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Minutes of 09/24/2007

October 1st, 2007

Carroll Board of Selectmen
Meeting Minutes
September 24, 2007
"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 Pro Tem

Board members present: Bonnie Moroney, Rena Vecchio, Allen Strasser

The meeting was called to order at 7:04 PM.

Members of the public present: Roberta McGee, Eleanor Brauns, Billy Rines, Michael Gooden, Selly Lane, Jim Covey, Lisa Covey, Lee Hallquist, Bill Dowling, Linda Dowling, Dale Shakespeare, Owen McQueeney, Carl Carlson, John Deery, John Goodney, John Burt, Tadd Bailey

Pledge of Allegiance

The board announced the approval of bills and signing of checks.

Chairman Moroney moved to accept the minutes of September 10, 2007, as corrected, Selectman Strasser seconded, and the motion passed. Chairman Moroney then made a motion to accept the minutes of September 17, 2007, as corrected and Selectman Vecchio moved the questioned.
These were approved with Selectman Strasser abstaining as he had not been at the meeting.

Stan Borkowski’s report is posted on the bulletin board.

Chairman Moroney read a letter from Claire Gritzer (copy attached) regarding revenue funds that are currently in savings accounts; namely, Recycling Fund, Ambulance Fund and Water Fund. The Trustees of the Trust Funds (on which Mrs. Gritzer currently serves as chair) use the Public Depository Investment Fund for the General Fund, and as it pays a better interest, it is Mrs. Gritzer’s recommendation that these funds be deposited in this system. Discussion ensued regarding this and as the Board had some questions about it, Chairman Moroney made a motion to ask Joanne Klatskin, named in the letter, to come and speak with the Board. Selectman Vecchio seconded, and the motion was passed unanimously.

The following items were approved and signed.

MS-5
Intent to Cut – Matt Steele
Water Warrant – Buswell, Dubois, Wemple
Water Abatement – Downing



Action items noted as follows:

Draft of response letter to Bretton Woods land off sent to Town Counsel, awaiting reply
Response regarding Chamberlain property sent by Stan Borkowski to attorney
Nothing on Paquette Circle house since letter sent to bank
Elworthy subdivision is finished
LGC phoned regarding the Smoking Law and advised it is the Police who enforce it, as with any
other law.
Mr. D’Urso was unable to attend this meeting and is scheduled to come on October 1.
Treasurer Karen Horsch is looking into a line of credit in anticipation of taxes, as may be
necessary
Treasurer Karen Horsch has been notified of the need for a new account for Conservation funds
Daniel Daine responded to the ad for a plumber and requested to meet with Board on October 1

Billy Rines presented his budgets starting with Highway, explaining the various increases:
salary and wage items, at the traditional 5% calculation; a substantial increase for overtime, at $10,000, because it is already over by more than $2,000 and the winter season has yet to start; tools and equipment need to be purchased, repaired and maintained, and radios need to be totally updated, (one reason being the schools have no way of communicating with Twin Mt. about winter road conditions). For radios, Mr. Rines has proposed $9,000 and said that he is hoping to be able to purchase new ones through Fire Chief Jeff Duncan. He was asked to check with Chief Trammell or Chief Duncan to find out if they will be compatible with police radios. Because he broke down the Highway Road Maintenance line to several individual ones, Mr. Rines had left that particular line blank, but Selectman Strasser suggested putting $1 in it in case the line may be needed at some point. The Resurfacing line proposed was $50,000 and Selectman Strasser made a motion to add $10,000 to it. Chairman Moroney seconded, and it passed unanimously. There is a lot of resurfacing to be done and it is hoped with the extra money, much of it will be accomplished. Because a new bridge will be put in, Mr. Rines was unsure about the amount to put in. Selectman Strasser suggested leaving $2,000 as before, for future upkeep, which he agreed with. Mr. Rines then advised that Roadside Mowing cost will be shared with the water budget because of hydrants, etc. When asked, Mr. Rines confirmed that he had included mowing at the Police Station for next year. There is a lot of work to do on repairing sidewalks, thus he has proposed the same amount as for this year. Chairman Moroney reminded that they are going to hire a sweeper next year, so $3,000, the amount to do that, must be added. Selectman Strasser asked if it would be possible to reduce the Overtime and Radio lines by $2,000 each—with which Mr. Rines was happy to comply, explaining that if he is indeed able to get the radios through the Fire Department, they should be at a lower rate (he had proposed the higher rate based on the price he received in case that didn’t happen); and overtime is difficult to estimate because of everything that influences it.

Mr. Rines brought up the need for a salt shed. He said he had looked into the canvas-type that are being used in some places, but found the costs to be very high. He believes a pole barn type of building may be the best way to go. There was discussion of how this should be built, protecting concrete that may be used because it will be storing salt, etc. For this reason, he advised that the state does have requirements regarding leaching, etc., so it would all have to be taken into consideration. Because of their other duties, the general consensus was that the Highway crew should not be responsible for building this and to that end, Chairman Moroney asked Mr. Rines to work with the Selectmen’s Office on an ad to be put in the paper for a price (bid) to construct such a building – he should provide the description, approximate size, etc., and also that this ad should note that it would be pending acceptance of a warrant article.


