Warner Board of Selectmen

Meeting Minutes

September 30, 2008

Meeting opened at 6:00 p.m.

In Attendance:   Selectman Richard A. Cook – Chairman

Selectman David E. Hartman

Selectman David Karrick Jr.

Laura Buono – Town Administrator

Absent:             None  

Others present:

Barbara Chellis – Kearsarge Children Center

Connie Kelly – Director- Kearsarge Children Center

Laura Hall – Community Action Program

Ralph Littlefield – Community Action Program.

Richard Senor

Ed Mical

Martha Mical  

1. Old Graded School – Operating Cost Discussion

Kearsarge Children Center

Ms. Buono explained that during the regular budget process the cost to the Town is calculated for the programs that are housed in the Old Graded School ; for the 2009 budget the cost for the Town is $3.84 per square foot.  The recent repair on the roof cost $27K.  Each program has been broken down by square footage; for 2009 the Kearsarge Children Center will cost the Town $11,641.     

There has been discussion in the past as to whether or not the Town should begin asking for rent to help cover the costs.  Connie Kelly from the Kearsarge Children Center explained that the center is non-profit; any rental costs will impact the parents.  The KCC is funded by tuition, United Way , donations, fund raising and a USDA program; the center services mostly Warner residents.   

The Selectmen asked the KCC how a $2,000 rental fee would impact the center, Connie Kelly will return with that information.  Currently the cost to the taxpayer is .04¢ to the tax rate to support the entire program.    

Community Action Program

Ralph Littlefield, Director of the Community Action Agency for Belknap and Merrimack Counties and Laura Hall, Area Director for the Warner area center were present for the operating cost discussion.  Ms. Buono explained that the Town does receive revenue from CAP on a monthly basis ($743.00) which amounts to almost $9K per year.  The square footage expense is $11,055.36 (excluding the Senior Center ); the Town is charged by CAP $15,792 for services provided which is based on the population.   

Mr. Littlefield explained the services provided to the Town are the Headstart program and the Area Center .  The rent for the Headstart program is charged directly to Headstart.  The Area Center is different; the Town pays a percentage of what the cost is for the Area Center ’s operation.  There is a combination of Federal money (i.e. fuel assistance & electric assistance) the costs are prorated throughout the Town’s that are served based on the amount of services provided, so that is where the income comes from to pay the rent to the Town.  Mr. Littlefield asked the Selectmen what they feel is a fair share the Community Action Program should be paying as part of the rent.  Mr. Littlefield also asked if the Town has taken advantage of some of the energy programs such as the one Public Service provides.  There is another program which will be available sometime next summer called the Regional Greenhouse Gas Initiative Program (RGGI); money may be available for building upgrades.  Ms. Buono explained that the Town has participated in the PSNH program.  

Chairman Cook asked how the current rental fee ($8,916. annually) was calculated. Mr. Littlefield said back about twenty years ago a cost per square foot was determined that included heat and maintenance.  Chairman Cook explained the current cost per square foot is $3.84 x 2,879 (square footage) = $11,055.36. Ms. Buono explained the cost does not include the Senior Center or capital expenses.  

Another option offered to the tenants in order for the Town to cut expenses would be to take on services such as cleaning the building.  Ms. Buono said that CAP is administering Federal & State programs, but the Town is being charged a percentage for the residents that use the programs.  Right now CAP is experiencing a 60% increase in requests for fuel and electricity assistance in Warner; there are other Towns experiencing the same increase as well.  Mr. Littlefield explained the budget to support the Area Center is relatively fixed; the amount of money provided to the community may increase significantly.  Chairman Cook asked if all Towns participate in CAP.  Mr. Littlefield said there is 100% participation from cities and towns in Belknap and Merrimack Counties except for one town which is expected to participate next year.  Ms. Buono asked what happens if a Town cuts CAP; wouldn’t residents still be eligible for Federal programs.  Mr. Littlefield explained when CAP loses a town they work with the Town at the same level of service for a year in hopes the town will come back and support the program.  After that there could be a prioritization based on where the applicant lives and how fast applicants would be moved into the program lessoning the impact to town welfare.   

