Town of Nottingham
Selectmen’s Meeting
December 7, 2009
6:31 PM Chair Bonser opened the meeting and asked all those present to stand for the Pledge of Allegiance.
Members Present: Mary Bonser, Peter Bock, Gary Anderson
Guests: Janet Horvath, Recreation Director; Scott Canney, Chair, Sue Mooney, Robert Davies, Planning Board; Jaye Vilchock, Chief, Nottingham Fire/Rescue;
Others: Charlie Brown, Town Administrator; Traci Chauvey, Recording Secretary; Gail Mills, Chris Mills; Judy Doughty, Heidi Carlson,
ADMINISTRATIVE BUSINESS
Chair Bonser acknowledged Ms. Horvath and invited her to the mic.
Ms. Horvath explained that there are a few things she wants to address since she was unable to attend the Selectmen’s budget workshop.
010 – Salaries – Increase is due to increase of five hours per week, during certain times of the year, for the Recreation Assistant. There are liability issues and a need for policies and procedures, as well as codes of conduct, for the summer programs, sports programs, Nottingham Day, etc..
028 – Equip/Supplies/Maintenance – This line reflects a $1K increase for the purchase of a new lifeguard chair. This has been a need for the past couple of years but has been put off for financial reasons. Ms. Horvath is no longer able to repair the current chair and it is not safe. She is looking at purchasing one that is a little a little shorter, has a step, and is made of recycled plastic. Life expectancy of the new chair is ten years.
026 – Training – Ms. Horvath explained that she has decreased this line to what it had been prior to last year as the state is still working on the background check issue and she believes that costs for this service will not increase as expected last year.
Mr. Bock inquired about growth and demands. Ms. Horvath explained that there has been a dramatic change in expectations from the community. She receives many inquiries/comments about programs that are not offered, such as adult volleyball, and has to explain that there are no resources for these activities. Current adult activities start at 8:00 PM, at the earliest, as the facilities are in use by others prior to that time. She would like to see more done for the seniors in the community. Ms. Horvath reported that there is a definite increase in participation in the youth sports programs and she sees a slight increase in attendance at functions put on by the recreation department. She discussed the increased collaborative efforts with the school and noted that she believes these efforts
are well received. The Selectmen noted the import of Ms. Horvath’s role in community, her collaborative efforts to respond to the growth, and the asset of the recreation department to the community in general. The Selectmen thanked Ms. Horvath.
Ms. Horvath thanked the Selectmen for their time and left the meeting.
Mr. Brown informed the Selectmen that the highway department had reported that the new location had worked out very well for them during and after this past storm. Gemini Electric will start putting electricity into the structures beginning tomorrow. I.C. Reed will be stringing wires on Monday. Tree trimming was finished today.
Chair Bonser asked for an update on the recent code violation complaint against the kennel on Mitchell Road. Mr. Brown reported that a registered letter had been sent to the offenders but was returned last Friday with no attempted delivery indicated. He does not know what happened and why it was returned but mailed a new one out the same day. He received receipt of delivery today.
Mr. Anderson inquired about the status of the fuel mix-up with Irving. Mr. Brown informed all that Irving had filled the gas tank at the highway department with diesel. Irving hired a company to purge the tank. This has been done but credit for the ruined fuel has not been received at this time. One police cruiser had received fuel from the tank prior to the mistake being realized but the cruiser is fine. There was discussion around avoiding this situation in the future. Mr. Brown explained that the tanks have received new fluorescent yellow and orange paint and new decals.
Chief Vilchock reported that the fire truck broker is currently in Michigan inspecting the truck. If all is well he will drive it back here. They are working on a Saturday delivery. The decal work and installation of the flashlight chargers will be done locally.
Chair Bonser publicly thanked the recreation, fire, and police departments for their efforts toward the Christmas parade. Mr. Bock noted that there were more participants than people watching, adding that he believes this is very positive, speaks to the activities in town, and represents a good show of community.
