Minutes of Selectmen's Meeting
September 22, 2004
The meeting was called to order at 6:15 p.m. by Chairman Sargent. Selectman Buker and Elliott were also present along with Business Administrator James Coffey and Selectmen’s Secretary Iris Campbell.
The Selectmen approved and signed the following items:
Payroll Voucher #s [38 & 39]
Expense Voucher [21]
Minutes of September 8, includes a non-public session
Veteran’s Tax Credit Application
Pole License (2)
Notice of Lien (welfare-2 liens)
Yield Tax Warrant
Land Use Change Tax
Building Permits:
Permit # Name Location Description Est. value Recommendation
04102BP William Elliott 300 Bog Road Barn/Garage $ 35,000 Approval.
04103BP Robert Eckberg 143 Windsor Road Garage $ 25,000 Approval.
04104BP Pamela Daragon 843 W. Main Street Horse Shed $ 2,700 Approval.
04105BP Rick LoMonaco 5 John Street Shed & Garage $ 25,000 Approval.
04106BP Brian McGinn 37 Madison Circle Shed $ 2,400 Approval.
04107BP Stephen Peucker 74 Marina Road Addition & Porch $ 10,000 Approval.
04108BP Thomas Davis 6 McColley Road Porch & Dormers $ 12,000 Approval.
04109BP Woodpecker Bldg. 5 Rainbow’s End Residence $120,000 Approval.
04110BP Steven Kazakis 76 Winter Road Residence $150,000 Approval pending removal of existing home, ELVD driveway approval.
04111BP Brent Clark 49 Winter Road Residence $ 75,000 Approval.
04112BP Woodpecker Bldg. 15 Beaver Glen Rd. Residence $120,000 Approval.
04113BP Kasrianto Kasim 30 Winter Road Residence $126,000 Approval subject to no more than 2 bedrooms per approved septic.
04114BP Steven Kazakis 16 Hillside Street Residence $150,000 Approval.
0412SP John Wallace 18 W. Main Street Sign $ 300 Approval subject to Planning Board approval.
0413SP Joan Stambaugh 3 Depot Street Sign $not given Approval subject to Planning Board approval.
0414SP Michelle Pelletier 17 W. Main Street Sign $not given Approval.
0415SP Mathew Mitnitsky 17 W. Main Street Sign $not given Approval.
The Board received a request from Yvonne Wiegleman asking for a donation of a copy of the new town history to add to the other items to be raffled off at this year’s Schnitzel Festival. The Board voted in the affirmative.
At 6:38 p.m. Chairman Sargent announced that the tape recorder has now been turned on.
APPOINTMENTS:
6:45 p.m. Officer Christopher Day and Lieutenant Roarick came in so that the Selectmen could personally thank Officer Day for his service to the town and wish him well in his new position. Mr. Sargent officially expressed the Board’s appreciation for his working during this stressful time and that they hated to see him go, but being young, he had many opportunities before him. He added that the welcome mat would always be there if he decided to return to Hillsborough.
Officer Day explained that this was an opportunity that had come along that he
had to take, and that coming back to Hillsborough in the future was always an option. Mr. Elliot and Mr. Buker also expressed their best wishes.
Mr. Sargent reported that the Hillsborough County Attorney had notified him that the plea and sentencing hearing regarding the state of New Hampshire vs. Scott Campbell was scheduled for November 3, 2004 at 9:00 a.m. and a representative for the Town needed to be there. Mr. Campbell has agreed to the plea bargain, which includes full restitution. The Board agreed that Mr. Coffey would represent the Town at the hearing.
Mr. Sargent suggested leaving time at the beginning of a future meeting to introduce Laura Simoes to the public. He also stated that he may officially resign at the beginning of the October 27 meeting so that Mrs. Simoes could be sworn in and participate in that meeting. He noted that this was the meeting when the surrounding chiefs of police, county attorney and others are coming to discuss a joint prosecutor.
Mr. Coffey noted that a new chairman would also have to be elected.
Mr. Elliott remarked that there were some very important items which will be coming up and need to be settled before Mr. Sargent leaves.
