TOWN OF CHARLESTOWN
SELECTBOARD MEETING
NOVEMBER 16, 2005
Selectboard Present: Brenda Ferland, Jon LeClair, Steven Neill
Staff Present: David Edkins, Administrative Assistant
Keith Weed, Highway Superintendent
David Duquette, Water and Sewer Superintendent
Edward Smith, Police Chief
Debra Clark, Town Clerk
Regina Borden, Recording Secretary
CALL TO ORDER & PLEDGE OF ALLEGIANCE: Chairperson Brenda Ferland called the meeting of the Selectboard to order at 7:00 P.M. and the Pledge of Allegiance was recited.
MINUTES OF PREVIOUS MEETING(S):
Steve Neill moved to approve the Minutes of the Non-Public Selectboard meeting (second session) of November 2, 2005, as printed. Jon LeClair seconded the motion. With all in favor, the motion carried.
Steve Neill moved to approve the Minutes of the Non-Public Selectboard meeting (first session) of November 2, 2005, as printed. Jon LeClair seconded the motion. With all in favor, the motion carried.
Steve Neill moved to approve the Minutes of the regular Selectboard meeting of November 2, 2005, as printed. Jon LeClair seconded the motion. With all in favor, the motion carried.
DEPARTMENT HEAD REPORTS:
Water and Sewer Departments: Dave Duquette reported that the departments are doing normal operations. The Michael Avenue Pump Station was tested yesterday and will be starting up on December 1st. Repairs to the fire hydrant on Depot Street went very well; the water was shut-off for about three hours. There was a water main break on the upper section of the Old Claremont Road near the tennis courts. The State did an inspection last Tuesday at the treatment facility and it went very well; we received high marks. The Wetlands Permit is finished for repairs at the Clay Brook well. He met with Mr. and Mrs. Come, on Summit Hill, and explained the project for the Gear Hill Pump Station. Mr. Duquette went to Asetec on Monday for some front-end work on the 2001 “F150”. He has been working on the budgets. One item that should be put into the Ten Year Schedule was the North Charlestown dam as it needs to be breached. The dam inspections done this month look good; everything is
holding. Everything else is running smoothly.
Town Clerk: Debra Clark wanted to have an answer on the bid to do work in her office. Mrs. Clark said the light fixtures are in Matt Blanc’s standard contract; it has nothing to do with this office. She wants a kick pad rather than the wood baseboard along the bottom and Mr. Blanc is aware of this change even though it is still in the contract. Steve Neill just wanted to be sure that Matt Blanc would remain within the bid amount. Brenda Ferland does not have a problem with moving forward with Mr. Blanc’s bid and signed the bid document. Mrs. Clark said there would be some extra money in this account but it will be needed for paint, etc.
Mrs. Clark would like a taped message on the new phone system while people are on-hold. It would be beneficial for all the departments. Dave Edkins is not sure the Town’s phone system has that capability but will ask Pat Royce to look into it. Brenda Ferland asked if there would be an extra cost.
Jon LeClair would like to see an intercom system put in between the two buildings. Mrs. Clark will check on the set-up and cost.
Mrs. Clark reviewed her list of Fire Wardens; five people issue Fire Permits. Ed Blanc, Fire Warden, and James Berquist, Deputy Fire Warden, were recently added to the list to replace retirees.
Silsby Library: Kate Brenton said since her last visit with the Selectboard, the plastering of the ceilings and the painting is all done. The Library is planning to have an Open House sometime in February when everything is completed. They were happy that the semi-trailer was removed and thank everyone for that; it changed ownership while on our premises. One concern is the window that is being repaired. The covering has gaps so they are hopeful that the window will come back soon especially with the cold weather. Dave Edkins will make a phone call to Green Mountain Glass and he will ask Sandy Perron to make one also; unfortunately there was no time frame specified in the contract.
