Effingham Selectmen Meeting | September 29, 2020

Part 1 of 1

Meeting Notes

MANIFEST TOTAL: $51,161.64 Facebook post: Alleged criminal threatening. Junk yard violation notification letters: 11 properties. Surge in Fire department calls. Tax collectors safe holdings/Deposit process: RSA 41:35 Winter road contract bid opening/one sealed/one emailed. Ossipee Parks and Recreation participation.
Town office internet cable installation. Historic Town Hall project fundraiser.
Budget reviews: Bridge project update.
Winter road salt bid.


0:00:01

MEETING DATE: 09/29/2020


TIME IN: 09:00


ROLL CALL OFFICIALS PRESENT: Selectmen: Michael Cahalane


ROLL CALL OFFICIALS PRESENT: Selectmen: Chuck Fuller


ROLL CALL OFFICIALS PRESENT: Selectmen: Tom Hart


ROLL CALL OFFICIALS ELECTRONIC: None


OFFICIALS ABSENT: None


TOWN ADMINISTRATOR: Brian Burke


ADMINISTRATIVE ASSISTANT: Chris Holbrook


OTHERS PRESENT: Reference #NameSlug


OTHERS PRESENT:Reference #NameSlug


NOTE: GOVERNMENTOVERSITE-COM:



0:00:20

REVIEW OF MEETING FOLDERS:


Transfer station director; MS 434; Morton salt; two contracts; two tonnage amounts; granite state letter; hauling charges; New Hampshire Department of transportation; fire truck service; carpet and floor cleaning; Racks; Evans brothers invoice; fire department equipment service;


0:10:00

REVIEW OF MEETING FOLDERS:


Road grading; roadwork invoicing; Evans brothers invoice; budget line delineations; pine river culvert construction; previous road reconstruction funds; Avatar conference call; Pine River shouldering work; green mountain road resurfacing; MS 434; salt contract details; Salt delivery costs; manifest details; health trust; Waste management;


0:20:00

REVIEW OF MEETING FOLDERS:


Health insurance; insurance payable; paying forward; pay in advance; withholdings; Budgets; trustees of the trust funds request; warrant article 27; fire equipment maintenance; fire rating requirements; Evans brothers invoices; storm damage cleanup; transfer station attendant interview; dumpster emptying; transfer station director; gender equity; Female applicants;


0:30:00

REVIEW OF MEETING FOLDERS:


Transfer station compactor; waste management cost increase; 500 ton; Transfer station: Salt delivery; Salt shed: Salt delivery; Snow Road; health trust correspondence; Health trust website account access; Morton salt; granite state salt; 300 tons: 2019; granite state minerals; 500 tons; hauling charges;


0:41:29

REVIEW OF MEETING FOLDERS:


MOTIONER: Cahalane:


MOTION DETAILS:


To Sign Granite State Minerals contract: [no cost referred to in motion]


SECOND: Fuller


DISCUSSION: No


CAHALANE: Yes


FULLER: Yes


HART: Yes


0:42:07

REVIEW OF MEETING FOLDERS:


Granite state minerals; guaranteed purchase amount; boiler inspections; new boiler; October 28, 2020; scheduling boiler inspection; Strogen; Primex; State inspection process; floor refinishing; $844; asbestos tiles under existing tiles; floor sealing;


0:45:17

MOTIONER: Cahalane:


MOTION DETAILS:


Accept bid: From Mr. Carver: to seal the office tiled floors; Waxing; Sealing; [Motion did not contain price]


SECOND: Hart


DISCUSSION: No


CAHALANE: Yes


FULLER: Yes


HART: Yes


0:45:31

REVIEW OF MEETING FOLDERS:


Mail folder; Manifest;


0:46:35

MOTIONER: Fuller


MOTION DETAILS:


MANIFEST TOTAL: $51,161.64


SECOND: Hart


DISCUSSION: NO


CAHALANE: YES


FULLER: YES


HART: YES


0:47:13

MOTIONER: Cahalane:


MOTION DETAILS: APPROVAL OF PUBLIC MINUTES


DATE: 09/22/2020


SECOND: Hart


DISCUSSION: No


CAHALANE: Yes


FULLER: Yes


HART: Yes


0:47:25

MOTIONER: Cahalane:


