Town of Stoddard, NH

Selectmen’s Meeting

February 22, 2010

Those in attendance: John Halter, Sandra Holland, Arnold Stymest, Harry Power, Maureen Haynes, Linda Nicole, Terry McMahon, Edward Saleski, and Jim Coffey.

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

APPOINTMENTS:

7:05 P.M            Linda Nichol along with Maureen Haynes presented the Board with a memo that contained four items relating to their concens with PJD Septic, which Maureen Haynes reviewed with the Board.  These included having the January 18 minutes corrected to reflect that the Town would contact DES and obtain documentation from DES that no tanks are located on the Rice Brook Property owned by Mr. Dionne.  Ms. Haynes stated that a month has passed and there has been no correspondence to them the Town or Mr. Dionne.  The last two items included a statement that when Linda Nicol went to meet with DES in Concord she was informed DES would not provide the documentation being requested.  The final point presented is a request that the Town contact Mr. Dionne’s attorney to see if he is will willing to provide documentation that no tanks exist on the Rice Brook property.

Chairman Halter asked what they were requesting of the Town.   Maureen Haynes stated that they wanted the Town to contact Dionne’s attorney about the tanks, and for the matter to be cleared up.  Chairman Halter asked the Board about sending a letter and it was unanimously agreed to do so.  The tanks in question include 2, 10,000 gallon steel tanks and 1, 3,000 gallon concrete tanks. In addition to sending a letter to Mr. Dionne’s attorney, copies will be sent to Mr. Dionne, Mr. Power and Linda Nichols.

Also presented and briefly discussed were documents from 1996 showing a similiar complaint.  These included a letter from the Selectmen dated January 23, 1996 to Mr. Dionne and correspondence to Mr.Dionne from the Hidden Lake Civic Association.

At 7:23 the discussion was closed.

7:30 P.M.            Terry McMahon met with the Board and there was a discussion concerning the the Capital Improvement Program, its purposes, membership and meeting schedule.  Selectman Stymest brought up the subject of the Newsletter and the need for approval by the Selectmen before being published.  Selectman Stymest then read from a recent Local Government Center publication concerning town newsletters, and potential liabilities.  At the conclusion of the discussion  Selectman Stymest moved to rescind the approval for Mr. McMahon to publish a town newsletter.  There was an explanation that a newsletter need to have a policy approved by the Town’s attorney.  Selectman Holland seconded the motion and it was passed 3-0.  This was followed by more discussion during which Mr. McMahon read a policy. At 8:02 P.M. the discussion was concluded.

8:03 P.M.            Selectman Stymest read a certificate that listed six New Hampshire Historic properties, including the Gould House.  Ed Saleski spoke briefly on it and Jim Coffey volunteered to pick up a frame to display the certificate.  Selectman Holland asked about the Selectmen’s Institute and Antioch College.  Jim Coffey will look into this. 

NEW BUSINESS: 

The Board approved the use of tax billing software to be provided by Business Management Systems, Incorporated (BMSI). The cost is $6,400 and will be taken from the overall assessing budget.  Jim Coffey explained that this software will mate with our existing Proval assessing software and will improve both Town Office and Tax Collection efficiency.  The nearest alternative would be at least $15,000 and would require new assessing software and, a reworking of the update done last year.  

OLD BUSINESS:

The Board agreed to have the Local Government Center, who manages our risk management pool (insurance), to perform a study of town liability relative to police activities.  Jim Coffey will coordinate this with Chief Vaillancourt.

Respectfully submitted,

____________________________

James Coffey, Interim Administrator

Selectmen’s Meeting

February 15, 2010

Those in attendance: John Halter, Sandra Holland, Arnold Stymest, Harry Power, Richard Betz, Ruth Ward, Richard Briere, and Jim Coffey.

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

APPOINTMENTS:

At 7:02 P.M., a motion was made by Selectman Holland, seconded by Selectman Stymest to enter non-public session under RSA 91A:3 II (a).  Voted Stymest-yes, Holland-yes and Halter-yes.  

7:35 P.M. The Board returned to public session and voted 3-0 to permanently seal the minutes.

7:36 P.M. Marcia Kayser, Library Trustee, met to discuss a new employee, Mary Ann Damato, and to arrange for the establishing her as an employee.  It was determined that two proof of legal residency, or a passport would be required.  Selectman Holland suggested that a background check should be done.  It was agreed to do this and Jim Coffey will obtain permission from the new employee and contact Chief Vaillancourt.

A proposed change in the 2010/11 library budget was presented.  Trustee Kayser asked about having the budget included in the Town's operating budget, and also asked about having an article in the 2010 warrant that would allow the library to retain funds collected during the year.  Chairman Halter asked if this  would add to the fund that has the fines.  Marcia Kayser stated that it would.  Chairman Halter also stated during the discussion about the proposed article that all of our articles are reviewed by Town Counsel and the Department of Revenue Administration. 

8:10 P.M.  Mr. Dennis Carlisle requested help from the Board with an animal control problem with a neighbor's dog.  Mr. Carlisle stated that the dog is owned by Brian Michaud, and has threatened his wife and frequently leaves dropping on his lawn.  After a lengthy discussion it was determined to have Jim Coffey send a letter to Mr. Michaud, certified return receipt and a copy to Chief Vaillancourt.

NEW BUSINESS: 

The Board approved the use of Town Hall by the Stoddard Democratic organization for a caucus on March 21.  There will be a presentation on the death penalty by Rick Van Wickler.  The event is from three to six P.M., and the general public is invited.

The Board received audit proposals from Vachon Clukay and Melanson Heath & Company of under $9,000 and $12,000 respectively.  The Board selected Vachon Clukay subject to funding at the 2010 Town Meeting.  Jim Coffey will contact Robert Vachon.  [Vachon Clukay presently prepares the annual financial report, DRA form MS-35, which is included in both prices quoted.]

