MINUTES OF HAVERHILL SELECTBOARD REGULAR MEETING

Monday, February 1, 2010

Draft Subject to Review, Correction and Approval at Following Meeting

 

Board Members Present: Roderick Ladd, David Joslin, Peter Heilemann, Robert Maccini and Lynn Wheeler.

 

Town Manager:  Glenn English                                                                   

 

Administrative Assistant/Finance Officer:  Jo Lacaillade

 

Members of the Public Present: Howard Hatch, Annemarie Godston, Barb Dutile, Wayne Fortier, Joel Godston, Bernie Marvin, Robert Roudebush, Lisa Charles, Suzette Smith, Chief Cecil Smith, Phillip Blanchard, Aaron Palm, Joshua Kussius, Natasha Kussius, Sue Fay, Martha Trott, Brandon Alling, Greg Collins, Ron Fournier, Hannah Kokoski, Jeremiah Trott, Lori Peterson, Sergeant Byron Charles, Tristan Charles, Chris Charles, Robert Martin and children, Keith Brown, Dick McDanolds, Kelly White and Ed Ballam from the Journal Opinion.

 

Call Meeting to Order:

 

Chairman Ladd called the meeting to order at 6:02.

 

Approval of Agenda: 

 

Approval of Consent Agenda:

 

Lynn Wheeler made a motion to approve the consent agenda; seconded by David Joslin and carried unanimously.

 

Scheduled Public Appearance(s)

 

Ø  Promotion to Detective-Haverhill Police Department: Chairman Ladd recognized Chief Smith. The Chief introduced Corporal Wallace Trott who is being promoted to Detective-Corporal.  Chief Smith described Wallace’s long years of service and his extensive training which qualifies him for the promotion.  Chief Smith noted that the new officers would not be sworn in this evening but at a later date.  Chairman Ladd administered the oath to Detective-Corporal Trott.

 

Ø  Robert Roudebush-ZBA appointment: The Board interviewed Mr. Roudebush for the vacant ZBA-alternate position. Lynn Wheeler made a motion to appoint Mr. Roudebush, seconded by Mr. Joslin and all approved.  Chairman Ladd administered the oath to Mr. Roudebush.

 

Town Manager’s Report: Town Manager English reported that the LighTec electrical engineer came up to review the Woodsville Armory for energy upgrades to the heating system and insulation.  He said that their energy audit report would be valuable input for the grant application for energy upgrades to the building.  The grant request is due February 15th.

 

Public Hearings:  None

 

Pending (Old) Business:

Ø  Policy for Acceptance of roads from private to public: The Board reviewed the latest draft of the policy.  TM English explained the policy which has also been reviewed by Town Counsel.  Mr. Ladd stated that in a conversation with Town Attorney it was noted that this policy is more strictly worded than the language in the Subdivision regulations and he recommends adopting it.  Mr. Maccini moved to accept the policy, seconded by Mr. Joslin and all approved.

 

Ø  Building Permit Application revisions: TM English reviewed the change to the application which would clarify that all construction work would to require a building permit so that property pickups could be made.  For projects with a value less than $2,500.00 or for maintenance the permit fee would be waived.  Mr. Maccini asked that the change be publicized so the word would get out.  Ms. Wheeler suggested posting the changes during voting.  Also we will put a note in the town report.  Mr. Maccini made a motion to approve, seconded by Mr. Heilemann and all approved.

 

Ø  Perambulation of Boundaries-Piermont: Ms. Wheeler reported that she talked again with Selectman Shipman from Piermont.  He said there are no issues with the town boundary other than they wanted them marked. It will cost $50 for the paint to mark the boundary and there is no other cost.  Mr. Underhill will mark the boundary in a segmented time frame, not all in one day.  Ms. Wheeler asked for Board members to volunteer some time to do this in the spring.  They will contact us when ready. The towns would split the paint cost.  The Board agreed by consensus.