Chair Bonser noted that the Selectmen have signed the appointment forms for Therese Thompson and John Terninko to the Southeast Watershed Alliance (SWA) as representative and alternate, respectively. Ms. Thompson is on the next agenda to discuss some other issues. Chair Bonser requested that Mr. Terninko be invited to update all on the SWA meeting he attended.
APPOINTMENTS:
Note: The Selectmen met with Chief Vilchock of the Nottingham Fire/Rescue Department first to allow more time for Planning Board representatives to arrive.
7:15 PM – Nottingham Fire/Rescue – Budget
At 6:58 PM Chair Bonser acknowledged Jay Vilchock and invited him to the mic.
Chief Vilchock introduced himself and addressed his budget.
Fire/Rescue Budget
010 – Full Time Salary – Chief Vilchock explained that the increase in this line is to fund approximately 12 additional hours per month, for the full time staff, to cover meetings and trainings at straight time. Last year meetings and trainings were paid out of overtime salary. The law allows for a 45 hour work week to cover these activities under straight time.
011 – Full Time Overtime Salary – Decrease due to funding request noted above.
014 – Service Contracts – There is an increase in this line for actual costs. (See budget narrative in the official file).
019 – Postage – There is a $50 decrease based on past usage.
020 – Hydrant/Maintenance – This is a new line to cover paint and signs.
022 – Breathing Apparatus – This line shows a decrease as all hydrostatic testing was completed in 2009.
024 – Dues – Increase represents an increase in the actual Seacoast Chief Fire Officer’s Association dues.
025 – Publications – This line shows a decrease. The chief is working to get this number to represent the actual expenditure.
032 – Uniforms/Cleaning – This line shows a decrease. Mr. Bock noted the import of purchasing a Class A uniform for the chief.
036 – Office Supplies - This line shows a decrease. The Chief feels it will closely reflect year end costs for this year.
037 – Equipment/Office – This line shows a decrease.
038 – Supplies/Equipment – This line shows an increase for the purchase of a toughbook laptop and two mounts. There was discussion around the fact that two high-end laptops could be purchased for less than the cost of one toughbook and whether or not a regular laptop can absorb the vibration of emergency vehicles. There was discussion around the reliability of the current toughbook. This issue will be looked into further. There remains a 2011 CIP request for the purchase of two toughbooks. This line also includes the purchase of vehicle stabilization equipment. Currently, they use the cribbing method. This is not safe and would not work for certain situations.
040 – Gasoline/Diesel – This line shows a decrease due to the short term stabilization of fuel costs. Request is based on actual usage for this year at $3.00 per gallon.
042 – Vehicle Maintenance – This line shows a decrease. It includes maintenance for all vehicles with the exception of the ambulance, conversion of the old police cruiser to a fire car, ladder and pump testing, and pump rebuild needed for Engine 3.
043 – Lease/Purchase – This line shows an increase due to the cost of the new fire truck.
044 – Equipment Maintenance – This line shows a decrease. There was discussion around the life expectancy of cisterns. Chair Bonser feels that a plan, such as capital reserve funds, should be established to cover the cost of replacement.
046 – Radio/Maintenance – This line shows a decrease. Repeater installation has been completed.
220 – Telephone – This line shows a decrease based on actual costs for this year.
500 – Miscellaneous – This line shows a decrease. Department has other resources, such as the Association, to help alleviate these costs.
501 – Haz Mat – This line shows a decrease and represents actual costs.
510 – Matching Grant – This line is being zeroed out. The department will not be applying for a grant in 2010.
Ambulance Budget
020 – Medical Supplies #10 SA – This line shows a decrease.
Chief Vilchock noted that there would be two warrant articles this year; one for the ambulance and one for $50K for the fire/rescue equipment capital reserve fund. Chief Vilchock thanked the Selectmen for their time. He stepped down at 7:40 PM and left the meeting.
7:00 PM – Nottingham Planning Board – Budget
At 7:42 PM Chair Bonser acknowledged Scott Canney, Susan Mooney, and Robert Davies and invited them to the mic.
