Warner Board of Selectmen

Meeting Minutes

Tuesday, March 30, 2010

 

Chairman Hartman opened the public session at 5:38 p.m.

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

Town Administrator – Laura Buono  

Others present: Martha Mical, Ed Mical, Jim McLaughlin, Ralph Littlefield, Rebecca Courser  

1. Elderly Exemptions

Assessing Clerk, Martha Mical presented both Veteran and Elderly Exemptions that no longer qualify for various reasons.  Selectman Karrick moved to remove those Elderly and Veteran Exemptions that no longer qualify.  Selectman Carson seconded the motion; the non qualifying exemptions are of those who have either moved out of Warner or are deceased.  All were in favor, the motion passed.  

2. Building Inspector Position

The Selectmen discussed the Building Inspector position which is an on-call stipend position.  Chairman Hartman has recommended for interested candidates to complete the hiring process through the Town Administrator who would then bring forward to the Board her recommendation.  The Town Administrator recommended that Board discuss if the position should be an established stipend or an established stipend plus mileage; the previous Building Inspector was paid per inspection plus mileage.  

Selectman Carson asked if the fees for the building permits should cover the cost for the Building Inspector.  The Town Administrator explained that the building permit fees bring in more than what is paid out to cover for a Building Inspector.  The Town Administrator also mentioned the code enforcement side that could be added to the position.  Right now the Building Inspector will go to a property and verify any violations; the Selectmen’s office processes the required paperwork.  Selectman Karrick asked how would it be different from what is done now.  The Town Administrator explained the difference would be in the title of the position.  Chairman Hartman asked for clarification of a Code Enforcement Officer.  The Town Administrator said it would fall under the zoning ordinance regulations.   The Selectmen’s office would still be the administrative support.  

Emergency Management Director, Ed Mical said the Building Inspector position needs to be part of disaster coordination.  The Town Administrator said that aspect is already in the Building Inspector’s job description.   

The bulk of the position is performing building permit inspections, enforcement of any violations such as cease & desist orders would come from the Selectmen’s office with the understanding there would be enforcement follow-up by the Building Inspector.  

The Selectmen are in favor of adding code enforcement to the Building Inspector position.  The Town Administrator will move forward and interview interested candidates and then bring her recommendation to the Board followed by a meeting with the preferred candidate and the Board of Selectmen.  The Town Administrator will also create an average that was paid for the last few years to help the Selectmen decide the compensation for the position.  Selectman Karrick moved to give authority to the Town Administrator to interview candidates for the Building Inspector position.   Selectman Carson seconded the motion; all were in favor, the motion passed.   

3. Odd Fellows Building

Odd Fellows Building Committee member Jim McLaughlin met with the Selectmen as well as Ralph Littlefield from the Community Action Program.   Mr. Littlefield spoke to the Selectmen about possible elderly housing use for the Odd Fellows Building .  Mr. Littlefield has looked at the building and spoke directly with HUD about any concerns they may have in approaching this building as a potential development plan under HUD 2020 Plan; however, keeping in mind that the program is nationally competitive.  At this point HUD is concerned about the floor structure and the possible need to jack the building up to replace the first floor, another concern is environmental, if there is lead paint, mold and asbestos.  If these conditions exist a sponsor would have to show HUD how these would be mitigated because HUD will not provide mitigation funds with these conditions.  Another concern HUD has is in order to put elderly housing in the Odd Fellows Building an elevator would be needed which would affect the square footage of the units; this would also be problematic under the HUD program.  Mr. Littlefield said he looked at historic renovations, but HUD will not pay for historic rehab, that would need to be completed with a different block of money.  Through the HUD 202 program, for 12 units, the award would amount to $1.7 million; a previous study budgeted $2.6 million to rehab the building.   In the end HUD does not feel the Odd Fellows Building would be an economical project.  

Jim McLaughlin asked Mr. Littlefield if he had any comment about approaching for-profit developers for elderly housing, would they too apply for the same HUD funding.  Mr. Littlefield said no, the HUD program is for non-profits only.  The tax credit program, Community Development Block Grant or Historic Tax Credit Program would be looked at by for-profit developers.  Mr. Littlefield added that most of the for-profit developers are focusing on large developments.  

Mr. McLaughlin recommends as a last step sending a letter to for-profit developers to see if there is any interest.  Rebecca Courser, Executive Director of the Warner Historical Society and a member of the Odd Fellows Building Committee thinks all that can be done to renovate the building has been explored to its entirety.  There are too many issues with the building resulting in a large sum of money needed to renovate; pay back would take a very long time.   Chairman Hartman added the conclusion of the study completed by T. F. Moran who solicited for proposals; the feedback was nil. Chairman Hartman thought one of the most promising leads was elderly housing but that too seems to be long shot.  He also believes that the Town does not want to spend any money on the building in order to develop it.   