 

New Business: 

 

Ø  2010 Budget: Lynn Wheeler reported that the Budget committee recommends that the road crew keep a daily log of the work being done;   they questioned the $75 per hour rental of the trucks from Horne Excavating, and the management plan for the gravel pit has already been taken care of; and the need to oversee the physical plant in the town.  The Board reviewed the town budget by department.  Rick Ladd asked about the 2% increase in staff pay, he couldn’t make the numbers come out.  TM English explained that the 2% increase is added to the present year base salary and is prorated effective on April 1st of the new budget year. It was explained that the Life Safety Inspector’s full cost is about $40 per hour and his hourly rate is about $21 per hour.  Software support is the three maintenance contracts for the financial, tax, and assessment packages.  We will run duplicate assessment programs for 2010 and 2011 until the conversion and reval is complete.  Rick Ladd asked if Jo Lacaillade would be spending significant time on the assessing conversion.  She said she would.  TM English said there is an additional staff person doing data entry. Ms. Wheeler asked if we added another employee.  TM English reported that we would be using the zoning board clerk and paying for extra hours. She also fills in on occasion in the office.  It was explained that the cost of the data entry is budgeted in Selectboard professional services.  There was a discussion of other budgeting sites for this cost.  Ms. Wheeler asked why this cost was dumped into the Selectboard budget.  TM English and Ms. Lacaillade noted that assessing is a Selectboard function.  The Selectmen are the assessors.  TM English said the expense is in the proper department and the accounting process is correct so there was no point in moving the expense somewhere else.  Ms. Lacaillade said it could be put under Data Processing if the proper account code was determined. Mr. Ladd noted that the professional services under the Planning Board was for training. Mr. Ladd asked if Bath contributed any moneys to the Covered Bridge.  TM English reported that the Town of Bath pays the light bill which is substantial.  TM English was asked about projected repairs for JRM building.  He said there are no major projects planned for 2010 and the budget reflected a decrease in cost just to cover normal day-to-day repairs to electrical, plumbing and heating systems.  Under Police Ms. Wheeler asked about the role of Detective Trott.  TM English explained that he will be investigating cases and he will still on occasion work as a police officer.  It will not be 100% detective. He further explained that the County Attorney is bumping felony cases back to the towns for them to investigate.  Mr. Ladd asked if there was discussion about the municipal prosecutor.  What are the statistics and were they presented to the budget committee?    TM English stated that the Chief did a slide presentation to the Committee and all the statistics were fully covered and in his report in the town report there will be extensive statistics. He said our success rate on prosecutions is about 83% which is not bad. Between pleading and convictions 80% of the time we are winning.   Ms. Wheeler asked about a breakdown of pleas. Mr. Ladd asked if the detective will offset costs.  TM English said the prosecutor will be put out to bid.  He also thought there may be some savings in officer court time and better case preparation but he would not be comfortable making a prediction until we see how this works for a period of time.  Lynn Wheeler said Cecil is going in the right direction but we needed to watch our numbers.  Everyone agreed.  TM English stated our numbers are excellent and the Police budget is down significantly even with these changes.  Mr. Ladd stated that he thinks there is a need for us to start saving some costs in fire protection.  We have three departments with administrative costs in all and a lot of equipment; probably more equipment than some larger communities.  He would like to see in the upcoming year to look at how we can do an efficiency audit of the fire departments.  TM English cautioned that because of the political nature of this that the effort has to be initiated by the various precinct commissioners and the Selectmen.  This is not something that we can dive into administratively unless there is an understanding between the two levels of government.  Mr. Ladd said he understood the politics involved and the cultures. TM English stated that he is not in the position to start asking the fire departments for administrative information unless the understanding is done first between the governing bodies.  He has no information to work with to do any kind of analysis unless the ice is broken and he would appreciate the support of the Selectboard if they really wanted to go this route to sit down with the commissioners and the fire chiefs first to make sure this is something that everybody will support; that there will be cooperation; that we will have real numbers and information and the goal is to get at some real data.  There has to be some real clearance at a higher level first.  Mr. Ladd said he is not interested in tearing something down he wants to insure that our efficiency of dollar and equipment is being maximized.  TM English agreed but noted that it is not something the Town can do alone.  It will take the cooperation of the precincts. Bob Maccini said he understood and it is something he has talked about for some time but it has to start between the individual district commissioners and the Board because the district commissioners and the departments know what they have and it’s under their jurisdiction, not ours.  So if we are going to do a study and eventual consolidation they have to agree to work with us and provide the information so we reduce duplication.  He didn’t think there would be one consolidated department but maybe economies could be made in equipment.  TM English noted that even though there was a political and administrative agreement between the district commissioners, fire chiefs and Selectboard first on the Life Safety and Fire Code enforcement, there still are problems.  