The meeting of the Board of Selectmen was called to order at 7:00 p.m. by the Chairman, Michael J. Hayward, Sr. Present were: Michael J. Hayward, Sr., Chairman; Constance Jones; William E. Hutchins; Tina Stearns, Town Administrator; Russell Lary, Police Chief; Randall Mudge, Architect; and members of the public. The meeting was held in the Town Offices at 34 Dunbar Hill Road.

Building Permits - Approved

For Approval / Signature – Approved

Motion made by Selectman Jones to approve the regular meeting minutes of December 23, 2002; motion seconded by Chairman Hutchins. The Board voted unanimously to approve.

Police Department Facility: Present were Chief Russell Lary & Architect Randall Mudge.

Building plans were displayed and reviewed. The approximate size of the proposed building is 40’ x 96’. Secured areas are the sally port and booking. The building will have above storage for records, etc., bullet-proof glazing on the reception area, offices & work areas, and a public reception area with a conference room. The exterior will be brick to fit in with the surrounding buildings. It is planned to use the existing on site well and to install a new separate septic system. Estimated building costs were discussed and a firm price will be ready for Town Meeting. The usable square footage of the building will be ~3,800.

Chief Lary stated that this building should be able to accommodate the Police Department for the next 20 years. This is a much needed building that he’s hoping will get the support of the tax payers at voting time.

Stocker Pond Road – Snowmobile Issue: Resident Ray Woolson was present. There is a right of way on Tax Map 243 Lot 3 which was originally established to allow the back lots of Stocker Pond Road access to Stocker Pond. There is some confusion as to who holds the ownership deed to this parcel of property. Mr. Woolson stated that the snowmobiles have been using this right of way to access the pond and wants to know if a right of way can be used for public access. He also expressed concern with the snowmobiles speeding along Stocker Pond Road and is afraid there will be a major accident if something isn’t done. Chief Lary responded that he has increased the patrol in that area. He will also research the laws regarding snowmobiles to see what jurisdiction the Police Department has. Mr. Woolson thanked the Board for taking the time to listen to his concerns.

Eastman Tennis Court Explosion: Chief Lary informed the Board that the State Fire Marshall is investigating the explosion. The Police Department has sent letters of appreciation to surrounding area Police and Fire Departments for their assistance with the incident. Chairman Hayward informed Chief Lary that the Eastman General Manager, Ken Ryder was very impressed and appreciative as to how the situation was handled by the Grantham emergency personnel.

Highway Department – Administrator Stearns informed the Board of the wonderful job that Joe Newcomb & Jeff Hastings have been doing with the condition of the roads and the mounds of snow we have been receiving lately. A memo was signed by all members to Joe & Jeff thanking them for their excellent work.

Police Department – The December 2002 Activity Report was distributed and reviewed.

Town Administrator – The Board received a letter from resident Richard Leff regarding the fee charged for personal copies at the Town Office. He was very unhappy with having to pay $0.50 per copy. Administrator Stearns informed the members that if a taxpayer is copying materials regarding his property (deeds, maps, etc.) there is no charge for this. A new sign has been made and taped to the copier machine stating this. The Board will address a letter to Mr. Leff in response.

Zoning Board of Adjustment – A request was received from Chair Conrad Frey to appoint Margery Bostrom as an alternate member. Selectman Jones moved to appoint Margery Bostrom as an alternate member of the Zoning Board of Adjustment; seconded by Selectman Hutchins. The Board voted unanimously to approve.

Butternut Pond Road – A letter was received from Attorney Barton Mayer regarding the confusion with Butternut Pond Road. He needs approval from the Board to move forward in obtaining services to determine the exact dimensions and area of the Town’s portion. Selectman Hutchins moved to allow Attorney Mayer and others to resolve the issue with Butternut Pond Road; seconded by Selectman Jones. The Board voted unanimously to approve. Chairman Hayward would like letters sent to all abutting property owners informing them of the update and that there may be surveyors, etc. in the area.

On a motion by Selectman Jones, seconded by Selectman Hutchins the Board voted unanimously, by poll, to adjourn at 7:50 p.m. into non-public session under the terms of RSA 91:A:3 Para. 11(a) to discuss a personnel issue. Selectmen returned to regular session at 8:00 p.m. with Selectman Jones making the motion to approve the memo to Police Chief Lary and Fire Chief Seavey regarding updating of the Emergency Management Plan; motion seconded by Selectman Hutchins. The Board voted unanimously to approve.

Chairman Hayward requested that Administrator Stearns check with Town Counsel to determine what steps are necessary in adding a building inspector.

There being no further business, Selectman Jones moved to adjourn, seconded by Selectman Hutchins; the Board voted unanimously to adjourn at 8:10 p.m. There will be a regular Selectmen’s Meeting on Wednesday, January 29^th at 3:30 p.m. at the Town Office. (This meeting was originally scheduled for January 22^nd.)

Respectfully submitted,