Selectboard Meeting Minutes

Minutes of 5/2/2023

May 10th, 2023

Carroll Board of Selectmen
Meeting Minutes
May 2, 2023

“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 Heather Brown, Secretary
Board Members: Jules Marquis, John Greer

Members of the Public: Mike Gooden, Annette Marquis, Mike Hogan, Vern Amirault, Imre Szauter, Jeff Duncan, David Scalley, Anita Greer, Bobbi Amirault.

The meeting was called to order at 4:59 p.m. by Chairperson Marquis.

Pledge of Allegiance.

APPROVAL OF 4/17/2023 SELECT BOARD MINUTES – Selectperson Greer motioned to approve the minutes; Chairperson Marquis seconded. Discussion – none. All in favor: Greer-AYE, Marquis-AYE.

APPROVAL OF 4/19/2023 SELECT BOARD MINUTES – Selectperson Greer motioned to approve the 4/19/2023 Select Board minutes; Chairperson Marquis seconded. Discussion – none. All in favor: Greer-AYE, Marquis-AYE.

APPROVAL OF MANIFESTS – The Board members confirmed that they had signed the manifests.

2023 MS-60A – The Board reviewed the MS-60A. Selectperson Greer made a motion to approve and sign the MS-60A. The motion was seconded by Chairperson Marquis. Discussion-none. All in favor: Greer-AYE, Marquis-AYE.

2023 MS-535 – The Board reviewed the MS-535. Selectperson Greer made a motion to accept. Selectperson Greer motioned to sign the MS-535. The motions were seconded by Chairperson Marquis. Discussion-none. All in favor: Greer-AYE, Marquis-AYE.

HEALTH OFFICER APPOINTMENT – The secretary explained that Sandy Pothier submitted a nomination form at the last meeting that the Board approved, noting that she was not in attendance tonight. Selectperson Greer made a motion to approve the Health Officer, Sandy Pothier. The motion was seconded by Chairperson Marquis. Discussion-none. All in favor: Greer-AYE, Marquis-AYE.

SUPPLEMENTAL WATER WARRANT – The Board reviewed the supplemental water warrant for Rynning, Perry, Strickland/Monahan/Campbell, Two Veterans LLC, Duncan, and Martin, totaling $2,420.00. Selectperson Greer made a motion to approve and sign the supplemental water warrant; Chairperson Marquis seconded. Discussion – Mike Gooden inquired what the water warrant is. The Secretary explained that it was giving permission to the Town Clerk to collect money from certain people for water. Annette Marquis inquired if this was something that gets renewed. The Secretary explained that the Town Clerk prepares and submits the water warrant to the Select Board for approval, then it goes back to the Town Clerk. All in favor: Greer-AYE, Marquis-AYE

INTENT TO EXCAVATE 2023-2024 (PIKE; 4 LOTS) – The Secretary explained that this is something Pike does every year and at the end of the year they also have to submit a report confirming if anything was done. The Board reviewed the four intents to excavate for Pike Industries, Inc. The lots include: 203-005-000-000, 204-003-000-000, 204-005-000-000, and 416-022-000-000. Selectperson Greer made a motion to approve the four intents to excavate for Pike Industries, Inc. The motion was seconded by Chairperson Marquis. Discussion – none. All in favor: Greer-AYE, Marquis-AYE.

Fire Chief Jeff Duncan inquired if there was anything attached to the intents to excavate indicating they would be blasting. The Secretary explained that there was nothing included and she would not know if anything was done until the final report is received at the end of March (2024).

CERTIFICATE OF OCCUPANCY (MCDONAGH; 417-079-000-009) – The Board tabled this item. Selectperson Greer motioned to table.

SIGN PERMIT (BWPOA) – The Board reviewed the sign permit for Bretton Woods Property Owners Association (BWPOA). Selectperson Greer made a motion to approve and sign the sign permit for the BWPOA; Chairperson Marquis seconded. Discussion – none. All in favor: Greer-AYE, Marquis-AYE.

TREASURER FINANCE CONCERNS – Treasurer Annette Marquis explained to the Board that her goal at the end of the conversation is to hopefully get a system flowing for Recreation Department expenses and how they operate with their revolving account, as well as get approval to open an interest-bearing account for donated and fundraised funds that are not part of the current recreation checking account.

