BOS Minutes 8/7/17
MINUTES OF THE AUGUST 7, 2017 BOARD OF SELECTMEN MEETING
MEMBER’S PRESENT: Board Members Joe Lovejoy, Bruno Federico, Mike Houghton and Town Administrator Paul Deschaine.
At 7:35 pm Mr. Lovejoy opened the general meeting of the Board of Selectmen.
TREASURER’S REPORT: Town Treasurer Deb Bronson reported that the current general fund balance was $8,715,587.94.
SECRETARY’S REPORT:
Mr. Lovejoy moved to approve the minutes of 7/31/17 as amended. Mr. Federico seconded the motion, which passed unanimously.
PUBLIC HEARINGS:
Mr. Lovejoy stated that they would allow 30 minutes to discussion regarding the Breslin property project. Mr. and Mrs. Vincent Loud asked for information on the development. The Board and Mr. Deschaine clarified a lot of misconceptions. Bettina Kersten asked how they could’ve known about the development prior to seeing the work being done. Mr. Federico said that all meetings are posted on the Town website and in the Municipal Center. The Board emphasized that the Planning Board and all other meetings are open to the public and residents are strongly encouraged to attend. In addition, they are encouraged to visit the Town website and sign up for email notifications to gain knowledge about happenings throughout the Town.
Mr. Federico opened the public hearing on the receipt of State funding in the amount of $147,929.13 for the purpose of funding local infrastructure projects as previously posted. After reviewing a list of projects he’d like to complete, Colin Laverty Director of Public Works stated he wants to use $144,475 to reconstruct River Road this year. He hopes to reconstruct Boat Club Drive next year when we have more funds. The cost of asphalt was discussed. Pamela Hollasch of Greta’s Way asked for details of the road paving and road shoulders. Mr. Laverty explained that, in future projects, he wants to allow lanes to accommodate for bike and pedestrian safety and accessibility. Mr. Federico motioned to close the public hearing on the DOT grant. Mr. Houghton seconded the motion, which passed unanimously. Mr. Deschaine asked Mr. Laverty about the remainder of the funds. Mr. Laverty said that he intends to use the funds for a drainage project on Fifield Lane and if there is any leftover, for road shoulder gravel or a couple tons of pavement. Mr. Federico motioned to accept the $147,929.13 for the purpose of reconstruction River Road in 2017 and for potential cross culvert improvement on Fifield Lane as the purpose of the infrastructure project for the DOT funding. Mr. Lovejoy seconded the motion which passed unanimously.
NEW BUSINESS
At the most recent Department Heads meeting, the Board notified the department heads that they are eliminating the requirement of Board approval to spend anything over $1,000. Mr. Houghton explained that given the rigor that is put into developing department budgets and then having that budget be approved by the Budget Advisory Committee, he felt Dept. Heads should be held accountable for managing their own budgets and shouldn’t have to ask the Board to spend money that is in their budget. Mr. Federico expressed concern with rescinding the policy. Mr. Lovejoy and Mr. Deschaine clarified that if there was a non-budgeted request or something outside of a line item, then it should come before the Board. Mr. Houghton made a motion to rescind the existing cap on line item spending. Mr. Federico seconded the motion which passed unanimously.
MEETINGS
Meetings of the coming week were discussed. Mr. Lovejoy noted that because there would not be a quorum for the Rte. 108 Corridor Study Committee, that meeting was being cancelled. Mr. Houghton stated that there would be a special meeting of the Heritage Commission on Tuesday to discuss a realtor agreement to list a property for sale or lease.
RESERVATIONS
Exeter Area Garden Club requested the use of Rooms A and B on April 21, 2018 for their indoor yard sale. Mr. Houghton motioned to approve the request and waive the fee. Mr. Federico seconded the motion which passed unanimously.
The Girl Scouts requested use of the Morgera Room for their meetings for the 2017-2018 year. Mr. Federico motioned to approve the request and waive the fee. Mr. Lovejoy seconded the motion which passed unanimously.
