Present: Beatrice Davis Chairman, Gino Funicella, Dave Mason Selectmen
Visitors: Jackson Police Chief Karl Meyers, Jackson Town Office Administrative Assistant Tracey Scranton, Agent Rob Hatch, Bobbie Meserve, Shawn Bergeron, Andy Chalmers, Martha Benish, Hank Benish, Warren Schomaker, Dee McClave, Jon Edgerly, Don Bilger, Bob Davis, Bob Kantack and Anne Kantack (Bartlett Selectmen Gene Chandler and Doug Garland joined the meeting shortly before 5 p.m.)
The Board was called to order at 4:04 p.m.
1. Approve the minutes of June 30, 2008 The minutes of June 30, 2008 were reviewed and approved as amended.
2. Warren Schomaker – memo regarding GA Wentworth Fund Warren asked the Selectmen to authorize the trustees to disperse $700 from the Wentworth Fund to pay for the balance of the restoration of the snowroller. Tracey does not think the work on the snowroller fits the fund use as it is not construction. Warren noted Phil Davies has checked this out and last year the Conservation Commission used funds from this account after his research. Selectman Funicella stated the trust is concerned with appearance and Warren noted the will states the funds are for beautification and
preservation of the area. Selectman Mason, seconded by Selectman Funicella, made a motion to allow the trustees to move funds out of the Wentworth Fund into the Historical Society trust for use in paying off the restoration of the snowroller. The motion passed unanimously.
Warren noted the Doucette family is 99% in agreement regarding donating the blacksmith shop to the town if the town wants it. The Selectmen noted that anything involving the Grays Inn property is going to move at a glacial pace. Warren is simply keeping the Board informed about this item. If the town wants to accept this it would have to be done via a warrant article.
3. Tracey Scranton Tracey and Warren have been working on the payroll service; setting up a separate transfer fund so funds will transfer out of the general fund as needed per payroll. It’s going well so far. The trust fund accounts were discussed prior to the meeting. An E-mail was sent out requesting residents to post their house numbers.
Tracey had been asked to find out about “town credit cards”; there are two cards used by employees of the town, neither is in the name of the town. The one used by the Police, the Highway Department and Town Office staff is in the name of Dick Bennett; the one used by the Fire Department is in Ed Dubie’s name. The Board is concerned with finance fees and late charges because of bills being turned in late. Chairman Davies has spoken with the Fire Chief regarding getting bills in promptly. Selectman Funicella believes there should only be one credit card which Tracey should be in charge of. Tracey has no issues with this. Selectman Mason, seconded by Selectman Funicella, made a motion to have all credit card bills sent care of the Town Offices. The motion passed unanimously. Selectman Funicella believes
Jackson would be better off going to a purchase order system. Selectman Mason stated the town needs to finish everything with the credit cards in order to move to a purchase order system. Selectman Funicella reviewed how PO systems work and Tracey noted this could be considered if the town sets up criteria for PO use with its vendors. Selectman Funicella believes the card should be in the town treasurer’s name but Tracey noted this would require changing the card if the person leaves the post. Selectman Funicella wants the card in the name of someone who has a fiduciary responsibility to the town. We don’t know what’s being charged and we don’t know what the credit limit is on these cards; Dick Bennett doesn’t even work with the town any more. Selectman Funicella believes the town card should be in the Tracey’s name. Tracey believes this would be better than the current system. Selectman Mason, seconded by Selectman Funicella, made a motion to rescind the credit cards in
Dick Bennett and Ed Dubie’s names and to have a card issued in Tracey Scranton’s name. The motion passed unanimously.
Tracey reported that a former employee of the town has asked to join the town’s group health plan at their own cost. The town does have retired members on the plan who pay their own health insurance. Selectman Mason noted most insurance companies don’t want to insure non-employees; he also doesn’t think the town can insure someone who is employed somewhere else. Tracey will contact the insurance carrier to find out about this situation.
Selectman Funicella wants to know if the Board will be getting the budget information in the old format. Tracey explained she can’t change the format half-way through the year as everything has been changed over to this new format. Selectman Funicella would like the information on a monthly basis. Tracey will meet with Selectman Funicella to review the new format.
Selectman Mason wants to know about correcting the tax maps to show the Alpine Drive cul-de-sac. Tracey will send the subdivision map to the mapping company and have the tax maps updated.
Selectman Funicella noted the Board had discussed having information as to when town employees are going to be on vacation. Tracey will provide a vacation schedule to the Board.
