TOWN OF CHARLESTOWN
SELECTBOARD MEETING
JANUARY 16, 2008
Selectboard Present: Steven Neill, Brenda Ferland, Jon LeClair
Staff Present: David Edkins – Administrative Assistant
Keith Weed – Highway Superintendent
David Duquette – Water and Wastewater Superintendent
Edward Smith – Police Chief
Jessica Dennis – Office Manager
Regina Borden – Recording Secretary
CALL TO ORDER & PLEDGE OF ALLEGIANCE: Steve Neill called the meeting to order at 7:00 PM. The Pledge of Allegiance was recited. Mr. Neill advised that the meeting is tape recorded and asked that anyone wishing to speak identify themselves for the record.
BRUCE CHENEY & SUSAN MERRITT – E-9-1-1 Mapping Process: Bruce Cheney is the Director of Emergency Services for the State of New Hampshire. He talked about the addressing they do for their system and the mapping. He requested that the Town to consider allowing them to come into the Town to check on addressing as they are now very rapidly changing to a wireless environment. Ten years ago there were 25,000 cellular phones in the State; today there are 700,000 cellular phones in the State and many dwelling units no longer have land-phones. In the next ten years they expect to migrate to almost all wireless phones. Land-phone numbers come into their system when they receive calls but through GPS they want to locate cellular phone calls as close to the nearest building
as possible. They may be able to use the Cartographic addressing information but would like to check on the information. There is no cost to the Town for this service and they will provide the Town with six copies of the maps for the office and emergency service providers; the maps will also be available in a digital form. They are willing to indicate the locations of fire hydrants on the maps. Susan Merritt is the Town’s representative or liaison between the State and the Town. From 1995 until a few months ago Verizon maintained the database but now the State has taken that over. This will be less expensive and there is the possibility that Verizon will be sold. They have a need for accurate data and location is critical for their service. They use latitude and longitude for the entrances to a building and driveway entrances. There are two E-9-1-1 service centers in New Hampshire – Concord and Laconia. Their screens
will show what kind of phone is calling in, name of subscriber, street address in the city/town, emergency service numbers and show a list of who the primary fire and police are for that area. It would also show pertinent miscellaneous information such as using oxygen, blind, special machine, medical trained dog, etc. The average time for them to respond and forward a call electronically is 8-to-15 seconds. Susan Merritt indicated that they would come back for updates when there is a significant amount of growth. There was a consensus of the Selectboard to support this request; Steve Neill signed the document. Mr. Cheney requested that the Selectboard contact the local newspapers when they will be working on town just to notify the residents of the fact that they are in the area to provide this service.
MINUTES OF PREVIOUS MEETING(S):
Jon LeClair moved to approve the Minutes of the regular Selectboard meeting of December 19, 2007, as printed. Brenda Ferland seconded the motion and, with all in favor, the motion was approved.
Jon LeClair moved to approve the Minutes of the Year-End Special Selectboard Workshop meeting of December 27, 2007, as printed. Brenda Ferland seconded the motion and, with all in favor, the motion was approved.
Jon LeClair moved to approve the Minutes of the regular Selectboard meeting of January 2, 2008, as printed. Brenda Ferland seconded the motion and, with all in favor, the motion was approved.
Jon LeClair moved to approve the Minutes of the Non-Public Selectboard meeting of January 2, 2008, as printed. Brenda Ferland seconded the motion and, with all in favor, the motion was approved.
DEPARTMENT HEAD REPORTS:
Water and Wastewater Departments: Dave Duquette reported that there was a water line break on the Old d Springfield Road but it turned out to be the customer’s part of the line; the department made some temporary repairs so there would be water service to the building but it was fixed a few days later by the customer’s contractor. He again contacted the physician on Elm Street because they did not yet have the backflow prevention device installed and have been in violation for some time.
He distributed copies of 2007 Water Production Report to the Selectboard and provided an explanation of the figures. Last Tuesday the Department of Environmental Services came in and went through the Wastewater Treatment Plant very thoroughly. Basically it went very well.