Discussion centered mostly on the Planning Board’s request for $25K for a Planner. Chair Bonser informed all that the request had been reduced to $16,750 based on a quote from Jack Mettee, AICP, Mettee Planning Consultants. Mr. Canney reported that the Planning Board would like the amount increased to their original request of $25K, noting that the Planning Board has more to do than just the three items quoted by Mr. Mettee. Chair Bonser indicated that there had been a discussion about whether the Planning Board had time to accomplish all that is proposed. Mr. Canney explained that the Planning Board is looking to use the Planner for much of the work so they won’t spend an entire year trying to figure things out on their own. Mr. Bock noted that he was pleased the HCPP Committee
chose Mr. Mettee as their contracted planner for their project, adding that he has provided excellent work. There was discussion around how Mr. Mettee arrived at amounts quoted and his resources compared to Strafford Regional Planning Commission (SRPC). Mr. Canney noted that Mr. Mettee has been working with the HCPP Committee over the past year and has recently contracted with the Planning Board to do work in relation to the workforce housing laws and requirements which take effect in January of next year. He further noted that because of this work, Mr. Mettee is familiar with Nottingham and has all the same resources as SRPC.
Mr. Canney informed the Selectmen that the Planning Board will be contracting out plan review services as they had received an e-mail from their secretary informing them that Mr. Colby, Nottingham’s Building Inspector, is not available for all reviews. The Selectmen requested a copy of the e-mail. There was discussion about what Nottingham’s membership dues to SRPC covers and expenses/off-setting revenues for plan reviews. At Chair Bonser’s inquiry, Ms. Mooney informed the Selectmen that the Planning Board had discussed contacting Rockingham Regional Planning Commission to inquire about plan review services. Chair Bonser noted that this service should have off-setting revenue. Mr. Canney read the Planning Board’s to do list. Chair Bonser noted that there was not
enough time between this meeting and the meeting with the Budget Committee on Thursday for the Planning Board to obtain any more estimates and noted that the Selectmen would move forward with what has been presented.
There was discussion around the requested legal line. Mr. Brown informed the Selectmen that all legal services had come out of the Selectmen’s budget in the past, noting that breaking it out like this allows for the Planning Board to better track their own budget. There was discussion around what services the Planning Board would need from legal council. Mr. Canney noted that all proposed changes to zoning, subdivision, and site plan are reviewed, as well as some applications. Chair Bonser noted that some of the Planning Board’s legal fees could be reimbursable by the applicant. There was discussion around the off-setting revenue line.
Mr. Bock asked for a summarization. Chair Bonser reported that the Planning Board is requesting $25K and there will not be anymore documentation provided prior to the Budget Committee meeting this Thursday. Mr. Bock informed the Planning Board members that they will need to seek further documentation in support of their request for Town Meeting. Mr. Brown noted that $25K had been put in that line two years ago and not used, adding that it left many with a bad taste. There was discussion around the struggles of the past board and around the goals and vision of the current board.
Mr. Bock discussed the HCPP project, noting that they have been told that the remaining stages are not funded by grants. He wants to find out more about the cost for those activities and possibly incorporate it into the Conservation Commission.
Chair Bonser asked the Planning Board members if they would be attending Thursday’s Budget Committee meeting. Mr. Brown informed her that the Planning Board need not attend Thursday’s meeting as the Budget Committee will be meeting with department heads. The Planning Board members thanked the Selectmen for their time and stepped down.
Chair Bonser called a break at 8:03 PM. She reconvened the meeting at 8:08 PM
ADMINISTRATIVE BUSINESS Cont.
Mr. Brown addressed holiday office hours. The Selectmen agreed to close the office at 12:00 PM on December 24 and December 31.
Mr. Brown is working on the draft warrant. The last day to submit a zoning petition warrant article is December 9 and the last day to submit a budgetary warrant article is either February 4 or February 5. Mr. Brown will confirm the date and make an announcement at the next meeting. So far, there are three zoning petition warrant articles.
BUDGET
Mr. Brown noted that he has not made changes since the Selectmen’s workshop.
Mr. Brown checked on the special election issue. The funds are being requested for the possibility of a mid-year election due to an unexpected vacancy (i.e., retirement, death, etc.) of a legislator or senator.