HIGHWAY
Public Works Director Colin Laverty reviewed various road paving and reconstruction projects around town.
Mr. Laverty distributed a copy of the Forest Management Work Notice and explained the work to be done. He said he would be on site and very closely involved. To make the public aware of the work, Mr. Laverty distributed the notice to the various committees, he wants it posted on the website and he will post it on the bulletin boards at the park. Mr. Deschaine expressed concerns regarding the public’s safety. Mr. Laverty explained that the trails leading to the area would have barricades and highway personnel will be in the area watching and notifying people of the work.
Mr. Laverty reported that the UST underground storage tank for diesel has failed and needs to be replaced. After doing some comparison shopping, Mr. Laverty found the lowest cost to replace the tank would be $3,182.49. This was not a line item in his budget, but, because of savings in other areas, he believes he can find funds to cover the amount. Mr. Lovejoy motioned to allow Mr. Laverty to spend $3,182.49 to replace the broken spill bucket. Mr. Federico seconded the motion which passed unanimously.
The next item Mr. Laverty reported on was regarding proposed solar panels at the Highway Department and Stevens Park. After reviewing the plans and reporting on the pros and cons of the project, Mr. Laverty wondered if there might be another means to get an equivalent return. As proposed, he believes the project would take a tremendous amount of time, money and manpower. Mr. Deschaine suggested Mr. Laverty talk to Jack Rudiman, who drew the plans, to see if there might be an alternative to what the plan currently shows and what Mr. Laverty is proposing. There was discussion about the path the conduits might take to be least disruptive to the Highway Department’s parking lot paving project. The goal is to avoid digging up the area once it has been paved. Debate continued regarding the feasibility and desirability of the project. It was decided to hold off on a decision until Mr. Laverty could talk to Mr. Rudiman.
Mr. Laverty reported equipment and maintenance expenditures have been higher this year due to a number of electrical problems. Mr. Laverty went into detail regarding the problems with the trucks saying that they are doing the best they can to maintain them. He is bringing this matter to the Board’s attention because a lot of the Highway’s big trucks will be due for replacement in the future. He feels they may need replacement one right after the other which would be a major expenditure for the Town. Among other things, these trucks are primarily used for snow removal. Keeping the fleet operational is important to maintain public safety. Mr. Laverty will do research and report back to the Board in October on possible options for when the time comes to replace the vehicles. Mr. Houghton asked if he has started planning for these expenses. Mr. Laverty detailed how he’s been managing the budget especially regarding repairs. Mr. Lovejoy recognized the need to increase the money in the 2018 CIP. Mr. Deschaine questioned if the type of road salt used was increasing the damage to the trucks. Mr. Laverty emphasized the age of the fleet, saying the cost of maintenance is growing. Mr. Federico mentioned leasing as an option. Mr. Houghton said that leasing is a good option if cash isn’t readily available. There was discussion about maintenance versus durability. It was agreed that this subject would require much more research and discussion. The Board is looking forward to Mr. Laverty’s report in October.
Mr. Laverty said that he has been having discussions with Town Planner Tavis Austin regarding updating road way design and regulations within the Town. He plans to meet with the Planning Board on August 16th to further these discussions.
NEW BUSINESS (continued)
Mr. Deschaine informed the Board that Land Use Assistant Tracey Cutler has submitted her resignation effective September 5th. Mr. Lovejoy motioned to accept Tracey Cutler’s resignation effective September 5, 2017. Mr. Houghton seconded the motion which passed unanimously.
OTHER BUSINESS
Mr. Houghton said that Larry Foss contacted him regarding the Town owned property located adjacent to his and an open information request that hasn’t been satisfied. Mr. Deschaine responded that he and our attorney believed the request to be satisfied with the resolution of the lawsuit regarding the cell tower. Mr. Houghton said that Mr. Foss will continue to pursue a path for closure of his interests.
At 9:56 PM Mr. Lovejoy motioned to adjourn. Mr. Houghton seconded the motion which passed unanimously.
Respectfully submitted,
Karen Richard
Recording Secretary