Select Board Minutes 5/4/2020

MINUTES OF THE MAY 4, 2020 SELECT BOARD MEETING

MEMBERS PARTICIPATING VIA CONFERENCE CALL:  Board Members Chair Mike Houghton, Vice Chair Joe Lovejoy, Board member Allison Knab along with Finance Administrator Dawna Duhamel, Town Treasurer Tracy Abbott and Police Chief Anthony King.  Town Administrator David Moore was on the call at the Municipal Center.

Dan Crow, Stratham Hill Park Association and one member of the public were also on the call.

The Board Chair opened the meeting at 7:00 p.m. and gave an introduction to the all remote meeting.  He indicated all members of the Select Board have the ability to communicate contemporaneously during this meeting through this platform, and the public has access to contemporaneously listen and, if necessary, participate in this meeting through dialing the following phone # (877) 205 7349 and passcode 2254.

Via the meeting notice, we provide the information necessary for accessing the meeting, including how to access the meeting via conference call.  He asked the public to contact Town Administrator David Moore by calling 603 772-4741 ext. 187 if you have any problem with accessing this phone call during the meeting.

In the event the public is unable to access the meeting, the meeting will be adjourned and rescheduled.  Please note that all votes that are taken during this meeting shall be done by roll call vote.

MINUTES
Mr. Lovejoy motioned to approve the minutes of 4/20/2020.  Ms. Knab seconded the motion. Via roll call vote, all voted in favor.

Mr. Houghton welcomed Ms. Abbott to her new role and thanked her for her willingness to serve the Town.  He then directed attention to the first New Business item:  the Town’s Investment Policy.  Ms. Duhamel reviewed GASB policies to ensure compliance.  She and Ms. Abbott suggested minor adjustments.  Mr. Lovejoy motioned to adopt the Investment Policy as outlined by Ms. Duhamel and Ms. Abbott.  Ms. Knab seconded the motion.  Via roll call vote, all voted in favor.

Next, Ms. Duhamel noted the Delegation of Deposit Authority has been in place to allow the Town Clerks and some Finance personnel to make deposits on a daily basis.  There is no change to this policy.  Mr. Lovejoy motioned to approve the Delegation of Deposit Authority provided that proper names were used on the list.  Ms. Knab seconded the motion.  Via roll call vote, all voted in favor.

POLICE
Police Chief Anthony King presented his department report.  He reviewed the modifications he’s made to his department in response to the Covid epidemic.  He will gradually begin to resume routine practices that had been on hold because of the epidemic.  He reported that scams have increased; his department is proactively trying to warn the public.

Chief King addressed the increase in request for “car cruises” or “parades” for birthday parties.  He has been coordinating with Fire Chief Matt Larrabee.  The feedback from the public has been phenomenal.  All agreed that these were positive events for the community, especially during these difficult times.  Chief King questioned the need for a permit; however the Board did not think that necessary.  Chief King will maintain a list of requests and keep the Board aware. 
 

TOWN ADMINISTRATION
Mr. Moore discussed the possibility of re-opening the parking lot at Stratham Hill Park to Stratham residents only.  Mr. Crow agreed with the recommendation. Chief King, although supportive, felt enforcement would be challenging.  Ms. Knab wanted to ensure alignment with state guidelines.  She, along with Mr. Lovejoy, expressed caution regarding the timeline and increased strain on the police department to monitor the parking lot.  Mr. Houghton agreed but wanted to have further discussions.  It was decided to defer a decision to May 18.   

Mr. Houghton drew attention to the correspondence item, a letter from the DRA.  There were no comments from the Board or the public.

Memorial Day Ceremony
Mr. Moore and Jeff Gallagher, coordinator of the Memorial Day event have had discussions regarding the safety of holding the traditional Memorial Day events.  In accordance with state guidelines, they felt it would not be prudent to move forward with the parade or ceremony.  Mr. Moore and the Board felt it was important to recognize the holiday and to acknowledge the veterans who gave their lives.  Mr. Moore will work with the Fire Department on an appropriate and safe way to observe the holiday.

Town Meeting
Mr. Moore has had conversations with David Emanuel, Town Moderator and many others regarding the Town Meeting.  All agree that the May 16th date will need to be postponed.  Mr. Moore suggested Saturday, July 11th.  He discussed alternate locations that would allow for social distancing.  Mr. Moore will contact Dr. Ryan, SAU Superintendent, on the possibility of using the Exeter High School facilities. 

TIF District Communication
Mr. Moore has been monitoring social media in hopes of addressing residents’ questions and concerns surrounding the TIF District warrant article.  He made several suggestions on strategies to re-engage residents on this major policy initiative.  The Board wanted to reintroduce all the warrant articles when the notification about the Town Meeting postponement is made.  They are eager to receive feedback and continue to have conversations regarding the Articles.  They acknowledged that the proposed budget will be very different than the one originally brought forth in February.  An amendment will have to be made, but the environment is still uncertain; much remains unknown.