Mr. Sargent passed the letter written to Mr. Gary Lamothe, thanking him for offering to serve the remainder of Mr. Sargent’s term, to Mr. Elliott and Mr. Buker for signing.
Mr. Sargent acknowledged the receipt of an e-mail from Mr. Kenney on Jackson Street asking when the speed dips would be put in. Mr. Coffey is to ask Mr. Goss for a completion date on this item.
Mr. Sargent reported that Lieutenant Roarick has written to the Hillsborough County Sheriff’s department asking assistance with forty hours of shift coverage. Mr. Elliott said that the sheriff’s department is assigned elsewhere and can’t guarantee any help at this time.
Mr. Coffey said that the Conservation Commission needs the official approval of the local governing body before they can accept any land offered to them, this needs to be done in the form of a motion. Mr. Sargent made a motion to approve the Conservation Commission accepting a parcel of land located on Jefferson Drive, as shown on Map 12A, Lot 3-127. Mr. Elliott seconded the motion. Mr. Buker said that he understood that there may be some back taxes owed on this parcel. Mr. Sargent stated that any back taxes would be written off at the time of deeding. The Board voted all in favor. Mr. Coffey will inform the Conservation Commission that they have the Board’s authority to accept this parcel of land.
Mr. Sargent passed on to the other members a copy of the letter Mr. Coffey had written to Mr. Gary Sparks in response to his letter concerning the status of the police department.
Mr. Coffey asked the Board if they had any objection to scheduling a bond hearing on October 13 at 6:45 p.m., to authorize the refinancing of the existing sewer bond, this had been discussed at a prior board meeting, and at the last Town Meeting and now needed the approval of the current Board. Mr. Sargent asked if there were any questions. The Board okayed the scheduling.
7:00 p.m. Matt Taylor came before the Board to discuss the status of the clean up at the old Woods Woolen Mill located at 25 W.Mill Street. Mr. Taylor reported that in:
October 2000 - the EPA removed asbestos from the site, but there is still some in the boiler room.
September 2001 - the Town obtained a court order to remove the debris located in the cellar hole. The NHDES informed us that it would not be practical to back fill the cellar hole because it goes all the way down to the river (you can see the water when you look in it).
March 2002 - the Town spent the $19,000 it had received on a claim against the previous owner.
Presently - the Town has a plan to restore the slope, which will cost between $280,000 and $300,000, there are grants but you need to work with a willing property owner.
Mr. Coffey explained that a Mr. Cohen bought the property and sold it to Mr. Joseph Griffiths who proceeded to salvage the timbers out of the building then Mr. Griffiths sold it to Mr. Leon Griffin III for $500.00. Mr. Griffin now owes back taxes and all the clean up cost incurred by EPA, NHDES and the Town.
Mr. Buker asked whether the barrels that are still on the site have hazardous material in them.
Mr. Taylor answered that as far as he knows all the hazardous waste has been removed, the only things remaining to clean up are the boiler room and the left over debris. He stated that the property has the old-covered bridge abutments on it, which could be used to build a bridge to incorporate into a nature walk.
Mr. Sargent stated that there are grants to do this.
Mr. Taylor said that you need a cooperative owner in order to apply for grants.
Mr. Buker asked if there was an order to do a slope restoration.
Mr. Taylor answered no, just clean up and filling the foundations.
Mr. Coffey stated that it is shown as two pieces of land, on the town tax map, separated by the railroad bed owned by the State of New Hampshire.
Mr. Elliott asked if we could negotiate with the owner to take the old mill buildings and leave him with the house.
Mr. Taylor stated that there is also junk on the house lot.
Mr. Coffey stated that originally the NHDOT helped us with the debris removal because the previous owner had piled it on the State land.
Mr. Taylor explained that this is a very narrow piece of land.
Mr. Elliott asked if it is one piece of land.
Mr. Taylor answered yes.
Mr. Sargent asked if Mr. Taylor was speaking before us tonight because Mr. Griffin was scheduled to come before the Board or to bring us up to date on the status of this enforcement project.
Mr. Taylor answered both.
Mr. Buker asked how much the Town had spent in legal fees on this project.