The fire department issue would be 10 times more complicated; unless the decks are cleared, initially.  Mr. Ladd said he agreed but has heard in the Community that everybody appreciates the service they receive but they do see some duplication and nobody could deny this.  More folks are having a difficult time paying their taxes; it is incumbent upon the Board to seek out ways to get the same support maybe through economizing and through an efficiency type audit.  We may end up with three departments.  They are district controlled by the commissioners but we contribute dollars to it and we have a responsibility that these dollars are being used effectively without duplication. TM English said that this is a real fundamental issue, the relationship between town government and the districts.  It’s going to take some real negotiations to change things.  Mr. Ladd said that the common end is that we are all paying those taxes.  Mr. Maccini said he didn’t disagree but each district has to come on board or nothing happens.   It was explained that we are in the 4th year of a 5 year contract to maintain the Cemeteries and the commissioners would be rebidding this.  Mr. Ladd asked about the budgeted increase in salt over the years.  TM English explained that this was a function of unit prices going up and not more usage. Actually we have been mixing more sand in lately.  Mr. Maccini agreed that unit prices for salt and asphalt had gone up drastically.  It was noted that the town is buying salt for less than the State bid.  Last year the State bought solar salt which was not as effective.  The amount of salt application was discussed.  TM English said that the State has a black road policy to get the roads cleared as soon as possible. The Town does not have such a policy.  The Woodsville Highway reimbursement formula was reviewed.  Mr. Ladd asked why we didn’t show insurance cost for the building under Animal Control and why we did show it in the Woodsville Armory. TM English said we could break it down by square footage.  The other budgets were reviewed which had insurance lines.  Lynn Wheeler stated that Lincoln doesn’t pay any more to insure their Armory building it all comes under the umbrella of the Town.  Mr. Ladd felt the numbers should show in each budget.  Mr. Ladd said the Ambulance number does not work out if he multiplies the number shown in the paper by our population.  TM English explained that the population figure is updated every year based on estimates from the State Office of Energy and Planning and that is in our contract with the Ambulance service.  Mr. Ladd said Woodsville is not using the census population but they want census for Highways. The budget number was proofed using the estimated population figure.  TM English said the population estimates have gone up every year and that is noted in the contract the Board signed. So even though the rate was dropped the population went up. Mr. Lad stated that maybe when we sign the contract we state we don’t accept the OEP projection but should go with the census number.  TM English said if you do you will not have a contract under those terms.  Mr. Ladd asked if they could do without our money.   TM English said he didn’t think we could do without them.  How do you propose to run an ambulance service?    General assistance was discussed.  It was noted that 2009 ended a little better than expected. Ms. Wheeler noted the Recreation usually comes in under budget every year.  TM English noted that most of the departments come in under budget.  Mr. Joslin said if the Rec Director takes over running the Woodsville Armory building we may have to adjust his salary. Mr. Ladd said the broad question has to be answered of how the former armory will be run.  Mr. Ladd had concerns about the libraries.  He did a review of past funding and said that going back to 2009 the Woodsville and North Haverhill libraries got increases and the Corner stayed constant and Pike went down.  He asked if the 09’ numbers were the amounts recommended in the 2010 budget.  TM English said yes they were.  Mr. Ladd stated that the Corner came in for an increase in 2010 to hit what they had not gotten in the previous year when the Patten Library went from $11,280 to $13,400 so Haverhill Corner is being frozen at a lower figure.  From 2004 to 2007 the same ratio was used for all the libraries, so now we are getting them out of sync and Mr. Ladd would like to get them back to where they were.  TM English said that is entirely the prerogative of the Board.  He stated that he made a policy decision to freeze all nonprofit agencies at the previous year level in his budget submission for 2010; so he didn’t go back to 3 or 4 previous years to revisit history. Mr. Ladd said he knows all the libraries are trying to improve, but the Corner is open more hours so we are not being consistent in our funding.  Mr. Maccini said he looked at the fact that Haverhill Corner has the Page fund and the others don’t.  Lynn Wheeler said Woodsville has a fund too. TM English said that Woodsville and Haverhill Corner libraries both have an endowment and North Haverhill Library and Pike do not. Mr. Ladd suggested all libraries could be funded at 2008 levels or Haverhill Corner could be given what Patten Library is receiving.  There was further discussion of other library needs over the years.  Mr. Ladd said he knows the Corner is hurting and they are open more hours than the others and they’ve got the Nu-pack service on line and they’ve come along and done what we’ve asked them to do.  Now they are looking to back off the hours they are open.  Mr. Maccini said this is kind of like the fire departments where each library is not accountable to the Town. Mr. Ladd gave an accounting of the hours the libraries are open as reflected on the State web site.  He would like to see the Haverhill Corner dollars increase but not at the expense of the other libraries.  TM English said the reason Haverhill Corner told him they needed an increase was because they had a big legal bill in 2009.  