Selectmen's Meeting Minutes 03/16/10

Warner Board of Selectmen

Meeting Minutes

Tuesday, March 16, 2010

Selectman Karrick opened the public session at 6:05 p.m.

In Attendance: Selectman David Karrick, Jr. – Chairman, Selectman David E. Hartman, Selectman Clyde Carson &

Town Administrator – Laura Buono

Others present: Scott Hanwell, Barbara Annis, Geralyn Smariga, Aedan Sherman, Marianne Howlett, Martha Mical

1. Vote for Chairman

Selectman Karrick made a motion to nominate Selectman Hartman as Chairman of the Board. Selectman Carson seconded the motion; all were in favor, the motion passed.

Selectman Hartman will begin his Chairmanship at the next scheduled Selectmen’s meeting.

2. Scott Hanwell – Zoning Board Interest

Chairman Karrick asked Mr. Hanwell if he has any experience. Mr. Hanwell said no, he would like to begin getting involved in the Town. He currently volunteers for the Fall Foliage Festival. Selectman Hartman explained the Zoning Board’s charge as a judicial board. Mr. Hanwell would like to see reasonable growth in Warner with maintaining the character of the town.

Selectman Hartman moved to appoint Scott Hanwell as an alternate Zoning Board member until 2013. Chairman Karrick seconded the motion; all were in favor, the motion passed.

3. Geralyn Smariga – Conservation Commission Interest

Ms. Smariga feels conservation is important and is interested in becoming more involved. The Conservation Commission at this time has a full membership vacancy. The Selectmen’s office is waiting to hear back from the Conservation Commission on if one of the alternates would like to move to full membership. The Commission would also need to respond back if they would like more alternate members. Ms. Smariga’s interest will be forwarded to the Conservation Commission.

4. Aedan Sherman – Planning/Zoning Board Interest

Mr. Sherman moved to Warner in 2006 but has been involved with the town for over 20 years volunteering for the Fall Foliage Festival and 4H. Mr. Sherman does not want to see Warner become over commercialized. Mr. Sherman does not have any past experience with a Planning or Zoning Board but is willing to learn. Mr. Sherman believes there needs to be a delicate balance between commercialization and residential construction in order to keep the tax base reasonable. Selectman Hartman explained the Planning/Zoning Board’s meeting schedules. Planning Board Chairman Barbara Annis also spoke about what is required of a Planning Board member.

Selectman Hartman moved to appoint Aedan Sherman as an alternate Planning Board member until 2013. Ms. Annis recommended a two year term. Selectman Hartman amended his motion to a two year term (2012). Chairman Karrick seconded the motion; all were in favor, the motion passed.

5. Tax Collector – Fairpoint

Marianne Howlett, Tax Collector explained that Fairpoint Communications has two parcels of land in Warner. In February 2010 the tax amount due was paid by Fairpoint. A letter was also submitted by Fairpoint stating very clearly that the money should not be applied to the inventory penalties. Fairpoint at this time has two inventory penalties that total $21.80. Ms. Howlett asked the Board to advise her on the $21.80, she also added if the Board chooses to collect the penalty more money could be spent to collect it because of the bankruptcy filing of Fairpoint. Selectman Hartman asked how other penalty waiver requests have been handled. The Town Administrator said they are handled individually based on the circumstances. Selectman Carson feels the collection efforts would not be economical. Chairman Karrick moved to abate $21.80 inventory penalty for two properties owned by Fairpoint. Selectman Hartman seconded the motion. Selectman Carson asked if someone else says they are not going to pay the penalty would there still be additional costs in collecting the penalty. Ms. Howlett said yes she is required to do so; in this case the difference is the bankruptcy. Chairman Karrick called for a vote on the motion; all were in favor, the motion passed.

Ms. Howlett asked if the Board would like to stay with Goulette Computer who has completed lien searches for many years. The price would be the same as last year, $13.00 per parcel, the cost has not increased since obtaining Goulette’s services. Chairman Karrick moved to obtain the services provided by Goulette Computer for lien searches in the amount of $13.00 per parcel. Selectman Hartman seconded the motion; all were in favor, the motion passed.

Chairman Karrick had another question regarding Fairpoint. He asked what would happen if the Town receives a check for the inventory penalty. Ms. Howlett said the money could be applied to the next tax billing.

Ms. Howlett sent notices to residents that have a 2007 lien; the two year period ends on May 6, 2010 . The list needs to be reviewed by the Selectmen for environmental concerns or liability exposures.

6. Abatement Requests

Assessing Clerk, Martha Mical presented abatement requests.

Selectman Hartman moved to abate property taxes in the amount of $2,360.00 for Map 32 Lot 24. Selectman Carson seconded the motion; all were in favor, the motion passed.

