Board of Selectmen Meeting
April 6, 2015
Minutes
Pledge of Allegiance
Meeting called to order at 5:30pm
Roll Call- John Pfeifle, Chairman; Sonny Harris, Selectman; Harry Wright, Selectman
Appearances
- Fire Chief, Mark Goldberg, presented contract for chassis- contract signed by Selectmen.
- Jim Bibbo present re: Rail Trail- Did not get grant but did get some $ put aside. Looking for permission and support to start work on Tilly Wheeler Trail (remove sediment- get down to smooth surface and later put hard pack down). Would like to make a parking space at end of trail (Gillingham Dr & Tilly Wheeler Trail) for handicapped access to trail- have volunteers willing to cut back shrubs/weeds. Trail will be for Horseback riding, cross country skiing, walking, snowmobiles (does not include 4wheelers/dirt bikes and other motorized wheel vehicles). This trail will eventually connect Warner, Bradford and Newbury.
-Audrey Sylvester asked if Rail Trail committee has contacted abutting property owners. She is an abutter and has not been contacted in any formal way about this project which can have an impact on property.
-Jim Bibbo advised what is planned is within the State ROW along 103 and the Tilly Wheeler Trail is town property. Additionally, all that is being done at this stage is preliminary cleaning and prep work.
Motion made to approve RHC’s request to begin work on Tilly Wheeler Trail. Voted 3-0.
Regular Business
- Town Administrator presented MS272 for signature (budget appropriations as voted by the town)- Not signed as it needs to be signed by the Budget Committee
- Engagement letter with Grzelak CPA firm signed by Selectmen
- Applications for current use signed by Selectmen
- Intent to Excavate for Hill & Dale signed by Selectmen
- NFI Easement (for Breeze Hill Rd Bridge) signed by Selectmen
- TAN note withdrawal signed by Selectmen
- Letter to the Trustees of the Trust Funds requesting advancement of 30K from Highway Dept Heavy Equipment Capital Reserve Fund to reimburse the General Fund for payment of Sand/Gravel Screen. (Approved by vote of March 2015 meeting- Warrant Article 18.)
- Chair reminded the public in attendance- Warrant Article 22- the Town voted to establish a Highway Expendable Trust Fund (per RSA 31:19-a) of 40K with Selectmen named as agents to expend from the fund. Selectmen’s meeting 3/23/15 Selectmen voted to spend 25K from this fund to purchase military surplus grader.
- Appointments of Beth Downs to Budget Committee and Bob Toppi to Library Trustees signed by Selectmen.
- Letter read to record from Ona Tropiano (W main St & Sunset Ln) praising Road Agent Barry Wheeler for excellent work keeping area free of snow piles.
- Received notice from Community Action Program (Senior Center) that they wish to renew their lease for another year
- Received questions regarding tax abatement for a resident who has always made timely tax payments. Will be reviewed in Non-Public Session at a later time.
- Town Admin advised one of the furnaces at the Town Hall was not running. Replaced some oil lines, thermostat wires, burner motor with used blower wheel and put thermostats back in. Total cost came to $1983.00.
THRC Public Discussion
Chair addressed the public saying that the Board is happy to listen to any comments people have- tonight’s meeting on town hall is to reorganize THRC committee and discuss how to begin getting ready for next town meeting. In regards to moving into town hall: comments are okay- but board has voted to make the move. Assuming all fire/heating regulations are abided by. Happy to talk about it, but it’s no longer a question of if it’s when. THRC has looked internally to come up with ideas on how to address future needs of town hall. What do we need to do different this year to get the Town Hall restoration appropriately addressed?
Town Admin advised the heat in Town Hall has been turned on, water turned on, made arrangements to meet tomorrow with people who wire for phones and computers and the phone company believes they can meet deadlines.
Chair recommended having disconnects installed now to make future temporary removal for renovations easier (1 time expense versus 3 time expense)
Chair advised they asked people at prior THRC to think about how we should organize and please come forward and advise Selectmen on ideas people might have on approach for how to take care of this for next year’s town warrant item. Chair opened discussion to the board and the public about the THRC function.
Jane Johnsen believes function of the THRC has gone as far as it can go. There was no plan- just pretty pictures. People would like to hear what the Selectmen’s plans are.
– Chair advised that the first step is for the committee to be informally “disbanded”.
– Jim Bibbo stated he thinks the Selectmen need to take a more active role as a board regarding how to recruit members and delegate tasks accordingly. Close contact with what’s going on rather than wait until there is trouble and people start complaining.
