DUNBARTON BOARD OF SELECTMEN
MINUTES OF MEETING
THURSDAY, JANUARY 5, 2006
TOWN OFFICES – 7:00 P.M.
The regularly scheduled weekly meeting of the Dunbarton Board of Selectmen was held at the above time, date and place with Chairman Charles (Chuck) Graybill presiding. It was noted that the meeting was called to order at 7:05 p.m. The following were present:
Charles (Chuck) Graybill,
Chairman
Mert Mann
Les Hammond
Janice VandeBogart, Town
Administrator
The Selectmen reviewed correspondence and signed checks prior to the Public Meeting was called to order.
The Selectmen signed and approved the minutes of the previous Selectmen’s Meeting of December 29, 2005 prior to the opening of the meeting.
GENERAL BUSINESS:
Janice VandeBogart, Town Administrator, reported on the following items:
1. Three
bids were received for the rewriting of the Site Plan Review Regulations as
follows:
a. Vollmer Associates, LLP
Concord, NH
$4,000.00
b. Fougere Planing and Development, Inc.
Milford, NH
$3,500.00 Fact Finding - Phase I
$5,000.00 Rewriting - Phase II
$8,500.00 Total
c. Central New Hampshire Regional Planning Commission
Concord, NH
Total Bid $4,500.00
Town Share 3,000.00
Matching Grant 1,500.00 (already been submitted and approved)
MOTION:
Charles (Chuck)
Graybill made a motion that the Dunbarton Board of Selectmen accept the bids as
submitted. Les Hammond seconded the
motion. The motion passed unanimously.
MOTION:
Charles (Chuck)
Graybill made a motion that the Dunbarton Board of Selectmen turn over the bids
and information to the Dunbarton Planning Board for their recommendation to the
Board of Selectmen on which firm they would like to award the bid to. Les Hammond seconded the motion. The motion passed unanimously.
2. Received
an e-mail from Richard Manberg, Lamontagne Developers, Stinson Hills, regarding
their project and the Town’s acceptance of the road. The e-mail stated that this was an official request that the
process be started as time is of the essence.
They would like the Town to schedule a Public Hearing.
Kenneth Swayze stated they want to get this over as soon as possible. They have a statutory right to get the process going. I explained that you wanted a month’s notice to start the process, and they want to appear before the Board of Selectmen to discuss it.
Les Hammond noted they could do a conditional acceptance of the road.
After discussion, the
Selectmen reached a consensus to schedule a Public Hearing on January 26, 2006
for the Stinson Hill Road – Phase I.
JIM AND BEN WILLIAMSON,
RE HAULING FEES:
Ben Williamson and his father, Jim Williamson, appeared before the Board of Selectmen to discuss the possibility of either reducing the $500 Commercial Hauling Fee or allowing it to be paid in monthly increments.
Ben Williamson stated the following:
1. Was doing this as part of a School Study Program and will get credits for it.
2. Would like a copy of the minutes for his record for the School Study Program.
3. Is starting a small business for trash pick up within the Town of Dunbarton.
4. Has seven (7) customers at this point.
5. Would be very difficult for him to be able to pay the $500 fee. His monthly income is only $240 a month with seven customers @ $30/month.
6. Asked if the fee could be reduced according to the size of the company, or reduced to a monthly fee over a period of the first year.
7. Felt we were helping the Town with issues of traffic at the Transfer Station. These residents would be bringing their trash to the Transfer Station anyway.
8. Stated he would be having his sister help him set up a Trust Account for College.
Charles (Chuck) Graybill stated that he (Williamson) would be getting paid to perform the service.
At this point in the discussion, Charles (Chuck) Graybill stated that on May 20, 2004, the Selectmen instituted a Commercial Hauling fee. Last year before 2005, one of our current haulers had requested to go on a payment schedule, and we denied it. As a result of that request, we would prefer that the fee be paid on receipt in total. That being said, it would not be fair to treat Mr. Boynton one way and you another. Therefore, any new Commercial Hauler would be treated the same.
The Board presented Ben Williamson with his Commercial Hauling Invoice in the amount of $500 and stated it was due within 30 days.
