Town of Nottingham
Selectmen’s Meeting
October 12, 2010
6:31 PM, Acting Chair Anderson opened the meeting and asked all those present to stand for the Pledge of Allegiance.
Members Present: Acting Chair Gary Anderson, Mary Bonser
Members Absent: Peter Bock, Chair
Guest: Heidi Seaverns and Mike Kelleher for town and state E 911, respectively; Chris Mills;
Others: Charles Brown, Town Administrator; Traci Chauvey, Recording Secretary
ADMINISTRATIVE BUSINESS
Acting Chair Anderson informed the public that Chair Bock was unavailable this evening and inquired about department reports. Mr. Brown noted that Janet Horvath was present to speak about the needs assessment for the recreation department and referred to a memo he had distributed to the selectmen on her behalf. Ms. Horvath was invited to the mic.
Ms. Horvath explained that an overall recreation needs study was long overdue, noting that she only remembers one survey going to the public approximately ten years ago and only on the Summer Concert Series. She reported that, due to the growth in town, recreation facilities for the school, Nottingham Youth Association, and the recreation department are stretched beyond their limit. Ms. Horvath explained that the needs assessment will not cover just youth sports. She is looking to cover all recreational and outreach activities for all age groups. The study will be aimed at Nottingham's children, adults, and seniors and cover all areas of recreation including things such as the Town Beach, Mulligan Forest, and the possible need for a Senior's Center.
Ms. Horvath initiated the process for a town-wide recreation needs assessment with an RFQ, to which she received five responses ranging from $8.5K - $25K. After two interviews, Hoyle, Tanner, & Associates (HTA), in conjunction with Ken Costello, have been selected as best meeting the town's needs and cost feasibility. In addition to HTA's costs, there will be outside expenses such as surveys to be printed and mailed. Ms. Horvath requested approval to expend up to $15K from the recreation revolving account for the cost of the recreation needs assessment.
At Acting Chair Anderson's inquiry, Ms. Horvath explained that HTA was chosen based on locality and familiarity, along with experience with similar projects. She noted that there had been a response from a firm in Colorado that was a great fit for the project and may be retained at some point in the future for program and business planning. The other three responses appeared to be geared more towards engineering and site design. Ms. Horvath reported that recreation activities among the three entities in town is currently done on a handshake and there may be a real need to formalize the business relationships between these three based on growth and current use. At Ms. Bonser's inquiry, Ms. Horvath informed the selectmen that HTA has prior experience with the planning areas we are looking for.
Acting Chair Anderson noted that this assessment is important to all area of planning in the works such as the Master Plan and Impact Fees. Ms. Horvath indicated that the recreation department cannot move forward and plan for the future without the study.
There was a brief discussion around the absence of Chair Bock. Acting Chair Anderson was comfortable moving forward and taking a vote in the absence of Chair Bock, noting that Chair Bock is in full support of this effort by the recreation department.
Motion: Bonser, second Anderson to authorize Mr. Brown to sign the contract with Hoyle Tanner & Associates pending review of the contract by the town attorney and to approve the expenditure of up to $15K from the recreation revolving account towards this recreation needs assessment.
Vote: All in favor. Motion passed: 2-0
Acting Chair Anderson inquired about upcoming events. Ms. Horvath announced the town's Halloween Party is scheduled for October 30, from 1:00 to 3:00 pm. Football is coming to end. Soccer will end the week following. The recreation department's Craft Fair is scheduled for November 20, 9:00 am – 3:00 pm, at Nottingham Elementary School. Plans are in the works for the Christmas Parade/Craft Workshop in December.
Ms. Horvath reported that Nottingham Day was a huge success. Attendance was up. The recreation department received great support from the highway, police, and fire/rescue departments. Acting Chair Anderson acknowledged the work of such a small team for this important event, adding that this event is always in need of volunteers. There were thanks all around. Ms. Horvath stepped down and left the meeting.
Mr. Brown made the following announcements and department reports:
- Flu shots will be given at the Municipal Office Complex next Tuesday, October 19 from 9:00 to 11:00 am.
- Household Hazardous Waste Day is scheduled for October 30. Same place as last year, in Raymond, between the hours of 10:00 am and 2:00 pm.
- The Recycling Center will go to winter hours beginning November 2. It will be open Tuesday thru Saturday, 9:00 am – 5:00 pm. Postcards will be going out to all residences.
- USA Springs confirmation hearing was continued to October 21 at 1:30pm.
- The fire department has received 24 applications in response to their open position. Invited to the mic, Chief Vilchock reported that a committee has parsed that number down to eight. Interviews will be scheduled.
