Town of Nottingham
Selectmen’s Workshop Minutes
November 20, 2008
8:17 AM Chair Netishen opened the workshop and asked those present to stand for the Pledge of Allegiance.
Members Present: Bill Netishen, Mary Bonser, and Peter Bock
Others Present: John Fernald, Road Agent; Charles Brown, Town Administrator; Traci Chauvey, Recording Secretary; Tom Sweeney, Building Committee (arrived @ 8:52 AM); Janet Horvath, Recreation Director (arrived @ 9:50 AM); Paul Colby, Building Inspector (arrived @ 10:45 AM)
BUDGET
Highway:
Mr. Bock inquired as to whether Mr. Fernald has seen a decrease in the cost of tar and/or other items in relation to the cost of fuel decreasing. Suppliers bought the materials in the spring when costs were high and they need to recoup what was paid. Mr. Fernald is not expecting to see much of a decrease in these items.
Mr. Fernald feels that Shim and Sealcoat can be decreased to $70/ton bringing it down from the proposed $280,000 to $255,000. Chair Netishen’s calculation at $70/ton came to $248,800.
Chair Netishen noted that the Part-Time Salary Line is increased by $525, not $550 as documented in the write-up.
Mr. Brown informed the Selectmen that he adjusted the Engineering/Consulting line from $0 to $2000, noting that money is needed for culverts.
At Ms. Bonser’s inquiry, Mr. Fernald indicated that he does not believe his staff understands why the COLA is so low. Ms. Bonser feels that it has to be done from a budget standpoint, noting that other people are losing their jobs.
There was discussion about the Mowing line. Chair Netishen noted that it is below budget. Mr. Brown explained that this line is being used to help the bottom line this year. Mr. Fernald informed the Selectmen that he could have/should have used tree service this year but he is trying to balance his budget, which means that something goes undone.
There was discussion around the Supply line. Mr. Fernald informed the Selectmen that this line is used for oil, wiper blades, bulbs, etc.. Mr. Brown informed the Selectmen that, historically, this line is over spent.
There was discussion around roads. Mr. Brown informed the Selectmen that there is a Warrant Article for Back Creek Bridge and he is still waiting to hear from FEMA on the mitigation grant. Mr. Fernald feels that Back Creek Bridge should be done in conjunction with the remainder of the Deerfield Road project. Deerfield Road is his priority but if the grant does not come through he feels he should move on to another road. Mr. Brown agreed and suggested putting the bridge in the next budget if the FEMA grant does not come through. If the grant does not come through, Mr. Fernald recommended work on Kennard Road, adding that it could be done at the same cost ($192,000) as Deerfield Road. The Selectmen agreed that they would lead with Deerfield Road and Back Creek Bridge as one project for
this budget. Ms. Bonser inquired about Merry Hill Road. Mr. Fernald believes it should be done, noting that it is a heavily traveled road for Barrington. Barrington did Hall Road for Nottingham. Mr. Fernald indicated that Mill Pond Bridge should be done this year. Mr. Brown explained that Nottingham will lose the FEMA money if it is not done. Mr. Brown indicated that Mill Pond should take priority over Kennard Road. Mr. Fernald would like to keep the overlay money at $248,000 but is willing to negotiate if Mill Pond needs it.
There was discussion around the Warrant Article for the loader. Mr. Fernald understands the economic conditions facing the Town this year and is willing to wait another year to put it forward.
The Selectmen praised Mr. Fernald for his work and thanked him for his input. Mr. Fernald left the meeting at 9:00 AM.
Tom Sweeney, Building Committee – Salt Shed Discussion
At 9:00 AM, Chair Netishen acknowledged Mr. Sweeney and invited him to speak.
Mr. Sweeney informed the Selectmen that the Building Committee feels the salt shed is a necessity. The current salt shed needs much maintenance and, due to its location, there is much checking and reporting that is required. He reported that two new members, Skip Seaverns and Bob Carlson, have joined the Committee and that there has been discussion with two new companies.