Mr. Taylor answered thousands.
Mr. Sargent asked if Mr. Griffin was present. (No answer)
Mr. Elliott asked what Mr. Taylor’s recommendation to the Board was.
Mr. Taylor suggested accepting the tax collector’s deed and taking the opportunity to apply for grants to clean up the site.
Mr. Sargent asked what Mr. Griffin was coming in to discuss with the Board.
Mr. Coffey said that Mr. Griffin was scheduled to discuss the tax deed notice he had received. He explained to the Board that even after the tax deed is issued the owner has three years to submit in a request to buy the property back at a cost which would include all back taxes, interest, fees, and administrative costs.
Mr. Sargent stated that he would like to speak to Mr. Griffin.
Mr. Elliott felt that the Board should give him the benefit of the doubt.
Mr. Sargent instructed Mr. Coffey to send Mr. Griffin a letter asking that he attend the October 13 selectmen’s meeting and to allot him a half hour.
7:25 p.m. Laura Simoes presented the Board with the final report from the Task Force for the Temporary Homeless. She reported that the Town had budgeted in 2004 $75,000 for rental assistance and by May the Town had already spent $53,000. The Task Force recognized a need for a homeless shelter especially for families, but could not recommend any specific building. They also stated that an outside entity could come to Hillsborough and open a shelter. The Task Force also found that the Town was paying far more to subsidize rents/mortgages then on housing the homeless. They suggested setting up a task force to address that issue. This Task Force feels that its agenda has been met and is completed.
Mr. Coffey agreed with their observations and findings.
Mr. Sargent stated that the research had to be continued.
Mrs. Simoes said that several members of this Task Force would be willing to serve on the next one.
Mr. Buker stated that the Salvation Army could run a homeless shelter privately.
Mr. Simoes agreed.
Mr. Elliott asked if a town with a shelter noticed a decrease in their rental assistance budget.
Mrs. Simoes said that they didn’t look into that.
Mr. Elliott stated that was one of his concerns.
7:35 p.m. Bill Morris, the manager of the Solid Waste Facility, reported to the Board that at a Town Meeting it had been voted to have a swap shop at the transfer station, however, problems have arisen with what and how people have been leaving items. He feels that there is a need for an attendant to be present during the time that the shop is open.
Mr. Elliott asked if there is more use on the weekends over the weekdays.
Mr. Morris said that it is hard to tell because it is busy at all different times. He stated that he is concerned with liability regarding the type of items people are leaving and dumping items on the floor.
Mr. Sargent asked if people drop things off they don’t want and others pick up what they want.
Mr. Morris answered yes.
Mr. Elliott stated that we had readjusted the transfer station hours, but not the budget, so wasn’t there some time available to have an employee at the swap shop when it is open.
Mr. Morris said that he was asking for direction from the Selectmen as to setting hours, staffing or how they wanted the situation handled.
Mr. Sargent asked if the shop was originally setup to be open set hours.
Mr. Coffey answered no.
Mr. Elliott stated that there was a need to have someone in attendance at the swap shop and could incorporate the selling of the garbage bags.
Mr. Morris said that this was a possibility.
Mr. Coffey asked about having the shop open only evenings and Saturdays.
Mr. Morris said that the volume of users varies.
Mr. Buker asked if he was right in assuming that there is an attendant at recycling center and the scale and trash areas.
Mr. Morris answered yes and there is also a floater.
Mr. Sargent suggested that Mr. Morris come up with a proposal and submit it to the Board.
Mr. Morris said that he would like the Board to make a decision and tell him what to do.
Mr. Sargent asked if Mr. Buker had been to the facility.
Mr. Buker answered yes and that there was a need for monitoring.
Mr. Elliott suggested that Mr. Buker meet with Mr. Morris at the facility to observe and come up with a suggestion.
Mr. Buker said that he would be willing to go and see what can be done.
Mr. Buker asked to meet with Mr. Morris at the facility Thursday, September 23 at 6:00 p.m..
Mr. Morris agreed. He then brought up the point that the glass needs to be taken out of the commingling trailer, right now we are paying $25.00 per ton to have it hauled away, this would go to zero if the glass was not in it. The NRRA would charge us $10.00 per ton to crush the glass and haul it away.
