Meeting convened at 6:30 PM
Members Present: Marj Roy, Town Administrator; Vicky Mishcon, Selectboard Chair Jim Delaney, and Dave Blinn, Select Board; John Thompson, Road Agent, and Officer Dan Shaw
Also present: Herbie Barton, Chuck Keyser, and Chris Caron
Road Agent Report:
• Road Work – Thompson reported that the highway crew has been working on grading roads and filling in potholes, along with getting the water off the roads. The roads are muddy.
• Posted Roads/Loggers – Thompson has been dealing with posted roads and the loggers. Most of the loggers are willing to work with the Town. Generally, the loggers call Thompson to see if they can use the roadway. If the roads are frozen, the roadway may be used. However, as soon as the roads warm up, the logging operation must stop so as not to destroy the roads.
• Bradley Lake Road Logger Issue – Thompson has been working with one logger on Bradley Lake Road who has gotten six to seven loads out of the property. Some mud was created on the roadway. The logger remedied the mud on the roadway by initially dropping some wood chips. However, that did not fix the problem fully, and Thompson requested that stones be put there instead. The logger complied and has been most cooperative with Thompson.
• Intent to Cut – Mishcon asked Thompson if he was concerned with the Intent to Cuts that are up for signatures tonight by the Board. Thompson stated that he was not concerned because most are on State Roads
• Morrill Hill Road – Thompson just spoke to Mike Hansen today. The project is on schedule and expects to be completed in April. Roy spoke to Sean James from DOT who told Roy that the project continues to be worked on as planned.
Town Administrator:
Roy reported that the DOT has scheduled a meeting to use the Town Hall conference room on Friday, March 9, 2018 at 10 AM for a Pre-Construction meeting regarding the bridges they will be working on in Danbury and one in Andover.
In the packets Roy distributed to the Board, contained two proposals from DOT for the Resurfacing Program on Andover roads over the summer.
Equalization Rate:
Department of Revenue Administration (DRA) set the equalization rate at 91.5%. Please see attached for a brief explanation.
Herbie Barton:
Barton requested information details for the Old College Road project. Barton requested specifics including what equipment was used, for how long, the number of drivers who used the equipment, the cost of their pay, and the cost of materials used. Additionally, Barton requested that he would like to have a copy of the quotes used for this project.
Barton expressed his frustration that he has asked for this information numerous times in the past several weeks and has not received it.
Barton, again as he did the previous Selectboard Meeting, referred to a worksheet that the budget committee used for working on town budget. The worksheet was for a singular purpose of comparing what it costs the town to use its’ own equipment and employees versus having to rent out the equipment.
Barton felt the numbers had changed and that there was missing information. Barton questioned why there was not information on that sheet on the six-wheeler. Barton worked the numbers and he felt that using a ten-wheeler would have been a better option of Old College Road. The Board reiterated that the paper Barton was referring to was only a worksheet for the Budget Committee to use as a comparative reference for the difference between renting outside equipment and using town equipment.
Thompson explained that the numbers on that worksheet only reflected the cost of renting the equipment for the project versus using town equipment and employees to do the comparison. It reflects the money saved. Additionally, Thompson explained that there have been bids for the Old College Road project over the past several years due to the expected cost of over $10, 000. Mishcon explained that Thompson, as the road agent, gathers the bids, then compares them, selects the most appropriate bid, and then reports to the Select Board with the bid he chose.
Barton, unsatisfied, requested all of the paperwork for every piece of equipment, every person who worked on the project, every yard of material used, along with all the bids. Roy agreed to gather the information. Mishcon told Barton that it will take several weeks to gather that amount of information after Town Meeting.
Keyser suggested having projects itemized. Thompson stated that the town is directly billed with
all the purchased items, not per project.
Chris Caron:
Caron asked Thompson whether the posted roads can be used. The Board explained that where Caron wants to work on Bradley Lake Road is in the worst condition at this point. Thompson explained that the other logger that Thompson has worked with on Bradley Lake Road is not comparable to where Caron wants to work. Where the other logger is working is still frozen.
In order for a logger to travel and use a posted road, they must check in with Thompson daily. If Thompson gives permission to travel the posted road, then it is okay. Otherwise, the answer is no.
Caron questioned the board about using the Lawrence Street Bridge. The Board explained that the bridge had been a concern. However, the bridge is checked by the engineers at Hoyle and Tanner on a six-month basis. They check for any changes. At this time, the bridge can be used, but that could change quickly.
Other Business:
Barton questioned whether White Oak Pit had been surveyed. The Board indicated that yes, according to the Town, it was surveyed, but according to the State, no it has not. The Board is not doing any further investigation at this point because it has been turned over to Town Counsel.
Letter From Elbow Pond Road Residents:
Mishcon read the letter/petition from the residents of Elbow Pond Road who wish to have the road closed due to the condition. After reading the letter, Mishcon stated that she would recuse herself from any decision the Board made regarding the closure of this road due to her being a resident of Elbow Pond Road.
Roy spoke to Sean James from Hoyle and Tanner saying that it could take up to six months for DES to get a wetlands permit.
Mishcon questioned what would happen if the road is closed. Would the State finish the project? The other members thought that the State would just leave it as is and walk away from it. It would be a similar situation to the Gale Road Bridge.
The Board agreed that in order to close Elbow Pond Road, it would take a Town Meeting vote.
Town Administrator Rebuttal:
Roy wanted it noted that she was accused of not providing information to Barton over several weeks. However, Roy indicated that she provided the reports to Barton he requested; information that was readily available. At the time she was finalizing the budget, the town report, along with other duties she tends to on a daily basis. To gather this amount of information for Barton will involve a lot of research. The reports he requested were given to Barton upon his request.
Blinn stated that the procurement policies are being followed and the information will get to Barton.
Correspondence and Signatures:
• Plodzik and Sanderson CPA – letter of agreement to finalize the 2017 audit. It required one Board member signature. Blinn signed for the Selectboard.
• Land Use Change Warrant – Nicholas Spadaro at 326 Chase Hill Road – Map 2-537-390. Required three Board member signatures. All three signed.
• Intent to Cuts – Required all three Board members signatures. All three signed the documents for the following: 4-443-037 Jon Champagne, 4-277-037
Chris Caron, 19-108-067 Julie Rector, 4-493-037 Chris Champagne, 4-473-110 Jon Champagne, 4-507-061 Kelley Raymond, 28-184-086 Dan Merzi
• Lake Sunapee Bank Sign Permit – Required one Board member signature. Mishcon signed for the Board
• Posted Roads – Required all three Board members signatures. All three members signed.
• Barn Preservation Sign – for Carmelita Moe
House Bill – Regarding loss of Town revenue from utilities. Roy will contact the State Representative and let them know about the Board’s concerns.
Mishcon made the motion to go into Non-Public Session at 8:00. By roll call vote:
Mishcon: Yes Delaney: Yes Blinn: Yes
Non-Public Sessions (2)
Closed Public Meeting at 8 PM.
Opened Non-Public Session at 8 PM.
Closed Non-Public Session at 8:15 PM.
Re-opened Public Meeting at 8:15 PM.
Closed Public Meeting at 8:15 PM.
Re-opened Non-Public Session at 8:15 PM.
Closed Non-Public Session at 8:25 PM.
Re-opened Public Meeting at 8:25 PM.
Adjournament:
Meeting adjourned at 8:45 PM.