GilfordGrok

Selectmen’s Meeting         August 2, 2007
DRAFT
MINUTES

Present: Selectmen:  Karel A. Crawford, Edward J. Charest, James F. Gray, Joel R. Mudgett, Betsey L. Patten; Town Administrator:  Chuck Connell; Office Secretary:  Hope K. Kokas.

I. CALL TO ORDER:  Karel called the meeting to Order at 7:00 P.M.

II. PLEDGE OF ALLEGIANCE

III. REVIEW/APPROVE MINUTES:   Joel Made the Motion to approve the Minutes of July 26, 2007 as written.  Ed Seconded.  The Motion carried Unanimously.

IV. NEW RESIDENTS:  William J. & Margaret E. Drummey, Izabela Dzieciolek, David W. & Roberta L. Nelson, William R. Oakes, Jr., Tonya M. Paradise, Mark L. & Lynn Rowan, Edmund H. Tunnicliffe, Erwin C. & Inger Young.

PISTOL PERMITS:  Richard A. Bentz, Aaron Dearborn, Keith Demers, Mark Jones, Lucas Quinn, Winston W. Staples, Robert G. Traibman.

V. PUBLIC MEETING:

1. Al Hume asked the Selectmen if there would be another presentation by the Recreation Strategic Planning Committee.  At Karel’s request, John McRae, Committee Chairman, replied that they plan on presenting their recommendation to the Selectmen on October 25, 2007.  Concern was expressed for the seasonal property owners who will have returned home.  Karel responded that the Committee’s presentation will not be ready until then.  Betsey stated that the Committee has working sessions on August 7 and 30 and that the public is welcome to come and listen.
2. Jay Poulin, HEB – Pathway:  Karel thanked Jay for attending to answer questions and address concerns about the condition of the Pathway.  Karel stated that she walks the new portion of the Pathway daily and is concerned about rocks strewn on the pavement.  Karel added that the Selectmen increased the hours of a Town employee on a temporary basis for him to clear the rocks until this problem can be rectified.  Jay agreed that there are more stones on the Pathway than anticipated.  Jay explained that the stone size complies with the NH DOT’s specifications, adding that the stone is on the large end of the standard.  Jay stated that he sees four options to consider.  The first is to leave it as is.  The second is to apply a Portland Concrete mixture on the stone to solidify and stabilize the area.  The third is to remove some of the rock and add loam and seed. He added that the NH DOT uses loam and seed over gravel.  The fourth option is the most expensive, which is to pave that area.  Karel asked Jay if he thought the construction company is responsible for the problem with the Pathway.  Jay replied that the contractor followed the plans.  Jay explained that the Pathway is lower than the rocks to allow for drainage rather than act as a dam.  Joel commented that the gravel is mounded so that the rocks naturally go onto the Pathway.  Jay told the Selectmen that the contractor compacted the gravel shoulder; the gravel on the Pathway has occurred since then.  Everyone agreed that they see cars parked on the Pathway for various reasons.  The result is that the gravel is kicked onto the paved path. Chuck offered that he witnessed vehicles that purposely knock over the cones.  Isaiah Nysberg (who is sweeping the Pathway) watched a car drive on the gravel without stopping in an area he just cleared.  Chuck stated people are being malicious.  Joel asked if the option to mix the gravel with cement would need to be done yearly.  Jay offered that he does not think so; he needs to continue to investigate.  Jay’s tentative recommendation was to add the cement.  