Road Agent
Road Agent John Thompson reported that bridge posting signs are not in the equipment trailer and need to be ordered.
The duration and severity of this winter has left $9,000 in the 2014 Winter Plowing budget.
Switch Road Project: Selectman Danforth stated that since Capital Reserve Funds are funded annually at the end of December, a decision to go ahead with the rebuild of Switch Road would require a contractor who is willing to wait for payment.
John reported that the Jersey barriers are in place on the side of Morrill Hill Road Bridge where the railing was missing.
The Department of Transportation does not inspect fencing, guard rails, etc. on bridges. This is the responsibility of the Road Agent, and it was agreed that annual written inspections will be done by the Road Agent and written reports will be filed with the Town Administrator. John will inspect the bridges and present a report at the April 21 Board meeting.
Four of five budgeted projects under Special Projects were completed in 2013. The Town Administrator will review the 2013 budget for 2013 expenditures.
The Japanese Knotweed eradication project is a special project from the Capital Reserve Fund. This project may be deferred for a year.
John reported that New Hampshire Electric Co-op has installed a new pole and light at the sandpit on White Oak Road. John has contacted Dale Dukette for pricing for a cage around the pit.
Selectman Danforth asked if there is any concrete at the Transfer Station.
The Selectmen discussed with the Road Agent that Worker’s Compensation cannot cover people who are not working under the supervision of a full-time supervisor. They explained that Jon Champagne came back and asked for something from the Town because he was not prepared for this, since it was mid-term. The bookkeeping cost was part of the labor line, and three hours per week was allocated. Because it was mid-term and the change in process was significant, the Town began issuing weekly checks to the Road Agent and his employees.
John Thompson said he understood and will only charge for two to three hours for a bookkeeper. He agreed to give it a couple of weeks. John will need the forms used by the Road Agent, and a work session will be scheduled to review them.
One of the requirements of the Highway/Road Block Grant is that the Town maintain a file on each road with information regarding all work done. The Road Agent’s written reports should be turned in to the Town Administrator, as these files are kept in that office.
Transfer Station
The Selectmen and Transfer Station Supervisor Reggie Roy are working to ensure that expenses and revenue are allocated according to appropriation and fees.
Reggie explained that electronics are packed and shrink-wrapped on skids. This cannot be done during open hours, because it takes two employees, and they are otherwise occupied during that time.
Fees should offset the expense of processing and transporting recyclables that are not part of the Single Stream process, i.e. fluorescent bulbs, electronics, batteries etc. Reggie will calculate an appropriate fee for disposal of fluorescents, as there is currently no fee.
Selectman Danforth stated that the fee for construction and demolition debris needs to be increased. The first yard may be one fee, with an increased fee for any additional yards.
The Single Stream compactor will reduce the number of trips required to transport the recyclables to the recycling center.
The Board and Supervisor agreed to focus on the fees. Reggie will provide a labor plan.
Selectwoman Viandier suggested charging half of the construction and demolition debris dumpster fee for items that could be resold from a covered “swap shop.”
When the Single Stream compactor is installed and ready to use, there will be volunteers assisting the Transfer Station staff to guide patrons through the new process.
Old Business
The Board adopted a Capital Asset Policy presented by the Town Administrator.
The Town Administrator will work with the cemetery sexton, when hired, to implement a process for the sale of cemetery plots, deeds, and financial transactions.
The Selectmen’s Office hours change as of April 1: Monday through Thursday, 9 AM to 2 PM, and Friday by appointment only.
A signage plan for the Transfer Station will be discussed at the April 7 meeting.
Selectwoman Viandier will tour the Highland Lake Island with the Conservation Commission and County Forester Tim Fleury. They will create guidelines for use restrictions to limit Town liability exposure, taking into account that we have no readily available water recovery capability for extraction of an injured individual.
The Town Administrator will send a copy of the Gross intent-to-cut form to the Road Agent to determine whether or not a bridge/road bond is required.
Lenny Caron came in to speak with the Selectmen about the interest and penalties assessed to him for repurchase of three tax-deeded properties. The Board explained that voluntary causation sets precedent. The Board’s actions today bind future boards. In order for this Board to take action on Mr. Caron’s property, he would have to provide an appropriate cause.
Caron stated that the only Town service he uses is the Transfer Station, and his point is the taxes need to be paid, and he would like the interest and penalties abated. Selectman Danforth stated that, “Whatever we do for you sets a precedent.” He further explained the policy and process surrounding tax deeding.
Mr. Caron replied that abatements are possible. “The Town Fathers can help residents.”
The Town cannot make money on the sale of property. Selectman Coolidge explained that it is up to the Selectmen to treat everyone the same. Anyone who comes in with a situation where their property was deeded and they wish to have interest and penalties waived would have to be given abatement once that precedent is established.
Caron stated that this is a one-time thing, the Town Fathers should help. Selectwoman Viandier stated that allowing someone not to pay taxes or interest or penalties actually penalizes other taxpayers.