NEWBURY BOARD OF SELECTMEN
MINUTES OF FEBRUARY 17, 2004 MEETING
& BOND ISSUE PUBLIC HEARINGS
Selectmen: James Powell, Richard Wright, Gary Budd
Town Personnel: David Jescavage, Town Admin; Shelly Candidus, Admin. Asst.; Cal Prussman, Highway Admin.; Chief Valiquet, Henry Thomas, Fire Chief; Linda Champy, Town Clerk
Public: Gary Daniels, Josh Perkins, Gene Hayes (Northcape Design), Jim & John Bruss, Donna Roberson & Kristen Senz (Argus-Champion)
The meeting convened at 6:32 p.m. There was no public input. The selectmen reviewed the bond issues to be addressed in the Public Hearings. They agreed that a working number for the construction of a new Highway Garage and salt shed would be $1,100,000, to be confirmed before Town Meeting. They agreed that a working number for renovation of the Town Office would be $450,000.
NON-PUBLIC SESSION:
The Board voted to go into non-public session at 6:42 p.m. to discuss legal counsel’s input on construction proposed on the old stone barn site on Route 103A. The Board came out of non-public session at 6:55 p.m. and adjourned to open the Public Hearings.
PUBLIC HEARING ON BOND ISSUE TO CONSTRUCT A NEW HIGHWAY GARAGE & SALT SHED:
The Public Hearing convened at 7:00 p.m. Chairman Powell opened the hearing by asking Richard Wright to lead the discussion. Wright explained that the town proposes to build a 100' x 150' steel highway garage. Drawings and plans for the proposed building were displayed. The new garage would incorporate space for the highway equipment, office space, a bathroom, wash bay, and hoist. An accessory 30' x 75' two-section shed for storing salt, covered and with a drainage system, was also described. Wright said advice, design concepts and estimated costs had been obtained from a couple of local contractors. At this time, the Board is using $1,100,000 as a projected expense until the costs can be further defined. Additional professional advice on the design and materials is being collected, as well as advice from an engineer for all
mechanicals.
Wright asked for input. Fire Chief Thomas said the proposal looked good. Prussman added that the new garage will have room for future expansion. No additional comments were offered. The public hearing was closed at 7:06 p.m.
PUBLIC HEARING ON BOND ISSUE TO RENOVATE AND BUILD AN ADDITION TO THE TOWN OFFICE BUILDING:
In the interim period prior to opening the public hearing, a general discussion of the project took place. The Public Hearing was convened at 7:30 p.m. Chairman Powell noted that the current set-up of space in the Town Office crowds all personnel into one small end of the building. In addition to regular staff, space is needed for the assessor and the Code Enforcement Officer, who both spend at least two days a week on site, and for the Planning and Zoning Board Chairs, who currently have no office area to work from. Regular staff for the selectmen’s office consists of 4 people, and the Tax Collector/Town Clerk shares a small office with her deputy. Noise level, traffic flow and inadequate back-up systems impede efficient operations. Powell said the Board had looked at several plans that made use of existing space in the
building, including the present meeting room, and would call for the addition of a new meeting room. The latest version of the plan was displayed.
Perkins asked how extensive the alterations would be. Powell said the heating and air conditioning systems would be updated and some internal walls would be moved to create more office space. Perkins noted that $5,000 was appropriated last year for a feasibility study to address possible Town Office expansion. He asked how much of that money was used to come up with the current plan. Jescavage said that money covered a preliminary assessment of the building: what usable space existed and how it could be utilized. Powell added that the proposed concept for renovation and addition of space met requirements, but details still needed to be worked out. It will fall to a Building Committee to fine-tune the plan. Wright said an architectural plan was submitted several months ago which was unacceptable, so another company was asked to
present their ideas. Perkins asked why $5,000 was spent on this effort. Wright said the town contracted for a study which was rejected, but it did give the Board the direction needed to pursue an alternate plan. Budd added that good use was made of the original plan, and we were able to use it to evolve a second version quickly.