Selectman Hartman asked what the dollar amount of assistance is coming into the Town of Warner .  Ms. Hall explained that there is approximately $219K of Federal assistance coming into the town.  

Martha Mical asked if addresses are verified when someone comes in for assistance.  Laura Hall explained the applicants are asked where they register their vehicle.   

Mr. Littlefield recommends the Town work with Laura Hall on what is CAP’s fair rental share, and then CAP can work on an agreement for the rent structure.   

Co-operative Preschool

A representative was not available this evening, but contact will be made after this meeting.  The projected impact to the 2009 budget is $5,266.56 or 2¢ on the tax rate.  

2. Martha Mical – RFPs

Martha Mical presented the final RFP draft for soliciting revaluation bids.  One stipulation that was added to the RFP is maintaining the current Proval program.   Selectman Hartman moved to adopt the Request for Proposals for full revaluation of the Town of Warner .  Selectman Karrick seconded the motion; all were in favor, the motion passed.  Martha Mical asked how many companies the Selectmen wish to send the RFP to, last time at least 5 were sent.   

3. Solar Exemption

Martha Mical presented a Solar Exemption for the Board of Selectmen’s review.  This solar panel system spins the meter backwards if all the power is not used and the system does not have a rack of batteries.  The system is still determined as reducing the carbon footprint by 60,239 pounds over 25 years.  

Martha Mical recommends updating the original warrant to include 3 monetary levels of exemption, she feels if the warrant is not changed every exemption will be different.   

Because the exemption will not be applied until after April 2009 the Selectmen will not approve the exemption until after the value is determined by the assessor.  At this time Selectmen will determine qualification only.  

4. Resignation

Allan N. Brown submitted his resignation as an Alternate member to the Concord Regional Co-op.  Selectman Hartman moved to accept Mr. Brown’s resignation.  Selectman Karrick seconded the motion; all were in favor, the motion passed.   

5. Alternate Appointment to the Concord Regional Co-op

Selectman Hartman moved to designate Varick Proper as Alternate representative to the Regional Co-op, term expiring in 2011.  Selectman Karrick seconded the motion; all were in favor, the motion passed.  

6. Administrator’s Report

Meeting Schedule – Since November 11^th is a holiday and also a scheduled meeting date the Selectmen will meet instead on Monday, November 10^th. 

Transfer Station Land – As part of the agreement to purchase the land from the State of NH , the Town must have a survey completed.  Allan Brown has received a proposal from Provan & Lorber for the work and a copy of that proposal has been provided to the Selectmen for their review.  Selectman Hartman asked if the survey includes the right-of-way.  Ms. Buono explained the right-of-way is included in the scope of services as well as placing monuments on the property.  

Martha Mical confirmed that the Transfer Station parcel will be merged with the Highway Department parcel.     

Building Permits – Mary Whalen has been working on changing the building permit application in an effort to place it online for residents.  A copy of the proposed new permit, along with the old permit, has been given to each of you for your review and comments.  Ken Benward has also been supplied a copy.  

Hartshorn Lane – Atty. Gartrell has worked with Atty. McNichols on the issues surrounding the lots on Hartshorn Lane and is comfortable with the information submitted with regard to the wells and septic systems.  At this point, Atty. McNichols would like to know if the Selectmen are at a point to make a decision or if more information is needed.  

Martha Mical asked if the septic systems have separate leach fields.  Ms. Buono said there are three separate systems.  Martha Mical asked if the Town is sure of that and Ms. Buono said yes, she has paperwork supporting that there are 3 separate systems.  

Chairman Cook still has concerns, can building permits be issued for the lots, there is no town road frontage.   

Martha Mical said the Town is setting a precedent if the Selectmen approve separating the lots.   

Town Counsel’s concern was the septic and the wells and also any liability the Town may have because Hartshorne Lane is not a town maintained road.  Chairman Cook recommends a site visit.  Ms. Buono explained that the current road maintenance (snow plowing) will need to be rectified by meeting with the residents on Hartshorne Lane and letting them know that they will need to form an association; the residents are responsible for road maintenance.  As far as building permits are concerned it will be hard to deny a permit when others have been allowed to build.  The other issue would be the lot lines, and how it would be difficult to build within the zoning measurements.   

