All towns · ncc

March 21, 2024

Document

APPROVED 01/18/2024 
North Country Council Board of Directors Meeting Minutes 
161 Main Street Littleton, NH 03561 – 603-444-6303 – www.nccouncil.org 
 
Thursday, November 30, 2023 
 
BOARD MEMBERS PRESENT:  Paul Robitaille, Chair; Ben Gaetjens-Oleson, Vice Chair; Mark 
Decoteau, Treasurer, Mark Dindorf, Member 
 
STAFF MEMBERS PRESENT:  Michelle Moren-Grey, Executive Director; James Steele, Finance 
Manager & Special Projects Planner (virtual) 
Call to Order 
Chair Robitaille called the meeting to order at 2:03 
 
Attendance by Roll Call 
Paul Robitaille, Chair; Ben Gaetjens-Oleson, Vice Chair; Mark Decoteau, Treasurer, Mark 
Dindorf, Member 
 
Minutes of 08/17/2023 Approval 
MOTION Member Dindorf made a motion to approve the 08/17/2023 minutes as 
written. The motion was seconded by Treasurer Decoteau. 
The motion carried - 4 in favor/ 0 opposed / 0 abstention. 
 
Financial 
Financial Report June & July 
Mr. Steele provided an overview of the financials, noting that in October, there was a loss 
of $13, 268.65. This was due to a loss in billable hours as a result of staff medical leave, as 
well as the last large invoice for the audit of $6,662.50. Mr. Steele explained that this is 
not something that we expect moving forward; however, November, December, and 
January are the holiday season, and traditional Councils' billable hours are lower. With 
me, we may see some losses over the next 3 months, but it is not anticipated to be as 
significant as October. After January, we anticipate not seeing losses. 
Discussion – staff medical leave was unexpected, and could the loss have happened over 
the year versus a small span? It's not like we are going to realize the $13,000 loss by the 
end of the year.  Mr. Steele, it is anticipated that we will start to recover slowly from this 
loss over the remainder of the year. Question – what would be the anticipated year-end 
impact of the $13,000? Will most of it be resolved?  Mr. Steele commented that while it 
is anticipated we will recover from the loss by year-end, it does rely on how billable staff 
can remain. Discussion regarding if this is a loss that we would likely have seen over the 
course of the year vs. in a short period of time. Ms. Moren-Grey commented that this 
was a significant block of medical leave that may have or may not have been taken over 
the course of the year, and typically, we wouldn’t see staff taking this amount of leave.  
Is the Council allowed to end the year in a negative balance statutory? Mr. Steele & Ms. 
Moren-Grey commented that for many years, we have run negative. Staff will look into 
the statutory requirement.  The Board expressed concern that the Council could not 

withstand this on a repetitive basis if the Council was able to make this up over the year. 
Ms. Moren-Grey commented that November through January will be less billable but 
then is anticipated to increase. Moving forward, this should be watched closely. Mr. 
Steele commented that we do have some funds in reserve that can cover the cost at the 
end of the year. 
 
MOTION Treasurer Decoteau made a motion to approve the October Financial Reports. 
The motion was seconded by Vice Chair Gaetjens-Oleson. 
The motion carried - 4 in favor/ 0 opposed / 0 abstention. 
 
Audit Services Update 
• Mr. Steele commented the audit came back positive, with the exception of the 
separation of duties. This is a continuing challenge for the Council because of staff size, 
and in order to address the issue, it would require increased staff, which is not in the best 
financial interest of the organization.  At the end of the year, the Council had $350,000 in 
revenue, and only $250,000 was protected by FDIC insurance. Other possible options 
mentioned collateralized sweep accounts and public investment pools. Mr. Steele will 
look into this. Overall, there was a positive gain in the net position of $55,000. The 
auditor will be scheduled to present in the next meeting. 
 
Other Business 
 
2024 Meetings: - Ms. Moren-Grey, January, March, May, July, September, and 
November, with a full commission meeting in June. This will be the Council’s Annual 
Meeting. Ms. Moren-Grey asked if there is interest in going back to an event as in past 
years or keeping to a regular commission meeting as we have been.  Ms. Moren-Grey 
commented that organizing an event, as in the past, is a considerable effort that results 
in administration time resulting in a financial loss. It was determined that a regular 
Commission meeting would be the format in the future. 
 
