TOWN OF CHARLESTOWN
SELECTBOARD MEETING
NOVEMBER 1, 2006
Selectboard Present: Jon LeClair, Brenda Ferland, Steven Neill
Staff Present: David Edkins, Administrative Assistant
Keith Weed, Highway Superintendent
David Duquette, Water & Sewer Superintendent
Edward Smith, Police Chief
Regina Borden, Recording Secretary
CALL TO ORDER & PLEDGE OF ALLEGIANCE: Jon LeClair called the meeting to order at 7:00 P.M. The Pledge of Allegiance was recited.
MINUTES OF PREVIOUS MEETING(S):
Steve Neill moved to approve the Minutes of the regular Selectboard meeting of October 18, 2006, as printed. Brenda Ferland seconded the motion. With all in favor, the motion was approved.
Steve Neill moved to approve the Minutes of the Non-Public Selectboard meeting of October 18, 2006, as printed. Brenda Ferland seconded the motion. With all in favor, the motion was approved.
DEPARTMENT HEAD REPORTS:
Highway Department: Keith Weed reported that the gravel crushing is done. The State received the permit for Hackett Swamp and sent a letter advising that it was administratively complete. The paving is done. The guardrail for Scott’s Drive should be done on Tuesday. A reclamation box was rented for pothole patching. As soon as Scott’s Drive is finished the town will forward the paperwork to FEMA to receive final reimbursement of about $84,000. The sanders are all ready to go. Both sets of pipes are in for the Acworth Road. The header design is back for Rocky Road and the set of details from the contractor are in. The under drain is complete on the Calavant project but there is a little over-run on the cost due to the pitch. After some
negotiations, the excess digging cost is $800.00. The other part of Calavant should be started on Monday.
Mr. Benware is requesting a four-way stop sign at the intersection of Wheeler and Eaton. Keith Weed doesn’t believe that Wheeler needs a stop sign since Eaton does have a stop sign.
Transfer Station: Keith Weed and Steve Neill attended a meeting in Concord with the DES. The state is advocating a “pay-as-you-throw” disposal system. Steve and Keith never had an opportunity to discuss the information they were asked to bring. Steve Neill feels they are pushing for a $2.50/ton surcharge for all the trash that is disposed of in the state to go into a separate fund to fund their operations and enable them to provide grant monies to the various towns. Keith Weed noted that we are now at 37% recycling in the state and they are looking at 40% in 2007.
Keith Weed is working on putting together a spec for a new truck for the Transfer Station. There was an accident at the Transfer Station a few days ago that resulted in damage to the gate and fence; it will cost about $1,700 for repairs. There is an issue with getting in-and out so Keith would like to widen the opening by nine feet while repairs are being made; the cost would be about $3,300. There was also some damage to the pup trailer. An insurance report was filed.
Pat Royce advised Dave Edkins that some apartment building owners have purchased only one sticker for the Transfer Station but they are supposed to pay for a sticker for each apartment. We need to check to see if the owners are bringing in more trash than usual for a single-family dwelling. There was a consensus to send letters to the property owners.
Water and Sewer Departments: Dave Duquette advised that they have been busy. The meters were read and some were re-checked where there were small problems. They found a few leaks and letters were sent to users with high readings. The hydrants have been flushed. A State inspection was done on Tuesday on the Clay Brook/Halls Pond dam and it went well. Today they had an inspection at the treatment plant and that also went well. He attended two classes last week on lagoons and the Excel program and is going to another class next week. He stopped the work Daniels Construction was doing on the Clay Brook crossing due to the high water so there would be no permit violations. Springfield Paving is willing to get Michael Avenue and Summit Hill done. The Summit Pump
Station is ready to start-up but we are waiting for the representative to come in on November 8th. Dave has been working on the arsenic problem in North Charlestown and is getting some good results; he will continue to try different filtration media. They are in the process of getting the oil tank at the Springfield Road Pump Station repaired.
Keith Weed would like to have Springfield Paving pave the ramp at the Transfer Station when they are in town doing Michael Avenue and Summit Hill.
Keith Weed advised that starting Friday the Town of Charlestown will be a member of Dig Safe. Dig Safe will call him anytime someone calls them about a project within the limits of Charlestown. It will cost $1.00/call but the various departments will know what is going on.
Sewer Back-Up: Jon LeClair asked if there were new developments on the East Street backup. Dave Duquette responded that there was a backup, he took some pictures, saw no damage but there was cleanup. He has not heard from the owners in about six months. Dave Edkins advised that it should be submitted to the insurance company.
