. Lemire stated he spoke with Ms. Smith.  Ms. Smith was in contact with the representatives and we asked that they submit an additional $1200.00 to the Town to cover.  He also stated that Ms. Smith submitted a narrative and once this is done, it will be fine to release the bond.
Selectman Holden asked how much the bond was for.  Selectman Dill made a motion to release the bond in the amount of $102,000 for the Deer Ridge Sub-division, seconded by Selectman Bryer.  Selectman Dill stated that he was present when Ms. Smith spoke with Mr. Lemire.  He also stated we have a $5,000 bond from Severino Corporation that is staying in position and if and when phase two goes in there will be an extra bond for $10,000 for recreational use. Selectman Dill also stated if we accept this part of the road you were going to put up a bond.

Attorney McNeill stated there would be a bond for phase two and in that bond will be the $10,000 included as a line item.  Selectman Dill asked about an opening bond if we accept this part of the road.  Attorney McNeill stated they will discuss this before starting construction on phase two, Severino would post a bond to make sure these sections would not be dealt with.

Selectman Dill stated he wanted to make sure we had this information, because at the public hearing, to accept this part of the road, will be a major question.  Selectman Holden asked if there were any other issues.   Mr. Lemire stated there have been no other issues addressed at this point.
Attorney McNeill stated he feels everything is in order.  Selectman Dill stated that there was an issue with the end of the road, at the last highway committee meeting.  It was stated, they were getting ice across Bow Lake Road. However, Mr. Lemire went up with our engineers to look at the problem.  Selectman Dill stated that it seems to be a ditching problem on Bow Lake Road over Deer Ridge. Motion carries; 3/0

Selectman Holden noticed that we had a citizen present who arrived late.  Ms. Janet Clark stated she was there to specifically talk about the agenda.  She stated that she was in the office a while ago asking that the agenda be posted on the town’s web-site.  She stated that she checked today and it wasn’t there. Ms. Clark also stated that it is not being posted at the Post Office. Ms. Clark stated she has no idea what is on the agenda for tonight’s meeting and she has issues in front of other committees in the town and would like to know if they were on the agenda.  Mr. Lemire stated there was nothing on the agenda for tonight’s meeting.

Selectman Holden explained that we have been having some computer problems.  He also stated that we have some new computers and a new server and this should take care of the problems we have been having with the web-site.  Mr. Lemire stated that he would make sure the agenda is also posted at the Post Office.

Repairs to Fire Engine #3
Chief Ashford stated they have to do a rebuild of engine #3.  Selectman Holden asked what would create that condition. Chief Ashford stated wear and tear; he also stated they have had issues of that pump not going into gear over the last year and a half.  They have been taking it back to Valley Fire Fighter Fire Engines where it was built and they have been misdiagnosing the issue.  Chief Ashford stated they took engine #3 to Lakes Region Fire Apparatus, and they diagnosed the problem as wear and tear inside the pump and the forks were off and recommended a total rebuild.  Chief Ashford stated that this is their busiest piece of equipment and is 11 years old.

Selectman Dill asked if this was broken last year before January 1st.  Chief Ashford stated they have been going over this for the last year and a half.  He also stated it has been up to Valley’s not less than four times.  Selectman Holden asked if they were moving their business to Lakes Region Fire Apparatus, Chief Ashford stated yes.  Selectman Holden asked if they were doing all the maintenance that needs done and the check list.  Chief Ashford stated yes.  Selectman Bryer asked if the check list is currently maintained.  Mr. Lemire stated that Captain Madison told him they maintain check lists each week and he has them on file.  Selectman Bryer moved to approve the purchase order #8470 in the amount of $13,304.20 for engine #3, seconded by Selectman Dill.  Motion carries; 3/0  

HAC request for action on Masten Estates (refer to Code Enforcement)
Mr. Lemire stated that the Highway Advisory Committee sent a letter to the planning board requesting action on Masten Estates.  He also stated the planning board signed off on that program, they suggested the board refer anything such as that to the code enforcement because it is under their prevue now.  Mr. Lemire suggests that if the board concurs, we will bring it to code enforcement and have them investigate the issues.

Selectman Dill stated the issue was with the drainage that was fixed, basically they re-routed all the drainage off of route 4, down under somebody’s house, which in a mobile home.  Selectman Dill also stated that long term it was probably not a good solution and we should have somebody take a look at it. 

Selectman Holden asked if it was the Town’s responsibility. Selectman Dill stated it was not a public road yet.  It was a private road that they are petitioning to become a public road and it was one of the issues that if this is a public road we do not want to be liable for this.

Mr. Lemire stated at this point it is not a planning board issue.  Mr. Lemire will take care of this.
 
