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Minutes of 7/24/2014 DRAFT

July 28th, 2014

Carroll Board of Selectmen
Meeting Minutes
July 24, 2014

DRAFT

“These minutes of the Town of Carroll Select board have been recorded by its Secretary. Though believed to be accurate and correct they are subject to additions, deletions and corrections by the Select Board at its next meeting when the Board votes its final approval of the minutes. They are being made available at this time to conform to the requirements of New Hampshire RSA 91-A:2.”

Minutes recorded by Maryclare Quigley, Secretary

Board members present: David Scalley, Paul Bussiere. Bonnie Moroney joined at 5:20 p. m.

The meeting was called to order at 4:20 PM by Selectman Scalley in Chairman Moroney’s absence.

In attendance were: Scott Clang, Scott Sonia, Sue Kraabel

Pledge of Allegiance

Scott Sonia introduced Scott Clang from Granite State Rural Water Development. Mr. Clang explained the process of setting water rates and that back when we first started, we had nothing to go on or by. Prior to 2008, when the water meters were first put into use, the charge was done several ways. However, now we are beginning to be able to have a history and to show trends.

Mr. Clang proceeded to explain that the fixed costs correlate to money to do business i.e. most wages, computer software, office supplies, vehicle repair, fuel, etc., while variable or base is the actual operation and maintenance, wages (split with fixed because someone has to get paid to do the work), part time labor, contract labor and overtime, along with supplies, propane, equipment repair and purchase, tools, samples, water line repairs, etc.

Mr. Clang was able to show on charts that based on fees charged and usage, there has been a shortfall for each of the last three years. He reiterated that starting with nothing and having no history, it is extremely difficult to estimate what the costs will be and therefore what fees should be. Discussion took place on expenses, costs, fee structure and method. It became very clear that the rates must be increased for the next billing period.

Discussion took place regarding increases and ways to get enough money to fund the Water Department. Mr. Clang said there are many towns that are trying different things to help raise money and that it’s a situation that is not unique to this town.

Discussion turned to the Little River Road and Cherry Mountain water tanks. There has been some damage on the inside of the Little River Road tank and Scott Sonia has been researching how to repair it. He is hoping to have information next week. This lead to discussion about looking for planning grants which may be available at Rural Development. Mr. Clang also advised the Town to have an engineer do a feasibility study for long range planning which is required when applying for certain grants but is most helpful anyway to guide us in the direction we should be going. He also stated that it will be mandatory by the State within the next several years to have an Asset Management Plan which includes inventory and prioritizing projects within its parameters.

Returning to rate setting, various scenarios were looked at and following more discussion, the Board chose to increase the rates in steps over the next three years rather than making a big jump at one time. Beginning with the next water bill, the rates will be: Base Rate, $33.71; Fixed Rate, $6.25 (no increase); Usage Rate, $6.96/thousand. Selectman Bussiere made a Motion to accept the stated new rates. Selectman Scalley seconded and it passed unanimously.

As there was no further business, the Board was polled and went into non-public session, per RSA 91-A-3 for personnel at 6:40 pm.

At the close of non-public session at 7:25 p.m., Chairman Moroney moved to return to public session and seal the minutes from non-public session. Selectman Bussiere seconded and the Motion passed unanimously.

Chairman Moroney said three applications had been received for the Financial Assistant position in the Selectmen’s Office and two interviews were completed as there had been no further response from the third. After much discussion, the Select Board believed the best suited person for the position would be Kelly Trammell. Ms. Trammell is currently employed part time in the Town Clerk’s Office so already has much knowledge of procedures, software, etc., and because she has helped out during a few short-handed periods, also is familiar with particular areas of the position. The Board felt it would best suit the two offices to combine both positions to one full time position with benefits and wages would be prorated to each department in the same manner as Ms. Trammell’s is currently to Town Clerk and Water Department. This will further reduce the workload which will also help to decrease overtime. It was noted that Ms. Trammell will not need the Medical Insurance benefit, which is the most expensive of all benefits. Therefore, Chairman Moroney made a Motion to: Hire Kelly Trammell for the combined position at 38 to 40 hours at her current rate of $15.02 per hour, with benefits minus the Health Insurance. Selectman Scalley seconded and the Motion passed unanimously.

There being no further discussion, Chairman Moroney made a Motion to adjourn the meeting. Selectman Scalley seconded and the Motion passed unanimously. Chairman Moroney declared the meeting ended at 8:10 pm. The next meeting will be Monday, July 28, 2014.