Police Department: Police Chief Ed Smith reported that they survived another Halloween. They attempted to stop problems before they started; there were a few arrests. The kids had a good time. The Department assisted with the fire at the old Rhoades farm on the Old Springfield Road. Jay Williams is officially out on maternity leave. Chief Smith gave Jon LeClair an application for a grant request through Homeland Security for a Computer Assistance Dispatch system; this will assist the dispatcher in doing their jobs. He spoke with a representative from TowerCo about the repeater and is waiting for a figure from him. They still want to purchase the repeater and return all the paperwork before February 28th, 2007, otherwise will lose the grant. He hopes
Department Heads will have time to talk with the Board of Selectmen before taking their budget proposals to the Finance Committee. Chief Smith will try to close Patch Park each night in a timely manner during the winter season to avoid vehicle damage.
PUBLIC COMMENT:
Homestead Road: Nicole Boutin resides on the Acworth Road but abuts Homestead Road. She asked when the Town would be taking over the road. Dave Edkins noted that the road has been done but the turn-around at the end has not been paved. He wrote to Robert Davis to ask about when it will be completed in accordance with Town specs but he has not yet had a response. Dave Edkins will check the Planning Board decision to see if there was a time frame for the completion.
SELECTBOARD COMMENT:
Old Claremont Road: Steve Neill mentioned the serious water problem on the Old Claremont Road where the new Hayes home went in. Keith Weed spoke to the owner about the liability issue and will print the pictures he took. There was a consensus to have Dave Edkins write a letter to the owner to document the issue and enclose the pictures.
OLD BUSINESS:
There was no Old Business to come before this meeting.
FINANCIAL ADMINISTRATION – Payroll, Purchase Orders, Vouchers, Warrants, Abatements, Etc.: The Payroll and Accounts Payable Vouchers were signed by the Selectboard.
Purchase Orders: The following Purchase Orders were approved and signed by the Selectboard: 1) Highway – Lucky Trailer Sales $528.00; 2) Fire – Competitive Computers $1,998.00; 3) Lamp Posts – Rick’s Electric $1,483.00; 4) Fire – Valley Transportation $1,500.00; 5) Highway – Ferguson Water Works $577.00; 6) Transfer Station – Beam Truck and Body $436.21; 7) Water & Wastewater – Allen Engineering $1,130.00; 8) Highway – Rouse Tire Sales $843.00; 9) Office – All Service $649.00; 10) Highway – John Burrows Trucking $9,500.00; and 11) Bakery Building – Blanc & Bailey $500.00.
Vouchers: The Selectboard approved and signed vouchers: 1) Tax Collector for refunds - $1,248.62; 2) $100.00; 3) $56.86; and 4) $70,465.00.
Abatements: The Selectboard approved and signed three Abatements as follows: 1) For a lien that was placed on a property in the amount of $18.50; 2) For a utility lien in the amount of $36.25; and 3) Water interest for 2006 in the amount of $4.30.
The Selectboard approved and signed the list of Abatements for unpaid ambulance bills in the amount of $16,415.72. Dave Edkins explained that most of these bills were submitted to Medicare and Medicaid who paid the allowable amount but the town cannot charge any more than that. The other ones were turned over for collection but when collected they forward one-half to the town and retain the other one-half; this still leaves a balance.
Veterans Property Tax Exemption: The Selectboard approved a Veterans Property Tax Exemption.
Notice of Intent to Cut Timber: The Selectboard approved and signed a Notice of Intent to Cut Timber for Putnam Farms.
APPOINTMENTS, PERMITS, LICENSES & RESOLUTIONS:
Heritage Commission: A letter was received from the Heritage Commission requesting that Aare Ilves be appointed as a member until March 2007 to replace Mrs. Mortenson who resigned. Aare Ilves volunteered to take the lead on their tree program. The County Forester will be here next week to do a walking tree tour.
Steve Neill moved to appoint Aare Ilves to the Heritage Commission until March of 2007. Jon LeClair seconded the motion. Brenda Ferland abstained as she feels it is not necessary to fill the position at this time. With Steve Neill and Jon LeClair in favor, the motion was approved.
CORRESPONDENCE:
Heritage Commission - Cannon - During the October 24th Heritage Commission meeting they spoke about the cannon. They would like to see it properly displayed on Town property in an enclosed structure for protection. They would like to join with other groups that share their concern to reach this goal and requested that the Town not enter into any long term contracts at this time. Dave Edkins said a contract between the Town and the Fort is being drawn up for the Selectboard’s consideration but it will have a relatively short duration.