MOTION DETAILS: APPROVAL OF NON PUBLIC MINUTES


DATE: 09/22/2020


SECOND: Fuller


DISCUSSION: No


CAHALANE: Yes


FULLER: Yes


HART: Yes


0:47:38

57S transfer tax declaration form; tax collectors office; property transfer fees; tax assessor; MOTIONER: Cahalane:


MOTION DETAILS:


To accept and sign the 57S tax declaration form: [RE: Sale of Town owed property]


SECOND: Fuller


DISCUSSION: No


CAHALANE: Yes


FULLER: Yes


HART: Yes


0:50:00

Mailbox removal orders; zoning officers report; granite state minerals; waste management annual increase; 2 1/2%; boiler inspection letter; floor sealing; Health trust;


0:51:16

ADMINISTRATORS ACTIVITY REPORT:


Consolidated communications; Internet wire installation; drilling access into building; hammer drill bit; lakes region; Waste management; Partridge road hazardous waste day Effingham elementary school hazardous waste day volunteers town of freedom town of Effingham Town of Tuftonboro planning board land-use regulation books zoning board of adjustment historic district commission


1:00:00

ADMINISTRATORS ACTIVITY REPORT:


Health trust sign up 91 a training session Snow Road bridge HEB contract documents USDA grant QuickBooks payroll


1:05:21

SELECTMEN ACTIVITY REPORTS:


HART Green Mountain Road driveway fire department open house extrication presentation rescheduling selectmen's meeting zoning officers weekly report junkyard violation notification letters compactors dumpsters capacity delayed pickup


1:10:00

SELECTMEN ACTIVITY REPORTS:


Late dumpster pick up Effingham connect Facebook alleged criminal threatening Effingham Police Department report filed Effingham Preservation Society Bake sale L chip Grant historic townhouse project Fundraising Online bidding October 3, 2020 preservation society chili night stories music Zoning officer conference call junkyard violation notification letters violations warnings town of Ossipee


1:15:00

SELECTMEN ACTIVITY REPORTS:


Budget committee meeting Ossipee parks and Recreation opting out warrant article considerations quickBooks balance sheet swept account retained earnings $4 million 2019 2020 incorrect carry over tax income Account reconciliations


1:20:00

SELECTMEN ACTIVITY REPORTS:


Auditors USDA grant three years of audit information auditors scheduled field work multi year contract Internal audits #SEAMANS recording secretary elected auditors 2001 town meeting town resident auditors audit history Library audit preparation warrant articles article 24 unassigned fund account $75,000 USDA Grant general fund 2019 audit grant award $250,000 bridge contractor deposit Snow Road prefabrication MS 434 #police background investigation deposit rules town clerk tax collector deposit process statutory requirements


1:30:00

SELECTMEN ACTIVITY REPORTS:


Town safe capacity town safe requirements town safe lock replacement fire rating security taxpayer funds check deposits credit cards check scanner statutory requirement $1500 –$3000 over statutory requirement for deposits #Cahalane: Requested non-public budget committee is dropbox school payments carroll county tax setting USDA Town financial grant reporting:


**NOTE: Duties (RSA 41:35):


Every collector of taxes shall keep in suitable books a fair and correct account in detail of the taxes due, collected, and abated, and of all property sold for nonpayment of taxes, which books shall be public records. A tax collector shall remit all money collected to the town treasurer, or to the town treasurer’s designee as provided by RSA 41:29, VI, at least on a weekly basis, or daily whenever tax receipts total $1,500 or more. The collector shall make final payment to the town treasurer of all moneys collected within 10 days after the close of the town’s fiscal year. Failure to remit collections on a timely basis as required by this paragraph shall be cause for immediate removal from office under RSA 41:40.


1:40:00

SELECTMEN ACTIVITY REPORTS:


Health trust registration road project invoices budget meetings #Strauss budget review process fire station 2 repairs generator enclosure obtaining photographs fire department daytime coverage #Burbank oil collection project new cleaning service utility room cleaning NRRA used oil recovery project


1:50:00

SELECTMEN ACTIVITY REPORTS:


Video on demand training continuing education ossipee parks and recreation warrant article review roads Culverts fire department warrant article request call volume fire department surge of calls volunteer coverage utility company new court case pole assessed value bridge repairs department environmental services elm street bridge abutment repairs fire station 2 repairs generator enclosure RFP fire department budget


2:00:00

ZONING OFFICER ACTIVITY REPORT:


Boyden #Burbank #Strauss zoning officer report junkyard ordinance enforcement 11 properties Surveillance warning violation letters four step violation process effingham police department legal actions


