Selectboard Meeting Minutes

Minutes of 10/26/2021

November 1st, 2021

Carroll Board of Selectmen
Meeting Minutes
October 26, 2021

“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 Kelly Trammell, Secretary Pro Tem
Board Members: David Scalley, Robert Gauthier, Ken Mills

Members of the Public: Peter Eakley, Tadd Bailey, Greg Hogan, Terry Penner, Mike Hogan, Dianne Hogan, Imre Szauter, Mike Gooden, Rena Vecchio, Ben Jellison, Chris Pappas

The meeting was called to order at 7:00 p.m. by Chairperson Scalley.

Pledge of Allegiance.

The Chair announced the approval and signing of manifests.

Selectperson Mills made a motion to approve the minutes of 10/19/2021. Selectperson Gauthier seconded. Selectman Mills said what was done last week is not correct in speaking to the correction of minutes from 10/12. The Board can’t just say “read the red” as it doesn’t accurately reflect the minutes. Mills said he will take away all his deletes as it was mostly commas, punctuation and words used wrong as long as the context came across. Selectperson Mills said he wants the minutes of 10/12 to reflect that “Selectperson Mills moves that they approved the amended sales and agreement. Selectperson Gauthier seconded. Selectman Mills – aye, Selectman Gauthier aye. Chairperson Scalley was recused and did not vote.” Mills said Scalley did not abstain.

He said also said he feels use of the word “complaining” in the minutes is wrong in reference to the paving on Little River Rd. and Woodcrest. He feels the correct term is “raising an issue.” Selectperson Mills also wanted at the end of the minutes to reflect that “public session” closed at 8:47. Selectman Mills made a motion to accept the amended minutes. Selectman Gauthier seconded. All were in favor.

Terry Penner spoke as the President of Resort Waste Services. He said they are currently working on obtaining financing for improving the system. One of the lenders is requesting a letter of support signed by the local government entity. Penner said the improvements would be updates to the aeration system, cleaning the lagoons and replacing the liner. Selectperson Mills made a motion to author a letter expressing support for the upgrades. Selectperson Gauthier seconded. All in favor.

Deputy Emergency Management Director gave regrets that EM Director Trammell could not make the meeting that evening. Eakley gave a presentation of what had been accomplished that year including procuring grants for the new buildings, monitoring COVID and obtaining PPE equipment as well as COVID reimbursement money as well as several other items. He spoke that in 2022, they will be updating the Emergency Operations Plan and would like to possibly have community outreach hours.

Budget as proposed:
01-4290.10-100 EM Director Salary $1200.00
01-4290.10-101 EM Assist Director Salary $1000.00
01-4290.10-200 Training/Mileage $500.00
01-4290.10-201 Radio/Equipment/Repair $300.00
01-4290.10-202 EOC $500.00
01-4290.10-203 Equipment Acquisition $2700.00
01-4290.10-204 Emergency Operations Plan Updates $3500.00
01-4290.10-205 Grant Program $3500.00
Total $13,200.00

Selectperson Gauthier asked about the Equipment Acquisition line. Eakley stated that was for radio equipment. Selectperson Mills made a motion to admit the budget as submitted. Selectperson Gauthier seconded. Chairperson Scalley sated there is an additional line of 01-4920.10-206 that the Select Board budgets for. It is for razing buildings. The Board had been speaking of razing the tax deeded property on Route 3 North. The Chair said he has quotes and thinks the Board should budget $21,500 in that line. Selectperson Mills made a motion to approve the amended budget. Selectperson Gauthier seconded. All in favor.

Ben Jellison presented the 2022 Moderator budget. Jellison said 2022 is a State Election year and he reflected back to 2018’s budget for expenses.

Budget as proposed:
01-4140.10-130 Supervisor Sittings $1200.00
01-4140.10-150 Moderator $750.00
01-4140.10-160 Assist. Moderator $500.00
01-4140.10-200 Supervisor Expenses $100.00
01-4140.10-201 Advertisements $500.00
01-4140.10-202 Moderator Expenses $800.00
01-4140.10-203 Moderator Travel/Train $100.00
01-4140.10-204 Elections Training $150.00
01-4140.10-300 Ballot Clerks/Counters $950.00
01-4140.10-302 Voting Equip. Supplies $1000.00
01-4140.10-303 Ballot Counting Equip. $4000.00
Total $10,050.00

Jellison said the ballot machine is older and takes more to maintain, however, it’s one of the only devices approved by the State. Chairperson Scalley asked how old the machine is. Jellison said 6-8 years but he’s not 100% sure. Selectperson Mills asked what is in place for a backup system. Jellison said the machine is tested a week ahead of time and test ballots are run. This is to confirm the system is working correct. There is also a backup card in place in case the system doesn’t work. On Election Day, there is someone in the area for maintenance issues. In the meantime, ballots would be separated out and would have to be hand counted. Selectperson Gauthier made a motion to approve the Moderator budget. Selectperson Mills seconded. All in favor.

