NEWMARKET TOWN COUNCIL

WORKSHOP

MARCH 18, 2009

TOWN COUNCIL CHAMBERS

7:00P.M.

Present:                                                                                  Absent:

Chairman Glennon

Vice-Chairman Carr

Councilor James Bergeron

Councilor Rose-Anne Kwaks

Councilor Michael LaBranche

Councilor Steve Minutelli

Councilor Michael E. Ploski

Administrator Ed Wojnowski

Chairman Glennon called the meeting to order at 7:04pm. He noted in a past meeting he had made reference to a document he had provided the Administrative Assistant and had commented she had not provided the document for the Councilors. He apologized to Kathy Castle as she had not received the document from him.

1. Minutes:             Town Council to Consider Acceptance of Minutes

            a. March 4, 2009 Business Meeting

Motion: To accept the March 4, 2009 Business Meeting minutes.

Motioned: Vice-Chairman Carr

Seconded: Councilor Minutelli

Councilor Kwaks noted on page 6 there had been a discussion about the water meters. She asked if there had been clarification as to whether maintenance can continue with the meters if the warrant article failed.

Administrator Wojnowski explained “no means no.” If the warrant article failed, none of the water meters could be changed.

Vote: 5-0 Motion carries

            Councilor Kwaks                     Aye

            Councilor Bergeron                  Aye

            Councilor LaBranche               Aye

            Councilor Ploski                       Abstain

            Councilor Minutelli                   Aye

            Vice-Chairman Carr              Aye

            Chairman Glennon                   Abstain

Chairman Glennon and Councilor Ploski abstained from the vote because they had not been present at the meeting.

2. Emergency Management – Candy Jarosz

Chairman Glennon referenced the meeting yesterday in which a proposal had been received from Regal Electric Company.

Administrator Wojnowski explained the proposal had been for the Town Hall and Community Center.

Emergency Management Director Candy Jarosz explained the generator that would be replaced was from the old pumping station which had been built in 1969.

Chairman Glennon noted if a new generator is purchased the funds would come from the CIP. The Town Council will discuss this at the Business Meeting and will determine whether to make the purchase.

Emergency Management Director Candy Jarosz explained there is information available on the website. This information would be updated and includes items to bring to a shelter. It is suggested to keep a seven-day supply of food, water and medications. She spoke with the school moderator who has approved a letter and brochure. These handouts will be available on the website soon. She has met with Meals on Wheels. She is asking any resident who may need help in an emergency to let her know ahead of time in order to prepare a list. Such special needs can include residents in a wheelchair, sight or hearing difficulties, residents using oxygen or requiring refrigerated medications. She has been working with MIS Director Doug Poulin and Chris Williams about setting up a taping with the SPCA on what to do with pets. Animal shelters will need pet carriers and shot records. She has called Clay Mitchell approving letters and brochures to be available at the Town Hall for voting day. A packet has been sent home with elementary school students. During emergencies communication is difficult. She suggested residents invest in a portable radio, extra batteries and flashlights. She has been in contact with the Community Church who has offered to open as a comfort center. Great Bay Kids Company is working on a management plan. She noted it would be important to institute a neighbor helping neighbor plan. In the event of an evacuation, preplanning is key. It is important to let friends and family know where residents are going. She is compiling a list of volunteers; there are many ways to help. She is attempting to put together an Emergency Preparedness day. It takes about a year to plan; each department puts together a booth about what procedures are followed within the department. It is important to let the community know what services are available and what to do in the event of an emergency.

Councilor Kwaks asked if there had been problems with cell phones during the ice storm and what involvement the Town Council Chairman and Town Administrator had during the events.

Emergency Management Director Candy Jarosz noted there had been ice on both towers. She did not believe the Fire Department or Police Department had problems. She had contacted the Town Council Chairman and Town Administrator during the ice storm.

Councilor Ploski asked if it is customary to perform mock disasters to test the emergency response system.