Gary Daniels asked if the input of the staff was reflected in the current plan. Candidus said it was, and the staff had met with the contractors to discuss various options for use of the space. She said they agreed that the current plan on display met their collective needs. Jescavage described in detail how each area had been assessed and said the current plan will save money and eliminate disruption since the staff will not have to be moved to a trailer for the duration of construction. Jim Bruss referred to the plans, which were prepared by an architect, to describe a new meeting room with a full basement which will provide space for future expansion. Perkins noted that the proposed meeting room would only hold 100 people and asked how many attended Town Meeting. The Board replied that the number of attendees varied from 100 to 200,
but the White Star Function Hall would continue to be used for Town Meeting. Perkins asked how many years the bond would be issued for. Wright said that decision had not been made yet.
Daniels asked what the qualifications were of people working on the Building Committee. Powell said the Board had people in mind, including an engineer, architect, builder, etc.
Daniels also asked if there were plans to make use of other old town buildings in Newbury. Powell said there was a warrant article regarding funding for a study to determine if the old Town Hall in South Newbury could be utilized. It was noted that most of the old unused town buildings had historical rather than practical value.
Jescavage said the proposed plan for renovation made private work spaces secure from public spaces. He feels the plan works well and reflects the needs of the staff. Perkins asked if the septic plan would need to be updated. Wright said probably not, since it was designed with adequate capacity for the Town Office and adjacent buildings when the library was renovated in 1998. There was no further comment. The Public Hearing was closed at 7:37 p.m.
INFORMATIONAL SESSION ON 2004 WARRANT ARTICLES:
Powell opened the session.
Article #7, Capital Reserve Funds. It was noted that money continues to be placed in a fund for Revaluation, since this is now required every 5 years. Perkins asked why the Fire Department fund was increased to $45,000. He said it appears as if money is just added every year. The Board replied that this was because town departments are doing more forward planning to meet the requirements of the CIP. Thomas explained the use of the equipment and its life expectancy. A new truck is purchased every 10 years to help meet insurance requirements. Perkins said he felt the town had too much fire equipment for its size and in comparison to towns like New London. Powell said our funding needs are driven by the CIP.
Article #8, Expendable Trust Funds. Powell noted that appropriations for Docks and Office Equipment are down; others remain unchanged.
Article #9, Fire Rescue Vehicle. Thomas described the new vehicle and said the current truck was 20 years old with lots of hours.
Article #10, Police Cruiser. Daniels asked about mileage on the current cruiser. Valiquet said it had over 100,000 miles and was showing its age.
Article #11, Fishersfield, Phase I. Daniels noted that of the $262,600 to be raised from various sources, $89,600 will be raised through private contributions of cash, services and materials. He asked how much of that $89,000 had been raised. Budd said about $70,000 to date.
Article #12, Update town filing system and document storage units. Budd spoke to the necessity for this update for efficient and secure storage. Champy emphasized the need for safe storage of historical records. Budd said this will be a three-phase project and this phase will include shelving and equipment. Daniels asked if digital storage had been considered. Budd said yes, but digital was not yet approved for such storage, since it has only a 10-15 year life and it is very expensive. Microfilm, with a life of 100 years, is being considered.
Article #13, Update phone system. Powell explained that the present system has only a 4 line capacity and can’t be expanded. With more staff, more lines are needed and the plan is to tie the new system in with the Safety Services building and library. Budd added that the upgrade would have good extension options, voice mail, and an 8-line expansion capacity.
Powell noted that a suggestion had been made to include Articles 12 & 13 in the bond issue request for the Town Office expansion. He asked for comments. Perkins said don’t include them; keep the bond at the smallest amount possible.
Article #14, Computer upgrades. Powell explained that problems were encountered in merging the current tax-billing system with Vision software. Problems have been very time-consuming and difficult to fix. A new software system has been evaluated and this new company offers a wide line of programs designed for municipalities. Newbury would have use for 4 or 5 modules, and would integrate one by one. Daniels noted that conversion can be difficult. Budd said we have contacted people who have made the conversion and the company offers excellent support. Some early start-up technical problems are being ironed out by the provider.
Article #15, Old Town Hall architectural/engineering study. Powell said this study has been requested by the Historical Society to see if the building could be put to use. Perkins asked how many people it would hold. Thomas said 100 maximum. Perkins asked how many people would be involved in directing the study. Powell said one knowledgeable person: Bill Weiler. Wright said all systems must be evaluated. Perkins asked if all the work would go to one person. Wright replied that an RFP would go out after the study was done. For the study itself, one or two architects/engineers would be asked to evaluate, since the job was too small to warrant an RFP.