Chair reminded the public that the idea is to move back into Town Hall and use it until next year at Town Meeting- should the bond pass Town Administrator & Town Clerk Offices would be moved into trailers on Town Hall property while restoration is underway- with goal to move back into Town Hall before cold weather hits. Why? The Town Hall should be used, seen and open to the public. Brings town into conformance with stipulations on the deed in the BACC property and Town Hall property, makes town offices and records safer. Not trying to address this tonight- tonight is about the restoration committee. How do we want to organize our committee (THRC)?
– Harry Wright stated the one thing that is relevant regarding the move is funding. Believes left over funds from last year’s pre-construction work should be dedicated to architect and getting plans finished. Not used to move town offices.
– Chair disagreed, but would like to have a fundraising group for THRC to make the move, use the facility and not have it impact tax rate.
Beth Downs said THRC needs to have a more open minded approach to be more inclusive of people and appreciate there will be differences. Players have to be amenable to working with different people on diff causes- small to large. Can’t wait until the day before to get people revved up about it, this past year they waited until the 11th hour. It needs to be in everyone’s face all the time so no one can forget.
– Chair agreed.
Marlene Freyler pointed out that of the 18K that’s left is from non-lapsing fund, any $ used from that is supposed to be for preconstruction. Before anything begins the public needs to know how much will be spent and where it’s coming from.
– Chair gave example that the wall where the old police dept. used to be does not have insulation. Should we insulate that wall, it would come from that money. If we rip down walls internally it would not come from that fund at all. It would come from volunteers.
– Marlene asked if there will be a tally of that?
– Chair said yes, it will not be a mystery.
– Harry Wright stated he feels using money from the remaining 18K is inappropriate, believes it should be totally spent on getting plans done.
– Chair agreed that everyone wants a detailed architectural drawings for people to see.
– Felicia Starr asked what the tax payers want that 18K to be spent on? She heard people asking for plans at Town Meeting.
– Susan Reynolds advised last year’s article was for preconstruction costs. Plans are preconstruction. Putting in insulation is actual construction. Plans are more important than insulation. Anything done beyond plans last year (i.e. new roof) was specifically included in bond article.
Felicia Starr asked what the Selectmen are looking for in reforming this committee.
-Chair proposed example committee: Oversight Committee of 5 people
- Selectmen/Administrator (with 1 vote for office)
- Committee chair (proposed Eileen Kelly)
- Physical planner
- Capital planner (where is $ coming from: short term, long term, grants from state, etc)
- Construction manager (would work closely w/ architect and project manager). Someone familiar with the building, description, scope, budget, schedule to work week-to-week with project manager.
Then ask people to volunteer under which bucket they would like to be involved with.
-Susan Reynolds made an observation that perhaps the committee needs to start completely over. The current leadership system is not working. There are groups that have been trying to help that are getting pushed back and pushed around. Everyone needs to work together to make this work, you can’t stiff-arm anyone.
– Kathy Rodgers suggested a Volunteer Organizer on Oversight Committee.
– Where would publicity/public relations fit into the scheme?
– Town Administrator suggested separate group for communications.
– Chair agreed PR/Marketing should have its own subcategory. Do people want to do something that is not in the defined four areas?
Jim Bibbo pointed out that many people who fit into these categories are not here. Need to do recruiting based on people who have expertise outside of this room. There are people who don’t attend Selectmen Meetings but would be interested in volunteering.
Jane Johnsen asked if building is structurally sound? Says she heard from Gale that there are beams in the bldg that are not sound. Additionally expressed concern of the additional pressures this will put on Town Administrator.
-Advised that building was deemed structurally sound by Turner engineering 5 or 6 yrs ago. Has been reviewed by others in the interim.
-Jim Bibbo reminded that the building hasn’t settled in over 150yrs
-Sonny Harris said that the sills & floor joists look fine
Beth Downs suggested the Selectmen act as chair to Oversight Committee (in lieu of one committee chair) and have everyone report to them.
Jim Bibbo suggested Selectmen select the leaders don’t just ask for volunteers. Meet with them, layout what you want from each group. Let these people have a general meeting to encourage volunteers interested in working on these committees with these leadership teams. Then volunteers know who they are volunteering to work with.
Marlene Freyler expressed concerned that once Town Offices are in Town Hall the town will not vote to pass a Warrant Article for restoring Town Hall.
– Sonny Harris stated he believes people who are for restoration will continue to be for it.
– Chair reminded that the Warrant Articles went from 1.8M to 1.4M to 800K and the warrant still didn’t pass.
