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Selectmen’s Meeting August 13, 2007

APPROVED

MINUTES

Present: Selectmen: Chairman Susan Weeks, William Stockman, Daniel Duffy, Town Administrator Jeanie Forrester

I. CALL TO ORDER: Chairman Weeks called the meeting to order at 9:00 a.m.

II. REVIEW/APPROVE MINUTES: The Selectmen reviewed the minutes of the August 6 Selectmen’s Meeting. Selectman Stockman made a motion to approve the minutes of August 6, 2007 as corrected. Chairman Weeks seconded. Motion carried unanimously. The Selectmen reviewed the work session minutes of August 6, 2007. Chairman Weeks made a motion to approve the work session minutes. Selectman Stockman seconded. Motion carried unanimously. Chairman Weeks requested that the minutes of the non-public meeting of August 6 be reviewed/approved in non-public.

III. DEPARTMENT UPDATE: Code Enforcement Officer Jack Parsons reported that 64 permits were issued, which was lower than last year at this time. There were 24 Certificate of Occupancy permits issued, an increase as compared to last year. Parsons reported that the state is having issues with wood-fired boilers and changes may be coming. Parsons also reported that there have been junk cars that have not been removed yet and he will consult the Town Attorney on how to get the vehicles removed.

III. TOWN ADMINISTRATOR/ADMINISTRATIVE ASSISTANT: 1. Selectmen received their updated pending list and calendar. 2. Forrester reported that she had updated the Volunteer Committee List per Selectman Duffy’s request, adding a Building Committee, and will forward same to the Selectmen. 3. The Selectmen are on the Parks & Recreation Commission’s agenda for August 13 to discuss the Beach Monitor and swim program as well as to discuss uses for the Gould property. 4. A meeting has been set with the new library trustee and the Selectmen. It will be at the August 20 meeting…Cathy Pounder will follow-up with Carolyn Sundquist to confirm the time of the meeting. 5. Lloyd Wood has asked that the Budget Committee meeting be delayed to September. 6. Forrester spoke with HEB Engineering at the Selectmen’s request, and they have agreed to absorb the entire cost of repairs at the Transfer Station. 7. Forrester and Pounder attended a financial integrity workshop and Forrester reported that it was very useful. In the future, Selectmen will be held accountable for the financial integrity and health of the community…there will be more oversight of municipalities at a Federal level. Forrester stated that the workshop reaffirmed what the Selectmen and Town Treasurer Widmer are in the process of instituting, which is more internal controls and separation of duties. 8. The Selectmen received a draft press release on the public forum for review and approval. 9. The Selectmen also received a draft of the survey card and cover letter for the survey relative to public safety facilities in Tuftonboro.

Cathy Pounder gave a report of activities of the past week. 1. Reiterated that Lloyd Wood had asked for the Budget Committee meeting to be postponed to September. 2. Gave a status on the MS-1 noting that before the MS-1 can be completed, information is needed from the utilities and Cathy will follow-up. 3. There was an inquiry regarding Cow Island residents being able to purchase back land. Chairman Weeks noted that in the past the Town only granted easements for septic. 4. Pounder presented the Munismart proposal for adding software with a total one-time cost of $1,080 plus and annual maintenance fee of $200. Chairman Weeks asked Cathy to confirm costs with Munismart. Cathy will also check to see what other payments the Town is making to Munismart. 5. Treasurer Widmer recommended letting the Certificate of Deposit roll over and be held for another 8 months. 6. A Tuftonboro couple asked to purchase three cemetery lots and Cathy initiated the sale based on information she had in the office ($200 per lot). In completing the transaction, Cathy discovered that the Trustees had increased the cost of the lots ($250 per lot). Cathy asked the Selectmen to advise on what price should be given to the couple. The Selectmen agreed the couple should receive the initial purchase price. Selectman Stockman made a motion to give the couple the old rates. The motion was seconded by Chairman Weeks. The motion carried unanimously. 7. Pounder reported that during the installation of the FireKing files, the movers damaged the rug. Heather Cubeddu is having the rug repaired by Heckman’s and the funds will initially come out of her budget. 8. Pounder submitted the memo from Heather Cubeddu regarding the Tag Sale. The sale is being managed by Jackie Rollins and Heather Cubeddu. They are placing items in the breezeway at the Town Offices for sale and this method has been successful. Chairman Weeks commented that larger items should be photographed and placed on the website for purchase. She mentioned the boat as an example. Mary Ann Murray from Parks & Recreation indicated that the commission might be interested in the boat. 9. Pounder advised the Selectmen that there are some issues with the Town House and she wanted to know who is responsible. The other night half the lights did not work, the floor was dirty, the windows were left open. In addition, the only key that Cathy has does not work. Chairman Weeks advised to get the building rekeyed. It was also agreed that there would be a sign-out sheet so that keys could be tracked. Additionally, Dolly will be asked to clean on as need basis. 10. Pounder reported that she was able to get a credit from Staples for $175 because of a bad cable. 11. Jackie Rollins ordered a desk for her office at a cost of $859. Although she did not get approval from the Selectmen, she stated that it should be paid from the Selectmen’s budget. Chairman Weeks noted that the Selectmen did agree to get her the necessary furniture for her office. Pounder stated that Jackie Rollins also mentioned that she plans to purchase an additional computer for her office. The Selectmen advised that the purchase will come from the Tax Collector’s budget, noting that tax collector software will be loaded on three computers (Jackie Rollins, Ann Chapel, and Heather Cubeddu). 12. Pounder noted that the Town had received a $100 fine from the State due to non-reporting of an injury. Pounder also advised that she expects at least two additional fines for two additional injuries that were not reported. Department Heads must report injuries within 72 hours, civil penalties can be as high as $2500 per injury for non-reporting. 13. Chairman Weeks noted that for time management purposes, Jeanie will be responsible for the minutes of Selectmen’s meetings.

