Office of the Select Board

Town of Orange, New Hampshire

Minutes of April 9, 2012

 

Present: Linda Giner, Dorothy Behlen Heinrichs, Betty Fulton, and Sandi Pierson (clerical). 

Others present: Barbara Smith, Don Pfaefflin, Henry Minasian, Tessa Michetti, Bob and Sharon Proulx, George Smith, Marvin Rocke, Bill Fulton, Neil Aitken, Pat Mercer, Ed Saulen, Pat and George White, Scott Sanborn, and Brent Stevens. 

Betty Fulton called the meeting to order at 7:00 PM.  Attendance taken by the secretary. 

Review of minutes:  The minutes of March 26, 2012 were approved as submitted. 

Solid Waste: 

  • Dorothy reported that the last reports from Northeast Waste reflected that 40% of the waste picked up was recyclables. Eighteen tons were collected, 7.10 of it was recyclables.
  • Dorothy reported that Northeast Waste does not provide hazardous waste pick-up.
  • The Board discussed holding a "large trash pick-up day." Henry Minasian stated that last year's large pick-up cost about $4800.00. After discussion and audience input, Betty motioned to schedule a large trash pick-up day. Dorothy seconded.  Motion passed unanimously in favor.  Dorothy to follow up with Northeast Waste to see what dates are available.

Treasurer:

  • Linda reported that Auditor Catherine Ells performed an audit of the former treasurer's records before being turned over to Tessa Michetti. All records balanced with the bank statements except for 35-cents (a TT&L payment that was submitted to the IRS but still owed through the payroll). Catherine's report affirmed that all records were accurate and no corrective action is necessary.
  • Linda stated that the Trustees of the Trust Funds have returned the $6000 check to the treasurer that was intended to make the 2012 appropriations to the capital reserve funds. She said the funds are required to be wired. The Board signed correspondence to the treasurer summarizing the capital reserve payments.
  • The Board and the town clerk signed documentation for the tax anticipation note. The note is for $250,000 at 2.25% interest and is payable by December 31, 2012. Per the protocol, Linda will forward the document to the town's attorney for his review.

Mileage policy:  The Board discussed a mileage policy for town officers and/or employers using their vehicles for town business.  Betty reiterated that Article 17 of the 2011 warrant [2010 town report] that would allow the town to pay mileage was defeated at town meeting. She suggested the Board put an article on the next warrant in order to rescind Article 17’s defeat. Scott Sanborn stated he uses his own vehicle for road work because it is cheaper than the larger town truck. The Board agreed that a mileage reimbursement policy would have to be across-the-board for all people using their vehicles.  After a lengthy discussion with public input, the Board agreed to have the town's attorney review the warrant article to see if it can be legally circumvented. Don Pfaefflin stated that he would have to quit as health officer and building inspector if mileage is not reimbursed; he added that he had been paid mileage for those positions for 33 years. The Board asked people using their vehicles to keep track of their mileage so the Budget Committee can have an idea of what it will cost as a budget item. The discussion was tabled until the next meeting.

Town attorney:  The Board signed the retainer agreement with Gardener, Fulton and Waugh effective April 1, 2012 to March 31, 2013 at a cost of $5000.00.  Bob Proulx spoke in favor of continuing to use them to represent the town. 

Trustees of the Trust Funds: Linda read a letter of resignation from Edith Sova as a member of the Trustees of the Trust Funds. Edith wrote that it has been her pleasure to work for the town but it is time for her to retire.  She looks forward to helping the town in other ways in the future.  Linda stated that Gloria Stevens was interested in finishing out Edith's term. After discussion, Dorothy motioned to appoint Gloria Stevens to the vacancy on the Trustees of the Trust Funds. Betty seconded. Motion passed unanimously in favor.  Sandi will contact Gloria and ask her to attend the next meeting to take the oath of office. 

