MINUTES OF HAVERHILL SELECTBOARD REGULAR MEETING

Monday, October 26, 2009

Draft Subject to Review, Correction and Approval at Following Meeting

 

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

 

Town Manager:  Glenn English                                                                   

 

Administrative Assistant/Finance Officer:  Jo Lacaillade

 

Members of the Public Present: Lee Jackson, Howard Hatch, Robert Fillion, David Johnson, Joel Godston, Doug Henson, and Richard Rines.

 

Call Meeting to Order:

 

Chairman Ladd called the meeting to order at 6:00.

 

Approval of Agenda: 

 

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

 

Approval of Consent Agenda:

 

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

 

Town Manager’s Report:

 

TM English reported that the Inspector from the NH Labor Department came back today to do a second inspection of our buildings to see that the violations reported from her inspection in July have been corrected as reported. All of those minor ones have been corrected. The State Department of Labor feels very strongly that the municipal offices need to have a barrier between the employees and the public for security reasons. What they are suggesting, although it has not been mandated yet, is a setup like has been done in the Town Clerk’s office except that the door into the work area would be switched out to a full door and a glass enclosure would be added to a height that would prevent easy access. They would like to see that done also to the Selectboard office. The Selectboard discussed this at a previous meeting after the first inspection but the Labor Department is asking that it be brought up again and a copy of the minutes sent to them regarding any discussion to do with this issue which will be reviewed by them. TM English believes that since we have been told this is a safety issue, if we choose not to do it and there is a claim, we may not be covered through workers comp. Lynn Wheeler said she was not on the Board at that time and asked the other Board members what their thoughts were as to why they shouldn’t do this when they discussed it back in July. Chairman Ladd stated that he is pretty tired of someone coming from Concord and telling them how we are going to run business here. They tell us that we have to spend money but do not give the funding to do so. He understands the need for the counter in the Town Clerk’s office. He stated that there isn’t a barrier at the Grafton County Registry of Deeds. Lynn Wheeler stated that most offices there do have them but she does understand the issue with ordering it to be done but not supplying any money to do so. She continued that most places you go anymore there are dividers. Bob Maccini said that there isn’t feelings among the employees that they are intimidated by the public not having a barrier. There is the feeling that it will detract from the relationship between the public and the Town employees. He asked AA Lacaillade if any incidents had happened that had changed that opinion. AA Lacaillade said no, she still feels very strongly, that the barriers are not a positive move. Lynn Wheeler asked about the benefits for health reasons with the diseases going around. It was discussed that there would still be the passing of money and paperwork back and forth so a wall would not help except with coughing or sneezing, something like that. AA Lacaillade said that she felt that the public would feel even more alienated from them and that we are not open to serving them. Bob Maccini said it is kind of along the lines of being told how many voter booths we are going to have. Lynn Wheeler said that a lot of offices in the North Country do not have these types of barriers. They discussed several of those. TM English said that a counter system similar to the one in the Town Clerk’s office will be constructed in the Selectboard office that will create a barrier. There was discussion that WGSB does not have a glass barrier and they are a bank. Lynn Wheeler asked if it would affect our liability insurance. TM English said that it could; worker compensation most likely. Employees attended a workshop on violence in the workplace and the Town will continue to educate employees on dealing with incidents. There is no ultimate protection, if someone is set to harm you, they will find a way. Bob Maccini said that if things change to the extent that the employees feel that something is necessary he won’t be opposed to it but until that time he doesn’t see the need. Chairman Ladd concurred as did the other members of the Board.

 

Public Hearings:

 

