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Minutes of 03/16/2009

March 23rd, 2009

Carroll Board of Selectmen
Meeting Minutes
March 16, 2009

"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: Bonnie Moroney, Christopher Hancock

The meeting was called to order at 7:05 PM.

Members of the public present: Roberta McGee, Carmine Fabrizio, Ann Fabrizio, Sandy Pothier, Joan Karpf, Evan Karpf, Tom Gately, John Trammell, Mike Gooden, Bill Rines, Bill Smalley, Butch Garneau, Sue Kraabel, Rena Vecchio, Jeff Duncan, “Mac” McQueeney, Ben Jellison

Pledge of Allegiance

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

Chairman Moroney made a Motion to: Accept the minutes for March 9, 2009 as written. Selectman Hancock seconded and the Motion was passed unanimously.

Stan Borkowski’s report was received and posted.

Before starting any other business, Chairman Moroney stated she had been sworn in earlier in the Town Clerk’s office, and made a Motion to: Nominate Selectman Hancock as the Chairman for the next year. The Motion passed and Selectman Hancock assumed the Chairman duties.

The following items were approved and signed:

Yield Tax Warrant – Crowley, Pike Industries
Veteran’s Tax Credit – Pothier
Intent to Cut – Bayroot
Intent to Excavate (for Removal of Existing Material) – Rines
Certificate of Occupancy – Telecommunications Facility, MWH
Oaths of Office – Susan K. Kraabel, Becki Pederson, Bonnie Moroney, Mike Gooden
Engagement Letter – Melanson Heath & Company, PC (New auditing company)

Brief discussion ensued on the Intent to Cut. It was asked if the form showed the kind of cutting, i.e. clear cut, selective, etc. and it was stated that it did not.

It was noted that the Intent to Excavate is for a permit to remove material already excavated, as the current permit year ends on March 31. This has nothing to do with the variance and does not permit any new excavation.

The Board wondered if Our Town Energy has ever been contacted. The Secretary said contact had been made – municipalities may participate, and they are to send us information.

Attention next turned to budgets and noted that general government: officers and offices are unchanged. Police Chief John Trammell began discussion with his budget. The mechanics of setting up and using the new revolving account for special details were discussed as to whether there should be a separate checking account, which line in the budget would be used, etc. Because of the various ways in which this may be begun, Sue Kraabel said she would telephone Barbara Reid at LGC and find out exactly how this should be done. Chief Trammell said he had contacted all of his vendors in the fall when preparing his budget, to find out what the anticipated costs were going to be, which are what he used. Now he’s being notified by several that they have increased their prices – though it may not be by a lot, it means higher costs than he planned on. Chief Trammell and the Board agreed on new line figures and will bring it back next week when the entries have been made and the new bottom line will be known. Chief Trammell advised the Board that of the billions of dollars recently released from the Federal Government, an amount has been earmarked for police. There are grants that will fund a position at 100% for three years. However, as it has to be a new position it was decided that there is no point in applying at this point.

Jeff Duncan, Fire Chief, addressed his budget and explained he can make the same bottom line as the Selectmen but not the same way and the Board agreed it was fine. Chief Duncan cautioned the Board this was a one-time deal that he won’t be able to equal next year. He cut a whole lot out this year that he won’t be able to do without next year.

Road Agent, Bill Rines, advised he had also been able to look over his budget and commended the Selectmen on their work. Mr. Rines said he could help them a bit more since they aren’t getting any new equipment or radios as number of lines may be reduced. Likewise, the bridge maintenance line because of the new bridge, could be reduced, and explained his original budget had the line very low, but later discussions increased it as a precaution. Mr. Rines asked that at least one dollar be kept in any lines that are being reduced for in the event he should ever need them, he’ll be able to use them.

Discussion ensued with people being concerned about a default budget next year as the amounts of money being worked with this year are not realistic as they are. Mrs. Kraabel said she believes there is a way with the software that we have, that we can create a budget with all the new numbers, without changing the budget, and transfer items in and out. Thus, the default budget will go back to the original one. She warned that she was not referring to the proposed 2009 budget—that’s not what the people voted for—it is the 2008 budget with the two lines added for the firefighter and the fire engine. Mrs. Kraabel recommended no line be reduced to zero, that at least one dollar be kept in all for future use.