There was discussion around the companies and types of buildings. AST/Clearspan Builders built the DOT shed in Chester. The last time the Committee spoke with them, their cost for a 60’ X 72’ shed with lean-tos was $240,000 - $250,000. The building is wood built, the main structure cost is $168,000, and the lean-tos are $72,000. AST maintains their buildings. The Committee has not followed up on cost with them recently. Mr. Sweeney provided brochures for the Selectmen to view and reported that Mr. Carlson has worked with this company in the past. Another type of building they looked into is a Rubb building. This is a completely different type of structure. It is built on some sort of foundation and made of some kind of fabric. Mr. Sweeney provided
brochures for the Selectmen to view. He informed all that Derry has this building. The walls are 8’ – 10’ and they have to brush the top of the walls where materials get caught. The company works in metrics and the size of the building would be 60’ X 83.3’. Cost for the building is $86,652, not constructed. The estimate received by Mr. Sweeney for the building and lean-tos constructed is $689,050. The Committee is not considering this option.
There was discussion around some features of the building. Mr. Sweeney informed all that the Committee is looking at a building with one end closed. Mr. Brown believes that asphalt should be used for the floor. Mr. Bock was unclear about the lean-tos and inquired about why the Committee was looking at this as a whole. Mr. Sweeney explained that they have looked at this as a whole from the beginning. In the case of the AST building, the lean-tos aid in support of the main structure. Ms. Bonser noted that it would not be a cost savings to remove them because structural support would need to be added.
One other building the Committee has looked at is a pole building. These buildings use 6” X 6” or 8” X 8” poles and heavy planks on the sides. The Committee has had discussion with A&D Lumber. The cost for materials for a 60’ X 70’ with 25’ X 72’ lean-tos is $100,000. The Town would need to count on community volunteers and local labor to prepare the site and erect the building. Total estimated cost is approximately $200,000. Ms. Bonser noted that the poles are guaranteed for 40 years. Mr. Brown informed the Selectmen that contractors have advised him to go with a metal roof since they last 50+ years. There was discussion about finding local help. Mr. Sweeney was not sure if the asphalt was included in the estimated
projected cost but would find out for Monday’s meeting. There was discussion about the size of the building. Mr. Brown reported that they are looking at the recommended size. At Chair Netishen’s inquiry, Mr. Brown reported that he believes the town could buy all needed salt in one shot, adding that the building would hold 1,000 tons of salt and 1,000 tons of sand. At Ms. Bonser’s inquiry, Mr. Sweeney informed the Selectmen that he would know by Monday if the $200,000 was an accurate figure to work with. There was discussion around paying for the building. Ms. Bonser inquired about covering the cost in one year. Chair Netishen suggested amortizing it over 20 years, noting that this would not add much to the budget. There was more discussion around features of this particular building. The side walls are 22’ above grade. It has a scissor truss roof. Materials can be stored to the edge and still
reached comfortably. Tractor trailer trucks generally need 30’ to be able to dump materials in place. This building does not allow for that. Materials would be dropped in front of the building on an asphalt pad and moved inside by the highway crew.
Mr. Bock feels that the cost of the pole building is better than the others but voiced concern over spending any money. He again noted that the school budget has increased this year.
Chair Netishen called a break at 9:33 AM. He reconvened the meeting at 9:40 AM.