4. Rob Hatch road side mowing Rob provided the Board with two pages of project information. The first page is a rough weekly plan of work; the second page is a long term plan of projects. The priority is to complete the FEMA projects to secure the funding. The grader is currently broken so that is slowing work at this time. Bids for the reclamation of Tin Mine Road had originally been bid by Allstate at $6,000 they only bid out reclamation not finishing. Pike has bid $11,900 to reclaim with a total of $67,654 to complete it with asphalt. This is the most heavily traveled road
so Rob believes this would be the best bang for the buck. As there is only $100,000 in the budget this would leave about $32,000 to finish out Ridge Road, Wilson and Lower Highlands. Selectman Mason agrees if we don’t finish what has been started Jackson will lose what it’s already invested in the repairs. Selectman Funicella wants to know what Rob won’t be able to get done if he spends the budget on these items; Rob doesn’t think there’s anything on his list that won’t be able to be completed. Rob has also spoken with Dr. Carrier regarding his road and they are going to try to keep it going with cold patch at this time. Sand bids have come in. Coleman was astronomical but Gene Brown and Robert Hanson were reasonable with Gene Brown the lowest at $5 per ton for trucking and $6 per ton for the product for a total of $11 per ton. The Board discussed the town providing the trucking but agreed it would be cheaper to have the supplier provide the trucking. Selectman
Funicella, seconded by Selectman Mason, made a motion to purchase sand from Gene Brown. The motion passed unanimously. Rob noted that Rick Davis had come in to speak about mowing the roadsides. Chairman Davis recused herself from the discussion. Rick will charge $44 per hour and thinks it will take two weeks at 40 hours each to complete the mowing for a total of approximately $3500. Selectman Funicella noted Rick has always done a good job. Selectman Mason, seconded by Selectman Funicella, made a motion to approve having Rick Davis provide roadside mowing. The motion passed 2-0-1 (Davis abstains). The Board asked Rob to make sure that cold patch slips state not only that it was received but where the product is going to be used. Rob noted cold patch is stockpiled for use throughout the town. The Trickey Barn dismantling has started; the storage containers will be on the Gray’s Inn property. These will be visible but out of the way. Rob had previously informed
the Selectmen that there was a problem with the air supply shared between the Fire Department and the Highway Department. Fire Chief Dubie had said he would get the necessary items to increase the supply; this has still not been done. Chairman Davis will speak with Chief Dubie regarding getting this project completed.
5. Karl Meyers Karl noted that the Police Department had provided assistance to the Fire Department; there were several 911 hang ups and a complaint about dirt bikes on Carter Notch Road. A gentleman on parole from Massachusetts had to register with Jackson. There was a domestic disturbance at the Wentworth and a husband/wife dispute. They investigated a suspicious vehicle at the rest area and found a man living in his car, the police moved him on. The Fire Works program went really well. The Police assisted with a missing person report on a bi-polar individual as well as an
ambulance assist at a local restaurant. They investigated graffiti on the Grammar School and found a bike and returned it to the owner. There was a window blown out of the school bus but it was heat related, not criminal damage.
6. on Bilger Permit of Assembly Sean Bergeron explained that he had started working on Whitney’s and the Shovel Handle Pub in December 2007. He created a list of items that needed to be addressed and Don did a lot of work in order to be open for the Holidays. The one item remaining is testing and inspection of the sprinkling system. Sean is very concerned with this as it is one of the oldest systems Sean has ever seen and it protects both Whitney’s and the Shovel Handle Pub. Selectman Funicella wants to know what where the Wildcat Tavern’s sprinkler system stands. They were
given until May ’08 to complete it but it will be May ’09 before this is completed. Selectman Funicella wants to make sure we put Don on the same schedule. Sean explained that the system at Whitney’s and the Shovel Handle Pub is no where near as good as the Wild Cat Tavern’s protection level. Don noted that Gary Darling from Eastern Sprinkler is going to inspect the system tomorrow and it should be tested by the end of the week. Sean explained Don is operating with a Permit of Assembly which expired on 6/30/08. Don noted he didn’t have any information about needing an ANSUL system until he received Sean’s memo of July 11th and he can’t change out the system in short order. The Selectmen want to be fair to everyone; they want to know if they can give approval for the Permit of Assembly pending the sprinkler inspection. Sean stated that isn’t unreasonable since Don has been working consistently on all items on the list of concerns. Selectman Mason, seconded by
Selectman Funicella, made a motion to approve the Permit of Assembly contingent on receipt of a successful sprinkler test. The motion passed unanimously. Sean will sign the permit once he sees the sprinkler test results. Selectman Funicella is concerned about Don operating without the permit; if something were to happen would it be Jackson’s responsibility? Sean explained it is not Jackson’s responsibility; Don is the one operating without a permit. Don will also need to get a second Permit of Assembly for the outside area and all items of concern will need to be completed before the permit can be issued.