They had to go into their investments and savings to pay that bill.  That’s what really put them behind.  Mr. Ladd said they are cutting back the librarian’s hours.  They have a lot of programs going and he is not saying that the others aren’t doing it he just feels the funding is out of sync with where we have been in past years.  The former library funding formula was discussed.  Mr. Ladd stated in 2008 Patten and Haverhill Corner were the same and that diverged in 2009 because the Corner did not ask for more dollars in 2008. The Page fund was discussed again.  Mr. Ladd said the Haverhill Corner precinct supports the library as well.  TM English noted that the Woodsville Fire District gives a substantial amount to their library. Ms. Wheeler asked if Haverhill Corner Library came to the town manager with a request.  TM English said yes they called him and he let them know that as a matter of policy he was budgeting all the outside agencies at last year’s levels.  Dave Joslin reported that none of the libraries asked the budget committee for additional funding beyond the town manager’s recommendations.  Members of the advisory budget committee in attendance recalled the same thing.  Mr. Ladd asked if Haverhill Corner Library asked the town manager for additional money in 2010.  He said they did and their request shows in the budget document.  He stated that all the libraries attended the budget committee meeting and none of them asked about dollar amounts.  Mr. Maccini asked the budget committee members present for a recommendation.  Wayne Fortier reported that additional money was not requested at the budget committee meeting.  Ms. Wheeler noted that Woodsville and Pike libraries made no request.  Mr. Ladd suggested that the request for $12,000 for Haverhill Corner Library should be granted so they won’t have to reduce librarian hours. Mr. Maccini noted that, at this time, the budget committee and the Selectboard are unified on the budget.  He asked again for the opinion of the committee members present on adjusting the amount to $12,000. Discussion ensued on the increases in the previous years. Ms. Wheeler asked about the Page funding.  Rick Ladd said the endowment funds were down.  He said that they will probably come to the Precinct and ask for more money.  The $12,000 funding level will allow them to be open more hours which the Selectboard has asked them to do in the past.  They are complying. Mr. Fortier said that if Haverhill produces more hours compared to the Patten Library that should be considered.  Mr. Maccini noted that Haverhill Corner did not lobby for more money at the budget committee meeting and the position was taken that things would be frozen at last year’s levels.  But now it seems they are pushing for more money.  Does the budget committee object?   Mr. Fortier and Ms. Dutile said they would support more funding.  She was shocked that none of the libraries spoke at the meeting since they were all well represented. There was agreement that Mr. Fillion’s remarks may have sidetracked the discussion. Dick McDanolds felt that if someone wanted to speak the opportunity was there.  Dick McDanolds said it’s the Selectboard’s prerogative to make the final decision.  Howard Hatch said he goes along with the rest of the committee but he thinks that people at the head table, the push should have been during the budget process not tonight.  He thinks someone is out of line by doing it from the table.  It should have been done ahead of time.  Mr. Maccini said he wasn’t there and again he has been through it enough times to understand why things get cut off.  Mr. Ladd said the Haverhill Library had a legal battle to go through and they wanted to share that experience with the other libraries so they don’t have the same problem.  All four libraries have a cooperative working relationship.  Mr. Maccini made a motion to increase the Haverhill Corner Library appropriation to $12,000, seconded by Dave Joslin Mr. Heilemann said he supported the motion and although the budget committee does a lot of work we go through this process for a particular reason where we find areas where we would like to make particular adjustments.  It isn’t a large amount in the overall budget and it will make a significant difference to Haverhill Corner.  Mr. Joslin wondered if the $720 was income they had lost because they hadn’t cashed in a CD or something like that to pay the legal expenses. Obviously they are not going to pay legal expenses with $720 it was probably more.  Rick Ladd said it was substantial.  Lynn Wheeler said the libraries repeatedly come in in a dizzy and they know the process  and while she can see there is a need and she may agree with it, every year we go through this with the libraries and she wishes that they would get it right just once.  They did have a chance to speak and maybe it was the confusion of that night but nothing was really said and they were well represented.  Maybe doing away with the trustees has made more confusion.  Maybe they need one person to speak for all of them.  Mr. Ladd said the group is gun shy right now.  All approved the motion.  Rick Ladd said he wasn’t there at the last meeting and asked if the budget advisory committee gave a written report of recommendations of things to chew on in the future?   TM English said he was not aware of any written report.  Rick Ladd remembered some discussion that for all the non profits, and Alumni Hall is one of them,  that things are getting tight and Alumni Hall received the Mildred Page fund and stimulus money and an appropriation from the Town and so in future years work toward other funding.  TM English said that applies to all the non profits.  Mr. Ladd agreed.  Ms. Wheeler said the Airport is self sufficient and we should continue to do that.  That’s been our stand for a long time.  Warrant articles.  The budget committee recommended an additional $30,000 to be added to the paving of the business park road for an extra layer of asphalt.  TM English agreed.  Mr. Maccini stated that the Board needs to take action of support for each warrant article.  He suggested that be done after the budget hearing.

