Warner Board of Selectmen

Meeting Minutes

Tuesday, May 26, 2009

 

Chairman Karrick opened the meeting at 5:34 p.m.

In Attendance:   Selectman David Karrick, Jr. – Chairman

 Selectman David E. Hartman

 Selectman Clyde Carson

                        Town Administrator – Laura Buono

Absent:             None                  

Others present:             Linda & Ed Hill               Kimberley Edelmann                  Judy Rogers

Larry Pletcher                Stacy Cooper              Robert M. Merrill IV                   Ken Klinedinst

Martha Mical 

1.  Nonpublic Session

Selectman Hartman moved to enter into Nonpublic Session at 5:35 p.m. per RSA 91-A:3 II (c), reputation. The motion was seconded by Chairman Karrick. A roll call vote was taken. Chairman Karrick – yes; Selectman Hartman – yes; Selectman Carson – yes.  Motion passed unanimously.   

In attendance: Chairman David Karrick, Jr., Selectman David E. Hartman, Selectman Clyde Carson and Town Administrator Laura Buono; Linda Hill, Ed Hill. 

Selectman Hartman moved to come out of Nonpublic Session at 5:53 p.m.  The motion was seconded by Selectman Carson. A roll call vote was taken. Chairman Karrick – yes; Selectman Hartman – yes; Selectman Carson – yes.  Motion passed unanimously.   

Selectman Hartman moved to seal and restrict the nonpublic meeting minutes per RSA 91A:3 III.  Motion was seconded by Selectman Carson.  A vote was taken.  Motion passed unanimously. 

2.  Nonpublic Session

Selectman Hartman moved to enter into Nonpublic Session at 5:55 p.m. per RSA 91-A:3 II (c), reputation. The motion was seconded by Chairman Karrick. A roll call vote was taken. Chairman Karrick – yes; Selectman Hartman – yes; Selectman Carson – yes.  Motion passed unanimously.   

In attendance: Chairman David Karrick, Jr., Selectman David E. Hartman, Selectman Clyde Carson and Town Administrator Laura Buono; Martha Mical. 

Martha Mical explained the history behind the tax exemption for Map 32 Lot 24 to the Selectmen.  The Board will meet with the owner of the property in the coming months to discuss the level of any future exemptions. 

Selectman Hartman moved to come out of Nonpublic Session at 6:21 p.m.  The motion was seconded by Selectman Carson. A roll call vote was taken. Chairman Karrick – yes; Selectman Hartman – yes; Selectman Carson – yes.  Motion passed unanimously.   

3. Transfer Station Fee Discussion

Transfer Station Foreman Varick Proper discussed adjusting some of the disposal fees:

        Tires: Selectman Carson asked Selectman Hartman if the Transfer Station Facility Committee could look to see if there is a market for used tires.  Varick Proper said Northeast Resource Recovery Association (NRRA) has a program but he has not had time to research it.  He does know there will be an expense for storage and shipping.  Varick said he will look into what NRRA has to offer.  Varick also recommends a fee range from $1 - $10 for the various sizes of tires. 

Mr. Merrill feels increasing the fees for the tires may promote illegal dumping.   Selectman Hartman explained that fees were created for the convenience of the residents in town so they don’t have to find other resources to dispose of items such as tires, mattresses etc. Ms. Buono added that the fees collected are not placed in a separate fund; the fees offset the expenses of running the facility. 

Jan Dyment asked what the Transfer Station is doing about hazardous waste.  Mr. Proper explained that the Transfer Station is not allowed to accept hazardous waste, but, a hazardous waste collection day is planned for October 3 of this year.  Jan Dyment added that shortly after the Town stopped taking hazardous waste there was a contamination issue in the Water District, she asked if the contamination was related.  It was felt it was not related. 

             Sink & Toilet Hardware: Varick recommends eliminating the $5 fee because it is not time consuming to remove the hardware.

             Electronics: Varick would like to establish a variable fee structure from $2 - $25; area examples were provided to the Selectmen.  Varick said the current cost for disposing electronics is $675 (approximately 7,000 lbs) for a full box.  Varick said NRRA has limited running programs for electronic disposal that he plans to look into. 

             Un-upholstered Furniture: There would be no cost because more times than not the furniture is removed from the Transfer Station to be used elsewhere. 