Article #16, Cemetery Maintenance Trust Fund. Powell explained that this would address funds needed for maintenance which would not be restricted by the present perpetual care funds which are designated for specific grave sites.
Article #17, Mutual aid response. Thomas explained that Newbury has participated in mutual aid for assisting towns with emergencies since 1949. Newbury is now in the process of forming a mutual aid district. Approval of this article is a formality. It was noted that it will allow the Fire department to apply for certain grants.
Articles # 18 & 19, Optional tax credits for veterans. No discussion.
Article #20, Donation of Grange building to the town. Powell said this was an historic building and was currently in use, although the roof needs repair.
Discussion of the warrant articles concluded at 8:35 p.m. The regular meeting of the Board reconvened at 8:45 p.m.
OLD BUSINESS:
Gene Hayes from Northcape Design appeared to discuss the status of a building permit application for work on the Stone Barn property (Map/lot# 18-213-220). The Board was in agreement that they cannot approve the permit and that it needs to go before the Zoning Board of Adjustment for a Special Exception. Wright explained that the subdivision of the property approved by the Planning Board created a new set of circumstances and grandfathering for the status of the milk house as an accessory dwelling was no longer in effect. Hayes said he has experienced many delays and has been removed from the Zoning Board agenda in the past. Powell said he would discuss the situation with the ZBA Chair and Hayes should ask agent Bob Stewart to handle the paper work and arrangements for the hearing. Hayes said he
needed to know exactly what he was applying for from the ZBA. The Board said he might need a Variance as well as a Special Exception, since the proposed plans fail to comply with zoning regulations #4.10, 4.10.8, and 4.10.4.
Jescavage mentioned that he needed approval to amend the Employee Handbook regarding overtime. Section 37, paragraph 2 will include the following: “Overtime shall be paid at the rate of 1 ½ times the regular hourly rate of the nonexempt employee for time worked in excess of 8 hours on any given workday.” The Board approved this amendment.
Jescavage reported that a proof of the Town Report was due on Wednesday. The Board noted that warrant articles regarding the bond issues will need to be updated.
NEW BUSINESS:
The Board noted that Department Heads had been asked by the Planning Board to review plans submitted by Jesseman Engineering for the Deer Pines Subdivision. Chief Valiquet signed his approval. Prussman had concerns about the impact on Morse Hill Road. The Board asked the Department Heads to put their comments in writing for Jesseman, since this was not a concern of the Board of Selectmen.
Powell said Sen. Clif Below wants to hold a public meeting on March 1, 2004 at 7 p.m. at the Town Office to discuss a legislative proposal for the development of boat access to Lake Sunapee at the State Beach and at Wild Goose. The Board agreed to host this meeting.
Wright asked Candidus to notify the Highway Advisory Committee of a meeting at the Town Office at 7 p.m. on Thursday, February 26th to discuss plans for the new Highway Garage and salt shed.
Powell said the Building Committee for renovation of the Town Office would include himself, Barbara Freeman, Alex Azodi, Shelly Candidus, and Del Harris.
The Board signed a Town Warrant for the March 2, 2004 special election.
The Board denied a request from taxpayers to waive late charges for delayed property tax payments.
The Board signed an abatement request in the amount of $2,442 and refund requests in the amount of $824.32 for 2003 property tax adjustments.
REGULAR BUSINESS:
BUILDING PERMITS:
Gobes, Michael. Map/lot# 18-213-220. Permit to convert milk house & barn into dwelling units denied, per 4.10, 4.10.8, 4.10.4; to ZBA.
Hall, Deborah & Woods, James. Map/lot# 16-771-092. Permit to renovate house denied, per 7.5 (within buffer zone); to ZBA..
REGULAR BUSINESS:
PAYROLL & ACCOUNTS PAYABLE: Week ending February 14, 2004 approved.
MINUTES: Meeting minutes of February 9, 2004 approved to file.
MEETING ADJOURNED at 10:15 p.m.
NEXT REGULAR MEETING: Monday, February 23, 6:30 p.m. at the Town Office.
NEWBURY BOARD OF SELECTMEN
sc/Feb17/04
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