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Chairman Gray opened the Regular Meeting of the
Board of Selectmen at 6:00 P.M.
Board Members Present: Tom Gray, Chairman, Leo
Lessard, Vice Chairman, Charlie Karcher, Selectman
Also Present: Ed Ryan, Town
Administrator
Others Present: Anne Clark, Jim
Clark, Dan Steinbach, Keith Braley, Adam Sexton, Joel Wade,
Brian
Boyers, Hank Soucy and Kenny Vincent.
Chairman Gray led the meeting in the Pledge of
Allegiance.
EMPLOYEE BIRTHDAYS
Chairman Gray acknowledged five Town employees
with Birthdays in the month of February; David Johnson, Wade Foss, Gordon
Maness, Anne Clark and Judianne Goodrich. Chairman Gray thanked these
employees for their services to the Town and their dedication.
PUBLIC COMMENTS
Dan Steinbach said he saw the article in the
Foster’s News regarding the Fire Station and is concerned about the effect
on the tax rate if the town to builds a new station. He wanted to know why
the Town needed to build the fire station this year.
Chairman Gray said that the Safety Department
is concerned with the quality of air in the building, and stated, the
employees need to evacuate the building within 15 days.
Brian Boyers asked if we could afford the
$56,000 for the repair of the building, he stated, no one has seen any
drawings from an engineer. Chairman Gray said before it goes out for final
bid we will have engineered drawings. Chairman Gray said we have two
contractors that submitted bids.
Anne Clark asked, what is the cost of the
trailer? Chairman Gray said this trailer would cost a certain amount a
month. Clark asked are you looking at this trailer being in place for a
year. Chairman Gray said, yes.
Selectman Karcher said when the Fire Department
first came up with a couple of footprints of what would house the apparatus
they contacted two different contractors to see what the cost would be. One
of the contractors came up with over a million dollars and Selectmen Karcher
said that cost was too high. What they tried to do was to come up with a
warrant article and a number the Selectmen were comfortable with. When the
time comes we would get engineered bids. Selectman Karcher said we measured
the size of the building and part of the construction includes a retaining
wall which is driving the cost way up. If they redesigned it to be built
on a slab this would be a lower cost.
Jim Clark asked if a steel structure was an
option. Selectmen Karcher said the price of steel today would not give you a
huge savings; however, there could be some. Chairman Gray said that option
is always on the table.
Vice Chairman Lessard said Newington has a
steel building that’s a few years old and it’s already starting to rust.
Chairman Gray said we have to get all the bids before we get information on
a bond. Contractors have been reluctant to bid on this project until they
know if the Town could get the bond. He said the voters have to decide which
way to vote.
Town Administrator, Ed Ryan said we only have
15 days to get a trailer put on the property and we may not be able to
install a ventilation system installed within fifteen days.
Steinbach asked what we need to do to get the
building reoccupied. Chairman Gray said we would need to get a new
ventilation system in. He stated further that the wiring is bad in that
building. Vice Chairman Lessard said there is an I-beam which is swaying in
addition to the other issues. He stated his disappointment with the last two
open houses the Fire Department has held for the public and that people just
haven’t shown up to see the problems.
Chairman Gray discussed the vehicles backing
into this building and Vice Chairman Lessard said that the department had to
notch out sections of the beams just to fit the trucks in.
Jim Clark said a concern he has is the water
coming through the walls, that problem has been there for 38 years. He said
it’s hard for him to accept the need to build a new building when this issue
has not been addressed for that many years.
Vice Chairman Lessard said former officials in
the town decided just to fix some of the issues as cheaply as they can but
now the time has come to provide a decent fire station. Selectman Karcher
said it’s difficult to patch the walls that are leaking.
Steinbach said when this goes to the voters as
a warrant article, what are we going to do if the voters decide not to vote
for this warrant. Chairman Gray said we will have to look at putting the
ventilation system in the current building or the Town will have to pay to
leave a trailer on the site.
Selectman Karcher suggested trying to
appropriate the money next year to get the engineered drawings to present to
the voters.
Steinbach asked if there was enough confidence
in the bids the Town has right now. Chairman Gray said yes, both bids were
very close even though they were different designs, both bids were the same
footage in each design. J. Clark asked if these bids included any of the
furniture and equipment for the inside the building. Chairman Gray said no,
for now, they would use the furniture and items they have. Chairman Gray
said we would look at cost, quality and whether they can get the job done in
time. J. Clark asked if you would have a performance bond on this.
