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Wednesday, August 17, 2016

Selectmen 2016-07-19

Selectmen Meeting Minutes

July 19, 2016


Present: Carl Newton; Donald T. O'Brien; Linda Paris.


Meeting called to order at 5:30 PM by Mr. Newton.


Motion to approve minutes dated 6/14/2016 (Newton/Paris). All in favor, motion carried.


Motion to approve minutes dated 6/21/2016 (Paris/O'Brien). All in favor, motion carried.


Motion to approve Notice of Intent to Excavate, San-Ken property Map 3 Lot 38 (Paris/Newton). All in favor, motion carried.


Signature required on tax document 941 from Chair.


Motion to approve Payroll and Manifest (Newton/Paris).  All in favor, motion carried.


Discussion on documents that needed full board for review:

  • PA-28, Taxpayer Inventory form to be used in 2017. Motion to approve and sign PA-28 request for 2017 Inventory forms.

  • Abatement Application for Philip K. McCarthy,  Map 4 Lot 24A. The Board reviewed suggestions from Avitar Associates of New England from a letter dated June 13, 2016. Motion made to approve the Abatement Application (Newton/Paris). All in favor, motion carried.


Mortgage payoff has been received, copies have been made of the original document for the Selectmen. A copy of the paid off page will be sent to the Google group with notification of celebration at the Town Picnic in August.


Discussion on opening a print account with the Hillsborough County Registry of Deeds. It is currently free to access any deed recorded on registry webpage at nhdeeds.com. An application and one time fee of $100 will be required to open a print account. At that time, username and password will be assigned. The fee for printing is $2.00 a page with a $5.00 min monthly charge.


Update on Tax Collector:

  • Taxes were due on July 15th. All payments that have been received as to date have been processed.

  • Execution of Liens document presented to Selectmen.


Discussion on Building Permits and the current application and possible changes that should be made to include permit application for all new construction. There will need to be updates made to the Zoning Ordinances at Town Meeting to update the ADU changes. After Town Meeting, revision of application may begin.


Notification from Generator Connection, Inc. of a new generator that was installed on RT 123.


Received copy of a permit from NHDES for Fletcher, 191 Jarmany Hill Road to expand existing pond on property.


Discussion on closing gate on Mountain Road while maintenance is underway.


Discussion on tax exempt documents from Sharon Arts. If proper documentation is not received a December tax bill will be mailed out.


Thank you to Carl Newton for refinishing the floor in the Town Clerk/Tax Collector room.


Discussion on Audit Board. After contacting different firms for assistance from a professional or CPA, suggestions from firms concluded with asking a member of the DRA to sit with the Audit committee while completed from MS-60 rather than soliciting a CPA.


Mr. Flagg presented the board with a resignation letter effective September 1, 016. Motion to accept resignation letter (O'Brien/Newton). All in favor, motion carried.


Ms. Paris discussed the following:

  • Debris on roads after recent storm.

  • A stop sign has fallen over at Mill Road/Spring Hill Road as has a four way sign located at Jarmany Road/Spring Hill Road.

  • Work on runoff by Cross Road bridge and tree and limb work on Cross Road.

  • Mowing budget, and how much has been used.

  • Dog notices and fees associated with late licensing.


Mr. Newton discussed the following:

  • Discussed maintenance of parking lot at the Meeting House.

  • Electing Training for Clerks, Moderators, Selectmen and Ballot Clerks in Fitzwilliam on Tuesday, August 23rd.

  • Creating a list of emergency contacts to be kept at the Meeting House for buildings use.

  • Discussed a survey, lot size and markers for cemetery as well as leveling out debris in corner of lot.

  • Discussion on maintenance on Mountain Road.


Mr. Bowles discussed the abandoned home on Rt 123. Ms. Gonzalez confirmed at taxes had been paid in December 2015 but not as of July 2016. Mr. Paris will look into seeing is a foreclosure has been recorded on the deed.


Ms. Murray asked about notification of the Town Picnic. A time and date is on the Town Calendar, located on the Town webpage. At this time the Bass Park committee has not provided the Selectmen with a notification to post to the Google group.

Mr. O'Brien discussed the following:

  • Future of Town Clerk position. Discussion followed about the possibility of dividing up functions and soliciting another town for completion of motor vehicle registrations.

  • Generator maintenance.