             Upholstered Furniture & Mattresses: $5 fee will remain

             Fluorescent Bulbs & Mercury Containing Items: Varick recommends waiving the fee

             Batteries (auto): Waiving the fee because income is generated when the batteries are turned in.

             No changes to the remaining fees. 

The Selectmen asked about demo fees.  Mr. Proper agrees that the current fee structure does not allow coverage for expenses.  The Town is not required to accept demo material.  Contractors could be required to obtain dumpsters instead on off-loading at the Transfer Station.  At this time load weights are guessed.  Selectman Carson recommended increasing the fee for the demo in order to start recouping some of the expenses. 

As a side discussion, Jan Dyment asked Mr. Proper and the Board to comment on what happened between the time DES approved the sheet rock berm pile to when DES did not approve the sheet rock berm.  Ms. Buono explained DES approved a one-year trial period in 2003 and referred Ms. Dyment to DES.   Ms. Dyment referred to two sets of meeting minutes where DES said the sheetrock was approved and needed to be up off the ground; no where did DES say the sheetrock needs to be removed.  The Board of Selectmen for preparation purposes, recommended to Ms. Dyment to meet with the Board at the next Selectmen’s meeting for further discussion.   

The Selectmen will review Mr. Proper’s fee recommendations; another discussion will take place at the next Selectmen’s meeting. 

4. Ken Klinedinst – Various Questions

Mr. Klinedinst asked the Board various questions:

  1. Was the recent street line painting contracted by the Town or the State, and what is the cost? 
  2. What was the value of the copper that was recently stolen from the Transfer Station?  Chairman Karrick explained that the exact value is unknown.  Mr. Klinedinst asked for an approximate cost. Chairman Karrick said probably around $1,000. 
  3. What was the value of the copper that was stolen from the Transfer Station either last year or in 2007?  Chairman Karrick said the TS Manager at that time reported the value to be $1,000 - $2,000.
  4. Was an insurance claim filed for both thefts?  Chairman Karrick explained that there is a $1,000 deductible, and without an exact value no claim was filed in either case.
  5. Is the deductible per year?  Chairman Karrick said the $1,000 deductible is per incident.
  6. Could one of the incidents be submitted to the insurance company?  Chairman Karrick said the problem is the exact value of the copper.  Jan Dyment asked if there is any inventory management measurement at the Transfer Station.  Selectman Hartman said there were two security measures broken in order to get to the stored copper.
  7. Mr. Klinedinst asked what has been done to upgrade the security at the Transfer Station.  Chairman Karrick security has been upgraded, no details will be released. 
  8. There was discussion in the April 28, 2009 meeting minutes about the drainage that comes down from Kearsarge Mountain Road.  The minutes mentioned buildings being flooded.  Chairman Karrick explained that it is not exclusively Kearsarge Mountain Road; it’s the drainage that comes down the hill behind the school and the Town Hall that impacts the school, Town Hall, Odd Fellows Building and Main Street.  Mr. Klinedinst asked if any engineering has been completed, or is it a gut feeling on what needs to be done.  Chairman Karrick explained that the Director of Public Works has studied the various drainage systems in place.  The Director of Public Works could attend a meeting to speak about the drainage in greater detail.  The Director of Public Works has created drawings that would alleviate the amount of water going into the drainage system.  At the same time the school district is supposed to complete a study on all the drainage of the school facilities.  At this point the Town is waiting for the school study because the school district needs to work in conjunction with the Town.  Mr. Klinedinst confirmed that an engineering study at this point is not planned because there is not enough information from school.  Selectman Hartman explained that Provan & Lorber has completed a preliminary design of a portion of the system.  Ms. Buono added there is an agreement to complete an engineering study for a portion of the drainage from Brown Realty to Bookends; approval needs to be granted by the Selectmen.  Mr. Klinedinst asked over the years, how many repairs have been made to buildings that have been affected by the drainage.  Chairman Karrick explained that it has been mostly clean up rather than repairs.  Mr. Klinedinst asked if the State is involved.  Ms. Buono said the State has been involved in discussion, permitting would be needed from the State.  Mr. Klinedinst asked if the project would be placed out for bid.  Chairman Karrick said at this time the complicating factor is the school. 
  9. Mr. Klinedinst asked about a number of people in red maroon shirts at Silver Lake, he asked who they were.  Chairman Karrick said they were a work detail from the Merrimack County Department of Corrections.  Mr. Klinedinst asked if they were supervised.  Chairman Karrick said yes.  Mr. Klinedinst asked if the town population was notified.  Chairman Karrick said there was no general announcement.  The Department of Corrections attended a Selectmen’s meeting and explained the program.  Mr. Klinedinst asked the Selectmen if they feel that information would have been beneficial to the Town.  Mr. Klinedinst asked the Selectmen to consider notifying the public when there is another work program in the area from Merrimack County Corrections.  Selectman Hartman agreed that notification should be posted on the website.
  10. Mr. Klinedinst asked if there was an answer to his first question.  Selectman Carson said $4,800 was budgeted for line stripping.  Mr. Klinedinst asked if it is required to go to bid.  Ms. Buono said it is typically contracted with the same company.

