MEMBERS PRESENT: Douglass Barker, Margaret Crisler, Galen Stearns and Christopher Doyle. Carolyn Webber was not present. David Sullivan, Town Administrator, was also present. Meeting commenced at 7:00 pm.

WORKSHOP: The Board met in workshop session with Robert Devlin, Road Agent, Nancy Devlin and Alfred Turner, Planning Director. Subjects included: general road maintenance projects, future road maintenance, FY 2000 budget preparation, Highway Safety Committee, communications and role of the Selectmen liaison.

PUBLIC HEARING - SEARLES FEES - Mrs. Crisler read the following notice. "The Board of Selectmen, in accordance with RSA 41:9A, will hold a public hearing on October 18, 1999 at 8:00 pm at the Town Hall, to consider changes to the fee structure for the rental of Searles Building, as outlined below.

Present Policy

Proposed Policy

Elizabeth Dunn, Historic Committee member, explained the reason the changes are being proposed. Mrs. Dunn stated that situations have arisen in the past year, especially with non-profit groups that resulted in some damage. The Committee is now proposing to have contracts with these groups, provide supervision and have the proposed fee pay for the required supervision. She stated that the Committee is hopeful this will prevent any damage and still allow the building to be used by these groups.

Tom Case stated that he feels the fee of $25 per hour for town non-profit use is not appropriate. He also discussed the holding of cultural events at Searles - plays, concerts, etc. and fears the new fee schedule will result in these events not being held. He felt more damage would be done by private renters than by town groups. He noted that with any use of the building, you will get normal wear and tear. He emphasized that Searles should be used by town groups and suggested that a $10 fee is more appropriate. He stated that the Town should maintain the building through the annual budget.

Mrs. Dunn replied to Mr. Case's comments. They have found that persons who are renting and signing contracts have not been causing the damage. Also, there is money budgeted each year for upkeep of the building. The Committee wants to maintain the building and the fees should help with this upkeep. Mr. Sullivan explained the present fee structure for town groups - reduced rate and supervision is not provided.

Mrs. Crisler moved to adopt the new fees for the Searles Building as published which are a part of the Regulations Governing Use of the Searles Chapel and School adopted on March 3, 1997. Mr. Stearns seconded. Fred Linnemann questioned the outstanding contracts - no changes will be needed. Motion passed unanimously.

PUBLIC HEARING - Mrs. Crisler read the following notice. "The Board of Selectmen, in accordance with RSA 31:95-b,III, will hold a public hearing to consider the application and acceptance of a grant through the Rockingham Planning Commission (RPC) for Master Plan assistance. The Public Hearing will be held on October 18, 1999 at the Town Hall at 8:15 pm."

Al Turner, Planning Director, explained that the Planning Board is drafting the Master Plan and there is a grant available through the RPC to pay for some of the work for this Plan. The grant is a matching grant and the Town would only have to pay $2,200 and RPC would match that amount. The Planning Board supports this grant application. The Town's share for the grant is presently in the budget.

Tom Case, RPC Commissioner for Windham, made comments in support of the grant. Mr. Stearns motioned to approve the Planning Board's request to apply and accept the matching grant through the RPC for Master Plan assistance. Mrs. Crisler seconded. Passed unanimously.

FIRE STATION UPDATE: Chief Fruchtman reported that the construction of the new fire station is progressing very well. The pouring for the apparatus bay floor should begin very soon.

ANNOUNCEMENTS: Mr. Sullivan spoke regarding the recent Supreme Court decision stating the phasing in provisions of the state property tax is unconstitutional. The Legislature and the Department of Revenue Administration are presently working on new means for funding education and the towns have been instructed to hold and wait for further instructions. Mr. Sullivan stated that our tax rate is uncertain now. Mr. Sullivan noted that the Supreme Court decision is on the internet and is also available for review at the Town Hall.

Mrs. Crisler showed a beautiful orchid raised by her husband, Charles, who is the President of the Orchid Society.

Mr. Sullivan announced that the last chance to change your political party designation with the Supervisors of the Checklist, before the February primary, is October 29th at the Town Hall from 7:00 to 9:00 pm.

Mr. Barker noted that the discussion on the proposed mandatory use of clear trash bags is scheduled for November 15th.

LIAISON REPORTS: Mrs. Crisler stated that the RFP for Griffin Park is out and due in on Thursday, October 21st. She then noted that the Post Office is scheduled on the Planning Board agenda for October 20th.

Mr. Stearns stated that he attended the Technical Advisory Committee meeting and the Webmaster again asked for the Selectmen's minutes. Mr. Sullivan noted most have been sent to him.