Jay added that the original decision to use the gravel separation was made early to provide a safety barrier for the pedestrians and other users.  Donna Kuethe agreed that the Pathway Committee supported this decision.  Chris Shipp asked and Chuck replied that the cost for Phase I was $350,000 and Phase II is $500,000.  Chuck added that the Phase I Pathway is only on one side of the road and is 8 feet wide.  Phase II is on both sides and is 4 feet wide.  Gary Torressen told the Selectmen that as a cyclist he is harassed by drivers on Moultonboro Neck Road since the Pathway was put in.  The rocky condition of the Pathway and stopping the pavement at driveways, Gary stated, makes the Pathway unsafe for cyclists to use.  Gary added that the “bike path” signs only add to the problem as vehicle drivers are angry when he rides his bike on the road.  Jay responded that NH DOT reviewed both the preliminary and final plans, gave their approval, and required that the bike path signs be posted.  Jay added that the Pathway was designed as a multi-use path and agreed that the paved path is less suitable for cyclists who travel at high speeds.  The Pathway is more conducive to fat-tired bikes traveling at slower speeds.  Mr. Torressen asked the Selectmen to consider posting different signs and fixing the other problems.  Chuck stated that NH DOT denied the Town’s request to pave from the road’s edge to the end of the ROW.  Jay added that if it was paved, then it would be considered part of the road.  Chuck suggested changing the signs to read “multi-use”, adding “caution – cyclists in road” to the signs and adding pedestrian picto-grams on the path.  Chris Shipp asked if Phase III of the Pathway has been started.  Donna Kuethe replied that it has not because grant funding has been suspended.  Jay recommended doing a test section on Phase II before attempting a final solution.  Chuck asked Jay to provide preliminary cost estimates for the three viable options.  Jay stated that he would do so and return in two weeks.
2. John McRae, Recreation Strategic Planning Committee:  John asked the Selectmen to contract with R.W. Gillespie, Portsmouth, NH, to evaluate 10 to 12 test pits at the Lions Club property.  This contract will be signed by the Architects under a sub-contractual arrangement.  The analysis of these test pits will provide valuable information about the feasibility of where to place buildings, septic systems, fields, etc.  The cost for this service is $2,800.  Mr. McRae informed the Selectmen that the test pits would be dug at no cost by Miracle Farms as a donation.  Betsey asked that John’s Committee provide a copy of the conceptual site plan for the entire site.  Mr. McRae responded that the Lions Club had a site plan done that shows slopes and soils and he will also provide a copy of this to the Selectmen.  Joel Made the Motion to approve a contract with R.W. Gillespie Associates to evaluate the test pits for $2,800.  Betsey Seconded the Motion.  The Motion carried Unanimously.  Karel stated that as Chairman she will counter-sign the contract.
3. Leo Lemoine, Moultonborough Snowmobile Club, informed the Selectmen that the Club is reconstructing three bridges on their trails and wish to dispose of hemlock timbers at the Waste Management Facility.  The Club requested that the Selectmen waive any disposal fees.  Betsey Made the Motion to waive the fees for the Snowmobile Club to dispose of the timbers from three bridges at the Waste Management Facility.  Ed Seconded the Motion.  The Motion carried Unanimously.  Chuck will provide documentation for the Club to present at the WMF.