Highway Department: Keith Weed reported that they have been patching potholes when the weather allows them to do so; they will probably have to stop next week when the plant closes. The shoulders on the Unity Stage Road, Acworth Road, South Hemlock and North Hemlock Roads have been done. They are working on winter equipment; the plows and wings are all set to go. He met with FEMA yesterday (one representative from FEMA and one from the State); they will be back next week to do a tour of all flood damage sites. They left a checklist on protocol. Keith Weed explained the process that will be followed. Warren Stevens is working on the pipe size justification for Scotts Drive; that will be available tomorrow and he has the paperwork for that project. The existing culvert
on Pecor Road is under-sized but FEMA will not help with replacement.
Steve Neill stepped off the Selectboard for the Scotts Drive bid. The question was does the necessary water main relocation come out of the Water budget or the Highway budget? It was determined that this is a Highway project. Brenda Ferland signed the bid contract with Norm Beaudry for $99,500. Steve Neill returned to his seat as a member of the Selectboard.
Keith Weed called Daniels Construction and the Department of Transportation regarding the Fling Road Bridge. They talked about just changing the pipe. Some additional calculations will be needed. The engineer that was supposed to provide the revised calculations has not been responsive. It was noted that the rains of October 8th and 9th didn’t go over the road. They will take another look at it. Steve Neill noted that Church Street needs a lot of attention in terms of potholes. Dave Edkins said St. Luke’s Church had some water in the basement and had some work done around the foundation. They questioned if the Town had changed the drainage pattern but the Town did not. Dave Edkins asked Keith Weed and Dave Duquette to keep an eye on that area when
it rains.
Police Department: Police Chief Ed Smith reported that the Town had their third fatal accident of the year. There was no fault on the road condition. There will be an budget overrun in the overtime line but with these types of accidents you only have one chance to do it right. Aaron Reichert finished up the SWAT training. Aaron Reichert and Chief Smith attended a seminar through Primex. Chief Smith received an estimate on a new cruiser in the amount of $16,999. He worked with Pat Royce on some budget numbers. Nickerson Electric will prepare some numbers on installation of the Caterpillar generator.
Transfer Station: Keith Weed advised that the items that came out of this building are still at the Transfer Station and are in the way. There was a consensus of the Selectboard to give away what the other departments cannot use. Dave Edkins will ask the Historical Society if they want the display case.
PUBLIC COMMENT:
Town Clerk: Debra Clark advised that someone tripped on the stair with a broken tread in the Municipal Building. It needs to be looked at because we were lucky that the woman did not fall down but somebody could get hurt on it if it is not fixed soon.
Debra Clark said the picture still in the former Selectboard’s Office needs to be taken to the Library so she can continue painting. Dave Edkins will see that it is moved.
SELECTBOARD COMMENT:
Lovers Lane Road: Following a request from Brenda Ferland, Keith Weed advised that the street signs for Lower Lovers Lane came in yesterday.
OLD BUSINESS:
Personnel Policy – Holidays: As agreed upon at a previous meeting, Dave Edkins submitted the change in the Personnel Policy to take one of the floating holidays and change it to the employee’s birthday to be taken within two weeks of the date.
Steve Neill moved to adopt the revised Personnel Policy Holiday change as presented. Jon LeClair seconded the motion. With all in favor, the motion carried.
FMRSD Budget Committee Letter: A letter was received from Robert Beaudry, Chairman of the Fall Mountain Region School District Finance Committee, asking for some input from the Selectboard. There was a consensus to invite Mr. Beaudry and one other representative from the committee to attend the next Selectboard meeting on December 7th. Copies of the letter will be provided to the Selectboard.
Mileage Rate: The Internal Revenue Service increased their mileage reimbursement rate to $.485/mile between September 1st and December 31st, 2005. The Town currently pays $.375/mile.
Jon LeClair moved to increase the Town’s mileage rate from $.375 to $.40/mile from now until the end of the year. This will be reset after the government sets their rate. Steve Neill seconded the motion. With all in favor, the motion carried.
FINANCIAL ADMINISTRATION – Payroll, Purchase Orders, Vouchers, Warrants, Abatements, Etc.: The Selectboard approved and signed the check vouchers.