Selectman Carson asked if it is possible to mothball the building and keep it in a state so that it is not an eyesore in town and for future development for the expansion of town offices.  Selectman Carson asked what would the cost be compared to adding onto the Town Hall.   Chairman Hartman recalls the only need identified is the need for more archival space.  Selectman Carson said there is still the cost to remove the structure, which would need to be presented to the voters.  Mr. McLaughlin said a cost has already been obtained; it will cost approximately $50K (3 year old estimate).  

Mr. Littlefield added that he recommends sending letters to for-profit developers but his concern is if the Town tries to mothball the building the flow of water needs to be completely stopped.    

The Board is in agreement for sending out a letter along with a current picture of the building.  

The Board of Selectmen thanked Jim McLaughlin and the Odd Fellows Building Committee members for their perseverance.  

4. Emergency Management – Grants & National Incident Management System (NIMS)

Emergency Management Director Ed Mical said following Town Meeting with the approval of the generators for the town buildings and the dry hydrants intends to apply for a grant to further support the two projects but one of the requirements is to be NIMS compliant.  Mr. Mical said most of the required people in town are trained in NIMS 700.  He said a lot of people on the Fire Department have the ICS 100 completed and a percentage have the ICS 200 training completed.  Mr. Mical spoke with the Police Chief last year and followed up last week; the Police Department is looking at having an ICS 100 course set up for training.  The Town Administrator confirmed that training in ICS 100 and 200 is required for those who have not completed it yet.  Selectman Carson asked in terms of the grant does the training need to be completed within a certain period of time.  Mr. Mical said as part of the grant application there is a compliance sheet that needs to be completed showing the percentage of completed training.  Mr. Mical said another requirement for the grant application is to provide pictures and diagrams.  Mr. Mical said that he will send a memo to emergency responders that will include the courses that need to be taken in order to become compliant.  

Chairman Hartman asked when there is an emergency and the whole Board of Selectmen is helping to coordinate are there any requirements that need to be met?  The Town Administrator said no, posting requirements are not necessary, the Board is responding to an emergency, any expenditure decisions can be brought forward at the next Selectmen’s meeting or the decision can be noticed.   

Selectman Carson asked if there is a timeline for the grant application.  Mr. Mical said the sooner the grant application is turned in the quicker it is processed.  

5. Pumper Bids

The Town Administrator reported invitations to bid were sent out on March 20th to five companies; Valley Fire Equipment in Bradford, NH, Greenwood Emergency Vehicles in North Attleboro, MA, Northeast Emergency Apparatus in Auburn ME, Yankee Fire & Rescue, Palmer, MA and Minuteman Fire & Rescue, Walpole, MA.  The bids are due no later than April 5 for opening on April 6.  

6. Conservation Commission Interest

Scott Warren met with the Selectmen to express his interest in becoming a Conservation Commission member.  His expertise lies in botany and wetlands ecology.  The Conservation Commission has recommended appointing Mr. Warren as a full member.  Selectman Carson moved to nominate Scott Warren as a full member to the Conservation Commission for a three-year term.  Selectman Karrick seconded the motion; all were in favor, the motion passed.  

7. County Attorney

The Board of Selectmen will meet with County Attorney , Katherine Rogers at her office either May 4 or 5 at 3:30 p.m.  

8. Junk Yard License

The Selectmen reviewed the annual junk yard license renewal for 95 Chemical Lane .  Selectman Carson asked if junk yards need to be recertified every year.  The Town Administrator explained that the owner of the junk yard needs to complete a Compliance Certification Statement that says they are complying with best management practices.  Selectman Carson asked if the Town can request the junk yards obtain a State inspection.  The Town Administrator said only if there are concerns, but she will verify; she also said the Board of Selectmen could make a practice of visiting the site annually or biannually.  The Selectmen did not feel at this time a visit would be necessary and chose to process the license renewal.  

Selectman Karrick moved to issue a Junk Yard License to Wade Locke located at 95 Chemical Lane , valid until June 1, 2011 .  Selectman Carson seconded the motion; all were in favor, the motion passed.   

9. Health Officer

Selectman Karrick moved to appoint Paul DiGeronimo as Health Officer until March 2013.  Selectman Carson seconded the motion; all were in favor, the motion passed.  

