Chairman Dana Glennon Councilor Michael E. Ploski (excused)
Vice-Chairman Judith Carr
Councilor James Bergeron
Councilor Rose-Anne Kwaks
Councilor Michael LaBranche
Councilor Steve Minutelli
Administrator Ed Wojnowski
Chairman Glennon called the meeting to order at 7:00pm.
Town Council to Consider Acceptance of Minutes:
September 3, 2008 Business Meeting
Motion: To accept the September 3, 2008 Business Meeting minutes.
Motioned: Councilor LaBranche
Seconded: Councilor Minutelli
Councilor Kwaks noted on Page 11, she had spoken about the retaining wall in front of the Post Office, not in front of the library.
Vote: 5-0 Motion carries
Councilor Kwaks Aye
Councilor Bergeron Aye
Councilor LaBranche Aye
Councilor Ploski Absent
Councilor Minutelli Aye
Vice-Chairman Carr Aye
Chairman Glennon Abstain
Chairman Glennon abstained because he had not been at the meeting.
September 10, 2008 Special Meeting
Administrator Wojnowski noted these minutes would be available for the Business Meeting.
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Chairman Glennon noted the agenda would be changed a little bit to accommodate Representative Abbott and Senator Hansen who were here to speak to the Council.
Representative Abbott noted he had attended a meeting in Exeter on Monday about the high price of oil and the effect it would have on the state this year. Next week the legislature is having a bipartisan effort by all the leadership in the House of Representatives and the Senate to appropriate $10 Million in advance of Federal funds. New Hampshire received $27.5 Million last year helping over 4,000 families in Rockingham County alone. To date approximately 1,900 families have already applied for fuel assistance in Rockingham County. He commended the Town for having the phone number to contact for heating assistance posted. He noted residents can call 1-800-639-3896 or log on to www.staywarmnh.org. This website would provide a great deal of information.
Senator Hansen added that there is $2.1 Million available for weatherization. Home Depot and other retailers were cooperating to help out. She encouraged families to apply for assistance. The more families applying, the more dire the situation was shown to be. She discussed income limits stating that they are hoping to help at least as many families as they served last year. They are also hoping to accelerate weatherization efforts. She discussed the RGGI (Regional Greenhouse Gas Initiative) Bill. Residents can contact her office, the Office of Energy and Planning and the New Hampshire Charitable Foundation. She asked residents who could afford to do so, to donate to local food banks. She discussed the importance of fire safety as families tried to stay warm this winter.
Chairman Glennon noted that residents whose heat was included in their rent could also apply. He suggested putting something up on the website and Channel 13.
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1. Energy Committee – Clay Mitchell
Chairman Glennon referenced the cogent system that had been installed in Epping, New Hampshire.
Clay Mitchell explained Epping is trying to make “How to” videos to show residents what they can do to help weatherize their own homes. He suggested the Energy Committee would have two sides; the municipal side and the residents’ side. There are few opportunities for municipalities to actually save money. He suggested this will be one of them. The first step is to inventory fuel and energy use. There are a few ways to fund a project such as this including performance contracts which would have no adverse effect on the tax rate. Another key to energy efficiency would be unifying the town and the school. It would be important to attract people with diverse backgrounds to serve on this committee. He explained Epping had cut their heat and electricity bills in half with the installation of the combined heat and power unit. The process for Epping’s installation was unique because it had been the first installed in the United States. It had taken over a year to accomplish.
Councilor Kwaks noted the recreation department needed a new roof and suggested the Town could look at this at the same time.
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2. Main Street Update – Julie Glover
a. Water Street Gateway Parking
Project Coordinator Julie Glover explained Mr. Kostas is here tonight to help answer any questions. The Town Council had stated they would make a decision tonight relative to the parking request and easement so the sidewalk can be constructed as envisioned.
Councilor LaBranche recalled the Council had agreed to designate two parking spaces within the Water Street lot so signage could be put up but that they were not comfortable in deeding those spaces.