Chairman Karrick said when it is possible; Mr. Klinedinst will be contacted to attend a Selectmen’s meeting along with the Director of Public Works who can better answer his drainage questions. 

5. Yurts

Ms. Buono contacted other Towns via the Municipal Managers email to see if any have policies that govern yurts.  There were no responses.  Selectman Carson googled the State of NH for yurt ordinances and the results came up blank.  Selectman Hartman consulted of the State (Office of Energy & Planning) and through discussion the State representative’s assessment is if the yurt is sitting on a platform he would consider it more of a permanent structure rather than a temporary.  Selectman Carson asked Stacy Cooper who would be living in the yurt, if it would be on top of a permanent platform.  Stacey said the platform would be removable.  Kimberley Edelmann asked what the intent of the yurt is.  Stacey Cooper said the intent is for camping.  Selectman Hartman asked the Assessing Clerk if a yurt would add value to a property as far as taxation.  The Assessing Clerk said sometimes, temporary car ports and garden sheds are taxed, at this time temporary greenhouses are not taxed.  Ms. Buono directed the Selectmen; the decision before them is if the Selectmen will allow the yurt for an extended period of time for temporary camping.  Kimberley Edelmann is curious if the yurt will have electrical power, and she also asked if teepees are taxed.  The Assessing Clerk said if there is a platform involved then the platform would be taxed as a deck.  Judith Rogers said if the yurt is intended for camping the Town has camping regulations.  Ms. Buono clarified that the camping regulations are for established campgrounds. 

Chairman Karrick said if the Selectmen approve the yurt it would need to be approved with a proviso that it is only a temporary camping structure, it will not be used continually as a residence, and it will not have utilities.  If at any time it appears to be used as a permanent structure the Town has the right to revoke the permit for the yurt.  Mr. Klinedinst asked if this has gone before the Zoning Board.   Chairman Karrick said there are no zoning regulations for camping.  Martha Mical recommended establishing a time limit for the yurt.  Mr. Pletcher, who is the property owner, added that the yurt would not be occupied on a continued basis.  Ms. Cooper said she would prefer to leave the yurt erected all year long.  Chairman Karrick said that the yurt would then become a permanent structure.  Selectman Carson is concerned about a precedent being set if the yurt is in place year round.  Ms. Cooper asked if the yurt could be set-up year round and used intermittently.  Mr. Pletcher said an understanding could be added that the yurt would not be occupied through the winter months.   

Selectman Hartman feels the process should begin with a building permit for the deck.  Ms. Cooper did not want to make a permanent impact to the property.  But the Selectmen are concerned because Ms. Cooper said she would like to have the yurt remain year round.  Ms. Cooper asked how the yurt would be dealt with in a campground.  Martha Mical explained that the campground in Town opens May 15th and closes Columbus Day weekend.  Martha Mical also said the lot that the yurt will be on does not have a primary residence on it; she feels the yurt will either be the primary residence or an accessory building without a primary residence (if the yurt is on the property year round). 

Selectman Carson asked if it is possible to grant a one-year permit until the Selectmen develop a policy for yurts and tents.  Chairman Karrick agrees the permit can be extended once a policy is developed. 