The Treasurer provided the board with history, noting that in 2009 the people voted (in favor) to have a recreation revolving account (checking account), which would be self-governed by a committee of three, one of which would be their own treasurer, plus the recreation director, who would be appointed by the Select Board. The Treasurer explained that their finance got approved at that level and at that time they would get their own manifests that the Town Treasurer would sign, which were also previously approved by the recreation’s treasurer on the committee. The Treasurer expressed that over time the procedure has lost its way and is hoping that the recreation revolving account checkbook can be given back to the recreation committee’s treasurer as it was originally set up.

The Treasurer wanted to clarify a recreation line item in the operating budget that the Select Board oversees, noting there is over $9,500 that belongs to the recreation revolving account, further noting that the checkbook should be used for events and programs for specific people (i.e. ski program, paint & sip, baking class, etc.), however if there are events for the entire Town that everyone can participate in (i.e. 4th of July Fireworks, Memorial Day Parade, etc.), that money should come from the general fund.

The Treasurer explained to the Board that there is approximately $20,000 in the recreation revolving fund that belongs to another committee that is currently raising funds to publish a historical book and purchase historical markers, noting she is basing this off a jar that is at a local store. Mike Gooden confirmed that the jar belongs to the 250th Anniversary Committee. The Treasurer further explained that the money raised does not belong in the recreation revolving account, noting it is not the Recreation Committee. The Treasurer explained that at some point the Board needs to have a hearing to accept the 250th Anniversary Committee money (approximately $20,000) in order to put it back into the general fund. The Treasurer also mentioned that there is approximately $9.80 that belongs to the Garden Club that is also in the recreation revolving account and should not be. The Treasurer explained that the way the recreation revolving account was set up, the Town Treasurer should be able to reconcile with the Recreation Treasurer each month, however currently it’s deceiving because there is other money in the account that is not for recreation.

Discussion regarding how the historical books would get funded if the money was moved to the general fund. The Treasurer explained that the historical books would get funded from the $20,000, however there would need to be a budget line item. Discussion regarding who is doing the historical book. Mike Gooden explained that the 250th Anniversary Committee is planning to create the book and suggested speaking with Rena Vecchio concerning the details and logistics. Discussion regarding how the money originally ended up in the budget. It was also confirmed that the expenses for the historical book have not been used to date. Discussion regarding the fundraisers the 250th Anniversary Committee held, which is in addition to the seed money, that helped fund the 250th Anniversary Celebration.

The Treasurer proposed to the Board, in order to clean up the recreation revolving checking account, the 250th Anniversary Committee money (seed money and donations/fundraiser money received) should be removed. The Treasurer further explained that there is an RSA the Town previously approved that allows the Select Board to accept donations and keep them indefinitely until they are spent. If the Board approved the $20,000 to come out of the recreation revolving account and be moved to the General Fund, the Treasurer would like to propose that she create an interest-bearing account where this money could be accounted for. She could also keep a spreadsheet of all the money that is in there for any department and prorate the interest earned. The Treasurer confirmed that this account would be part of her monthly reconciliation as well, that is also verified with the Administrative Assistant.

The Treasurer verified that if the money was moved to an interest-bearing account, that specific money would still be earmarked for the historical book the 250th Anniversary Committee is looking to create.

The Treasurer also presented to the Board a draft fundraising policy, in conjunction with a draft fundraising form, for review and consideration before adopting them. The Treasurer further explained that the fundraising form would help with clarity when a department is doing a fundraiser and identifies the department, purpose of fundraising activity, description of fundraiser, person responsible, start and end date, revenue anticipated, and the total cost needed for the stated purpose. The Treasurer stressed that the fundraising form would need to be signed off by the applicant, a department head, and the Select Board, as well as a requirement to turn in any monies received within 48-hours of receipt to the administrative office. The Treasurer highlighted that the fundraising form would be attached to the account so there would be verification of who the money belongs to and what it is to be used for. The Treasurer explained that she has spoken with the financial advisor of the New Hampshire Municipal Association (NHMA) regarding clarity of the recreation fund and provided sample fundraising policies and forms that the financial advisor strongly suggested the Town have in place. The Treasurer stressed the importance of the Board taking into consideration adoption of the fundraising policy and fundraising form.

