Alexandria Board of Selectmen

July 26, 2007

Members Present:     Peg Reilly, Cindy Williams and Don Gangemi

Work Session:                        Brought to order at 5:00 p.m. for the purpose of reviewing policies

Christie let the selectmen know that Jennifer Gilbert from the flood insurance program sent an e-mail explaining that Alexandria does not show up on the most recently published list of participating towns, but it is accepted.  If an insurance agency calls, they should be told that applicants from Alexandria are eligible for flood insurance.

Peg asked if the Sye Ali Road letter is ready.  Christie said that it is except for whatever Don wanted to change.   Don asked that everyone receive a carbon copy of the letters sent to the other abutters.  He also asked if the town is planning to widen the road; the answer was no, but because the original layout cannot be located, the town needs to designate the outside boundaries of the road. 

Cindy asked if everyone has to be approved as a volunteer.  Christie said they have to be acknowledged as a volunteer in order to be covered.  Cindy asked if the appointment form is enough for them to be covered.  Christie will find out.  Peg asked about alternates to the planning board. 

Kate Barrett dropped off the minutes from last night’s conservation commission meeting. 

The Grant Application Policy was reviewed next.  Christie said she had written this policy based on the conversation with the auditor.  Peg stated she has a concern with the policy.  The RSA says that the selectmen shall be responsible for ensuring the safeguarding of all town assets and properties.  Peg said that when the town applies for grants, they do not yet have that asset to safeguard.  She talked with another police chief in the area and was told that in some instances towns are asked to appoint the chief as the administrator of the grant.  Other grants can be applied for by the chief.  Peg said she feels the policy is counterproductive and may be the back door to micromanaging if the town insists upon signing all the applications for grants.  She said the departments should be made aware that a grant is being applied for, but she is not sure that, other than if required by the awarding agency, the selectmen need to sign and look at all the grant applications.  There is already a statute that requires a public hearing for grants in excess of $5,000 on the books.  Therefore there is no need for a policy to follow an RSA.    Cindy said it was her understanding that the selectmen are supposed to be the signers of any grant application.  Peg said the policy was written on the basis of what the auditor said, but the auditor is not an attorney. Don said all the grants applied for through the non-profit he worked for had to be signed by an official; director, chairman of the board, etc.  Don felt that Peg’s caveat is the correct one; if the selectmen’s signature is not required for the grant, it is not needed.  An official could be a department head if the awarding authority determines that is sufficient.  Peg said she felt the policy is a result of the ATV, which Cindy was not in favor of.  Cindy said the auditor stated the town has a right to deny the application for a grant if they wish to do so.  Cindy stated that she has an issue with the fact that the ATV grant was not brought to the selectmen for a vote.  Peg said that Frank had mentioned the ATV for several meetings.  Cindy said the contract he made to take on the ATV was not within his authority to do; the selectmen are supposed to sign any contracts for the town.  No department head has the authority to do that.  Cindy said she wants to be aware of things and that patrol time for the ATV was not handled properly through the budgeting process.  Peg said that the department heads should be reminded that any grants they are going to apply for should be noted and appropriated for within the budget process.  Don feels the department heads should have the opportunity to run their department; on the other hand, the selectmen should be notified if grants are going to be applied for.  Peg said that it is reasonable for the selectmen to know grants are being applied for. Cindy said certified copies of the minutes where the department head was authorized to sign for them because most grants require the selectmen’s signature.  Don said if it is required by the grant, it will have to be done. Cindy said that the police department is the only department that has been given authority to apply for grants on behalf of the town.  Cindy said Greg told her and Peg that it is the selectmen’s responsibility to sign this paperwork and she is not comfortable giving up that authority.  Don told Cindy that he and Peg agree with her; if the grant requires a selectmen’s signature, then one has to be obtained.  If it doesn’t require the selectmen’s signature, then the department head still has the responsibility to inform the selectmen that the grant is being sought.  Peg has asked Cat to give her copies of other grants to see whether or not selectmen’s signatures were required.  Don felt a policy is unnecessary, but rather a directive that requires that grants require prior approval from the board.  Cindy asked when applying for grants, who is supposed to sign for them?  Cindy said that the ATV was the item that brought this issue to light because she would have voted against it.  Peg reminded Cindy that as selectmen, they must be very objective; personal likes and dislikes are not part of it.  Cindy and Peg disagreed as to whether or not the people at town meeting were against or for an ATV.  Cindy said she has heard comments against the ATV; Peg said she has heard nothing but compliments.  Don recalled that the discussions at town meeting had to do with a trailer for the ATV, not the ATV itself.  Cindy said that NH Fish & Game oversees ATV issues and there is no reason for this town to have an ATV. 

