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August 18, 2026

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BOARD OF SELECTMEN
TOWN OF MADISON
August 18, 2026
MINUTES

Selectmen Present: Joy Gray, Jacob Boewe, James Eldridge, Joseph Dame, Nicole Nordlund

Others Present: Town Administrator Lucia Roth, Department Heads, members of the public,

and others
Where and When Posted: Town Hall upper and lower bulletin boards, Madison and Silver Lake

Post offices, and Madison Website

MEETING CALLED TO ORDER

The meeting was called to order at 5:00 p.m. on Tuesday, August 18, 2026, followed by the
Pledge of Allegiance.

APPROVAL OF AGENDA

The Board amended the agenda to add Tax-Deeded Property under Approval of the Manifest and
removed Selectmen’s Policies from the Selectmen’s List.

A motion was made by Eldridge and seconded by Dame to approve the agenda as amended.
Motion passed 5-0.

APPROVAL OF MINUTES
The Board reviewed the minutes of August 4, 2026.

A motion was made by Eldridge and seconded by Boewe to approve the minutes as presented.
Motion passed 5-0.

APPROVAL OF MANIFEST
The Board reviewed the manifest for August 6 through August 20, 2026, consisting of

e Payroll- $58,740.19

e Payroll Liabilities- $3,552.52
e Accounts Payable- $85,723.14
e Abatements- $929.96

e Total- $148,015.85

Eldridge moved to approve the manifest; Boewe seconded. Motion passed 5-0.


Tax-Deeded Property

The Town Clerk/Tax Collector provided the Board with an update regarding properties subject to
tax deeding and outlined the additional efforts made to contact the remaining property owner.
Certified notice had been received, but no response or payment was made to the Town. The
property discussed was an undeveloped lot.

A motion was made by Boewe and seconded by Eldridge to accept the tax deed. Motion passed
5-0.

The Board noted that a joint meeting with the School Board was scheduled for 6:00 p.m. and
would proceed through as much of the regular agenda as possible before that meeting, returning
to remaining business afterward if necessary.

PUBLIC COMMENT

A transfer station update was provided. Through week 32, transfer station revenues were reported
as approximately 20% higher than the same period in the prior year. Concerns were raised
regarding improper disposal of materials, residents avoiding payment requirements, and the
difficulty of adequately monitoring the facility with current staffing.

Staff also reported continued disposal of prohibited items, including propane cylinders, and
expressed concern regarding the lack of certified backup personnel. The Board discussed staffing
needs and whether additional assistance could be provided, particularly during the busiest
portion of the season.

DEPARTMENT HEAD REPORTS
Police Department

Police Chief James Hayford reported attending FBI executive leadership training during the
previous week. Officer Joshua Shackford was scheduled to graduate from the academy on Friday
and would complete the remaining field training before working independently.

The Chief also discussed continuing issues with beach parking permits. A number of tickets
issued to residents resulted from permits either not being obtained or not being displayed in a
visible location. The Town has developed additional information regarding proper permit
placement, and the Police Department continues to focus on achieving compliance.

Department of Public Works

The Board discussed the recently developed DPW wage step and grade structure and the
placement of employees within the schedule. It was clarified that grades are associated with job
descriptions, while steps account for years of service along with other considerations used in
establishing appropriate employee placement. The schedule had been developed following prior
Board review and additional work with the department.


The Board considered the promotion of William Chick Jr. to Equipment Operator, filling the
position vacated following Dylan Eldridge’s move to DPW Director.

A motion was made by Boewe and seconded by Dame to promote Chick to Equipment Operator.
Discussion followed regarding the timing of promotions, budgeting, the vacancy, and the
recently established wage structure. The Board then returned to the pending motion and voted.
Motion passed 5-0.

Additional discussion was held regarding implementation of the DPW step and grade schedule
and notification to affected employees. The Board discussed employee placement, current-year
adjustments, and the relationship between the new schedule and future budget requests. No
further action on the overall schedule was taken during this portion of the meeting.

Emergency Management / Storm Recovery

An update was provided regarding recovery efforts from the June storm. The appeal of the
federal disaster declaration decision remained in process.