6:59 PM  

  • Motion to enter non-public session relative to RSA 91-A:3, II(c) - matters that affect  reputation of any person (O'Brien/Paris). All in favor, motion carried.

  • Role call of members.  Mr. O'Brien, Mr. Newton and Ms. Paris.

  • Other people present:  Chester Bowles, and Juliana Kazanovicz.

  • Discussion

  • Motion to seal the minutes (Newton/O'Brien). All in favor, motion carried.

  • Motion to exit non-public session (O'Brien/Newton).  All members of the Board voted in favor of the motion.  Returned to public session at 7:14 PM.


Motion to adjourn (O'Brien/Paris). All in favor, motion carried. Meeting adjourned at 7:14 PM.


Minutes taken by Juliana Kazanovicz.  Approved on ________________.

 


___________________    ___________________    ___________________

Carl Newton                         Donald T. O'Brien        Linda Paris   



Thursday, July 21, 2016

Selectmen 2016-06-21


Selectmen Meeting Minutes

June 21, 2016


Present: Donald T. O'Brien; Linda Paris.


Meeting called to order at 5:30 PM by Mr. O'Brien.


Motion to approve minutes (Paris/O'Brien). All in favor, motion carried.


Motion to approve payroll and manifest (Paris/O'Brien). All in favor, motion carried.


Discussion on Abatement Application, comments from Avitar for property owned by Philip McCarthy. The Selectmen would like to review comments with a full board at their July Meeting.


Motion to approve and sign Intent to Cut on property owned by Dustin Krook  Map 3 Lot 38A (O'Brien/Paris). All in favor, motion carried.


Discussion on PA-28 inventory form. This form has been filled out in the past, the Selectmen chose to discontinue its use last year, the form would have residents inform the assessors of any changes on the property. The Selectmen would like to wait for a full board at their July meeting before completing form.


Discussion on Fire Chief responsibilities for service to the Town of Sharon. Discussion of RSA 154:1 and RSA 154:7 and how wording pertains to Fire Chief.


Ms. Paris discussed the following:

  • Lien execution and lien list of properties.

  • Town Clerk schedule should be kept on the wall in the Clerk's office so everyone knows who will be working each night.

  • Discussion about work done on specific dates for Road Agent Contractors.

  • Matthew Riley has been contacting Tim Groesbeck about his building permit.


Mr. Flagg discussed contact with Eversource concerning extending existing power lines on Nashua Road. Mr Flagg suspects it concerns the Bennet's property.


Mr. Call discussed the following:

  • Access to the Registry of Deeds.

  • Planning Board has been discussing ADU's and the distinguation of attached vs. detached structures. Discussion followed concerning building permits for additional bathroom and kitchen.


Motion to adjourn (O'Brien/Paris). All in favor, motion carried. Meeting adjourned at 6:39 PM.


Minutes taken by Juliana Kazanovicz.  Approved on ________________.

 


___________________    ___________________

Donald T. O'Brien        Linda Paris  


Selectmen 2016-06-14

Special Selectmen Meeting Minutes

June 14, 2016


Present: Carl Newton; Donald T. O'Brien; Linda Paris.


Meeting called to order at 5:30 PM by Mr. Newton.


Discussion with Tom Keenan about contract for Mountain Road. Conditions for road maintenance include the following:

  • Road closed when working.

  • No working on weekends.

  • Use NEFF logging landing to stockpile materials and bury stumps. Mr. Newton will contact NEFF for permission.

Mr. Flagg discussed contacting the state regarding permits; as long as the area is dry, no permits are needed.


Mr. Keenan will need $10,000 advance on contract to begin work. This amount will be included on the next Manifest.


Motion to approve contract with Mr. Keenan was approved on 6/7/2016. Selectmen sign  contract.


Motion to adjourn (Newton/O'Brien). All in favor, motion carried. Meeting adjourned at 5:56 PM.


Minutes taken Chester Bowles, prepared by Juliana Kazanovicz.  Approved on _____________.

 


___________________    ___________________    ___________________

Carl Newton                         Donald T. O'Brien        Linda Paris




Selectmen 2016-06-07

Selectmen Meeting Minutes

June 7, 2016


Present: Carl Newton; Donald T. O'Brien; Linda Paris.


Meeting called to order at 5:30 PM by Mr. Newton.