Chairman Karrick moved to permit a yurt on Map 18 Lot 11-4 for one year; occupancy will be limited to 180 days with no limitations.  The yurt shall not be equipped with electricity, running water, sewage disposal system or insulation.  The yurt will not be deemed as a permanent residence by the occupant.  Selectman Carson seconded the motion.  Selectman Carson asked if the lot was in current-use.  The lot is in current-use and the property owner is in the process of removing a portion.  Selectman Hartman asked if there should be any fees incurred for the Building Inspector inspecting the yurt once it has been assembled.  Ms. Buono said there is a fee structure in place for inspections.  Selectman Hartman amended the motion to include the cost of one inspection.  All were in favor of the motion, the motion passed.  

6. Earned Time Pool

Selectman Hartman asked for an explanation of what earned time pool is.  Ms. Buono explained an employee would earn an amount of time per month that encompasses sick and vacation time, the advantage is flexibility in the way the employee uses the time.  Ken Klinedinst asked how pooling the time would affect long or short term disability.  Ms. Buono explained disability is dictated by a physician, how the paid time off is labeled will not affect long or short term disability; it would affect how long the employee can subsidize their income.  Mr. Klinedinst asked if this has been discussed with the Department Heads.  Ms. Buono explained that this topic was recently discussed at a Department Head meeting which was held on May 20th.  During that meeting there was discussion about updating the Personnel Policy and if the Board decides to move toward an earned time pool the Department Heads will be involved in developing that policy. 

An audience member noted that there are companies that do not include sick time to be paid to an employee that has been terminated.  Ms. Buono explained the policy will spell that out.   

The Selectman would like to know if the employees are in favor of the earned time pool, if so they recommend moving forward with the policy.   

7. Sign Permit

Selectman Carson is concerned that the zoning allows signage for each business one a site that has houses multiple businesses. The concern is multiple signs at one site; he feels that is out of character of the downtown area.  Chairman Karrick moved to arrange a meeting with the occupants of Map 31 Lot 53 to discuss the consolidation of signage on the property, and also to bring this concern to the Planning Board.  Selectman Hartman seconded the motion; all were in favor, the motion passed.  

The Selectman approved a sign permit for Kearsarge Rug Workshop located at 1 East Main Street.   

8. Manifest

Selectman Hartman moved to authorize the Selectmen to sign manifests and order the Treasurer to sign payroll check numbers 1811-1842 (includes 9 direct deposit stubs) in the amount of $31,881.55 and accounts payable check numbers 43096-43140 in the amount of $74,138.99.  Selectman Carson seconded the motion; all were in favor, the motion carries. 

9. Selectmen’s Other Business

Ms. Buono reminded the Board members that on June 2nd there is a site walk 4:00 p.m. and a public hearing at 6:00 p.m. for a Discretionary Preservation Easement Application.  

June 29th at 7:30 p.m. the Selectmen will meet with Webster Board of Selectmen to discuss joint concerns. 

Ms. Buono reported that a load of the sheetrock debris pile was transported out on May 22nd; there is up to 3 loads left.  The material is being hauled to Maine; it will be processed and used on brown field sites.   

Ms. Buono reported that there is a drainage contract for the Selectmen’s review.  There is also a standard audit letter for review. 

10. Meeting Minutes

Selectman Hartman moved to approve the May 12, 2009 meeting minutes.  Selectman Carson seconded the motion; all were in favor, the motion passed. 

11.  Nonpublic Session

Chairman Hartman moved to enter into Nonpublic Session at 8:34 p.m. per RSA 91-A:3 II (c), reputation. The motion was seconded by Selectman Hartman. A roll call vote was taken. Chairman Karrick – yes; Selectman Hartman – yes; Selectman Carson – yes.  Motion passed unanimously.   

In attendance: Chairman David Karrick, Jr., Selectman David E. Hartman, Selectman Clyde Carson and Town Administrator Laura Buono 

Laura Buono requested this meeting in order to allow the Selectmen to administer a verbal job evaluation as well as discuss goals and priorities moving forward in 2009/2010.   

Selectman Hartman moved to come out of Nonpublic Session at 9:10 p.m.  The motion was seconded by Selectman Carson. A roll call vote was taken. Chairman Karrick – yes; Selectman Hartman – yes; Selectman Carson – yes.  Motion passed unanimously.   

12. Adjournment

A motion was made and seconded to adjourn at 9:10 p.m.  Motion passed unanimously. 

Board of Selectmen

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

 

Respectfully submitted,

Mary Whalen

Recording Secretary