Selectman Karrick asked if the residents of Hartshorne Lane form an association and the Selectmen decided to approve the lots would the Selectmen then not be setting a precedent.  Ms. Buono explained that there are two separate issues; the association needs to be created because the Town cannot continue plowing the road.     

Recycle Committee – Richard Senor, Chairman of the Recycle Committee has notified Ms. Buono that they will no longer be meeting at the Town Hall due to the feeling that it will be a hassle with the Trail Snails meeting the same evening as they do each month.  When the Trail Snail schedule was set, Mary Whalen made sure that there would be a meeting room (either upstairs or downstairs) for the Recycle Committee to meet; however, Mr. Senor still did not want to schedule Recycle Meetings at the Town Hall.  The Recycle Committee will now meet at Sugar River Bank on the second Thursday of each month.   

Martha Mical spoke as a Town citizen and she feels committees should either meet at the Town Hall or the Library.  She feels Town committees should be meeting in public buildings.  

The letter drafted by the Recycle Committee that addresses the business owners has been reviewed by Ms. Buono and is ready to go back to the Recycle Committee.   

Selectmen’s Office Hours – The posted Selectmen’s Office hours have been changed for better availability to the public.  The hours are now Monday – Thursday 8:00 – 3:00 and Tuesday until 6:00 p.m.  

7. Manifest

Selectman Hartman moved to authorize the Selectmen to sign manifests and order the Treasurer to sign payroll check numbers 1204-1233 in the amount of $20,644.98 (includes 10 direct deposit stubs) and accounts payable check numbers 42199-42248 in the amount of $65,177.95 Selectman Karrick seconded the motion; all were in favor, the motion passed.  

8. Sealed Non Public – Motion to Unseal

Selectman Hartman moved to unseal non public meeting dated January 9, 2008 , December 18, 2007 and August 21, 2007 .  Selectman Karrick seconded the motion; all were in favor, the motion passed.

9. Guaranteed Annual Tonnage

The current GAT is for 2,000 tons year ending November 2009.  Selectman Hartman said at the end of August 2008, 1,434 tons was delivered to the incinerator; the end of year figure is estimated to be 1,912 tons delivered for 2008.  In 2007 the delivered tonnage at the end of August 2007 was 1,519 tons.  Selectman Hartman suggested recommending even less for 2009 than was recommended for 2008.  A GAT figure will be established at the next Selectmen’s meeting.  

10. Highway Department Foreman

Selectman Karrick moved to offer the position of Highway Department Foreman to Mathew Waite at $15.62 per hour.  Selectman Hartman seconded the motion.  Chairman Cook said that this is an internal promotion that carries six month probation.  All were in favor, the motion passed.  

11. National Incident Management System (NIMS)

Ed Mical is in the process of entering information in a national database for the Town.  Before the next meeting Mr. Mical will have information pertaining to the NIMS training requirements.  

12. Selectmen’s Business

Selectman Hartman informed the Board that the Highway Safety Committee will be meeting on October 1, 2008 .  

13. Non Public RSA 91A:3 II (a) Compensation

Selectman Karrick moved at 7:43 p.m. to go into non public session per RSA 91-A:3 II (a).  Selectman Hartman seconded the motion.  Roll call vote: Selectman Karrick; Aye, Selectman Hartman; Aye, Chairman Cook; Aye.    

The Selectmen continued discussing an employee’s request; the Board compared wages within one of the Town departments and discussed whether or not any further changes are warranted at this time.  

Selectman Karrick moved to come out of non public session at 8:13 p.m.   Selectman Hartman seconded the motion.  Roll call vote: Selectman Karrick; Aye, Selectman Hartman; Aye, Chairman Cook; Aye.  

14. Motion to adjourn

Selectman Hartman moved to adjourn.  Selectman Karrick seconded, all were in favor, the motion passed.

Board of Selectmen  

Richard A. Cook – Chairman
David E. Hartman
|David Karrick Jr.  

Respectfully submitted,

Mary Whalen

Recording Secretary