Mr. Barker stated that he mailed the application for an Emergency Management federal grant - approval is not expected until January.

CORRESPONDENCE: Mrs. Crisler motioned to approve the partial release of $11,796.00 (retaining $4,000) to Barton Hope LLC for a road bond on Floral Road. Mr. Stearns seconded. Passed unanimously.

Mrs Crisler motioned to approve the partial release of $12,591.31 (retaining $6,750.00) to Barton Hope LLC for a road bond on Greenway Road. Mr. Stearns seconded. Passed unanimously.

Letter of resignation received from Mona Feciuch, Planning Board Secretary, effective October 29, 1999. Mr. Stearns motioned to accept Mrs. Feciuch's resignation with regret and send letter of appreciation. Mrs. Crisler seconded. Passed unanimously. The Board thanked Mrs. Feciuch for her years of excellent service to the Town.

Report received from Thomas Case, Rockingham Planning Commissioner, updating the Board on transportation projects in the area. Mr. Case highlighted the report and noted the following projects and the date changes (construction start dates):

Interstate 93 expansion changed from 2002 to 2004 - entrances and exits not yet defined
Rt 111 By-Pass changed from 2005 to 2003
Salem Park & Ride scheduled for 2001 on hold
Rt 111/28 changed from 2001 to 2004
No Policy Street changed from 2003 to 2008

The report also addressed the State's ten year transportation plan, Congestion, Mitigation, and Air Quality and Transportation Enhancement projects.

Mr. Barker thanked Mr. Case for his report. Mr. Case offered to answer any residents' questions - just contact him.

MINUTES: Mr. Stearns motioned and Mrs. Crisler seconded to approve the minutes of October 4, 1999 as submitted. Passed unanimously.

OLD BUSINESS: Mrs. Crisler noted a concern with some of the outside lighting and some overgrown shrubbery at Searles School. Mr. Bailey will bring these items to the Historic Committee to be addressed.

Mr. Stearns stated that at the Technical Advisory Committee (TAC) meeting last week various issues were discussed including the telephone system for the town offices and redefining the committee's charge. Mr. Barker offered to attend the TAC meeting and suggested that an RFP go out to pull the telephone systems together. It was then suggested that a workshop with the Board, the TAC and the vendors be scheduled for November 8th at 8:30 pm to address the telephone systems. Mr. Sullivan and Mrs. Crisler will coordinate this meeting.

Mr. Stearns also reported that Chief Fruchtman is concerned, as the Fire Department's business line is only answered at the Fire Department and when they are out on a call, no one is available to answer - especially for emergencies. He suggested that the calls bounce to Police Dispatch after a specified number of rings. Mr. Stearns motioned to instruct telephone vendor to have Fire Department phone transfer to Police Dispatch after five rings. Mrs. Crisler seconded. Chief Moeckel stated he feels this should be addressed at the workshop. Mr. Sullivan suggested that the Board should not set policy without input from department heads. Mr. Stearns agreed to hold off until November 8th. The motion and second were withdrawn.

Mr. Barker suggested that this workshop should also address the computer systems and their hardware and software support. All department heads and vendors will be invited to attend.

NEW BUSINESS: Mr. Doyle stated that the Recreation Committee requested to meet in a workshop session with the Board on November 22nd to discuss funding issues. The workshop will be at 7:00 pm at the Town Hall. Mr. Doyle and Mrs. Crisler will put together an agenda.

Mr. Sullivan stated that the Library Trustees have requested permission to have a 30 foot flag pole installed at the Library, instead of a 25 foot one previously approved. Mr. Stearns motioned and Mrs. Crisler seconded to allow the 30 foot pole. Passed unanimously.

NON-PUBLIC SESSIONS: Mr. Stearns motioned and Mrs. Crisler seconded to go into non-public session in accordance with RSA 91-A:3, IIa and d. Roll call vote, all members - yes. The Board, Chief Moeckel, Officer Comeau and Mr. Sullivan were in attendance in the first session. The Board and Mr. Sullivan were in attendance in the subsequent sessions.

The Board heard the recommendation for hiring of the new police captain. Mr. Stearns motioned and Mrs. Crisler seconded to approve the hiring of candidate recommended by the committee pending successful background and medical clearances. Passed unanimously.

The Board discussed the hiring process for the secretary for the Planning Board. No decisions were made.

The Board discussed possible land acquisition. Mr. Sullivan will follow-up with the land owner.

Mr. Stearns motioned to adjourn. Mr. Doyle seconded. Meeting ended at approximately 11:00 pm.

Respectfully submitted,

Kathleen Davis
Administrative Assistant

NOTE: These minutes are prepared in draft form and have not been submitted to the Board for approval.