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Selectmen Meeting Minutes — June 3, 2008—3:00 p.m. — Memorial Hall

Call to order - the meeting was called to order by Chairman, Joe Judd at 3:00 p.m. Other members present: John Payne. Bob Manners was absent.

Appointments:
3:00 Dan Haynes, Hirbour & Haynes, P.C. RE: Fiscal Year'07 Audit - Dan explained that through the course of the audit his firm performs specific detailed tests on 25 to 60 random items. As a result of this year's audit, seven areas of improvement were noted in the draft management letter. After reviewing each of the seven concerns with the Board, Joe requested that a copy of the audit reported be distributed to the Fiscal Officer, the Treasurer and the Town Collector for their review. Once these individuals have had an opportunity to review the draft report, they will be invited to attend a follow-up meeting with Dan Haynes on Tuesday, June 24th at 3:00 p.m. Following that meeting, the Board will accept the management letter and draft responses to each area of concern.

New Business:
Appointment of (3) Citizens to the Main Street Reconstruction Project Phase 1 - a motion was made by John to appoint the following individuals to the "Citizens" Committee:

Harry Dunning, 44 Main
Jim Boehmer, 14 Main
David Neil, 55 Main
Pat Lowell, 31 Main, Alternate
Diana Hardina, 21 Main, Alternate

These individuals will attend weekly construction meetings and serve as the neighborhood's "messengers" informing residents of schedules, what to expect, etc.
Joe seconded John's motion to appoint the above mentioned individuals. Motion carried unanimously.

Appointment of Laurie Macleod, Police Station Site Review Committee - Joe reported that he has received confirmation from Ms. Macleod of her willingness to serve on this committee. With that said, John made a motion to appoint her. Joe seconded the motion. Motion carried unanimously. The first meeting of the Police Station Site Review Committee will be held on Thursday, June 12th at 6:00 p.m.

Other Business:
Open Space Committee - John reported that two questions arose at the last Open Space Committee meeting. First, one member of the Open Space Committee does not have access to a computer therefore he does not have the ability to receive Committee related email. John asked if it were possible for a member of the town office staff to run the mailing through the postage meter if the clerk of the Open Space Committee were to prepare necessary mailings to that member and leave them with the Selectmen's Office. Terry Mosher agreed to take responsibility for placing postage on the envelopes and mailing. Second, there are 15 individuals appointed on the Open Space Committee. How many must be present to represent a quorum? Terry Mosher referred to the original document that structured the formation of the Open Space Committee; that document indicates that five members must be present in order to transact business.

Hiring of Board's Clerks - annual town meeting voters approved funding for the hiring of a part-time clerk(s) to assist the Planning Board, Zoning Board of Appeals and the Board of Health. With the new fiscal year just around the corner, John asked how the town should proceed with this process. Terry suggested forwarding a copy of the sample job description to each of the Boards for their review. Once that review is complete, the town can advertise the part-time positions. Although the hiring process has yet to be finalized, it would be beneficial if the Chairman of each Board or a representative participate in the interview process to ensure that the potential candidate meets their expectations.

Adjournment: a motion to adjourn was made by John at 5:00 p.m. Joe seconded the motion. Motion carried unanimously.

Respectfully submitted,

Terry Mosher
Executive Secretary