Town of Stoddard, NH

Selectmen’s Meeting

January 25, 2010

Those in attendance: John Halter, Sandra Holland, Arnold Stymest, Marcia Kayser, Harry Power, Mary Lou Stymest, Ken Hill and Jim Coffey.

The meeting was called to order at 7:01 p.m. by Chairman Halter and opened with the Pledge of Allegiance.

APPOINTMENTS:

Marcia Kayser, Davis Library Trustee:

Marcia Kayser presented the Library's budget request for fiscal year 2010/11. The budget request is for $21,718.25 which is an increase $1,513.25. The amount to be on the warrant to be raised by taxation will be $15,143.25 with the balance of $6,575.00 to come from the remaining balance turned over to the Trustees from the prior fiscal year. Most of the increase was for cataloging which is required for the library to be part of the inter-library loan, and for an additional telephone line to provide faxing service for the public. After a brief, discussion the Board accepted the budget request. The subject of technical support services for the Library's computers was also discussed. Chairman Halter asked about the gazebo or screen house and marcia Kayser stated that the parts are in and will be installed this Spring. Marcia Kayser then suggested to the Selectmen that they appoint Virgina Saleski to fill a vacancy on the Board of trustees until the next Town Meeting. At that time there will be two positions open, a two year term and the usual three year term. Selectman Holland, seconded by Selectman Stymest moved to appoint Virginia Saleski to the Board of Library Trustees. The motion passed 3-0.

Code Enforcement Office Harry Power:

Mr. Power met to discuss the language to be placed on the “Cross” building permit to show the new house as a one bedroom dwelling until such time as an existing two bedroom structure is permanently removed from the water and septic systems. The discussion then centered on property owned by Herbert & Sheila Healy. It had been previously decided to file an attachment to the deed at the Cheshire County Registry of Deeds that indicates that the existing septic system is for the house only, and not for the finished off area over the garage. Mr. Power then provided the language to be used, along with pictures of the finished off area over the garage. Jim Coffey will prepare a draft for Mr. Power to take to Mr. & Mrs. Healy for their review. A final copy for signatures will be prepared after agreement is obtained from the Healy's. The $12..44 recording fee will be the responsibility of the property owner. Mr. Power talked about the Fire Station wall movement issue and the possible need to repair some rot in sills. The discussion focus on the roll of the Building Committee in overseeing significant building maintenance. There was discussion during which Selectman Holland stated that the Fire Chief had told her that she was told to bring the building issue to the selectmen. Selectman Stymest referenced the work done by Macmillan and that the gauges show the wall is not moving.

MaryLou Stymest, Cemetery Trustee:

Trustee MaryLou Stymest brought the Board a past due invoice from Peterborough Marble and Granite in the amount of $6,800. This invoice was to have been paid by the Trustees of Trust Funds, but they presently have the Cemetery Funds tied up in a certificate of deposit that does not come due until March 23, according to Trustee Pat McMahon. Chairman Halter commented that the CD is due in the current fiscal year and made a motion for the Town (General Fund) to make the payment and then be reimbursed by the Trustees of Trust Funds.

7:40 P.M. Richard Brier, Building Committee:

Mr. Brier came in to discuss the hazardous materials assessment that is needed to be done before proceeding with renovations and repairs to the Gould House and Town Hall. This assessment will cost $2,500 and he explained that he had concern about how to charge this cost and another from Baybutt Construction for work done from articles 41 and 42. Mr. Brier then explained that he was present when Jim Coffey had a conversation with the DRA auditor about this type of charge. This conversation concluded that 41 and 42 were regular warrant articles (not “special” articles) and were really part of the operating budget. Chairman Halter asked how quick could this be done and Mr. Brier said it would be about six weeks. Selectman Holland commented that they could start with a one week notice. Selectman Holland moved that the $2,500 assessment be be performed and charged to Article 42. The motion was seconded by Selectman Stymest and passed 3-0. The discussion concluded at 7:49 P.M.

8:02 P.M. Fire Chief P. J. Lamothe:

Chief Lamothe, accompanied by Captain Brian Michaud, asked about who handles background check requests. The Board agreed that this was done by the Police Department. Selectman Holland stated that we will pay for it and Chief Lamothe said that is was no problem taking it out of her budget. Chief Lamothe also informed the Board of a snowmobile fatality this past weekend when the operator lost control of the snowmobile on a lake. Chief Lamothe then requested a non-public session under RSA 91A:3 II c.

8:07 P.M. Chairman Halter, seconded by Selectman Holland moved to ender non-public session under RSA 91A:3 II c. Role Call Vote, Halter-yes, Holland-yes, Stymest-yes. The motion was approved 3-0.

