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APPROVED Minutes of 9/19/2011

November 1st, 2011

Carroll Board of Selectmen
Meeting Minutes
September 19, 2011
APPROVED 10/3/2011
"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: Mark Catalano, Bonnie Moroney, Bill Dowling.

The meeting was called to order at 7:02 PM by Chairman Catalano

Members of the public present: Greg Hogan, Roberta McGee, Joan Karpf, Evan Karpf, Frank Maturo, Ike Ikasalo, Dan Walker, Sue Kraabel, Kelly Trammell, Becki Pederson, Rena Vecchio, Bill Vecchio, Scott Sonia, Dave Scalley, Joyce Charrette

Pledge of Allegiance

Frank Maturo filmed the meeting.

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

Chairman Catalano made a Motion to: Accept the minutes of September 12, 2011, as written and Selectman Dowling seconded. The Motion was approved unanimously.

Budget presentations were begun with Town Clerk, Becki Pederson. She explained she reduced the Conference line by a little more than half as she won’t go to both Town Clerk and Tax Collector conferences each year. But the fees lines for each have to be maintained as she must belong to each Association.

Salaries:
Town Clerk 32,500 (33,475, raise as approved in 2011)
Deputy Town Clerk 13,000
Town Clerk Conference 600
Tax Collectors Fees 50
Town Clerk Fees 20

Ms. Pederson also explained she has a State travel line that is in the FA budget. This is for her travel to the bank for deposits for State work only, any other travel is reimbursed by the FA line.

Sue Kraabel followed with the Treasurer budget which consists of:

01-4130.10-135 Treasurer Salary 4,158
01-4150.10-809 Officer Travel 633

(The latter is actually included in the FA budget line item, of which that number is a part).

Next was Maryclare with all General, Executive, Administrative, Insurance and Welfare Financials

General, Executive, Administrative, Insurance, Welfare
2011 2012

01-4150.10-110 Administrative Assistant 30,532 31,282
01-4150.10-111 Selectmen's Office Staff 22,689 24,439
01-4150.10-114 Sel. Off. Overtime 1 1
01-4150.10-250 Tax Map 4,000 2,500
01-4150.10-260 Town Report 2,000 2,000
01-4150.10-301 Auditing 14,000 15,000
01-4150.10-390 Office Equipment 1,000 1,204
01-4150.10-603 Office Equip. Maintenance 1,000 1,300
01-4150.10-604 Association Dues 1,400 1,550
01-4150.10-620 Office Supplies 5,000 5,000
01-4150.10-621 Computer Software Support 10,000 11,120
01-4150.10-622 Manatron (Proval) 1,610 1,802
01-4150.10-625 Postage 2,600 2,700
01-4150.10-740 Telephone 2,600 2,600
01-4150.10-800 Town Officers Expense 1 1
01-4150.10-801 Bank Service Charges 1,200 800
01-4150.10-802 Advertisements 900 900
01-4150.10-803 Registrars Fees 1,000 400
01-4150.10-804 Miscellaneous 900 900
01-4150.10-805 Training 1,200 1,150
01-4150.10-808 Comstar Billing Fee 1,350 2,057
01-4150.10-809 Travel Expense 1,300 1,200
01-4150.10-900 TC Travel State Only 1,100 900
107,383 110,806
02-4150.10-808 Comstar Billng Fee 5,300 7,000
5,300 7,000
Property Assessing
01-4152.10-200 Property Assessing 30,000 35,000
30,000 35,000
Legal Expense
01-4153.10-200 Legal Expenses 16,000 10,000
16,000 10,000
Personnel Administration
01-4155.10-200 Retirement 67,130 86,398
01-4155.10-201 FICA 18,858 18,858
01-4155.10-300 Medicare 8,639 8,639
01-4155.10-300 Employee Insurance 150,225 151,000
01-4155.10-301 Unemployment Comp 947 947
245,799 265,842
Insurance
01-4196.10-520 Town Insurance 30,782 33,553
01-4196.20-520 Workers' Compensation 22,677 23,800
53,459 57,353
Other General Gov't.
01-4199.10-100 Contingency 4,000 4,000
01-4199.10-200 Dog Costs 150 150


Public Assistance
01-4441.10-200 Welfare Direct Assistance 15,000 15,000
01-4441.10-201 Welfare Administration 3,000 1,500
18,000 16,500
Patriotic Purposes
01-4583.200 Memorial Day 450 450
450
DEBT SERVICE