Marin Way
Town Planner Tavis Austin submitted materials advising the Board that Lindt is moving forward with their project.  As part of that, NH DOT is requiring improvements at the intersection of Marin Way (town owned) and Rt. 111 (state owned).  Lindt’s contribution still needs to be negotiated.  This is the beginning of a public works initiative which is being coordinated with the Planning department.  Mr. Moore will obtain clarification from DOT as to process and timing and will put it before the Board at a later date.  Mr. Houghton wanted to ensure cost sharing.  

Mattress Fees
Public Works Director Nate Mears submitted a proposal to increase the fees charged for mattresses at the Transfer Station.  The fee we charge does not cover the cost of disposal.  Mr. Mears has located an agency that will recycle the mattresses for a lower cost than what we currently pay.  However, the fee will still need to be adjusted.  Mr. Lovejoy made a motion to increase the fee to $20 per mattress and $10 for a crib mattress.  Ms. Knab seconded the motion.  Via roll call vote, all voted in favor. 

CDBG Contract Amendment
Mr. Moore reported that, on the recommendation of the REDC, the State of New Hampshire supports transitioning the 2018 CDBG grant from job creation to job retention.  Mr. Lovejoy motioned to authorize the Board Chair to execute the contract amendment with the State of New Hampshire as recommended by the REDC.  Ms. Knab seconded the motion.  Via roll call vote, all voted in favor.

Grant Opportunity – Warm Zone Equipment for Fire Department
Fire Chief Matt Larrabee had submitted a recommendation that he, along with the Town Administrator and Finance Administrator, apply for a Department of Homeland Security 2018 EMS Warm Zone Equipment grant ($6,000).  The purpose of the grant is to outfit our first responders with appropriate equipment to respond to “warm-zones”, such as active shooter situations.  Mr. Houghton made a motion to authorize the Fire Chief, Finance Administrator and Town Administrator to apply for, accept, and expend a grant from Homeland Security in the amount of $6,000 for warm-zone equipment.  Ms. Knab seconded the motion.  Via roll call vote, all voted in favor.

Building Permit Fee Waiver Request – School Construction
Building Inspector/CEO Shanti Wolph submitted a memo to the Board detailing a request from Richard Wendell, Owners Representative for the C.M.S. renovation project for a 100% waiver from the $47,864 in Building Permit Fees.  RSA 41-9-a permits the Select Board to amend fees for issuance of a permit.  Based on Mr. Wolph’s research, Mr. Moore described how other towns have handled this type of request.  After some discussion, Mr. Lovejoy motioned to reduce the building permit fee for the C.M.S. renovation project by a prorated amount equal to the school population from Stratham (Stratham has 24% of the students in the SAU); this would equal a waiver of $11,487 and a final permit amount of $36,017.  Mr. Houghton seconded the motion.  Via roll call vote, all voted in favor.

TOWN ADMINISTRATION
Mr. Moore has been following State disbursement of the CARES Act money to municipalities.  Our town is eligible for reimbursement of up to $176,000 for Covid related expenses.  These funds are not for revenue replacement, but can be used for expenses such as welfare costs, tele-remote operations, election costs if not funded by the federal government, legal fees, etc.  FEMA is also offering funds, but a significantly less amount.  All Covid related expenses continue to be tracked.  Mr. Moore reviewed the modification to the Governor’s order and explained how it pertained to us as a municipality.  When employees start coming back to the office to work, Mr. Moore suggested having an EMT take the temperature and screen employees at the beginning of each day.  The Board was in support of this.  In accordance with the State guidance, Mr. Moore recommended allowing the employees to continue to work remotely until the end of May, noting that it has been working well, with no disruption of service.   

Town Clerk Joyce Charbonneau has requested a plexi-glass barrier be installed at their counter.  Mr. Moore has requested Nate Mears work on this.  The Board was supportive. 

Mr. Moore received a request from a resident to grow crops on the Gifford Field at Stratham Hill Park.  Not having had this request before, the Board raised many questions.  This led to a discussion on community gardens.  Policies and procedures would need to be initiated.  They felt strongly that the Conservation Commission, Stratham Hill Park Association as well as the Parks & Recreation Department should be involved in the conversation.  Given the current epidemic, it is unlikely this project would happen this year.  Mr. Moore will follow up.

Mr. Moore spoke with Jim Ricker regarding the PFAS issue.  He is putting together a proposal for testing we will be required to do.  We are still waiting to hear back from the State on our submittal.

The owners of 82 Portsmouth Avenue submitted a 79-E tax relief application which looks eligible and complete.  Next, it would need to be accepted and a public hearing held.  Mr. Moore will bring it before the Board on May 18 and make a referral to the Heritage Commission. 

Mr. Houghton noted that the Heritage Commission is seeking to engrave the names of veterans of the Persian Gulf War on the fourth obelisk at the Veteran’s Garden at Stratham Hill Park.  He was supportive of allowing the Heritage Commission to spend the $250, as it is previously allotted funds that can only be used on Heritage Commission projects.  Mr. Moore clarified and confirmed that the Board would be supportive of projects whose funds have been allocated in prior budgets and can only be expended through those specific accounts. 

At 9:27 pm Mr. Lovejoy made a motion to adjourn.  Ms. Knab seconded the motion.  Via roll call vote, all voted in favor.

Respectfully submitted,
Karen Richard
Recording Secretary