Meeting opened at 8:05 a.m.

In Attendance: Selectman David E. Hartman – Chairman

Selectman Richard A. Cook, Selectman Wayne Eigabroadt

Absent: None

Recorder: Mary Whalen

Others Present:

Laura Buono – Town Administrator, Martha Thoits, Ed Mical, Barbara Annis, Phil Lord, Paul Violette,
Allan N. Brown, Martha Mical and Brad Kelly

Planning Board Chair Barbara Annis, Vice-Chair Paul Violette along with Zoning Board Chair Martha Thoits and Vice-Chair Martha Mical met with the Selectmen to discuss the secretarial job description for Planning and Zoning. Laura understands that there were concerns with the current job description. To date there has been one application for the vacant position; Laura recommends running the position again in the newspaper. Chairman Hartman commented that currently the job description has the position supervised by the Town Administrator with in-put from the Planning and Zoning Board Chairs; clarification is needed. There was some confusion regarding the chain of command with the previous secretary. Martha Thoits added that the regulations indicate the position is supervised by the Chairs. Selectman Eigabroadt recommends changing the wording to "works under the direct supervision of the Planning and Zoning Chairs and administrative supervision by the Town Administrator". Laura added that the person who works in this position must understand that when they are working for either Planning or Zoning, the Chairman is the one that gives direction. The verbiage agreed to reads as follows: "Works under the direct supervision of the Planning and Zoning Chairmen and/or Department Head. General supervision and responsibilities lie with the Town Administrator". Martha Mical added that the old job description is more detailed specifically the part that says "maintaining the master files of the Boards yearly activities"; this should be added to the new job description. Selectman Cook recommended that the Chairs create a detailed list of their expectations for the person that will be filling the position. Martha Mical recommended maintaining flexibility within the office; for example, being able to hold public office hours and also the ability to transcribe meeting minutes at home. Laura feels that when new positions open they should be brought up to date as far as completing all the tasks within the office instead of outside the office. That way if there is a question the hours can be utilized in any way that is necessary. Planning is allotted 18 hours per week and Zoning is allotted 6 for a total of 26 hours per week. All agreed that the hours worked should be within the office; there could be flexibility for the office hours, when they are held. On occasion, with permission from the Chairs, could be allowed to complete specific tasks from home (i.e. meeting minutes). The position will be advertised until filled.

Selectman Cook explained to Barbara Annis that during the May 1 Selectmen’s meeting Selectman Eigabroadt stated that Selectman Cook had come to Barbara Annis and asked her how to get Selectman Eigabroadt off the Planning Board. Selectman Cook asked Barbara if she recalled such a discussion. Barbara answered no.

Due to the construction of the new water line between Kearsarge Mt. Road and North Road there is a 50’ to 20’ wide opening all the way to and from North Rd. and Kearsarge Rd that could be used for emergency purposes. Phil Lord continued by saying that an easement would need to be generated agreeable with the Nichols Trust. Allan N. Brown explained that this is not a road; it will be a gravel path and used for emergency use only gated at both ends. Allan does not want the Board misled into thinking that this is a road; it will not be constructed as such; the path will not be able to sustain day to day traffic. Allan recommends applying 4"-6" of gravel (2,000 yards). Phil Lord believes the property owners would be interested in allowing the Town to do this; Phil continued by saying the Town would put up the gates and maintain them. Phil believes the current contractor would be interested in applying the gravel rather than loaming and seeding. Selectman Cook asked what the current easement allows. Allan explained that the easement does allow passage anytime of the day in any manor. What is not allowed is to spur off onto private property. Ed Mical asked if the landowner has been spoken to about this plan. Phil has not spoken with the landowner yet. Phil also recommends the Town giving the gravel to the contractor who will in turn distribute it on top of the path. Phil also explained that the contractor has run into more ledge than estimated so if the contractor can recoup part of the project by graveling the path rather than loaming it; Phil thinks they would be interested. Allan feels due to the processing of the loam it will not cost anymore to put gravel down than to put loam down. It will cost the Town $8 per yard for the gravel. Chairman Hartman asked if the path would need to be maintained in the winter. Allan said that it could be made passable if there is an emergency. Currently there is no money budgeted within the Highway Department to cover this project. Chairman Hartman with agreement from the Board feels that the Town is not ready to complete such a project. Phil recommended negotiating with the contractor to use gravel instead of loam, with the option to purchase the gravel from the Town. If the contractor does not agree, the Town could address the emergency access at a later date.

