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APPROVED Minutes of 12/5/2011

December 27th, 2011

Carroll Board of Selectmen
Meeting Minutes
December 5, 2011
APPROVED 12/19/2011
"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 7:00 PM by Chairman Catalano

Members of the public present: Greg Hogan, Roberta McGee, Evan Karpf, Linda Dowling, Andy Martel, Sue Kraabel, Rena Vecchio, Claire Gritzer, Mary Devine, Tadd Bailey, Mike Rouillard, Jr., Jeff Duncan, John Trammell, Bill Smalley, Scott Sonia, Ben Jellison, Frank Maturo

Pledge of Allegiance

Linda Dowling filmed the meeting.

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

Selectman Dowling made a Motion to: Accept the minutes of November 14, 2011, as written. Selectman Moroney seconded and the Motion passed unanimously.

Selectman Dowling made a Motion to: Accept the minutes of November 28, 2011, as written and Selectman Moroney seconded. The Motion passed unanimously.

Jeff Duncan told the Board he requested to be on the agenda about purchasing a new ambulance. He said the Committee had received prices several months ago but that he would have a firm contract later. He said about $146,000 remains from the amount in the Warrant Article for the purchase of the ambulance. Chairman Catalano said he thought there was to be a discussion about the structure of funding, etc. Chief Duncan said he goes to the Budget Committee on Wednesday and would be rolling it all out then as he preferred to do it all at once. He had a discussion with his officers and there was no negative feedback, as all are on board with it. Chairman Catalano then read the email from Chief Duncan recapping the new structure for the ambulance (attached) and briefly explained each item. Chairman Catalano went on and read the warrant articles referred to (attached). After brief discussion, Chief Duncan said the Ambulance Committee recommends the one from AEB, but ultimately, it is up to the Select Board. However, he said he wants to go forward with getting a contract and is looking for approval to do so. Chairman Catalano made a Motion that: The Board give Jeff (Chief Duncan) permission to move forward to get a quote from AEF. Selectman Dowling seconded and the Motion passed unanimously.

The Management Agreement with Carroll Information Group, Inc. was next and Selectman Dowling said they would use the franchise fees from Time Warner Cable and the Bretton Woods TV companies. He said the money has never been used for what it was intended. Sue Kraabel said the Agreement was originally brought to the Cable TV Committee and they had questions and changes. She said the intent was that Linda Dowling and the CIG would make the changes and bring it back to the Committee, but that has not been done. Chairman Catalano read the Agreement (attached). Mrs. Kraabel said she is against using this money as it affects the taxes and she feels we need to work harder with the Littleton TV station to reach an agreement on showing our meetings. Selectman Dowling said no taxpayer money is being used and Mrs. Kraabel said that it actually is as this money is used to lower general taxes each year. Selectman Dowling made a Motion to sign the Agreement. Chairman Catalano said he disputes the wording of using the money as with a million dollars left over each year, it is not using taxpayer money. He went on to say, this is for transparency in the town and he feels it is important not to put it in the hands of Bob O’Connor and Eddy Moore in Littleton, to decide when to show the meetings; and said he had seen one at 3:00 in the morning, not a very good time in his opinion. Mrs. Kraabel said she doesn’t disagree with the concept, but she doesn’t feel it needs to be done this way with having our own TV station and the expenses. She repeated the Cable TV Committee had not seen the Agreement again. Chairman Catalano said everyone else had and that she was the only one who didn’t.

Rena Vecchio said she sees a huge conflict of interest in the Selectman Dowling is one of the officers of the CGI and Chairman Catalano is a member, and this should go to the public for a vote. Selectman Dowling said there is no conflict and this is all legal. Mrs. Vecchio stated further that this board has no minutes and there is no access to the videos by the town, as everything belongs to them. She reiterated it’s fine to discuss it, but that it should be put to the vote of the people. She said they got their $3,000 this year, and maybe they will get the $12,000, but it should be by public vote. Mrs. Vecchio stated that the meeting felt very hostile and questioned why this couldn’t be discussed, Chairman Catalano said no one has the right to speak, as these meetings are purely for people to see how business is done, but technically he could refuse anyone to speak and he could have said there would be no comments on this, but he didn’t. Mrs. Vecchio went on to ask about the contract as no one had seen it and repeated her belief of conflict of interest. Chairman Catalano said legally there is no conflict and so he dismisses that. He noted he didn’t feel they were being hostile.