Revenues:   The Board reviewed the revenues.  TM English stated that there was one revenue number that he could not project for certain and that was the rent from the SAU for the building. Other than that the numbers were reviewed by Jo and he in detail and they were confident in them. Mr. Ladd said the number is now shown as $29,574.  He said he believed the last figure the Board came up with was $27,300.  That was the figure at the Board meeting.  Dave Joslin said that figure would change because only half that of the increase will go in the 2010 budget as of July 1.  Mr. Maccini asked if the SAU budget appropriated the original number.  TM English said he thought they did based on the number that was posted in their budget meeting notice.  He said the $29,574 is the original number before the meeting with the SAU people. Where it was pro-rated at the new rate effective July 1.  Mr. Maccini stated he thought over $30,000 was appropriated by the SAU. Mr. Ladd said we should take the newly appropriated figure for half of our fiscal year.  TM English thought that their year should run the same as the lease since the lease runs July 1 to June 30.  TM English said we have 6 months at the current rate and 6 months at the new rate.  TM English said the figure he has in the budget is the current rate for 6 months and the number in the original proposal of $8 and change per square foot for 4400 square feet of space.  Mr. Maccini asked if that was what the SAU appropriated.  TM English said he remembered the number advertized in their budget before their hearing being over $30,000 he thought.  Mr. Maccini thought it was $32,000.  Mr. Ladd said their budget last year appropriated $21,000.  So if we take half that figure at $10,500 and then half of what they are appropriating in the next budget….TM English advised that what the Board has to do is decide what the rent is going to be and then budget the appropriate number.  Mr. Joslin said we should be quibbling over the amount of the square feet we should offer to lease the space for $28,342, not $8.42 per square foot.  Mr. Ladd agreed.  But he said we need to split their budgets to calculate the some.  Mr. Maccini said the number the town manager needs to put a real number in this line is what we are going to charge them for next year.  They came in here and gave us all that stuff about we had to think of this right now and do this and do that because they were having a meeting the next Wednesday.  So the compromise was offered by the Board and they went to their meeting and appropriated the $8.67 anyway.  TM English said he didn’t know what happened at the SAU meeting but he knows they rejected the Selectmen’s counter offer and that’s where it stands right now; and there is supposed to be some subcommittee that’s working on resolving it and he knows nothing about it because he was advised to stay out of it.  Mr. Maccini said we need to decide what number is going in this revenue.  And we have to decide the number of the rent to put in this budget. There was further discussion of determining the number by splitting the current rate for half the year and adding in the new rate for the second half of the budget year.  TM English said, in his opinion, the number should not be based on what the SAU budgeted but rather on what we should be charging. Mr. Ladd suggested using half of the current rate and half of the $29,500.  TM English said the $29,500 is a composite amount for the year at the two different rates.  TM English just asked if the two Boards could resolve this.  Howard Hatch said when you do a budget you set your expenses high and your revenues low.  If you put your revenues in for what you were getting in the past, everything above that is gravy.  It is a small amount that isn’t going to bother the budget at all.  Mr. Ladd agreed.  There was further discussion of past budgets.  Mr. Maccini asked if this thing is going to get settled in the next week.   We have a budget hearing.  He doesn’t know what’s going on.  Mr. Ladd said he met with Phil (Tucker) on Friday asking them to communicate to us what their group has found and he said he’d get back to the group. Mr. Heilemann said if we decrease the revenue by $10,000 we still would have more revenue than expenses.  TM English said you wouldn’t, you’d be increasing taxes.  Mr. Maccini agreed.  Ms. Wheeler suggested putting it in at $22,000 for now as Howard Hatch suggested. Mr. Hatch said that’s not going to send out a signal that they are only going to have to pay $22,000.  TM English disagreed.  TM English said he didn’t know why we were in a weak position here.  He still can’t figure it out. The Town owns the building.  Now they are jerking us around on the timing and making us wait. Mr. Maccini agreed that we were expected to respond to them in one meeting and this has dragged on too long. Ms. Wheeler said that if that’s the case we should go with Peter’s compromise number. TM English said that was reasonable.  