10. Consent Agenda

Selectman Karrick made a motion to approve the Consent Agenda for March 30, 2010 which includes the following:

  • Correspondences:

                  Grant Support Letter – Pillsbury Free Library

                  Weaver Brothers thank you letter

                  Atty. Cronin response letter                 

  • Contract for service agreement with Goullet Computer Consultants, Inc. for tax lien research as approved at the March 16, 2010 meeting.
  • Current Use Application   Map 10  Lot 89-2  (Nevins)

                                                Map 11  Lot 14-1  (Wagner)  

  • Veteran Tax Exemption   Map 14  Lot 25  ( Monroe )
  • 5 Elderly Exemption Re-Qualifications – (4 out of 5 qualified)
  • 1 Elderly Exemption (New)

Selectman Carson seconded the motion; all were in favor, the motion passed.  

11. Manifest

Selectman Karrick made a motion to authorize the Selectmen to sign manifests and order the Treasurer to sign Payroll Check number 400 - 425 (includes 10 direct deposit stubs) in the amount of $29,587.42 and Accounts Payable check numbers 44260 - 44313 in the amount of $ 174,624.07.  Selectman Carson asked if there was discussion on the cruiser.  The Town Administrator said the cruiser was discussed during the budget process, typically the cruiser is ordered ahead of time, and if the Board wishes to change that practice it would be good to have a discussion.  The cruiser is ordered early because of the amount of cruisers that are ordered throughout the State.  Selectman Carson would like to discuss changing that practice. Selectman Carson then asked how the cash flow is doing.  The Town Administrator said she asked the Bookkeeper to release a school check because money has been received from the tax lien process and another check was received from the State for just under $70K for the May 2006 and April 2007 floods; it does not include Connors Mill Bridge .  Selectman Carson seconded the motion; all were in favor, the motion passed.  

Payable amount includes checks for:

New Cruiser – Miller Chrysler Jeep Dodge $20,829.00

Lake Sunapee – Loan $60,120.68  

12.  Purchasing Policy

Selectman Carson wished to further discuss the Purchasing Policy, his proposal is to improve the communication from the Board of Selectmen in regards to actions that are taken.  The current threshold is $5K.  Selectman Carson is of the opinion in order to make residents more aware of what Town government is doing is to tell them more explicitly what is being done and document such in the meeting minutes.  Selectman Carson has proposed an addition to section (d) of the purchasing policy.  The intension would be for purchase contracts. He would like to see these types of transactions more visible in the meeting minutes.  The points are as follows:  

1.  Purchases $5,000 or greater:

  •       The contract review and approval will be scheduled as an explicit item on a Select Board meeting agenda.

  •      The Select Board will review the item in terms of the purchasing policy, so that the bids or other reason for awarding the contract are documented.  For example the police cruiser this evening, it would be an item on the agenda authorizing the purchase and documented in detail in the meeting minutes.

  •       The person knowledgeable about the details of the purchase should be available to answer any questions the board and/or public may have about the purchase.

  •       The Select Board minutes will reflect the relevant details of the discussion and decision.

  •       Any contract / purchase $5,000 or greater made under the emergency provisions above will be on the agenda for the next regular Select Board meeting.

Selectman Karrick would like to hear from others to see if Selectman Carson’s proposal poses any constraints.  Selectman Carson said the purpose of the points is to get the information to those who do not attend the Selectmen’s meeting.  Selectman Karrick said the Town Administrator can also be the one who can answer the question regarding a purchase; it does not necessarily require the Department Head to be present.  The Town Administrator said with something like the police cruiser it would be processed and noted within the meeting minutes during the budget process that way it can continue to be ordered early with the contingency of Town Meeting approval.    

Chairman Hartman asked how Selectman Carson’s proposal would work for example on Concord Regional Solid Waste which is budgeted for $90K.  A bill was received in the amount of $6,429 from CRSW; Chairman Hartman said this discussion took place during the budget process.  Selectman Carson said rather than having CRSW lost in the budget discussion, for the public, he would like to see it broken out and noted in the meeting minutes the cost for the whole year.   He also said for individual monthly bills the policy does not come into play except for things like Provan & Lorber contracts.  

Selectman Carson also recommended more detail be provided on expenditures during Selectmen’s meetings for clarity purposes in the meeting minutes.  

The Town Administrator clarified a concern that Selectman Carson had at the last Selectmen’s meeting.  He said that he does not feel department heads should be approving their own purchases.  The Town Administrator explained that it is very rare a department head orders something; it is usually a staff person that orders supplies or equipment.   

Ed Mical spoke as a resident and agrees with what Selectman Carson is recommending.  He said residents will be able to track capital expenditures.  The Town Administrator said capital expenditures are indicated in meeting minutes.  

The Town Administrator clarified what Selectman Carson is proposing; that purchases will be called out more specifically in the meeting minutes so that the public is aware.   

