TOWN OF TUFTONBORO

PO BOX 98, 240 MIDDLE ROAD

CENTER TUFTONBORO, NH  03816

Telephone (603) 569-4539

Fax (603) 569-4328

 

Selectmen’s Meeting                                                                                                        March 3, 2008

Minutes

 

Approved as corrected 3.10.2008

Present: Chairman Susan Weeks, Selectman Bill Stockman, Selectman Dan Duffy (arrived at 3:55pm), Town Administrator Bill McChesney, Chief Andrew Shagoury, Cathy Pounder, Marion Morgan

 

I.         CALL TO ORDER:  Chairman Weeks called the meeting to order 3:30pm.

 

II.                REVIEW / APPROVAL MINUTES:  February 25, 2008

 

February 25, 2008 Selectmen’s Work Session: The Selectmen reviewed the minutes of the February 25, 2008 Work Session.  Selectman Stockman made a motion to approve the minutes; Chairman Weeks seconded the motion; the vote was unanimous.

 

February 25, 2008 Selectmen’s Meeting: The Selectmen reviewed the minutes of the February 25, 2008 Selectmen’s Meeting.  Selectman Stockman made a motion to approve the minutes as corrected; Chairman Weeks seconded the motion; the vote was unanimous.

 

February 25, 2008 Non-Public Meeting: The Selectmen reviewed the minutes of the February 25, 2008 Non-Public Meeting.  Selectman Stockman made a motion to approve the minutes as corrected; Chairman Weeks seconded the motion; the vote was unanimous.

 

III.       DEPARTMENT UPDATES:

Police Department: Chief Andrew Shagoury reported to the Selectmen that the candidate being considered for the vacant officer position has accepted a position with the Marine Patrol.  The next person on the list of applicants for the vacant position is currently undergoing the required background checks.  The Chief noted that the current candidate is certified and will not have to attend the Police Academy, which will effectively reduce the time needed to prepare the officer to work independently once acclimated to the Town.

 

The Chief noted that Sgt. Hathcock spent quite a lot of time on background checks for prospective officers. Chief Shagoury will be conducting the background checks on the current officer candidate.

 

Chief Shagoury reported that Traffic Accidents are up from last year (Jan/Feb 2008-15 accidents; Jan/Feb 2007- 7 accidents).  Activity for Car Stops is down likely due to the frost heaves acting like speed bumps.

 

The Chief reported that the paperwork is in and approved by the Highway Safety Committee for the grants (Radar Trailer and the Tire Deflation Devices).  The process for obtaining the equipment will proceed pending approval at Town Meeting.

 

Chairman Weeks noted that the question of whether to purchase a new police cruiser or replace an existing cruiser will be raised if the fourth office is not hired.  A discussion followed concerning the importance of maintaining the vehicle replacement program, as well as to take advantage of the contract price for the proposed replacement vehicle, noting that the price will likely increase on future models.   

 

 

IV.       TOWN ADMINISTRATOR/ADMINISTRATIVE OFFICE REPORT:

Town Administrator Bill McChesney and the Selectmen discussed several items on the updated Selectmen’s Pending Items list.  The items discussed are as follows:

ó     The Dearborn Property: The Selectmen directed Bill McChesney to work with Chief Thompson in obtaining 2 additional bids for the asbestos removal.  There is currently one bid of $2500 to remove the asbestos.  Chairman Weeks noted that the cost should be in the budget under Government Buildings, but there is no line item for this and it will need to be plugged in when the bids are in and the cost is determined.    A member of the public remarked about the high cost and asked for clarification of the scope of the asbestos removal. Selectman Stockman confirmed that the scope is to remove less than a square, approximately 80 feet, of shingle where the roof had been patched.

ó     Personnel File System: Bill McChesney explained to the Selectmen that the Personnel Filing Cabinet is secure and can be locked.

ó     Landfill Monitoring Permit: Due to expire in 2008. Bill McChesney is in communication with the DES about the process to renew the permit.  Chairman Weeks suggested that Bill contact Tom Sweeney from the engineering firm previously involved in conducting the testing and preparing the permit.  Bill noted that he can prepare the data himself and save the Town the fees of an engineering consulting firm.  