Jim Coffey requested permission to obtain tax collection software that will interface with the existing assessing software.  The proposed software cost is $1,500 with database setup support.  He stated that this software will allow us to continue to use the present software, Proval. Other solutions were as high as $18,000 because they would require new assessing software and the conversion of data tables.  The Board approved the request. 

OLD BUSINESS:

Dick Brier asked about setting the P.A. System up for the Building Committee presentation scheduled for February 26 and 27.  David Young will be contacted to set it up.

At 8:30 P.M. Selectman Holland moved to adjourn the meeting, seconded by Selectman Stymest. Voted 3-0 to adjourn.

The Board briefly discussed the use of the Shopper Weekly for publishing public notices  for hearings with Jim Coffey.

At 9:08 P.M. Selectman Holland, seconded by Selectman Stymest moved to adjourn. Voted 3-0 to adjourn.

Respectfully submitted,

____________________________

James Coffey, Interim Administrator

Selectmen’s Meeting

January 18, 2010

Those in attendance: John Halter, Sandra Holland, Arnold Stymest Harry Powers Patricia Putnam and Jim Coffey.

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

APPROVED/SIGNED

1 Manifest

2. Appointment of Virginia Saleski to Board of Library Trustees

3. Minutes of February 1, 2010

4. Pistol Permits (2)

APPOINTMENTS:

Code enforcement Office Harry Power met to finalize the Mirle Cross building permit. The Board approved the permit with the provision that the new structure could only contain one bedroom until all septic and water pipes were permanently removed from the existing house. Also discussed was an after the fact permit for O'Mally for a new foundation. Mr. Power and the board discussed insulating buildings and the fire station wall.

NEW BUSINESS:

The possible use of Town Hall for two presentations by the Building Committee was suggested by Dick Brier. The suggested dates/times are Friday evening, February 26 and Saturday February 27 during the day.

A disability application was received and Jim Coffey will contact the applicant for some minor additional documentation. He also pointed out that the elderly and disability exemptions cannot both be granted simultaneously to a taxpayer. Normally, the person on disability will move to an elderly exemption when they reach 65 years. The elderly exemption amount increases with age while the disability exemption remains fixed. After a discussion, it was suggested that we should have an article on this year's warrant to match the income criteria between the two exemptions. The disability exemption which was passed last year originally matched the elderly exemption income criteria but the income limits were amended upward at the annual meeting

Two Petition articles for the 2010 warrant were received and sent to the Supervisors of the checklist for verification. They are the Visiting Nurse/Home Healthcare and Age in Motion.

OLD BUSINESS: A proposed change in the Library budget was discussed and will be addressed when it is presented.

At 8:00 P.M. Selectman Stymest, seconded by Selectman Holland moved to adjourn. The motion was approved 3-0.

Respectfully submitted,

James Coffey, Interim Administrator

Selectmen’s Meeting

February 1, 2010

Those in attendance: John Halter, Sandra Holland, Arnold Stymest, Harry Power, Ken Hill, Richard Briere, Carole Briere, Patricia McMahon, Terry McMahon and Jim Coffey.

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

APPOINTMENTS:

Code Enforcement Office Harry Power:

Mr. Power explained that Mr. O'Mally had replaced a pier foundation with a concrete slab, without a building permit, but had noted it on his inventory. Mr O'Mally stated that he was not aware of the need for a permit and all work stayed within the footprint of the existing building. Chairman Halter mentioned that when people raise a house it affects their property values. Selectman Holland suggested that the permit fee should be waived and a permit [for record purposes] be issued. Chairman Halter concurred that we should offer the permit with fees waived. Mr. Power suggested that the Planning Board should further define building permits. Chairman Halter commented that a replacement in-kind should not need a permit. Mr. Power also brought up the permit for Mirle Cross which needs a note added for approval, which will be set for the next meeting and the need to find the permit issued to Ken Young. He also stated that Mr. & Mrs. Healy will be present at the March 7 selectmen's meeting to sign the notice of conditions to be filed at the Registry of Deeds.

Open Session: Mr. Hill suggested to the Board that they consider using the Cheshire County Sheriff for police patrols. He stated that he was informed by the Sheriff's office that if we assume a cost for the officer, with vehicle, of $40 per hour we could have 1,000 hours of coverage for the cost of $40,000. This would be about 25 hours per week. Backup would be from State Police. Mr. Hill mentioned other savings and benefits which were on a handout he presented to the Board. Selectman Stymest commented that this would be good to look into. The Board thanked Mr. Hill for his suggestion.

Mr. Briere mentioned that Catamount Environmental would be here on Wednesday to start asbestos/lead testing at the Gould House and Town Hall.

Pat McMahon asked for a copy of the Library's budget.

Terry McMahon asked how the six year budget in the C.I.P. [Capital Improvement Plan] was being addressed. This will be looked at during the budget process. The newsletter compiled by Mr. McMahon was discussed and he stated that the present issue is only a pilot. He went on to say that it was for departments to get out their items and also for civic groups.

NEW BUSINESS: The Board was asked about a policy for use of the copier by civic groups and residents. After a brief discussion Selectman Holland moved, seconded by Selectman Stymest to allow the use at no charge. The motion was approved 3-0.

OLD BUSINESS:

The Board approved the use of municipal accounting and payroll software on a trial/evaluation basis from Business Managements Systems, Inc.

At 8:30 P.M. Selectman Holland moved to adjourn the meeting, seconded by Selectman Stymest. Voted 3-0 to adjourn.

Respectfully submitted,

_____________________

James Coffey, Interim Administrator