Minutes
Selectmen’s Meeting
April 12, 2010
6:30 PM Chair Bock opened the meeting and asked all those present to stand for the Pledge of Allegiance.
Members Present: Peter Bock, Gary Anderson, Mary Bonser and Town Administrator Charles Brown.
Guests: Laura Clement, Chris Mills, Gail Mills, Judy Doughty, John Terninko, Brian Stucker, Chris Albert, and Paul Comeau.
Others: Heidi Seaverns.
Laura Clement stated that she had corrections that she wanted made to the minutes of March 29, 2010. Chairman Bock asked her if she would give the corrections to Mr. Brown and he would forward them to Ms. Chauvey. Ms. Clement wanted the corrections made at tonight’s meeting. Chair Bock explained that the Board members had not seen the minutes and also that Ms. Chauvey was not in attendance this evening. He went on to explain that the Board was going to have a workshop meeting just to approve minutes and that they would address this issue at that time. Chair Bock asked the other board members if they remembered a similar situation. Ms. Bonser could not remember one. Chris Mills spoke up and said he had made a statement at a meeting and also handed in a copy of it that he wanted attached to the minutes. Ms. Clement
stated that she had wanted the statement she handed in at the meeting attached to the minutes and she had not been clear about this at the meeting. Much discussion followed about attaching statements to the minutes. Mr. Brown stated that the Town had been advised not to attach anything to the minutes. It was recommended that the statement was referenced and kept on file in the office. Ms. Clement asked who made that recommendation. Mr. Brown stated it was the Town Attorney. Board members discussed dates to have their workshop meeting and decided that Monday April 19, 2010 would be the date. Ms. Clement replied that she would be out of town that week. It was decided that Ms. Clement would be placed on the agenda for the next regularly scheduled meeting on April 26, 2010. Ms. Clement gave copies of the corrections she wants made to Board members & Ms. Seaverns (for Ms. Chauvey).
Chair Bock recognized Janet Horvath. Ms Horvath stepped forward to speak with the Board about the purchase/lease purchase of a van for the Recreation department. She had spoken with the Board at a previous meeting in regard to this issue. She went on to explain that the department usually leases a van (15 passenger) for the summer programs at a cost of $ 4500-5000/summer. If the Town were to purchase either a new or low mileage used van, there would most likely be a savings over the long term. The summer programs typically put on between 600-700 miles per summer. If the Town purchased a van, it would be available for other trips and programs. Even with the additional usage, Ms. Horvath believes that the van would last at least 5-6 years. Much discussion followed about purchasing a van vs. a small bus. Topics included not
needing CDL license for a small bus, types of seats in a small bus not as safe as in a van, difference in cost to insure & maintain and increased wear & tear on used bus with all stopping & starting. Board members were agreed that money from Recreation Revolving fund would pay for the purchase, but were undecided on an outright purchase or lease purchase. The Revolving fund has about $105,000 in it at this time. Ms. Horvath will come back to the Board at their next meeting with specific information on a purchase/lease-purchase. Time is running short as far as committing to a lease for the summer, so Ms. Horvath would like to have a definitive answer as soon as possible.
Next item to be discussed was the Litter Free NH campaign, which will be May 12-15. Ms. Horvath has been in touch with LGC in regard to children under age 18 participating in this event. LCG has indicated that all participants should have a reflective vest and all children under 18 years of age be
supervised by an adult. Board members requested that we get a firm answer as far as liability issues go before proceeding with this event. Ms. Horvath stated she has people that have said they would participate in clean up on Kennard Road, Freeman Hall Road and Lincoln Drive. Ms. Horvath also informed the Board that the Mutual Aid Recreation discussion is continuing. This would provide recreation equipment to disaster areas within the area. She will keep the Board informed. The Board thanked Ms. Horvath and she left the meeting.
Mr. Brown informed the Board that he asked the Fire Chief to provide the information required for an RFP to sell the fire car, an old pump and an old gurney.