Ms. Wheeler said that is what we offered them.  Mr. Ladd agreed that that was the figure we came up with that night is $27,300.  Mr. Joslin noted that the $27,300 number was a full year at the new rate and needed to be pro-rated to $24,150.  Mr. Maccini said the rate was more than reasonable based on the rent comparables he has seen.  After more discussion on the rate all agreed that $24,150 should be put in. Mr. Joslin made a motion to adjust the rent revenue to $24,150 seconded by Mr. Heilemann and all approved.  Ms. Wheeler said she had a concerned about abatements.  They will be going up and zero is proposed.  TM English explained that the tax number in the budget does not include an offset for abatements until the tax rate is actually set in October since we do not now know the number.  That is why the abatements don’t show in the budget column, but it shows in the actual column.  Ms. Wheeler asked about the effect of abatements on overall income.  TM English explained that the amount abated will reduce tax revenue and the balance comes out of fund balance which is reflected in the tax rate.  This tax number is just an estimate to balance the budget.  It is a meaningless number until the tax rate is set. He agreed that we may get a lot of abatement requests and AA Lacaillade agreed that we had some pending.  He noted that in 2009 the actual amount credited to taxes raised was way up due to payment of principle on tax liens.  That really is separate from the budget itself.  Jo explained she hasn’t done the abatement deduction for 2009 yet. The problem with predicting the town tax rate now is that, unlike the other budgets,  the town rate includes absorbing the cost of the veterans credits and the overlay so the town rate is always higher that the effect of the budget. In the case of the school, county and precincts they are not debited for veterans credits or overlay so their tax rates are pure to the budget.  Lynn Wheeler had concerns about the State revenues.  Jo Lacaillade explained that the Highway Block grant was a solid figure and we’ve already received a partial payment but the Rooms and Meals revenue was an estimate based on the previous year. Lynn Wheeler said we are playing a guessing game more than ever.  TM English warned that 2011 will be a killer because next year the Legislature does another budget and the Rooms and Meals money will be held by the State.  Mr. Ladd said there is a bill to bring the shared revenue back. Barb Dutile noted that the Highway Block Grant number, as shown, is incorrect.  TM English noted that she is correct there is a newer number that is less and it will be corrected. TM English again stated that the Rooms and Meals distribution may be reduced in the next State budget and he had doubts about any shared revenue put back in.  In fact there was an attempt to cut the Rooms and Meals distribution made last year which was finally defeated.  Mr. Ladd said the dog board revenue was projected at $9,000 in ’09 but we only realized $1,400.  Are we anticipating too much?  TM English acknowledged that the 2010 projection of $6,000 might be a little high, but if that number is down expenses will be down too.  If there are less dogs at the shelter there will be less personnel cost.  He said the level of activity was down so far this winter but that was normal. Ms. Wheeler asked about the $4,000 projection on Recreation fund raising.  It seemed a little high.  No one had a good explanation for the number (the amount has since been reduced by the Recreation Director to $2,000).  Dave asked about transfer from general surplus at $50,000. TM English said that was an estimate and would be ultimately decided at the tax rate setting.  He is suggesting that we use that much of surplus to keep taxes flat.  Rick Ladd asked about the unreserved fund balance.  TM English thought it was about $270,000 and that amount would be higher at the next tax rate setting.  Mr. Ladd said it’s good to remember that in the next state biennium we are going to get slammed.  TM English agreed and said we will have to cut services.  Ms. Wheeler said all of our departments have to be very cautious on spending this year.  Mr. Ladd said that when he talks to small businesses in the Town from the Corner up to Woodsville they have to spend more than they received.  Businesses that were here last year are gone. Folks are hurting.  TM English said that through the business profits tax the State unmercifully taxes businesses.  Mr. Ladd said the small business person is crying and so we cannot raise taxes in future years. TM English said that is why he fights for every dollar of revenue and he took the SAU rent issue very seriously.  We should get what is coming to us to offset those taxes.  We are not in a position to give money away.  Mr. Ladd said water bills are very delinquent in North Haverhill and Haverhill Corner. He thinks it’s a real reflection of the hurt that people are in.  