Selectman Hartman moved to abate $10 each for Map 10 Lot 75 & 81, and abate taxes on Map 2 Lot 5 for 2009 in the amount of $22.06 as well as the second bill in the amount $19.95. Selectman Carson seconded the motion; all were in favor, the motion passed.

7. Consent Agenda

Chairman Karrick moved to approve the Consent Agenda dated March 3, 2010 up to March 16, 2010 that includes:

Intent-to-cut - O.F. Hill

Summary of Forest Stewardship - J. Chagnon & B. Langlais

Timber Tax Warrant in the amount of $233.34

Intent-to-Excavate - O.F. Hill

Tax Deferral - -D & V Flanders

Current-Use Penalty’s

L. Pletcher - $5,422.60

P. Bean - $4,699.50

D. Hall - $419.50

Current Use Applications – O.F. Hill

Notice of Intent to Tax Real Property on Land of Another – 11

Notice of Intent to Tax Personal Property on Land of Another - 11

Revised Current Use Applications

E & D Shaw, J. Gugliotti, L. Fernsworth, J & W Larson, f. Chormann, J. Cogswell, H. Heselton, F & M Arnold, P & D Fynn, W & E Murray, H & J Commerford and E. Bewersdorf. Selectman Hartman seconded the motion; all were in favor, the motion passed.

8. Appointments to Boards

Chairman Karrick moved to appoint Kimberley Brown Edelmann as an alternate member on the Zoning Board until 2013. Selectman Hartman seconded the motion; all were in favor, the motion passed.

Selectman Hartman moved to appoint John Dabuliewicz and Doug Allen as full members of the Conservation Commission until 2013, Mimi Wiggin and Peg Bastien as alternate members of the Conservation Commission until 2013, Rick Davies and Ed Mical as full members of the Planning Board until 2013, Gordon Nolan and Eric Rodgers as full members of the Zoning Board until 2013. Chairman Karrick seconded the motion. Selectman Carson asked Barbara Annis if membership on the Planning Board and concurrent membership on the Zoning Board present any conflicts. Ms. Annis said they should run concurrent, but they do not. Chairman Karrick called for the motion; all were in favor, the motion passed.

9. Selectmen’s Representation to Boards

Planning Board – Selectman Hartman Ex-officio

Planning Board Alternate – Selectman Karrick

The Town Administrator has a concern regarding the Planning Board meeting on holiday’s because it interferes with employee holiday time.

Highway Safety Committee – Selectman Karrick

Transfer Station Facility Committee – Selectman Carson

Budget Committee – Selectman Carson

Parks & Recreation – Selectman Karrick

Energy Committee – Selectman Carson

Road Committee - Board of Selectmen

Nancy Sibley Wilkins Advisor – Selectman Karrick

10. Central NH Regional Planning Commission Representatives

The Selectmen discussed staggering the terms. Chairman Karrick moved to appoint Jim McLaughlin for a 3 year term on the Central NH Regional Planning Commission and Rick Davies appointed for a 2 year term. Selectman Hartman seconded the motion; all were in favor, the motion passed.

11. Purchasing Policy

Selectman Carson has observed after being a Selectman for one year when the check register is signed by the Board it is for what has been purchased. Selectman Carson said within the purchasing policy it states purchases $5,000 or more falls within a bidding process unless there is an exception. He feels the bidding process promotes communication between the Board members as well as having a public record of the process. Selectman Carson used the upcoming roof repairs to the Town Hall as an example; the cost is $50K. Selectman Carson said there are upcoming budget items that would fall within the bidding process such as a police cruiser, a truck for the Highway Department and the purchase of salt. The Town Administrator said the Board needs to decide where they want to control; the pricing for salt was presented during the budget process. The Town Administrator feels having the Director of Public Works come before the Board before he orders salt is micro managing. Selectman Carson disagrees; he feels the Purchasing Policy should be followed.

The Board members discussed Selectman Carson’s concerns. The roof repairs were discussed, it was found in the beginning when the first section of the roof was repaired that there is only one company in the area that repairs slate, also Town Meeting approved $50K for the repairs. Selectman Hartman said as far as making the transaction public that can be done through the Town Administrator’s report or by simply requesting the information. Selectman Hartman said compared to the way it used to be the process is transparent. He also explained that the auditors instructed the Selectmen to read into the record the manifest. Selectman Carson said his point is by the time the Selectmen receive the manifest it is too late to control budgetary expenses. Both Chairman Karrick and Hartman disagree; at any point the Selectmen can question an expense. Selectman Carson feels the reasons for not approving an expense are more technical at that point because the work could have already been completed or machinery ordered. The Town Administrator explained the large expenses are always presented before hand in her report at the Selectmen’s meeting; items in the operating budget the department heads have been delegated responsibility for their budget.

