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Minutes of 11/29/2018 DRAFT

December 3rd, 2018

TOWN OF CARROLL BUILDING COMMITTEE MEETING
November 29, 2018
Meeting brought to order at 9:00 a.m. by Imre Szauter
Pledge of Allegiance
Present: Tadd Bailey, Allan Clark, Mike Finn, John Gardiner, Bill Gemmer, Anita Greer, John Greer, Michael Hogan, Brad Houston, Sue Kraabel, Janet Nelson, Lois Pesman, Imre Szauter, and John Trammell. Excused Absences: Bonnie Moroney, David Scalley, Terry Penner, and Rena Vecchio.
The meeting began with each attendee identifying him/herself. Chairman Imre Szauter asked if there were any changes to the minutes of the November 15th meeting. The only change was by Imre who said he’d made a change in format of attendance. Those that were excused absences are now listed as: Excused Absences: Tadd Bailey, Allan Clark, Bill Gemmer, Bonnie Moroney, Lois Pesman, and Rena Vecchio. Michael Hogan then moved to accept the minutes as amended. John Gardiner seconded the motion and it was passed with Janet Nelson abstaining, as she’d not been at the meeting.
Allan Clark stated that the draft budget numbers should not be circulated to the general public at this point, as they are just that--a draft. Tentative numbers he’s received from the two contractors he’s been working with are 10% higher than last year, increased by inflation. He said we have until December 15th to submit a budget to the Selectmen. He said once the warrant article passes, we will present the project to several contractors and after reviewing their bids, narrow it down to three contractors who will come before the committee with a presentation. The goal is to have the new buildings ready for occupancy on January 1, 2020. Allan said that even with costs rising, that tax impact could remain at $0.65 per thousand, as the town property value has increased. He said the 4% interest rate that we used last year for a note still looks in line. He also said he thinks we were being conservative in our estimate of grant money available for this project, that there is probably more money available to the town. Michael asked if there is an expense involved with getting bond money for a project like this, and Allan said yes, for both the Municipal Bond Bank and USDA loans, and that they can have a complicated process. He said that right now bank rates are fairly good, have competitive rates.
Mike Finn went through the Tracking List, with many items being complete. He stated that he’d added the dates for the two informational sessions – the first being before the Deliberative Session and the second shortly before Election Day. Those dates are January 31, 2019 and February 28, 2019. The subject of grant applications came up, and it was stated that task would be done by this committee. Mike mentioned that the brochure that we have will not be mailed this year, but can be handed out at the transfer station or post office. A draft version of Building Committee Information was discussed, and committee members were urged to send suggestions for changes or additions to Imre. Any changes to the current documents will be ready for the next meeting and ready to use in early January. Allan suggested we wait as long as we can for serious conversation with people, as we peaked way too soon before the last election.
The subject of endorsements came up, and Mike said each letter should be geared toward the specific organization, and he’d bring samples to the next meeting. Allan recommended that the letters be released to the public just before or just after the Deliberative Session. We want to peak for Election Day.
Discussion turned to the draft of a poster to be displayed at Yaya’s Market & Deli, and several suggestions were made, including additional places to display it. Michael suggested using the warrant article wording at the top, more than one person thought there was too much information listed, and Lois Pesman suggested putting a green frame around the whole poster. It was suggested to make this a hand-out for the Deliberative Session. Committee members were asked to send suggestions to Imre, and this will be discussed again at the next meeting.
Michael said he went to the Selectmen with the draft warrant article the committee discussed at the last meeting, and Maryclare Quigley said she thought the use of Capital Reserve money had to be part of it. Allan said if we need an article for Capital Reserve money, we should make it a separate article. He pointed out that this still has to go to the NH Dept. of Revenue Administration and the town attorney.
Rides to the polls on Election Day, March 12, 2019 were discussed next. Imre said the Selectmen approved using the town office phone number (846-5754) for people to call asking for a ride. He said we need two people to answer the phone, and David Scalley and Greg Hogan have volunteered to be drivers. Mike reported that Terry Penner will see if we can use the hotel shuttle. It was suggested we promote this at the Informational Session and the Deliberative Session, and maybe put an ad in the Coos County Democrat. Allan once again suggested that we wait until just before the election to publicize this.
Imre reported that he had no update on the committee meeting for future use of the existing Town Hall.
Imre reported that he’d met with Chad Fillion and toured the Town Hall, Fire Station, and Police Station. He said the intention is to film here the first or second week in December, and then Chad will make arrangements with Allan to film in Franconia. The film will be ready for the January 31st Informational Session.
Imre referenced the brochure that the Building Committee sent out last year, and asked if we were interested in doing this again. He asked that if so, any updates be ready for the December meeting. It was mentioned that we will not be mailing this, but using it as a handout.
Allan suggested that the committee hire someone to write the requests for grants. He said one of the keys is to ask for what you know an agency is willing to give and to specify a use for the money that you know they will approve. He mentioned several possibilities for grant money: Northern Borders Regional Community & Block Grant: $200-250,000 for improvement to Rt.3/302 intersection; USDA $25,000+/- for air quality equipment in the Fire Station bays; NH Homeland Security $50-75,000 for the Emergency Operation Center generator; Eversource $10,000. Two possibilities for grant writing would be Northern Community Investment Corp (Lancaster, St. J) and North Country Council (Littleton). Allan suggested that he and Imre meet with them to see what they would charge for their service.
The next meeting for the Building Committee will be December 13 at 9 a.m. There being no further business, at 10:35 a.m., a motion to adjourn was made, seconded, and passed.