Chair Bock recognized Chris Albert from Jones & Beach. Mr. Albert gave Board members copies of plans for the proposed Giles/Howard subdivision, as well as a maintenance plan for the retention ponds. The Howard subdivision creates 6 new lots and the Giles subdivision creates 23 new lots. There would be 5673 linear feet of roadway within the subdivisions. He stated he was before the Board to inform them about the 10 retention ponds that would be created as a result of these subdivisions. It is the developer’s intent to turn these ponds over to the Town. The Town would then be responsible for maintenance, which includes mowing around the ponds annually, and maintenance dredging every 10-20 years. The ponds would be typically about 2 feet deep and they would treat the runoff for the 1-2 year storms. He indicated
that there are many ponds like this in subdivisions all over the state. Board members requested a list of subdivisions in the area that they could visit to see what the ponds may look like. He stated they would not treat the 50-100 year storm runoff. There would be emergency spillways for those types of storms. He indicated that these ponds would not be fenced in and there would be conservation easements around them to prevent home owner improvements. Discussion followed. Mr. Brown asked why the Town would accept the easement deeds for these. Mr. Albert stated that the developers do not want to create a homeowner’s association to be responsible for these as it will add to the cost of development. Mr. Mills asked when construction was estimated to start. Mr. Albert stated that they are still trying to get approvals but they are looking at a 10 year build out. Mr. Brown asked Mr. Albert to provide a sample easement deed for attorney review and a list of subdivisions in the area
with similar ponds. Mr. Albert thanked the Board for their time and then left the meeting.
The next appointment on the agenda was with Brian Stucker from the Cable Franchise Renewal Advisory Committee (CFRAC). He reminded the Board that the CFRAC would be meeting on Tuesday evening with Jay Somers, Comcast representative for further contract negotiations. He reported that since the CFRAC is asking for 2 community access channels, Comcast is requesting a list of programming for the channels 24 hours a day/ 7 days a week. Currently the broadcasting is approximately 95% bulletin board and 5% live. There will be capital purchases of equipment required for this and the Town has to have the money for those purchases up front before Comcast will consider the request for additional channels. The CFRAC is proposing that a portion of the Cable Franchise fee be allocated toward payment for the equipment. It can be done in
2 ways, either as a one time payment or over three years. Mr. Stucker indicated the committee was leaning toward the three payments. The list price for the equipment is between $ 32,000 and $33,000. Mr. Stucker then stated that a middle of the road video server and 2 bulletin board generators could be purchased for about $ 26,000. This video server would drive both stations and the bulletin board generators could be accessed via the internet. Chair Bock asked where this new equipment would be placed. Mr. Stucker indicated the equipment needed to be in an environmentally controlled environment, so he suggested it be put in the Selectmen’s office. The current character generator is located in this office. He stated that the office staff would be able to program the system for information turned in for broadcast at the counter. He indicated that the system would have recording capabilities and that all meetings would be recorded for future broadcast. Ms. Seaverns asked if the
system allowed for copying of broadcasts, to accommodate requests for copies. Mr. Stucker stated that the system has that capability. Mr. Stucker informed the Board that the committee would be discussing contract issues to Tuesday’s meeting with Mr. Somers and changes to the contract. The Stevens Hill Road issue will be discussed. Mr. Stucker has contacted the FCC about this issue and they indicated that Comcast was responsible for providing that service. Comcast has said they would not provide this service and will not put this clause into the new contract. The committee is looking at a 7 year contract. They feel 3 years is too short a time and 10 years is too long (technology wise). A lengthy discussion followed about the quality of the broadcasts especially the audio portion. Different types of cameras were discussed but ultimately, the new backend equipment must be in place before any more cameras etc are added. It has not been decided whether new cameras and that type of
equipment will be added this year or a warrant article will be put forward next year for that purchase. Mr. Stucker gave the Board a quick contract update about indemnification (Comcast will pay their attorneys to protect Town’s interest, not Town Attorney), performance bond (to remain at $ 50,000) and the wording in regard to programming in Exhibit B will be deleted (Neither Town or Comcast can dictate what will & won’t be broadcast). The committee will ask for a specific list of equipment as well as additional broadcast sites around Town (Old Town Hall, Library, Fire Station, & Dame School). Mr. Terninko asked how many subscribers there were in Nottingham. Mr. Stucker stated the committee had asked the same question. Comcast declined to answer, it was proprietary information. The Board thanked Mr. Stucker for his update. Mr. Stucker left the meeting at 8:10PM and the Board took a short break.