At this point in the meeting, Jim Williamson stated that he had spoken with Ron Boynton and Ron had no problems with Ben Williamson starting the business. Jim and Ron had grown up together . Ron was supposed to be present this evening but was unable to attend.
At this point in the meeting, Jim Williamson brought up the fact that at the Town Meeting of 1988, there was a Warrant Article which set the Commercial Haulers fee at $100.00. He asked if this meant that there would have to be a vote taken at Town Meeting to change the Hauler’s fee to $500.
The Selectmen stated that the $100 figure was increased to $250 and then to $500 by the Selectmen. They have the authority to do this. As long as they don’t change the scope, the Selectmen have the right to go ahead and “tweak” the fees.
Mert Mann asked what did Ron Boynton feel about the fee?
Jim Williamson stated that Ron Boynton felt $500 was a little steep. Ron is picking up several hundred customers and Ben only has seven customers right now.
Selectmen’s Discussion:
Mert Mann stated you are in competition with Ron Boynton. You are in business to raise money to go to school. Mert Mann stated he felt that volume should have something to do with the figure.
Charles Graybill stated that the $500 fee is to cover the people who work at the Transfer Station for the special handling. We also need to make sure they are legally covered, etc.
Ben Williamson stated that next year when he does have enough customers, he would have no problem paying the $500 up front. It is going to be really hard for me to pay this up front to start. It is hard for me to pay it all at once. Can we break it up into months? My insurance is $100 a month and gas is $45/month. I could pay $50 a month over the 12 month period. In that time I would be getting more customers. I am just asking for a one time thing.
Charles (Chuck) Graybill stated that you are asking us to make a special exception to this rule. I feel once we have made the decision, we can’t have changes.
Les Hammond stated this was a unique situation. There are special family circumstances in this case.
Ben Williamson stated he would not be picking up any hazardous waste, etc. He would like a list of materials that would be considered hazardous waste for his customers. Would like to give the list to his customers.
Charles Graybill stated that even though you say you don’t pick up hazardous waste, you can’t guarantee whatever is in the bag meets the code.
Ben Williamson stated every person would have a contract, and it will say what can be disposed of.
MOTION:
Les Hammond made a motion that the Dunbarton
Board of Selectmen agree to allow Ben Williamson to pay for the Commercial
Hauler’s fee of $500 in $50 monthly payments starting on February 1, 2006.
Mert Mann seconded the motion.
The motion passed by a majority vote as follows:
Hammond
– Yes
Mann
– Yes
Graybill
– Abstained
Les Hammond stated he felt the Board of Selectmen
recognizes there are very unique and special circumstances in this particular
case. His parents can’t help because of
a physical condition with the family.
It is within our capacity, in this particular case, to make an exception
and it is only just.
PATRICK (WOODY) BOWNE,
TRANSFER STATION BUDGET:
Patrick (Woody) Bowne presented the Dunbarton Transfer Station Budget for 2006. (attached)
He noted the following increases:
1. Increased salaries by 3% across the Board.
2. Created a full-time position (Brad) Brad presently works a 32-33 hour work week and sometime reaches 40 hours. Woody stated he needs the help. He can’t do it all. I need someone to fill in for me when I can’t go to meetings, etc. He has Level 4 just like I do. State has had a recent change. They require that every employee be certified.
3. Increase in uniforms cost for size changes.
4. Increase in hours for part-time help to allow for extra hours during the summer months.
5. Land and Building Maintenance of $1,500 should be put under Government Building Improvements.
6. Stated he has contacted a company to come out and look at the roof. Have not gotten an estimate yet.
7. Burn Pile ash & Testing $1,500 – Stated the cost is $75/ton to get rid of the material.
Want to take care of the gravel pit set up and make one haul. Ash will burn a lot finer and shouldn’t be as heavy. Will be done in the summer.
8. Charles (Chuck) Graybill stated he would like to see an increase in the Tire Removal Line item to $400 from $200. This would be for tires we find on the side of the road.
9. There is an increase in recycling costs because of an increase in electronics, etc. Looks like we will be doing four loads this year @ $150/container.
10. Department Equipment which is included within the CIP Plan is $14,500 for a third baler. Possibility of getting a New Hampshire Beautiful Grant in the amount of $3,000. We have to pay first, then seek reimbursement.
