Office of the Select Board
Town of Orange, New Hampshire
Minutes of November 14, 2017
Present: Dorothy Heinrichs, Chair; Robert Ells, Skip Smith, and Sandi Pierson (clerical)
Others present: Beverly Ells, Bob and Sharon Proulx, Chris Hausfeld, Amy Tirpaek, Gulley Dunlap, Alexander Smith, Bill and Cecile Williams, Nathaniel Emerson, Judith Lindahl, Don Pfaefflin, Doug and Trish Weekes, Walter and Christina Buckwold, Todd Buckwold, Anita Garland, Karen and Neep McFarland, Dave and Marilyn Johnson, Tamara Fairbank, and Dave Stacy.
Meeting opened at 6 PM. Attendance taken by the secretary.
Minutes:
The minutes of October 24, 2017 were unanimously approved.
The minutes of October 27, 2017 were unanimously approved (preparing and signing the tax warrant).
Trash pick-up: Dorothy reviewed the options for 2018 trash disposal:
Casella reports that the town’s trash and recyclables have become too voluminous to take both in one vehicle. Casella notified Dorothy that they will alternatively pick up trash one week and recyclables the next. The cost would be about $34,873, a $1,576.33 increase over the present contract.
Another option Casella offered is to send two trucks out to Orange each week; one for trash and one for recyclables. The contract price will increase to $41,437.00 plus the disposal and processing fees. This would increase the 2018 trash bill to about $53,300.
The Town of Canaan will open its trash and recycling facility to Orange residents at a cost of $14,011.
Dorothy reviewed the trash reports for the past five years which called into question Casella’s statement that the town’s trash has become too voluminous. The reports, generated by Casella, showed that trash and recyclables have declined steadily over the years. In 2012 the town disposed of 86.5 tons of trash and 34.1 tons of recyclables. For the four years following, total trash pick-up has been less than 80 tons annually. 2016 (the last annual report available) showed the lowest volume since Casella was contracted.
Skip summarized his research into other sanitation service providers including the smaller, local outfits. He said the trucks these vendors have are too small to take on a whole town and that all recyclables would have to be bagged. He added that since there has been a change in personnel at Casella, there have been a number of complaints from residents including late trash pick-up and skipping homes altogether.
Regarding the savings if the town chose to use the Canaan facility, Sharon said it would have no effect on the 2017 tax bills that were just mailed. Bob Proulx, a Budget Committee member, said the savings would simply mean they would not need to appropriate the additional Casella funding on the next budget and that the bottom line of the 2018 budget as a whole depends on the overall projected financial needs of the town. Bob added that he has never seen the opportunity for the town to have a $40,000 savings in one year [based on the two-trucks each week quote] He said that before the contract with Casella, Sharon and he had used the Canaan facility for 35 years and it was a positive experience.
The Board invited questions and comments from the audience which included: Karen McFarlane said that alternative trash and recyclable pick-up could create a wildlife nuisance. Cecile Williams felt that Casella was a monopoly. Answering a question from Alex Smith, Bob Ells confirmed that he and others in the East Neighborhood would prefer using Canaan instead of the Grafton facility. (Grafton had not been approached as an option.) Chris Hausfeld asked how this would affect large trash-pick up items. Large items such as furniture would need to be taken to the Lebanon facility. A number of large items, such as appliances and tires, are accepted by Canaan. Presently Canaan does not accept construction and demolition material. Doug Weekes stated that when he lived in Canaan, using their facility was unproblematic and he was able to dispose of larger items. Judith Lindahl stated the town originally switched to Casella from the Canaan facility because at the time it had made economical sense.
Dorothy shared two emails sent to the town: Jana McKay wrote that she did not support using Casella any longer. She also questioned the assertion by Casella that their proposed contract changes were due to more voluminous trash. Kathy Stacy emailed the town and said she could not be present at the meeting because as the town’s School Board representative, she needed to attend the school meeting. She asked if Canaan was going to monitor the amount of trash disposed of by Orange residents. Dorothy said they would not; the quote is based on the number of households. Kathy asked if commercial business would be able to use the Canaan facility. Dorothy responded that the agreement is for residential waste and recyclables only. Kathy asked if Canaan would consider an annual $14,011 agreement for a period of three years. Skip will follow up. Kathy wrote that she was not in favor of trash and recyclables being picked up every other week (also citing wildlife issues). She felt that the $53,300 option was too large a sum of money for Orange. She supports using the Canaan facility.
After all public comment and questions were entertained, Dorothy asked for a consensus from the audience by a show of hands. No hands went up for the Casella options. It appeared that all hands were raised for the choice to use Canaan. The Board unanimously agreed.
Capital Reserves: The Board reviewed and signed a letter to Treasurer Tessa Michetti authorizing her to deposit $12,000 into the capital reserve funds as voted on at the March town meeting. Capital reserve deposits are $4000 into Revaluation, $6000 into Town Road Improvement, and $2000 into Highway Equipment.