Motion to approve minutes (Paris/O'Brien). All in favor, motion carried.


Motion to approve and sign Intent to Cut on San-Ken property Map 3 Lot 38 (Newton/Paris). All in favor, motion carried. Work to be completed includes roughly 75 tons of chips. Discussion followed on the time of day work may begin on the property. Mr. Call provided the time of 8:00AM as stated in the Planning and Zoning Rules and Regulations.


Motion to approve and sign Timber Yield Tax from New England Forestry (Newton/Paris). All in favor, motion carried.  


Motion to approve and sign the 2016 P01 Property Tax Warrant for the sum of $522,366.00 (Newton/O'Brien). All in favor, motion carried. Ms. Gonzalez and Ms. Kazanovicz will be preparing tax bills and mailing them out on Friday, May 10th with a due date of Friday, July 15th.


Received an approval letter for the construction of septic located at 92 Mill Road from NHDES.


NHDES sent a letter to Carl Adams, and copies to the Selectmen and Conservation Commission,  in regards to the construction of the fire pond on his property with detailed instructions and compliance dates for removing soil and boulders out of the designated wetland area. Photographic documentation has been provided and at this time NHDES is closing the case.


Mr. Callahan provided the Selectmen with information concerning discontinued roads. Discussion continued concerning the use of Chapman Road by Mr. Jenks. A deed has been recorded giving the right to pass to Andrew Jenks by Elizabeth F. Preston.


Discussion on scheduling the summer "throwback" meeting to be held in the School House on Tuesday, August 18th.  


Ms. Kazanovicz has sent a email to Leanne Fleming, VP of Finance for NH Institute of Art in regards to the tax exempt status of the Sharon Arts Center and filing of the tax document A-9.


Mr. Newton discussed the following:

  • Ken Callahan and Mr. Newton will clean up the cemetery on McCoy Road. They will do the same with the Jarmany Hill Cemetery.

  • Don Hart has completed a map of McCoy Cemetery. The stones will be photographed later.

  • Update on Audit: Ms. Kazanovicz has contacted a few firms that Mr. Callahan provided and is waiting on return calls.


Mr. Paris discussed the following:

  • Curt Swanson called to complain about being able to register his car.

  • Discussion about how often the Town Clerk, Tax Collector, Deputy and town email accounts are reviewed.

  • Discussion on liens and the letter from the Tax Collector to the Selectmen stating that the liens have been sent. Ms. Gonzalez will be sending out liens on Friday, May 10th.

  • Discussion on weight limit signs.

  • Emailed Sue Bowles regarding procedure for checks that have not been cashed. There are currently four checks that have not been cashed on the books.

  • Discussion about condition of Cross Road where water runoff is creating erosion before the bridge.

  • Discussed contacting Chief Walker about procedure for establishing a fire pond.

  • Discussion on how many agricultural animals are allowed on an individual property, also provided guidelines from UNH.


Mr. Callahan discussed the following:

  • Chief Walker came to the building to inspect the basement and was very impressed with the location of fire extinguishers and other fire code procedures. The bulkhead can not be used as a fire exit and will be marked that way.

  • Mr. Greenwood updated the electrical in the basement and the lighting is much improved.


Mr. Call discussed the following:

  • Will be contacting town council to discuss the wording on the bond required by San-Ken. The Planning Board is not sure if the boundary stakes have been marked at this time.

  • Ms. Murray and Mr. Call recently attended a workshop that provided insight on some small adjustments that should be made to the Planning and Zoning Rules and Regulations.

  • Discussion on ADU's and how to proceed in the future to make sure that all safety and septic codes are being followed.


Discussion on bids received for work on Mountain Road regarding gravel types and amounts for both bids submitted. After discussion on planned work to be completed for both bids a motion was made to accept the lower bid provided by Keenan Equipment Co. (O'Brien/Paris). All in favor, motion carried. Mr. Newton will contact Tom Keenan so set up a time to discuss the contract with the Selectmen.


6:44 PM  

  • Motion to enter non-public session relative to RSA 91-A:3, II(a) - compensation of an employee (Newton/O'Brien).

  • Role call of members.  Mr. Newton, Mr. O'Brien and Ms. Paris.

  • Other people present:  Chester Bowles, John Flagg and Juliana Kazanovicz.

  • Discussion of Road Agent Contract and Job Description.