11. Regarding uniforms, only part of the crew were in uniforms for the entire year. (6-7 months) Cost is for five employees for 12 months.
Janice VandeBogart, Town Administrator, asked if it would be a savings to just have shirts and jackets and not rent the pants.
Patrick Bowne noted that the uniforms requirement for all employees was something that was done by the Selectmen three years ago.
Comments from the Public regarding the
proposed Transfer Station Budget.
Comments as follows:
Chuck Williamson stated we could require only the full-time employees to wear the complete uniform and have the part-timers wear Safety Vests.
Lori Davis stated that she knows where the trash goes, etc. I don’t understand how it justifies another full-time employee.
Charles (Chuck) Graybill stated “Comments so noted”.
Chuck Williamson asked about Hazardous Waste Day.
Patrick Bowne stated we are going to have another one this year. A lot of people don’t want to travel to Bow. I want to apply for Grant money that I can put towards one in Dunbarton.
Lori Davis stated she spoke with Bow after Hazardous Waste Day. We had the lowest attendance we ever had. Asked where the publicity was. Just telling you the comments.
At this point, Patrick (Woody) Bowne presented a written request for a day off in February which was a result of the carry over of days off from the year 2005. Selectmen signed the request.
JEFF CROSBY, ROAD AGENT,
HIGHWAY DEPARTMENT BUDGET:
Jeff Crosby, Road Agent, presented a proposed 2006 Highway Department Budget to the Selectmen. (attached) The following comments by the Selectmen were noted:
1. Part-time employees budget line was increased by $15,000 from what was expended in 2005.
2. Paving and construction was increased by $50,000 from the 2005 budgeted figure.
Selectmen asked Jeff Crosby what plans he had for the expenditures of the monies. He noted the following:
1. Pave the dump. At this point, he does not know what the cost will be.
2. Part-time employee line item includes a raise for himself plus extra part-timers.
3. Stated he has no real direction as to what things we want to get done. We will be building roads. Below the school on Robert Rogers should be rebuilt. We might need the full plan. Did some work last year. Could shim it up some more.
4. Black Brook and Grapevine Roads need shimming.
5. Montalona Road just after Jay Drive has a particular dip in the road which needs to be fixed.
6. Would like to do some crack sealing as preventative maintenance instead of paving. Goffstown and Bow do it.
7. Looked at Old Fort Estates and that is starting to get some cracks in it. We should make it last as long as possible.
8. Old Hopkinton Road is another possibility of doing crack maintenance.
9. Clifford Farms Road has too many cracks to do preventative maintenance on.
10. Need material to do it. It is $3,000 for a pallet. It is most cost effective to purchase three pallets. There are certain costs in setting it up.
Charles (Chuck) Graybill stated that at the Budget Public Hearing, residents are going to be looking for a list as to what we are planning to do for the roads. We need to have the answers for them.
Jeff Crosby noted that Gorham Pond Road cost $70,000 for two miles of road.
It was noted there would be more than just paving. There will be shimming and paving, etc.
The Board of Selectmen stated that the Selectmen have never dictated to the Road Agent what the priorities are. We are looking for input from the Road Agent based upon what you are hearing from the customers, the people in Town. Paving is a key issue.
Jeff Crosby noted there are more people riding around on the roads now. We are using more salt. It gets in the cracks. The parking lot out front is already cracking. The rougher the road, the more salt you have to use.
Jeff stated that with regard to the increase in part-time help, we could possibly hire summer college help to get extra things done.
Les Hammond asked if Jeff figured a raise for the Town Employee. Seems to be the norm is a 4% raise. It would be fair to give Allan the same percentage as others. We also had overtime this year.
11. Independent Contractors amount has increased because we are doing more work. Rental of equipment could be the Road Agent’s equipment. It is charged by the agreed upon hourly rate.
12. Culverts which should be replaced and guardrails on Rangeway Road. There is also other work on that road.
13. Gasoline costs are up.
14. Gorham Pond Road. Will have to put some cross culverts in.
Charles (Chuck) Graybill stated that the Selectmen want to have a little background to explain what the reasons are for the increases in the Highway department budget.
Mert Mann stated they should know what the projects are. What you think the programs are going to entail on any construction project and its potential.