Equalization rate: The Board reviewed and signed the 2017 Equalization Data Certificate as submitted by Mark Stetson of Avitar. Dorothy stated that based on the eight Orange property sales, Mr. Stetson believes the DRA will set an equalization ratio of 97.7%. Because the DRA requires a 20 sale minimum to set the rate, they may use additional sales data from prior years.
Intent to Cut: The Board reviewed and signed an Intent to Cut for Nancy Quilty and Christopher Lumpkin/52 Eastman Road/Map 1, Lot 4. Logger is Steve Johnston.
Conservation Commission: Dorothy stated that Doug and Trish Weekes have attended a couple of Conservation Commission meetings and would like to become members. Skip motioned to appoint Doug and Trish Weekes to the Conservation Commission. Bob seconded. Motion passed unanimously in favor. The Weekes were thanked for their interest in joining the Commission.
Town Auditor: The Board unanimously concurred to have CPA Matt Angel continue into 2018 with the town’s audit work and completion of DRA financial forms. This will include required annual audit reports and the MS-535 (Financial Report of the Town). The Board signed a MS-60-w (waiver of town auditors) though they were uncertain if it was required since Matt was appointed as the auditor by the Board earlier this year. Dorothy noted that as of 2017 the town auditor position changed from an elected position to an appointed one.
Select Board office policy: The Board discussed appropriate access to the Select Board’s office and records other than the Board and their secretary. At present, office access is available to the Board, the Board’s secretary, Town Clerk Sophie Seace, Deputy Town Clerk Patricia White, Scott Sanborn, Don Pfaefflin, and Brent Stevens. The latter three are on the call list for Hanover Dispatch if the building’s alarm system sends them a “trouble” message. Skip felt that given there are a number of records that are nonpublic, such as the minutes of nonpublic session, attorney correspondence, and welfare records, people should request specific records and not be allowed to sort through the Select Board office records. After discussion and public comment, the Board unanimously agreed that any person who wants to review town records needs to contact a Select Board member or their secretary and they will assist the person with their specific requests.
Other:
An invitation was received from the New Hampshire Municipal Association to attend their annual conference.
The Board reviewed the municipal budget report ending October 31, 2017.
Correspondence was received from the Upper Valley Lake Sunapee Regional Planning Commission stating that the 2018 dues will be $449.83. This is a $4.63 increase from 2017.
Correspondence was received from the Visiting Nurse and Hospice requesting a 2018 contribution of $1300.00. This is the same as 2017.
Correspondence was received from the Public Health Council of the Upper Valley (formerly Mascoma Health Initiative) requesting a 2018 contribution of $248.00. This is the same as 2017.
A notification was received from the State of NH that they have deposited the October Block Grant payment of $9,048.32 into the town’s account.
Trash report: As of October 31 the town has disposed of 66.86 tons of trash and 24.56 tons of recyclables.
The Board was in receipt of Bernie Waugh’s 2017 Municipal Law Update and an offer to visit the town to give a talk on the contents. After discussion, the Board declined the offer to visit. Sandi will request a PDF of the Update and email it to all town officers.
The four Town House fire extinguishers need to be retagged for use. Sandi will call NH Fire Services of Lebanon and request they recertify them.
Primex is sending a representative to the Town House on Wednesday, November 29 to assess the building for insurance purposes. The representative is coming from Syracuse, New York to assess multiple towns and is not flexible with his timeline. The Board agreed that Sandi can work in the office that Wednesday instead of Friday.
For budget drafting purposes, Sandi will email Bernie Waugh and ask the projected cost of the 2018 retainer
Reports from other Boards and Committees:
Conservation Commission: Dorothy (the Commission’s chair) gave a brief summary of the updated Natural Resources Inventory that the Conservation Commission members are currently working on and is expected to be available in time for the town’s 250th celebration in 2019.
Public comment:
Trish Weekes asked why the Town House generator needed to run continually during the recent power outage when there was no one at the building. Dorothy stated that electricity is needed for the building’s alarm system. It also powers the refrigerator and multiple heaters. Emergency Management Deputy Don Pfaefflin stated that the Town House needs to be available as an emergency shelter if residents need it, especially if there is a lengthy power outage and they do not have a woodstove for heat. He said that people needing shelter are expected to bring their own sleeping gear and that the Town House would provide them warmth, cooking facilities, and restroom facilities.
Bills and vouchers were reviewed and signed.
Nonpublic session: At 6:52 pm Skip motioned to go into nonpublic session pursuant to RSA 91-A: 3-I (c) to review an Elderly and Disabled Tax Deferral Application. Bob seconded. Motion unanimously approved. Motion to come out of nonpublic session at 7:05 pm. Dorothy stated that a decision was made in nonpublic session to table a Tax Deferral Application.
Meeting adjourned 7:06 PM.
Respectfully submitted,
Sandi Pierson
_________________________ _______________________ ________________________
Dorothy Behlen Heinrichs Robert Ells Lyell Smith