Selectperson Gauthier asked the Chair if they could jump order on the agenda before Ben Jellison left. He said he’d like to discuss the school withdrawal status. The Chair agreed.

Jellison said that the Minority Report was being drafted and is due on November 1. He said any revisions would go before the lawyer and then to the State before the deadline.

Chief Tadd Bailey presented the Police Budget. He said as a change this year he’d like to have the Chief’s pay be salary instead of hourly with the savings being in overtime. The Chief said he checked other surrounding agencies and the Chiefs are mostly salary positions. Chairman Gauthier inquired if this would help with scheduling and there was a brief discussion. The Chief said the main change in his budget are salaries for his officers. He advised the Board that he receives complaints that officers are not on the road monitoring traffic, however there has been an increase in complaints that require extensive investigations. This year there were six sexual assault complaints alone. He also has four open part-time positions that he is having difficulty filling.

Budget as proposed:

01-4210.10-100 Chief $79,000
01-4210.10-101 Sergeant $61,377
01-4210.10-102 Patrol I $54,000
01-4210.10-103 Special Office $13,000
01-4210.10-104 Overtime $18,000
01-4210.10-105 Training $1,500
01-4210.10-106 Patrol II $60,704
01-4210.10-200 Copier Lease $750
01-4210.10-201 Legal $14,400
01-4210.10-202 Prof. Assoc. $550
01-4210.10-203 Vehicle Repair $5,500
01-4210.10-204 Gas $7,000
01-4210.10-207 US Cellular $1,320
01-4210.10-208 Central Square $1,000
01-4210.10-209 BW Telephone $6,180
01-4210.10-210 Verizon $1,080
01-4210.10-211 IMC $4,000
01-4210.10-300 Equip. Purchase $6,800
01-4210.10-301 Radio Repair $2,000
01-4210.10-302 Computer $3,600
01-4210.10-303 Bulletproof vest $3,000
01-4210.10-304 Computer $2,500
01-4210.10-305 Clothing $4,000
01-4210.10-306 New Officer clothing $2,000
01-4210.10-307 Uniform Cleaning $1,000
01-4210.10-308 Firearms Training $6,000
01-4210.10-309 Travel $500
01-4210.10-310 Taser/Blood Test $4,092
01-4210.10-900 Misc $400
Total $364,253

The Chief said both patrol shotguns need to be replaced. They are about 15 years old. Chairman Scalley asked the Chief if a ticket was written to an Air BNB owner. The chief said yes, under the nuisance ordinance. It was issued to the property owner. Chairperson Scalley asked why don’t we go back to fining or arresting the party at fault. Mike Hogan stated some Towns have applications for rentals and if there are violations, the rental permit doesn’t get renewed. Chairperson Scalley said we don’t have the manpower to do something like that. The Chair said he thought we had been advised by our attorney to wait for Lincoln and Conway to go through the court process and sort it all out.

The Chief also submitted a warrant article to place $21,000 in the Police Cruiser Capital Reserve Fund. Selectperson Gauthier made a motion to approve the warrant article as written. Selectperson Mills seconded. All were in favor.

Highway Supervisor Greg Hogan presented his budget:

01-4312.10-100 Road Agent salary $44,549.76
01-4312.10-101 Part Time Labor $0
01-4312.10-102 Overtime Pay $7,000
01-4312.10-103 Highway Helper $19,054.21
01-4312.10-104 Highway Helper II $1,500
01-4312.10-200 Telephone & Computer $1,500
01-4312.10-201 Shop Expenses & Tools $2,000
01-4312.10-250 Equipment purchase $3,000
01-4312.10-260 Equipment repair/maint. $9,000
01-4312.10-300 Road Maint. $1
01-4312.10-301 Grading $1
01-4312.10-302 Cold Patch $1,200
01-4312.10-303 Hot Top $1
01-4312.10-304 Hwy maint. and resurface $45,000
01-4312.10-305 Roadside mowing $2,200
01-4312.10-306 Culvert replace $1,500
01-4312.10-307 Winter sand $6,000
01-4312.10-308 Salt $3,000
01-4312.10-309 Gravel $2,500
01-4312.10-310 Bridge Maint. $1
01-4312.10-311 Contract Labor – sweeping $4,800
01-4312.10-350 Gasoline $7,000
01-4312.10-360 Clothing $1,000
01-4312.10-800 Training $1,000
01-4312.10-900 Misc $500
01-4312.10-901 Sidewalk repair $15,000
01-4312.10-902 Supplies $200
01-4312.10-903 Signs & Posts $2,000
Total $194,023.97

Greg said he put in a 5.4% increase which is the anticipated 2022 C.O.L.A. Greg said he also changed his formula for splitting his salary percentage across highway, water and transfer station. He is now calculating as 75% highway, 12.5% transfer and 12.5% water. It looks like a big increase in the highway budget but it is not. He said he is planning on $45,000 for chip sealing the roadways in the Rivers Edge I & II developments. He budgeted $15,000 for sidewalk repair. He told the Select Board it would be their option if they rather put it in a warrant article.

Chairperson Scalley asked Hogan if he had paving prices to calculate paving all the Town’s roads. There was discussion having a warrant article to pave all roads versus picking up a couple of roads like in 2021.

Greg next presented the water budget:

04-4332.10-100 Water manager salary $8,008.29
04-4332.10-101 Water Helper I $24,905.62
04-4332.10-102 Clerical $12,483.00
04-4332.10-103 Overtime $3,000
04-4332.10-104 Water Helper II $500
04-4332.10-200 Contract Labor $6,000
04-4332.10-250 Water Equipment $7,000
04-4332.10-300 Water Supplies $5,000
04-4332.10-301 Postage $1,100
04-4332.10-302 Telephone $3,000
04-4332.10-303 Electricity $21,000
04-4332.10-304 Propane $2,000
04-4332.10-305 Computer Software $3,000
04-4332.10-306 Office Supplies $500
04-4332.10-360 Clothing $500
04-4332.10-400 Audit $1
04-4332.10-401 Gen Service Contract $1
04-4332.10-402 Equipment Repairs $5,000
04-4332.10-403 Water meter support $2,000
04-4332.10-404 Chemicals & equipment $4,000
04-4332.10-405 Vehicle $1
04-4332.10-406 Vehicle Repair $1,000
04-4332.10-407 Gas/Diesel $1,900
04-4332.10-480 Equip. Purchase $400
04-4332.10-409 Tools $500
04-4332.10-500 Water Samples $3,000
04-4332.10-510 License & Fees $500
04-4332.10-620 Tank Inspection $1
04-4332.10-621 Tank Repair/Maint. $5,200
04-4332.10-630 Bldgs & Grounds $1
04-4332.10-700 Sand, Gravel & Loam $1,500
04-4332.10-803 Line Repair $5,000
04-4332.10-804 Hydrant Maint./repair $6,000
04-4332.10-900 Misc. $600
04-4332.10-901 Training $1,000
Total $129,101.91

Greg said we’re due for tank inspection this year as well as increased training because it’s a two year cycle.

Chairperson Scalley asked if anything is being figured for Birch Rd. Hogan said he is working on getting pricing for parts, labor and paving.

The following items were reviewed and voted on individually with Selectperson Mills making a motion to accept and Selectperson Gauthier seconding the motion. All passed unanimously.

Veteran’s credit – Foss
Water Warrant – Ly
Water Warrant – Carlson, Gilman
Oath of Office – Harley
Pitney Bowes Lease Renew

The Secretary advised the Board that Ed Martin inquired about using the Community Room for pitch league. The Secretary checked and Mondays and Wednesdays are open with the exception of the two nights used by Historical Society and 250th Anniversary Committee. Those groups said they would be open to meeting in the Conference Room and just wanted to run it by John Gardiner. They will check and advise the office.

Chairperson Scalley advised that the Town is waiting for values from Sansoucy before we can complete the MS-1 form to be able to set the tax rate. He also advised that the school is holding a special meeting on Nov. 10th and that prevents us from setting a tax rate until that is done. The concern is the County bill being due in Dec. for approximately $1.7 million dollars and not having the revenue from collected tax money. Chairman Scalley suggested to the Board that there is a freeze on all spending and overtime unless absolutely necessary. Selectperson Gauthier mentioned the idea of getting a tax anticipated note but that comes along with a cost that will be passed on next year. All members of the Board agreed on the spending freeze.

