Town of Nottingham
Selectmen’s Meeting
October 13, 2009
6:29 PM Chair Bonser opened the meeting and asked all those present to stand for the Pledge of Allegiance.
Members Present: Mary Bonser, Gary Anderson
Guests: Peter Landry, Sam Demeritt, Celia Abrams, all from Nottingham Conservation Commission; Brian Stucker, Hal Rafter, Chelli Tennis, all from Communications Policy Committee
Others: Charles Brown, Town Administrator; Traci Chauvey, Recording Secretary
ADMINISTRATIVE BUSINESS
Chair Bonser inquired about department reports.
Mr. Brown reported that he had received a response from the Chief of Police, Gunnar Foss, regarding the installation of speed bumps at the Mill Pond Bridge. Chief Foss in not in favor of installing speed bumps and noted that they could actually be a liability to the Town. The Selectmen concurred with the Chief of Police’s concerns.
Mr. Brown informed the Selectmen that the full-time temporary firefighter/EMT position remains open; however, Fire Chief Jaye Vilchock, has been narrowing down the résumés that have been received. He will let Mr. Brown know as soon as the position is filled.
The new sand and salt facilities are not complete. There were workers at the site sometime over the weekend to install more bolts for strapping, but the facilities are not complete at this time. Mr. Brown will contact the company to find out what is causing the delay.
Mr. Brown is preparing to submit documentation to FEMA for the Mill Pond Bridge. This must be done by October 26.
Mr. Anderson inquired about Back Creek Bridge. Mr. Brown explained that there has been a hold up with the concrete culverts. The vendor thought they would be ready for pouring sometime between the 21st and 26th. The project may have to be put off until next year. Mr. Fernald, Nottingham Road Agent, did not want to start after the 19th. He did not feel there would be enough time to get it all in place with the binding coat on top before the cold would halt the project.
The Selectmen addressed the signature file.
Motion: Anderson, second Bonser to appoint Wanda Mitchell as Nottingham Representative to the Board of Directors of the Rochester District Visiting Nurses Association for the three year period beginning April 17, 2009 and ending April 16, 2012.
Vote: All in favor. Motion passed 2-0.
Mr. Brown reminded all that he had applied for a grant for engineering services to evaluate the stability of the Grange Hall and Old Town Hall. The grant would have been for $500 with the town matching
$100 but Nottingham did not receive the award. Mr. Brown has received engineering bids and recommends awarding the initial assessment to Milestone Engineering out of Concord. Chair Bonser voiced concern with an area in the stairway going to either the second or third floor in the Old Town Hall. Mr. Brown has made the company aware of this particular concern. Chair Bonser inquired as to whether the addition on the Old Town Hall may be compromising the sills. Mr. Brown will ask the engineering company to provide an opinion.
Motion: Bonser, second Anderson to award the initial assessment of the Old Town Hall and the Grange Hall to Milestone Engineering in the amount of $1,175.
Vote: All in favor. Motion passed 2-0.
Mr. Brown presented an easement requiring signature. The easement is for NH Electric Cooperative and New England Telephone Operations, LLC, to place three (3) poles on town property to get electricity to the new sand and salt site. All other easements have been signed.
Motion: Anderson, second Bonser to authorize Chair Bonser to sign the easement on behalf of the Town of Nottingham.
Vote: All in favor. Motion passed 2-0.
Chair Bonser signed the easement. Mr. Brown notarized same.
The Selectmen addressed the mail folder.
The Selectmen, together with Mr. Brown, will set a date to review the personnel policies.
Mr. Anderson reported that he had some questions from the Budget Committee on the validity of putting money into the Old Town Hall and the Grange Hall if there is no future plans for the buildings. He inquired as to where these items sit on the CIP. Chair Bonser explained that requests come from the department heads for things to be placed on the CIP. The Selectmen would be the body to recommend or initiate CIP requests for those buildings or the Municipal Office Complex. There was discussion about the many needs of the town in regards to meeting space, parking, an archive room, storage space, a public access production room, etc..
Mr. Brown informed Mr. Anderson that there was a meeting with DRA set for October 20 at 11:00 AM to set the tax rate. There is much upheaval at the state. DRA will be losing ten (10) employees.
Chair Bonser asked Mr. Anderson to serve as a liaison between the Nottingham Building Committee and the School’s Building Committee at Mr. Sweeney’s (Chair, Nottingham Building Committee) request. There was discussion around communication/interaction between the two committees.
APPOINTMENTS
7:00 PM – Communications Policy Committee – Policy Review
At 7:00 PM, Chair Bonser acknowledged Brian Stucker, Hal Rafter, and Chelli Tennis. They were invited to the mic.
It was noted that the Communications Policy Committee did not have a copy of Ms. Chauvey’s e-mail dated July 14. At 7:01 PM, Mr. Brown left the meeting to make copies. Chair Bonser addressed the policy. (See official file for copy of policy).
Article 1.2.2 Chair Bonser felt there were too many instances of the word “of.”
Throughout Chair Bonser asked the committee to amend the policy to address only Channel 22, as this is currently the only channel the Town has available.
