BOARD OF SELECTMEN

TOWN OF MADISON

January 13, 2009

MINUTES

Selectmen Present: Chairman John Arruda, Michael Brooks.  Michel Benoit was absent. 

Others Present: Administrators Melissa Arias & Sue Stacey, Tax Collector Marcia Shackford, Deputy Emergency Management Director and Deputy Fire Chief Richard Clark, Vincent Vaccaro, Madison TV Videographer Emilie Riss. 

Where and When Posted:  Town Hall upper and lower bulletin boards, Madison & Silver Lake Post Offices on September 29, 2008. 

Meeting Called To Order: By the Chairman at 5:30 p.m. 

APPROVAL OF MINUTES – Brooks made a motion to approve eight sets of minutes (Non-Public Minutes of December 23, 2008 being made public, Minutes of December 30, 2008, Non-Public Minutes of December 30, 2008 being made public, four sets of Non-Public Minutes of January 6, 2009 being made public, and Minutes of January 8, 2009), seconded by Arruda, and so voted.  Eight sets of minutes approved with no changes. 

APPROVAL OF MANIFESTS - The first Manifest of January 13, 2009 in the amount of $20,307.85 for payroll was approved on a motion by Brooks, seconded by Arruda, and so voted.  The second Manifest of January 13, 2009 in the amount of $148,457.47 for accounts payable was approved on a motion by Brooks, seconded by Arruda, and so voted.  The third Manifest of January 13, 2009 in the amount of $1,334,206.14 to TD Banknorth for payoff of the second Tax Anticipation Note (TAN) was approved on a motion by Brooks, seconded by Arruda, and so voted.    

THERE WERE NO PUBLIC COMMENTS AT THIS TIME.

MACHOVOE PROPERTY TAX DEEDING – Tax Collector Marcia Shackford was in to discuss the Jane Machovoe Estate property (map 116, lot 021) with the Selectmen to determine whether they wish to begin the tax deeding process on the property now that winter is upon us so the old camp can be burned by the Fire Department.  This property has been up for tax deeding for the past three years with the Selectmen refusing to accept the tax deed for liability purposes.  Deputy Fire Chief Richard Clark reported that hazardous materials on or in the building would have to be removed prior to burning.  Clark also warned about the proximity of the building to the Davis Pond wetlands which could make access with heavy equipment difficult.  Clark said the Fire Department could get close enough to the building for suppression purposes though.  The current outstanding tax balance is $3,057.49 and the valuation of the property is $31,300.  Shackford explained the necessary steps and related timeframe to complete the tax deeding process, with an estimated date of early March.  The Selectmen gave the Tax Collector approval to move forward with the deeding process.  Brooks and Clark will make a site visit this weekend to assess the amount of materials to be removed prior to burning.

Motion: Brooks made a motion to commence the deeding process on map 116, lot 021 pending whether or not the Town can rectify the building problem, seconded by Arruda, and so voted.

Decision:  The Tax Collector will begin the deeding process unless Brooks’ findings prove the building is too great a liability to accept and burn.   

RABIES CLINIC – Town Clerk Marcia Shackford informed the Selectmen of a two-town rabies clinic being coordinated by herself and Joanne Gayer, animal control officer for Madison and Freedom.  The rabies clinic has tentatively been scheduled for February 28th at the Madison Fire Station (snow date March 7th).  Sandy Brown of MWV Mobile Veterinary Clinic will be administering the shots.  Shackford spoke with Fire Commissioner Wells for permission to utilize the Fire Station.  Stacey received confirmation from the Local Government Center Property-Liability Trust that the Town’s liability insurance would cover the event; however, proper signage of the Madison leash law and owner responsibility to clean up after their pet(s) will need to be posted.  Shackford is looking for the Selectmen’s written approval to hold the rabies clinic.  Shackford said her office will consider being on-site at the event to issue dog licenses to Madison residents.  The Selectmen gave Shackford their verbal approval of the event.

EMERGENCY MANAGEMENT POSITION AND EMERGENCY OPERATIONS PLAN – Deputy Emergency Management Director Richard Clark was in to talk about the vacant Emergency Management Director (EMD) position and the need to update the existing Local Emergency Operations Plan (LEOP).  Emergency Support Functions are now required as part of the plan.  Clark said the Emergency Operations Center (EOC) should really be the Fire Station instead of the Town Hall for a number of reasons; one major reason would be the donation of a generator which is ready to be installed for backup power.  Clark said $3,000 to $4,000 would be the cost to hook up the generator.  Clark said the Town of Freedom has a very comprehensive plan that could be used as an example and resource for Madison.  Clark asked the Selectmen what type of a budget they are considering for Emergency Management.  Clark spoke of the training requirements for the Emergency Management Director, Police Chief, Fire Chief and Chairman of the Board of Selectmen or their designee.  Clark said Emergency Management is often overlooked and under-budgeted which presents a real problem should an event occur.  Arruda asked Clark for a written plan and firm estimate on an Emergency Management budget so the Selectmen can consider whether to include it in the operating budget or fund it through one or more warrant articles.   Clark will come back with information for the Selectmen on January 27, 2009.  

