TOWN OF HOLDERNESS
BOARD OF SELECTMEN
MINUTES
October 12, 2009
Selectmen Present: Barbara Currier, Christopher Devine, John Laverack, Suzanne Peoples, and Peter Webster - Chair
Others Present: Walter Johnson – Town Administrator, Ellen King – Town Clerk/Tax Collector, David Lorch – Town Planner, Ed Shields, Crystal Harless, Kent Smith, Willis Holland
Call to Order: The meeting was called to order at 5:00 P.M in the lower level conference room of the town hall. Mr. Webster noted that a notice of violation of the Zoning Ordinance had been sent to Ed Shields, Holderness Harbor, from Town Counsel and that Mr. Shields would be attending the meeting to discuss the letter. The violations include construction beyond the terms of the approved building permit and expansion of an existing use without site plan approval. The letter notifies Mr. Shields of fines pending against him for said violations totaling $30,000+. Mr. Johnson and Mr. Lorch will review the Planner position and present a proposal at the next Selectmen’s meeting. Mr. Johnson has sent a Request for Proposal (RFP) for work at the Transfer Station. The correspondence folder included information about
the possibility of the state instituting donor towns again for school funding.
Payroll & Payables:
Signature File
The following items were reviewed, discussed, and signed:
- Veterans’ Credit: John McDonough, Tax map 224 Lot 51
- Intent to Cut: Crawford, Tax Map 241 Lot 71
Correspondence File
Board members reviewed and approved the following:
- NH Association of Assessing Officials: 2010 slate of Officers and Directors
- Road Agent: Work for week of 10/12/09
- Town of Plymouth: Notice of quarterly Advisory Ambulance Committee meeting on 10/14/09
- Budget Memo: Notice from Walter Johnson to Department Heads and Committee Chairs regarding budget process and deadline for submission of budget.
- Mitchell Municipal Group PA: Violation Notice to Ed Shield & Greg Baker regarding Tax Map 101 Lot 32 – Holderness Harbor
- Notice of retirement party for Larry Mowbray on Saturday 10/24/09
- David Horton: Letter of resignation from Planning Board
- Approval for proposed improvements to Huckins Hill Road by Barry Eastman subject to review and approval by the Road Agent.
- Department of Revenue Administration Community Action Report by Sam Greene
The meeting was moved to the upstairs meeting room at 5:30 P.M.
Minutes: Mrs. Currier moved, seconded by Mr. Devine, to approve the minutes of September 28, 2009 as written. Motion passed.
Public Participation: Mr. Shields noted receipt of the violation letter and gave a brief synopsis of the history of the project. He explained that the existing septic system is operational for the marina, but had been told it should be brought to existing standards to meet the needs of the proposed commercial operation. Ms. Palmer has state approvals for the restaurant she operated this summer. He provided the Board with a letter from Bruce Barnard, septic designer, that stated he would be unable to provide a new septic design for the scheduled continued hearing at the October Planning Board meeting and did not provide an estimated completion date for the plan.
Mr. Webster stated that while the Board felt the project was beneficial to the town, the work had been done in violation of the original building permit and without an approved site plan. He noted that the town had sent numerous notifications of non-compliance and requests for required documents with no response. Mr. Lorch informed the Board that the at the August Planning Board meeting, the applicant had been requested to provide a site plan incorporating all the information required, including parking and easement layouts, and a new septic design for review at the October Planning Board meeting. Mr. Lorch noted that the Planning Board could approve a site plan contingent upon receipt of a septic plan prior to opening next spring. Mr. Shields will attend the Planning Board meeting and present his plans.
Department Heads:
Ellen King – Town Clerk / Tax Collector: Mrs. King reported that she met with Archivist Craig Evans to review storage and filing of town documents. He recommended several procedures which will result in a better and more comprehensive filing system. Motor Vehicle registrations are slightly down, possibly due to the state increase in fees. Mrs. Hixon has been attending several training sessions and is doing an excellent job as deputy. At this point in time, 96% of the spring 2009 property taxes have been collected.
Old Business:
1. Transfer Station Taskforce Update: A quote has been received from Nobis Engineering for work at the Transfer Station; other RFP’s are due next week. Nobis did the pre-closure engineering for the several years ago.
2. Veterans Honor Roll Update: Mrs. Currier explained that the Veterans’ Committee has requested that she be the speaker at the dedication service; the Board concurred. She reviewed the agenda for the service. Delivery and installation of the monument is scheduled for October 16th or 19th.
3. Burleigh Farm Road Petition Update: A public hearing will be set after a title search has been completed in order to send required abutter notices. It was discovered that the abutters must receive a 30 notice for the public hearing.
New Business:
1. FY 2010/11 Budget Preparation: The budget process has started, with packets going to all department heads and committees.
Administrator’s Report:
1. Mr. Johnson attended a meeting of the Donor Coalition of potential donor towns for state education. The current cap expires at the end of 2011. Anything collected by a town in excess of an “adequate education” will be sent to the state for distribution to other towns. Holderness could possibility be a donor town again in 2012 if current legislation does not change. Governor Lynch attended the meeting and confirmed his position against donor towns but the Legislature and Senate are the ones to be working with on the topic.
2. The Safety Committee held their third quarter meeting and listened to a presentation by Lt. Tanner regarding violence in the work place. Issues raised during building assessments have been addressed with a couple of exceptions.
3. The Office of Energy and Planning sponsored a meeting to provide information about Federal energy grants created from stimulus funds. Applications may be available in 60 days; there is a 180 day deadline for implementation and completion upon application approval.
4. The Tax Rate will be set soon. An actual date to meet with DRA will be set next week.
5. Mr. Johnson met with Eleanor Spinazzola regarding health insurance rates and provided packets detailing options to the Selectmen. This item will be on the 10/26/09 agenda. He is also requesting a quote from the Local Government Health Trust.
6. Mr. Johnson and Mr. Lorch will work on a new job description for the planner position to be discussed at the 10/26 meeting.
At 6:40 P.M. Mr. Devine moved, seconded by Mrs. Currier, to recess the meeting to discuss a legal matter. Motion approved. The meeting was reconvened at 6:55 P.M.
At 6:55 P.M. Mr. Devine moved, seconded by Mr. Laverack, to enter non-public session pursuant to 91-A3,II to discuss an employee matter. Currier – yes; Devine – yes; Laverack – yes; Peoples – yes; Webster – yes. Motion passed.
Non-public Discussion: A general discussion of a COLA for the 2010/11 budget noted a 1.5% decline in the Northeast CPI through August. Typically this index is used for setting COLA. It was generally agreed a 1.5% COLA would in effect be a 3% increase. Department heads are still encouraged to make merit adjustments for deserving staff members.
At 7:15PM Public Session Resumed.
Adjournment: There being no further business, Mr. Laverack moved, seconded by Mrs. Currier, to adjourn the meeting at 7:20 P.M.
Respectfully Submitted,
Wendy Huff, Secretary
Minutes Approved: October 26, 2009
Corrections:
1. Page 2, Old Business, #1: Change: Nobis did the pre-closure engineering for the several years ago. to Nobis did the pre-closure engineering for the transfer station several years ago.
2. Page 3, Old Business, #3: Change: It was discovered that the abutters must receive a 30 notice for the public hearing. to It was discovered that the abutters must receive a 30 day notice for the public hearing.
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