V. APPOINTMENTS: Mary Ann Murray from the Parks & Recreation Commission submitted the 2007 Summer Swimming Report. Highlights are as follows: 1. There were 114 youth enrolled in the swimming program this year. 2. Although Ms. Murray is certified as an instructor, she did not get a chance to do training this year, so had to make some adjustments. She recommended hiring a couple more instructors next year. 3. Equipment has been purchased for the Beach Monitor Program and Ms. Murray showed the Selectmen the equipment. There was a brief discussion about the pros and cons of life guards and beach monitors which included a discussion about insurance and liability issues. 4. Ms. Murray advised that she had spoken with Chief Shagoury about the alcohol consumption problem at 19 Mile Bay. Per the Chief, he has no authority unless he sees consumption. 5. Chairman Weeks asked if the sign had been moved per a previous discussion. It had not. 6. Selectman Stockman asked about whether open flames were being prohibited at the park. Murray explained that she had spoken with Chief Thompson and that self-contained grills are acceptable. 7. Chairman Weeks asked Ms. Murray to talk with Cathy Pounder to set up a meeting with the Road Agent about getting the sign moved and possibly getting more signs placed along the fence. 8. Ms. Murray discussed having some swim lessons at Melvin Beach next year. Chairman Weeks noted that the State had closed the beach due to high bacteria count, but had retested about a week later and everything was normal…commented that it seemed to happen every year. 9. Ms. Murray suggested getting a paid monitor or life guard to clean and maintain the beach area. Chairman Weeks suggested that Parks & Recreation consider putting it in the next budget. The Selectmen thanked Ms. Murray for all her efforts.

Mike Phelps attended the Selectmen’s meeting to speak about the August 2^nd, 2007 letter from the NH DES. He advised that the Conservation Commission plans to appeal the decision. After some discussion, it was suggested that the Conservation Commission wait to get the decision before starting an appeal process. Selectman Duffy pointed out that the Conservation Commission was independent and didn’t need the Selectmen’s approval. The Conservation Commission is concerned because the NH DES does not intend to do an environmental impact study on the brook, wetlands, or aquifer. Chairman Weeks suggested sending another letter noting the concerns about the lack of an environmental impact study.

Chairman Weeks noted the letter from the NH DOT granting a driveway permit to Tuftonboro. She asked the Administrator to contact NH DOT and point out the error.

Chairman Weeks reported that she and Selectman Duffy met with Lyle Cheney and Steve Hunter to look at the drainage concerns noted by Mr. Cheney. As noted by both Selectman Duffy and Chairman Weeks, there is no simple solution to the problem. After some discussion, it was agreed to let the Road Agent continue making repairs to try to address the issue, as an engineering study would be costly given the size of the affected area. A letter will be drafted to let Mr. Cheney know the Selectmen’s course of action.