2009 KING PINE TRIATHOLON – Vincent Vaccaro was in to talk with the Selectmen about the 2009 King Pine Triathlon scheduled for May 31, 2009.  Vaccaro has talked with the Madison and Freedom Police Chiefs who are okay with the 2009 event and changes with vehicular and racer traffic.  Arruda signed the necessary paperwork for Vaccaro to apply for State of NH permits.     

2008 POLICE DEPARTMENT STATISTICS – The Selectmen reviewed the 2008 Police Department statistics and the comparison between 2007 and 2008. 

TRANSFER STATION BRUSH PIT – Brooks will be readdressing the burning of the Transfer Station brush pit at the next Fire Department meeting and will report back to the Selectmen at the next meeting.  Brooks said now that snow is on the ground the fire danger is virtually eliminated.    

OPENING OF TOWN-OWNED PROPERTY SEALED BID REQUEST LETTERS –

              Motion:  Arruda made a motion to accept the high bid on the previously opened town-owned lots located in the Village District of Eidelweiss and commence the merger process immediately, seconded by Brooks, and so voted. 

              Decision:  Response letters will be mailed out to all bidders and the deeding and merger processes will begin. 

2009 OPERATING BUDGET – The Selectmen reviewed recent changes to the 2009 operating budget based on changes in the assessing, highway and personnel lines.  Arruda wonders if the legal line could be reduced at all for 2009.   

WINTER SAND – Arruda was informed by the Road Agent that AJ Coleman’s supply of winter sand is at an all time low.  Brooks said a sub-contractor with a trailer-style dump truck could be hired to haul sand from another vendor (like Ossipee Aggregate) to get the most product with the fewest hauls. 

NEXT SELECTMEN’S MEETINGS – The next meeting of the Board will be held on Tuesday, January 27, 2009 at 5:30 pm.

NON-PUBLIC SESSION – 7:04 PM – Arruda made a motion to go into non-public session under RSA 91-A:3II(b) to conduct employee interviews while signing the signature items listed below, seconded by Brooks, and so voted.  Roll Call Vote: Brooks – aye, Arruda – aye. 

SIGNATURE ITEMS –

PURCHASE REQUISITIONS - #2009-POLI-001 - Taser International ($535) taser & warranty

RECREATION REQUEST FOR PAYMENT FORMS –

Feb. 2009 Ice Skating ($200.00) from Field Trip Acct

2009 (5) Movie Matinee ($50.00) from Field Trip Acct

Mar. 2009 Tubing Night ($530.00) from Field Trip Acct

Mar. 2009 Boston Flower Show ($800.00) from Field Trip Acct

Apr. 2009 Easter Egg Hunt ($60.00) from Field Trip Acct

May 2009 Lupine Trip ($400.00) from Field Trip Acct

Aug. 2009 Old Home Week cookout (350.00) from Field Trip Acct

Oct. 2009 Trunk-a-Treat ($10.00) from Field Trip Acct

Nov. 2009 Fall Harvest Festival ($200.00) from Field Trip Acct

Dec. 2009 Breakfast w/Santa ($200.00) from Field Trip Acct

INTENT TO CUT TIMBER - Boewe (233-040), Rider (223-041), Wilkinson (227-029-002), Anderson (233-036).

CONWAY HAZARDOUS WASTE DAY COMMITMENT LETTER – tentatively Sept. __, 2009

2008 ABATEMENT APPLICATION DECISION LETTERS -

GRANTED – Gleason (241-009), Melanson (237-019), Arias (239-016), Stacey (233-059), Evans (129-044)

DENIED – Evitts Trusts (248-008)

REQUEST TO USE TOWN PROPERTY – Martin/Pomeroy, Foot of Lake, 7/25/09 from 10am – 4pm

ADJOURNED - 8:01 p.m. – Arruda made a motion to return to public session, making the non-public meeting minutes public, and adjourn the meeting, seconded by Brooks, and so voted. 

Respectfully submitted,

Melissa S. Arias, Administrator

Recording Secretary