Sean noted that there was a report that on Francis Avenue the Landess property had work being done without a building permit. Upon inspecting the property there is no doubt they’ve done a significant amount of work. He already let them know they need to get a permit once and they have continued working without responding to his request. He will keep the Board updated.
7. Bobbie Meserve: appoint Joan Aubrey supervisor of the checklist The Board signed the forms on this. Bobbie noted that Joan Aubrey will take the position on the condition that she is paid nothing. The Board approves this condition.
8. Bartlett Selectmen, Jon Edgerly – Transfer Station
1. Plastic Recycling (NRRA programs) Jon noted that the program has changed to include plastics 1 – 7 comingled with tin cans. They will also take glass generated on a daily basis with no color separating. This will be in a 30 yard container; they prefer the items cleaned and with no lids but will take the product as is. They will pay the towns $20 per ton. They have no idea how long it will take to fill the plastics container and they will save money if they have both the paper and the plastics container hauled at the same time. The best option is to rent a third container so
they have a back up if the paper fills first or vice versa. This would allow the towns to see how much product they get and if they would benefit from purchasing a baler. Baled plastic is paying $720 per ton. Selectman Chandler noted they’d be spending $3,000 to earn $720. Jon explained NRRA will be separating the product that is why they are only paying us $20. Steel is $399 per ton baled. Selectman Garland wants to know why we don’t keep the tin separate when we have a baler. NRAA wants the items comingled. Selectmen Mason reminded everyone that the option being discussed allows the towns to get into this program at no cost, with the exception of the rental fee for the third container, and will allow them to see how much product is collected before investing in another baler. Jon noted that the container does need to be made handicap accessible, he thought they could use concrete blocks to make a ramp but it wouldn’t meet the proper rise to run ratio. Selectman Chandler
wondered why staff couldn’t just take the recycling product out for folks who aren’t able to use the containers. Staff members do that currently; Jon noted there is a handicap accessible container but he wants to see how much product we collect before investing in one. Selectman Garland wants this monitored for the next six months; he believes the towns are giving up revenue. It was explained that the towns are not giving up anything; they are adding revenue with this program. Currently both towns are at a 13% recycling rate, they should be somewhere between 20 – 26% and are shooting for 30%. Selectman Funicella asked what the tipper trucks are doing. Jon explained the private haulers are separating items; the commercial packers are supposed to separate; Jackson’s driver is while Bartlett’s driver isn’t. It was clarified that the towns do have a contract requiring separation by the commercial packers. Selectman Chandler noted Bartlett’s commercial accounts haul over the
mountain, Jon clarified there are about fourteen commercial accounts that come into the Transfer Station. He was told if he sees a commercial hauler not recycling then ban them. Storyland brings in its trash and dumps in into Bartlett’s compactor so Bartlett is hauling more. Selectman Garland commented that Storyland also pays a lot of taxes too; Jon clarified they recycle very well and have been notified that plastics are going to be added. Bartlett gets credit for their recyclables except North Conway Incinerator gets their cardboard. Ann Kantack thinks it’s great that we’re getting into recycling but wants to know why we aren’t separating now. It was explained we need to know how much product we’ll get and this is the first step in determining if they want to get another baler put into the budget.
2. 30 yard roll off tires; need to haul two loads this year Selectman Funicella noted the cost to get rid of tires has increased and he wants to know if the cost to dispose of them has increased? Selectman Garland noted it costs the towns $3 to get rid of them and we are only charging $2. The Selectmen agree they need to increase the cost so they are breaking even on this. The two loads will cost $1,000 each. Jon explained we are currently taking in more tires then are being hauled out. Recently a resident of Bartlett cleaned up his yard and disposed of a lot of
3. Disposal and glass crushing Jon explained the Transfer Station will no longer be adding to the glass pile and John Tangway is looking into having a local pit take it. Commercial Paving will no longer grind their glass and another company will come in with a crusher then grind it. This process will be able to handle the stones that are in the pile of glass. Jon believes at this point we can wait.