Chairman Glennon expressed his concern with setting a precedent. He felt the Town through the Town Council should control the wording and aesthetics of the signs.
Project Coordinator Julie Glover suggested the parking spaces would not be in perpetuity; upon the sale of the property the parking spaces and sidewalk could revert to the Town.
Councilor Bergeron cautioned the Council with the number of signs downtown so as to not add clutter.
John Kostas representing Kostas Enterprises stated he is comfortable with the proposal as it is. He expressed his concern with future water damage from the reconstruction of the road.
Motion: The Town will enter into an agreement for easement on Water Street with Kostas Enterprises relating to parking spaces and the sidewalk.
Motioned: Councilor LaBranche
Seconded: Councilor Kwaks
Vote: 6-0 Motion carries
Councilor Kwaks Aye
Councilor Bergeron Aye
Councilor LaBranche Aye
Councilor Ploski Absent
Councilor Minutelli Aye
Vice-Chairman Carr Aye
Chairman Glennon Aye
Boat Ramp Project
Project Coordinator Julie Glover explained she had spoken with Fish and Game about the Council’s desire to have language in the agreement for future negotiation of fewer boat trailer parking spaces if it were deemed then required ten were not used regularly. This language has been added.
Chairman Glennon suggested Bay Road could be accessed through the mill courtyard and Bryant Rock. He also suggested the Lamprey Street lot.
Councilor LaBranche noted the Town could not negotiate the Lamprey Street lot as it was not Town owned.
Councilor Bergeron added it would be difficult to get in and out of the Bay Road lot with a boat trailer. Boaters would also have to cross private property.
Administrator Wojnowski noted Representative Abbott had gone to Fish and Game to discuss parking at the waste water treatment plant using a footpath for boaters to get safely to and from the site.
The Council agreed to allow Project Coordinator Julie Glover and Town Administrator Ed Wojnowski to work with Fish and Game to explore parking.
Dam Study
Project Coordinator Julie Glover referenced the RFP for MacAllen Dam Inspection and Engineering Services stating Wright Pierce would be doing the work.
Councilor LaBranche noted the information presented was well put together.
Project Coordinator Julie Glover stated the Town had received a letter of deficiency from DES. The consultant would file for an extension. There is $20,000 in the budget to address the letter of deficiency but would not be enough.
Chairman Glennon asked if the dam could be used to produce electricity.
Motion: To enter into agreement with Wright Pierce for the MacAllen Dam Inspection and Engineering Services using the CIP as a funding source.
Motioned: Councilor LaBranche
Seconded: Councilor Bergeron
Vote: 6-0 Motion carries
Councilor Kwaks Aye
Councilor Bergeron Aye
Councilor LaBranche Aye
Councilor Ploski Absent
Councilor Minutelli Aye
Vice-Chairman Carr Aye
Chairman Glennon Aye
Project Coordinator Julie Glover noted Public Works Director Rick Malasky had provided a layout of the brick to concrete sidewalk. The parking lot at the Bank of America is at a different level than the sidewalk and would be addressed.
Chairman Glennon thanked Severino for doing a great job.
The Town Council gave a show of hands to support the conceptual sidewalk proposal with brick accents.
Councilor Kwaks did not agree with the concept.
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3. Rate Study – Sean Greig
Chairman Glennon noted he had met with Vice-Chairman Carr, Administrator Wojnowski and Sean Grieg last week; reports will be discussed at the October Workshop.
Sean Greig explained the water and sewer rates had not been changed since 2003/2004. Operation costs were rising drastically. Capital reserve accounts were decreasing due to projects like the Main Street construction. Once the Town develops a new water source, the Town will be required by the State to do a study and change the rates accordingly. The system is not within State guidelines. Once a new well is approved it would need to be within State guidelines. The system will need to promote water conservation which the current system does not. He hoped to set up a work group to interview the firm to do the study. There are currently approximately 2,000 water users. With a new water source additional users could potentially be added. The Stage 2 Water Ban simply asks people to manage their water usage by alternating days of usage. He explained the importance of conserving water in the event of an emergency.