Mr. Elliott asked how much of the commingled is glass.
Mr. Morris stated that about two-thirds of the weight is glass because glass is the heaviest commingled material. He said that he had given the Selectmen a report regarding a study done on this issue.
Mr. Elliott stated that the Board would look at the report and that Mr. Buker would be investigating the swap shop.
Mr. Sargent also stated that the Board would be looking into this.
Mr. Elliott asked Mr. Morris if he know whether the gate at the end of Myrtle Street had been installed.
Mr. Coffey answered that the location had been marked and the gate should be up or will be soon.
Mr. Buker asked about the lighting of the scale area.
Mr. Morris said that Mamakating Electric will be relocating the present lights to the back of the Transfer Station Building to better light that area.
7:58 p.m. James Bailey, Chairman of the Park Board, came in to speak the Board regarding membership numbers. He reported at the present time there are only four members. He asked if the membership numbers could be changed from seven to five.
Mr. Elliott asked how the Board was created.
Mr. Coffey will provide the statutes.
Mr. Bailey stated that a five-member board could more than handle the duties of the Board.
Mr. Elliott suggested getting students involved as voting members of the board on an experimental basis.
Mr. Bailey said that they would welcome their input even if they were not voting members.
Mr. Elliott stated that Mr. Bailey was asking for the board to be reduced to five members and one person to occupy the vacant slot.
Mr. Sargent said that we will look into how the board was created and if student members were possible.
Mr. Coffey stated that he had advertised for interested volunteers.
Mr. Elliott said that the Selectmen would get back to him after getting the information from Mr. Coffey.
Mr. Sargent asked if anyone had a miscellaneous issue to discuss at this time.
Mr. Elliott asked if the elm tree at Hillsboro Ford had ever been tested for Dutch elm tree disease and if it had been treated.
Mr. Coffey answered that the tree is owned by the State but the Town has an encroachment agreement with them for the maintenance of the land and an enhancement grant for the creation of a park. He stated that this would be a natural project for the Conservation Commission
Mr. Elliott requested that the Conservation Commission be asked to look into the matter.
Mr. Buker voiced his concern that there was no traffic control on School Street today during the removal of the tree in front of the day care center. He also informed the Board of the need to appoint a Selectman to the safety committee.
Mr. Sargent asked that this be added to the “Pending Items” list and that Mr. Coffey make a list of all the boards and committees which require a Selectmen’s representative.
Mr. Coffey asked for the Board’s approval to hire someone to mow the closed landfill.
He explained that it had to be someone with specialty equipment because of the slopes and the material covering the landfill.
Board voted in the affirmative.
Mr. Elliott stated that the dispatch center is run on a budget of over $250,000, of which Hillsborough pays 90 percent of the cost but are only 50 percent of the usage and he is very opposed to that situation. He asked that Mr. Coffey be instructed to submit a request for proposal to other dispatch services, for fire and police. He has come to the conclusion that the dispatching of the fire department is not done well, maybe we can dispatch police and bring in other towns or dispatch part of the day and then switch to another dispatch center at night.
Mr. Buker said that it is nice to have someone on site.
Mr. Elliott suggested moving the police chief’s secretary, because just having someone visible is not worth the amount of money we are paying.
Mark Murdough pointed out that the dispatch budget has increased over the last ten years but the amount of money the contracted towns pay hasn’t changed. He stated that when the new station was proposed we were told it would be self-sufficient. His opinion is that the other towns should be paying their fair share.
Mr. Sargent said that we should not be here to support other towns.
Mr. Elliott asked if he could make a motion to have Mr. Coffey obtain RFP for the dispatching of fire and police.
Mr. Coffey offered a copy of a study done by the Town of Amherst of their dispatching needs for use as a guide.
Mr. Murdough said that some dispatch services have RFP forms you can fill out or a committee could be formed to investigate all the dispatching options.
Mr. Elliott agreed with the suggestion that a committee be formed and suggested one Selectman, Fireman, Policeman and two citizens. He volunteered to be the Selectmen’s representative.