Emergency Management Director Candy Jarosz explained in the past every department has been tested. The Exeter Regional Pandemic Plan will be tested statewide on May 16, 2009. There are seven points of distribution (PODS) including one in Newmarket that is being finalized. Having a hazard mitigation plan allowed residents to apply for reimbursement funding. This is reviewed on a two-year cycle. There have been discussions about an alert system to use throughout the towns. There are some inexpensive options available.

Councilor LaBranche suggested Club Chameleon may be an organization to look to for volunteers.

Councilor Ploski suggested a system similar to the old ice card system. There would be one piece of paper for residents to keep track of.

Councilor Kwaks thanked Chairman Glennon for being present during the ice storm and taking the lead on bringing the emergency planning forward.

3. Department Head Reports

            a. Police Chief, Kevin Cyr

Police Chief Kevin Cyr explained a pilot program had been implemented at Moody Point on a volunteer basis. Residents were asked to provide information about their homes. The department has the capability of dispatching by address and can include important information about a property’s inhabitants. Residents can fill the form out; forms are available at the police department. All information submitted would remain confidential. The reverse 911 system allows dispatch to call multiple numbers all at once; the school has implemented a similar program. Activity in the department is up 12% over last year. Construction detail continues. Dispatching has had poor service since going digital as there is all or nothing rather than a scratchy signal. Rockingham dispatch is maxed out and cannot take Stratham or Newfields. The contract ends in 2010; at that time the contract will be renegotiated so they will be paying a fair share for the services provided. Fuel conservation measures are being taken including drop in price per gallon, reducing mileage and idling. The transmitter relocation progress slowed down over the winter; the Town is waiting for Fairpoint to install the lines on the water tower. The antenna would be at the highest point. There is $23,000 stimulus funding earmarked for law enforcement. With receipt of this funding he hoped to get mobile data modules into each vehicle. He would get the figures together for a grant in draft form within the next couple of weeks so it can be filed by the deadline mid-May.

Chairman Glennon asked if there were any patrol officers downtown. He referenced the parking on Central Street by Bugham’s noting people are parking where there are no parking spots.

Police Chief Kevin Cyr noted he did not have dedicated officers on foot downtown. The Town is set up into quadrants. Parking tickets are up in the downtown area.

8. Review of Cash Receipts Policy

Chairman Glennon noted the Municipal Audit Committee had been charged with looking at the policies and procedures in Town and to make recommendations to the Town Council. He referenced an email from Administrator Wojnowski relating to the cash receipts policy; specifically as it relates to the transfer station. He noted changes had been made to the policy that had not been authorized by the Town Council. Councilor Kwaks is the Council representative to the Municipal Audit Committee and brought this forward to the Council for discussion. In requesting copies for tonight’s discussion, Councilor Kwaks had been told she would be charged $.50 per copy. He felt Councilor Kwaks should receive her $12 back as she was doing her due diligence in providing the Council with supporting information.

Councilor Kwaks noted the Municipal Audit Committee was supposed to meet earlier today, but had been unable to because the meeting had not been posted.

Robert Bestani noted there seems to be violations of adopted town policies. There is a history of financial problems in this Town. The violations that have occurred seem to be a willful disregard of existing policies that were fully understood. The Municipal Audit Committee unanimously voted to recommend the Town Council review policies and procedures to see if the policy needs to be changed. The Council would need to determine if the policies need to be changed, and if not, why it was violated and how it would be handled in the future. He referenced a letter from the Municipal Audit Association making recommendations.

Administrator Wojnowski expressed his frustration noting prior to tonight, Finance Director Don Parnell had planned on being here for this discussion. Chairman Glennon had suggested Finance Director Don Parnell’s presence would not be needed because this discussion would be deferred. He felt there were aspirations cast unnecessarily within the Municipal Audit Committee letter. There had been one situation at the transfer station where an individual had tried to pay with cash. The employee told the individual cash was not accepted. The individual threw the cash at the employee and drove away. The employee deposited the cash and wrote a check out to the Town. A book of duplicate cash receipts was purchased so this kind of situation could be avoided in the future. The Town policy is not to accept cash and residents are told that. There needs to be an alternative plan in the event cash is the only possible payment. Since that incident no cash has been accepted at the transfer station. Residents have driven home to get their checkbooks. The policy was subsequent to the incident.