Principal Long Term Notes
01-4711.10-200 Long Term Notes, Landfill, Water 59,623 61,806

Interest
01-4721.10-200 Long Term Notes, Landfill, Water 34,313 30,630
01-4721.10-201 Int T.A.N. 1 1
92,437
Personnel Administration -- Water
04-4155.10-200 Retirement 3,000 3,000
04-4155.10-201 FICA 1,815 1,815
04-4155.10-202 Medicare 425 425
04-4155.10-300 Employee Insurance 13,307 13,307
04-4155.10-301 Unemployment Comp 150 150
18,697 18,697
The first two salary lines were noted as higher but it is not because of wage increases – the Welfare Administration line was cut by $1,500 so $750 went to each line, and the ZBA Secretary line had been cut by $1,000, so that line increased by that amount also. It was explained that various lines made up the total for these two salary lines, so when any of them are reduced, the money goes back to these lines. Reductions were made where possible and most were based on usage. It was cautioned that as they are based on actual business, they can change rather rapidly. Lines that have increased are because of rate increases that we have already received or usage that has approached or exceeded the lines already for this year. Rates for insurances have not yet been received so they were based on estimated increases. Personnel Administration numbers are mostly based on wages and these are not definite as the increases approved for 2011 have not been put into place yet. The lines will be identified as to what is placed in them for the Budget Committee.

Greg Hogan presented the budget for General Buildings:
2011 2012
01-4194.10-100 Janitor 6,000 6,012
01-4194.10-101 Town Building Labor 5,000 2,400
01-4194.10-102 Recreation Area Labor 500 1,000
01-4194.10-200 Contract Labor 2,000 1,000
01-4194.10-400 Water 1,500 2,200
01-4194.10-410 Electricity 12,000 17,000
01-4194.10-411 Heating Oil 22,000 22,000
01-4194.10-411 Heating Plant Maintenance 1,200 1,500
01-4194.10-430 Repairs & Maint. Bldgs. 15,000 21,500
01-4194.10-440 Rec Area Maintenance 500 700
01-4194.10-450 Rentals and Leases 18,300 18,324
01-4194.10-610 Janitor and Misc. Supplies 800 800
01-4194.10-700 Alarm System 1,000 618
01-4194.10-900 Miscellaneous 300 300

TOTALS $ 86,100 $ 95,354

Mr. Hogan explained the electricity is increased as we are already over at $13,155 and we haven’t locked in for oil yet, but that also is already over at $27, 011. He has increased the line 430, as the siding has been coming off the Town Hall. He said they were able to retrieve all that was blown off this winter but it’s getting brittle and he doesn’t think they’ll be able to repair it in the future, so he’ll have to buy more. Selectman Moroney suggested he get people from companies who do this work to come and give him a better idea of actual cost. This line also includes money for fencing in the wells. He said as they go to classes, they are hearing more and more that this should be done. It was suggested that he look into the possibility of getting grants as there are some out there for water. Another place to look would be Homeland Security as water systems could be targets for terrorists and grants have been seen listed in the past, which he said he would. Finishing the septic system at the Town Hall is also included and it was discussed that since we have the design, this can be used for the bid process.


Mr. Hogan proceeded with the Highway Department budget:

2011 2012
01-4312.10-100 Road Agent Salary 29,278 29,028
01-4312.10-101 Part-Time Labor 1 4,972
01-4312.10-102 Overtime Pay 3,000 2,000
01-4312.10-103 Highway Helper 5,000 2,240
01-4312.10-104 Highway Helper II 1 1
01-4312.10-200 Telephone & Computer 1,200 1,200
01-4312.10-201 Shop Expenses and Tools 500 1,000
01-4312.10-202 Tools 200 200
01-4312.10-250 Equipment Purchase 1 4,000
01-4312.10-260 Equip Repairs & Maint 10,000 10,000
01-4312.10-271 Radio Repairs 250 1
01-4312.10-300 Road Maint-Next 10 accts 1 1
01-4312.10-301 Highway Maint-Grading 1 1
01-4312.10-302 Cold Patch 500 1,200
01-4312.10-303 Hot Top 5,000 1
01-4312.10-304 Highway Maint & Resurf. 10,000 1
01-4312.10-305 Roadside Mowing 2,400 1,800
01-4312.10-306 Culvert Replacement 1,000 1,000
01-4312.10-307 Winter Sand 5,000 5,000
01-4312.10-308 Salt 5,000 5,000
01-4312.10-309 Gravel 500 500
01-4312.10-310 Bridge Rpr & Maint. 1 1
01-4312.10-311 Contract Labor-Sweeping 3,700 3,700
01-4312.10-350 Gasoline 4,000 5,000
01-4312.10-360 Clothing 3,000 1,500
01-4312.10-370 Training/Travel 500 1,000
01-4312.10-900 Miscellaneous 300 300
01-4312.10-901 Sidewalk Repair 1,000 1
01-4312.10-902 Supplies 100 100
01-4312.10-903 Signs & Posts 500 500

