Town of Bristol

Board of Selectmen

Minutes of 10-11-07

Members Present: Rick Alpers (RA), Paul Fraser (PF), Steve Favorite (SF), Town Manager Elizabeth Corrow

Members Absent: Bruce Van Derven (BVD), Joe Denning (JD)

Chairman Rick Alpers called the meeting to order at 7:00pm.

Scheduled Public Hearing – Avery Crouse Beach

Chairman Alpers stated there is a public hearing scheduled for October 25^th regarding Avery Crouse Beach.  They will review the plans and discuss the proper steps to move forward and determine funding.         

Central Street Bridge

Town Manager Corrow provided the Board with the bid tabulation for the Central Street Bridge.  Ms. Corrow stated Winterset is the apparent lowest bidder, however; the bid is more then what was requested at Town Meeting.  The bid is $300,000 more then the approved appropriation which would make Bristol $30,000 short in matching funds.  Ms. Corrow stated the contractor would like to start next month.  She stated the engineer suggested meeting with Winterset to try and reduce the costs.  Ms. Corrow stated there are things that can be done to raise the $30,000.  There could be a separate contract and the additional funds requested at town meeting or we can try and find the funding in the budget now.  New Hampton is still trying to figure out their funding for their $30,000 shortfall.  Ms. Corrow suggested the next step would be to meet with New Hampton and Winterset to discuss reducing some costs.  Mr. Alpers would rather not make a motion this evening and see what the outcome is after the meeting with New Hampton and Winterset.  Ms. Corrow suggested scheduling a special meeting next week to discuss the outcome of the meeting with New Hampton and Winterset.  Then the Board can determine what they would like to do about the funding.     

Recycling Committee

Ms. Fran Swan stated first and foremost they need more time.  The Committee submitted a report to the Board and made some recommendations.  Ms. Swan stated there are a lot of ways they can go and now they have a good idea of what they want to look into more.  She explained there is a lot more work that needs to be done in order to provide the most possibilities.  Ms. Swan stated the committee is recommending the board request a quote for a “design build” as this will allow a better understanding of costs.  Mr. Fraser questioned if the project will be phased over a period of time or if the transfer station would be completely redone.  Ms. Swan stated the committee is still trying to determine this.  Mr. Fraser stated budget season is fast approaching and they do need to plan for this.  Ms. Swan stated they are very aware the budget process is approaching and that is why they are recommending a quote that will give a better cost breakdown for the budget process.  Ms. Swan stated the timing for this is very good because the costs for disposal are projected to double in 2012.  Mr. Fraser stated he would rather see the renovations and improvements done now before the state or federal government requires it.  Mr. Andrew Hemmingway questioned the Board if there was anything further they would like to have them look into.  Mr. Alpers felt the report was great.  Mr. Favorite stated on October 25^th in Portsmouth there will be a meeting regarding Transfer Stations to help educate.  Ms. Swan stated one of the most important things to do is the cost breakdown.  She explained two of the places they went to stated planning is critical to ensure future expansion, storage, etc.  She stated we have a small area and will need to efficiently utilize it.  Mr. Favorite questioned whether any of the facilities visited discussed regionalizing.  Ms. Swan stated they did and they can make a lot of money.  Mr. Hemmingway stated you have to have the quantity to make the money.  Mr. Alpers questioned if the committee had discussed recycling with businesses as they can also save money.  This will cut cost for them as well, as they will have to empty their dumpsters less.  Mr. Favorite stated he is happy that they are comparing Bristol to other towns our size.  Mr. Alpers thanked the committee, appreciated all their hard work and is looking forward to the next report. The Board agreed to amend the original charter of the committee to allow for additional study and analysis of the way ahead for Bristol in reducing it’s solid waste disposal costs. The new charter includes long range planning, commodities to recycle, handling of future wastes, staffing, facilities, public education, and funding recommendations.

Public Comment

House Representative Phil Preston questioned the board’s stance on the Grafton County jail.  Mr. Alpers stated the board voted not to sign the resolution that was drafted by the other towns.  He explained one of the Selectmen drafted a letter to the Commissioners that discusses concerns regarding the whole process and not just the jail.  Mr. Alpers stated if the delegation does decide to put it off longer, he questions which way the market is going to turn.  He explained that he had heard another county started designing a facility that would cost about 7 million and then the project was put off and when they finally went to construct the facility the costs had more then tripled.  Mr. Preston stated there is a presentation on Monday and at this point they will also decide whether to move forward with the design phase.  Mr. Fraser stated it seems as though everyone agrees the jail needs to be built but the question is how to proceed and move forward.  Mr. Preston stated the condition of the jail is awful.  Mr. Alpers agreed the condition was awful and it is a correctional facility, but the inmates still have rights.  Mr. Fraser would like a correctional facility to be built and not a jail and they are looking to build a facility that will last a while. 

