LITTLETON BOARD OF SELECTMEN

MEETING MINUTES

OCTOBER 12, 2005

LITTLETON TOWN OFFICE CONFERENCE ROOM

Present: Chairman Bill Hight, Vice Chairman George Hicks, Selectman Burt Ingerson, Town Manager Jason Hoch, Executive Assistant Cheryl Sargent

Chairman Hight opened the Selectmen’s Meeting at 4:00 pm.

APPOINTMENTS

Don Lawton and Jeff Tirey brought the Selectmen up to date on the results of a walkthrough inspection of the Town Building which took place last week. Present at the walk through were Jason Hoch, Don Lawton, Jeff Tirey and Burt Ingerson. Don Lawton explained the purpose of the walkthrough was to determine what immediate measures could be taken to stabilize the building. Mr. Lawton noted that the majority of the degradation has occurred and is still occurring in the basement level. After studying the situation he has determined that there are no quick or easy fixes available. He noted it would take between $100,000-$150,000 to just stabilize the building and would be most cost effective to tie this work into a renovation of the entire building, if the funds could be found to do a renovation. Jeff Tirey added that due to further degradation of the basement level there would be addition shoring necessary. To achieve a level of safety for the building would take approximately two-three weeks to stabilize it. He also feels the stabilization work should be part of a major renovation plan for the building. Mr. Lawton stated the building needs TLC and needs it soon. Further degradation of the building will occur whether the building is occupied or not.

Selectman Hicks asked Peter Poulsen if the Police Department would have to be relocated if work started to stabilize the building. Mr. Poulsen stated that the PD would have to be out of the building in order to assure a level of safety while the work was going on.

Jeff Tirey noted that the Opera House floor framing is only capable of supporting 50 lbs per square foot as opposed to the recommended weight of 100 lbs per square foot. There are also problems with the stage area which is causing a hinge deflection to the roof beam. He stated that this is visible when you look at the back wall of the building. The balcony framing is also deficient. The extent of any further degradation will depend on snow loads this winter and then there is also the slight chance of earth tremor due to earthquake.

Selectman Hicks stated he felt that if the voters thought the building would be used and everyone would move back to it, they might be more receptive of raising money in a warrant article for renovations. Selectman Hight stated that it is not that simple. If all of the offices including the Police Department utilize the Town Building there are still issues with insufficient parking.

Jason told the Selectmen that he needs some sense of direction from them as how they want to address the immediate issue of relocating the Police Department. He stated that it will take at least $50,000 to be reallocated before the end of the year to relocate the PD and another $50,000 for 2006. The Police Department has been researching the possibility of using modular units for administrative offices. The modular units are available and could be delivered in a couple of weeks. There is also a portable jail which has been modified in a modular unit which is also available at this time.

Selectman Hight noted that going with modular units will also involve hooking up water, sewer and electricity. This could also take some time to accomplish.

Jason stated if the Town decides to go this route there would be a start up cost of $15,000 this year and $21,000 for the coming year. The units would be leased for 12 months as this would be cheaper. The rates go down the longer you lease them.

Selectman Hicks asked for comments from Chief Brown. Chief Brown stated the paramount concern for him is officer, public and prisoner safety. He stated the Police Department will be relieved to leave the Town Building no matter where they are relocated to after hearing of the structural problems with the building. The Police Department must have a location which can be accessed by the public.

Jason added that in addition to the modular units there is another option which has been studied by the Police Facility Committee for many months. The old hospital has been identified by that committee as having space which could be adapted for the Police Department’s use.

Selectman Hight stated that if this option was to be considered he would definitely not want to commit the Town to moving the Police Department to the old hospital as a permanent location or long term solution.

Chief Brown stated that of the two options the old hospital is a better fit for the Police Department as the modulars would not give them enough room to operate efficiently. There is also the issue of where evidence could be properly stored if the modulars are used. Evidence storage would not be an issue at the old hospital.

Jason stated the Selectmen must make three decisions: 1) They must decide whether to vote to close the town building as soon as the PD can be relocated, 2) They must decide whether to vote to authorize the Town Manager to identify and re-allocate $50,000 from the Town budget and 3) They must vote on an option and develop plans for a 12 month temporary relocation of the PD.

Selectman Hicks moved to authorize the Town Manager to relocate the Police Department temporarily (12 months) to the old hospital. If this space is not available the modular units will be ordered. The motion was seconded by Selectman Ingerson and carried 3-0.

Selectman Hicks moved to authorize the town Manager to identify and re-allocate $50,000 from the town budget to cover the costs of the relocation. The motion was seconded by Selectman Ingerson and carried 3-0.

Selectman Ingerson moved to officially close the Town Building no later than November 4, 2005 with the understanding that someone will need to inspect the building from time to time to assure there are no water leaks or problems with the heat. The motion was seconded by Selectman Hicks and carried 3-0. It is also understood that the Police Department employees will be in and out of the building moving out their possessions.

Chairman Hight asked Peter Poulsen if he thought the State would be satisfied with the closure date of November 4^th. Mr. Poulsen stated that he thought the State could live with this date. Chairman Hight added this had been an extremely difficult decision on the Selectmen’s part and that the Board realizes there will be some people unhappy with their decision. The Board then thanked Don Lawton and Jeff Tirey for their information and expertise on the matter.

The Board asked Jason to contact Andy Smith to make sure that the space at the old hospital would still be available to the Police Department.

Chief Brown thanked the Selectmen on behalf of his employees for their concern and their vote on the relocation.

Dick Smith thanked the Board for looking into the discrepancy of the speed limit signs on the Dells Road.

Chairman High asked Jason if the Highway Department has slated the North Littleton Cemetery road for re-paving. Jason stated he knew that Larry had taken a look at the road and had intended to pave it. The Highway Department is currently behind on their paving.

Regarding the street light on Crane Street complained about by Sue Pilotte, Selectman Ingerson moved to leave the light as it is with no change. The motion was seconded by Selectman Hicks and carried 3-0.

Eddy Moore stated he had concern with the vote taken at the last Selectmen’s Meeting regarding the position of Tax Collector. He state the Board had voted to appoint Joe Wiggett as Tax collector and to have the Town Manager appoint himself as Deputy Tax collector. He added that the Town Meeting of 1992 had specifically voted to have the Town Manager as Tax collector. He stated he does not think this can be changed without going back to Town Meeting and having the vote of 1992 revoked. Jason stated the Selectman have voted on this according to advise given them by legal counsel. Mr. Moore insisted that this be run by DRA as well as the Secretary of State. He added that is the Town does not do it, he will. Jason stated he will run this by them. He would like to get this settled as it has already become very time consuming to him.

Selectmen Ingerson moved to accept the minutes of September 28^th and the amended minutes of October 4^th. The motion was seconded by Selectman Hicks and carried 3-0.

The meeting adjourned at 5:25 pm.

Respectfully submitted,

Cheryl Sargent

Executive Assistant

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Chairman William R. Hight

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Vice Chairman George O. Hicks

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Selectman Burton E. Ingerson