TOTAL 91,934 81,428

Mr. Hogan said he reduced his specific road budgets as the amounts are much too low to consider really doing anything given the cost of everything. Redoing roads was discussed in light of this and though the costs are extremely high, Mr. Hogan said he is learning about a new process that would save a substantial amount of money. To that end, he has some people coming to look at New Straw Road in particular. It was asked if there is anything that can be done to other roads to keep them from getting worse. He said he could do some repair/shimming, but it’s only a quick fix and he doesn’t want to throw away town money. It was suggested that he get someone to come in and evaluate all the roads with costs so he could start a construction schedule, which he agreed would be a good idea. He went on to say there is one year left of the clothing contract and they won’t be renewing it. The suggestion was made that a letter be written to be sure the company knows this and it doesn’t roll over unintentionally. Mr. Hogan went on to say he reduced the sidewalks as they aren’t ready to be repaired yet. Mr. Hogan said he is going to start replacing signs most likely this fall, but it will be ones that need to be done, not because of the reflective issue that had been talked about early in the year – at this time, he said that seems to be much less of issue.

Chairman Catalano then read the letter from Phil Bodwell our appraiser from Commerford Nieder Perkins. Mr. Bodwell said DRA will not allow lowering assessments across the board so that is not an option for the Town. He also said it is too late in the year for the Town to complete its total revaluation as there is not enough time for the company or for getting the work done in time to set the tax rate. Mr. Bodwell named some contacts at DRA in his letter, so Chairman Catalano said he will call them. He went on to explain the reason he was hoping something could be done about the assessments is that he fears there will be a lot of abatement requests this year and also to get the Town value lower as the school and county taxes are based on that. Though he knows it will work out in time, as the school is two years behind and the county is one year behind, he said he isn’t worried about next year or later.

The following items were approved and signed:

Intent to Cut – Hogan
Pick-Up Truck Bill of Sale and Title, as payment was received
Recreation Field Use Permit – Piccolo (on Behalf of Coos Bar Assoc.)
Driveway Permit – Goettler
Water Warrant – J Four Realty
Letters Regarding Signage – Evan Karpf, Bruce Seymourian
Website Marketing Services Contract – Notchnet

Regarding the letters for Messrs. Karpf and Seymourian, these gentlemen removed signs from their properties on Route 3 South that were no longer in use in an effort to support the beautification of Town. However, to protect their ability to use them in the future, they left the frames and also requested a letter from the Town that future use would not be inhibited.

The contract signing for Notchnet spurred some discussion of the cost to set this up so the Town Clerk/Tax Collector’s Office can accept credit card payments. As had been previously discussed, the only cost to the Town is the set up fee of $2,700, however, that includes an annual fee and will reduce the future yearly fee from $800 to $400. The cost was questioned as it was stated that we now have a bid policy for anything over $2,500. This will be checked, but it was mentioned that the amount is actually anything over $3,000.

Selectman Dowling said he requested the Selectmen Department Representative Policy be put on the agenda as he feels the department heads should pay more attention to it and use it as it would be more efficient. He said last week there two department heads here who could have gone through their representative and gotten the answers they were looking for sooner. Discussion ensued about why the department heads shouldn’t come and represent themselves. It was stated they shouldn’t have to wait for a meeting to ask questions as they should use their reps as the first line of communication. Information could be gathered for discussing at the meeting. Selectman Moroney said she wasn’t aware the Selectmen had been matched up with the departments but said she noticed a list tonight that had her with Committees and no departments at all. Rena Vecchio suggested for fairness and perception, that they put department names in a hat and pull them out.