2:10:00

ZONING OFFICER ACTIVITY REPORT:


Abandon vehicles green mountain road state junkyard definitions RV permit commercial junkyard septic approval process building permits State septic approvals Non-residential structures


2:20:00

ZONING OFFICER ACTIVITY REPORT:


Warehouse; commercial building storage; septic approval regulations; water use gray water; wells; septic workshops; residential buildings; septic operation approval; health officer; town meeting; planning board; junk yard violation notification process; certified mail


2:30:00

SELECTMEN ACTIVITY REPORTS:


Fire department: lack of quarterly ambulance meetings reporting; ambulance contract details; article 15; budget presentations; proposed budget; submission deadline fire department membership dues mutual aid insurance premium diesel fuel gasoline WEX equipment requests grants capital reserve fund radios


2:40:00

SELECTMEN ACTIVITY REPORTS:


Fire department budget; new equipment; parsonfield maine; trust funds; internet charges; telephone budget; consolidated communications; communication services budget; technology budget; #police; planning/zoning; consolidated contract; internet service billing; cell phones; police budget; data terminal switches; time warner;


2:50:00

SELECTMEN ACTIVITY REPORTS:


.#Burbank; Fire department training budget; Daytime coverage costs; Staffing; Operating budget; Warrant article; #Strauss; Generator maintenance cost; Age of generator; 13 years;


3:00:00

SELECTMEN ACTIVITY REPORTS:


Generator replacement schedule; Capital reserve funds; Yearly maintenance; School: Emergency shelter; Expendable trust funds; Action Ambulance; Winter Road contract bids; $10,000 donation; Granite Recovery Centers; #Spotford; School payments; Auto registration;


3:10:00

SELECTMEN OPEN WINTER ROAD CONTRACT BIDS


Winter road contract; Unsealed bid received through email;


UNSEALED: Integrity Earthworks LLC; $250,000.00 2nd year: $252,500.00; 3rd year: $255,000.00: Total: $757,500.00


SEALED: Evans Brothers LLC; All three years: $249,750.00; Total: $749,250.00



3:15:24

MOTIONER: Cahalane:


MOTION DETAILS: TO RECESS FOR 7 MINUTES 12:18 PM


SECOND: Hart


DISCUSSION: No


CAHALANE: Yes


FULLER: Yes


HART: Yes


3:15:47

RECONVENE:



3:16:35

MOTIONER: CAHALANE:


MOTION DETAILS: NON PUBLIC IN: TIME: 12:30


SESSION #1 09/29/2020 RSA 91-A:3 II (L) Consideration of legal advice provided by legal counsel, either in writing or orally, to one or more members of the public body, even where legal counsel is not present.


SESSION #2 09/29/2020 RSA 91-A:3 II (i) Consideration of matters relating to the preparation for and the carrying out of emergency functions, including training to carry out such functions, developed by local or state safety officials that are directly intended to thwart a deliberate act that is intended to result in widespread or severe damage to property or widespread injury or loss of life.


SECOND: Fuller


DISCUSSION: N


CALAHANE: Y


FULLER: Y


HART: Y




MOTIONER: CALAHANE;


MOTION DETAILS: NON PUBLIC OUT: 13:10


SECOND: HART


CALAHANE: Y


FULLER: Y


HART: Y




MOTIONER: CALAHANE


MOTION DETAILS: TO SEAL THE FOLLOWING:


SESSION #1 09/29/2020 RSA 91-A:3 II (L) Consideration of legal advice provided by legal counsel, either in writing or orally, to one or more members of the public body, even where legal counsel is not present. SEALED


SESSION #2 09/29/2020 RSA 91-A:3 II (i) Consideration of matters relating to the preparation for and the carrying out of emergency functions, including training to carry out such functions, developed by local or state safety officials that are directly intended to thwart a deliberate act that is intended to result in widespread or severe damage to property or widespread injury or loss of life. SEALED


SECOND: Fuller


DISCUSSION: N


CALAHANE: Y


FULLER: Y


HART: Y


3:18:18

SELECTMEN COMMENTS:


Call from winter road bidder requesting information in regards to opening the bids


3:19:07

MOTIONER: Fuller:


MOTION DETAILS:


To adjourn:


TIME OUT: 13:15


SECOND: Hart


DISCUSSION: No


CAHALANE: Yes


FULLER: Yes


HART: Yes

Past Effingham Selectmen Meetings