Mr. Alpers stated the Newfound Area Chiefs are pushing for the House Bill regarding mutual aid and would like Mr. Preston to help support this Bill.

Mr. Ed Lindholm questioned the status on the Easement for drainage on Wulamat.  Ms. Corrow stated she had given the document to the property owner who wanted her son to review it as he is an attorney.  Ms. Corrow stated they have made attempts to get it back from her and her initial response seemed favorable.  Mr. Fraser stated this is a budgeted item and they will make an effort to get the document back.  Mr. Lindholm questioned who was following up on this and Ms. Corrow stated Mark Bucklin.  Mr. Lindholm thinks someone other then the Highway Supervisor should be following up on getting the easement signed.  Mr. Alpers stated it was not uncommon that an attorney would review the document and it does take time.  Ms. Corrow stated Mr. Bucklin brought the document to the property owner as he is the one that needed to explain the project and the exact location of the drainage.  She explained the legal document was not drafted by Mr. Bucklin, but she provided him with it and has also been in touch with Mr. Bucklin to assure he is following up on the issue.  Mr. Lindholm did not think this was Mr. Bucklin’s job.  Ms. Corrow stated if she asked Mr. Bucklin to do this then it is his job.  Mr. Lindholm would like the Board to contact her son and the Board stated they did not know who he is.  Mr. Alpers stated they would follow up with the issue. 

Mr. Lindholm stated he attended a Selectmen’s meeting a few weeks ago and questioned the expansion of the Brady Sullivan Development and he was told he would be contacted as to what is going on.  He was concerned because the existing buildings footprint increased with the new structure.  Mr. Favorite stated when Turner’s Cottages came before the Planning Board they were given a 12 foot perimeter protection know as the common area.  However, this was misinterpreted by the Board and found out when the project was finished.  Mr. Favorite stated the Code Enforcement Officer at that time issued a permit that allowed them to expand 12 feet around the building.  The Planning Board questioned the Towns attorney and they were in their legal rights to expand.  Mr. Lindholm stated he was going to be given an explanation after the past meeting and Ms. Corrow believed he was told to go to the Planning Board for his question.  He confirmed this was true; however, he had already answered his question as he reviewed the documents earlier today and the Planning Board missed note #12 on the plan.  Mr. Alpers stated the Planning Board is a volunteer group and they try and do the best they can.  They can not catch everything and many of the members attend many training events a year.  Mr. Alpers stated it is necessary to have developers that are straight forward and honest.  He thinks often times some developers bring in many plans and maps that overload the Planning Board.  He stated he was not pointing fingers at Brady Sullivan as he has not seen any plans but he has seen this happen before.  Ms. Corrow stated this is the exact reason a part-time Planner would be beneficial for the Town.  In addition, using an engineer to review large or complex applications would catch items like this and could be paid for by the developer through escrow fees.  Mr. Fraser stated he does live adjacent to this development and was not happy that the developers may have tried to pull a fast one on a small town but Turners Cottages were in very poor condition and we now have attractive buildings with a state of the art septic.  Mr. Fraser stated if one looks at the development, the buildings do not seem out of place.  He stated they are bigger then the existing cottages but they were attractively done.  Mr. Fraser is not 100% sure that a fast one was pulled but personally he does think it looks attractive and it certainly does not look like it did before.  Mr. Favorite stated there are always items that come up that may be missed, much like the car wash lights which have now been addressed.  Mr. Lindholm questioned whether the developers had been asked to repair the damages that they have done to the road during construction.  Mr. Favorite stated it was mentioned and the developers stated they would repair the road back to the condition before they began construction. 

Mr. Lindholm stated he heard some of the leach fields at Blueberry Shores are overflowing as 4-5 Units go into one leach field.  Mr. Alpers stated since Blueberry Shores is closed it would be hard to determine at this point.  He suggested contacting the Land Use Enforcement Office next year should this arise again and they will take a look at the situation and file a violation if needed.             