Ernie Chambers got his Grade I Wastewater Operator’s license; he did very well on the exam.
Dave Duquette explained the sewer line incident at the Twin Valley Estates that involved several visits by him. The park owners have to let the department know when they are doing something in the park that affects the town lines. A lot of grease and other materials were pulled out of the line. There was a consensus of the Selectboard to have Dave Duquette and Dave Edkins draft a letter to the park owners providing an overview of the incident and to advise that the town will not bill them this time but in the future they will be billed for the expenses that are incurred.
Highway Department: Keith Weed advised that they have been busy sanding and salting the roads; most of their work has been storm related. All of the snow has been picked-up. They are working on the garage addition when time permits; the roof should be done tomorrow. Materials are now being stored in it.
Transfer Station: Keith Weed reported that their outside lights are working now. There are two new dumpsters. There was discussion relative to the State inspections and repairs that need to be done. Other departments need electrical work as well. Steve Neill recommended that all the work that needs to be done be put together and sent out for a bid. This will be on the continuing agenda. Keith Weed submitted a report on the 2007 Trash and Demolition for the Selectboard’s information. The State Permit renewal containing a new, reduced schedule for groundwater monitoring was received.
PUBLIC COMMENT:
There were no comments from the public.
SELECTBOARD COMMENT:
There were no new Selectboard comments made at this meeting.
OLD BUSINESS:
GIS Information: Jessica Dennis had an inquiry about wanting GIS information from the Town. Dave Edkins advised that Cartographic Associates will release the data for $250.00 with authorization from the town. First American is hired by financial institutions to notify them as to whether or not a property is in the flood plain for insurance purposes. This is public information. There are huge discrepancies between the FEMA maps and town maps therefore the town should let companies know of these discrepancies. Dave Edkins has notified the State of these issues. Steve Neill felt there should be a disclaimer on the documents so the town will not be held liable for inaccuracies. Dave Edkins will contact First American to discuss this with them.
FINANCIAL ADMINISTRATION – Payroll Purchase Orders, Vouchers, Warrants, Abatements, Etc. The Payroll, regular Vouchers and Warrants were approved and signed.
Purchase Orders: The following Purchase Order was approved and signed by the Selectboard: 1) Recreation Department – Rick’s Electric $550.00 for closing the band-shell at Patch Park and the bathrooms at the pool.
Timber Cut Taxes: The Selectboard approved three Yield Reports for Timber Cut Taxes as follows: 1) $517.10; 2) $198.30; and 3) $1,675.44.
Calculations for the Default Budget: The Selectboard approved and signed the Calculations for the Default Budget from January 1, 2008 to December 31, 2008 in the amount of $3,711,392.00 that will be posted with the warrant and budget and sent to the State.
Community Alliance for the Year 2008: The Selectboard approved and signed the contract with the Community Alliance for the Year 2008. This is for welfare administration services.
Police Department: The Selectboard approved and signed the Annual Federal Certification for the Police Department.
Quitclaim Deed: The Selectboard approved and signed the Quit Claim Deed for the property on Connecticut Heights Road that had been taken for taxes but was repurchased by a family member of the original owner.
CORRESPONDENCE:
Van Velsor Property: The letter to Mr. and Mrs. Van Velsor regarding their property on Sullivan Street from the Selectboard and Health Officer was signed by the Selectboard. It has now been four months since the fire so they are being asked to clean up the site as soon as possible.
City of Keene: Acknowledgement was made of a letter from the City of Keene regarding their Household Hazardous Waste Collection 2008 schedule. The Selectboard had previously voted to decline participation in this program.
Upper Valley Lake Sunapee Region Planning Commission: The Selectboard had previously made a decision to decline sponsoring a Household Hazardous Waste Collection day.
