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01/30/2012 – Minutes

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January 30, 2012
Present: Selectman Alecia Loveless, Selectman Mike Culver, Selectman Jerry Blanchard, Selectman
Alecia Loveless

Vice Chairman Culver opened the Selectmen’s Meeting at 6:30 pm.

Jamie Dow, Municipal Agent from NH Department of Revenue, was in to review the Town’s assessing procedures with the Board.

Ms. Dow cited NH RSA 41 which explains the duties of the Tax Collector. Tax Collector Claudia Brown noted that she was familiar with this RSA. She stated that it is important that duties with the tax collecting and assessing are kept separate.

Ms. Dow noted that last year the Deliberative Session Minutes were done by notes taken by Cheryl Sargent. Ms. Dow stated that the Deliberative Session Minutes must be signed and certified by the Town Clerk.

Ms. Brown explained that Cheryl had been sworn in as Clerk and was paid for completing the minutes. Ms. Brown also noted that in a previous year, there were no minutes as the Town Clerk at that time had failed to do them. She and Cheryl had watched more than term hours of DVD and built the Town minutes from these videos. Ms. Brown noted that Jamie was aware of this and had not had a problem with it at the time.

Ms. Dow explained that the Tax Collector cannot sign the MS-1 and that it must be completed by the Selectmen’s Office. Ms. Dow was under the impression that the reports used to come up with the data for the MS-1 came off the assessing computer in the Tax Collectors Office. She was informed that these reports are BMSI reports that come off the tax computer. In the past Claudia and Cheryl have worked on these reports together.

Ms. Dow stated that over the years the Town has filed for many extensions on setting their tax rate. The MS-5 has been late most years. It was noted that the MS-5 comes from the Auditors and that we wait for them to get it to us. Ms. Dow handed out a sheet showing when MS forms are due to the DRA. She noted that another form the MS-60A had been sent to the town and had not been received back. The form was mistakenly sent to all Town Clerks instead of to the Selectmen’s Office. The form will be filled out and sent back to DRA from the Selectmen’s office.

The Board thanked Ms. Dow for her information.

Vice Chairman Mike Culver moved to approve the minutes of January 23, 2012. The motion was seconded by Selectman Blanchard and carried 4-0.

Selectman Blanchard stated that a letter with closure plan for the Route 116 Transfer Station will be going out to DES tomorrow.

Rita Farrell asked the Board why there was such a hurry to close the town transfer station in case the timeline doesn’t work out as Casella has planned. Selectman Culver responded that the Trudeau Road Transfer Station will be open by mid-February and will be more functional than what is currently on Route 116.

Bethlehem Village Commissioner Dick Robie stated that Early Rubbish Removal’s contract runs out the end of March. Mr. Robie has spoken with Mr. Early and he is prepared to service the village district as long as he is needed.

Marilyn Johnson stated that she would like to commend Kevin Clark for the job he has done at the Transfer Station on Route 116.

Cheryl Sargent,
Administrative Assistant