8:33 P.M. The Board returned to public session. A motion was made by Chairman Halter, seconded by Selectman Holland to seal the minutes indefinitely. The motion was approved 3-0.

8:35 P.M. The Board met with Police Chief David Vaillancourt. A motion to enter non-public session was made by Selectman Stymest, seconded by Selectman Holland. Role Call Vote, Halter-yes, Holland-yes, Stymest-yes. The motion was approved 3-0.

9:08 P.M. The Board returned to public session and voted 3-0 to seal the minutes

NEW BUSINESS:

The letter from the NH Highway Safety Committee for grants too promote traffic safety enforcement and other related items was briefly discussed. Jim Coffey will look into what we may be able to do with this.

OLD BUSINESS:

The Board approved a correction of the veteran's tax credits for totally disable veterans, which involved three veterans or their surviving spouse.

The agenda item for Harry Power and Herbert & Sheila Healy was handled during the appointment with Harry Power.

The Board discussed items relating to cracks in the Fire Station wall. Selectman Stymest asked Mr. Brier about the psychology of the hairline cracks in the wall. [referring to a persons perception.] A general discussion followed about where some people wanted a new fire station to be located, and that most of the people involved in the Fire Department lived near the present station. The discussion concluded that repairs on Town building should go to the Building Committee and then the Selectmen, excepting minor day to to day items.

At 9:10 P.M. Selectman Stymest moved to adjourn the meeting, seconded by Chairman Halter. Voted 3-0 to adjourn.

Respectfully submitted,

James Coffey, Interim Administrator

Approved

John D. Halter, Chairman

Sandra L. Holland

Arnold Stymest

Board of Selectmen

Selectmen’s Meeting

January 18, 2010

Those in attendance: John Halter, Sandra Holland, Arnold Stymest and Jim Coffey.

The meeting was called to order at 7:00 p.m. by Chairman Halter and opened with the Pledge of Allegiance. 

Selectmen first signed the manifests. At the request of Treasurer Patricia Putnam a motion was then made by Chairman Halter, seconded by Sandra Holland to transfer $100,000 from the checking account to the savings account. The Selectmen voted in favor of the motion, 3-0.

APPOINTMENTS:

Tax Collector Ellen Mason came in prior to the meeting for the purpose of meeting Interim Administrator, Jim Coffey.  This eliminated the need for an appointment.

Harry Power, Compliance Officer, met to discuss the Cross building permit.  The permit had not yet been approved and the foundation had been poured. Mr. Power stated that there was an existing two bedroom home on the site with a 450 gallon per day septic system, which is a three bedroom rated system, and the he had spoken recently with Richard deSeve of the NH DES Subsurface bureau.  As long as the two dwellings only contain three bedrooms this would be allowable by DES.  It was agreed by the Board to approve the permit subject to language to be added that the permit is only for one bedroom, and that two other bedrooms may be added when water and septic is disconnected from the existing house.  Chairman Halter brought up the subject of having two dwellings on one lot under the zoning regulations.  Mr. Power also stated that a notice of violation would be going to Herbert & Sheila Healy regarding the lot loading for their septic system.

Linda Nicol, accompanied by Maureen Haynes met to discuss the status of their complaint regarding PJD Septic, owned by Paul Dionne. Ms. Nicol wanted to know what approach she should take toward the problem.  Chairman Halter explained he had been away and needed to look into the matter.  A letter from the Town's attorney regarding the complaint from a DES and zoning perspective was read aloud by Jim Coffey.  A copy of the letter was given to Linda Nicol.  Mr. Dennis Pellegrino, President of the Hidden Lake Association asked for a copy and one was provided.  Maureen Haynes then asked about another document, a letter from Attorney Hockensmith. Compliance Officer Harry Power stated that the permit for the underground tanks in question were not for a Hidden Lake location but for another property.  Linda Nicol then asked where were the tanks were installed. Mr. Power stated that the tanks were never installed and therefore DES had never given an approval.  Mr. Dionne then stated that he had purchased a five acre parcel on Mill Road for his business, and that he obtained a DES permit prior to going to the ZBA a for site plan review. The review did not go well and Mr. Dionne explained that he then sold the lot and bought property in Swanzey.  Maureen Haynes and Linda Nicol wanted letter from DES that no tanks are there [Hidden Lake location].  Mr. Dionne agreed to write a letter that no tanks have been installed. 