Next, Mr. Rines discussed the Water Distribution and Treatment budget. As before, he went over it line by line, explaining that most increases were more realistic as they were in line with actual expenditures, either due to actual costs or increases out of his control, i.e. fuel and electricity. He further explained that he had Contract Labor broken down to two lines for better tracking. One item is for repairs which is where Scott Hayes’ work on the water meters is charged and the other is for the expansion that will be taking place. He said they saved quite a bit of money this year on chemicals, but proposed the same amount in the event they have to go back to the more expensive ones. Mr. Rines attached a sketch for the proposed water expansion/update on School Street and used it to explain the costs (new line items), attendant to it as well as his strategy for layout and use of materials. Discussion of flow tests took place and he said they will be done with the Fire Department. When asked about a survey of utilities, Mr. Rines explained that pictures are now being taken and that GPS is also being factored in, and that records are being kept of what is where; and he reiterated that it is impossible for him or anyone else to know when there might be a problem with a water line.

Finally, Mr. Rines presented the budget for General Building. Increases were made on several lines due to the new police building and it was noted that Heating Oil should also be increased for their inclusion. The question arose as to why there were lines for Recreation Labor and Recreation Area Maintenance, and Chairman Moroney asked for that to be looked into. It was noted that the Miscellaneous line was way up because of the Police rent. A new line could not be set up as the year had already started when this necessity arose. Mr. Rines stated that a Contract Labor line has been added to differentiate between outside labor and town labor, which then led to discussion about painting the fire hydrants. Apparently they will all be painted red, with colors added subsequently to indicate flow rates at each.

It was noted that there were no totals on these three budgets and that they should be added to the minutes.

Linda Dowling then presented the budget on behalf of the Trustees of the Trust Fund. They increased the salary line by $400, to $1,200, as she said they finally came to the understanding that they had totally under funded themselves for the past two years. They not only had their monthly meetings, but there was much to be done in between as well. Mrs. Dowling also explained the need for supplies; paper, binders, envelopes, etc., and the proposed amount of $150. She also requested that line 141 be changed to Supplies as they do not need a Miscellaneous line. Mrs. Dowling said previously there had been very little for training, but that has changed to three meetings a year, so they have put the Training and Travel line at $1,050 to cover these and this puts their total budget at $2,400.

Next was Owen McQueeney with the Moderator Budget and he noted this is the first year this has been done. He also noted that there will be four elections in 2008, and the budget must reflect that. His lines are Moderator Salary, $300; Advertising for elections, $200; four Ballot Clerks, 12 hours each day, four elections, $1,500; meals for election officials, $500; and he noted
as he will not be running for reelection, there should be a line for Training travel & expense, $500, for the new Moderator. The total for this budget is $3,000. Mr. McQueeney advised that the budget for the Supervisors of the Checklist will be submitted by them, as will Elections and Expense.

There was some discussion on the Cemetery Budget with Roberta McGee representing. Basically, she advised they should keep it as it is. Though there is some question about fencing as it may be in State By Laws that cemeteries must be fenced and gated. This will require some research, and money may need to be added for fencing if this is the case. Mowing was brought up and Mrs. McGee said it had been done and as far as she knew had been charged to their budget line.

James Covey was then recognized to speak on behalf of the Chamber of Commerce. He had presented the Board the budget at the previous week’s meeting and they decided they needed time to review it so they could discuss it. Essentially the Chamber of Commerce was requesting the amount of money that is returned to the Town from the Rooms & Meals Tax, in this case, in excess of $28,900, which they had advised they would do at a prior Selectmen’s meeting. Mr. Covey read a letter (attached) explaining their position and spoke about why this should be met with favor. The Chamber has a number of projects they hope to undertake which will enhance the community, including securing a Cog Railroad engine from that attraction and being promised a gift of a passenger car to the town from the Conway Scenic Railroad, among others. He advised that in the past, the warrant article from the Town has been completely spent on the Information Booth, and that they have had to raise other money for anything else they have done including planting flowers and shrubs, painting the Information Booth, painting the exterior of the fire station and painting the Town Hall kitchen, to name a few of their projects. He proceeded to inform the Board that many surrounding Chambers receive substantial amounts from their towns; $8,000-$9,000 Bethlehem and Whitefield, $20,000 Littleton, $25,000 Berlin (Main Street Program), and $28,000 Franconia, Easton, Sugar Hill, to name some.