Mr. Bock expressed concern again, noting that the Fire/Rescue Department had come en masse to the Selectmen’s Meeting to support the Warrant Article for a new fire truck. The Selectmen agreed to support the Article, but informed them that they would need to present their case at Town Meeting. He feels this is an odd situation involving infrastructure and was in a quandary as to how to support it in this economy. Mr. Brown explained that the environmental issue with the salt and sand being right on the river is a big factor. Mr. Sweeney noted that a number of reports are required monthly and quarterly because of its current location. Ms. Bonser feels that Mr. Sweeney has been involved in this issue long enough to field all questions and concerns. The Selectmen discussed other
expenses and CIP items. Ms. Bonser informed them that in 2012 much of what is already out there will go away. She is 100% behind the salt shed and supporting infrastructure. Mr. Bock asked for clarity on the site work preparation. Mr. Sweeney informed him that it is stony sand and would be easy to grade. The site is 4’-5’ in the water table and needs to be prepped. Mr. Carlson and Mr. Sweeney can set the location of the building and the elevations. Mr. Bock is willing to support the concept of a Warrant Article for the salt shed 100% Chair Netishen voiced concern over residents doing the work. He wants to know if the asphalt is included in the estimated cost and he wants a firmer estimated cost. Mr. Brown feels that the salt shed issue has been going on for a number of years and that the Town needs to be environmentally responsible. The current building will be used for maintenance and storage. Mr.
Sweeney has been asked if there will still be sand at the garage for residents.
Chair Netishen asked Mr. Sweeney to express the Selectmen’s appreciation of the Committee’s work to the members. Mr. Sweeney left the meeting at 9:56 AM
Recreation
Ms. Horvath explained that she has some open ended/unknown issues this year. The past Water/Safety Instructor is not available to return and she is looking to have lifeguards on duty at the Town Beach during all open hours. There was discussion on the possibility of more people applying for jobs next summer. Ms. Horvath acknowledged this possibility, noting that people usually apply in June but training takes place in May or earlier.
Mr. Bock inquired about the anticipated number of children for next year. Ms. Horvath anticipates approximately the same number of children but informed the Selectmen that there was a large increase in scholarship requests this past year. Many people got partial scholarship and some children were taken in without any money. Chair Netishen inquired if the scholarships come from the Recreation Revolving (RR) account. Ms. Horvath explained that the scholarships are funded from a DES grant and the grant goes into the RR account. She uses all of the DES grant money and more. There was discussion on how scholarship awards are determined. Ms. Horvath explained that she gets many recommendations from the school guidance counselor. Mr. Bock inquired about the DES grant. Ms.
Horvath informed the Selectmen that she has received $15,000 the past three years. At Chair Netishen’s inquiry, Ms. Horvath reported that there is approximately $92,000 in the RR account. She does not pay scholarships out of RR funds but does use it to cover activities for the children that she takes in with no money. There was discussion about the salaries listed in the RR account. Ms Horvath informed the Selectmen that some towns pay staff out of the general fund. She voiced concern over continued funding for the DES grant, noting that if the grant decreases camp will take a loss.
There are no grants available for the concert series.
Mr. Bock feels that they need to be as astute as possible with this department. He believes there will be a higher demand for services. Ms. Horvath agreed.
At Chair Netishen’s inquiry, Ms. Horvath informed the Selectmen that DES does come in to evaluate the programs. They look at the number of children, the facility, and overall operation of the program. They have commented negatively on the facilities but do not provide her with documentation. Chair Netishen inquired about the effect of the RR account on the grant received. Ms. Horvath explained that one has nothing to do with the other. She explained that the RR account has been building since 1993 and she intends to keep it growing. It can be used for any recreation need including the purchase of land or a Recreation Center. She discussed recreation needs informing the Selectmen that both the facility and fields are at or beyond their capacity. Residents inquire about
more fields and another facility on a regular basis. She does not believe that there would be a huge cost to construct fields due to the numerous volunteers. Her concern is that the volunteers may be gone by the time these things are acted upon. The RR account has also been used for matching funds for grants, to start new programs, and to purchase needed supplies.
There was discussion about the Summer Concert Series. This line was cut in last year’s budget due to a grant she had received the year before. Ms. Horvath stated that she is hoping to continue this program as it is the only one she offers for adults/families. She acknowledged that she is not getting the participation that she would like to see but is considering changes such as offering some concerts on Sundays, instead of Wednesday evenings. Chair Netishen asked if she might consider a different activity for adults. Ms. Horvath stated that she recently started a martial arts program out of the RR account in which some adults are participating.