Boston Post Cane - Barbara Jones was asked by the Heritage Commission to work on the awarding of the Boston Post Cane. They would like to see the Town retain the original cane and have a replica made to give to the participant. They are recommending that a process for qualification be established for the awarding of the cane. Pat Royce had previously done some research. Brenda Ferland said it was always the oldest resident in town and always the original cane was handed out.
Steve Neill moved to table this issue until the Selectboard has more time read the information that was submitted and to think about it. Brenda Ferland seconded the motion. With all in favor, the motion was approved.
Town Clerk: Jon LeClair read a memo from Deb Clark regarding possible flooding in the Town Clerk’s office. She asked if thought was given to a remedy following the incident last water. Dave Edkins noted that this never happened before and it appears it was the result of heavy rains on frozen ground. The Selectboard approved having Dave Edkins contact Matt Blanc to look at the area to see what he recommends.
Highway Advisory Board: The Selectboard acknowledged receipt of a letter from Bruce Putnam, Chair of the Highway Advisory Board, expressing the following concerns: 1) People digging in Town roads without notification or permission from the Town; the roads are not always properly repaired. They will be working on a process for a permit; 2) They are working on a plan to use funding over-and-above the regular budgeted monies; ask to use the FEMA money; and 3) What is the plan for Northwest Street as it is in terrible shape. Steve Neill asked for a copy of the letter.
Dave Duquette feels they did a good job restoring East Street after their project was finished. He does agree with a permit process. Keith Weed said all four departments (Highway, Water & sewer, Police and Fire) should be aware of projects for the safety of the citizens or the people on the job.
Hazard Mitigation Plan: Dave Edkins issued a memo advising that the next and possibly last Hazard Mitigation Planning meeting is scheduled for Thursday, November 2nd at 2:00 pm in the Community Room.
Department of Environmental Services: A notice was received from DES advising that the Town property north of the Fire Station is released from further monitoring as it is now in compliance with the state groundwater standards.
ADMINISTRATIVE ASSISTANT’S REPORT:
Sullivan County Materials Recovery Facility: Dave Edkins advised that there are some reports from the Sullivan County Materials Recovery Facility study group in the Selectboard folder.
Antioch New England Institute: A notice was received that Antioch New England Institute scheduled a meeting for Monday, November 6th to talk about the results of the solid waste disposal bidding.
Street Lights: The streetlights are functioning tonight and are fully on the timers – from sunset to about 11:30 pm.
Budget Workshop: A Budget Workshop is scheduled for next Wednesday evening. Personnel evaluations are in the Selectboard blue folder.
Finance Committee: Next Monday the Finance Committee is expecting the Selectboard and Dave Edkins to present the Executive, Planning & Zoning, Legal, Code Enforcement and Insurance budgets.
Cell Phones: Dave Edkins suggested that a meeting be set up with Police Chief Smith, the Nextel representative and himself to talk about any special municipal packages that might be available. He will update the list of Town cell equipment. Steve Neill wants to be involved in the meeting.
COMMITTEE REPORTS:
Conservation Commission – Steve Neill: The Conservation Commission has not yet met this month.
CEDA – Jon LeClair: Jon LeClair reported that CEDA met last Tuesday night but he was unable to attend. The CEDA project did not meet the criteria for a CDBG feasibility grant so the hearing was cancelled last Wednesday night.
Planning Board – Brenda Ferland: The Planning Board has not yet met this month.
Solid Waste Committee – Jon LeClair: Jon LeClair will be working toward scheduling a meeting soon.
Heritage Commission–Brenda Ferland: The Heritage Commission has not yet met this month.
Ambulance Department –Steve Neill: The Ambulance Department has not yet met this month.
NON-PUBLIC SESSION – RSA 91-A:3 II:
Brenda Ferland moved to enter into a Non-public Session pursuant to RSA 91-A:3 II to discuss (a) Personnel and ( c) Reputations which, if discussed in public, might adversely affect the reputation of any person other than a member of the Board itself. Steve Neill seconded the motion and, on a roll call vote with all in favor, the motion carried. The time was 8:40 pm.
Respectfully submitted, Approved,
Regina Borden, Recording Secretary
Jon B. LeClair, Chair Steven A. Neill Brenda L. Ferland
(Note: These are unapproved Minutes. Corrections, if necessary, may be found in the minutes of the November 15th, 2006, Selectboard meeting.)
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