OHRV State Commission – Ms. Moren-Grey commented that Mr. Jackson has been 
attending; however, he has informed her that he is no longer able to be the 
representative due to a change in his personal time commitments. Ms. Moren-Grey 
reminded the Board that during that application period, no alternative was selected due 
to the pool of candidates, and she recommended that the application be redistributed. 
The Board agreed. 
 
Dues – Mr. Steele opened the discussion of dues for the calendar year 2024. For the 
calendar year, we received $66,750 with 39 members. Ms. Moren-Grey commented that 
since COVID the Council has been able to maintain or reduce dues. In the future she 
recommends moving back to the historical dues calculation to prevent the potential of 
drastic change. Mr. Steele commented that the dues calculation is based on the most 
current town valuation and population factored in the amount needed to be raised. 
$125,000 (based on all communities) is the goal to raise historically; we raise $70,000. Is 

there a way to budget for the $70,000 vs $125,000? What if the budget is $66,000 with a 
5% increase for those that pay? Is there a way to then incentivize participation with an 
introduction rate that is not significantly lower than the actual rate?  Ms. Moren-Grey 
expressed concern as to how we different the services between members at a full rate 
vs. the introductory rate.  Staff will consider a 5% increase over 2023 based on raising 
$70,000 and the $125,000 and how we can incentivize communities to join for 2024.  
 
The solicitation process for membership is that the Council sends invoices, membership 
dues letters, as well as information material to the town select boards and planning 
boards. There are two new communities considering membership this year. Member 
Dindorf inquired about Conway's community and its involvement. Ms. Moren-Grey 
commented that Conway has been in contact with services and membership. The Council 
is currently working with Conway on a CBBG grant, as well as contract work in the past. 
 
Project Update – we are still working our way through the CDS funding for both the 
Regional Plan as well as the continued housing work. 
 
Picked up approximately 10 additional 10 NBRC administration projects. We received a 
draft MOU from NBRC for technical assistance to potential NBRC applicants that are with 
NBRC & NH BEA, while we are still unsure where this is at the state level. 
 
Coos County Broadband Committee – The Council will be working with NCDE to support 
this group and provide technical assistance to towns. 
 
Bethlehem Pop-Up – In late August, we will implement a traffic-calming project along the 
main street of Bethlehem, potentially the largest in the state. The project resulted in 
slowing traffic along the main street.  The select board is considering forming a 
committee to move the effort forward. 
 
Treasure Decoteau shared Waterville Valley’s newly implemented pedestrian bike project 
at the entrance into Town. 
 
Chair Robitaille commented that Kaela Tavares did a great job with the HOP grant 
presentation this week for the community of Gorham. Treasure Decoteau commented 
that Kaela did a great job as well with Waterville’s HOP grant, which has resulted in five 
amendments. Ms. Moren-Grey commented that she attended the Bethlehem meeting 
where Cathlin Lord and Kaela Tavares presented for Bethlehem’s HOP grant, and they 
both did a great job. Cathlin provided an in-person presentation and handled the public 
meeting and presentation very well. 
 
Member Dindorf asked about how much interaction the Council has with proposed 
legislation with commenting and/or monitoring. Ms. Moren-Grey explained that through 
NHARPC, there may be a decision to comment on proposed legislation. Through NHMA 
as well as NHARPC, there is monitoring of proposed legislation.  The Board discussed how 

proposed legislation, current and future, may impact northern communities in a unique 
manner and that it would be helpful if the Council could highlight or link proposed 
legislation for Council communities.  Ms. Moren-Grey commented that we can add this to 
the newsletter. 
 
Nonpublic Session under RSA 91-A:3, II (if needed) 
None needed 
 
Public Comment 
Chair Robitaille asked for public comment – there was none. 
 
Adjournment 
 
MOTION Treasurer Decoteau made a motion to adjourn. Motion was seconded by Vice Chair 
Gaetjens-Oleson. 
The motion carried - 4 in favor/ 0 opposed / 0 abstention 
The meeting adjourned at 3:14 
 
Respectfully Submitted, 
Michelle Moren-Grey, Executive Director