Selectman Vecchio opened discussion by saying that it is very high and advised working into it. She recognized that the Chamber does work very hard and is doing great things but that it is difficult to give this amount right away. Mr. Covey stated that he firmly believes this is not a “giveaway” – that it is an investment, and the Town must invest in tourism as it is the number one business in this town. After further discussion, Selectman Strasser said he would favor using 50% of the amount of the Rooms & Meals tax as a first step, which would be around $14,000. Mr. Covey reminded that it would take about $9,000 to run the Information Booth, leaving about $5,000 and he said that is much too small an amount to invest in its economic base, as the Town has little other business besides tourism. Several people spoke in favor of investing in the Town and one added that doing things “piecemeal” does not work—too much of this has been done in the past and now there is a lot of catching up to do. It was also pointed out that they lost their major fundraiser this year, the “reach the beach” road race. It was centered at the Mount Washington Hotel where the runners stayed, and the Chamber cooked breakfast and dinner for several days for the participants, but the Hotel decided this year they didn’t want it anymore, so the runners had to go elsewhere. Lee Hallquist reminded all that the money is for the town, not individual entities. Selectman Strasser said it would cost 51/2 cents per thousand to fund this. Mr. Covey then asked if the Select Board or anybody else had a plan for the Town – if not, then to please honor their request and give them the tools, the money, to work with the Town for the Town. Selectmen Vecchio advised that she has heard many negative statements about the Chamber and these people have said they will not support the Chamber until it supports the Town. Mr. Covey was shocked to hear this and asked how people can say this with all the Chamber has done. John Burt suggested they might need to do some PR frequently about what is going on as a lot of people don’t know what the Chamber does. Chairman Moroney suggested they may want to set up a table with a display at the “Get to know your neighbor dinner” on October 20, as one step, which was not done at last year’s inaugural dinner. It was also stated that many people are not aware they can become members or attend meetings. It was noted that because meetings are during the day, it precludes attendance by people who have daytime jobs. Mr. Covey said they have responded to this by setting up two evening meetings, one of which will be in October—on the second Monday at 7 p.m. Carl Carlson asked where the Rooms & Meals Tax money goes and he was told it goes into the General Fund. Selectman Vecchio reminded that the Town is not totally responsible for the Chamber, but that she is willing to work with them.

After some discussion, Chairman Moroney made a motion that the Board set up a line in the budget for the Chamber of $18,000. Selectman Vecchio seconded and it passed unanimously. Chairman Moroney did advise Mr. Covey and the Chamber to submit their usual Warrant Article if the budget should fail, that they will at least have their money to fund the Information Booth.
Mr. Covey said they will, and further stated that he continues to be baffled over the negative feelings toward the Chamber. It is so surprising to him as the Chamber they have offered to help with their facilities or neighbors whenever they can. It was the general consensus of the meeting that the Chamber is doing a very good job.

John Goodney then presented his budget for Emergency Management. He explained the need for the increase and adding the lines for radios and funding for an operations center, as they need to be able to communicate and need to have a place to work from—which would be at the Town Hall, as the Fire Station will be taken over with fire and rescue personnel. Discussion turned to generators for this building and Billy Rines said he has two portable ones that could be used. Discussion then took place about FEMA and other grants. Further discussion about wiring took place and it was stated that the building should be rewired anyway, not only for generator use. Chairman Moroney asked Mr. Rines to get a breakdown on the cost of rewiring the Town Hall as soon as he could, possibly coming back to the meeting on October 1 with it. Depending on the estimate, perhaps it could be included in this budget. Discussion went back to grants, and while there is supposedly money “out there” there need to be plans in place, so Chairman Moroney asked that these plans be put in place and try to work on some of these grants. She also requested that government surplus items be looked into and see what may be available to help the Town, as we are signed up for it. Brief discussion took place as to where various items might be stored and it was decided there was enough storage right in the Town Hall. Chairman Moroney suggested putting the Emergency Management figure of $1,600 in the budget, and if any grant money is received, it will go into the General Fund. Selectman Vecchio asked Mr. Goodney to let her know if he wanted to have any meetings since she is the other member.

The Board decided they have time to look at budgets presented by the departments as the Selectmen do not submit to the Budget Committee until October 10. They will also be looking at Warrant articles as these, too, will have to be submitted.

Selly Lane spoke to the Board on behalf of Donald Gadbois, regarding the removal of a sign. Apparently, Mr. Gadbois has a sign permit from the State, but he was having it erected in the State right-of-way, from which the State demanded it be removed. Billy Rines happened to be passing by when the sign was being moved to another plot of land in the vicinity of the first. As the land for the new location is owned by the Town of Carroll, Mr. Rines halted its placement there. Through his agent, Mr. Lane, Mr. Gadbois is complaining that Mr. Rines won’t let the sign be installed. Mr. Rines reiterated that the land does not belong to Mr. Gadbois as it belongs to the Town, and that he is more than welcome to install the sign on his own property. The Selectmen agreed that it is Mr. Gadbois’s responsibility to prove ownership of the property in question. There will be nothing further unless and until the Board hears back from Mr. Gadbois or his agent, Mr. Lane.

Chairman Moroney, upon determining there was no Executive Session this evening, declared the meeting over at 9:45 p.m.


Action Items:

Response letter to Bretton Woods land offer
Property tax exemptions – increase limits
Industrial Park land use - CEDC
Term Limits for Planning & Zoning
Chamberlain property
Paquette Circle house
Website
Local ordinances
LUCA Program
Tax Anticipation Note
Conservation funds
Joanne Klaskin, Oct. 1
Release Elworthy Funds
Highway Radios – Compatibility w/Police
Ad for Salt Shed