Chairman Glennon noted he did tell Finance Director Don Parnell he did not have to be present. He was going to ask the Town Council to refer this to the Municipal Audit Committee to review the information and come back to the Town Council with recommendations.

Administrator Wojnowski did not feel there was a need to undertake an investigation.

Councilor Kwaks noted the policy had been based on an employee taking cash at the transfer station. She wanted to find out if this had been an ongoing problem. She reviewed the invoices for April, May and June and had found no cash deposits. She referenced an email sent to all Councilors without a copy being put in her mailbox noting this had not been the first time she had not received information other Councilors had received. She noted the Municipal Audit Committee has recommended to the Town Council to investigate the alleged circumstances. The Town Council has the authority to create and change Town policies; not the Town Administrator.

Robert Bestani noted it was not the intention of the Committee to cast aspirations. The Committee wanted to ensure the good name of the Town was upheld. The Committee is cognizant of the issues in the past and felt there was enough evidence to warrant an investigation. There is evidence there have been a number of violations. 

Councilor LaBranche felt this discussion was bordering on a non-public discussion. He was not comfortable discussing the actions of a particular employee unless that discussion was held in non-public.

Councilor Minutelli agreed stating a non-public discussion must be duly noticed and the subject employee has the right to be present and ask for a public meeting if desired. He proposed this discussion be put on a future agenda. He suggested the discussion should be about the possibility of amending the policy, not discussing a specific employee’s actions.

Councilor Ploski suggested moving forward and instructing Administrator Wojnowski to instruct the Finance Department to review the cash receipts policy for suggestions; with specific reference to the transfer station and any other area a conflict situation may occur so Town employees will not have to face irate residents.

Chairman Glennon agreed and added the Municipal Audit Committee should also be included.

Councilor Kwaks noted she is not concerned with what the individual did. She was concerned with the Town Administration not adhering to a policy the Town Council has approved and adopted. She felt it was important to enforce the policies created within the Town.

Councilor Ploski noted the Town Council adopts policies that may not always work 100%. This would be a great example. He felt the policy needed to be reviewed and changes need to be addressed. Two suggestions have been made for the policy. With the Finance Director’s guidance, the Council is in a position to evaluate both options. The Municipal Audit Committee ensures policies are adhered to. He did not see the Municipal Audit Committee as a body to recommend changes. If the cash receipts policy is not working, it is up to the Town Council to make the necessary changes.

Chairman Glennon noted the Municipal Audit Committee should work with the Finance Director and Town Administrator on recommendations.

Robert Bestani stated the Municipal Audit Committee has not done an investigation. The Committee is concerned because there appears to be a policy that is being violated. The Committee has asked the Council to review the policy as a body.

Administrator Wojnowski noted there is one time where cash was accepted, a police report had been done and it has not happened again. The policy is not being violated time and again. Checks are accepted at the transfer station. He referenced a letter from the Municipal Audit Committee, stating the acceptance of cash is not condoned at the transfer station.

Chairman Glennon stated the Municipal Audit Committee will work with Finance Director Don Parnell and Administrator Wojnowski on reviewing the policy.

4. Discussion of Fees Charged by Departments

Chairman Glennon appointed Councilor Kwaks and Councilor Minutelli to work with the department heads and Town Administrator on reviewing fees charged by departments and where revenues can be increased. He suggested the subcommittee should come back to the Council by the end of April.

5. Discussion of Use of Town Building Facility

Chairman Glennon referenced a memo from Attorney F. X. Bruton relating to possible discrimination areas.

Councilor Minutelli asked if the application form is available on the website and whether it can be filled out and submitted online.

The Town Council discussed possible uses, cleaning and set up for the functions.

Chairman Glennon noted there is a $100 damage deposit required. He suggested if an organization consistently used the facility, that $100 deposit could be retained until use of the facility ceased. He asked how these organizations would access the building.