Chairman Gray said, yes.
Brian Boyers made a comment on the article in
the paper and what our policy is on taking a Town-owned vehicle home.
Town Administrator, Ed Ryan said the Chief
allowed the officer to take the vehicle home because he had a class in the
morning.
Boyers asked if we have a policy on taking town
vehicles home. Chairman Gray said that one of our priorities is to get
policies in place.
Vice Chairman Lessard said the Town
Administrator is very aware of that incident with the police vehicle. He
has properly communicated with the Police Chief and the Board of Selectmen
is very satisfied. He did his job properly and knows the situation was
handled.
A. Clark asked if we know how many vehicles are
being taking home. Vice Chairman Lessard said we should be able to allow the
Chief’s discretion to let an officer take a vehicle home. A. Clark said you
should be aware of which employees are taking Town-owned vehicles home.
Chairman Gray said Department heads usually communicate with the Town
Administrator when an employee needs to take a vehicle home.
NON-PUBLIC SESSION #1
Chairman Gray moved to go into non-public
session under RSA 91-A:3II (c) to discuss a Personal Issue. The Ayes are:
Chairman Gray, Vice Chairman Lessard and Selectman Karcher. The motion
carried
The meeting adjourned to a non-public session
at 6:35 P.M. A non-public session was held. The meeting reopened. While
in non-public the Board discussed back-tax payments with a resident.
Chairman Gray moved to adjourn the non-public
session at 6:50 PM. Vice Chairman Lessard seconded. The Ayes are:
Chairman Gray, Vice Chairman Lessard and Selectman Karcher. The motion
carried.
WATER DISTRICT FUNDS
Chairman Gray said we received a letter from
the Water District asking for $100.41 from a CBDG grant from 2006.
J. Clark asked if we had all the Hydrants are
all working. Lessard said no, however, if we owe them the hundred dollars
then let’s just pay them back. Vice Chairman Lessard said there is a new
Water Commissioner in and he’s trying to get things straightened out.
Chairman Gray said he wants to know where this money is, if it’s there.
Selectman Karcher said if they show us where the money is, we’ll give it to
them. Chairman Gray said we should ask the Treasurer.
Vice Chairman Lessard moved to research where
the money is, and if it’s still in an account after we ask the Treasurer
then authorize repayment to the Water District. Selectman Karcher
seconded. Unanimously approved.
ATLANTIC RECYCLING EQUIPMENT QUOTES for TARP
Chairman Gray said the Public Works Director
was asked to get several other quotes and he did. They are as follows:
Atlantic Recycling Equipment, LLC of $7,950
Messer Truck Equipment of $8,500
Donovan Equipment of $8,500
Lessard moved to award the bid to Atlantic
Recycling Equipment in the amount of $7,950, with the funds to come
out of the Equipment Purchase line. Selectmen Karcher seconded. Unanimously
approved.
DRIVEWAY PERMIT
Chairman Gray said several questions came up
about bonding and we needed to have some discussion on what we want to add
or change on the Driveway permit Application.
Chairman Gray said if we don’t own the road we
can’t ask for a bond to cover a driveway on a road we don’t own.
Karcher said what we are trying to protect are
a town-owned roads. Boyers said you could base it on the “right of way”.
There was a general discussion of the incidents that caused this permit to
come into place. Boyers said part of the problem is loggers.
Hank Soucy said he spoke to the Town’s
Treasurer and there are more issues to the Bonding Process than is known.
He said the Treasurer has so many multiple accounts at this time.
Boyers said he would check with Alton’s Highway
Department and see what they have in place and strongly recommended bonding
issues be addressed with the Town’s Attorney.
Soucy said according to law a bond cannot be
transferred from one site to another. The original bond has to be paid back
to the Developer and then the Developer should start the re-issuance process
over when starting a new development.
Vice Chair Lessard moved to have the Town’s
Treasurer open a new bond for Briar Ridge. Selectmen Karcher seconded.
Unanimously approved.