NH State Department of Labor: A copy of the Department of Labor inspection reports on the municipal buildings was enclosed in the Selectboard packet. Many items are minor but need to be taken care of. Dave Duquette made the repairs for the Water and Wastewater Departments.
Legal Letter: The Selectboard acknowledged receipt of an annual letter regarding municipal legal up-dates from Attorney Waugh. Steve Neill suggested inviting him to attend one of their regular meetings.
ADMINISTRATIVE ASSISTANT’S REPORT:
Highway Sand: Dave Edkins reported that a homeowner on Nichols Lane, a private road, has been taking substantial amounts of sand in a pick-up from the Town’s pile. Keith Weed advised that a Highway Department employee told him that this is not allowed; taking small amounts in pails is allowable. The Police Department was asked to make patrols in this area.
Southern Vermont Recreation Center: Dave Edkins advised that the most recent proposal from the Recreation Department is use of the Southern Vermont Recreation Center by the Town employees. There was a consensus of the Selectboard to have the employees make arrangements through their Health Insurance Program.
COMMITTEE REPORTS:
Conservation Commission – Steve Neill: Steve Neill reported that there was a Conservation Commission meeting but it was on the night of another meeting so he was unable to attend.
CEDA – Jon LeClair: There were no meetings since his last report.
Solid Waste Committee – Jon LeClair: There have been no meetings since his last report.
Planning Board – Brenda Ferland: Brenda Ferland advised that the Planning Board granted final approval for the two-lot subdivision for Robert and Jane Beaudry. There was some discussion on priorities and recommendations on how to move forward now that the Master Plan has been adopted.
Building Study Committee – Brenda Ferland: Brenda Ferland advised that their last meeting was during the Warrant and Budget Hearing when they made their presentation.
Heritage Commission – Brenda Ferland: They have not as yet met this month.
Ambulance Department – Steve Neill: Steve Neill has not been notified of any meetings.
NON-PUBLIC SESSION – RSA 91-A:3II:
Brenda Ferland moved to enter into a Non-Public Session pursuant to RSA 91-A:3 II to discuss (c) Reputations. Jon LeClair seconded the motion, on a roll call vote with all in favor, the motion was approved. The time was 8:35 PM.
The regular meeting resumed at 9:35 PM.
WARRANT ARTICLES:
Brenda Ferland moved that the Selectboard recommend all the money Warrant Articles with the exception of Article No. 9 – A Community Resource Network’s (ACORN) programs. Jon LeClair seconded the motion and with all in favor the motion carried
Fire Truck: The Selectboard discussed paying for the fire truck by bonding $200,000 for ten years and taking the balance out of the Reserve Fund balance. Dave Edkins contacted the DRA regarding the language on the deductions. The Selectboard want a Performance Bond or an agreement, in writing, before paying the company 80% in advance.
Transfer Station: The Selectboard agreed that the Trash Disposal line item should be reduced from $95,000 to $85,000. The Building Maintenance line item should be increased by $2,000 for the safety improvements.
Cemetery Department: There was a consensus of the Selectboard to increase the Tree Line item to $8,557 thus changing the bottom line to $85,000.
Article 11: The Selectboard agreed to not take a position on this Article;
Article 12: The Selectboard agreed to not take a position on this Article;
Article 13: The Selectboard agreed to not take a position on this Article;
Article 14: The Selectboard agreed to recommend this appropriation;
Article 15: The Selectboard agreed to recommend this Article;
Article 16: The Selectboard agreed not to recommend establishing a formal budget committee.
Vote: With all in favor, the motion was approved.
Adjournment:
Brenda Ferland moved to adjourn this meeting. Jon LeClair seconded the motion and, on a roll call vote with all in favor, the motion was approved at 9:56 PM.
Respectfully submitted, Approved,
Regina Borden, Recording Secretary
Steven A. Neill, Chair Brenda L. Ferland Jon B. LeClair
(Note: These are unapproved Minutes. Corrections, if necessary, may be found in the minutes of the next Selectboard meeting.)
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