Article 2.5.0 First bullet: There was discussion about the reason for inclusion of this item. Chair Bonser would like them to reconsider. Mr. Stucker explained that the Committee had considered omitting it as it may possibly be a way to fund maintenance and upgrades to the facilities or buy DVD’s or other needed items. There was discussion around whether the 501(c)(3) status could be maintained. There was discussion of limiting it to local businesses, such as the links on the Town website.
Point of order: At 7:04 PM, Mr. Brown returned with copies which he provided to the committee during the above conversation. At this point in the review, Mr. Stucker acknowledged that the policy had been written looking forward into the future. Some of the material is dated without even having been in effect. He inquired about whether the Selectmen would like to see the policy scaled back to fit the current situation and modified as we move forward. Chair Bonser would like it modified to fit our current situation, noting that this is a “living document’ and there is job security on this committee. Chair Bonser directed everyone’s attention back to the policy.
Article 2.5.0 Last bullet: Chair Bonser inquired as to whether this section prohibits “Meet the Candidates” or other such programming. Mr. Stucker explained that those were excluded. This section is to prohibit advertising for the purpose of collecting money for a candidate. There was discussion around State and Federal candidates. The committee’s intent was to stay in step with the Nottingham Community Newsletter and only provide access for local candidates. Chair Bonser asked the committee to reconsider, noting that the policy can be amended at any time if it is not working.
Article 2.8.4 Chair Bonser inquired about using an excerpt from a meeting in another production. The committee explained that the section refers to records of public meetings.
Article 2.9.1 At Chair Bonser’s inquiry, Mr. Stucker stated that State and Federal candidates were included in this section.
Article 2.9.2 Chair Bonser inquired about debates. Mr. Stucker explained that debates are excluded from this section, noting that they can go on for hours.
Article 2.10.2 At Chair Bonser’s inquiry, Mr. Stucker explained that underwriters can be listed in the credits.
Article 3.1.4 Chair Bonser noted that the reference to the “Assistant Nottingham Board of Selectmen” should be changed to “Town Administrator.”
Article 3.2.1 Chair Bonser noted that the reference to the “Town Manager” should be changed to “Town Administrator.”
Article 3.4.1 Chair Bonser inquired as to whether this section prohibits notices of upcoming political events. There was discussion around amending this to clarify that notices are acceptable.
Article 3.5.1 There was discussion around the Selectmen being both the first and second avenue for appeals. Chair Bonser suggested that this section be changed to the Town Administrator.
Article 3.5.2 In conjunction with the above change, this section should say that the Town Administrator’s decision can be appealed to the Board of Selectmen. Both sections will be changed to reflect that an appeal must be filed within 21 days.
Chair Bonser thanked the committee members for their hard work. Mr. Anderson noted that his concerns mainly center around the policy being written for where we are vs. where we are heading. This will be resolved with a scaled down policy. There was discussion around what may be available to us in the future. Chair Bonser would like to see us utilizing channels 13 and 98, as well as channel 22. Mr. Stucker informed the Selectmen that the surveys being returned to the Cable Franchise Renewal Committee indicated that the community members feel that channel 22 is more than sufficient for Nottingham’s governmental, educational, and public access needs. Chair Bonser noted that there is a conflict on Wednesday nights. The Planning Board has voted to air their meetings, but the
School Board already airs that evening. There was discussion around taping meetings to be aired at a later time. There was discussion around the possible interest that may be shown once this is up and running.
Chair Bonser set a meeting date of November 9, at 7 PM, for the committee to return with the updated policy.
7:15 PM – Cable Franchise Renewal Advisory Committee (CFRAC) – Update
At 7:29 PM, Chair Bonser acknowledged Brian Stucker. He was already at the mic.
Mr. Stucker informed all that the committee is currently working on modifying the boiler plate contract to fit Nottingham. The contract is 64 pages, 14 chapters. The committee is meeting once a week to review a couple of pages at a time. They have completed five chapters and decided to postpone franchise fee talks until Chapter 9. There was discussion around legal review. Mr. Stucker will submit the contract by e-mail to Mr. Brown for review by the attorney once the committee is done their review. The committee is to ask Mr. Brown for a meeting with the attorney if any face to face communication is required.
Mr. Stucker explained that they committee is not looking at equipment purchases until 2011. He informed all that the new contract will go into effect in July of 2010. The contract includes a “Thank You” payment from the vendor. Discussions are still taking place over the amount and the terms but the committee anticipates a payment from the vendor during the six month period of July 2010 thru December 2010. This payment is for equipment purchase. Mr. Stucker inquired as to how those incoming funds should be handled. Mr. Brown explained that a special revenue fund, similar to that of the ambulance should be set up. Chair Bonser inquired as to whether the committee was in a position to submit CIP requests. Mr. Stucker noted that they are still in the process of
getting quotes. There was discussion around different equipment and list prices. There was discussion around CIP thresholds. Ms. Bonser asked that the committee submit estimates as soon as possible. She will e-mail the form to Mr. Stucker.