The Chamber of Commerce budget followed. As this had been put in the budget only a year ago, the question was asked how it could be put back to article status. Discussion took place regarding how it changed as well as how they receive and spend their money. When asked, Mrs. Kraabel said that last year they received a check for the full amount of $18,000. It was stated that theoretically the Chamber can do what they want with the money. It was further noted that any money not spent should be returned to the Town. The origin of it becoming part of the line item budget was discussed: the Chamber had come to the Selectmen requesting all of the money from the rooms and meals tax, over $30,000. The Selectmen at the time agreed they should perhaps have more money and suggested a lesser amount ($18,000) which they could support-- and see how it would go from there. The Board also suggested an article to at least cover the wages for the Information Booth if the budget failed. That is how they arrived at the figure for this year. Discussion took place about salaries, and it was decided to ask the Treasurer. The suggestion was made to check with LGC, as the Board put the Chamber in the budget last year and they may be told they should go back to article form. It was pointed out that the Chamber of Commerce does give back to the Town in a number of ways, including beautification and the music series, to name a few.

The Board suggested we get a tally with the new figures for the budget and resume discussion next week.

Bill Rines advised the Board he had received another quote for repair to the Town Hall, from Gerald Marquis. This one includes the roof which Mr. Savona’s earlier one did not, so this is substantially higher. It was noted that these are estimates for insurance purposes and not bids. The Board asked that we await hearing from the insurance adjuster, whom we will telephone again.

Chief Duncan referred to the minutes of March 9, when Jim Covey asked when the Fire Department changed from volunteer to call; he just wanted to clarify that it was defined by the State, i.e. the definition by the State as to what a call department is, and the Town never changed what they were doing. Mr. Covey also asked about information for applying for grants--Chief Duncan looked back in his records and between 2001 and 2008, the Fire Department alone applied for grants totaling $845,000. They were granted $237,000 and also received another $98,000 worth of donations—Chief Duncan just wanted to verify that the departments do look for grants.

Chief Duncan also referred to the Safety Committee inspection of the Town Hall and the heat/smoke detectors. He said the Office has smoke detectors and the kitchen/meeting room has heat detectors, but there are no combination detectors in the building. The Fire Department also checked the fire extinguishers in all the town buildings and found we are six short: Police Station, Town Hall, Highway Department, Fire Department. Discussion of purchasing these and where they would be charged ensued. It was decided that since these are all town buildings, they would be charged to the General Building budget.

Dr. and Mrs. Karpf noted they have two good fold-up cots from the motel that they would like to donate for the Town’s emergency shelter. Chairman Hancock thanked them and accepted them with appreciation.
Discussion took place about the Town’s acceptance of the land donated by CNL in Bretton Woods. The question was asked if the Town now owns the building on it that is falling apart and if we have to tear it down. It was explained that the Town has ten years in which to tell them that we want to move forward. Until we do this, we do not own the land or the building on it.

Chief Trammell said he had an offer of about a tractor trailer load of office furniture and furnishings, but cannot accept it as there is no place to store it. Dr. Karpf recently purchased Fun Towne and the question arose if it could be stored there. Dr. Karpf will let the Chief know if there is space available. Butch Garneau stated that if any of this is for a new police building, we would be looking at a minimum of two years for storage, so that is something that must be considered no matter where it might be stored. Mr. Garneau also noted that storage trailers can be rented for $100 a month which might be the thing to do in this case. He also went on to say that at one time he had known of the possibility of purchasing a storage trailer for $1,000 to $1,200 which would be more prudent if we’re looking at two years or more, and the Town would have it for future use as well. Tom Gately said we should seriously consider this if it means we can get $30,000 worth of furniture free – these offers are not always available. Mr. Garneau will check into trailers for sale.

Mr. Garneau asked about the prints for the new police building. The ones he is referring to are those which have all the details for the building; construction, materials, mechanical, etc. Selectman Moroney said to get those would require a substantial amount of money. She also said the Building Committee needs to have another meeting to discuss where they want to go from here.

As there was no further business, Chairman Hancock declared the meeting ended at 8:27 p.m. and moved to go into Executive Session for Town Aid and unplanned legal matters. The Board was polled and went into executive session.

At the close of executive session, Chairman Hancock made a Motion to: return to public session and seal the minutes from executive session. Selectman Moroney seconded and the Motion passed.

The Selectmen have cancelled their meeting for May 4, due to the Secretary’s vacation and trying to keep overtime down.

There being no further discussion, Chairman Hancock made a Motion to: adjourn the meeting. Selectman Moroney seconded and the Motion passed unanimously. Chairman Moroney declared the meeting ended at 9:20 p.m.

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