Chairman Glennon suggested Sean Greig, Public Works Director Rick Malasky and Administrator Wojnowski to review the bids and make their recommendation to the Council.
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5. Discussion on the Draft Fund Balance Policy
Finance Director Don Parnell referenced the letter he had put together discussing the two new fire fighters they were trying to include on the retirement system explaining the Town had never voted to allow fire fighters on the retirement system. The Town had budgeted for full benefits for these positions.
Motion: The Newmarket Town Council has elected to participate in the New Hampshire Retirement System Tax Shelter Program under provisions RSA 100-A:16(c) and the Internal Revenue Code Section 414 for two new full time fire employees.
Motioned: Councilor Kwaks
Seconded: Vice-Chairman Carr
Vote: 6-0 Motion carries
Councilor Kwaks Aye
Councilor Bergeron Aye
Councilor LaBranche Aye
Councilor Ploski Absent
Councilor Minutelli Aye
Vice-Chairman Carr Aye
Chairman Glennon Aye
Finance Director Don Parnell explained the Town needed a formal policy in place. The Council needs to determine what amount is needed to be in the fund balance. There needs to be something in writing about how much should be kept in reserve.
Councilor LaBranche noted he is comfortable with 16%.
Councilor Minutelli asked if DRA provided review services similar to LGC.
Finance Director Don Parnell answered DRA provides their recommended levels. Bonding agencies would look at the level of fund balance in determining whether or not to bond.
Chairman Glennon asked if this should be in the form of a resolution as opposed to a policy.
The Council discussed the difference and pros and cons of each.
Administrator Wojnowski stated he would have this drafted for the Business Meeting.
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4. Funding for B-Field Redesign – Jim Hilton, Recreation Director
Recreation Director Jim Hilton explained when the CIP Program was started money was put in knowing the Town would need athletic fields. He discussed the lay out of the fields noting the possibility of lacrosse as a new sport as well.
Councilor Kwaks asked about lights.
Recreation Director Jim Hilton explained there were funds for this project. The contractor would grade the field and put the sod down and wire the field for lights. If the Council gave approval by October, work could begin and fields could be ready for May resulting in no relocation of any sports.
Councilor Kwaks asked if mosquitoes were a concern for evening games.
Recreation Director Jim Hilton noted most evening games were for the adult leagues and added that 51% of each team is required to be Newmarket residents.
The Council recessed from 9:12pm until 9:19pm.
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6. Discussion on Reduced Hours at Town Hall
Administrator Wojnowski explained the proposal is to be open from 7:00am until 5:30pm Monday through Thursday from November 3rd to March 27th. There are two employees that cannot do this schedule and would be accommodated upstairs in the Finance Department.
Chairman Glennon noted the Town Council and School Board would have a joint session to discuss cost sharing.
Councilor LaBranche asked if the hours would affect the welfare office as this would be a difficult time of year for residents.
Administrator Wojnowski noted the welfare director was one of the employees that could not do the new schedule and would be available as usual by appointment only.
Councilor LaBranche asked if holidays had been discussed and why the Public Works Department would not be going to this four day work week as well.
Councilor Bergeron asked why the four day work week couldn’t go year round since a lot of energy was used in air conditioning during the summer.
Councilor LaBranche noted he would be interested in seeing data in the form of kilowatt hours and gallons used.
Motion: That the Town Hall goes to a ten hour per day, four day per week work week on a trial basis from November 3, 2008 until March 27, 2009.
Motioned: Councilor Kwaks
Seconded: Vice-Chairman Carr
Vote: 6-0 Motion carries
Councilor Kwaks Aye
Councilor Bergeron Aye
Councilor LaBranche Aye
Councilor Ploski Absent
Councilor Minutelli Aye
Vice-Chairman Carr Aye
Chairman Glennon Aye
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7. Town Council Goals
Chairman Glennon reviewed the goals stating that the Council is already working on several of them. Water, Mill redevelopment, budget concerns and the historic district were ongoing.