4. Master Plan Selectman Chandler believes this should be a separate meeting. Selectman Mason noted the Plan he’s seen speaks to having a building for plastic and another for glass and at this time we’re just finding out how much we’ll be recycling; it makes sense to wait on the Plan until they know how much will be generated. Baling and storing of product will take up more space. Selectman Funicella noted in three months time we’ll know how much we’ll produce and then it would go on next year’s budget. Any Master Plan discussion at this time would be moot.
5. Equipment – repairs and status Jeff’s weekly maintenance work sheets on breakdowns and repairs Jon explained that Jeff’s hours have increased; this has cut down on repairs as he’s greasing regularly and keeping fluids up. The Roll off had a problem but that is mostly due to age; we need to look at a replacement in the future. The tractor is nickel and diming us and needs it’s brakes repaired which will cost about $3,000; it’s used for construction debris and cleaning up after moving the containers. Selectman Funicella wants the Selectmen to agree to fix the brakes.
Selectman Chandler wants to know if the tractor is able to stop; Jon noted it does stop; Selectman Garland noted they could always drop the bucket to stop the tractor. Selectman Chandler noted we’re going to replace it so why repair it. There are no plans to replace the tractor any time soon; Jon will get a full estimate for the repair.
6. Benefits for Jeff: Jeff is paid by both towns; Selectman Chandler thinks Jeff should get benefits but wonders who is going to pay for them and which plan is he would go on. He also wondered if Jeff can go on either town’s insurance when he only works part time for each town. Selectman Mason noted Tracey is already going to speak with Jackson’s insurance carrier regarding another matter so he’d like her to ask about this situation as well. The Selectmen agree Jeff is a good employee and does work 35 hours a week. Selectman Garland noted that the Selectmen have previously
discussed comingling Transfer Station employees rather than having some who work for Bartlett, some who work for Jackson and some who work part time for both towns. This is a cumbersome agreement that was made in 1984. The Selectmen agreed to look at options for providing insurance for Jeff.
7. Entrance sign Jon noted the entrance sign blew down this winter; the lower half is still there with the daily hours. Selectman Chandler doesn’t think a new sign is necessary; Jon noted they need to have a sign that says this is the Transfer Station. Martha Benish suggested that it be called the Recycling & Transfer Station. The Selectmen agreed that they would get a new sign that says it’s the Bartlett/Jackson Transfer and Recycling Center. Selectman Garland suggests a lexan sign; he’s had his for almost ten years and it looks like new.
8. Construction Debris – new rates/possible separation of sheet rock and shingles bunker Jon reviewed the rates currently being charged. Selectman Mason wants to know why we’re allowing dump trucks to come in with construction debris. Jon explained they can come in but have to hand-unload. This discourages commercial roofing companies from coming in with loads of shingles. In Jackson folks have to get a container when they do construction and if we increase our rates it would be cheaper for builders to get a container rather than bringing their debris to the Transfer
Station. Jon reviewed proposed increases. The Selectmen don’t think the proposed increases are enough; we are paying $56 per ton plus the hauling fee. Jon feels the Station needs a scale; volume versus weight is difficult to calculate; a load of cardboard was sent to Berlin and was sent back because it was three tons short. Jon noted that every town that has put in a scale paid for it within five years through collecting correct fees rather than guessing. Selectman Garland disagrees noting they don’t spend that much to get rid of construction debris. Selectman Funicella reminded him he hopes by next year we’d be baling our plastics and metal and will be making money. The scale is $85,000 and Selectman Garland is not interested in spending that kind of money on a scale; it should be spent on a recycling center. Selectman Funicella noted that Jackson has $50,000 put aside for a scale and they should be able to come to some kind of agreement where Jackson provides the scale
and Bartlett pays them back. This would give them the opportunity to know how much they’re losing by not knowing how much they are sending out. The Selectmen feel there should be different prices for different debris. Selectman Chandler thinks we should raise the fees immediately; if we give folks a warning that fees will increase in a month then he thinks folks will bring in ten loads in that month. Selectman Chandler suggests $95 for sheetrock, with $85 for mixed loads and $60 for wood. Jon noted they get a lot of pick-up trucks some are little and others have sides and are half-tons. If it’s a half ton of sheet rock then the charge should be $95. Selectman Chandler believes we’re losing a lot of money. Selectman Mason noted the Selectmen would be meeting again to go over the fees; he suggests letting Jon work out the weights for various debris, set the fee and then post it. The Selectmen agree to a one week grace period with fees being emailed and a sign going up at the
Transfer Station stating that the fees are going up.