Selectperson Mills addressed the Board saying that he understands there was a problem with the internet not working at the Town Hall today. He asked Chairman Scalley if that is a decision he made unilaterally. Scalley said yes, he made the decision as the Chair to spend $1,000 because the internet wasn’t working this morning. Selectman Mills said that isn’t authorized. He said it’s important as a body to do things the way it’s supposed to be done. He said the definition of emergency is danger or imminent danger. He did research with NHMA today and in an emergency, there isn’t the same 24-hour notice requirement, they just have to notice as best as they can. The Board needs to be cognizant of the process they are sworn to abide by. Mills said being the Chair is about governing the meeting and does not exalt him to a different position than other members of the Board. Mills said his goal is to remedy the situation. He said in prior minutes about the mice, Scalley articulated that the Administrative Assistant can spend up to $500 for an emergency. Mills said there can be a policy set to authorize the Chair to mitigate circumstances but it needs to be public, articulate and clear. He would be open to doing that. Selectperson Gauthier said he feels that if something happened in the building, personnel would be authorized to get it fixed as it’s budgeted for. Chairman Scalley said we have money in the computer line and we have a vendor in place that we deal with. He said if we had an Administrative Assistant, that person would have done it. Scalley said he got it taken care of so there weren’t several employees at work for the day with nothing to do. He said he may have used the wrong word in calling it an emergency. Mills said he sees it not as an emergency but an inconvenience. He said his point is that Scalley should have never touched it and he shouldn’t be making unilateral decisions. The Board agreed that with new office staff changes these situations shouldn’t continue.

Follow Up:

Certified/Profile – Selectperson Mills said Mike Labonte needs a much of information from our current vendor and that can be difficult to get. Mills suggested it might be better to wait until contract renewal time.

Sale Fire Dept. bldg. – Auction is Friday at 4:00 p.m.

ARPA funds – Selectperson Mills said from training he has participated in; we would benefit to keep these funds in a separate account for tracking and reporting. He said this will make it easier and clean.

The Secretary discussed with the Board setting up written policies. She said that there are many verbal policies and would like to see that as we come across from them, they get put in writing and the Board affirm them. The current situation is to search through old minutes when topics were decided. The Board agreed.

Grants – Tabled

Other:

Auditor – Selectperson Mills stated he has a meeting scheduled with Mr. Campo at an upcoming seminar. He said so far, he has had good interactions that has him biased toward their company.

Purple Heart Committee – Selectperson Mills said he needs a letter to be sent to the American Legion requesting funds for signs. Mills asked the Board for their approval for him to sign the letter. They agreed.

Overhead Door – The Board reviewed a proposal for annual maintenance for the garage doors in the amount of $950. Selectperson Mills made a motion to accept the contract. Selectperson Gauthier seconded. All were in favor. Chairperson Scalley asked Imre Szauter if the inspections can be prolonged. Szauter said yes until 2022.

Mike Hogan voiced his opinion with regards to prior discussions of hiring a Town Administrator. He believes it is too costly and the Town is too small. He also wanted to know why water and tax bills can’t be paid online. He was advised they can.

Selectman Mills wanted to point out that the revenue from the sale of the fire station will be held until the taxpayers decide what to do with it.

Mike Hogan asked if funds can be borrowed against money from trust funds. Selectperson Gauthier advised that a tax anticipated note would do something similar but it comes with its own issues.

Mike Gooden advised the Board that on Saturday, the library and Historical Society held an open house which was well attended. He said he’d like to thank the members of the Historical Society and members of the Town that attended.

At 9:46 p.m., Chairperson Scalley made a motion to go into non-public session per RSA 91-A:3 II (l) legal. The motion was seconded by Selectman Gauthier and polled; Scalley – yes, Gauthier – yes, Mills – yes.

At 10:59 p.m. Selectperson Gauthier made a motion to return to public session and seal the minutes. Selectperson Mills seconded and the motion passed unanimously.

Selectperson Gauthier made a motion to adjourn the meeting. Selectperson Mills seconded and the motion passed unanimously. Chairman Scalley declared the meeting ended at 10:59 p.m.