It’s going to hit us on our money we are spending here.  AA Lacaillade reported that our delinquent tax rate in 2009 was only 7%.  People are paying their taxes.  That’s the lowest rate we have had in a long time.  Mr. Ladd suggested we take action on the budget. Mr. Maccini made a motion to take the budget, with the revisions made tonight, to public hearing on Thursday.  Howard Hatch said that since he was on the budget committee he compiled a list of 22 Selectpersons that he served under and 51 budget committee members that he served with and he said the level of shouting, public involved and different things happening at the budget meetings and it has deteriorated this year to a level…it will make Glenn happy that this is his last year.  He said it has been an honor to do it but the budget committee hashing things over people get upset but it doesn’t go anywhere.  It’s not constructive like it used to be.  We actually used to get it and work with the departments to come up with things to save money, different ways of going about things and that’s lost.  There is concern about the process.  It’s changed a lot.  TM English said, he would like to make one comment and it’s no reflection on Howard, but the difference is you have a town manager.  If you want to have the budget committee do the budget, then eliminate the town manager.  That is his primary responsibility to recommend a budget of revenues and expenditures to the Selectboard by law.  That is the big difference and the people made that decision that they wanted a town manager.  He is not going to cede his statutory authority to put a budget together or his statutory authority to manage the departments under the direction of the Selectboard.  Mr. Hatch said that is where the direction has gone the non ability to speak with the schools.  He said he has never seen Haverhill… his first time he visited here was in 1948.  He has spent a lot of time here and has never seen the town fractured as much between different departments and just saying everything’s political and it can’t work.  It can work and he has never seen it this low.  Maybe the fire departments are working a little better at times but it’s like five different towns working separately. He is concerned.  Dave Joslin said the issue with the school is that we’ve made an offer to them to sit and meet with them to respond to us. Mr. Hatch said don’t wait, go get it done.  Mr. Ladd said he did meet with them. He talked to Phil Tucker on Friday.  They have got their data and he requested they meet with us, to a subcommittee which we had set up for review.  He said he is trying to encourage that to happen.  Howard Hatch said these are two different issues.  You’re talking about the SAU here.  The other business was about maintenance to the schools.  This is school business not the SAU.  Dave Joslin said it’s not a Selectboard issue it’s a taxpayer in the town of Haverhill issue.  Howard Hatch said "get out your green book and see what it says about buildings in Haverhill." The Selectboard can step in at any time and tell the School Board they are not doing a good job and take over.  Mr. Ladd said our main thrust is that we do want to work with Schools.  There are a lot of issues which we need to put on the table.  Leasing of space to facilities which we probably don’t have a lot to do with.  But we need to talk about it.  He thinks the Board is open to discussion.  He said the Board appreciates the time that Mr. Hatch has put on the Advisory Budget Committee all these years and he said that Mr. Hatch’s wealth of history on the town is appreciated and valuable.  Mr. Hatch said he had another issue not related to the budget.  He attended two meetings of the Planning Board, one in which the road agent wasn’t there the next one was not a quorum and he thought last Monday night you were just going to have a meeting and ask the Planning Board why they weren’t here.  He claimed he didn’t know they were going to take action.  He questioned the report of the meeting in the JO and the amount of feet of cover that were going to be taken off in the pit.  He said he would be fifty feet over the water and it doesn’t add up.  Mr. Ladd there was a pretty healthy discussion at that meeting.  Mr. Hatch said the meeting wasn’t advertised. He said it was said that there was a meeting on Monday to question why there was no quorum at the regular meeting and no mention of action to be taken.  Mr. Ladd said the Monday meeting was posted.  He said this Board was aware that the Planning Board needed help. Mr. Maccini made a motion to bring the operating budget as presented tonight with the following changes.  Changing the building rent (3503.10) to $24,150, (3353.10) Highway Block grant on revenue side and the Haverhill Corner Library amended to $12,000.  The motion was seconded by Peter Heilemann and all approved.  The hearing will be this Thursday at 7:00pm.  