9. Additional balers This item was tabled.
10. Site work – at least 2 loads per town of ¾ crushed gravel Jon noted he’d like to have three loads per town to smooth out and level the area. They are able to use crushed glass but they need something to bind it. The towns just have to bring it in and dump it; Jon’s staff will do the work.
11. Status of burning brush and construction debris – chipper? Jon noted we have one more year for burning construction debris. Selectman Funicella disagrees and Selectman Chandler notes they were given three years; Jon will check on this. Selectman Garland wants to know if we have a market for chipped product. Jon noted no one wants it but we can ship it to Maine.
12. Container – Jackson is down to one, Bartlett has two summer waste loads Jon noted Jackson has one container and can haul it once a week. Bartlett has three containers but the hook on one of the containers is broken and this is an issue. Selectman Garland asked if this is a problem every week which Jon affirmed. Storyland is coming in Friday and Monday; Selectman Chandler asked if this is the most ideal time. Jon noted that on Fridays they have two loads from Storyland, Glen Ellis and three packing trucks and that fills up a container. Storyland could have a compactor onsite
to have their refuse trucked directly to Berlin and they declined. It would definitely cut down on the number of hauls Bartlett has to pay for if Storyland had theirs hauled directly.
13. Rock Bucket for the skid steer Jon explained this would be helpful in recovering metal out of the burn pile; it could be used to move glass too. It will be $1,709.46 brand new, delivered. The last load of metal they sent out was $2,000; the metal is mixed with sand and dirt and it just sits there unless they handpick it out. Everyone is in favor of this purchase.
14. Exposed Wires to Bartlett Compactor (added) Jon explained there are exposed wires on the wall going to the Bartlett compactor; the plastic conduit was damaged by the tractor while moving snow. It will cost $400 to fix it; Bartlett will get this fixed.
15. Tires for the skid steer (added) Jon noted we’ll need tires this year. We got approximately 400 hours out of the tires. Jon is looking at getting more expensive tires with longer wear; we went with the cheaper ones last time they were replaced. The solid tires do provide twice as much wear but for three times the price. Once these lose their tread they are useless. Jon wants folks to be looking to do this sometime in November or December.
16. Hours of operation (added) Chairman Davis noted there have been a lot of requests for earlier hours with a suggestion that Sunday could be open from 9-3 instead of 12-6. This would allow second homeowners to go in the morning as they are leaving town. Selectman Chandler noted there will be folks those hours don’t work for. Selectman Mason noted there are long time residents who can’t ever get to the dump because they go to work before it opens and come home after it’s closed. Selectman Garland suggested having the dump open on Sunday from 9-6 but there is a concern this would
involve paying overtime. Selectman Chandler thinks that we’ll never be able to satisfy everyone and at least now everyone knows the dump hours are 12 – 6, period. Chairman Davis just wants the Selectmen to consider this as she’s had five or six complaints about the hours recently. Jon reviewed the fact that most employees are on a 35 hour workweek so adding 3 hours wouldn’t involve overtime but he cautioned that there have to be two employees there at all times. Martha Benish wondered if Saturday might be a better day for extended hours. Jon will look at the costs of adding three more hours onto the Transfer Station times.
17. Other business (added) Jon noted there is a golf cart up there that is junk; it doesn’t run. Does he need to have it declared surplus in order to get rid of it? The Selectmen agreed he can dispose of the cart. Selectman Garland wants to know if they are doing ok with keeping oil unpolluted with other fluids; Jon noted his staff are doing the pouring so it’s working okay. Selectman Chandler wants to know if we get anything for batteries and was informed that Roger Labbee contracts for them; he strips copper as well.
Chairman Davis, seconded by Selectman Garland, moved to go into Executive Session at 6:37 p.m. in accordance with RSA 91-A3, II
The Board returned to Public Session at 6:56 p.m.
9. Signatures on the following documents
1. Sason & Rich MS-5 (2 copies)
2. Thank you letter Billy Kelley
3. Appointment forms JPB David Treadwell, Edith Houlihan, Mary Howe, Joan Aubrey Supervisor of the checklist The Selectmen signed all of the above documents.
10. Other Business The Selectmen reviewed the letter Sean generated regarding the changes to the inspection process and the meeting requesting business owners to attend to learn about these changes. The Selectmen accepted the letter as amended.
The meeting was adjourned at 6:59 p.m.
Martha D. Tobin