Town ordinances were next and Chairman Catalano said before they do anything with them, we need to find out when they were approved at Town Meeting as they cannot be amended if this hasn’t been done. He also requested that the RSA that supports each ordinance be noted with it. When this information is received, then they will be sent to Town Counsel for review to be sure they are correctly written, enforceable, etc. The question was asked if they give Police Officers discretion when making a traffic stop, for example, of writing a ticket or being able to give a warning. Joan Karpf said if these are on town property, the Select Board has the authority to regulate, but it was noted there is a difference between “on town property” and “within the town.”

Scott Sonia spoke about the bid for the repair of the water tank that needs to be made. He received a letter from the manufacturer of the tank, and whose original bid of $6,248 Mr. Sonia wanted to accept, that they would not be responsible for the tank parts if they are installed by someone else. Chairman Catalano said he understands this, that whoever installs them would be responsible and that very few companies would not be the same. In any event, Mr. Sonia could only get one other bid as there are very few companies who make the “cathodic protection system” and this was from Atlantic Storage Systems, Inc. for $6,740. Chairman Catalano asked Mr. Sonia which bid he wanted to accept, and he responded the one from Statewide Aquastore, Inc. for $6,248. Chairman Catalano made a Motion to: Go with the Aquastore bid for $6,248. Selectman Dowling seconded and it passed unanimously.

Other:

The Secretary said she had spoken with several companies about locking in prices for oil for the winter. It was noted that being able to get service is also a major concern and part of the issue. Irving Oil came in with a quote of $3.209/gallon with services prices of $78 per hour during regular hours and $115.50 per hour for nights and weekends. In all cases, there would be a $35 trip fee. Stiles Fuel quoted at $3.199/gallon and their fees are $75.00 and $112.50 with no trip charge. A third one wasn’t received. It was pointed out we have used Stiles for many years and they have been very good. Chairman Catalano made a Motion to: Go with Stiles for $3.199 and Selectman Dowling seconded. The Motion passed unanimously.

Selectman Moroney said she wanted to speak to the email the Selectmen received from Edith Tucker on an article she had written from the previous meeting. Selectman Moroney said the gist of the email was that Mrs. Tucker understood from the meeting that the realtor referred to was Peabody Smith Realty and put that in her article. She sent an email she received from Michelle Penner from Peabody Smith Realty stating they were not the company who worked on the project referred to. She went on to say they did, however, agree with the results. Chairman Catalano asked Selectman Moroney if she was implying that he said something he didn’t say. He went on to address the tone of some people in town and said he chose not to name the realty company or the person who helped him because there are people in this town who want to discredit him when they don’t get the answers they’re looking for. He said people don’t trust each other because of the back-stabbing and lying, etc., going on. He went on to say he did his research with two different resources and he did it on his own time. He’s only trying to bring information to people of town

Evan Karpf said there was an article in the latest Newsletter about treating burns with flour that is not correct. He said it’s called an “urban legend.” He said initially the burned area should be put under the cold water tap and then treated from there with an antibiotic cream and covered. Of course the severity of the burn would dictate if medical attention should be sought. He just wanted to alert people.

Kelly Trammell said she had put the contract for Interware in the Selectmen’s mailboxes today and asked that they look at it during the week so they could perhaps sign it at the next meeting.

She also said we are paying taxes to the town of Bethlehem for the water tank that is on private property in that town. She said she was questioning why a municipality is paying property taxes as that’s not usually the case. She said the town of Whitefield owns property in Carroll and they are not charged taxes. It was noted the property owner pays taxes on the land and the town gets taxed for the tank. Chairman Catalano suggested that Mrs. Trammell and the Secretary contact Town Counsel about this.

As there was no further business, the Board was polled and went into non-public session for town aid and personnel matters at 10:05 p.m.

At the close of Non-Public Session, Chairman Catalano moved to return to Public Session and seal the minutes from Non-Public Session. Selectman Dowling seconded and the Motion passed unanimously.

There being no further discussion, Chairman Catalano made a Motion to: adjourn the meeting. Selectman Moroney seconded and the Motion passed unanimously. Chairman Catalano declared the meeting ended at 11:16 p.m. The next meeting will be Monday, September 26, 2011.

Town of Carroll, New Hampshire ®2024