The Prestige Development issue was brought up again.  Cindy asked what Chris Boldt had determined with regard to how the town should proceed.  Christie will check because she is not sure he has all the information that he needs.  There was some discussion regarding the attorney and how long it takes him to respond to some of the town’s requests for information.  A comment was also made that he doesn’t give a clear cut answer.  Christie suggested that the town ask for an answer that the attorney would defend in court.  Christie was directed to find out what the last year was that Prestige Development was taxes for the common land.

Barbara Emery, Tax Collector, came in to let the selectmen know she is sending reminder letters to people whose property will be deeded by the town next year if the taxes are not paid.  This letter is not required by law; it is being done as a courtesy.

Deliberative Session:

Came to order at 6:00 p.m. with all members present.

Distribution of Minutes:        July 12 and 19

Approval of Minutes:                        The minutes of July 13 were approved by Cindy & Peg as Don was not present. The minutes of July 28 were approved by a vote of 3-0.

Departments Heads:  None

Signature Items:

            Letter to DRA responding to review of assessment practices-signed

            Certificates of Appreciation to Judy Kraemer, Jeff & Lisa Cantara and Margaret Green
            for Friendship Garden contributions.

            Letter to Nancy Mayville of NHDOT, requesting approval of Dubois & King-signed

            Letters to Bergeron, Hoyle Tanner and Dubois & King regarding Washburn Rd.-signed

            Land Use Change Tax bills were signed for Laferriere, Piper and McGrath were signed

            Application for Federal & State Forest Land reimbursement-signed

Christie mentioned that the people interested in buying property for a wolf refuge should own the lot they were looking at by the end of the month.

Follow-ups:      None

Old Business: None

New Business:None

Peg said she will not be at the meeting next Thursday, but will be available to sign checks.  There is a meeting next Thursday that Peg would like one of the other selectmen to attend on the town’s behalf. Christie said that on the 9^th Frank will be handing out another citizen commendation. There will be media coverage at that meeting.

Don Gangemi said he feels the budgeting process is going to be critically important this year
due to changes in the county budget.  He would like the selectmen to ask the department heads for a couple of relatively quick to do budgets—a zero based budget, negative 10% budget and a negative 20% budget, but then with whatever they think they need put in above that.  only He would like the departments to throw everything out in the yard and bring back those items that they really need.  Christie reminded Don that the town is always getting squeezed because of the county and the school and there is a breaking point where you begin to lose town services due to budget cuts.  Don would like to make sure the department heads review each item.  Just because they have had something for twenty years, it doesn’t mean they need it or they may need it somewhere else.  Peg said she felt they always have.  Skip explained the budget process to Don with regard to how many meetings the budget committee had and what the departments went through to justify the amounts they requested.  Skip let the selectmen know that one of the budget committee members is in a managerial position and will have to be removed from the budget committee.  Peg explained that the department heads come to the selectmen first with their budgets and the selectmen make recommendations to the budget committee.  The budget committee’s recommendations, however, are the ones voted on at town meeting.  Don asked that department heads bring to the selectmen a budget of what they feel they need to run their department without consideration for how outside influences may affect it.

Adjournment:             Don made a motion to adjourn the meeting at 7:15 p.m.  Cindy seconded the
motion and it was approved by a vote of 3-0.

Respectfully submitted, Christie Phelps, AA