Administrator Wojnowski explained Police Chief Kevin Cyr would inform the organization of the policy and would provide a sign out system. That would need to be included on the form somewhere.

Councilor Ploski noted the application prohibits animals but guide animals should be allowed.

Motion: To accept the Application for Use of Town Building Facility for the Town of Newmarket, New Hampshire with the proposed changes.

Motioned: Councilor Ploski

Seconded: Councilor Bergeron

Vote: All in favor

6. Discussion of Town Hall Hours of Operation

Chairman Glennon noted the Town Hall has experienced a savings by going to a four-day work week. He referenced memos from the staff indicating the convenience for residents to make it to the Town Hall to transact business during the extended hours. The Town Clerk/Tax Collector office is authorized to set its own hours by state law.

Councilor LaBranche noted after posing his questions at the last meeting, he has not received any resident feedback positive or negative. He asked if the SAU Office is open year round and whether that would counteract the intent of the fou- day work week for Town staff.

Administrator Wojnowski noted he could speak with the Superintendent of Schools and see if the four-day work week would work for the School staff as well.

Motion: To continue the four-day work week with periodic feedback and review.

Motioned: Councilor LaBranche

Seconded: Councilor Bergeron

Administrator Wojnowski noted the departments could have available a questionnaire.

Chairman Glennon noted an advertisement could be posted on Channel 13.

Councilor Ploski suggested the cost savings over the summer would be equal or greater to the cost savings experienced throughout the winter. It would be important to receive feedback from residents. He suggested the advertisement on Channel 13 should state any Town Councilor could be approached about the hours.

Chairman Glennon felt all feedback should go through the Town Administrator.

Administrator Wojnowski suggested a form could be available on the website for residents to fill out.

Councilor Ploski suggested the form should also be available in the Town Hall for residents without internet access.

Councilor LaBranche suggested questionnaires could be put into car registration reminders and there could be a drop box for suggestions.

Councilor Bergeron suggested questionnaires could be available at the Town Meeting as well.

Councilor LaBranche amended his motion to include the feedback suggestions.

Councilor Bergeron seconded the amendment.

Councilor Kwaks noted the Council was supposed to receive information from Finance Director Don Parnell regarding the cost of holiday, sick and vacation pay as it relates to the four-day work weeks. She suggested the money saved on heating could be spent on additional holiday and sick pay.

Administrator Wojnowski noted the Town Hall pays full time employees 2,080 hours regardless as to how that is allocated is irrelevant.

Vote: 6-1 Motion carries

            Councilor Kwaks                     Nay

            Councilor Bergeron                  Aye

            Councilor LaBranche               Aye

            Councilor Ploski                       Aye

            Councilor Minutelli                   Aye

            Vice-Chairman Carr              Aye

            Chairman Glennon                   Aye

7. Channel 13 Slide Procedure Update – Michael Ploski

Administrator Wojnowski noted he had watched a couple Channel 13 meetings and will have information drafted for the April Business Meeting.

9. Discussion of Ordinance for Tree Committee – Jim Bergeron

Chairman Glennon noted Councilor Bergeron had asked for this discussion to be postponed to the next meeting.

10. Town Council to Consider Nominations, Appointments, Elections and Resignations:

            a. Advisory Heritage Commission

Chairman Glennon noted Michael Dowling has been attending the meetings regularly.

Motion: To appoint Michael Dowling to the Advisory Heritage Commission for the alternate term expiring May 2011.

Motioned: Councilor Minutelli

Seconded: Councilor Ploski

Vote: 7-0 Motion carries

            Councilor Kwaks                     Aye

            Councilor Bergeron                  Aye

            Councilor LaBranche               Aye

            Councilor Ploski                       Aye

            Councilor Minutelli                   Aye

            Vice-Chairman Carr              Aye

            Chairman Glennon                   Aye

            b. Cable Access Committee

Motion: To appoint Douglas Bozek to the Cable Access Committee for the term expiring May 2010.