The Treasurer suggested that the fundraising form be used for fundraisers that are already in place, like the historical book/historical markers effort by the 250th Anniversary Committee, and/or be used retro-actively for fundraisers that are currently in place. The Treasurer explained that by doing so, this would address the current lack of documentation.

The Treasurer brought to the Board’s attention the opportunity to have NHMA provide a workshop to explain the things the Town should be doing differently in order to follow the state’s RSAs. The Treasurer gave an example: If the Town does any type of fundraiser, the Select Board needs to approve it and the fundraiser must be tied to a specific event that has a beginning and end date, as well as purpose. The Treasurer further explained that the workshop would cost $550 and would be open to anyone. Discussion regarding this already being brought to the Recreation Department’s attention at their last meeting. The Board would like to add this to the next Select Board meeting agenda under Follow Up.

Discussion regarding the importance of implementing a fundraising policy and fundraising form. Discussion regarding other towns that have a non-profit 501(c)(3) committee that does the fundraising and the benefits of a group as such being created. The Treasurer expressed that she has done that previously with another Town and would be happy to help.

Discussion regarding the fundraiser for the historical markers/historical book and the need for the Treasurer to have documentation because of the accounting. Discussion regarding the Historical Society having their own checking account that is not held by the Town Treasurer, in which the Treasurer noted that she does not need to reconcile with them, as they are their own entity. The Treasurer also explained that the Twin Mountain Fire Auxiliary is also their own entity and she does not reconcile with them. Vern Amirault stated that the Historical Society is pushing for 501(c)(3) status.

David Scalley mentioned that he believes that there was a start and end date on the 250th Anniversary Committee fundraising activities and further believes the money was pulled from a warrant article approved by voters and the money was put into the account as seed money to get it going. Scalley explained that if all the money was not used, he is not sure where the money is supposed to go. Discussion regarding expenses and balance of the 250th Anniversary Celebration account. The Treasurer explained that she would check the expenses and money brought in from fundraising with the Administrative Assistant regarding the 250th Anniversary Celebration. The Treasurer confirmed that there has not been any money spent on making the historical book. Mike Gooden announced that the Historical Society was having a meeting the next night and it might be beneficial for the Treasurer to attend and speak to Rena Vecchio. The Treasurer confirmed that she has already spoken to Rena via telephone, and explained that it is her understanding that in order to get the book published it will cost approximately $10,000. Once the book is published, the Treasurer believes that it is going to be sold, in which revenue would be coming in, and the money generated from sales is what she would like the workshop to give further insight on. The Treasurer also mentioned the ongoing sale of the commemorative license plates, t-shirts, ornaments, etc. with no stated end date and is no longer tied to an event; she would like to get this clarified.

The Board expressed that they would like to have the following on the next Select Board agenda: NHMA workshop, fundraising policy and fundraising form.

The Treasurer brought to the Board’s attention that it will need to hold a public hearing to accept the $20,000; but further confirmed she would have an exact number. The Treasurer explained that once the money is in the general fund, she can then get it into an interest-bearing account.

Discussion on how to pay for the NHMA workshop if the Board approves. The Treasurer suggested that it should come from a line item in the budget since it would be for continuing education, as well as open to the Town for anyone to attend.

GARDEN CLUB FUNDRAISER REQUEST – Anita Greer spoke on behalf of the Garden Club, and explained to the Board that they were looking for approval from the Board to host a fundraiser on Memorial Day, after the parade at the barbeque. The purpose of the fundraiser is to increase the awareness of the Garden Club and hopefully attract new members, as well as supplement the funds that the Town has generously provided. Anita Greer explained that the Garden Club thought it would be nice to have extra funds to buy larger shrubs for certain planting projects, like around the new Town sign, as an example. Anita Greer explained that the Garden Club members are currently dividing perennials and they thought they would set those up, possibly giving them away on Memorial Day and having a donation jar for example, instead of selling them. Anita Greer further explained the Garden Club has some crafts that they have made to sell or give away in a similar manner, however that has not been sorted out. Anita Greer stated that what was explained would be the “purpose” of the fundraiser. Anita Greer also confirmed this would be a one-time event held only on Memorial Day. Selectperson Greer made a motion to approve. Chairperson Marquis inquired if there would be an issue if the Board waited until after the next Select Board meeting to decide, given the previous conversation with the Treasurer. Discussion regarding the timing, next meeting, and fundraising guidelines. Chairperson Marquis suggested waiting until the next meeting, which is on May 16th. Anita Greer explained that the Garden Club will proceed in hopes of being able to have the fundraiser. The Board would like this item added to the agenda under Follow Up at the next meeting on May 16.