Chairman Catalano asked Selectman Dowling if he had anything to say and he declined. Selectman Moroney said she did: The CIG is not recognized by the Town; The Board does recognize the TV Cable Group; Regarding the funding of $12,000 to$13,000; the fact that he said all kinds of money is left over each year – it is not yearly but an accumulation from many, many years; The PEG access funding in the agreement that the Town will provide space, free of rent, utilities, insurance, etc. All of this will become part of the Town’s Operating Budget -- and they are saying it is not going to cost the taxpayers anything. She said they will have no control over the group as it’s not a town group and further the Agreement is a five-year contract and she said she didn’t think it was legal for the Town to sign for that long. She stated as she had said some time ago, she felt this is something the townspeople should vote on as the Select Board should not be doing this. Chairman Catalano said this is basically a boilerplate document and if something isn’t right, it can be changed. He noted on page 6 the contract says 120 days and he feels it should be 60 days – that any wrong should be able to be fixed in 60 days. He asked Selectman Dowling to amend his motion for that. Sue Kraabel asked if Bernie Waugh has looked at the contract and was told no. Selectman Dowling said it had had a legal review. Mrs. Kraabel said it should be reviewed for the Town before it is signed. Selectman Moroney asked why someone from Carroll Information Group wasn’t here representing the group. It was noted that Evan Karpf and Linda Dowling were in attendance. Names of board of director members were given as Evan Karpf, Joan Karpf, Jim Covey, Bill Dowling, Nancy Mitiguy, Ike Ikasalo. Chairman Catalano seconded Selectman Dowling’s motion. Chairman Catalano said he wanted it amended so that Bernie Waugh reviews the contract and insures the Select Board has the legal right to sign for more than one year and to change the cure periods to 60 days in Section 19 A & B. Mrs. Kraabel spoke of not having received the email with the changed Agreement and asked Chairman Catalano to forward her that email to her, which he said he would.

Ben Jellison asked where the money goes now, and Chairman Catalano said the General Fund. Mr. Jellison said a lot of other towns post meetings on their web sites and asked if the Town has looked in this. Chairman Catalano said yes, they have but because of the cost associated with it and the agreement in the Cable Committee that it’s not good enough, they decided it needs to be on TV. They believe they can reach more people on TV and their goal is to reach as many people as possible. Discussion took place regarding ownership of the equipment and tapes and it was stated they belong to the town. Jeff Duncan asked if the Select Board has the authority to request certain meetings be shown and Selectman Dowling said originally they filmed all meetings but because they were not shown, they stopped. If the people want, they will be able to start again. Mr. Duncan said he just wanted to be sure the Board has the authority to make requests as a year and a half ago one candidates night was filmed and one was not. Selectman Dowling assured that when this is set up it will be available for everybody – all groups, and this was emphasized numerous times by Chairman Catalano and Linda Dowling, as well. Mrs. Dowling said they cannot say no to what is shown on the channel as everything has to be shown by law. She said they are actually stewards of the equipment. Further discussion ensued as to the cost and it was noted it would be 100% of the franchise fees the first year and 50% every year thereafter. This would be plus a budget, the insurance, the space and anything else. Mrs. Vecchio said she believes all want the idea, but there has been nothing on the cost and everyone has been asked to keep costs down. She also asked who owns the tapes as they have not previously been available to the Town. Chairman Catalano said a copy will be made for the Town and anyone may borrow them. Selectman Dowling said whoever makes a video, owns the copyright when shown, and the copy goes back to whoever did it. It was stated the Town meetings are already regulated but private ones will not be shown or distributed if they don’t want it. Andy Martel said from he has heard, once all set up, if he were to do a power point, he brings it to the Committee and it will be shown, no fee, totally free and that it is against the law to say no it cannot be shown? He was told that is correct. Mr. Jellison reiterated that they are proposing to use money that goes into the General Fund -- $12,000 from year one. He was told yes. Chairman Catalano said it’s actually more than that but they will be getting donations and volunteer labor to build the room, etc. Linda Dowling said another way to look at it is since 1988 that Cable TV subscribers had been supplementing the town. Mrs. Kraabel asked what year this will start and Chairman Catalano sad this year, 2011. Mrs. Kraabel said it is not in the budget this year, but Chairman Catalano said they will find the money in the budget. He went on to say the contract may be discussed and amended at any time during the contract period. Selectman Dowling amended his Motion to read 60 days and that it be sent to Bernie Waugh. Chairman Catalano seconded. There were two yeas and one opposed, and the Motion passed. It was noted they were signing the contract and will send it to Town Counsel. If it is wrong, they will change it. Selectman Dowling will take it to CIGI for signing and will give it back to the Secretary to send to Bernie Waugh.

Selectman Dowling updated the Board on his budget. He said the Budget Committee cut his budget last year and therefore, he will most likely be over spending on his telephone and tipping fees lines. He said trucking was down to $158 but is now at $176. He also stated he will have to increase his telephone and electricity lines with the Budget Committee. He just wanted to let the Board know he may overspend his budget. He said the biggest reason is that people don’t recycle.

