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Minutes of 9/23/2013 APPROVED AS CORRECTED

October 22nd, 2013

Carroll Board of Selectmen
Meeting Minutes
September 23, 2013
APPROVED AS CORRECTED
"These minutes of the Town of Carroll Select Board have been recorded by its Secretary.
Though believed to be accurate and correct they are subject to additions, deletions and corrections by the Select Board at its next meeting when the Board votes its final approval of the minutes. They are being made available at this time to conform to the requirements of New Hampshire RSA 91-A:2."

Minutes recorded by Maryclare Quigley, Secretary

Board members present: Paul Bussiere, Bill Dowling, Bonnie Moroney.

The meeting was called to order at 7 PM by Chairman Bussiere

Members of the public present: Mike Gooden, Frank Maturo, Joan Karpf, Chris Pappas, Jeremy Oleson, Michael Hogan, Greg Hogan, Scott Sonia, Dave Scalley, John Trammell, Donna Foster, Shawn Bergeron

Pledge of Allegiance

The meeting was filmed by Joan Karpf.

The Board announced the approval of bills and signing of manifests.

Chairman Bussiere said there’s no change with the Water Department debt update.

Stan Borkowski’s report was received and posted.

Becki Pederson presented the 2014 proposed budget for the Town Clerk/Tax Collector’s Office:

01-4130.10-136 Town Clerk/Tax Collector Salary 34,149 5% increase
-137 Dep. Town Clerk/Tax Col. Sal. 7,350 “ “
-210 Office Equipment 650
-211 Office Equipment Maint. 700
-212 Association Dues 80
-213 Office Supplies 3,000 Increase 500
-214 Software Support 6,274 Increase 274
-215 Summit/Cama 901
-216 Postage 1,900 Increase 100
-217 Telephone 800 Decrease 500
-218 Bank Service Charge 150 Decrease 150
-219 Advertisements 450
-220 Registrars Fees 350 Increase 150
-221 Miscellaneous 200 Decrease 250
-222 Training/Conference 1,000 Increase 400
-223 Travel 250 Increase 100
-224 Prop. Tax Abatement Int. 1,000 Decrease 1,000
-225 Marriage/Vitals 1,100 New line 1,100

01-4199.10-200 Dogs 457 Increase 307

Total Proposed 2014 Budget $ 61,761 Increase $3,055

Ms. Pederson said 2013 is the first year for having her own budget. As there wasn’t anything for comparison when separating, they just had to estimate which meant some lines turned out to be higher than needed while others were lower. Thus the 2014 budget is somewhat closer to what is required. Selectman Dowling asked if the postage is shared and she said it is not. As there were no other questions, Chairman Bussiere thanked her for her budget.

Shawn Bergeron from the State Building Code Review Board arrived, so Chairman Bussiere left budget discussions to introduce him. He explained that Mr. Bergeron came at his request in order to help the Board understand more clearly their responsibilities regarding building code, permits and fees in connection with the State. Chairman Bussiere is concerned that to just make repairs, such as replacing a step or shingles that got blown off, a permit must be pulled and a relatively high fee paid. This is not necessarily adding value to the property but because the permit was pulled, the appraisers must do an inspection – and this initiates a cost to the Town. Mr. Bergeron said he owns a code consulting company in Conway and is the Chairman of the State Board, but does not represent the State. He went on to say the State had adopted the International Residential Code for one and two family dwellings and townhouses and the International Building Code for almost everything else. Mr. Bergeron brought copies of the RSA on NH Building Code as well as a copy of the Permit section of the International Residential Code for the Board’s use. He pointed out a paragraph regarding “repairs” which does not require application or notice in the State’s opinion. He believes the sub and substance of the matter with the State is those things which are really important in the Code apply, but he has seen municipalities modify the section to their purpose. He said he thinks the State doesn’t really care what individual towns require for building permits as much as they care that the Code is adhered to. He said he thinks the Town can modify the process already in place as long as it fits with the code which is about safety.

Donna Foster said for clarification purposes, to replace a window there wouldn’t be a permit required, but for removing three to put in one big one, it would be required. Mr. Bergeron answered that is right. It was pointed out that this may be different for a bedroom than a living room, as safety such as a means of egress then comes into it. But Mr. Bergeron reiterated that the Town is well within its right to modify the permit section. The question was asked in terms of legality, how one is to know about something like an egress window. Mr. Bergeron said this is the builder’s responsibility and should be known. A homeowner can do any work on his or her own home, but once work is being done for someone else, the proper permits and licenses must be in place. If work is started without the required documentation, it can be brought back
into compliance by doing the paperwork, etc. It was also asked if the Town were to adopt a modified permit process if this would increase liability and Mr. Bergeron said the Town cannot be held responsible – however, the builder can. Commercial code was very briefly touched upon and Mr. Bergeron said that follows a different code. When there were no more questions, Chairman Bussiere thanked Mr. Bergeron for giving up his own time to come and help us.+

Maryclare Quigley followed with the proposed 2014 budgets for all General, Executive, Administrative, Insurance and Welfare Financial.