Brief discussion regarding the pancake breakfast, noting that the Twin Mountain Fire Auxiliary is already a 501(c)(3) and separate from the Town, as explained by Fire Chief Jeff Duncan.

BUSSIERE LETTER – Chairperson Marquis stated Paul Bussiere sent a letter and explained that the Board is going to wait until after the public hearing (on May 16th) before anything is addressed. David Scalley asked if it was sent to the public. Chairperson Marquis stated that it was sent to the Board and does not involve him (Scalley).

SUPPLEMENTAL WATER WARRANT (INKELL) – The Board reviewed the supplemental water warrant for Inkell, totaling $50.00. Selectperson Greer made a motion to approve and sign the supplemental water warrant; Chairperson Marquis seconded. Discussion – none. All in favor: Greer-AYE, Marquis-AYE

FOLLOW UP

LAND USE SECRETARY POSITION – The Secretary expressed that there have been no applicants and they are still advertising.

BUILDING INSPECTOR – Chairperson Marquis expressed that he would like to wait until Selectperson Mills is back to discuss the building inspector compensation. David Scalley acknowledged.

OTHER

Imre Szauter updated the Board that there would be fire alarm testing occurring tomorrow (Wednesday, 5/3/2023) starting at 9:00 a.m. in both buildings and all HVAC systems would be undergoing major preventative maintenance all day Thursday (5/4/2023).

David Scalley stated that what he is about to say is all business and nothing personal towards anyone in the room and/or the Board. Scalley explained that he was reading on the Town’s website today, the notice of the public hearing on May 16th, 2023 at 5:00 p.m. Scalley read the notice out loud. Scalley inquired if this notice was also going in the newspaper. The Secretary confirmed that it would appear in the Coos County Democrat on 5/3/2023. Scalley inquired if there was a reason why it does not state the request was made by Alex and Aaron Foti, Chairs of Planning and Zoning Boards, as their letters and/or emails were signed. The Secretary stated that this was provided by Town Counsel. Scalley stated that he disagrees to Town Counsel signing, because letters and the emails are public state Planning Board Chair and Zoning Board Chair. Chairperson Marquis stated that they would check with Town Counsel. Scalley would like to reference their email, which is public knowledge. Scalley stated that he is making this public because Planning Board and Zoning Board are elected officials. Scalley began reading a letter previously submitted by Aaron Foti suggesting “foul play”. David Scalley explained that he would appreciate speaking with the Board in non-public legal concerning conversations he is getting out in the field doing his job. Scalley continued reading the previously submitted letter, citing the building inspector issuing cease-and-desist orders to other properties in violation. Scalley wanted to point out that there has been a cease-and desist order issued and that applicant did not come for a public hearing to address any issues that the Board is requesting. Scalley continued that the cease-and desist that was issued was applied through the Town and the State for multiple violations, noting the state went to court for it. Scalley inquired about the cease-and-desist that was referenced in the letter, and further requested a list. Scalley continued that he feels that the remainder of his conversation needs to be discussed in non-public legal as it is under building inspector and its position.

Chairperson Marquis announced that the next Select Board meeting is going to be on May 16, 2023 immediately following the Public Hearing. Chairperson Marquis reminded everyone that the Public Hearing is at 5:00 p.m.

At 5:52 p.m., Selectperson Greer made a motion to go into non-public session per RSA 91-A:3 II. The motion was seconded by Chairperson Marquis and polled; All in favor: Greer-AYE, Marquis-AYE.

At 6:19 p.m., Selectperson Greer made a motion to return to public session and seal the minutes. The motion was seconded by Chairperson Marquis and polled; All in favor: Greer-AYE, Marquis-AYE. The motion passed unanimously.

Selectperson Greer made a motion to approve and sign the certificate of occupancy for McDonagh once paid in full; Chairperson Marquis seconded. Discussion – none. All in favor: Greer-AYE, Marquis-AYE

Selectperson Greer made a motion to adjourn the meeting. Chairperson Marquis seconded. All in favor: Greer-AYE, Marquis-AYE; and the motion passed unanimously. Chairperson Marquis declared the meeting ended at 6:20 p.m.