The following items were approved and signed:

General Assessing Services Contract – Commerford, Nieder, Perkins, LLC
Yield Tax Warrant – Hogan, Jr., Hogan, Sr., Sophis
Yield Tax Certificate – Sophis
Thank you Letters – Attleboro Ski Club, AMC, FVW (for Thanksgiving donations for
townspeople)
Letter of Support – North Country Council
Town Hall Use Permit Applications – Monahan and a Surprise Birthday Party
Water Warrant – Noyes

Chief Trammell submitted the Police Activity Report for November (attached). Chairman Catalano read it and thanked Chief for it.

Selectman Moroney said previously the Board had requested that they try to find part time help for the Police Department. Chief Trammell said a problem is outfitting and the cost to do so and he was asked by the Board to check with his vendors to find out if they will accept prepayment so the cost will come off this year’s budget. Selectman Moroney said she had spoken with Road Agent, Greg Hogan and it is okay with him to transfer money left in his Highway and General Buildings budgets. Selectman Dowling said they also need to look for the remaining money for the new cruiser as they are short from the Capital Reserve Fund amount they had hoped for. Selectman Moroney said they should be able to find it as just quickly looking she saw the third party review for $1,000 had not been used, though we have to put it in each year, and there is $1,900 in the Rec budget.

Sue Kraabel said before the Board spends any more money that the County check must be in by the 16th, and based on her conversations with Becki, tax money may not be in fast enough to cover so we have to use a Tax Anticipation Note. She said she feels we’ll need about $400,000 and asked that they hold off spending any money but payroll.

With the non-spending request in mind, Chairman Catalano said we will table discussion on the donation warrant articles until next week.

The Secretary said she had heard from the School District that they have set their date for Deliberative Session as Monday, February 6, 2012, with a snow date of Wednesday, February 8. She asked the Select Board about setting their dates as Tuesday, February 7, with a snow date of Thursday, February 9, so as not to conflict, and as traditionally set. She reminded the Board that State RSA sets the requirements for the meeting, which this year are that it be held no earlier than February 4, and no later than February 11. Chairman Catalano made a Motion to: Set the Deliberative Session for February 7, with a snow date of February 9. Selectman Moroney seconded and the Motion passed.

Ben Jellison asked that voting hours be announced. They are: State elections, January 10, 2012, 11 a.m. to 7 p.m. Town elections, 8 a.m. to 6 p.m.

Selectman Moroney announced the Recreation Department is putting on a community Christmas celebration on Sunday, December 11, starting at 4 p.m. with a candy cane hunt and ending with a pot luck dinner at 6 p.m. at the Town Hall.

Selectman Dowling said with the new bid policy, they will be putting the janitorial service out for bid next year. He also announced they have decided to close the Selectmen’s Office all day on Wednesdays to allow the staff opportunity to work with reduced interruption. Selectman Dowling said after the first of the year they will look at a financial clerk to take the finances off the administrative assistant and this will be a part time position. He also noted the State had set their gasoline rate at $3.13 per gallon.

Scott Sonia gave his update on water: November, 2010 2,149,614 gallons used; November, 2011 1,662,609 gallons used for a savings during the time period of 487,005 gallons. He believes the reduction is attributed to leaks being fixed and an increase in shut-offs (seasonal) this year. This also affects the pump running time during the same period: 2010, 175 hours and 2011, 133 hours for a difference of 42 hours. Comparing the 11 months in both years, there have been 2,130,448 fewer gallons used in 2011. Jeff Duncan asked how the gallons at the pump compare to the readings on meters and Scott said they will have a better idea when the final read for the year is done and that is scheduled for the week of December 19.

Evan Karpf said he is currently the Acting Chairman of the Planning Board and asked for a job description for the Planning Board Secretary. He also said there will be an article required by FEMA on the warrant and it is very important that it passes. This will keep the town in the federal program so people will be able to get flood insurance if they so choose. The text is available in the Office for any who wish to read it.

Greg Hogan said he had spoken with the salesman from the company he wants to go with for the salt shed. They are building one now in Pembroke and he plans to visit there on Wednesday. Regarding the difference in materials, theirs is recommended because it doesn’t get brittle and break in addition to being substantially less money. Mr. Hogan will come back to the Board with recommendations following his visit.

As there was no further business, the Board was polled and went into non-public session for town aid and personnel matters at 9:12 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 Dowling seconded and the Motion passed unanimously. Chairman Catalano declared the meeting ended at 10:02 p.m. The next meeting will be Monday, December 12, 2011.