Mr. Ben Larouche stated he understood the Personnel Policy is being reviewed however; he had a couple of questions that may need to be addressed as well.  Mr. Alpers stated they are making changes to the references of the Town Manager form of Government by eliminating commissioners and Town Administrator.  They are also changing the sick time policy and are adding a section for Short-term Disability and Temporary Alternate Duty.  Mr. Laroche questioned if the employees would be issued a new policy and sign off that they received the policy.  He asked if it could be posted on line as it was convenient in the past.  Ms. Corrow stated the new policy would be posted on the website when completed and employees will need to sign off on receiving an updated copy.  Ms. Corrow stated even though the sick time policy will be changing the employees that are at the maximum sick time will be grandfathered.  Mr. Larouche questioned how the accrued time worked if you reached the maximum during the year.  Ms. Corrow stated you would loose any time over the maximum amount allowed.         

Selectboard Items

Mr. Fraser wanted to ensue all the groups that could be involved with the snowmobile agreement were and they were not just singling out Bridgewater Snowmobile Club.  Mr. Alpers stated they work together and the path we have would fall under the Bridgewater Snowmobile Club. 

Mr. Fraser stated the Masonic Lodge will have a Haunted House and refreshments for Halloween.  Ms. Corrow stated there will also be a parade for everyone in a costume from Dedication Park to the TTCC where they will have music and refreshments.  This will be done before trick or treating.  There will also be activities at Parkhurst and the Fire Department will be giving out glow necklaces in Downtown. 

Mr. Favorite stated the Planning Board Survey request cards have been sent out in the mail and is also on the website.  If the card is sent back the Planning Board will send the questionnaire back to the citizen.  Ms. Corrow stated the website is www.townofbristolnh.org.

Town Manager Items

Ms. Corrow gave the Board an update on the Police Building Project.  She explained the Committee is looking to turn the current Town Office Building into the Police Department and renovate and restore Old Town Hall into the Town Office Building.  Mr. Paul Mirski the current engineer suggested working with a construction manager to get a cost breakdown and estimates for the project.  Ms. Corrow stated she did a Request for Proposal and if the Board decides to take this avenue then we will be prepared to sign a contract.  Ms. Corrow stated as an outcome of Town Meeting the citizens wanted more specifics and this will provide a great deal more specifics.  She explained Meredith did this for their Police Building and it worked well.  Ms. Corrow stated the funding would come from the Police Building Project as this is part of the project.  Once we receive the RFP’s and the preliminary drawings are finalized, the Committee will present their recommendations to the Board and then the Board would decide whether to contract with a Construction Manager.  She explained the Committee is on a strict timeline to ensure efficient preparation for Town Meeting.  Ms. Corrow explained the possible layout of Town Hall in its new location.  Mr. Fraser confirmed there has not been a public hearing on this project thus far and explained the Committee is moving towards renovating this building for a modernized, updated Police Department and Historic Town Hall would be retained and renovated and a lower level created for the town offices.  He just wanted to confirm there would be plenty of opportunity for public comment.  Ms. Corrow stated she did not want to present the entire project tonight, but did want to keep the Board updated as the Committee goes along.  The goal is to save Old Town Hall at the same time as we are renovating for the Police Department.   Mr. Fraser stated their has been a lot of discussion about doing something with Old Town Hall and this has addressed both a new police facility that is needed and will address the use of Old Town Hall.  The goal is to refurbish Old Town Hall and add the newer part underneath as the Town Offices.  At this point the Committee is trying to get numbers before they make a formal presentation to the Board.  Mr. Alpers stated the people at Town Meeting wanted a more definite plan and numbers and this is what the Committee is doing.  Ms. Corrow stated this project is still a work in progress and no formal decisions have been made and this is all preliminary work to create a presentation. 

Mr. Favorite stated the Planning Board had a presentation by the CIP Chair and they will re-present numbers to the Planning Board next meeting with updated figures as an outcome.  Then there will be a hearing for public discussion. 

Mr. Alpers suggested the Police Department start publicizing the closing of Central Street Bridge as soon as they have a definite date of closing to ensure the Public has sufficient notice. 

Ms. Corrow stated she was informed today the Borough Road Bridge will be opening today as the temporary bridge is in place.  Mr. Alpers wanted to clarify an article in the Citizen.  He explained the Bristol Police and Fire Department made every effort to inform every resident on the Bristol side that the Bridge would be closing and a temporary bridge would be in place in the near future, and was not sure if Hill did the same.   He stated the article referenced a Hill resident stating the Town of Bristol did nothing to inform the citizens.  Ms. Corrow stated they did make a great deal of effort and informed residents quickly on the Bristol Side.        

Motion to adjourn was made by Mr. Paul Fraser; seconded by Mr. Steve Favorite; vote was unanimous.

The meeting was adjourned at 8:35 pm

Respectfully submitted,

Krystal Alpers

Administrative Secretary

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Richard Alpers, Chair                                            Steve Favorite

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Joe Denning                                                            Paul Fraser

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Bruce Van Derven