PERMIT FEE SCHEDULE
Soucy said he’s trying just to raise the permit
fees to a few hundred dollars. Soucy discussed the fee schedule to the
Board. Boyers questioned the 911 mapping and said Alton does not charge for
this service. Health Inspections were discussed. Anne Clark asked if
moving of the manufactured housing could be added to the list.
Boyers asked are we were going to hold another
Public Hearing. Chairman Gray stated that a Public Hearing has previously
been held. Steinbach said if the Board could make a decision on what is
presented, you should do it. Steinbach said bringing this to resolution
would be a good idea. He feels he doesn’t think anything here is
extravagant on the pricing.
Chairman Gray said he would support this new
fee schedule if Soucy changed some of the wording on the Hawkers/Peddlers
which maybe should read “Licensed” Hawkers/Peddlers.
Vice Chairman Lessard questioned the charge of
the Mapping of 911 addresses. Selectman Karcher suggested leaving the
Septic Plan Review off this permit schedule so the Town would not be liable
if it wasn’t inspected properly.
Vice Chairman Lessard suggested the Hawkers and
Peddlers should be $50 per year. Vice Chairman Lessard suggested this fee be
$100 annually.
Chairman Gray asked if a fee for moving
manufactured housing should be added. There was a discussion of modular
versus manufactured homes. Chairman Gray said to work out the terminology as
long as it covers what it’s supposed to do for a fee of $50.
Vice Chairman Lessard moved to accept the new
Permit Fee Schedule with the above corrections. Selectman Karcher
seconded. Unanimously approved.
TOWN HALL SIGN
Vice Chairman Lessard explained that we are
trying to get a sign that conveys the events held at the Emma Ramsey
Center. Vice Chairman Lessard said we were getting high bids of up to
fifteen thousand dollars. Basically, the sign the Town Hall needed should
be a plexi-glass, locked signed that we can update.
Chairman Gray said he would like to know if
this quote is for both sides. Town Administrator, Ed Ryan, asked if we could
vote on it and he would call BP signs to confirm.
Chairman Lessard moved to approve the bid of
$1,350 with the funds to come out of Capital Improvement Plan Capital
Reserve Fund with the Town Administrator to ensure the bid includes the
display on both sides of the sign with changeable lettering and a locking
plexi-glass covering. Karcher seconded. Unanimously approved.
APPROVAL OF MINUTES
Vice Chairman Lessard moved to approve the
Board of Selectmen Minutes Wednesday, January 23, 2008. Selectmen Karcher
seconded. Unanimously approved.
Vice Chairman Lessard moved to approve the
Non-Public Minutes Wednesday, January 23, 2008. Selectmen Karcher seconded.
Unanimously approved.
Selectman Karcher moved to approve the Board of
Selectmen Special Meeting Minutes of January 31, 2008. Chairman Gray
seconded. Abstained: Lessard. The motion carried.
ACCOUNTS PAYABLE
The Selectmen reviewed and signed checks.
ADMINISTRATOR COMMENTS
Doreen Valente said the Townhouse Committee
Advisory Board approved to allow the Chairperson of the Committee, Doreen
Valente to purchase the items needed for the February 17, 2008 Spaghetti
Dinner and would like the Selectmen to approve the release of $200 from the
Town House Restoration Funds.
Vice Chairman Lessard moved to allow the
Chairman to sign the request for the $200 release of funds from the
Town House Restoration Fund account. Selectman Karcher seconded.
Unanimously approved.
Ryan said he received a document from Linda
Dow, Director of the Town’s Welfare Department to be signed by the Chairman
of the Board.
Lessard moved to allow the Chairman to sign the
release of writs submitted from Linda Dow, Director of the Town’s Welfare
Department. Lessard seconded. Unanimously approved.
Ryan said the Strafford Regional Planning
Commission is asking the Board to appoint an alternate MPO-TAC to receive
the TAC mailings and attend meetings on behalf of the Town of Milton.
Vice Chairman Lessard moved to allow Ed Ryan to
be the Town’s alternate to represent the Town and receive the mailings of
the MPO TAC Strafford County Regional Planning Commission. Selectman
Karcher seconded. Unanimously approved.
Town Administrator Ryan discussed with the
Board the construction cost of remodeling the office in the Town
Administrator’s office.
There were two bid proposed. They are as
follows:
Vincent Painting and Remodeling $8,500.00
JNR Construction for $10,671.00
Town Administrator, Ryan introduced Kenny
Vincent, representing Vincent’s Painting and Remodeling, to discuss the bid
for the reconstruction costs.