– Beth Downs said that the long and short of it after spelling out cost (average of $33/year), the people who are against it are clearly going to be against it regardless of the cost.
– Sonny Harris asked how do you put a value on a life and losing town hall to heirs? What about the responsibility we have to the townspeople, as Selectmen, for safety and accessibility of records? We shouldn’t sacrifice for those [architectural] plans the safety. We are violating state statutes at that point- violating 3 conditions of legal instruments- To me that trumps plans being done right now.
One resident stated they have voted against town hall and it does come down to money. They live very tightly on their budget and have a hard time paying taxes. Try their best to keep tax base the same- and not have to have a lien against house or property. Fully understand that this means so much to so many people- wants the Town Hall to come back to life. So many people work so hard for the money they have and it’s very little. Applauded Marlene Freyler for having the courage to say what so many don’t have the courage to say.
-Chair stated he appreciates her opinion and the fact that it’s difficult to pay taxes. They are trying to get good results for best cost. Cited Ambulance Squad as a way town has saved $. Would like to do the same with Police Dept in an effort to save money.
-Sonny Harris pointed out how important it is to pay attention to what people are saying. Additionally pointed out how much of the town is devalued based on the condition of Town Hall (particularly W Main).
-Jane Johnsen asked if 75% of town is in current use?
-Harry Wright advised 75% of the acreage in the town are in current use- not necessarily 75% of the value.
-Sonny Harris said that statistics from both sides prove that the greater amount of current use a town has the less the tax rate and the higher quality of life they have.
-Jim Bibbo reminded if there were no current use there would be more construction and houses being build- because people would have to sell out to developers because they couldn’t afford their taxes.
Beth Downs stated she is a disenfranchised voter in that she was unable to vote at Town Meeting. “As a tax payer in Bradford, I’m not getting my bang for the buck because can’t vote on the issues that are important to me.” Need to go back to Wed meetings and curb it from 7-10pm. If you don’t accomplish everything do it the next Wed 7-10 until you get it all accomplished. Finds it hard to believe that other towns can get all business done in 2hrs.
-Chair agreed it was a good point. A vote was taken at Town Meeting regarding meeting time and it was split down the middle.
-Harry Wright said a number of people submitted a petition requesting a Saturday meeting. Working at the polls he takes an informal poll of what day is preferred for meeting- this year it was very split, slightly favoring Sat. To satisfy the folks who are concerned about wed night because of driving in the snow he suggested Wed night meeting w/ volunteer driver program to bring people to the polls who would otherwise be restricted from getting there.
Chair said he has heard that the people want to add one Communications/PR Organizer and one Volunteer Organizer to Oversight Committee. Would like to put together Oversight Committee immediately to begin moving forward and recruiting volunteers. Would like potential names for the Oversight Committee by next week.
Eileen Kelley provided document with current THRC recommendations for Selectmen review. (See attached- THRC Proposal to Selectmen 4.6.15)
Letter received from resident Peter M. Fenton with thoughts and questions regarding Town Hall. (See attached- Letter to Selectmen from P. Fenton)
Specific questions and answers include:
Q: What is the status of mold abatement? Has recent testing been done to ensure there is no mold?
A: Mold abatement is completed
Q: At our most recent town meeting, the townspeople were presented with a plan to renovate town hall, so that it would be usable for town offices again. Why were we presented with this as a must do, and now it is okay for the town administrator to use without any of the modifications?
A: the plan was to completely re-do town hall, which included offices, while entire restoration project did not pass, the town would still like to use the building for the town offices
Q: I believe bldg is not ADA compliant- handicapped access ramp was removed, is there a plan to replace this?
A: ADA compliant it will be.
Q: Has anything been done to rectify furnace room flooding?
A: Have had the repair man in to fix the furnace problem
Q: As bldg has not been used in 3+ yrs does it change the status of any grandfather clauses?
A: Not that the Selectmen are aware of
Q: Does building meet fire code?
A: It will
Q: Where are the funds for improvements coming from? Do we have a specific line item for this?
A: Hopeful of raising all of the funds
Q: Is this in best interest of town employees and tax payers?
A: 2 of 3 board members think that it is
THRC will be revisited April 20, 2015 at the Selectmen’s Meeting regarding how we will organize and go forth.
Accounts Payable and Payroll Manifest reviewed and signed.
Minutes of March 23, 2015 meeting were reviewed and accepted with the following edit.
Page 2, line 28: “In violation of law conditions of legal instrument”
Meeting adjourned at 6:55pm.