Selectman Carson proposes that the Board discuss in a public forum items at the $5K level about the cost and the opportunity to say that the best cost has been sought after. Chairman Karrick said in moving forward the Board could make more of an effort to do so, but he is not sure it can be done in every instance. He also said if something is needed in short order the department heads judgment should be trusted. Selectman Carson does not disagree; he feels though however, the action should be discussed in a public forum. The Town Administrator feels that discussions on large expenditures do take place except for budgetary items such as the salt or gravel which are discussed during the budget process but not brought forward again when the purchase is made. The Town Administrator clarified that the Board would like to see separate expenditures that exceed $5K not a number of items totaling more than $5K. Selectman Carson would like to see the Purchasing Policy followed.

Chairman Karrick brought forward for discussion the purchase of the F350 pick-up truck from Grappone Ford costing $36,064. The question is did the truck go out to bid. The Town Administrator explained the price is a State bid price which means the State has gone out to bid. Chairman Karrick asked if that means you could go to other Ford dealers and expects the same price. The Town Administrator said you wouldn’t get a lower price and she was not sure other dealers would honor the State bid price.

Selectman Carson said his experience has been, budgeting is one thing, committing to expend the budget is something else.

Chairman Karrick said within the Purchasing Policy it says any purchase which was budgeted as approved by Town Meeting may be made by the Department Head with the approval of the Town Administrator. Prior approval by the Board of Selectmen is required before the purchase of supplies or services not provided for in the budget approved at an annual or special Town Meeting. Selectman Carson is not comfortable with that portion of the policy. He feels the Board should be able to decide not to spend from the Capital Reserve; the Town Administrator confirmed that would be a Board decision. The Selectmen are agents to expend, and have the authority to override the policy if the need arises.

Selectman Hartman feels that the purchasing policy has been followed and sees the policy as a huge step forward compared to past practices; for the researcher, everything has been recorded. Selectman Carson is in favor of better communication and feels following the policy in a public forum is a step toward better communication. Selectman Hartman recommended when there is an expense that is over $5K the Town Administrator will email the Board of Selectmen informing them of the expense which will appear in the next Town Administrator’s report. Selectman Carson does not have a problem with that as long as it does not become the mode in which the Board does everything. He feels if there is an expense that is not time critical it should be discussed during a Selectmen’s meeting. The Town Administrator said as an example the fire truck has been discussed in a public forum on several occasions.

Selectman Carson made a motion stating if there is any contract $5K or greater it should be discussed at a Selectmen’s meeting and entered into public record before committing to the purchase unless there is extenuating circumstances. Selectman Hartman said he would like to second the motion but he feels the policy is already in place. Selectman Carson said he would like to see the execution of the policy. Chairman Karrick is not sure the motion is necessary, he proposes to agree to follow the policy as written and at least if not discuss the expenditure report on purchases in excess of $5K.

Selectman Carson also raised the question about checks and balances on purchases. He said there is no approval in place for when Department Heads purchase items. The Town Administrator said Selectman Carson is making it sound like there is not control over spending, she said the Department Heads are very responsible. The Town Administrator said that she has questioned invoices; she said the Board needs to decide what they want the Town Administrator’s role to be as well as the Selectmen’s role. Selectman Hartman recommended checking with the auditor to look at the purchasing policy and process, Selectman Carson agrees. The Town Administrator feels large purchases are brought forward to the Board and the Department Heads do a very good job with their budgets. The Selectmen already have the 2008 auditor’s report for their review.

12. Beautification Fund

The Woman’s Club has submitted a request for $300 to be drawn from the Beautification Fund. The Woman’s Club will be tending the Harriman Statue. Chairman Karrick moved to approve $300 to drawn from the Beautification Fund. Selectman Hartman seconded the motion; all were in favor, the motion passed.

13. Bartlett Fund

Simonds School has requested $535.00 to be drawn from the Bartlett Fund to help support a performance from the Hampstead Stage Company. Selectman Carson moved to approve $535.00 to be drawn from the Bartlett Fund for a Simonds School performance. Selectman Hartman seconded the motion; all were in favor, the motion passed.

14. Men’s Club - Temporary Sign Permit

Selectman Hartman moved to grant the use of an illuminated informational sign for 7 days prior to the Spring Dance on April 17, 2010 . Selectman Carson seconded the motion; all were in favor, the motion passed.

Martha Mical requested a thank you letter to Weaver Bros. for their quick response during the last power outage.