There was discussion on the Overtime line. Ms. Horvath reported that it is overtime for her.
Chair Netishen inquired about the increase in the Training line. Ms. Horvath reported that there is a change in the background check process requiring fingerprinting. The cost has increased from $15 to $45. She wants to continue to take the staff to the Brown Center (@ UNH) for ½ day training. This training is informative for her as Director of the program. It helps identify leaders.
There was discussion around moving salary amounts between the general fund and the RR account and from which account mileage should be paid. Mileage is currently paid out of the RR account, as are some salaries.
Chair Netishen thanked Ms. Horvath for her write up on the summer programs and inquired about services for children from other towns. Ms. Horvath explained that there are a number of reasons for opening the services to children who live out of town, which include other towns, such as Northwood, not offering a summer program. Chair Netishen voiced concern over Nottingham children not being served if the space is given to children from out of town. Ms. Horvath hires her staff before the numbers are in. She does not take out of town children in the toddler soccer program because there is already a waiting list for Nottingham children.
The Selectmen thanked Ms. Horvath for her presentation. Ms. Horvath left the meeting at 10:49 AM.
Chair Netishen called a break at 10:49 AM. He reconvened the meeting at 10:55 AM.
Building Inspector/Emergency Management
Mr. Colby asked the Selectmen to waive the building fee for 36 Garland Road, which was destroyed by fire this year.
Motion: Bonser, second Bock to waive the $1,050 building fee for 36 Garland Road.
Vote: All in favor. Motion passed 3-0.
Mr. Colby reported that he reduced his budget by $929 from last year. Mr. Brown informed the Selectmen that there was an error on the worksheet. The Equipment line should read $250, not $2,500.
Mr. Colby informed the Selectmen that building permits are down this year. He is below count by about 10. There was discussion on the Mileage line. Mr. Brown recommended decreasing it from $2,400 to $2,000, since there is not as much building taking place. There was discussion about what building is taking place and where it is taking place.
Chair Netishen inquired about the Training line. Mr. Colby explained that he has paid out of pocket in the past but is not able to do so anymore.
Mr. Colby informed the Selectmen that there was a mistake in the write-up. The Office Supply line was not being reduced by $100.
Chair Netishen noted that the Equipment line was not spent. Mr. Colby reported that nothing broke.
The Selectmen informed Mr. Colby that the proposed 1.5% COLA was not a reflection of employee value. Mr. Colby said he understands.
There was discussion on projected revenues for 2009. Mr. Colby does not know what to expect but does expect that it will be slower than this year. There are 30-40 lots approved and ready for application but he does not expect to see it.
At Ms. Bonser’s inquiry, Mr. Colby informed the Selectmen that he was available to provide Clerk of the Works services for the salt shed next year.
Moving on to the Emergency Management budget, Mr. Colby reported that he had reduced mileage to $100 for a final proposed budget of $7,050.
There was discussion regarding equipment. Mr. Colby informed the Selectmen that equipment was bought out of last year’s budget and he was comfortable with the supply.
The Selectmen informed Mr. Colby that they would not be putting a vehicle forth this year. Mr. Colby stated that he understands and was not expecting it to move forward.
The Selectmen thanked Mr. Colby. Mr. Colby left the meeting at 11:24 AM.
OTHER ITEMS:
Mr. Brown handed out information on the bonus account.
The Selectmen confirmed their upcoming meeting/workshop schedule.
Mr. Brown handed out a new policy for Access to the Nottingham Recycling Center in follow up to discussion with Don Cinfo.
Motion: Bonser, second Bock to approve the new policy for Access to the Nottingham Recycling Center.
Vote: All in favor. Motion passed 3-0.
Having no further business,
Motion: Bock, second Bonser to adjourn.
Vote: All in favor. Motion passed 3-0.
Meeting adjourned at 11:39 AM.
Respectfully submitted,
Traci Chauvey
Recording Secretary
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