Board of Selectmen Meeting Minutes
May 7, 2018
Meeting called to order at 5:30 pm
Roll Call- Jim Bibbo, Chairman; John Pfeifle, Selectman; Michael James, Selectman; Karen Hambleton, Town Administrator and Marilyn Gordon, Treasurer were in attendance
Appearances:
1. Fay Smith & Jill Lucier from Woodlands ATV Club appeared asking the Board for permission to adopt Class VI roads and trails, specifically Day Pond Road, Carter Hill Road and Rowe Mountain Road to the point where it turns to Class V as part of their trail system. This is a new club and the main reason for forming the club is to be able to monitor, protect and maintain the ATV trails. This club collaborates with other local ATV clubs, namely Warner and Henniker, and will be approaching the Towns of Washington and Hillsboro as well. The club is an ATV only organization and although they cannot prohibit other recreational traffic, they can monitor for violations and work with Fish & Game to address issues. Additionally, they will work with the Bureau of Trails to secure grants to help repair road conditions and place signage to outline trail use. The Board will do some additional follow up at their next Selectmen’s meeting.
Regular Business:
1. Karen requested the Board review donations for the Town Hall renovations. Structural reimbursement from RHC was requested; granite work is underway and reimbursement for that will be requested next. Michele Halsted would like to advise other donors of the status of utilizing their donations, specifically mentioned were Edmunds Hardware who donated $500 in paint and Valley Excavation who donated Gift in Kind labor for septic work. The Board asked that a follow up be done with Jay Barrett, Architect for the Town Hall, to determine when the most economical time would be to install the septic. There are also boulders that RHC will be taking for the Lake Sunapee Snowmobile Club. Michele will follow up on coordinating a pickup of the rock.
2. John Pfeifle commended the Road Crew for all their work over the weekend to address storm damage. Barry Wheeler, Road Agent, has requested additional funding, estimated at $8,000 to $10,000, to outsource additional cleanup resources as the storm caused considerable tree damage and is the cleanup is beyond the scope of the budget that is in place. Karen and John were able to identify a funding source. Michael James asked to identify areas that will be addressed.
Motion: John Pfeifle motioned to authorize spending not to exceed $10,000 to clean up the May 4, 2018 storm, with the Road Agent to notify the Board when they reach $7,500.
Second: Jim Bibbo
Vote: 3-0 in favor
3. John Pfeifle is also working with Barry to identify a list of roads in Town that need repair for the Budget Committee. He hopes to have the list available next Monday. John asked that Michael James, Selectmen’s Rep for the Budget Committee, remind the Budget Committee that their role is an advisory role and should be focused on the budget year to year not overseeing daily activity. Michael felt some of the inquiries from the Budget Committee are focused on increasing their understanding rather than trying to manage the budget which is the Selectmen and Department heads responsibility.
13. Jim Bibbo summarized a letter received from the Planning Board requesting support from the Select Board regarding Zoning violations at the Antique Store, Map 17/Lot 61. Jim Bibbo recommended having the Code Enforcement Officer address the issue but the Board ultimately decided to invite the store owner to attend a Select Board meeting first to address the concerns.
14. The Town is still lacking a Cemetery Trustee, this role averages 3 hours a week annually but is more time consuming from May to November. The role requires a high level of attention to detail and recording keeping for the Town. Karen stated this could be a paid position. Jim Bibbo asked Karen to reach out to the Church to see if they would help the Town find a trustee. John Pfeifle will talk with Jane Lucas to see if she has any interest or ideas.
15. Marilyn presented a request to close three Road Bond accrual accounts that the Board signed.
16. The Board signed a letter to the State confirming the appointment of the Town Clerk as the Town Tax Collector stating the role is elected and able to conduct Town Business.
17. A driveway permit was signed for Map 2/Lot 45 on Johnson Hill Road.
18. The Board agreed to adjust their summer meeting schedule to every other Monday beginning June 4th.
19. Karen discussed the proposed corrugated cardboard solution with the Town of Sutton and Sutton thanked the Town but stated they have a solution.
20. A follow up was done on the Fire Department equipment leak mentioned at the previous Select Board meeting, April 30th. The leak was a water leak and was able to be fixed in-house.
21. Gravel from Barry Wheeler’s pit has been exhausted. John stated that the public should be aware the Town is looking for a new source of gravel, preferably sourced locally in the Town of Bradford. The final yardage procured was over by 438 yards.
Motion: John Pfeifle motioned to accept up to 2,500 yards of gravel
Second: Michael James
Decision: vote 3-0 in favor
22. Oakdale Road follow up and retrieving cannonballs from the previous agenda are still pending follow up.
23. Karen let the Board know a DES violation on Maple View Drive had been resolved.
24. The retirement of Meg Fearnley was announced and the Board wanted to thank Meg for her service. Karen will prepare a letter thanking her for her many years of great service.
25. The Board was informed of an invite to the NH Charitable Foundation.
26. The Town Attorney notified the Town of a rate increase.
27. John Pfeifle asked the Board to discuss the meeting that was held with Jay Barrett, Town Hall Architect earlier in the day. John asked that the Board approve the final scope of work, outlined by Jay, with the exception of the heating systems and smoke detection system. Jim Bibbo expressed concerns in having the Town manage pieces of activity as the reason an Architect was brought in was because the Town previously had not been totally effective in managing Town Hall activity. Michael James agreed but felt the two components that were being carved out were stand alone activities and felt a separate “reality check” on the system and pricing would be a good opportunity to explore. The systems have the summer to be installed and exploration of other options will begin this week.
Motion: John Pfeifle motioned to accept Jay Barrett’s proposal with the exception of the Heating and Smoke Alarm systems
Second: Michael James
Decision: vote 3-0 in favor
28. The Board will look at establishing a list of goals for 2018 and add this to their agenda for May 14th.
29. Minutes of April 30th meeting:
Motion: John Pfeifle motioned to accept
Second: Michael James
Decision: vote 3-0 in favor
The Board entered a Non Public Session at 6:50pm
The Board adjourned to Public Session at 7:24 pm
The Board adjourned the meeting at 7:25 pm.
The next Selectmen’s meeting will be held on Monday May 14, 2018 at the Bradford Area Community Center.
Minutes submitted by Laurie Colburn