  • Motion to exit non-public session (Newton/Paris).  All members of the Board voted in favor of the motion.  Returned to public session at 7:25 PM.


Motion to adjourn (Newton/Paris). All in favor, motion carried. Meeting adjourned at 7:26 PM.


Minutes taken by Juliana Kazanovicz.  Approved on ________________.

 


___________________    ___________________    ___________________

Carl Newton                         Donald T. O'Brien        Linda Paris


Wednesday, June 8, 2016

Selectmen 2016-05-17

Selectmen Meeting Minutes

May 17, 2016


Present: Carl Newton; Donald T. O'Brien; Linda Paris.


Meeting called to order at 5:30 PM by Mr. Newton.


Motion to approve minutes (Newton/Paris). All in favor, motion carried.


Motion to approve Payroll and Manifest (Newton/O'Brien).  All in favor, motion carried.


Ms. Gonzalez is completing her Motor Vehicle Training this week and will be certified by Friday, May 20th. Ms. Gonzalez has been shadowing with Linda Guyette in Peterborough and will continue to shadow after training is complete.


Discussion on fees that the Town Clerk receives from processing Motor Vehicle transactions. The Town Clerk is currently receiving the maximum allowed fees.


Discussion on ADU update letter from Carol Ogilvie. Copies of the letter were given to the Selectmen. Ms. Ogilvie completed her review of the list provided by the Selectmen, copies of letters sent to each resident have been filed with their property folder in the Archives.


Discussion on commemorating the Meeting House mortgage payoff at the Town Picnic and how to celebrate the occasion.


Discussion on Red List Bridge Report. Copies of the report were given to the Road Agent and the Selectmen. The bridge on Swamp Road was listed on this report.


Mr. Newton discussed meeting with the Hazard Mitigation Committee on Saturday, May 14th. The application is almost complete and will be finalized at their next meeting on Saturday, June 25th. The Committee suggests communicating with NHDES to discuss mapping out existing fire ponds. A link with the completed application should be uploaded to the webpage as an appendix to the Master Plan.


Discussion on creating a list of possible bridges that should be repaired and prioritizing the list. The bridges on Spring Hill Road and McCoy Road are high priorities.


Discussion on compensating Town Clerks for training sessions.


Mr. Call discussed the following:

  • The Planning Board will approve the application from San-Ken after agreements have been met on setting the bond and the 75ft setback. San-Ken still has to provide some license numbers.

  • Attended the Hazard Mitigation Meeting on Saturday and provided information on ADU's.


Mr. O'Brien is still waiting to hear back from Mr. Hotz regarding the appraisal of the Sullivan property.


Ms. Paris discussed the following:

  • Ms. Gonzalez should be reminded to send out late notices for dog licenses.

  • Residents concerned with increases of police fees have contacted Ms. Paris suggesting other options. She will suggest that they present a proposal to the Selectmen.

  • Send notice to Google Group about Town Clean Up. Ms. Kazanovicz will contact members of the Conservation Commission for statics to provide to residents.


Discussion on Road Agent Contract and Job Description. Ms. Kazanovicz made corrections per the advice of the Selectmen. Mr. Flagg will take the contract home to review.


Mr. Flagg discussed sweeping the roads and that he has a bid in hand concerning Mountain Road.


Mr. Bowles discussed the following:

  • The ZBA has received an application for Home Business from Tracy Tanner Craig and is expecting one from Ms. Kazanovicz.

  • Discussion on notice previously sent out to the Google group and the use of the Google group for the purpose of Town business only.


Discussion on summer Selectmen Meeting schedule. The Selectmen will meet on the third Tuesday only in the months of July and August. The Meetings will be scheduled for July 19th and August 16th. The Google calendar will be updated as well as a notice sent to the Google group to inform residents.


Motion to adjourn (Newton/Paris). All in favor, motion carried. Meeting adjourned at 6:32 PM.


Minutes taken by Juliana Kazanovicz.  Approved on ________________.

 


___________________    ___________________    ___________________

Carl Newton                         Donald T. O'Brien        Linda Paris

Wednesday, May 18, 2016

Selectmen 2016-05-03

Selectmen Meeting Minutes

May 3, 2016


Present: Carl Newton; Donald T. O'Brien; Linda Paris.


Meeting called to order at 5:30 PM by Mr. Newton.