 

Ø  2010 TAN: Jo Lacaillade explained a TAN at 1.75% up slightly from last year for a $1.5 million note and we only draw against it as needed to cover expenses between tax billings.  Our School payments get made even before we bill taxes.  Mr. Ladd asked if we use it for salaries and town expenses.    TM English said no we use it to cover the school payments.  Our budget has plenty of cash to cover it.  Lynn Wheeler asked about whether we could do a three billing plan.  TM English said no the law provides only for annual or semi-annual billing of taxes.  Mr. Ladd asked if there was anything in statute where they (the School) had to pay the interest, 1.75.   TM English said no.  The Selectmen are responsible for collecting all the taxes and no matter how much you collect you must pay over the budgeted amount to the other entities.  The precincts, the schools, the county.  David Joslin said the school has the right to ask for it all up front.  TM English said for all that work and responsibility you get to keep the interest on any money invested which last year was about $3,000.  Mr. Maccini moved acceptance of the TAN, seconded by Dave Joslin and all approved.

 

Ø  Status of Delinquent Taxes payment agreements: Jo Lacaillade reported that all the payment requirements and agreements on delinquent taxes are being complied with.  All have been paid by the date required.

 

Ø  Annual Town Manager Review: Rick Ladd distributed the Town Manager review forms and asked that they be handed in at the Feb. 16th meeting.

 

Commission/Committee Reports:

 

Ø WAASC:   Lynn Wheeler reported that she wanted to make sure the process continued.  She is still following other grant opportunities beyond the energy grant that the town manager is working on.  She doesn’t want to see the Committee’s work to just lie there.  We need an ongoing process.  She will continue to look for grants.  Mr. Ladd asked if the report was complete.  She said it was but more needs to be developed.  Dave Joslin asked about ownership.  TM English said the environmental concerns have been resolved and he would now recommend executing ownership by recording the deed.

Ms. Wheeler said she hoped everyone had read the plan and that the Board is ready to make some decisions since inquiries are already coming in.  Mr. Hatch noted that the electric supply to the state building should be separately metered or shut off.  TM English said the Committee has done their job and this Board has to decide what they want to do.  All agreed that the deed would be recorded ASAP.  Bob Maccini moved to accept the deed, with attorney review, and authorize the Board chair to sign any necessary paperwork, seconded by Dave Joslin and all approved.  TM English said the town attorney has reviewed the documents.  Mr. Ladd asked that the Armory report be put on the agenda and discussed at the next meeting.

 

As a commissioner from Haverhill Corner Mr. Ladd reported that the gazebo on the Common has some structural problems.  The commissioners have gotten some bids from contractors. He asked who owns it.   TM English reported that the Town owns the land of the Common.  The improvements, like the gazebo and the fence are managed by the precinct and are their responsibility.  That is the town attorney’s position.  The Town did help in the past with some repairs.  Dave Joslin asked if the Mildred Page Fund could be used.  All agreed that it could.

 

Correspondence:  TM English reported that there will a broadband meeting at the Maplewood in Bethlehem on February 10th from 12:30 to 2:00 pm if anyone wanted to attend.  He had a conflict.  Dave Joslin asked if Fairpoint will be making improvements after bankruptcy.  TM English didn’t think they would do it.  We will see.  TM English said there is a bill in the legislature to authorize towns to bond to build the infrastructure.  Jo Lacaillade reported an engagement letter for the 2009 town audit to our auditor was ready to be signed.  Lynn Wheeler made a motion to engage the firm of Vachon, Clukay & Co. to perform the 2009 audit, seconded by Peter Heilemann and all approved.  The letter from Mr. Fillion to the Heritage Commission was reviewed.  Mr. Heilemann asked if the Heritage Commission could enter into such an agreement without Selectboard approval.  TM English stated that the Heritage Commission can accept gifts of money and property on behalf of the Town after a public hearing.  

 

Comments of the Public:   None  

 

Comments of the Town Manager/Administrative Assistant-Finance Officer:   None  

 

Comments of Selectboard Members:  Mr. Ladd announced that the Heritage Commission is trying to get volunteers to help them with the Caboose restoration and work on the Hazen property.  They have developed a sign up form which will be posted and made available.  Mr. Ladd said it is time to get feedback on Planning Board meetings from applicants using the survey form.  Jo will check with LeeAnn.

 

Adjourn Meeting:  Bob Maccini made a motion to adjourn, seconded by Peter Heilemann and carried unanimously. Chairman Ladd adjourned the meeting at 8:45 pm.

 

Minutes transcribed by Glenn English