Councilor Kwaks noted the historic district ordinance would be going before the Planning Board on October 3rd and the Town Council October 15th.
Councilor LaBranche felt it was important to continue moving on Council goals because if it was not brought up, it was not discussed. He discussed the water tower and land acquisitions and easements.
Chairman Glennon noted the Council would be discussing this during next Wednesday’s non-public meeting. He suggested an agenda item on the monthly workshop schedules to include water update.
Councilor Kwaks suggested Councilors have more of a say on what is on each agenda.
Councilor Minutelli suggested an update on each goal to ensure they all continue to be worked on.
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8. Town Council to Consider Nominations, Appointments and Elections
a. Advisory Heritage Commission – Jennifer Jarvis
Motion: To nominate Jennifer Jarvis to the Advisory Heritage Commission for the term expiring May 2010.
Motioned: Councilor Bergeron
Seconded: Councilor Minutelli
Councilor Kwaks did not feel Jennifer Jarvis would be suitable to sit on the Advisory Heritage Commission. She noted that Commission Mandate stated “the Commission shall ensure the proper recognition, use and protection of resources that are valuable for the historical, cultural, aesthetic or community significance within their natural built or cultural context”. Jennifer Jarvis owns 164 Main Street, the Riverworks. It is listed on the national register of historic places. She referenced an instance last year where three chimneys were taken down, permits were not pulled accurately and the slate roof was not maintained. She felt Jennifer Jarvis abused her power as Chairman of the Town Council at the meeting after this incident where she removed Councilor Glennon as Council representative to the Advisory Heritage Commission.
Vote: 3-3 Motion fails
Councilor Kwaks Nay
Councilor Bergeron Aye
Councilor LaBranche Aye
Councilor Ploski Absent
Councilor Minutelli Aye
Vice-Chairman Carr Nay
Chairman Glennon Nay
Black Bear TIF – Michael Ricker
Motion: To nominate Michael Ricker to the Black Bear TIF Committee term expiring May 2011.
Motioned: Councilor Kwaks
Seconded: Vice-Chairman Carr
Vote: 3-3 Motion fails
Councilor Kwaks Aye
Councilor Bergeron Nay
Councilor LaBranche Nay
Councilor Ploski Absent
Councilor Minutelli Nay
Vice-Chairman Carr Aye
Chairman Glennon Aye
Zoning Board of Adjustment – Michael Watson
Motion: To nominate Michael Watson to the Zoning Board of Adjustment for the term expiring May 2011.
Motioned: Vice-Chairman Carr
Chairman Glennon noted Michael Watson is currently serving as an alternate to the Zoning Board and is doing a good job.
Seconded: Councilor Minutelli
Vote: 6-0 Motion carries
Councilor Kwaks Aye
Councilor Bergeron Aye
Councilor LaBranche Aye
Councilor Ploski Absent
Councilor Minutelli Aye
Vice-Chairman Carr Aye
Chairman Glennon Aye
Energy Committee – Clay Mitchell
The Council did not have the application for this position.
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9. Review of Standing Committees and Council Representatives
Chairman Glennon noted there were no minutes submitted for the Conservation Commission or Municipal Audit Committee.
Councilor Kwaks noted the Committee had asked for a copy of the trustees report. A copy of the letter forwarded to Melanson and Heath had been provided with the Committee’s responses. The Committee had also discussed what Carol Sheehan had accomplished since she started.
a. Councilor LaBranche: Black Bear TIF
Budget Committee
CIP Committee
Energy Audit Committee
Councilor LaBranche noted the CIP Committee should be starting soon. The Budget Committee would begin working on the School Budget probably early October. No schedule has been set for the Budget Committee meetings yet. He referenced his report on the Black Bear TIF Committee.
Chairman Glennon noted he had received some phone calls about the Budget Committee meeting at the last moment and not being broadcast.
Councilor LaBranche explained the last Budget meeting was during the glitch with the system and was not televised. There was also a meeting that had been videotaped using the handheld camera while the ZBA was broadcast live. The quality of the rebroadcast was so poor it only ran a few times.