At 7:40 P.M.  Chairman Halter opened the meeting to anyone present (open session).  Chairman Halter  then thanked Mr. Dionne and Mr. Power for the efforts to resolve the matter.

NEW BUSINESS:

At the request of Jim Coffey, Chairman Halter moved to authorize the purchase of a portable disk drive to perform complete backups of the computers at the Town Hall.  This was seconded by Selectman Holland and approved 3-0.  Mr. Coffey explained that this will provide a complete mirror image of both computers so that they could be easily be recreated using a replacement computer.  The portable disk drive will be stored off-site.  Mr. Coffey explained that the cost will be under $200.00, including software.

OLD BUSINESS: 

The purchase of five used file cabinets was discussed, and Selectman Holland will get a price and oversee the purchase. 

Jim Coffey briefly discussed the benefits of using a fund accounting software designed for local government use. 

Chairman Halter asked about payment to Carol Clark for the weeks that she had been taking the minutes.  Jim Coffey explained that it would be part of the payroll next week.

OTHER ITEMS/WELFARE:           

After a discussion concerning welfare procedures, Chairman Halter, seconded by Selectman Stymest moved to delegate the welfare duties to the Interim Administrator Jim Coffey.  The Selectmen will hear appeals from applicants that may disagree with the welfare officer.  Mr. Coffey will also prepare a set of revised welfare guidelines for the Board to review. 

Mr. Coffey requested a non-public session, under RSA 91A:3 (c) to discuss a call from another town regarding a welfare client.  A motion to enter non-public session under RSA 91A:3 (c) was made by Selectman Stymest and seconded by Chairman Halter.  A roll call vote was held and all three selectmen voted yes. The Board entered non-public session at 8:56 P.M.

The Board returned to public session at 8:59 P.M.  A motion was made by Chairman Halter to seal the minutes. After a second by Selectman Stymest the motion was approved 3-0.

At 9:00 P.M. Chairman Halter, seconded by Selectman Stymest moved to adjourn. The Board voted 3-0 to adjourn

Respectfully submitted,

_____________________

James Coffey, Interim Administrator

Selectmen’s Meeting

January 11, 2010

Those in attendance: Sandra Holland, Arnold Stymest and Jim Coffey. Absent: John Halter.

The meeting was called to order at 7:03 p.m. by Sandra Holland. Selectmen first signed the manifests. A motion was then made by Sandra Holland to transfer $100,000 from the checking account to the savings account. Arnold Stymest seconded the motion. Both Selectmen voted in favor of the motion.

Selectmen then issued a building permit for Kenneth and Jonalyn Young on Tigola Trail. Sandra Holland said Harry Power, compliance officer, has already approved the permit. Mr. Young paid the fee by check.

Arnold Stymest made a motion to approve minutes of the Jan. 4, 2010 Selectmen’s meeting. Sandra Holland seconded the motion. Both Selectmen voted in favor of the motion.

Selectmen reviewed an invoice from Bradley & Faulkner.

Old Business:

Sandra Holland said the Selectmen forwarded a copy of the correspondence on the PJD Septic matter to the Dionne’s and their Attorney, Jeremy Hockensmith. Pam Dionne said they are O.K. with the matter as it stands right now.

New Business:

Abatement Request - Selectmen completed the form given to Jim Coffey to pass on to the assessor for review.

Selectmen read the thank you letter from Primex in regard to Workmen’s Compensation.

Selectmen reviewed a letter from Argent Communications, which took over Pine Tree Cable. Sandra Holland said the question is, does the town need to sign something? Arnold Stymest said Pine Tree owed the town some money and he is not sure if it was ever collected. Jim Coffey will look into it and get back to the Selectmen.

Selectmen reviewed a letter from the City of Keene, Household Hazardous Waste Charges for 2010-2011. Sandra Holland said they are offering 12 collection dates throughout the year. Selectmen approved including it in the 2010-2011 budget.

Selectmen then read e-mail from the NH Division of Parks and Recreation regarding the Federal Land and Water Conservation Fund Grant Program. Sandra Holland asked Jim Coffey to forward it to Geoff Jones, chair of the Stoddard Conservation Commission.

A request for a waiver of an abatement of property tax interest was discussed by the Selectmen. Taxes were paid late and a 12% penalty was assessed. Sandra Holland said Selectmen cannot waive a penalty for late payment as it would set a precedent for any and all late payers. Arnold Stymest agreed. John Coffey will meet with the tax collector as to how payment is applied - interest, then payment, or vice versa. Selectmen will then make a final decision on the matter.