Motioned: Councilor Ploski

Seconded: Councilor LaBranche

Vote: 7-0 Motion carries

            Councilor Kwaks                     Aye

            Councilor Bergeron                  Aye

            Councilor LaBranche               Aye

            Councilor Ploski                       Aye

            Councilor Minutelli                   Aye

            Vice-Chairman Carr              Aye

            Chairman Glennon                   Aye

            c. Lamprey Riverwalk Committee

Chairman Glennon noted Stacia Sower is highly qualified for this position.

Motion: To appoint Stacia Sower to the Lamprey Riverwalk Committee for the term expiring May 2009.

Motioned: Councilor Kwaks

Seconded: Councilor Ploski

Vote: 7-0 Motion carries

            Councilor Kwaks                     Aye

            Councilor Bergeron                  Aye

            Councilor LaBranche               Aye

            Councilor Ploski                       Aye

            Councilor Minutelli                   Aye

            Vice-Chairman Carr              Aye

            Chairman Glennon                   Aye

11. Appointment of Deputy Health Officer

Chairman Glennon noted Health Officer Dan Vincent is requesting the Council appoint Tom Johnson, Building Official and Health Officer in Durham, to be the Deputy Health Officer for Newmarket. Durham will be appointing Dan Vincent to be the Deputy Health Officer to Durham in Tom Johnson’s absence. No salary would be switched.

Motion: To appoint Tom Johnson, Building Official and Health Officer in Durham, to be the Deputy Health Officer for Newmarket.

Motioned: Councilor Ploski

Seconded: Vice-Chairman Carr

Vote: 7-0 Motion carries

            Councilor Kwaks                     Aye

            Councilor Bergeron                  Aye

            Councilor LaBranche               Aye

            Councilor Ploski                       Aye

            Councilor Minutelli                   Aye

            Vice-Chairman Carr              Aye

            Chairman Glennon                   Aye

12. Review of Standing Committees and Council Representatives

            a. Councilor Michael LaBranche

CIP Committee

Councilor LaBranche noted the CIP Committee is dormant until starting up for next year’s budget season.

Budget Committee

Councilor LaBranche noted there had been a public hearing last night that had been televised. The Budget Committee signed off on the budget. An informational sheet was available for residents last night. The Budget Committee also recommended three warrant articles.

Eric Botterman noted the petitioned warrant article put forward by the Veteran’s Memorial Trust Committee had been recommended.

Councilor LaBranche noted the deliberative session would be held on April 7, 2009. The Town vote would be held on May 12, 2009.

Energy Committee

Councilor LaBranche noted the Energy Committee had met yesterday and will be asking the Town Council to consider utilizing the Jordan Institute, a non-profit agency to do the energy audit for the Town. The Jordan Institute would charge for the expense of the audit. The Energy Committee is asking for authorization to expend up to $800 for the audit, which would include a complete study of the Town Hall.

Chairman Glennon asked for the request to be submitted in written format for the Business Meeting; funds for the audit could be pulled from the Town Council contingency fund.

Motion: To authorize the expenditure not to exceed $800 to perform an energy audit on the Town Hall facility by Jordan Institute with the funds coming from the Town Council contingency fund.

Motioned: Councilor LaBranche

Seconded: Councilor Ploski

Vote: 7-0 Motion carries

            Councilor Kwaks                     Aye

            Councilor Bergeron                  Aye

            Councilor LaBranche               Aye

            Councilor Ploski                       Aye

            Councilor Minutelli                   Aye

            Vice-Chairman Carr              Aye

            Chairman Glennon                   Aye

Chairman Glennon noted this still needed to come back in the form of a resolution for Councilors to sign.

Councilor LaBranche noted the Energy Committee is still discussing the possibility of using hydropower from the dams.

            b. Councilor Jim Bergeron

School Board

Councilor Bergeron noted the School Board is looking at options for student information management systems. There is no date for the facilities tour. He felt a date would be set before May for the tour; candidates would be welcome and encouraged to attend.