ó     High Street Culvert: Bill reported that he talked with the LGC attorney.  She advised Bill to send a certified/return receipt letters to the property owners, and to provide that information to the DOT telling them that the Town is having trouble contacting the landowners.  

ó     Lang Pond: Correspondence from HEB was faxed to the DOT. 

 

Lastly, Bill McChesney provided the Selectmen with preliminary data on his Transfer Station study.  He noted that he is still working on obtaining comparables from other towns. Chairman Weeks suggested changing “Days Open” to “Total Hours”.  The Selectmen were pleased with the data and the direction of his study.

 

Administrative Assistant Cathy Pounder reported the following items to the Selectmen:

1. Scott Marsh of MRI will be in the office on Tuesday, March 4 to review properties on Ledge Hill Road concerning view taxes, and to review current abatements and prepare for April 1st.  Chairman Weeks expressed concern that property owners on Ledge Hill Road were promised a review in 2006 to address the inconsistencies of view taxes on those properties, but the review was never done.   Weeks also asked Cathy to have Scott Marsh look into the recent letter from Loren Martin of Avitar addressing the Ridge, Eldridge, and Barton BTLA’s.

 

2. Cathy Pounder asked the Selectmen if one of them might be interested in attending the NH State Statures Course Part 1, June 2-5, with Marion Morgan.  Selectman Stockman is unable to attend; Selectman Duffy was unavailable to ask; Bill McChesney plans to attend.

 

3. Cathy reported that she forwarded an employment application from Robert Edwards to Steve Hunter, Road Agent. 

 

4. Regarding the Town Reports, Cathy talked with Independent Color at 3:00pm today.  They told her that the Reports would be ready late Wednesday, March 5, as they are printed but still needed trimming, folding, and stitching.  Chairman Weeks noted that the Reports are needed by tomorrow (Tuesday, March 4), and asked Cathy to look into picking up a few ahead of time to post in various public locations. 

 

5. A letter from Ken Swain is in the Selectmen’s packets for review.

 

6. Cathy provided the Selectmen with a copy of the Library’s Emergency Closing Procedures.  The procedures address emergency closings due to mechanical failures in the building or extreme weather conditions, as well as notification procedures.  Chairman Weeks asked Bill McChesney to develop Emergency Closing Procedures for the Town Office. 

 

7. Cathy reported that Steve Hunter had inquired into the procedure for requesting additional Highway Department funds.  Chairman Weeks recommended that Steve talk with the Selectmen at their meeting on March 10.

 

8. Cathy reported that Selectman Duffy notified her that he was chosen for Jury Duty and would likely not be in attendance at today’s meeting.  At approximately 3:55pm, as Cathy was reporting on Selectman Duffy’s behalf, he arrived at the meeting.  Duffy noted that he gave the letters from the Mirror Lake Association to Joe Kenney.  Duffy added that he spoke with Virginia Heard of the Environmental Study Committee in Concord.  The Environmental Study Committee is advocating giving towns more authority over issues currently managed by the DES.   

 

V.        APPOINTMENTS:   

                       

VI.       SIGNATURE:

1.      Personnel Plan Acknowledgements: Marion Morgan and Bill McChesney.  Selectman Stockman made a motion to sign the both documents; Selectman Duffy seconded the motion; the vote was unanimous.

2.      Application for Bill McChesney to attend the State Statutes Course Part 1: Selectman Stockman made a       motion to authorize payment for the course; Chairman Weeks seconded the motion; the vote was unanimous.

3.      Timber Tax Levy: William B. Ela, 55-3-8; Patricia H. Cookson, 16-1-4. Selectman Stockman made a motion to sign the Levy; Chairman Weeks seconded the motion; the vote was unanimous.             

 

VII.       NEW BUSINESS:

1. Mirror Lake Association – Letter to Chairman Murray and the Board of Selectmen - Cyanobacteria in Mirror Lake, Copy of Letter to Jody Connor, Director of Limnology Center – NH DES

 

VIII.    CONTINUED BUSINESS:

1.      NH DOT – Lang Pond Road culvert replacement project regarding the requirement of a hydrolic study. Chairman Weeks asked Bill McChesney to follow up with HEB to determine if a hydrolic study was part of their original package. 