Vincent said he believes there is no insulation
on the exterior walls or interior wall so this needed to be addressed. His
recommendation is to demo the whole office. If here is insulation there,
they would not have to address that issue with the exception of the ceiling.
The total approximate cost could be up to $9,600. Chairman Gray stated that
this price is way too high. There are “no” funds available to do this type
of remodeling.
The Town Administrator said he would look at
other possibilities within the Town to complete the project.
SELECTMEN COMMENTS
Vice Chairman Lessard said that he appreciated
the Board of Selectmen standing up at the Deliberative Session and
apologized for not being there.
Selectman Karcher asked what the status is on
the order issued to New Frontier Plastics. He discussed the mosquitoes that
could be nesting in old tires and plastics. The Code Enforcement Officer
said he gave them a cease and desist order which was not honored. Selectman
Karcher said we need to go ahead and address the violation. Soucy said he
was looking for the authority to take the next step. Chairman Gray said as
the CEO he has the authority to address the situation.
Selectman Karcher said he received a letter
from the Strafford County Wetlands Board and would like the Town to
re-address the wetlands issue on the new Fire Station design. He said he
was looking at alternatives keep the channel on the wetlands next to the
property, open. Selectman Karcher presented a new design that would allow
the Town to keep the equipment we have now in the building. Selectman
Karcher said he believes we need to look at designing a smaller building.
Vice Chairman Lessard moved to authorize
Chairman Gray to sign the NH Municipal Association members’ dues in the
amount of $3,105.98 with the funds to come out of the Town Administration
Membership and Dues line. Selectmen Karcher seconded. Unanimously
approved.
Vice Chairman Lessard moved to authorize
Chairman Gray to sign the request for a manufactured House over public
highways from 24 Pineland Park Rd to Barrington, NH., (Map 33, Lot 203-79).
Selectmen Karcher seconded. Unanimously approved.
Town Administrator Ryan said he received three
bids for 10X36 trailers to place at the Fire Station. They are as follows:
Williams Scotsman at $285.00 per month
Eagle Leasing at $385.00 per month
Mod Space at $395.00 per month
Vice Chairman Lessard moved to accept the lower
bid from Williams Scotsman for the 10 X 36 size for $4,416 annually at
$285.00 per month with the funds to come out of the Contingency Fund.
Selectman Karcher seconded. Unanimously approved.
NON-PUBLIC SESSION #2
Chairman Gray moved to go into non-public
session under RSA 91-A:3II (d) to discuss a Contract Negotiation bid. The
Ayes are: Chairman Gray, Vice Chairman Lessard and Selectman Karcher. The
motion carried.
The meeting adjourned to a non-public session
at 9:15 P.M. A non-public session was held. The meeting reopened. While
in non-public the Board discussed with Town Administrator finding a new
auditing company for the Town.
Chairman Gray moved to adjourn the non-public
session at 9:34 PM. Vice Chairman Lessard seconded. The Ayes are:
Chairman Gray, Vice Chairman Lessard and Selectman Karcher. The motion
carried.
NON-PUBLIC SESSION #3
Chairman Gray moved to go into non-public
session under RSA 91-A:3II (a) to discuss a Personnel Issue. The Ayes are:
Chairman Gray, Vice Chairman Lessard and Selectman Karcher. The motion
carried.
The meeting adjourned to a non-public session
at 9:34 P.M. A non-public session was held. The meeting reopened. While
in non-public the Board discussed giving a stipend for the Emergency
Management Director position because the Town does not have a Director at
this time.
Chairman Gray moved to adjourn the non-public
session at 9:39 PM. Vice Chairman Lessard seconded. The Ayes are: Chairman
Gray, Vice Chairman Lessard and Selectman Karcher. The motion carried.
ADJOURNMENT
Selectman Karcher moved to adjourn the Regular
Meeting of the Board of Selectmen.
Vice Chairman Lessard seconded. Unanimously
approved.
The meeting adjourned at 9:41 P.M.
RESPECTFULLY SUBMITTED
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Doreen Valente, Board of Selectmen Secretary
APPROVED BY:
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Chairman Gray
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Vice Chairman Lessard
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Selectman Karcher |