Chairman Hartman asked the Board if it wishes to amend the policy or does the Board see any need to further study the policy.  The Town Administrator said she has not changed her opinion from the last meeting; she feels the policy is adhered to.  She does agree with Selectman Carson that it is not done in one location; it’s done through the CIP process, Budget Committee process and the Selectmen’s budget process.  She feels the clarification is how expenditures are recorded in the meeting minutes; through the budget process the Selectmen may want to identify items that they want mentioned in the meeting minutes.     

Selectman Karrick recommended not making a decision on Selectman Carson’s proposed changes to the Purchasing Policy at this meeting, but to allow the Town Administrator time to review the language for clarity purposes.   Chairman Hartman recommends adding the Purchasing Policy to the next agenda with the intent to modify the policy.  The Town Administrator said she will also show the changes to the Department Heads for their input.   

13. Selectmen’s Objectives

New Fire Station Site – The Town Administrator has drafted a letter to selected property owners who own property where the Fire Department feels is a desirable location.  In drafting the letter the Town Administrator felt it would be better to approach the property owners on a personal basis first.   The Selectmen would rather have a letter sent providing the opportunity to meet with the property owners for discussion.  

Ambulance – The Town Administrator recommends having a work session with the Town of Hopkinton .  Selectman Carson said he is gathering information from surrounding towns from their MS-2 form.  He said there may be information on the form on what each town is spending for ambulance service.   

Personnel Policy – Work session is scheduled for March 31st.  

Investment Policy – Selectman Karrick has been gathering samples from other communities.  

Roads – Selectman Carson wondered if just ahead of budget time the Board should talk about future road projects.  He said over time $200K is going to buy less and less and feels the Board should start looking at different options.  

Hartshorn Lane – Chairman Hartman does not feel the Town has any responsibility for the private road.  Selectman Carson spoke about a court case that ended in the residents’ favor.  

Gravel Pit – Chairman Hartman spoke about how many more years the pit will be active.  The note on the property will end in 2013.  

Selectman Carson asked the Board if the Road Committee could be discussed as a future agenda item.   

Selectman Carson asked when would be a good time to talk about health insurance.  The Town Administrator said at the end of the summer she can schedule appointments with providers, but first she will find out when the new pricing will be available.  

14. New Business

Selectman Carson said the Regional Greenhouse Gas Initiative has been selling carbon credits, with the proceeds, an announcement will be made at the end of April for a new round of regi-grants which the Town would be able to apply for.  Selectman Carson asked the Board if they want the Energy Committee to forward their recommendation for a project or does the Board want to pick a project.  The Board feels the Old Graded School would be the most logical choice.   

Selectman Carson said an individual named Clay Mitchell from a consulting firm in Concord , NH (name unknown) will be attending the next Energy Committee meeting to discuss other opportunities that can be considered for further funding.  

The Town Administrator reported that the Director of Public Works has put together a list of areas for traffic counts.  This year the locations are Route 103 at Stevens Brook, Route 103 near the Park & Ride, exit at the Transfer Station, Roslyn Ave, Geneva St. off of Kearsarge Mtn. Road , Kirkland St. off of Kearsarge Mtn. Road,  Mill Street, Bean Road, Waldron Hill Road and East Sutton Road.  

Selectman Carson said he was approached by a resident that heard Geneva Street will be changed into a one-way road.  The Town Administrator said during the Safe-Routes-to-School discussions it was talked about for one section where there would be sidewalks added but it was for the section that comes out onto Route 103 (Roslyn Ave.).  The Town Administrator will verify with the Director of Public Works about the Safe-Routes-to-School plan.  She also said changing the direction of a road would require a public hearing.  

Selectman Karrick said a resident that lives on Denny Hill asked him how he could obtain a “caution handicap person” sign.  The Town Administrator said typically they would contact the Director of Public Works who would order and install the sign and the resident would pay for the sign.  

The Town Administrator reported during a routine check at the storage area near Premier Bus; the gate was opened and very foggy, the officer on duty went off the roadway into the ditch with the SUV, damage is estimated over $9K.   The Town Administrator is waiting for a full report.  

The Town Administrator also reported that she spoke with the attorney that is handling the Azmy property on route 103 and informed the Board that the attorney is moving on to the next level, a temporary injunction.  

15. Meeting Minutes

Clarification in the March 16th meeting minute’s section regarding the Purchasing Policy is needed before approval.  

16. Adjournment

At 8:33 p.m. a motion was made to adjourn.  

Board of Selectmen

David E. Hartman - Chairman
David Karrick, Jr.
Clyde Carson

 

Respectfully submitted,

Mary Whalen

Recording Secretary