15. Town Administrator’s Report

Main Street Drainage – Director of Public Works, Allan Brown would like to give Weaver Brother’s the go ahead for the Main Street Drainage project at this time. Weaver Brother’s is hoping to have everything in place to begin as soon as the State allows (which they estimate may be around April 1^st). They need to get their bond in place and the permits from the State before beginning. The asphalt plants need to be open as well since they will need to patch the work area at the end of each day. The Town Administrator explained that the Board would only be granting permission for the permitting process.

Incident Reports – It is the Town Administrator’s plan to implement an internal incident reporting system with the Departments which will require incidents to be reported to the Selectmen’s Office. This will enable us to have knowledge of the information and prevent the first report coming from an outside source. For the most part this has been done verbally but there are incidents that don’t currently make it to the office. The Town Administrator would like to hear of any incident within 24 hours.

Town Hall Roof – Building Maintenance Technician, Ed Mical would like to touch base with Therrian Roofing with regard to scheduling the roof job. The job is estimated to be two weeks long with scaffolding needed for the duration of the project. The neighboring property will be advised as to when the work will take place. Selectman Carson asked if the work could be scheduled for when school is out. The Town Administrator said it could be, but contractor availability will be confirmed first.

Selectmen’s Meeting Schedule – Currently the April meeting dates are the 13^th and 27^th. Selectman Karrick will not be able to attend the meeting of April 13^th and will not be available on April 20^th so if there isn’t any objection, the April meeting dates will be changed to April 6^th and 27^th. Joint Selectmen’s meeting will be held in Bradford on April 22 at 6:00 p.m.

Generator(s) & Pumper Truck – Since both the Generator(s) and Pumper Truck will potentially be purchased in part by grants, Ed Mical is working on putting together specs which will be distributed to vendors with an invitation to bid. This will be done as outlined in the grant paperwork in order to not jeopardize funds that may be awarded.

LGC Regional Dinners – The Town Administrator has forwarded an email to the Board with regard to the 2010 LGC Regional Dinners which are held throughout the State each year. There will be a dinner held in Concord on the evening of April 29^th and she would like to know if any of the Selectmen would like to attend.

Anniversary Celebration – Since 2010 is the 100^th anniversary of both the Town Hall and the Old Graded School , there should probably be a celebration scheduled perhaps with input from the Historical Society. The Town Administrator asked the Board if they have any suggestions as to what type of celebration should be held and at what time of the year. The Selectmen recommended something during July 4, Martha Mical recommended the Tory Hill Readers Series. Another suggestion was to review and use information from the 1910 Annual Report.

Zumba Classes – The Zumba classes are held on Tuesday from 6:00 – 7:00 p.m. upstairs during the Selectmen’s meeting which has proven to be slightly loud. The Town Administrator asked the Board for their suggestion.

Ford F350 – The Town Administrator explained that the existing F350 will come off the road at the end of March, it will not pass inspection. Equipment in the old truck will be installed in the new one. There will also be a new plow system. Selectman Carson asked if the Board is comfortable with the State bid. Chairman Karrick and Selectman Hartman said yes. Selectman Karrick moved to approve the proposed purchase from Grappone Ford F350 for $36,064 for the Highway Department. Selectman Hartman seconded the motion; all were in favor, the motion passed.

16. Manifest

Selectman Hartman moved to authorize the Selectmen to sign manifests and order the Treasurer to sign payroll check numbers 372-399 (includes 10 direct deposit stubs) in the amount of $32,702.00 and accounts payable check numbers 44217-44259 in the amount of $68,222.69. Selectman Carson seconded the motion; all were in favor, the motion passed.

17. Meeting Minutes

Selectman Hartman moved to approve meeting minutes dated February 16 and March 2, 2010 . Chairman Karrick seconded the motion; all were in favor, the motion passed.

18. Other Business

Selectman Hartman will be attending a Regional Co-op meeting on March 18^th to talk about the terms and conditions regarding the withdrawal of Hopkinton and Webster from the Regional Co-op. The two towns petitioned in January 2010 to secede. The conditions are either $50K per town or $50K total.

Chairman Karrick may attend the Governor’s meeting in West Lebanon , 7:30 a.m. on Friday morning.

Selectman Carson signed up for a class in May about grant writing.

Selectman Carson proposes working the Personnel Policy in sections.

Selectman Carson asked to begin thinking about the Board’s approach to the Town of Hopkinton regarding ambulance.

Selectman Hartman asked for Board support in his attendance to the Annual Northeast Resource Recovery Association meeting located in Manchester , NH . The Board said they support Selectman Hartman’s attendance.

19. Adjournment

At 9:20 p.m. a motion was made to adjourn.

Board of Selectmen

David Karrick, Jr.
David E. Hartman
Clyde Carson

Respectfully submitted,

Mary Whalen

Recording Secretary