Motion to approve minutes (Paris/O'Brien). All in favor, motion carried.


Letter appointing Christina Gonzalez as the Municipal Agent and Town Clerk signed by Selectmen.


Ms. Kazanovicz was contacted by Lisa Murphy from SWRPC regarding a committee meeting scheduled for 10:00AM, Saturday, May 14th at the Sharon Meeting House to work on the Hazard Mitigation Plan.


Notice received regarding pre-construction for District 4 resurfacing of various roads. Meeting scheduled for Tuesday, May 10th at 10:00AM. Copies of notice were given to the Selectmen and Road Agent.


Resource Guide has been updated with new Tax Collector hours. Ms. Gonzalez will be contacting Avitar on Wednesday, May 4th for assistance in sending out Lien Notices. Lien date will be set at this time.


Discussion on Audit Committee:

  • Carol Romeril of Romeril Tax Accounting has been contacted about services in assisting Audit Committee.

  • Bart Goodeve and Ken Callahan may also have contact information for accounting professionals if Ms. Romeril is unable to assist the Audit Committee.


The payoff on the mortgage for the Meeting House will be on the May Manifest with a total of $18,158.65.


NHDES has received a complaint about the construction of a fire pond on Carl Adma's property. A copy of the letter from NHDES sent to Mr. Adams  has been sent to the Conservation Commission and the Selectboard.


A copy of a Wetland Permit submitted to NHDES by Victoria Fletcher has been filed with the Selectmen, Conservation Commission and the Town Clerk.


Ken Callahan discussed the following:

  • Searched Archives for documentation regarding classification of town roads.

  • Discussion on requiring building permits for all construction projects.

  • Discussion on creating a list of permits required to be available on webpage and in clerk's office.

  • Archives Committee will ask the Fire Chief to come and suggest where emergency signs should be posted.

  • Discussion on appraisal for property on Swamp Road. Mr. O'Brien has not heard anything from Mr. Hotz. The Conservation Commission will contact Mr. Hotz to see if they can assist.


Mr. Call discussed the following:

  • San-Ken was granted a variance for their driveway; it is most likely that the Planning Board will grant their excavation permit at their next meeting. Discussion on bond required for duration of excavation.

  • NHDES report on flushable wipes stating that they are not recommended for septics. A copy of the report will be sent out to the Google Group.


Mr. O'Brien discussed the service on the Meeting House generator.


Discussion on Home Business/Home Occupations:

  • Letter received from Tracy Craig concerning a Home Occupation. Ms. Craig wishes to offer canning classes requiring her to apply for a Home Based Business with the ZBA.


Ms. Paris made DVD copies of the Town interviews video. Copies of the DVD are available for purchase from the Town Clerk for $15.00 or are availble for rent with a sign out sheet.


Gary Backstrom is resigning from his position on the School Board. His resignation letter has been received by the Selectmen. Resignation must go through the School Board where they will conduct interviews and appoint a resident to the position mid term.


Discussion on cemetery plots. A single plot is 5'x10'. Ms. Paris provided a book with information on burial plots from surrounding towns.


Mr. Bowles discussed the following:

  • The ZBA has sent their decision letters from recent hearings to the Selectmen.

  • Motion for Selectmen to sign approval of septic variance that was approved by the ZBA for property on Mill Road (Newton/O'Brien). All in favor, motion carried.


Mr. Newton discussed the following:

  • SAC meeting concerning Peterborough leaving the ConVal district. This will appear on the Peterborough Ballot at their Town Meeting scheduled for Tuesday, May 10th.

  • Discussion on raising fees for Town Clerk.


Discussion on Road Agent Contract and Oath of Office. Ms. Kazanovicz has prepared a draft contact and description of duties that the Selectmen will review.


Mr. Flagg discussed the following:

  • Discussion on Mountain Road culverts and ditches.

  • Invoice will be received for brushes for road sweeping machine.

  • Bids from Keith will be low as work only includes gravel on the Mountain Road and culvert work.

  • Cross Road requires work on ditches to prevent runoff by the bridge.

Motion to adjourn (Newton/O'Brien). All in favor, motion carried. Meeting adjourned at 6:46 PM.


Minutes taken by Juliana Kazanovicz.  Approved on ________________.

 


___________________    ___________________    ___________________

Carl Newton                         Donald T. O'Brien        Linda Paris