Charles (Chuck) Graybill stated we need verbage to explain why we are increasing the budget by $100,000.
15. Will be planning on stripping Gorham Pond Road. The contract has expired. The entire Town needs to have stripping also.
16. Cemetery work can’t come out of the Highway Department Budget according to an RSA. It has to be voted upon separately. Cemetery Trustees will comment on this.
Charles Graybill stated the Selectmen would like a list of roads that the Road Agent plan to make improvements to.
Janice VandeBogart, Town Administrator, presented the Road Agent a letter from Andy Michaels requesting that the Town Road in front of his house be plowed. The Selectmen noted that the Town does not plow driveways.
17. Noted we are presently paying $8.25/yard for screened sand. It is $4.25 for the sand and $4.00 for trucking.
Public Comment re Highway Department
Budget:
NONE
TERRY JELLEY, BRIAN PIKE,
RICHARD SHAEFFER, CEMETERY BUDGET:
The above Cemetery Trustees presented the proposed Cemetery 2006 Budget. (attached)
1. Cemetery Improvements includes the pre-marking of the graves in the new section. This amount has been increased by $500.
2. There is an increase in fuel which is reflected in Maintenance of Cemetery.
3. Brian Pike stated that based upon a meeting he attended, there is an RSA which prohibits the Highway Department to expend monies on the Cemetery Road, etc. The expenditure must be voted upon by a Warrant Article and not be included within the Highway Department’s Budget. According to the RSA, any improvements to a cemetery has to go to a Town Warrant. Selectmen asked that Mr. Pike provide the Selectmen with a copy of the Statute. Stated the Statute was RSA 289:7.
4. It was noted that it would cost approximately $15,000 to construct a road for the cemeteries. The road would run between what we can develop and a turn around. Would not be black top.
Les Hammond asked who was going to come up with the figure for the road.
5. Bids for the Cemetery Maintenance for years 2006 and 2007 as follows:
D & R Waste Management
Manchester, NH
Cemetery Maintenance for all three cemeteries
Spring and Fall Cleanup and regular mowing
$6,800 per year
The Selectmen advised the Cemetery Trustees to make the recommendation and the Selectmen will make the motion to award the bid.
After discussion, the Cemetery Trustees agreed to recommend D & R Waste Management the bid for the Cemetery Maintenance for all three cemeteries for the years 2006 and 2007 at a price of $6,800 per year pending insurance verification.
MOTION:
Mert Mann made a motion
that the Dunbarton Board of Selectmen award the contract to D & R Waste
Management for the Cemetery Maintenance based on the recommendation from the
Cemetery Trustees for all three cemeteries for the years 2006 and 2007 for the
price of $6,800 per year pending insurance verification. Les Hammond seconded the motion. The motion passed unanimously.
6. Terry Jelley noted they would like to get a Lap Top Computer to put a Data Base on to start documenting information re the graves. The problem is most Laptops that are available to us are outdated or junk. We would consider using Auto Cad Software.
Charles (Chuck) Graybill noted the problem is the time taken to download these programs and get training to operate them.
Janice VandeBogart, Town Administrator, suggested investigating with the company the Town deals with regarding municipal software, and they might have something available for Software, etc. She will call.
7. Terry Jelley noted they had considerable help from Jeff Johnson working and also an Eagle Scout who painted the fences.
Public Comment re the Cemetery Trustees
Budget:
None
Selectmen noted the
Budget Hearing would be held on Thursday February 9, 2006. Town Meeting is Tuesday, March 14,
2006.
OTHER BUSINESS:
The Selectmen advised Chuck Williamson that they were not prepared to address the questions directed to them in the letter presented at the last Selectmen’s Meeting. They will conduct a research of the questions and address them at a later time.
There being no further business, the meeting adjourned at 9:25 p.m. by the following motion.
MOTION:
Mert Mann made a motion
that the Dunbarton Board of Selectmen adjourn. Les Hammond seconded the
motion. The motion passed unanimously.
Respectfully submitted,
Recording Secretary
____________________________________
Charles
(Chuck) Graybill, Chairman
_______________________________________
Mert
Mann, Selectman
_______________________________________
Les
Hammond, Selectman