Acquisition of Woodsville Armory: At 6:15 Bob Maccini made a motion to go into public hearing regarding the acquisition of the Woodsville Armory. The motion was seconded by Peter Heilemann and carried unanimously. Chairman Ladd gave a brief overview of the issue and conditions of the transfer and then opened the floor up to discussion. He stated that the Planning Board has looked at it as required by RSA 41:14-a and they have made their recommendation that they would like to see the Town obtain the armory and develop a use plan for the building. The Conservation Commission was also required to review and comment per RSA 41:14-a and has done so. The Recreation Commission has also discussed it at their meeting. There has been no formal decisions as to the use of the building but there have been several suggestions such as a teen center; after school activities; continuing education etc. He opened the floor to public comment. Richard Rines said that he felt the facility was in the perfect spot to have a cultural center that could hold RV shows; hunting/fishing shows; garden shows, things of that nature. The user would be charged a fee to use the facility. Howard Hatch fully supports the acquisition of the armory; he has heard discussion about the burden of the added costs to the town but he feels that building should be self sustaining. One person needs to be put in charge of that building that can make it work. He paid the $1 fee needed for the cost of the transfer. That building is a nice building; it will not be a burden. Chairman Ladd asked TM English to review the utility costs that he had obtained regarding that building. TM English reviewed the costs of the water, sewer and electric for 2006 through 2008 which at its highest was $5,300. This does not include fuel, maintenance, lawn care etc. There will be a $700 bill to pressure test the fuel tank after the transfer which is mandated by the NH DES. David Johnson asked if the Town knows when the heat plant was last updated to which was replied no. Chairman Ladd stated that he had talked to the maintenance crew that comes up from Concord and they feel the building is in pretty solid shape. There are a few places in the roof with some issues but he is not sure of the extent of those issues. Robert Fillion said that the Planning Board really didn’t give much input into this. They had a memo presented to them with recommendations already made and they signed it. He wants it noted that they didn’t really contribute to those recommendations. He further stated that there is $500,000 available to this building but it would require that part of the building be used as an information center and the money could only be spent on that purpose. He would like the Selectboard to invite Thomas Ladd from the State Library to explain what an information center is and how all 4 libraries lack 12 of the 13 functions  required to be information centers. The Board advised Mr. Fillion that if he wanted this type of proposal to be considered, he would need to provide them with a very detailed plan, in writing, that specifies expectations, strings attached and what benefit it would have for the community. They would also want to see exactly what the 13 functions are that he refers to. TM English asked Mr. Fillion to which state law he is referring and Mr. Fillion responded the state library law. TM English said that the state library law RSA 202 requires a Town Meeting vote to establish a library. Bob Maccini said that the Town did not need to tie this building up with a duplication of services so the Board would want to see what other services would be provided. Chairman Ladd reiterated that a written proposal must be provided before the Selectboard can consider anything of this nature. Richard Rines stated he will try to provide the Selectboard with more information regarding functions that could be done at the armory. There was more discussion regarding possible uses of the facility. Doug Henson asked for the architectural drawings of the Woodsville Armory be available for the next public hearing. Chairman Ladd said he will also give a power point presentation at the next public hearing.  David Joslin stated that the facility would work as an emergency shelter because it has bathrooms and showers and a kitchen area. David Johnson has asked that there be a formal closing ceremony of the armory when it was learned that it would be sold. There are hundreds of men that have gone through that armory since the early 60’s and they walked away from that building unceremoniously. He would like to see a small portion of the building be dedicated to memorabilia of those years. He further stated that a teen center in that building would make good use of the facility. Chairman Ladd felt that there should be some sort of ceremony to thank all of those who have done what they’ve done for our country if the Town does acquire the building.  Lynn Wheeler feels that the building has a lot of different function possibilities but it needs to be utilized in the right ways to service as many people as possible. David Joslin would like to explore grant possibilities for alternate energy and improvements. Joel Godston thinks that forming a use committee would be a good idea to consider, review and report on the best options for the use of the building. All Selectboard members concurred. Howard Hatch said that a maintenance budget will be necessary in the 2010 budget for that building because all of the uses and potential uses will not be sorted out before that budget is finalized. There was a brief discussion regarding whether the State would be able to come and take back the armory which could happen through eminent domain. Bob Maccini made a motion to come out of public hearing; seconded by Lynn Wheeler and carried unanimously. The public hearing ended at 6:55 pm. Another public hearing on the issue is scheduled for Monday, November 9, 2009 at the regular Selectboard meeting.

 

Town Manager’s Report: (cont.)

 

TM English stated that he will be delivering his budget to the Selectboard and the Advisory Budget Committee on December 7th, 2009. Advisory Budget Committee chairman Scott Simano is scheduling their first meeting for Tuesday, December 8th. The Selectboard will be concurrently reviewing the budget because they do feel there is not enough time to thoroughly review it once it comes out of the advisory budget committee.

 

TM English referred to a subject he had brought to the Board a few meetings back regarding the Health Emergency Planning Team of Northern Grafton County on how a plan that will deal with pandemics in the future. The Town of Haverhill would serve as a provider of a point of distribution facility (POD) at the Haverhill Cooperative Middle School. There is a memorandum of understanding that the Town agrees to provide this site. After a brief discussion, Lynn Wheeler made a motion that TM English be authorized to execute the Memorandum of Understanding between Northern Grafton County Health Emergency Planning Team and the Town of Haverhill; seconded by David Joslin and carried unanimously.