Purchase Orders: The Selectboard approved and signed the following Purchase Orders: 1) Highway - Tenco New England, Inc. $915.14; 2) Highway – St. Pierre, Inc. $4,330.00 for rented equipment (to be reimbursed by FEMA); 3) Highway – Ferguson Water Works $18,266.84; 4) Highway - Five Eagles Design LLC $1,000 for Scotts Drive; 5) Highway – Charlestown Cornerstone $8,875.02 for rental equipment; and 6) Springfield Paving – proposal for the East Street sidewalk rehab at $8,200 (locked-in for next year).
A purchase order for the Recreation Department from Rick’s Electric in the amount of $302.00 was not approved pending receipt of additional information. The purchase order for the Highway Department from Smith and Allen for paving in the amount of $24,640.00 was not approved as the back-up information needs clarification.
The Selectboard agreed to have Brenda Ferland sign the Agreement between the Town of Charlestown and the Local Government Center Health Trust as the Town’s health insurance provider for next year.
Intent to Cut: A Notice of Intent to Cut on Meany Road was approved and signed.
Town Hall: The Selectboard approved a request for Michael Tenney to hold a birthday party in the old Town Hall.
Charlestown Investment Policy and the Return Check Policy: The Selectboard approved and signed both the Charlestown Investment Policy and the Return Check Policy.
Abatements: The Selectboard approved and signed two Property Tax Abatements: 1) Kenneth Rahne in the amount of $48.15; and 2) Mr. Colburn for an Elderly Exemption in the amount of $732.25.
APPOINTMENTS, PERMITS, LICENSES, & RESOLUTIONS:
There were no Appointments, Permits, Licenses or Resolutions at this meeting.
CORRESPONDENCE:
Recreation Department: A memo was received that Alisha Paskerta will be the new Interim Recreation Director and Craig Fairbanks is still the Assistant Recreation Director.
Highway Advisory Board: At the bi-weekly meeting of the Highway Advisory Board they voted to support the bid award for Scotts Drive to Norm & Mike Construction Company as they followed the specifications.
Anonymous Letter: The Selectboard received an anonymous letter that was very vague and difficult to understanding regarding a vacant building on Main Street in Charlestown.
ADMINISTRATIVE ASSISTANT’S REPORT:
Town Meeting: Dave Edkins advised that the Town Meeting Deliberative Session date, by law, should be set, between February 4th and February 11th, 2006. The school meeting is Thursday, February 9th.
Jon LeClair moved to hold the Town Meeting Deliberative Session on Wednesday, February 8th, 2006, at 7:00 P.M. Steve Neill seconded the motion. With all in favor, the motion carried.
COMMITTEE REPORTS:
Conservation Commission – Steve Neill: There will not be a meeting until next Monday night.
CEDA – Steve Neill: CEDA met last night and it was a 3+/hour meeting. They are still talking about the marketing of the Gristmill property.
Solid Waste Committee – Jon LeClair: There was a Solid Waste Committee meeting last Wednesday. They reviewed the budget and talked about equipment. They anticipate putting in a Warrant Article for a baler. There will be another meeting next Wednesday at 4:30 PM.
Ambulance Department – Jon LeClair: There have not been any Ambulance Department meetings since the last report.
Heritage Commission – Brenda Ferland: The Heritage Commission has not met this month.
Planning Board – Brenda Ferland: The Planning Board met last night and took the following action: 1) the Tanning Salon on East Street for Caren Lee and Thomas Bowman was approved as well as their Sign Permit. 2) A gentleman came in for a consultation on a proposed Disc Golf course on Grouse Road off the Old Acworth State Road, a Class VI road. He is expected to return to the next Planning Board meeting.
NON-PUBLIC SESSION (if necessary) – RSA 91-A:3 II:
Jon LeClair moved to enter into a Non-public session pursuant to RSA 91-A:3 II (a) Personnel. Steve Neill seconded the motion and, on a roll call with all in favor, the motion carried. The time was 8:25 P.M.
Respectfully submitted,
Regina Borden, Recording Secretary Approved,
Brenda L. Ferland, Chair Jon B. LeClair Steven A. Neill
(Note: These are unapproved Minutes. Corrections, if necessary, may be found in the Minutes of the December 7th, 2005, Selectboard meeting.)
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