Chairman Weeks stated that she wanted to discuss a comment that was made by Jackie Rollins at a previous Selectmen’s meeting. Jackie had stated that there was a hidden agenda with the office move…that the agenda was to make the tax collector and town clerk one position. Chairman Weeks asked Selectman Stockman if he had ever had discussions on this topic with Weeks or anyone else. Selectman Stockman replied in the negative. Chairman Weeks asked Selectman Duffy the same question, to which his reply was in the negative. Chairman Weeks never considered combining the two positions. The only purpose of the office move was to put the Assessing function (which is a Selectmen’s function) with the Selectmen’s administrative function.

VI. SIGNATURE: Land Use Change for Sandra Eaton;

The Selectmen went into a Public Hearing at approximately 10:35 a.m. to formally accept FEMA funds in the amount of $53,768.72. After asking for and hearing no comments from the public, Chairman Weeks made a motion to accept the FEMA funds. The motion was seconded by Selectman Stockman. The motion carried unanimously.

Land Use Change for James & Jane Webster; Land Use Change for Parsons; Right of Burial for Donovan’s. From previous discussion, Chairman Weeks made a motion to sign the right of burial for the Donovan’s for $760, Selectman Stockman seconded. The motion carried unanimously. Chairman Weeks noted that the document needs to be notarized and the Cemetery Trustees also need to sign the document.

VII. NEW BUSINESS: Selectmen received the following correspondence: 1. An email from B.C. Underwood LLC regarding denial of a tax abatement stating that the property is unbuildable. 2. A letter from Jon Hanson regarding the Hayes property stating that the recommendations by MRI were incorrect because there is an easement. 3. A Pre-Disaster Mitigation Competitive Grant Program notification from the NH DOS. Administrator Forrester will investigate this to see if Tuftonboro qualifies. 4. A letter from the Moultonborough Selectmen regarding the Registries of Deeds going on-line and asking what the Selectmen’s opinion is about this. Chairman Weeks noted she was on the fence, Selectman Stockman was against, and Selectman Duffy was in favor. The Town Administrator will draft a letter (due date September 15) for the Selectmen advising that they don’t have consensus on the issue. 5. Healthy Kids letter asking for a contribution.

VIII. OLD BUSINESS: 1. The Selectmen reviewed the survey card and cover letter changes made by the Town Administrator based on their input at last week’s session. Selectman Duffy noted that he did not want to spend the money to send out the survey. He stated that the public had made their thoughts known at Town Meeting. After a brief discussion about the survey card and letter, it was agreed that Selectman Stockman would speak with the Tuftonboro Association to see if a mailing could be coordinated with their next newsletter issue. Chairman Weeks will check on bulk rate mailing costs. The Administrator will also speak to Jeff Taylor about the outline/agenda for the public forum scheduled for August 25. 2. After a brief review of the Letoile abatement, the Selectmen agreed to support the recommendations of MRI and deny the abatement. Selectman Stockman made a motion to support the recommendations of MRI. The motion was seconded by Chairman Weeks. The motion carried unanimously.

IX CORRESPONDENCE: 1.DRA Mini-Course on Exemptions. Selectman Stockman will attend the October 17 course but would like more information. Administrator Forrester will get more details on this course. 2. Parks & Recreation Commission Minutes and Agenda. 3. HEB – Bond Reduction Request – Zadeda Farms. Selectman Stockman made a motion to accept the Bond Reduction Request, The motion was seconded by Selectman Duffy. The motion carried unanimously.

OTHER BUSINESS: Selectmen Duffy stated that he has been getting a lot of phone calls and complaints about speeding vehicles in Melvin Village. He would like the Police Department to provide coverage between 6 a.m. and 8 a.m. and around 4 p.m. He stated that the Chief needed to get out of his office and start patrolling. Neil Hanson suggested that tickets be issued, not warnings, so that people take the speeding issue seriously. After some discussion, it was agreed that Selectman Duffy would speak to Chief Shagoury directly.

X. PUBLIC MEETING:

XI: NON-PUBLIC MEETING: Selectman Stockman made a motion to move into non-public session at 11:34 a.m. per RSA 91-A:3, II(c) and (e). The motion was seconded by Chairman Weeks. The motion carried unanimously with voting as follows: Chairman Weeks – yes, Selectman Stockman – yes, Selectman Duffy – yes.

The Selectmen moved out of non-public session at approximately 12:45 p.m. Selectman Stockman made a motion to seal the minutes indefinitely due to legal issues and reputation. The motion was seconded by Selectman Duffy. The motion carried unanimously.

XII: ADJOURNMENT: The meeting adjourned at 12:46 p.m.

Respectfully submitted,

Jeanie Forrester

Town Administrator