Conservation Commission

Councilor Bergeron noted the Conservation Commission is discussing creating a master trail plan over conserved properties. The Recreation Department has a plan started. Recreation Director Jim Hilton has offered his help. The Conservation Commission will be offering composters, rain barrels and kitchen pails at the events the Commission attends and at the Town Hall. The Commission is very concerned about the well drilling at Wiggin Farm as the land had been torn up and the rigs had damaged some of the wetlands. Ellen Snyder would be submitting photos and an email to the Town Administrator, Town Council and Conservation Commission. The equipment had been handled heavy handedly and had gone over the rock walls and created a significant amount of damage.

Administrator Wojnowski noted Bill Shrub from CMA had been out there the day after a big snowstorm. The equipment had broken through partially frozen ice on the way back through. Bill Shrub had been out there today to look at the area. He would speak with Ellen Snyder on how to fix the area and with the state on how to mitigate the wetlands issue. This was not done intentionally.

Councilor Bergeron noted the Conservation Commission had assumed the company would have used the gated access. The Commission is concerned with how sampling will be done in the future.

Administrator Wojnowski noted the company would go to the site, park their vehicles and walk to the test well sites.

            c. Vice-Chairman Judith Carr

Planning Board

Vice-Chairman Carr noted the Planning Board will be meeting next Tuesday to discuss regular business and the Historic District Ordinance. The Board hoped to send the final draft to the Town Council soon.

            d. Chairman Dana Glennon

Lamprey Riverwalk Committee

Chairman Glennon explained there had been a meeting last week with Richardson & Associates to discuss preliminary costs for the fourth phase of the Riverwalk. There were two versions proposed; one was at an estimated cost of $88,000 and one was at an estimated cost of $190,000. He and Project Coordinator Julie Glover had sat with representatives from Richardson & Associates and had scaled the project to $110,000. The Council has approved the expending of funds but has not approved the design concept yet. Richardson & Associates would work with Appledore Engineers to scale back the design. He noted during the budget process funds for the Riverwalk had been cut from $25,000 annually two years ago, to $5,000 this year. He noted this impeded the ability to get grants as these funds were used as matching funds. Something would be presented to the Town Council at the next Council meeting.

            e. Councilor Rose-Anne Kwaks

Advisory Heritage Commission

Councilor Kwaks noted the Commission had received the draft Historic District Ordinance. The Planning Board would continue discussing this ordinance at their March 24, 2009 meeting.

Municipal AuditCommittee

Councilor Kwaks noted the Chairman of the Municipal Audit Committee had been here earlier tonight.

Municipal Solid Waste Committee

Councilor Kwaks noted there are supposed to be two Town Councilors on this committee along with a Planning Board representative, the Town Administrator and the Director of Public Works. She suggested reviewing the resolution and felt the Code Enforcement Officer may be better suited to sit on the Committee.

Administrator Wojnowski noted the last time the Municipal Solid Waste Committee had met was in 2001.

Councilor Kwaks stated the Committee only meets when it is time to renegotiate the contract.

Chairman Glennon suggested reviewing the resolution to determine whether membership should be changed.

Administrator Wojnowski noted the Town Council has briefly discussed reviewing the committees in Town to see if they could be consolidated.

Chairman Glennon noted that would be an agenda item for the April Workshop.

            f. Councilor Michael E. Ploski

Channel 13

Councilor Ploski noted he had been unable to schedule a meeting with a quorum of members.

Highway Public Safety Committee

Councilor Ploski noted there has not been a meeting since the last time he updated the Council.

Main Street Committee

Councilor Ploski noted he was unable to attend the last meeting due to prior commitments.

Chairman Glennon referenced the parking downtown feeling there needed to be resolution. He would add that to the April Workshop agenda.

            g. Councilor Steve Minutelli

Downtown TIF Advisory Board

Councilor Minutelli noted the minutes from this meeting were available in Council packets.

Open Space

Councilor Minutelli noted the Open Space Committee had met Monday, March 16, 2009 to discuss the Lita Lane properties. It had been agreed to wait until the snow has melted to do a site walk.

Veteran’s Memorial Trust Committee

Councilor Minutelli noted the Committee had met March 2, 2009 and had made recommendations to the Council to award the contract for work. Another meeting has been scheduled for next week.