 

Pending (Old) Business:  

 

Biodiesel Plant: TM English said that there is a continuing issue regarding the water volume and pressure and the sewer cost hook up. When the water issues get resolved, there will be sewage flowing so the issue of the hook up fee needs to be settled. Mr. Presby asked the Board some time ago to consider lowering that fee as he was not aware, at the time of purchase, that there would be a $25,000 fee for hookup. TM English stated that believes the position of the North Haverhill Water and Light at this point is that if the facility needs a greater volume and pressure than what is there, White Mountain Biodiesel will need to make the necessary improvements at their expense. Howard Hatch stated that he hoped the Board would stand firm on the cost of the sewer hookup. In his opinion, those lots are being sold for a fraction of what they are worth and the buyer should have done his homework to find out what other costs were involved. TM English stated that the price of those lots was determined by White Mountain Appraisals. After a brief discussion the Selectboard unanimously stated that they are not going to amend the cost of the hook up fee.

 

New Business: 

 

Tax Collector Deeds: Lee Jackson was in attendance because he has 2 lots that are subject to taking by Tax Collector Deed. He stated he did not need a non public session to discuss this. He asked the Board for a 30 day extension which was granted with the stipulation that the payment be made with Bank check or cash. The Tax Collector Deed was executed and if payment is not received, it will be recorded. Howard Hatch at a later time advised the Board that the 30 day period would end on Thanksgiving Day so they amended the date to be by the close of business on Monday, November 30, 2009.  AA Lacaillade reviewed with the Board parcels of land that by are eligible for the issuance of a tax collector deed for the non payment of taxes.  Bob Maccini made motions to take the following properties by Tax Collector Deed; the motions were seconded by Lynn Wheeler and carried unanimously:

Tax Map          Lot                  Owner

403                  035                  Aldrich           

204                  196                  Crown Mtn LLC

203                  240                  Farrell

202                  178                  Garvey

204                  240                  Ives

204                  275                  Yacovino

Bob Maccini made motions to take the following properties by Tax Collector Deed; the motions were seconded by David Joslin and carried unanimously:

Tax Map          Lot                  Owner

202                  099                  Robinson

201                  120                  Wannberg

 

A letter was received from Wells River Savings Bank stating that Tax Map 417 Lot 061 Kennedy was being refinanced and the payment to the Town for back taxes would be forthcoming. On a motion by Bob Maccini; seconded by Lynn Wheeler the Board granted an extension to pay the delinquent taxes until Monday, November 30, 2009.

 

AA Lacaillade reviewed correspondence she had received from Kevin Littlefield regarding 3 parcels: Map 203 Lots 95, 96, and 97. He has been dealing with an agent that assisted with the closings on this property in 1995 where these delinquent taxes stem from. He has guaranteed that the back taxes will be paid within 30 days. Bob Maccini made a motion to allow Mr. Littlefield until November 30, 2009 at the close of business to clear up this issue or the signed Tax Collector Deed will be executed. The motion was seconded by Lynn Wheeler and carried unanimously.

 

AA Lacaillade stated that Mr. & Mrs. Mitton, tax map 101 lot 160 have requested an extension so that they can attend the meeting on November 9, 2009 to discuss this. The Board agreed to the extension.

 

The Board asked for more information regarding the final properties listed for the issuance of a tax collector deed. The Board will review them at their next meeting.

 

Commission/Committee Reports: None

 

Correspondence:  None

 

Comments of the Public:  None

 

Comments of the Town Manager/Administrative Assistant-Finance Officer:  

 

AA Lacaillade gave the Selectboard an overview of the 2 quotes received towards the purchase of new assessing software; one from Vision and one from Avitar. Avitar can supply both an assessing program and a tax collector program that work in unison, they offer a financing plan and they are lower in overall cost. Both companies are recognized in the State of NH. AA Lacaillade asked for permission to proceed with the purchase of the Avitar products. Bob Maccini made a motion to approve the purchase of Avitar software; seconded by Peter Heilemann and carried unanimously.

 

Comments of Selectboard Members:  None

 

Adjourn Meeting:  Peter Heilemann made a motion to adjourn, seconded by Bob Maccini and carried unanimously. Chairman Ladd adjourned the meeting at 8:25 pm.

 

Minutes transcribed by Jo Lacaillade