01-4130.10 -130 Selectman 2,100
-131 Selectman 1,800
-132 Selectman 1,800
5,700

01-4150.10 -110 Administrative Assistant 33,547 5% Increase
-111 Selectmen’s Office Staff 21,403 “ “
-114 Sel. Off. Overtime 1
-250 Tax Map 2,500
-260 Town Report 2,000
-301 Auditing 15,500 Increase $500
-390 Office Equipment 1,000 “ 350
-603 Office Equip. Maintenance 700
-604 Association Dues 1,490
-620 Office Supplies 2,500
-621 Computer Software Support 6,274 Increase 274
-622 Summit/Cama 901
-625 Postage 700 Decrease 1,100
-740 Telephone 1,715 Increase 415
-800 Town Officers Expense 1
-801 Bank Service Charges 300
-802 Advertisements 900 Increase 450
-803 Registrars Fees 200
-804 Miscellaneous 500 Increase 50
-805 Training 900 Increase 150
-808 Comstar Billing Fee 1
-809 Travel Expense 1,200 Increase 405
94,233 Increase 4,111

01-4152.10 -200 Property Assessing 15,000 Increase 4,000

01-4153.10 -200 Legal Expenses 12,000 Increase 2,000

01-4155.10 -200 Retirement 75,000
-201 FICA 17,200
-202 Medicare 8,000 Decrease 100
-300 Employee Insurance 152,000 Increase 47
-301 Unemployment Comp. 1,532
253,732


01-4196.10 -520 Town Insurance 31,000
01-4196.20 -520 Worker’s Compensation 20,000
51,000

01-4441.10 -200 Welfare Direct Assistant 20,000

01-4711.10 -200 Long Term Notes: Landfill, Water 57,958 Decrease 3,848

01-4721.10 -200 Int. Long Term Notes:Landfill,Water 26,478 Decrease 2,652
-201 Int. T.A.N. 400
84,836 Decrease 6,500

The Secretary explained as with the Town Clerk’s budget, 2013 was the first year they were separated so there was no history regarding individual expenses. It was a learning year and one budget may have gone over a certain line and the other was down, so they tried to reflect these in the proposed budgets.

Greg Hogan presented the proposed 2014 budget for General Buildings:

01-4194.10 -100 Janitor 6,240
-101 Town Buildings Labor 2,400
-102 Recreation Area Labor 500
-200 Contract Labor 1,000
-400 Water 2,200
-410 Electricity 20,500
-420 Elec -Town Hall
-421 Elec -Highway Garage
-422 Elec - Police Station
-423 Elec - Fire Station
-424 Elec - Transfer Station
-425 Elec – Recreation Area
-430 Repairs & Maint. Town Bldgs 7,000 Increase 2,000 Install new door
opener at Fire Sta -440 Rec Area Maintenance 700
-450 Rentals and Leases 18,994 Increase 3%
-412 Heating Plant Maint. 2,500
-411 Heating Oil 42,000 Slight increase-not locked in yet
-500 Htg Oil – Town Hall
-501 Htg Oil – Highway Garage
-502 Htg Oil – Police Station
-503 Htg Oil – Fire Station
-504 Htg Oil – Transfer Station
-610 Janitor & Misc. Supplies 800 Increase 100
-700 Alarm System 927
-800 Fire Extinguisher Maint. 600 New Line
-900 Miscellaneous 300
107,261 Increase 3,924

Mr. Hogan said the electric lines are the same because he doesn’t know yet what’s happening with that cost and heating oil is slightly increased as he knows it’s going up, but doesn’t know how much as we haven’t locked in a price yet. Selectman Dowling asked for the oil use and maintenance bills for the Town Hall. Selectman Moroney said they will recalculate this when the oil price is locked in.
Mr. Hogan proceeded with the Highway Department proposed 2014 budget:

01-4312.10 -100 Road Agent Salary 36,608 Increase 10%
-101 Part time Labor 5,000
-102 Overtime Pay 3,000
-013 Highway Helper 2,240
-104 Highway Helper II 1
-200 Telephone & Computer 1,500
-201 Shop Expenses and Tools 2,000 Increase
-202 Tools 300
-250 Eqjuipment Purchase 1
-260 Equipment Repairs & Maintenance 10,000
-271 Radio Repairs 1
-300 Road Maintenance – next 10 accts 1
-301 Highway Maintenance – Grading 1
-302 Cold Patch 1,200
-303 Hot Top 1
-304 Highway Maint & Resurfacing 1 Decrease
-305 Roadside Mowing 2,600 Increase 200
-306 Culvert Replacement 1,000
-307 Winter Sand 5,000
-308 Salt 5,000
-309 Gravel 500
-310 Bridge Repair & Maintenance 1
-311 Contract Labor – Sweeping 3,600 Decrease, Contract Price
-350 Gasoline 8,000 Increase 500
-360 Clothing 500 Decrease 500
-800 Training 1,000
-900 Miscellaneous 300
-901 Sidewalk Repair 5,000
-902 Office Supplies 100
-903 Street Signs & Posts 500
94,956 Decrease 1,571

Discussion included reduction of the 304 line because with the new crack sealer, they can do that themselves but when he was asked about the material for the sealer, Mr. Hogan said he hadn’t thought of that and would get back with a price. He said with the new roads approved this year that costs will increase but he’s not sure what they’ll add, so this first year for mowing, maintaining and plowing will be for learning some of that. Likewise with plowing and maintaining the sidewalks as this also will be new. He advised the Board that he will be training a new person on the equipment and maintenance as well as doing the sidewalks and they agreed that was a good idea. Mr. Hogan said the state price for gasoline isn’t in yet, so he put in an increase, as it doesn’t go down.