Councilor LaBranche noted during the Open Space Committee meeting, there had been a discussion about whether the $500,000 earmarked for athletic fields could be used for open areas. There was also a question whether the Committee would cease to exist once all funds had been used. He suggested the Council needed to determine what the funds could be used for and how long they could be held.

Chairman Glennon directed the Council representative to the Open Space Committee to work with Administrator Wojnowski on answering those questions.

Councilor Kwaks felt the language of the warrant article was specific to athletic fields.

Black Bear TIF

Administrator Wojnowski noted he had met with Mark Stevens from the Conway Group in Stratham. A letter of intent had been submitted by Boise Cascade Company to use approximately 25 acres within the Black Bear TIF for the purpose of installing a railroad siding, which would carry lumber products in for distribution to Vermont, Maine, New Hampshire and Massachusetts. The Conway Group is actively working with the railroad company on a crossing with a goal of beginning construction later this year. The goal is for Boise Cascade Company to move at the end of the fourth quarter of 2010. He suggested the Town Council could consider possibly hiring a consultant to work with the Committee to develop an overall master plan for the property. The area could become a “rail park” where other companies would ship products to store and distribute.

Chairman Glennon noted Wells, Maine is competing against Newmarket for the project as well. Newmarket remains at the top of the list.

Chairman Glennon noted Public Works Director Rick Malasky was now available. The Town Council would revert to agenda item 3 for his quarterly report.

3. Department Head Reports

            a. Police Chief, Kevin Cyr

This agenda item was discussed earlier in the evening.

            b. Public Works Director, Rick Malasky

Public Works Director Rick Malasky noted the check for expenses incurred during the ice storm has been received. He is still working on getting quotes for the debris collected at the dam for FEMA reimbursement. Clean up from the ice storm was delayed due to the snow. This winter was difficult; the salt and sand budget is over by approximately $10,000. The Spring Clean Up dates have been set for this year; Saturday, May 2^nd and Monday May 4^th through Saturday May 9^th. Street sweeping has started. New trash barrels would be ordered for downtown; there are temporary barrels there now. Paving quotes would be received soon. Liquid asphalt pricing is dropping slightly. Top coats would be done for Hamel Farm and Chapel Street. If the water/sewer warrant article for New Village passes, patching work would be done.

Councilor Kwaks asked if the front step of the Town Hall would be replaced as it is damaged.

Public Works Director Rick Malasky answered there would be a new step, but it would not be in the exact same footprint as the one that is there. There is currently a sign on the door and easels to warn residents of the steps.

Councilor Ploski noted he was down at the dam on Sunday and asked if the debris collected at the dam is embedded. He asked if the dam would be drawn down to assess damage.

Public Works Director Rick Malasky noted there is a lot of debris at the dam. The goal is to pull it out with a crane and not let any more debris go over the dam. FEMA would reimburse for that expense. The dam cannot be drawn down until mid-October.

Councilor LaBranche noted there has been a lot of settling with the bricks downtown. He asked if that would be repaired.

Public Works Director Rick Malasky noted there are some sidewalk panels that have cracked. Severino would be addressing these issues.

Councilor Bergeron asked if the chippings from trees would be made available to residents. He also referenced an article in Fosters Daily Democrat discussing the tree wells being used as ash trays. He asked if it is possible to get receptacles outside of businesses.

Public Works Director Rick Malasky noted there are a couple new receptacles downtown. At the end of winter, it is more noticeable. Once the wells go in around the trees, there will need to be a maintenance plan to address that kind of issue.

Councilor Kwaks referenced a cracked ramp near the McIntosh property and some damage to a utility cover in front of Rite Aid.

Public Works Director Rick Malasky noted the cracked ramp has been repaired. He would look at the utility cover.

Councilor Ploski noted the striping in front of the Legion is confusing as both the temporary lines and permanent lines can be seen.

Public Works Director Rick Malasky noted the paint had been ordered today. An overlay would be done by July. The lines had been grinded; the refreshed painting would brighten the lines.