The Board reconvened their meeting at 8:20PM
The Board next addressed the signature file,
The AIA contract for the work at the Grange Hall and the Old Town Hall was signed (voted at accept at 3/29/10 meeting). Mr. Brown stated that the work would begin this week on this project.
Board members reviewed bills, mail & correspondence and signed payroll salary history forms for employees. The raises given to employees are not retroactive to January 1; they are effective April 2, 2010.
Chair Bock reported that 2 members off the BOS attended a reception held by Society for the Protection of NH Forests, held at the Old Town Hall and in Mulligan Forest. The SPNHF were hosting a group of foresters from the Middle East. Both Chair Bock & Ms. Bonser enjoyed the experience. There will be a group of foresters from the New England are go to the Middle East as part of the exchange.
The Board next made decisions about the following committee appointments;
Budget Committee: Ms. Bonser (3/29/10 meeting)
Planning Board member: Mr. Anderson (3/29/10 meeting)
Emergency Management Town & School: Mr. Bock
Building Committee: Mr. Anderson
Building Inspector Liaison: Mr. Bock
Fire/Rescue Liaison: Mr. Anderson
Highway Liaison: Ms. Bonser
Police Liaison: Mr. Bock
Recreation Department Liaison: Mr. Bock
Recycling Liaison: Mr. Anderson
CIP: Ms. Bonser (depending on schedule)
School Building Committee: Mr. Bock (depending on schedule)
Conservation Commission Liaison: Mr. Bock
Nottingham Day: Mr. Anderson
PLAC: Ms. Bonser, if needed, committee on hiatus
The Board did not designate representatives to the CFRAC and to the Impact Fee Study Committee at this time.
Mr. Anderson reported to the members that he & Mr. Brown have been gathering more information about single stream & double stream recycling. Mr. Brown reported that the Co-op has gotten the commitments for tonnage/communities to participate so they are proceeding with the next steps to begin construction. Mr. Anderson would like to schedule a meeting with Lisa Stevens after the Board has a chance to review the information she has provided to Mr. Anderson about recycling.
The Board reviewed a letter from the Library Trustees and as a result:
Motion: Bonser, second Anderson to appoint Susan Medeiros as an Alternate Library Trustee for 1 year based on the recommendation from the Library Trustees.
Vote: 3-0 in favor.
Chair Bock reported that he & Mr. Anderson had gone on a site walk with the Conservation Commission at the Butler Farm. There is a proposed conservation easement on this property to insure that the farmland does not get developed.
Ms. Bonser updated the Board on the meeting with Governor Lynch. She reported that all the requests that were made of Governor Lynch are in the works. The attorney that the Town has hired has been able to weigh in on the expiration date of the existing large groundwater withdrawal permit (DES). There has been a meeting with the Commissioner of DES and Mr. Bellestero. It was requested that Mr. Brown send a letter to the Governor thanking him for his help and advising him of the progress (include signed copy of letter from Atty. Donovan as well as copy of the letter from DES).
Ms. Bonser next asked the members permission to contact representatives about SB 492, which would extend the telecommunication tax exemption on wooden poles. This exemption has been in place since 1990 and this bill would give an additional 2 year extension to the exemption. The telecommunications industry is the only profit making enterprise that gets an exemption from property tax. After some discussion,
Motion: Bock, second Anderson to authorize Ms. Bonser to contact representatives tonight, in anticipation of tomorrow’s scheduled vote, to kill SB 492.
Vote: 2-0-1(Bonser) in favor.
Having no further business,
8:40 PM Motion: Bonser, second Anderson to adjourn.
Vote: 3-0 in favor.
Respectfully Submitted,
Heidi Seaverns
Approved as amended
5/10/10
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