Joan Karpf asked if the department heads will be presenting any warrant articles and was told any who have them will be doing so. There will also be articles for adding to the Capital Reserves funds.

Scott Sonia followed with the Water Department proposed 2014 budget. He told a bit about the Department and their goal to improve, maintain and keep the system operational and that they depend heavily on the Highway Department for equipment and manpower as they share both. He also gave a brief overview and description of their equipment. He went on to say that the pickup truck has over 200,000 miles on it and if the Police Department trades their pickup, it would be a good vehicle for them to have.

04-4155.10 -200 Retirement 3,400
-201 FICA 2,761
-202 Medicare 646
-300 Employee Insurance 15,920
-301 Unemployment 150

04-4332.10 -100 Water Superintendent 33,706 Increase 5%
-101 Part Time Labor 5,000
-102 Clerical 5,500 Increase 5%
-103 Overtime 3,000
-200 Contract Labor 6,000
-300 Water Supplies 9,500
-301 Postage 1,100
-302 Telephone 1,280
-303 Electricity 15,000 Increase 2,000, rates up
-304 Propane 3,500
-305 Computer/Software 225 Increase 50
-306 Office Supplies 500
-360 Clothing 500
-400 Audit 1
-401 Generator Service Contract 1,600 Increase 800
-402 Equipment Repairs 4,450
-403 Water Meter Software Support 1,600 Increase 1,500, updates, lic. Fees
-404 Chemicals & Equipment 4,000
-405 Vehicle 1
-406 Vehicle Repair 2,000 Decrease 2,400, If changed,
reg.maint. only
-407 Gas/Diesel 3,000
-408 Equipment Purchase 3,000
-409 Tools 750
-500 Water Samples 1,800
-510 Licenses & Fees 1
-600 Water Depreciation 1
-620 Tank Inspection 1 Every 3 years, next 2015
-621 Tank Rep/Maint 1
-630 Buildings & Grounds 500
-700 Sand, Gravel, Loam 1,000
-800 Water Expansion 1
-801 Water Expansion Piping 1
-802 Water Expansion Testing 1
-803 Water Line Repairs 5,000
-804 Hydrant Maintenance/Repair 5,000 Decrease 2,000
-900 Miscellaneous 600
-901 Water Training 1,000
142,997 Decrease 7,447

Parks and Recreation Commission were on the Agenda but they are actually scheduled for the meeting on September 30.
Selectman Dowling said the Board needs to adopt new Welfare Guidelines which in the the long run should be able to save some money and at least bring people into compliance. He asked if his co-members could start reading the latest book. They could adopt that as it is a good presentation and it was recommended at the seminar that he and the Secretary attended in the Spring.

Chief Oleson returned to this meeting to inquire if the Board is ready to make a decision on the gear extractor or if they need more information. Chairman Bussiere said he was the one who needed more time and he had an opportunity to talk with the Chief at the Methuen Department and got even more information. After very brief discussion, Selectman Dowling made a Motion to: Let the Fire Department buy the Gear Extractor. Selectman Moroney seconded and it passed unanimously.

The following item was approved and signed:

Water Warrant – DS Contractors NH, McCann, Roesbery

Other:

Selectman Dowling said they should vote on Donna Foster’s email to allow Town Counsel to come to the next Planning Board meeting. He said Chairman Foster feels she should as she started and it is important that she see it through. Selectman Moroney made a Motion to: Have Legal Counsel attend the meeting. Chairman Bussiere seconded and the Motion passed by 2 to 1.

Chairman Bussiere said a letter had come from Time Warner to say that the current contract expires in 2016. They are requesting permission for pursuing negotiations for renewal.

Maintenance of the train display was brought up and it was stated the Chamber said they would be responsible for all maintenance. Frank Maturo had a copy of the minutes from June 4, 2010 in which that was also stated.

Police Chief Trammell said last year at a Budget Committee meeting the Chairman spoke of projections, etc., and he took it to heart. He said his budget is ready and he gave copies to the Board so they could read it before he presented it at their next meeting, as it is 25 pages.

As there was no further business, the Board was polled and went into non-public session for Town Aid matters at 8:30 p.m.

At the close of Non-Public Session, Selectman Moroney moved to return to Public Session and seal the minutes from Non-Public Session. Selectman Dowling seconded and the Motion passed unanimously.

There being no further discussion, Selectman Dowling made a Motion to: adjourn the meeting. Selectman Moroney seconded and the Motion passed unanimously. Chairman Bussiere declared the meeting ended at 8:45 p.m. The next meeting will be Monday, September 30, 2013.

Town of Carroll, New Hampshire ®2025