- The old fire house is cleaned out. It can be used to house the van and highway equipment.
- The carpet in the old town hall will be ripped up starting tomorrow. Mr. Brown is going to check on the mold situation in the back of the building. There is a hope to use the big room more often. Testing needs to be done.
Acting Chair Anderson commented on all the work that has been done at the grange and old town hall. He filled Ms. Bonser in on the activities of the Building Committee regarding a records storage room. Mr. Brown sent a memo to department head requesting information on their needs. The committee is starting to receive feedback.
APPOINTMENTS
7:00 PM - PUBLIC HEARING – E 911 RENAMING & RENUMBERING OF STEPPING STONE ROAD & CRONIN ROAD EXT. AND RENUMBERING OF LAYNE FARM ROAD.
At 6:59 Acting Chair Anderson opened the public hearing and invited Heidi Seaverns to the mic.
Ms. Seaverns explained that this effort was in conjunction with the towns of Barrington and Lee to support NH E 911. Stepping Stone Road will be renamed to Stepping Stones Road , Cronin Road Extension will become just Cronin Road and Layne Farm Road will be renumbered. This public hearing is to address any questions. If the selectmen chose to move this forward, notices will be sent to affected homeowners. Ms. Seaverns indicated that the post office and Fed-Ex will be notified, however, private phone carriers and UPS will need to be notified by residents. Residents will also need to change their address with the DMV. She believes the town clerk may have forms for this address change. It was noted that most of Nottingham went through this process several years ago, however,
these roads were delayed due to the 'relationship' with other towns. Mr. Brown reported that Barrington is going through their town now and there have been many changes.
Acting Chair Anderson called for public comment. Mr. Swible inquired about banks and legal documents, such as deeds, and septic plans that are maintained in Concord. Mr. Kelleher joined Ms. Seaverns at the mic. He explained that deeds change upon transfer sale of the property and stated he was not sure about septic plans held in Concord. Ms. Carlson stated that those are maintained by map and lot, noting that these will not change. There was discussion around whether a new driver's license was required. Mr. Kelleher explained that only a change of address was required. Mr. Swible inquired about a charge for this and Ms. Carlson indicated she was not aware of a charge, noting that Mr. Swible would receive a sticker to place on the back of his current license once the address change
was filed. At Mr. Swible's inquiry, Mr. Kelleher noted that the residents would be responsible for notifying their public utilities companies. At Acting Chair Anderson inquiry, Mr. Kelleher stated that he is with the Department of Safety, Bureau of Emergency Communications.
Chief Vilchock informed all that the fire department would replace any house number signs purchased through Nottingham Fire/Rescue for anyone affected by this change. Mr. Mills informed all that the post office will only forward 1st class mail for 12 months. The residents must contact anyone they do not do business with on an annual basis, such as doctors who are only seen every year. Mr. Swible commended the state for moving forward on this noting that it has been a long time coming. Getting no response to a call for other inquiries, Acting Chair Anderson closed the public hearing.
Motion: Bonser, second Anderson to make necessary changes of renaming and renumbering Stepping Stone Road and Cronin Road Ext. and renumbering Layne Farm Road, as requested, to support NH E 911.
Vote: All in favor. Motion passed: 2-0
7:30 PM – Chris & Gail Mills – USA Springs Update:
At 7:17 PM, Acting Chair Anderson acknowledged Mr. Mills and invited him to the mic.
Mr. Mills read a prepared statement providing a brief update of the recent USA Springs bankruptcy activities, noting numerous delays at the October 4th hearing and a continuance at the October 7 hearing. He talked about the expired permits and the special exception issue. He acknowledged Mr. Brown's report of having spoken with Attorney Teague in regards to the zoning ordinance passed at last Town Meeting in regards to the special exception time limit of two years. Reminding the selectmen he had urged them to send a letter to two presenting attorneys, David Connell and Matthew Serge of an LGC Law Lecture series relating to special exceptions, regarding this special exception article that passed, he read a draft of a letter he had prepared, stating that this was the type of letter he believed
they should send. The letter referenced their presentation at the Law Lecture series, the passed article, and asked for direction on how to proceed. Mr. Mills would like the special exception that was granted to USA Springs, the zoning article that passed last March, and the report from Dr. Ballestero included with the letter.