Mr. Buker made a motion to form a committee to investigate the Town’s dispatching options with Mr. Elliott serving as its chairman.
Mr. Sargent seconded the motion.
Board voted all in favor.
Mr. Sargent informed the Board that the Town of Deering has notified us that as of October 5, 2004 they were removing the dispatching of their fire department from Hillsborough Dispatch.
He read from the contract that they signed on January 12, 2004 that states that a 180 day notice was needed for cancellation of service.
Mr. Coffey informed the Board that he felt that by pulling their fire department out of our dispatch service they had in fact broken the entire contract and the police portion needed to be renegotiated.
The Board agreed and asked Mr. Coffey to send a letter to the Town of Deering informing them of this.
Mr. Coffey told the Board that he had received a visit from Douglas Hatfield and that he and Mr. Barry would be willing to help the Board in any way as to the future of the Hillsborough District Court.
Mr. Elliott stated that he had not forgotten this issue and asked that Mr. Hatfield be informed that he is handling this item and will be in touch with him.
Mr. Coffey informed that Board that his term as health officer was about to expire and he asked if the Board wanted him to submit the paperwork for reappointment.
Board okayed the reappointment.
Mr. Sargent read a request received asking to observe October 15 as White Cane Safety Day.
The Board agreed.
Mr. Elliott made a motion to go into a non public session for the purpose of discussing a personnel matter.
Mr. Buker seconded the motion.
The Board voted all in favor.
The Board went into a non-public session at 9:03 p.m.
The Board returned from a non-public session at 9:26 p.m.
Mr. Sargent made a motion to seal the minutes.
The Board voted all in favor.
Mr. Buker suggested that Mrs. Campbell come in and take the minutes of the selectmen’s meetings.
Mr. Elliott asked how she would be compensated.
Mr. Sargent stated that she is an hourly employee and this would be considered over time.
The Board agreed.
Meeting adjourned at 9:26 p.m.
Respectfully submitted,
Iris Campbell
Selectmen’s Secretary
Approved, Dated: September 29, 2004
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Maxwell D. Sargent, Chairman
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Robert I. Buker
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Larry G. Elliott
Board of Selectmen
PENDING ITEMS
Joint Facilities Committee
Mechanism for billing for nonstandard dispatch services.
Special detail account for HPD
Joint hiring of a prosecutor for HPD
SRO funding as part of the police budget
Federal Grant for Police Officer
HPD Wage Structure
Wage Structure for all Town employees
Town Parking
Woolen Mill and burned house on Mill Street
Renaming W. Main Street and Dump Road.
Was to be discussed at the August 11 Selectmen’s meeting. Committee profile & formation. Due to lack of time will need additional discussion
Discussed with Lt. Roarick on September 8. Part of study of dispatch services.
Will be discussed during upcoming 2005 budget reviews.
Discussed with Lt. Roarick at the September 8 meeting at 7:30 p.m. Meeting planned for October 27.
Town Administrator to look into federal obligations. Was planned for Sept. 8. Needs new date set.
Selectmen were to discuss with Lt. Roarick at September 8 meeting. To be continued.
To be discussed on 8/11. Selectmen agreed to add all employees into the study. To be part on next item.
Town administrator to compile data from NHMA comparing Hillsborough with other towns. October 13
Item in progress. Plan submitted to selectmen.
To meet with Town Planner Matt Taylor on September 22.
Need to set a date for a public hearing.
Dog Catcher Contract
Downtown Transportation Enhancement Grant
Myrtle Street Barrier & school bus passage
Expansion of Board of Selectmen to 5 members
Park Board Appointments
Selectmen’s Representative to Town Boards
Selectmen asked that feral cats be included. To be discussed in the 2005 budget process.
Town Administrator to contact Matt
Taylor for an update for August 25 meeting - Update was received.
Gate to be installed by Sept. 22 meeting.
An open forum to be held on September 29th Selectmen’s meeting from 8-9 p.m.
Park Board Chairman scheduled for 7:45 p.m. on September 22.
Jim Coffey is to make a list of the boards and committees that need a Selectmen’s representative.
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