Allan Brown discussed further the drainage issues that are preventing the creation of additional parking that would help support the Odd Fellows Building. A meeting with DOT still needs to be arranged along with a meeting with Tom Brennan, Superintendent of Kearsarge Regional District to explore whether or not the school is willing to participate.

Allan Brown asked the Board to consider ideas for what they want for street signs. In 2011 new Federal regulations begin; the street signs must be horizontal with height and color regulations. Allan recommends applying the new regulations with signs that need to be replaced. Allan will supply a unique sample that could be used within the center of Town and then use the standard on the outlying roads. Allan will supply a catalog.

Parks & Recreation Commission has submitted their recommended candidate. Due to a cancellation in the interview process there are two remaining candidates. Since P&R has submitted their recommendation the Board feels that an explanation should be forwarded to the two remaining candidates. Selectman Cook recommends a letter be sent explaining that in the future all selected candidates who apply will be interviewed before a recommendation is considered.

Selectman Cook received a call from Jeff Kramer who lives on East Joppa Rd. Mr. Kramer is very concerned about the driving from the participants of the logging operation located on Dummer Rd. Mr. Kramer feels that there is speeding during the morning and evening hours. Mr. Kramer and the neighbors had met and contacted the police with complaints and felt they were not getting any response. Mr. Kramer also contacted Chairman Hartman and is equally concerned about the over weight trucks traveling on the newly paved road (Iron Kettle). Mr. Kramer explained that Sergeant Leppard did respond and is the current contact at the Police Department. Selectman Eigabroadt said that he too was contacted by message, but due to the late time he did not return the call. The logging operation is causing damage to the culvert located at the intersection of Dummer and Joppa. Mr. Kramer also reported that the logging is operating 7 days a week and very long hours. Mr. Kramer feels this is a nuisance. Selectman Cook asked Laura to look into the nuisance aspect. Laura spoke with Martha Mical and asked if the Town can regulate an intent-to-cut and she said the Town cannot regulate, plus there is no ordinance in place. Laura recommended to the Board that they could establish a logging operation ordinance to be voted on in March. The logging operation is slated to be completed on June 20. Selectman Cook asked if there are current State violations on the operation. Martha Mical confirmed that DES has visited the site on at least two occasions; violations cannot be confirmed until the job is complete.

Meeting adjourned at 9:50 am. Selectman Eigabroadt informed that Board that he will be unable to attend the site visit on Denny Hill Road.

8. DENNY HILL SITE VISIT

Site-walk began at: 10:00 a.m.

Present: Selectman David E. Hartman – Chairman and Selectman Richard A. Cook

Absent: Selectman Wayne Eigabroadt

Others present: Allan N. Brown – Director of Public Works and Brad Kelly - Foreman

Location: Denny Hill Road at Pine Rock Manor   

The meeting reconvened at Denny Hill Road.  In attendance at this time were Chairman Hartman, Selectman Cook, Allan Brown and Brad Kelly.  The purpose of the meeting was to see if there is a means of fixing the drainage problem at the intersection of Pine Rock driveway with the road.  Allan has proposed a two catch basins with a connecting culvert, with an outfall culvert under Denny Hill Road having a slight realignment from the existing culvert.

There is a dual responsibility here.  The Town is responsible for the drainage under Denny Hill Road and for the ditching along the road as had existed prior to the driveway being installed.  The Pine Rock driveway culvert and the driveway itself is Pine Rock's responsibility.  Some mutual commitment between the Town and Pine Rock needs to be reached.

The Town DPW has major commitments to flood damaged areas that are probably of higher priority than this. These commitments will force the Selectmen to reexamine priorities for work to be done this year and next. In order to fix the problem without a full-blown rebuilding of Denny Hill Road at this time, it was suggested that a contract could be let for the limited work suggested in this proposal.  The work would fit into any eventual rebuilding of Denny Hill Road.

It was suggested that Rick Deschene from Pine Rock be invited back to the next Selectmen's meeting to re-discuss the situation.

Meeting adjourned at 10:45 a.m.

Board of Selectmen

David E. Hartman – Chairman
Wayne Eigabroadt
Richard A. Cook