Open session:

Selectmen were presented a petition from Patty Hill which requests a professional audit of all Town of Stoddard financial records, including the fire station, police station, town clerk, library, Selectmen, tax collector and trust funds. Fifty-one signatures were included. Sandra Holland said she will turn the petition over to the Supervisors of the Checklist for verification of residency of those who signed the petition.  It was further stated that the town cannot approach the Bond Bank for any kind of a bonding issue without at least the most current fiscal year’s audit successfully completed. 

Dick Briere of the Building Committee discussed with the Selectmen the possibility of holding an informational meeting the second or third week of February and was seeking suggestions for a title to draw attention to residents. The Committee wants to provide information for five town buildings and needs residents to attend. He said they also hope to have newspaper coverage from The Keene Sentinel.

Other business:

Jim Coffey discussed his office hours with the Selectmen. He said he prefers working 8-9 hours on Wednesdays to prepare an agenda by Friday for the Selectmen as well as hold public office hours. Sandra Holland said he should do what works for him, but the hours need to be posted. Selectmen also decided the agenda deadline is Friday. Otherwise, people will need to participate in open session.  Mr. Coffey indicated that there will be no change to the public hours and in fact, the door will be open to residents all hours that he is present.

Arnold Stymest asked Jim Coffey to put together reading material for the Selectmen prior to the Monday night meeting so they can read the material and not be overwhelmed prior to the Selectmen’s meeting.

Arnold Stymest asked if any police reports have been received. It was confirmed the Selectmen received no reports once again this week.

Arnold Stymest made a motion to adjourn the meeting at 7:52 p.m. Sandra Holland seconded the motion. Both Selectmen voted in favor of the motion.

Respectfully submitted,

Carol A. Clark

Minutes of Selectmen’s Meeting

January 4, 2010

Present: Sandra Holland and Arnold Stymest. Absent: John Halter.

Manifests - Selectmen began the meeting approving and signing manifests.

Old Business:

Paul and Pam Dionne – In answer to Paul Dionne’s question what the status of the complaint filed against his business, PJD Septic, Sandra Holland responded that the Selectmen may ask the Department of Environmental Services (DES) to return to the Dionne property and do the inspection they were asked to do.  There is also a question of a possible zoning violation. She said she does not know the history of this case and wants to wait until John Halter returns to discuss it. Paul Dionne said the person from DES will be the same person (Tim Sweatt) if they have someone come back out. Sandra Holland asked if a complaint wasn’t filed by a previous owner. Paul Dionne said that owner has nothing to do with this complaint. He said that complaint was closed. Pam Dionne said since that complaint they have moved the business. Paul asked why the letter from 1996 is being brought up again. Selectman Holland stated that it was part of the history of his property.  He said the only thing they were rinsing was the outside of the toilets and they are no longer doing that at their Hidden Lake property. There is no issue now. Paul Dionne said the State told him only if there was a high volume of water usage would it be a problem. Sandra Holland asked if there was anything with an odor at his property. Paul Dionne said there was not as the units are cleaned elsewhere.The only time there are any units at his house is on the trailer overnight and they are gone within 24 hours. Sandra Holland noted that Dennis Pellegrino, president of the Hidden Lake Association (HLA), had been in to a previous meeting, but she was unsure what his position on this complaint. He had said that the town is the “enforcer”. Sandra said if HLA has stricter rules than the town, it is up to the HLA to enforce them. Harry Power, compliance officer, agreed. Sandra Holland said she wants to let this ride until John Halter returns and there is a full board. She agreed to provide the Dionne’s a copy of the letter from the Stoddard Town Counsel and a copy of her email to Counsel, and also that she would provide same to the Dionne’s Attorney Jeremy Hockensmith.  Paul Dionne said the DES report should be sufficient to put this to rest. He said the town is making the decision, not her (the complainant).  Arnold Stymest said he doesn’t feel there is a big problem here. Sandra Holland agreed but repeated that the board will wait for John Halter to return to reach a decision. Sandra Holland asked the Dionne’s to return on Jan. 18, 2010 and she will also ask Dennis Pellegrino to be present as well and the Selectmen can make a final decision at that time.

Welfare Limits Update – There was a request for rent which exceeded the $1,000 total in a 12-month period. Sandra Holland made a motion to authorize a one-time rental payment for this particular case as an interim measure while the Selectmen review current welfare limits as voted by the Selectmen Dec. 1, 2007. She said they need a full board to review this. Arnold Stymest seconded it. Both voted in favor of the motion.