Councilor LaBranche asked about the parking space in front of a fire hydrant by the Eagles building.

Public Works Director Rick Malasky noted that parking space would be lost.

Chairman Glennon asked about the sign by McDonalds.

Public Works Director Rick Malasky noted the 10:00am to 5:00pm road delay warning is in preparation for the half marathon on April 5^th.

Chairman Glennon noted the signs on the light poles suggesting they look tacky.

Public Works Director Rick Malasky noted he could speak with Police Chief Kevin Cyr about enforcement and possibly move a couple. There are less signs now than there were pre-redevelopment.

            c. Fire Department

Fire Chief Rick Malasky noted the department has been busy. There had been a close call in Durham on Dame Road where four individuals had been caught in a “flash over.” One individual suffered 2^nd degree burns. The department would be working with Durham Fire Department on shooting a training video. A debriefing has been done. The two full-time firefighters/EMTs would be taking the C2F2 program in April. This would be the last major hurdle to accomplish. They have been working hard on inspections and fire preventions.

Fire Chief Rick Malasky noted there is no heat in the mills. The sprinkler system is not working. He suggested if these issues are not addressed, the state would start stepping in. The mills are vacant but the system needs to operate. He had spoken at an NCDC meeting at the beginning of the winter.

Chairman Glennon noted the Town Council does not have an NCDC representative. He understood the NCDC cannot make their discussions public.

Administrator Wojnowski noted the NCDC meetings are public; there are minutes for each meeting. The NCDC does have the authority to enter into non-public sessions for negotiations.

Fire Chief Rick Malasky noted he has turned the issue over to the state to deal with.

Chairman Glennon asked for Fire Chief Rick Malasky to keep the Council informed. He asked how complaints can be made and how they are handled.

Fire Chief Rick Malasky noted residents are usually good about inspections. If a resident refuses to let the department in, a warrant is needed.

Councilor Kwaks asked if volunteers are covered under the Town’s health insurance.

Fire Chief Rick Malasky noted they are covered under the Town’s Workmen’s Compensation insurance and have life insurance through the New Hampshire Fire Fighter’s Association.

Councilor LaBranche asked if the two full time employees are state certified.

Fire Chief Rick Malasky noted they had been certified before they were hired. They had passed the CPAT, a physical fitness test. The C2F2 may be done away with, but while it is still in effect, the full-time employees need to pass that as well.

13. Old Business/New Business

Councilor LaBranche asked for a discussion on the Forensic Audit spreadsheet to be added to a future agenda.

Councilor LaBranche asked how many RFPs had been sent out for the generator at the Community Center as only one bid had been received. He noted his company had just done a similar project; he would be willing to provide the names of the companies they had sent requests for proposals out to.

Administrator Wojnowski noted the Town has been working with Regan Electric. There had been no bid process. This is a preliminary estimation.

14. Town Administrator’s Report

Chairman Glennon asked the Council for a consensus of using the individual recommended in the Town Administrator’s Report as the dedication for the Annual Town Report.

Motion: To dedicate the 2008 Annual Town Report to the individual referenced within the Town Administrator’s report.

Motioned: Councilor LaBranche

Seconded: Councilor Kwaks

Vote: 7-0 Motion carries

            Councilor Kwaks                     Aye

            Councilor Bergeron                  Aye

            Councilor LaBranche               Aye

            Councilor Ploski                       Aye

            Councilor Minutelli                   Aye

            Vice-Chairman Carr              Aye

            Chairman Glennon                   Aye

Administrator Wojnowski referenced a discussion regarding the NCDC for the next meeting.

15. Adjournment

Motion: To adjourn at 10:11pm.

Motioned: Councilor Minutelli

Seconded: Vice-Chairman Carr

Vote: 7-0 Motion carries

            Councilor Kwaks                     Aye

            Councilor Bergeron                  Aye

            Councilor LaBranche               Aye

            Councilor Ploski                       Aye

            Councilor Minutelli                   Aye

            Vice-Chairman Carr              Aye

            Chairman Glennon                   Aye

Respectfully Submitted,

Erica Spechuilli