VI. NEW BUSINESS:

1. Volunteer Appreciation Event:  Karel announced that the Selectmen will hold its second Volunteer Appreciation Day on September 9, 2007, at Camp Robindale.  She thanked Joel and his boss for allowing the Town to use the camp.  Chuck is gathering names of volunteers and an invitation letter.  Chuck suggested that the Selectmen sign the second page of the letter.  Chuck will use that as a master rather than have the Selectmen sign more than 100 letters – the Selectmen agreed.
2. Closed-Circuit System Quote:  Karel explained that the Town experienced vandalism and thievery at the Highway Department and at the Playground.  In an effort to catch those involved the Selectmen asked Chuck to explore the cost to provide alarms and video recordings.  Chuck provided the Selectmen with a unit price estimate from Atlantic Cartridge & POS Supply, Windham, ME.  The company needs to survey the areas to provide a more precise estimate.  Approved.
3. Planning Board – Request to Employ Legal Counsel:  Natt King, Planning Board Member, sought approval to seek legal counsel to advise the Planning Board about a challenging subdivision proposal for Gilman Point.  Natt stated that he will first consult Town Counsel and the LGC for direction and suggestions.  Ed agreed that this is a very complex matter and that the Fox Hollow intersection with Route 25 is a hazard.  Betsey suggested that Natt get a cost estimate. Chuck responded to a question stating that the Planning Board budgets for legal fees.  Betsey made the Motion to authorize the Planning Board to seek legal counsel for the proposed Gilman Point subdivision, seeking at least three bids if the cost estimate exceeds $5,000.  Ed Seconded the Motion.  The Motion carried Unanimously.
4. Lions Club – Oil Contract:  Chuck informed the Selectmen that the Lions Club members asked the Selectmen to consider including services and heating oil needed for this building under the Town’s contract, the Lions would then reimburse the Town.  Karel responded that the lease states that the Lions Club is responsible for these costs.  By consensus the Selectmen denied the request.
5. Back-Pack Blower:  Chuck explained that the B&G back-pack blower was stolen earlier this week.  Andy requested to purchase a replacement, a 7000 series back-pack blower from Mark Richter for $471.  Chuck added that B&G Department has money in its budget for equipment.  Andy added that they will secure it at a different location.  Ed Made the Motion to approve of the purchase of a 7000 series back-pack blower from Mark Richter for $471.  Ed Seconded the Motion.  The Motion carried Unanimously.
6. Winter & Inclement Weather Policy:  Chuck presented the Selectmen a draft policy for their review.  He added that the Road Agent will provide a list of routes for the appendix shortly.  Tabled.
7. Paul LaBranche – End of Probationary Period:  Chief Bengtson provided a performance evaluation and recommendation that the probationary period for Paul LaBranche end as of July 31, 2007, and that the employee then receive full pay at grade 9 step 1.  Ed Made the Motion to end Paul LaBranche’s probationary period as of July 31, 2007, and that he then receive full pay at grade 9 step 1.  Jim Seconded the Motion.  The Motion carried Unanimously.
8. Carla Taylor – Petition to Form Recreation Dept. Community Advisory Board:  Karel asked Ms. Taylor to summarize her lengthy letter.  Mr. Taylor began by stating that she has worked with the Recreation Department for five years as a coach and parent.  She specifically stated two employees’ names, at which point Donna Kuethe, the Department Head, asked that Ms. Taylor’s letter be discussed in Non-Public Session under RSA 91a-3:IIc, as it deals with employees’ reputations.  Karel agreed, advising Ms. Taylor to discuss her petition only.  Ed asked Ms. Taylor to explain the purpose of the petition.  Ms. Taylor stated that she and those that signed the petition would like to have an advisory board to work with the Recreation Department.  Interested parties could then meet with this advisory board to discuss programs, age level coaching curriculum, equipment that is appropriate for children, etc.  She added that she seeks a friendly forum to work to improve the children’s sports programs.  Betsey stated that Ms. Taylor has spoken to her previously about this issue.  Betsey asked if her goal was to bring her petition to Town Meeting or to have the Selectmen act upon it.  Ms. Taylor stated that she would prefer that the Selectmen to make the decision as this could take less time to arrive at improvements.  Ed commented that Ms. Taylor also spoke to him.  Karel offered to give Donna Kuethe the opportunity to discuss issues raised.  Donna responded that she would like to respond to Ms. Taylor’s petition and letter but is not prepared to do so at this meeting.  Karel asked how other towns having Recreation Advisory Boards function.  Chuck asked if Ms. Taylor had a specific model in mind.  Ed added that the Selectmen would like to hear from the petitioners about their thoughts on who would serve, term lengths, numbers serving, etc.  Karel stated that in order to consider the petition they need to gather information on how an advisory board works.  The Selectmen will table this issue until next week and asked those that are interested in this issue to attend this meeting.  Donna asked to be on the Agenda as well next week for a Non-Public Session.
9. Application for Temporary Sign Permit, Janet Cutler & William Page, 528 Whittier Highway:  Chuck reminded the Selectmen that they approved a Temporary Use Permit last week for the Shoppes at Red Hill Cottages for August 25, 2007.  Tonight’s application supports the approved event.  Chuck corrected the square footage of the sign requested to read “10.5 square feet”.  Betsey Made the Motion to approve the Application for a Temporary Sign Permit for Janet Cutler and William Page, 528 Whittier Highway, for display from August 20 to August 26, 2007.  Ed Seconded the Motion.  Jim asked that the CEO provide a recommendation regarding similar applications in the future.  The Motion carried Unanimously.
10. Betsey informed the other Selectmen that she requested to attend the upcoming meeting between Town Counsel and the Budget Committee Study Group on August 8, 2007.  Her purpose is to discuss RSA 91-A, “Right to Know Law”, and the proper procedures this and other groups must follow.  The Chairman of the group, Jerry Hopkins informed her that some of the members are not comfortable with Selectmen attending this meeting.  Betsey added that she discussed this with Karel and spoke with Paul Sanderson, an attorney at LGC.  Attorney Sanderson told her that the Selectmen have the right to attend any Town sanctioned committee or group meeting to be informed.  Ed added that he discussed this matter with Betsey and he also wants to attend this meeting.  Ed stated that the Board of Selectmen fully supports the Right to Know Law and welcomes audio and video taping that is done as this is a public forum.  By consensus the Selectmen approved that Betsey and Ed attend this meeting.