Councilor Kwaks asked how many members were on Black Bear TIF. She asked why Michael Ricker had been not voted in.
Councilor LaBranche counted five including the Council representative. He explained he had based his vote on experience he had with Mr. Ricker on the Planning Board.
b.Councilor Bergeron: Conservation Commission
Forensic Audit Committee
Councilor Bergeron explained the Commission is getting ready for the Heritage Festival. They will be giving boat rides and will be selling rain barrels and composters as well as calendars for the Southeast Land Trust. They had discussed the Gaziano property and had drafted a letter expressing their concerns which was forwarded to the Planning Board and Town Council.
Councilor Bergeron noted the Forensic Audit Committee had met September 9, 2008 to discuss the report with legal counsel. Legal counsel is reviewing the document. The Committee will meet one more time to review and accept the report to turn over to the Town Council.
c. Vice-Chairman Carr: Planning Board
Vice-Chairman Carr noted the Board had met last week to create the latest final draft of the mill rezoning ordinance. A Public Hearing will be held on September 30, 2008. She hoped there would be more people in attendance for this meeting than there was for the last. The Board also met last night for their regular monthly meeting. There are two applications for Neal Mill Road. One application proposes a home and a barn. The Planning Board needs to make a recommendation to the Town Council.
Councilor LaBranche asked Vice-Chairman Carr to express his gratitude for the effort the Board has put in to rezoning the M-1 District.
Chairman Glennon suggested the Council start thinking about asking the Planning Board to look at the M-4 District as well.
d. Chairman Glennon: Lamprey Riverwalk Committee
Chairman Glennon noted there was no Riverwalk Committee meeting because there had been a Council meeting at the same time.
e. Councilor Kwaks: Advisory Heritage Committee
Municipal Audit Committee
Municipal Solid Waste
Councilor Kwaks noted Advisory Heritage Committee would be meeting October 14, 2008 with the Planning Board and October 15, 2008 with the Town Council. The Municipal Solid Waste Committee has not met since 2002. She referenced the ordinance that was to be revised but had been tabled. This Committee reviews and negotiates municipal waste contracts. She questioned whether this Committee should meet during contract negotiations and when the contract was up.
f. Councilor Ploski: Channel 13
Highway Public Safety Committee
Main Street Committee
Chairman Glennon noted Councilor Ploski was out sick. He added the Heritage Festival is this weekend starting Friday night and continuing through Sunday. He thanked members of the Committee for their hard work.
g. Councilor Minutelli: Downtown TIF Advisory Board
Open Space
Veteran’s Memorial Trust
Councilor Minutelli noted the Downtown TIF Advisory Board met in August and had voted to make a recommendation to the Town Council with respect to expending TIF funds on the Town clock. Councilors should have received a memo about this. The Open Space Commission met earlier this month for an introductory meeting and some brief discussion about town owned land by Lita Lane. The Veteran’s Memorial Trust has been meeting consistently and is following up on their charge from the Town. They discussed asking the Council representative for Chris Hawkins for establishing the committee. The Trust is trying to get their membership in order through resignations and new members.
Chairman Glennon noted he had asked staff to pull letters of resignation from this Committee; there has been six in one year.
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10. Old Business/New Business
Councilor LaBranche noted he has received several phone calls regarding cell phone reception being poor within Town. He recalled a set of towers going up on the water tower while he was on the Planning Board and asked for a status report.
Vice-Chairman Carr recalled there being issues but that it is being worked on. She would review the minutes.
Administrator Wojnowski noted the plans have been engineered, but there are tests being done on the tank to ensure there is no lead on them.
Councilor LaBranche noted the Superintendent of Schools had asked to be put on the Council agenda to introduce himself to the Council and had been bumped off the agenda.
Chairman Glennon answered he had a conversation with the Chairman of the School Board about a joint meeting for cost saving measures instead.
Councilor LaBranche felt the intent was to open lines of communication between the Town Council and the School Board.
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