Mr. Stucker informed all that, currently, the only sticking point on the contract is the servicing of the five residents on Steven’s Hill Road. He noted that there is a discrepancy in the contract. The written contract states that the three homes (which existed at the time the contract was put in place) will be serviced upon request of the residents, the map shows all of Steven’s Hill Road highlighted, but the detailed listing says that 2.04 miles of Steven’s Hill Road was serviced. The road is 3+ miles long. There was discussion around servicing by Metrocast. The committee is scheduled to walk Steven’s Hill Road with Comcast representatives on October 15 at 2 PM. Mr. Stucker will send a memo to the Selectmen once the walk is over for the Selectmen to determine whether
a legal opinion of the discrepancy in the contract should be sought.
Mr. Stucker informed the Selectmen that Single Source Group out of Nashua would be giving the committee a demo at their next meeting. The equipment they are recommending is different than what the committee has researched; a bit pricier but able to provide more functionality. There was talk about renting and/or buying used. Mr. Stucker explained that the equipment cannot be rented and if buying used, you are purchasing outdated equipment.
Mr. Stucker informed all that the committee took a tour of the Municipal Office Complex with the Building Committee to address space needs. The two best rooms are behind the food pantry; the old boiler room or the bathroom are sufficient for space needs. The committee favors the old boiler room because it has external access; however, there may be safety issues with the external access and police activity. The Chief of Police will come to speak with the committee, at their request. Mr. Stucker noted that whichever room is chosen, upgrades are needed for electricity, heating and air conditioning. This brought up the discussion of cable franchise fees, again. Mr. Stucker informed the Selectmen that the committee is considering getting rid of the franchise fees as the cable subscribers in
town feel that it is unfair taxation. There was discussion around the fees going into the general fund and lowering taxes. It was noted that the increase in taxes will be to all residents, not just the cable subscribers.
Mr. Stucker informed all that the committee felt the table at Nottingham Day was a good idea. They received much of their feedback during that day.
There was discussion around a budget for public access. Ms. Bonser informed Mr. Stucker that the budget would come through the Selectmen. She asked Mr. Stucker to get the numbers to Mr. Brown at their earliest convenience.
Chair Bonser thanked both committees for their hard work. Chelli, Hal, and Brian stepped down at 7:52 PM.
7:30 PM – Nottingham Conservation Commission – Southeast Watershed Alliance
At 7:52 PM, Chair Bonser acknowledged Sam Demeritt, Celia Abrams, and Peter Landry and invited them to the mic.
Mr. Demeritt and Ms. Abrams took the mic and explained that they had attended an information session on the Southeast Watershed Alliance held here (Nottingham Municipal Office Complex) on September 29. They gave a summary. The Southeast Watershed Alliance (SWA) was enacted by RSA in 2009 and it sets up the organizational framework for coastal watershed communities to learn about and address water quality issues. There are 42 coastal watershed communities involved. Each Town can vote to join. It must be by vote of the governing body. There is no cost associated with joining, at this time. You may leave the alliance at any time with no negative repercussions. Joining will help the community get prepared to meet future regulatory responsibilities. Nottingham has the
opportunity to shape the SWA as it forms in the upcoming months. The Conservation Commission is here to support the Selectmen in whatever way is needed. The next meeting of the Alliance is in December.
Mr. Brown informed all that he has recently spoken with Cynthia Copeland, Executive Director, Strafford Regional Planning Commission, and this was one of the hot topics she had raised. At Mr. Brown’s inquiry, Mr. Demeritt indicated that a volunteer should be appointed. There was discussion about volunteers. Mr. Demeritt noted that Mr. Albert is interested in providing representation for several towns. Mr. Demeritt believes each town will have one vote and should therefore have a representative. The Selectmen concurred. Mr. Demeritt will speak with Conservation Commission members to see if anyone is interested. The Selectmen will make the appointment at their November 9 meeting based on follow up by Mr. Demeritt.
Ms. Abrams informed the Selectmen that there is talk of pollution credits. Towns have to work together to come up with a 35% reduction of nitrogen going into the bay and estuaries. Much of it comes from storm water run-off; paving, parking lots, all have an effect. There was discussion surrounding the work done for phosphorus at Pawtuckaway. Mr. Anderson inquired about the current amount of nitrogen. Mr. Demeritt, referencing a chart from the meeting, stated that 739 tons of nitrogen per year is going into Great Bay. Ms. Abrams noted, again, that they are looking for a 35% reduction, adding that we might need to consider changing our regulations to require permeable asphalt.
Mr. Demeritt provided copies of the information received at the SWA informational meeting to Chair Bonser. Ms. Abrams and Mr. Demeritt left the meeting at 8:04 PM.
The Selectmen reviewed the bill folder.
Having no further business,
Motion: Bonser, second Anderson to adjourn the meeting.
Vote: All in favor. Motion passed 2-0.
Meeting adjourned at 8:09 PM.
Respectfully submitted,
Traci Chauvey
Recording Secretary
Approved as amended at the November 23, 2009 meeting
| 
