MINUTES OF HAVERHILL SELECTBOARD REGULAR MEETING

Monday July 20, 2009

Board Members Present: Roderick Ladd, Peter Conrad, Peter Heilemann, and Robert Maccini. David Joslin was excused.

Town Manager: Glenn English

Administrative Assistant/Finance Officer: Jo Lacaillade

Members of the Public Present: Joel Godston, Annemarie Godston, Glenn Mitchell, Rebecca Mitchell, Bill Harris, and Ed Ballam from the Journal Opinion.

Call Meeting to Order:

Chairman Ladd called the meeting to order at 6:05.

Approval of Agenda:

Bob Maccini made a motion to approve the agenda as presented; seconded by Peter Conrad and carried unanimously.

Approval of Consent Agenda:

Peter Conrad made a motion to approve the Consent Agenda as presented; seconded by Bob Maccini and carried unanimously.

Scheduled Public Appearances:

Bob Maccini made a motion to accept with regret the resignation of Bob Fagnant from the Ammonoosuc River Local Advisory Commission; the motion was seconded by Peter Conrad and carried unanimously. Chairman Ladd said that the Town really does appreciate what Mr. Fagnant did on the commission. TM English said that Bob Fagnant was a charter member of this committee and did a lot of work on this. Bill Harris was in attendance and is interested in replacing Mr. Fagnant on the committee; he currently operates the Woodsville Water Treatment Plant. Bob Maccini made a motion to approve the recommendation to the NHDES for appointment of Bill Harris to the Ammonoosuc River Local Advisory Commission; the motion was seconded by Peter Conrad. There was a brief discussion with Mr. Harris about how the new technology at the Wastewater Treatment Plant was working. The motion to recommend the appointment was approved unanimously.

Public Hearing(s): None

Town Manager’s Report:

TM English stated that the No. Haverhill Water and Light has had some preliminary work done regarding pressure and flows at the business park. There are some recommendations that will be discussed at the precinct meeting on Tuesday on how to deal with these issues. There was a brief discussion regarding the reports that have been received thus far.

Glenn reviewed a proposal for a memorandum of understanding that has been received from North Country Council to provide services in the update to the Hazard Mitigation Plan. Bob Maccini made a motion to accept the memorandum of understanding with North Country Council to update the Hazard Mitigation Plan; the motion was seconded by Peter Conrad and carried unanimously.

Pending (Old) Business:

Ø Woodsville Armory Update: TM English said that Selectboard member David Joslin wanted Chairman Ladd commended this evening for the personal work he did in getting a very quick response for HARP to use the armory for emergency use for the summer. There was further discussion as to the time line that the Woodsville Armory might be turned over to the Town.

Ø Purchasing Policy Revision: A review of the draft presented at the previous meeting brought forward a change to Section II: E to further define the “Local Business” definition to include the wording. Peter Conrad made a motion to approve the revised purchasing policy with changes as written; seconded by Bob Maccini and carried unanimously.

Ø Town 2009 Budget Revisions: TM English referred to an analysis that he had done regarding areas that might be reduced to cover the shortfall of $81,473 from revenue cuts from the State to the Town. He also reviewed accounts that will probably have shortfalls including welfare and Town Meeting. A discussion ensued as to what the reduction of line items in the budget will result in regarding reduction in services or projects. It was stated that the public will need to have a very clear understanding of what the cuts would entail if they vote to reduce the budget. There are time line constraints concerning the tax rate setting so if a special Town Meeting is going to be held, it will need to happen quickly. There was a line by line review of all areas of the budget for possible reduction. AA Lacaillade cautioned that the welfare budget could over expend this year and if there is no room left anywhere in the budget to cover that, another Special Town Meeting would be necessary to cover that shortfall; it is not a matter of not having money in the budget, if an applicant qualifies, you pay. Bob Maccini made a motion to approve holding a Special Town Meeting to address the budgeted revenue shortfalls by reducing the line items recommended by the Town Manager and reducing the roadside mowing amount to $9,000 in one warrant article and making up any further amount needed by reducing and/or eliminating the capital reserve transfers for the year in another warrant article. The motion was seconded by Peter Heilemann and carried unanimously.

New Business:

Ø Abatements: Glenn & Rebecca Mitchell were in attendance regarding their abatement application. AA Lacaillade reviewed with the Board the recommendations made by the assessor. The Mitchell’s stated that they did not feel they had been treated fairly by the assessor and that he had not tried to work with them; they did not feel he was doing a good job for the Town. TM English felt that the assessor does a fair and good job for the Town. Bob Maccini made a motion to approve the assessor’s recommendations as presented; seconded by Peter Conrad. After further discussion the motion passed unanimously.

Ø Railroad Park Landscaping Contract: TM English reported that there were 14 bids received for this project and even allowing the “local business” discount that was not in place at the time of bid opening the low bidder is D & V Landscaping of Belmont. He has met with the principle supervisor of the company and believes that he has a good concept of what is to be done; he has checked the references of the company as well as the Secretary of State’s office and they are a legitimate company doing business in the State; their recommendations were all glowing in terms of their commitment and quality of work so he feels confident that they should be awarded the bid. After a brief discussion Peter Conrad made a motion to approve the contract and authorize TM English to sign it; seconded by Peter Heilemann and carried unanimously. TM English will discuss with them a change order to the contract for the installation of the playground equipment to see if that is feasible as part of their work and also some other site work that needs to be done.

Ø Business Park Covenants: Bob Maccini made a motion to direct the Real Estate Agent representing the Town to clearly state in any future purchase and sales agreement for the business park that there is a $25,000 hook up fee for the sewer hookup. The motion was seconded by Peter Conrad and carried unanimously. The covenants will be addressed for revision at a later time.

Presentations and Awards: None

Commission/Committee Reports: None

Correspondence: AA Lacaillade referred to an email that she had given to the Selectboard that was received by Bette Pollock, Town Clerk. It was from an employee with the NH Department of Safety that stated the following: Bette, I process the greenies for every town and city in New Hampshire (approx. 300 daily) and YOU ARE THE ONLY ONE that submits the greeines as they should be. Congrats on a great job! Cindy Barlow”. The Selectboard appreciates the job that she does and thanks her for her diligence for doing things correctly.

Comments of the Public: Joel Godston presented the Board with a copy of a CD done at Airport Awareness Day for them to view at their convenience.

Comments of the Town Manager/Administrative Assistant-Finance Officer: AA Lacaillade referred to a draft letter that was in the Selectboard packets regarding the increase to the Town in retirement costs for Police Officers and the recommendation from the NHLGC that all retirement payments for July 09 forward are attached to this letter that the Town is paying under protest. NHLGC plans to file a lawsuit regarding the constitutionality of this cost being passed on to the Towns and if a Town has paid the funds under protest and if the lawsuit is won by NHLGC the Towns would be entitled to a refund of the added costs and interest. Peter Heilemann made a motion to approve the letter as presented and attach it to all future payments; seconded by Bob Maccini and carried unanimously.

Comments of Selectboard Members: NONE

Adjourn Meeting: Bob Maccini made a motion to adjourn, seconded by Peter Heilemann and carried unanimously. Chairman Ladd adjourned the meeting at 7:42 pm.

Minutes transcribed by Jo Lacaillade