Mr. Brown has added $300 to Voter Registration line 022, Printing due to the length of the warrant.
The Selectmen will hold a workshop on December 30 at 8:15 AM to discuss encumbrances and the warrant article. The list of budgetary warrant articles needs to go to the Budget Committee on January 21.
Mr. Brown inquired about putting the Planning Board’s request back to $25K. Mr. Bock feels it is still an open discussion. Chair Bonser feels they will be able to justify the expense, adding that they are posing a very aggressive schedule and may need to be reigned in. There was a brief discussion around the autonomy of the Planning Board and the Selectmen controlling the money. Mr. Brown will leave the request as it is but inform the Budget Committee that it may increase.
Acknowledged by Chair Bonser, Mr. Mills inquired about digitizing the town maps. Mr. Bock feels that it is too expensive, adding that the Selectmen had received input from community member who believes that it is not a good idea to do valuation and tax maps in the same year. Chair Bonser concurred, adding that it is too late; all the good companies have contracts. Mr. Mills discussed the import of this task to officially designate Nottingham’s prime wetlands. This will aid in protecting Nottingham’s groundwater. Mr. Brown indicated that he thought this may be something that could be done outside of the tax maps. There was discussion about the different phases of digitization. Chair Bonser informed Mr. Mills that the Selectmen will look into and get back to him.
Mr. Brown reminded all that there had been some issues with specifics for the HCPP Committee due to lack of digitized maps.
There is no change to the Performance Award line.
Mr. Bock addressed the Animal Control Officer (ACO) issue. Mr. Brown has made some calls to other communities and is waiting on a call back from one. Most towns state right up front that they do not deal with wildlife. Mr. Brown informed all that past mistakes cannot be corrected in that if a ticket should have been issued but a warning was given you cannot go back and issue a ticket at a later time. Discussions with others confirmed for Mr. Brown that it is not necessary for the ACO to be a member of the police department. There was discussion around ACO’s having other full-time jobs. There was discussion around not being able to tell people how many animals they can have. Ms. Doughty suggested increasing the group license fee as a deterrent. Mr. Brown is not sure
that can be done; it may regulated by RSA. Mr. Anderson suggested they look at collaborating with other surrounding towns to hire a full time ACO. Chair Bonser will forward contact information for Epping’s ACO to Mr. Brown.
Mr. Bock addressed the recycling center, noting that he had distributed a copy of an article from the Concord Monitor on single-source recycling. The Selectmen have a workshop Monday with a guest who will discuss this avenue. Chair Bonser informed Mr. Brown that Mr. Danais, a Nottingham resident, had recommended to her that Mr. Brown speak with Roger Rice from Lee. Mr. Brown noted that Nottingham cannot be compared to Lee; Lee’s recycling budget is twice Nottingham’s. Mr. Brown informed the Selectmen that he, currently, does not have time to follow up on this issue.
NON-PUBLIC
Motion: Bonser, second Bock to enter non-public under RSA 91-A:3 II (c).
Vote: Anderson – yea, Bock – yea, Bonser – yea. Passed by roll call: 3-0
The Selectmen entered a non-public session at 8:43 PM.
Motion: Bonser, second Bock to exit non-public.
Vote: Bock – yea, Anderson – yea, Bonser – yea. Passed by roll call: 3-0
The Selectmen exited the non-public session at 9:08 PM.
Motion: Bonser, second Bock to seal the minutes of the non-public session.
Vote: Bock – yea, Anderson – yea, Bonser – yea. Passed by roll call: 3-0
While in non-public the following action was taken:
Motion: Bonser, second Bock to waive tax deeding on the properties recommended by Mr. Brown due the liability burden they would add to the town.
Vote: All in favor. Motion passed 3-0
Having no further business,
Motion: Bock, second Anderson to adjourn the meeting.
Vote: All in favor. Motion passed 3-0.
Meeting adjourned at 9:09 PM.
Respectfully submitted,
Traci Chauvey
Recording Secretary
Approved as amended at the February 1, 2010 meeting.
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