Loss Prevention Committee Membership – Jim Coffey, interim town administrator, will go online and complete this form. Sandra Holland said the members are as follows: P.J. Lamothe – Fire Department Chief; David Vaillancourt – Police Chief; John Halter – Board of Selectmen Chair; Arnie Antak – Director Emergency Management; and Dick Gariepy – Deputy Director Emergency Management. 

New Business:

Veteran’s Tax Credits – Jim Coffey and the Selectmen discussed an error made regarding the Veteran’s Tax Credit benefit for Pat Putnam, surviving spouse of Roscoe Putnam. Jim Coffey confirmed the information with Linda Kennedy from the Department of Revenue Administration. Sandra Holland agreed that the Office of the Selectmen made an administrative error in this case.  The application had remained in the file since 2005 from the surviving spouse, who applied in 2005 for the second part of the Veteran’s Tax Credit. Sandra Holland made a motion to reinstate Roscoe Putnam’s standard Veteran’s Tax Credit, retroactive to 2005. Arnold Stymest seconded the motion. Both voted in favor of the motion.

Assessment Procedures – Jim Coffey and the Selectmen reviewed a letter from Charles Reese, western district supervisor of the Department of Revenue Administration, property appraisal division. The letter stated he would like to make an appointment to meet with the selectmen to review tax credits, tax exemptions for current use, appraisals/assessments, etc. in regard to compliance. Jim Coffey said it can turn out to be quite a project. The Selectmen asked Jim Coffey to set up an appointment with Mr. Reese to review the documentation. They discussed assessment procedures and said they will explore this further at another time.

Financial Records – Jim Coffey gave the Selectmen a financial statement to review regarding current revenue and expenses. Selectmen reviewed up-to-date finances with Jim Coffey and said they need to track expense vs. revenue on a monthly basis. Selectmen also said for now Pat Putnam, the town treasurer, will be assisting Jim Coffey with AR/AP, payroll and associated financial administration.   

Letter from Charles J. Falcone – Selectmen reviewed a letter from Charles Falcone stating the Selectmen said the Stoddard Rockhoppers Snowmobile Club could not meet at the Stoddard Town Hall. Sandra Holland and Arnold Stymest agreed that is not what the Selectmen said. The Selectmen said the only stipulation stated during the discussion was that town board and committee meetings with elected or appointed memberships take precedence over other meetings at the Town Hall.  Sandra Holland stated that she would contact Bob Fee to see if the misunderstanding could be cleared up.  Several alternatives exist for them to possibly include meeting 2^nd or 4^th Tuesdays, Wednesdays after Yoga, Fridays, or meeting in the multi-purpose room at the School.

Minutes of Dec. 21, 2009 Selectmen’s Meeting – Arnold Stymest made a motion to accept the Dec. 21, 2009 minutes. Sandra Holland seconded the motion. Both Selectmen voted in favor of the motion.

Stoddard Town Government Newsletter – Selectmen discussed the newsletter which is to be published by the Stoddard Planning Board. Arnold Stymest said there is an official town website and he feels this newsletter will be redundant to the town website information. Arnold Stymest moved that the Selectmen approve any newsletter before it is distributed. Sandra Holland seconded the motion. Both approved the motion. Sandra Holland will send an e-mail to Ruth Ward, chair of the Planning Board, and Pat Putnam, secretary of the Planning Board stating that the Selectmen will retain the final authority on newsletter content.

Pay for Interim Coverage -  Arnold Stymest said he would like to compensate Carol Clark while filling in to take minutes at the Selectmen’s meetings on Monday evenings. After discussion, Sandra Holland made a motion to pay Carol Clark a 3-hour minimum @ $60 per night for the past three meetings. Arnold Stymest seconded the motion. Both approved the motion. Payment at $60 per night will continue until the interim position begins taking minutes.

Police reports – Arnold Stymest said the Selectmen haven’t received any police reports for a month or more. He said they were supposed to receive weekly reports. Arnold Stymest said there was a bad accident on Route 9 near Juniper Hill and the state police had to respond as there was no local response. Mr. Stymest said he is not asking for action but wanted it noted in the minutes.

Other business:

Safety Meetings – Sandra Holland noted there are supposed to be quarterly Safety Meetings.

Town Policies – Selectmen discussed standing town policies – reviewing, revising and improving them. At Mr. Coffey’s suggestion, Municipal Resources Inc. will be asked to review the police department’s standard operating procedures and the processes of that office.  If the correct policies are not in place, the town could suffer a large liability.

Arnold Stymest made a motion to dismiss the meeting at 9:07 p.m. Sandra Holland seconded the motion. Both Selectmen voted in favor of the motion.

Respectfully Submitted,

Carol A. Clark