Emergency Management: 

  • Brent Stevens stated that because of how dry the ground is, there is absolutely no outside burning permitted at this time. They are discouraging seasonal campfires for which a permit is required from a forest fire warden.
  • Brent stated he contacted three consultants for a quote to update the town's 1991 Emergency Management Plan of which two replies were received. Brent asked that the Board wait until the third party submits a quote before reviewing them. The cost of the update is slated to be between $4500 and $4900, up to half of that being eligible to be funded by a FEMA grant. Don Pfaefflin noted that the hours worked by town personnel in updating the plan is considered part of the town's funding of the update. Brent stated that the updating process should be done within six months after it is initiated.
  • Brent stated that the Hazardous Mitigation Plan was approved in 2008 and an update is not due until 2013. He said that the Hazardous Mitigation Plan is funded by the Upper Valley - Lake Sunapee Regional Planning Commission.
  • Regarding the grant application to the Mascoma Savings Bank for a defibrillator, Dorothy stated that the town would not be getting an answer until the end of May.
  • After discussion, the Board recommended that Road Agent Scott Sanborn be a member of the town's emergency management team.  Both Scott and Brent agreed. 

Computer router:  This is a continuing discussion about the three town computers having internet access.  Pat White stated that an alternative to connecting three computers with cables from one router was to purchase a wireless router. Each computer would be connected online (wireless) with a "thumb drive" component that plugs into a USB port. Scott offered to follow up with the suggestion.

FEMA update:  Scott said the second payment of $112,154.00 from FEMA for disaster 4026 was received or expected shortly.  (Tessa later stated that it was not yet electronically received.) Scott said he is reviewing the records from last year and is planning the completion of FEMA-related work in correlation to regular necessary maintenance. He submitted to the Board a tracking spreadsheet outlining the eight projects including descriptions of work completed and work pending and the costs of both.  Linda shared with Scott an FYI email sent to the town regarding the regulations of Federal Disaster fund usage.

Orange Conservation Commission (OCC):

  • Patten Trusts: (This is in regards to the Attorney General's office asking if the town will oversee the deed covenants of the Neily and Topsfield subdivisions now that Patten Trust is defunct.) Dorothy stated that the OCC voted unanimously for the town to accept being the overseer of the covenants.  Planning Board Secretary Bob Proulx stated that the Orange Planning Board is named in the deeds as having jurisdiction within the town should Patten become defunct.
  • Mica Madness: Dorothy said that the OCC will be hosting a mica mine tour on Saturday, May 5th—meet at the Town House at 10:30 AM. Town Historian Gary Hamel and Dartmouth Geology Professor Leslie Sonders will be joining the hike.  More information can be had at the website OrangeNH.US/mica or by calling Dorothy Heinrichs at 523-4514.  This is also “Green-up Day” and residents are encouraged to do roadside pick-ups in their neighborhood prior to the mica tour.

Meeting procedures: Dorothy motioned for the Board to adopt the procedure of "rotating Chairmanship" of the Board, thus taking turns running the meetings. Betty seconded. Vote passed unanimously in favor.  Bob Proulx said he thought the Board was showing a good team effort and working well together.

Reviewed:

  • Current Use Application: Map 8, Lot 1, Burnt Hill Road. The Board agreed that the required computations on the attached map were incomplete and that the applicant needed to include $16.00 for recordation. Sandi will notify the applicant of the Board's decision.
  • An outline of the duties of the Supervisors of the Checklist was submitted by Barbara Smith.  The Board thanked Barbara for the information. (The Board is compiling a directory of positions in the town and what the respective duties consist of.)
  • The Board reviewed, approved, and signed an Intent to Excavate for Robert Senter for his pit on Burnt Hill Road.
  • The Board received letters of appreciation from CASA, the VNA, and Tri-County CAP for the town's annual contribution to their organizations.
  • An invitation was received from the Grafton County Commissioners to attend the May 6 ribbon cutting ceremony at the new correctional facility.

Tax Collector: Tax Collector Sharon Proulx asked how she could have access to the tax cards when they are requested of her. Betty said that if the secretary is not in the office, she can be available with a one day notice.  It was also affirmed that the tax cards may be accessed by the meeting room computer. This led into a discussion of the necessity of updating the assessing data on the upstairs computer.

Public comment:

  • Sharon asked why there was $40,000 listed as an expense on the spreadsheet. It was affirmed that this was a non-budgeted item and that Betty will delete it.
  • Sharon asked which Board member would be preparing the timber tax billing (yield warrant) and current use changes. Betty said she will do the timber tax computations. The discussion on current use changes and penalties was tabled.

Vouchers were reviewed and signed.

Meeting adjourned: 8:50 PM.


Respectfully submitted,

Sandi Pierson

Linda Giner, Vice Chair                      Dorothy Behlen Heinrichs                  Betty Fulton