Office of the Select Board
Town of Orange, New Hampshire
Minutes of October 22, 2013
Present: Betty Fulton (chaired the meeting), Dorothy Behlen Heinrichs, Bob Ells, and Sandi Pierson (clerical).
Others present: George White, Sharon Proulx, and Scott Lurgio
Meeting opened at 7:00 PM. Attendance taken by the secretary.
Minutes: The minutes of October 7, 2013 were unanimously approved as submitted.
Warrants for the collection of taxes and Land Use Change Tax (LUCT). The Board reviewed and signed the following:
LUCT (DRA Form A-5): Woodlot and Grange, LLC/Peaslee Road/Map 3, Lot 48. Disqualification of 3.9 acres of current use valuation is due to two roadways providing permanent access to other properties. This was initially processed at the September 24, 2013 meeting but had to be corrected due to the assessor’s error in the acreage. Upon Sharon Proulx’s recommendation, the Board agreed that any interest that has accrued from the September 24th LUCT will be abated.
Tax Collector’s warrant (A-5w) for the collection of Woodlot and Grange’s LUCT. Tax Collector’s warrant (A-5w) for the collection of Handel Revocable Trust’s LUCT processed at the September 24, 2013 meeting.
Tax Collector’s warrant for the Collection of Yield Taxes (Timber) for $2,113.20. LUCT for two acres annexed by the Town of Orange (Town House property) gifted to the town in 2007 by the Terhune family. During the current use update it was realized that these two acres were not taken out of current use at the time of the transfer. This is for recordation purposes only and no land use tax is collected.
Intent to Cut: The Board reviewed and signed an Intent to Cut Wood or Timber for Neil and Dena Aitken/110 Cardigan Mountain Road/Map 3, Lot 4. It was affirmed that a portion of the wood cut for personal use is not subject to yield taxes.
2013 Tax warrant process: Tax Collector Sharon Proulx met with the Board to discuss how the setting of the 2013 tax rate and the processing of the warrant to collect taxes can be done in a timelier manner than in 2012. The Board reviewed correspondence sent to them earlier by Sharon requesting an outline of their tax setting strategy. Sandi reiterated that according to the DRA they are in receipt of all documentation (municipal service forms) required of the town in order to set the tax rate. Sandi emailed Shelley Gerlaneau of the DRA on October 17 to ask what progress has been made on their end to schedule a teleconference date to set this year’s tax rate. Betty was in receipt of Shelley’s email response which stated that the DRA is now reviewing the Mascoma School figures which will need to be sent to the Department of Education to be apportioned. When that is complete, the DRA will review the MS-4 (Revised Estimated Revenues) for any adjustments and send the tax rate worksheet. After discussion, the Board concurred that:
Sandi will email Shelley consistently (at least once a week) to be kept updated on the DRA’s progress in setting the rate. These emails will be promptly shared with the Board and Sharon.
As soon as the DRA contacts the office with a date, Sandi will immediately alert all Board members.
Sandi and Betty will review the Avitar manual on tax rates and tax warrants.
Sandi will consult with Avatar if there is any part of the tax warrant process that is unclear.
Sandi, Betty and Bob will enter the data together so that figures are double and triple checked before processing. (Dorothy may be out of town at this time.) The tax rate is entered only when the DRA notifies the town of the final confirmation, not when it is still in draft form.
The people entering the data will run the warrant and transfer the data onto a CD for Sharon. Sandi will check with Avitar on the process of transferring the date to a CD. Sandi or Betty will notify the tax collector as soon as the warrant material is ready.
Timber tax rates: The Board reviewed and signed the DRA-recommended timber tax rates as approved at the October 7, 2013 meeting.
Assessing: The Board reviewed and signed a letter to Cross Country Appraisal regarding their inconsistencies in billing (over-billing) and recent errors in the calculations of the Woodlot and Grange and Handel land use change taxes.
Demolition: The Board unanimously approved and signed a demolition permit for the removal of two small sheds at the property of Cecile and William Williams/Private Way/Map 1, Lot 51-I. They also signed their Occupancy Permit. Both of these were already signed by Building Inspector Don Pfaefflin. Sandi said that Mrs. Williams called and asked if she needed to register the serial number of the double-wide modular home with the town. The Board agreed that it was not customary to do so. It is assumed she files the transfer at the Registry of Deeds.
Fire Wardens: The Board unanimously approved Brent Steven’s recommendations for Fire Warden and Deputy Fire Wardens for Orange. Brent is the Fire Warden and the deputies are Franklyn Conrad, Jim McAllister, and Canaan Fire Chief Bill Bellion.
Municipal budget: Betty stated that the budget spreadsheet is not wholly concurrent with the Treasurer’s because of FICA and the capital reserve deposits. The Board had used the voucher procedure to authorize the 2013 deposits into the capital reserve accounts (as voted on in March). Because vouchers are solely used to authorize expenditures out of the operating budget, Betty will void the capital reserve voucher. (This does not void the deposits.) Betty is tracking the budget with both the standard spreadsheet and Quicken.
Betty feels the town’s present budget balance is pretty much on target including the highway department which is the town’s largest line item. A number of the recommended repairs and improvements at the Town House have been completed including a professional cleaning of the Selectmen’s office, screen replacement in the town clerk’s office, and the cleaning and limited painting to the exterior of the Town House. Other improvements may be put on hold until the drainage and minor foundation repair are addressed. Betty reiterated that this year’s budget needs to allow for better internet service in order for the town clerk to process vehicle registrations.
Other:
Secretary’s report:
The split pipe leading to the outside hose has been repaired. John Hennessey will replace a gasket on the urinal in the upstairs men’s restroom if it is financially practical to do so, otherwise it may be removed.
Sandi will contact the DRA to get clarification of the November 11 to December 11 window to “accept petitions” to amend zoning ordinances. She said the wording was unclear whether it meant “petitioned warrant articles” or formally petitioning the Board to draft and place an article on the warrant. Earlier this year the town’s attorney suggested a revision to the town’s junk ordinance for clarification and precision.
Grafton County Commissioner Martha Richards will attend the December 10, 2013 meeting for informational purposes. There is up to $2 Million available for municipal energy efficiency projects from the Regional Green House Gas Initiative, proceeds from utility companies that are distributed by the Public Utilities Commission. The application process will begin in mid-December. Sandi will follow up. As long as it does not affect with the historical features of the Town House, she suggested considering LED lighting in the Select Board’s office and other areas, an Energy Star refrigerator for the kitchen, and perhaps even supplemental solar power.
Concerns were brought to the office that it appears a “home” has sprung up on a height of land off of Burnt Hill Road. Sandi said she and Bob Ells reviewed the 2010 approved building permit for a forty-foot building and it appears the structure is in accordance with the application. The property will revalued in 2014 as a pick-up.
Correspondence was received from SGC Engineering, LLC requesting tax maps of the Tug Mountain and Pinnacle ridge area from the Canaan/Groton/Dorchester town lines to the intersection of Town House Road and Cardigan Mountain Road. According to their website, among other engineering services, SCG offers the planning and design of wind power projects. Sandi said that because of how passionate people feel about the proposed industrial wind farms in the area, the people in Orange should be made aware if and when there are any wind farm projects planned within the town.
Vouchers were signed. Meeting adjourned 8:04 PM
Respectfully submitted, Sandi Pierson
______________________ Dorothy Behlen Heinrichs
______________________ Betty Fulton
______________________ Robert Ells