FYI – Proposed CIP program
Mr. Lemire stated he had an informational item on what we have for CIP for now.  Mr. Lemire stated this is a sub-committee draft.  Selectman Bryer stated he brought this up at the planning board meeting where they discussed it also.  He also stated for the record he thinks this is an excellent start, but he thinks there was a little confusion from the departments and maybe a little miscommunication. Selectman Bryer gave an example, recreation was talking about ball fields and he did not see it on the capital improvement plan.
Mr. Lemire stated he discussed this with the recreation director, she concurred.  Mr. Lemire asked her to go back, talk to her committee and make sure that they touch base with the CIP committee because it is a well position point to make.  Selectman Bryer asked if it was still under discussion or has the subcommittee group looked into developing a playground.  Selectman Dill replied yes.  Selectman Dill stated regarding the ball fields, at this point there is still some money left from the current phase. He also stated there was a big chunk of rock that needs to be blasted out, but they cannot afford to do it, so right now they are continuing using the bulldozer to work it. The debate is still going on of what to build, whether two little league fields or one Babe Ruth field. 

Selectman Bryer asked if anybody talked to the sub committee of the Library.  He also stated that in the next 10 years the Library is not planning on doing any capital improvements.  Selectman Bryer stated he feels we need to communicate to the departments that we are serious about this project and that we get a complete list.  Mr. Lemire stated he has started this process.

Mr. Jandebeur stated that he agreed with Selectman Bryer, but wanted to make the point that when we did this and we had numerous departments that had not responded or responded with they did not have anything.  Mr. Jandebeur also stated that he went back a couple of times and talked with Mr. Preston at the transfer station.  Mr. Lemire stated they will have a department head meeting to address this.  Discussion continued on this program.
Selectman Dill asked about the road paving, he asked if they were going to include an addendum on to this or were they looking at the bridges being done and not the roads being paved.  Mr. Jandebeur stated that they asked about the road paving and were told that was being handled thru the budget. Mr. Lemire stated since it is within the budget it is not a capital item.

Appointment of on call firefighter
Mr. Lemire stated he had a request from Fire Chief Ashford to appoint Emily Madison as an on call firefighter.  He also stated this would be pending background checks.  Selectman Dill made a motion that we appoint Emily Madison pending background checks, seconded by Selectman Bryer.  Motion carries; 3/0

Reports
Town Administrator’s Report
Mr. Lemire stated he would like to follow-up on what Mr. Barton had stated.  The installation and conversion of our new server and IT has gone well.  Minor issues have been promptly solved by our new vendor.  Finance conversion will be on Friday after the W-2’s have been run.

Budget work has taken up much of the time of late.  Mr. Lemire stated that he has been attempting to offer support and information to both town agencies and school personnel as we prepare for Deliberative Session.  He also stated we have been posting information on sign boards, the TV Community Bulletin Board, the website and it will be in the Suncook Valley Sun next week.
The Northwood Elementary school experienced a fuel oil leak early this morning.  Oil came back through the vent and into a catch basin.  Fire, Health, DES and mitigation personnel were on scene and handled the situation.  School was closed for today only.

Warrant Articles and MS-7 sheets will be posted this week.

Mr. Lemire will be meeting with Capitol Alarm next week on setting up the installation of the new access/security and will keep the board posted.

We will be working on guidelines for implementing the new ID system for the board’s approval.

Mr. Lemire will be setting up a meeting next week with personnel to move on the permitted work at the beaches.

Individual Selectman’s Reports
Selectman Bryer – Nothing 

Selectman Dill - Selectman Dill asked if we had signed off for the ice racing this year.  Mr. Lemire believes we did.  He also stated that we have a lot of open spots on the ballot, and would like to know if we are advertising for these. Mr. Lemire stated they are on the web-site.  Selectman Dill stated regarding the Deliberative Session, he has a prior commitment that was made in November, not knowing it would be held in early February.

Selectman Holden - Nothing

Citizen’s Forum
None

Non-Public Session
Selectman Holden made a motion to go into non-public session at 7:04 p.m. under RSA 91-A:3 II c, Tax Agreement, etc.,  seconded by Selectman Dill.

Roll Call Vote:
Selectman Bryer – Yes
Selectman Dill – Yes
Selectman Holden - Yes

Selectman Holden made a motion to come out of non-public session at 7:38 p.m., seconded by Selectman Bryer.  Motion carries; 3/0.

Selectman Dill made a motion to seal the minutes of the non-public session, seconded by Selectman Bryer.  Motion carries; 3/0.

Selectman Dill made a motion to wave the interest and accept the tax agreement as discussed in the non-public session for map 230, lot 82:2, seconded by Selectman Bryer.  Motion carries; 3/0

Selectman Holden made a motion to accept the recommendation of the finance administrator to issue a supplement tax warrant for 2011 P2 tax billing, map 222, Lot 36:7, seconded by Selectman Dill.  Motion carries; 3/0

Selectman Bryer made a motion to not accept the recommendation of the committee for hiring the full time fire personnel, seconded by Selectman Dill.  Motion carries; 3/0

Adjournment
Selectman Dill made a motion to adjourn, seconded by Selectman Bryer.  Motion carries; 3/0, at 7:40 p.m.

Respectfully Submitted,

Diane L. Young,
Municipal Secretary