2.      Public Safety Facilities Committee: The Selectmen reported on the results of their contacts with the 9 people selected at the February 25th Selectmen’s meeting.  Of the 9 people, the following six are willing to serve on the Committee: Dave Eaton, Guy Pike, Fenton Varney, Lew Lawton, John Lapolla, and Betsy Frago.  Following a discussion, the Selectmen decided to contact Nat Crane, Tom Young, and Richard Knapp to ask if they are willing to serve on the Committee.  The Committee appointment process will resume at the March 10th Selectmen’s Meeting.

 

IX.       CORRESPONDENCE:

1. NHRS Medical Subsidy Program

 

2. Primex - DOT Substance Abuse Program.  Supervisors of Commercial Drivers Licenses (CDL)

   holders are required to receive training in the recognition of substance abuse symptoms.  Bill McChesney will

   follow up with the Town’s supervisors whose staff are required to hold a CDL.

 

3. Garreth Chehames – Update on BTLA Docket # 21591-05PT

 

4. DRA – Adding an Account to Track Prior Years Commitments and Contracts

 

5. DRA Mini – Courses Available “Earth Excavations” & “Exemptions and Credits A to Z”.  Selectman Duffy

is interested in attending one of the sessions.

 

6. Coalition Communities – Editorials in Support of Constitutional Amendment for Educational Funding.    

Chairman Weeks stressed the importance of getting in touch with your State Representatives urging them to

vote for the Constitutional Amendment in order to control your taxes.

 

7. Lakes Region Planning Commission – Lakes Region Transportation Plan of 2008

 

8. NH DOT – 2008 Proposed Resurfacing Program – NH RT 171

 

9. GWRSB Meeting Agenda 3/3/08 at 7pm

 

10. ZBA Notice of Decision 2/20/08: John Goggin, 5 Valley Road; Appeal for variance denied.

 

11. Parks and Recreation Commission Meeting Minutes of 1/28/08 and Agenda for 3/3/08. Chairman Weeks

asked that a hard copy of minutes from the various committees and boards be included in the Selectmen’s

Correspondence.

 

12. Memo - Time Warner Complaint. Ann Rogers called to complain of poor service and lack of hi-speed

broadband internet availability. The Selectmen noted that Time Warner is our only choice until their 10-year

contract is up for renewal, at such time competing cable companies will have an opportunity to bid. 

 

13. Memo- Roger Drowne’s additional comments pertaining to Ledge Hill Road properties affected by the

activities at the Williams’ property.

 

14. Email from Dan Barnard regarding questions on Warrant Articles 25, 26, & 27.

 

15. A letter from the Chairman of the Library Trustees responding to a citizen’s complaint about use of the

Library for political gatherings.  The letter stated that the Library’s Meeting Room is available to groups or

organizations for civic, cultural, recreational, and educational purposes. Chairman Weeks questioned whether

private political campaigns fall under the allowable purposes.  The letter asked for the identity of the citizen

who filed the complaint with the Selectmen, to which Chairman Weeks responded that the person’s identity

should remain anonymous. Weeks also questioned whether it was appropriate for Carolyn Sundquist to

participate in the Trustee’s decision since it is her campaign usage of the Library that is being challenged.  

 

X.                 PUBLIC MEETING:

 

XI.              NON-PUBLIC PER RSA 91-A: 3, II (a):

  1. At approximately 4:50pm, Chairman Weeks made a motion to go into non-public session per RSA 91-A: 3, II (a).  Selectman Stockman seconded the motion.  The vote: Weeks – yes; Stockman – yes; Duffy – yes.
  2. At 5:10pm, Chairman Weeks made a motion to return to public session.  Selectman Stockman seconded the motion; the vote was unanimous.

                       

 

 

XII.           ADJOURNMENT:

At 5:10pm, Chairman Weeks made a motion to adjourn the Selectmen’s Meeting.  Selectman Stockman seconded the motion; the vote was unanimous.

 

Respectfully submitted,

 

Marion Morgan

Administrative Secretary