Jim Leiterman asked the Selectmen why the Town posts only one set of Meeting Minutes on the Internet.  Chuck responded that the process used permits that only set appear.  Chuck acknowledged that a goal for next year is to improve the Town’s website.  Chuck stated that at present staff does not have the technical knowledge to update and maintain the website; the SAU does so for the Town.  Nancy Wright commented that last week’s Minutes on line do not include a letter and other documents referred to in the Minutes.  Ms. Wright was told that the Town does not have a scanner to do this, that she could come into the Administration office to read the letter or receive a copy.  Chuck stated that he will check with LGC and other sources to identify a source to design and host an improved website.  Joel stated that there isn’t money in the budget at this time to accommodate this change.  Karel added that whoever does this must make a long term commitment.

VII. OLD BUSINESS:

1. Virgin/Pike Construction Change Order – Ossipee Park Road:  Karel stated that she signed the change order approved last week for $30,200.
2. LBG, Draft letter to NH DES, Delisting Town Landfill Site:  Chuck asked the Selectmen if they wished to comment on the draft provided by LBG.  The Selectmen approved the draft letter as written.
3. Hollis Austin asked if the Selectmen had the opportunity to view the video tape that he provided them with last week.  He asked the Selectmen what they intend to do to keep meetings open to the public.  Karel responded that they viewed the tape and that the upcoming meeting between Town Counsel and the Budget Committee Study Group is one effort towards improving this situation.  Betsey commented that she is concerned that 24-hour prior notice is insufficient.  She added that the PB, ZBA and Board of Selectmen provide much more notice.   The Selectmen will ask other committees to provide more notice.  Ed stated that the Board of Selectmen firmly believes in the public’s Right-to-Know and that the Selectmen are working towards improvements.

VIII. OTHER BUSINESS:

1. Legislative Update:  Betsey commented that Legislature is in recess.  The Governor vetoed a bill limiting municipality’s liability.  She added that this was a good thing.
2. Planning Board Update:  No update.
3. Town Administrator Update:  Chuck informed the Selectmen that Vision Appraisal provided a tentative schedule for the assessment update.  The letters to property owners will be mailed on August 9 and that hearings will occur on August 16, 17, 20 and 21.  These dates will allow for more than 400 hearings.  The assessment data is to be available on August 28.  Chuck stated that the MS-1 is due September 1.  Chuck next told the Selectmen that people removed the rip-rap installed at Long Island Beach and piled it in the middle of the path created.  He will call DES for their recommendations.  Finally, Chuck reminded everyone that Saturday, August 4, is Household Hazardous Waste Day at the Highway Garage, from 8:30 am to noon.
4. Planning Board of Adjustment Meeting Minutes, July 25, 2007:  Acknowledged.
5. Policy #5, 2007 Investment Policy, Effective August 27, 2007:  Awaiting Selectmen review.  Tabled.
6. Madison Property:  Chuck reminded the Selectmen that they extended this deadline for fifteen days last week.
7. Joel informed the Selectmen that he attended the Route 25 Corridor Study Group meeting this week, which was well attended.  There will be traffic counts coming up and the study will be ongoing for four to five months.
 
PENDING:

1. RFP, Planning Consultant, August 7, 2007, 4 pm:

IX. CORRESPONDENCE:

1. NH National Guard, 225th Anniversary of Purple Heart Medal, August 5, 2007:  Karel acknowledged that the Selectmen received a letter from Representative Carol Shea-Porter about this celebration that will occur in Boscawen commemorating the 225th Anniversary of the Purple Heart Medal.  Those to be honored will be NH recipients of the medal in Iraq, Afghanistan and from past wars.  Those who would like to attend should call the NH National Guard or David Smith, Chapter 395 Military Order of the Purple Heart.

X. ADJOURNMENT: Ed Made the Motion to Adjourn.  Betsey Seconded.
                                    Motion Carried Unanimously
                                    Karel adjourned the meeting at 9:12 p.m.