Minutes
Selectmen’s Meeting
August 22, 2005
6:30 PM- Chair Netishen opened the meeting and asked all to stand for the Pledge of Allegiance.
Members: Bill Netishen, Peter Bock, Mary Bonser and Town Administrator Charles Brown.
Guests: Marge Carlson, Heidi Seaverns, Loren Martin, Sean Malone, Bill Tanguay and Therese Thompson.
Mr. Brown stated there were no specific issues from any Department Heads to report.
Mr. Bock commented on the Police presence at last weeks Planning Board meeting and that it seemed to have a calming effect (as hoped) on the general air of the meeting.
The Board reviewed the signature folder and signed documents as required.
Mr. Brown read the Tax Collector’s request for an extension of the upcoming Tax Lien date. This is required by statute and if approved will be recorded in the Rockingham County Registry.
Motion: Bonser, second Bock to extend lien date to September 12, 2005 per the Tax Collector’s request.
Vote: 3-0 in favor.
Next, Mr. Brown explained the need to file a request for extension to file the MS-1 form. As updated assessments will not be completely entered into the tax program by September 1, 2005, an extension is needed. This is a common request.
Motion: Bonser, second Bock to sign the request form to extend the filing date to October 1, 2005.
Vote: 3-0 in favor.
Next to be discussed was the road name for the Gerrior Lane Trust subdivision in the Nottingham portion of this development. Mr. Brown explained to the Board that Marge Carlson, Nottingham’s E911 coordinator was present and had a recommendation for the Board’s consideration. Ms. Carlson explained the rational behind naming the road Gerrior Drive and the process used to assign numbers to each lot. This recommendation is also based on discussions with the Barrington E911 coordinator and emergency service departments in both towns. The developer has also updated the subdivision plans to reflect the E911 recommendation.
Motion: Bonser, second Bock to rescind the previously approved name of Homestead Lane in the Gerrior Lane Trust subdivision and approve the new name of Gerrior Drive.
Vote: 3-0 in favor.
Motion: Bonser, second Bock to accept the minutes of the August 8, 2005 Selectmen’s meeting as corrected.
Vote: 3-0 in favor.
6:58 PM- Mr. Netishen recognized Loren Martin of Avitar Associates. The Board asked Ms. Martin a range of questions regarding the current assessment update process. Since the informal hearing process, assessments have been finalized. As a result of the hearing process, some values have gone down some have increased and others did not change. All property owners who had hearings and all property owners whose valuation has changed from the preliminary values will be notified by letter. (Second notice) Ms. Bonser expressed concerns that property owners whose values increased since the preliminary values were distributed would not have the same opportunity for a hearing as was provided in the beginning. Ms. Martin explained that this is the way the process works and property owners do have the opportunity to use the abatement
process if they are aggrieved by their final assessed values. Mr. Bock asked about the total number of changes. Ms. Martin did not have the actual number but stated the number of changes exceeded the number of hearings because Avitar also made changes to some properties where additional data had been received or discovered after the preliminary values had been established. If the Board acts on approval of the final valuations as presented, the second notice letters can go out this week. The new total assessed valuation is available but may be subject to an additional adjustment regarding utilities.
Mr. Netishen asked about having a workshop in September or October to discuss other assessment issues and processes that both the Board and residents feel could help improve this process in the future. Ms. Martin was agreeable to this idea.
Motion: Bock, second Bonser to the final valuations as presented.
Vote: 3-0 in favor.
The Board continued discussion and reviewed dates for a workshop with Avitar. The Board asked Mr. Brown to schedule September 12, 2005 @ 8:00 AM if that date is workable for Avitar. The Board also hopes the format of the second notice letter will be such that property owners will have a better understanding of how the final result was achieved. Mr. Brown will request a draft copy for review. The Board also asked if the final values can placed on the new website which is scheduled to startup in September?
Mr. Brown will follow up on this request.
7:20 PM- Representatives from Gerrior Lane Trust were present. Mr. Brown explained to Mr. Malone and Mr. Tanguay that the Board had discussed and taken action on the Gerrior Lane Trust road name issue earlier in the evening. Nottingham’s E911 coordinator was present and correspondence and documentation was in order, which enabled the Board to reach a decision without additional input from Mr. Malone. The Board voted to approve the name Gerrior Drive as shown on the latest subdivision plans.
The Economic Development Director position was discussed next. Mr. Brown assigned numbers to 4 candidates for discussion purposes. After review it was decided that three of the four applicants would be interviewed. The date of September 8, 2005 was chosen and the interviews will be approximately 20 minutes long. Mr. Brown will contact the applicants.
Therese Thompson was next to address the Board. She wished to update the Board regarding the planned 319 Grant Application she has been preparing for PLAC. She just received notice last week that the application process has been changed, to include the date of submittal, which was moved up approximately 6 weeks. The process has changed to allow for a pre-application process. She has also been advised to submit 2 separate applications. One for zoning issues and one for restoration issues. The State provides 60% of the funding while the Town must provide 40%, which can be in kind services. Ms. Thompson explained how property owners would be asked to help in the process. For example; an owner may create retention pools on their property to prevent pollutants from entering the lake or to redirect runoff.
Ms. Thompson covered much information as she wished the Board to be up to date with the efforts being made by the PLAC.
Ms. Bonser asked Mr. Brown to post the next PLAC meeting for September 1, 2005 @ 7:00 PM in Conf room #2.
Discussion continued, Ms. Thompson informed the Board that letters of support would be needed from all Town Boards and Committees before the applications are submitted. The deadline for submittal is October 7, 2005.
Next item: Mr. Brown reminded the Board that the Draft Audit is available for review and that (2) two of the related documents require signatures. The Bookkeeper, the Town Administrator and the Chairman of the Board of Selectmen must sign the Management Representations Letter. The majority of the Board must sign the MS-5.
Motion: Bonser, second Bock to have the required individuals sign the Management Representations Letter.
Vote: 3-0 in favor.
Short discussion regarding the edited Private Road Policy. Mr. Brown will ask the attorney to review the added notation.
Mr. Bock brought up concerns regarding broadcasting of meetings. Specifically the Budget Committee public hearing on August 18, 2005. The audio was poor with some sort of background hum. Mr. Brown will look into having someone familiar with the system available to audit the broadcasts and make adjustments if needed.
Mr. Netishen made announcements of upcoming meetings.
8:37 PM Motion: Netishen, second Bonser to enter non-public session under 91-A:3II (a) and (c).
Vote: 3-0 in favor.
Motion: Netishen, second Bock to come out of non-public session at 9:05PM.
Vote: 3-0 in favor.
Motion: Bonser, second Netishen to keep all discussion in non-public session non-public.
Vote: 3-0 in favor.
Mr. Netishen began discussion of a draft letter from Tupper Kinder to the Planning Board on behalf of the Board of Selectmen regarding the USA Springs project. Mr. Netishen feels the letter should include a paragraph addressing the “zone of influence” and the protection of the public interest in this area.
Motion: Bonser, second Netishen to include the additional paragraph and have attorney Kinder submit the letter to the Planning Board.
Vote: 2 in favor, 1 abstain (Bock), motion passed.
Ms. Bonser asked if Mr. Netishen and Bock had considered Mr. Seaverns letter regarding code violation action. Both members have considered the letter; they have taken Mr. Seaverns comments under advisement but feel no further action is required at this time.
Having no further business,
Motion: Bonser, second Bock to adjourn at 9:12PM.
Vote: 3-0 in favor.
Respectfully submitted,
Charles A. Brown
Town Administrator
Approved as corrected
9/6/05
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