Mr. Mills inquired about the USA Springs building permit and meetings with the governor. Ms. Bonser informed him that the governor had passed the issue on to the attorney general's office and she believes they, 'dropped the ball'. Mr. Brown informed Mr. Mills that the building inspector is working on a letter for USA Springs regarding the building permit, which notes that all state permits must be in place prior to a building permit being considered. He noted that the town has recently received notice that the driveway permit has been renewed but that they must reapply for a new source bottled water permit and this will include a new pump test and all other requirements for a 'new' permit. There was discussion around the new plan and financing. It is Mr. Mills hope that USA Springs will not
even get beyond the permitting stage within that five years, sending them right back into bankruptcy.
Ms. Bonser asked Mr. Mills for a copy of the letter he drafted to the attorneys. Mr. Mills asked the selectmen for a copy of the newest agreement and a copy of the response from the attorneys when it has been received. There were thanks all around. Mr. Mills stepped down.
NOTTINGHAM CONSERVATION COMMISSION – UPDATE ON EASEMENTS
The Nottingham Conservation Commission, along with Phil Auger, joined the selectmen for an update on the proposed easements along the North River for the Kimball, Mariam/Daggett, and Tasker properties. Mr. Auger introduced himself, noting that he is from NH Cooperative Extension and is also member of the Board of Directors of Bear Paw Regional Greenways. He was here tonight to present the selectmen with updates on the easements.
The Kimball property is a donated easement from the Kimball family, whereby Bear Paw Regional Greenways is the primary holder of the easement and Nottingham is back-up. The Kimball's now want to give the property to Bear Paw, however, Bear Paw cannot accept the property being the primary holder of the easement. Bear Paw would like the town to take over primary position on the easement so they may take ownership of the property. The Kimballs would like to make this transfer by year's end. This is approximately a 21 acre parcel. The only cost would be recording of the deeds.
The Mariam/Daggett property has gone through the Wetlands Reserve Project process. They need to subdivide the land with the house on it off from the rest of the parcel. The Conservation Commission has voted to expend up to $25K for this property plus fees for the subdivision and current use penalty. The current use penalty will go back into the conservation fund as approved by the voters. This parcel is approximately 45 acres.
The Tasker property is still in the Wetlands Reserve Project process. The Conservation Commission has voted to expend up to $3K for this piece. This parcel is approximately 71 acres and contains land on both sides of the river.
These three parcels will provide the town with conservation land that runs from Freeman Hall Road to the school, along the North River. The selectmen thanked Mr. Auger and Mr. Demerritt for the update and asked that they put a memo together containing all information provided this evening.
Mr. Auger and Mr. Demerritt stepped down. The commission members left the meeting. Mr. Brown stepped out for approximately one minute.
NON PUBLIC
Motion: Bonser, second Anderson to enter non-public under RSA 91-A:3 II (e).
Vote: All in favor by roll call: Bonser – yea, Anderson – yea. Motion passed: 2-0
The selectmen entered a non-public session at 7:50 PM.
Motion: Bonser, second Anderson to exit the non-public session.
Vote: All in favor by roll call: Bonser – yea, Anderson – yea. Motion passed: 2-0
The selectmen exited the non-public session at 8:15 PM.
Motion: Bonser, second Anderson to seal the minutes of the non-public session.
Vote: All in favor: Motion passed: 2-0
GENERAL BUSINESS
Mr. Brown indicated that he is behind with the budget this year. He informed the selectmen that the department heads are submitting their budget with small increases in salary for staff; he intends to do the same. He has not received any budget information back on insurance at this time. He will be submitting a decrease in the Emergency Management Director's stipend and adding a stipend for the Deputy Emergency Management Director.
Acting Chair Anderson, noting that Don Cinfo is the Manager for the Recycling Center, inquired as to whether he was assisting Mr. Brown with the budget process. Mr. Brown replied that he has not asked for assistance in that area. Mr. Brown reported that new lights have been installed at the Recycling Center. Ms. Bonser wants new lights at the fire station.
Acting Chair Anderson reported that he has received concerns of squirrels in the DAR building and inquired about a tree service to cut the large tree by the building. Mr. Brown informed Mr. Anderson that the highway department has expended it tree service funds for this year, noting that he would get in touch with Lynn Sweet.
Acting Chair Anderson informed the others that he was approached about possible use of the old town hall by a church wishing to hold services there on Wednesdays and Sundays.
Having no further business,
Motion: Bonser, second Anderson to adjourn the meeting.
Vote: All in favor. Motion passed: 2-0
Meeting adjourned at 8:29 PM.
Respectfully submitted,
Traci Chauvey
Recording Secretary
Approved as amended at the November 22, 2010 selectmen’s meeting.
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