HANCOCK SELECTBOARD MINUTES
February 27, 2012
PRESENT: Carolyn Boland-Acting Chair, John Jordan – Selectboard
Barbara Caverly-Town Administrator/Recording Secretary
ABSENT: Roberta LaPlante
OTHERS: Kurtis Grassett-DPW Director; Eric Spitzbarth, Nevan Cassidy-Fire Chief,
Tom Bates and John Pirkey – Assistant Fire Chiefs
Boland called the meeting to order at 7:00 p.m. Jordan moved to accept the Minutes of February 6th and February 13th; seconded by Boland, unanimously approved.
Boland opened the public hearing at 7:03 regarding the FEMA declared disaster for the October 2011 snowstorm that included Hillsborough County. Hancock's share received is $4,876.67. Grassett explained the funds being received based on that storm are required to be used for hazard mitigation.
Grassett stated he was able to cover the work done by the town crews within his existing budget without exceeding the bottom line. Therefore, he is requesting permission to put those funds toward hazard mitigation on Evergreen Hill Road in the manner of purchasing two catch basins and 200 feet of pipe. His plan is to install a closed drainage system. Jordan moved to accept the FEMA funds to be used for hazard mitigation on Evergreen Hill Road; seconded by Boland, unanimously approved. The funds accepted are to be used to extend the drainage on Evergreen Hill Road as previously explained by Grassett.
LAWNMOWER: Grassett said the lawnmower was sent to Gary's Power Equipment to determine what it will cost to do some repairs. The estimate came back at $4,500 to $5,000. He could replace the mower with a new one for $5,700. The mower is used on town property and in the cemeteries. A discussion with the Cemetery Trustees concluded with the trustees willing to share the cost of a new one on a 50/50 cost share. Grassett will look into the possibility of a finance plan with zero interest in order to spread out the payment. He will speak with Gary about the various options that are available and report back.
HILL PIT AGREEMENT: Grassett presented the renewal agreement to the Board for approval. The new agreement was asked to be in the name of Jane Hill. The Board has asked that the ownership of the land be verified first, to confirm she is one of the owners.
ICMA RETIREMENT PLAN: Kurt brought up the issue of the current retirement plan for non-police employees, stating it has not been a particularly good plan in recent years. The expense ratios are being marked up more than the markups by companies managing their own options. An example used was Fidelity Puritan who, under ICMA is a 1.3% while the actual ratio is .6%.
Kurt asked the Board's permission to work with Caverly and another resource, to locate some other options. Boland stated she will contact the resource directly.
FLEXIBLE SPENDING ACCOUNT-FSA: The town just received a refund of $1,098.64 representing unexpended balance of deposited funds from the 2010 Plan Year. There are conditions on how those funds may be expended. The Board needs to consider setting those funds aside in a designated fund.
FEBRUARY 27, 2012
Caverly will discuss the best way to handle these funds with the town's auditors when they come in April.
HAZARD MITIGATION HEARING: The Selectboard has received the town's 2012 Hazard Mitigation Plan update. A public hearing is required for the plan to be reviewed prior to formal adoption by the Selectboard. This hearing has been scheduled for Monday, March 5th at 4:15 p.m.
FIRE DEPARTMENT: Nevan, Tom and John were in regarding a grant the fire department was just awarded. The department has written other grants over the years and did receive a hose grant in 2007. They have just received a grant from FEMA and Homeland Security in the amount of $118,600 of which 95% ($112,670) will come from the Federal government and the remaining 5% ($5,930) is the department's share. Nevan will purchase 15 SCBA's, a large compressor to fill the SCBA's and a thermal camera. The old SCBA's (air packs) have exceeded their lifespan and the department had just purchased eight new ones with funds from the Helen Brown Trust Fund when they received word of the award. They hope to return the money for the initial eight back to the trust fund and purchase all fifteen through the grant. Bates stated the invoices received for the various purchases would be sent to the Federal representative for approval and release of funds to be wired to our bank thereby allowing the town to then make payment. The department has one year to complete the whole project.
A hearing is required to accept the grant. This public hearing will be held Monday, March 5th at 4:00 p.m.
The awarding of the grant will be acknowledged at town meeting with a thank you to those who wrote it.
Cassidy stated they will be working on the radio tower in the spring.
SIGNS: Caverly said she received an inquiry regarding signs as well as one about vehicles being continually parked on town land. Part of the question was how long political signs are permitted to remain; another concern was the signs for The Well school seen around town. These issues will be looked into.
REQUEST: The Selectboard has received a request from CoffINN Ventures, LLC to write a letter stating the Board has no objection to moving the Inn's Tavern from the front of the building to the Ògarden roomÓ in the rear; and, to serve alcohol outdoors in the rear garden of the Inn.
The Board would like to know where the activity would be visible from before they will make their decision regarding the letter.
TAX COLLECTOR: The tax collector submitted an ad for the position of Deputy Tax Collector as well as a job description for the position, for the Board's review. The Selectboard will give a response after reviewing both documents.
FEBRUARY 27, 2012
ASSESSING CONTRACTS: The Selectboard has received a contract for the cyclical review and general assessing for 2012. Following a review of the contract Boland stated she would like a five-year plan for payment showing what it will include and what it will not include. Caverly will invite Norm LeBlond to the March 12th meeting to discuss these concerns.
BUILDING PERMIT FEE SCHEDULE: The Selectboard confirmed they wish to have the complete Building Permit Fee schedule posted on the website. Caverly will follow up with the webmaster on this.
ADJOURNED: Jordan moved to adjourn at 8:05 p.m., seconded by Boland.