The Town had also been connected with the USDA Emergency Watershed Protection Program as
a possible alternative source of federal assistance. A meeting was scheduled for Thursday to
discuss potential assistance, particularly for the East Madison Road bridge project.

The Board also discussed possible funding through Section 319 grants associated with the
watershed management plan. These funds may provide assistance for qualifying water-quality
and watershed-related projects.

Discussion followed regarding the FEMA preliminary damage assessment process and the
information submitted in support of the disaster declaration request. It was reported that the
Town had not received the underlying FEMA work product or a written explanation of the
presidential denial and that the Governor retained the opportunity to appeal the decision.

NEW BUSINESS
Foot of the Lake Beach

Richard “Rick” Larson, East Shore Drive, appeared before the Board with neighboring residents
to discuss the operating hours at Foot of the Lake Beach. The residents expressed support for
changing the Town’s beach ordinance regarding operating hours and discussed concerns
associated with the current hours and their impact on the surrounding neighborhood. Residents
described after-hours activity, vandalism, noise, safety concerns associated with use of the raft
and swimming area after dark, and increasing use of the beach by non-residents.

The residents supported changing the current beach hours from 6:00 a.m.—10:00 p.m. to 6:00
a.m_—dusk, with dusk defined as 30 minutes after sunset. They stated that establishing a defined
closing time would improve safety and provide the Police Department with a clearer standard for
enforcement. They also raised concerns regarding non-residents being dropped off at the beach


or parking at the boat launch and walking to the beach, and suggested further discussion with
Police Chief James Hayford regarding signage and enforcement.

The Board discussed whether the restriction should apply to the entire property after dusk or
specifically to swimming and water activities so that peaceful activities such as stargazing would
not necessarily be prohibited. Chief Hayford stated that a defined closing time would provide a
clearer enforcement standard while still allowing officers to exercise appropriate discretion. He
favored consistent regulations for Town properties rather than creating enforcement distinctions
that could become difficult to administer.

It was clarified that the beach hours are contained in the Town Property Regulations dated
August 25, 2020, rather than the Zoning Ordinance. The Board agreed additional review was
appropriate before making a change, including confirming the Board’s authority to amend the
regulations, allowing the residents an opportunity to meet with Chief Hayford, and determining
the signage that would need to be updated.

Nicole Nordlund moved to table the matter until September 29, 2026. The motion was seconded
by Eldridge. Motion passed 5-0.

JOINT MEETING WITH MADISON SCHOOL BOARD

The Board of Selectmen entered into a joint meeting with the Madison School Board. School
Board Chairman Jim Curry and School Board Member Ed Robinson were present. It was noted
that the purpose of the joint meeting was discussion and coordination between the two boards,
with no formal decisions anticipated.

Alpha Project/Capital Asset Management:

The Boards discussed the Alpha project for inventorying and managing municipal and school
assets. The School Board had previously considered the program through SAU 13 but indicated
that the project had not moved forward. Members discussed the possibility of combining the
Town and School District properties into a larger project, potentially including Town Hall, Fire
Department, Library, DPW facilities, Madison Elementary School and other municipal
properties. The program would inventory and tag assets, establish useful-life and replacement
information, and provide a management system that could assist both the Town and School
District with Capital Improvement Program planning.

The estimated Alpha cost previously provided for all of SAU 13 was approximately $13,268.
The School District did not budget funds for the project in the current year, so any School
District participation would need to be considered in the next budget. The Town will also review
whether funding had already been included in its current operating budget. Heather Sherwood
will contact Town Administrator Lucia Roth regarding obtaining an assessment and updated
quote for including Town properties in the project.

School/Town Communication:


The Boards discussed improving communication between the School District and DPW,
particularly regarding school cancellations and road conditions. DPW Director Dylan Eldridge
had not been directly notified of a previous school cancellation. The School District agreed to
ensure that Dylan and the appropriate DPW contact are included in communications regarding
cancellations and road conditions and to coordinate that information with the new superintendent
and First Student, the District’s new bus provider.

School Payment Schedule:

The Town Administrator discussed the Town’s anticipated cash-flow constraints and the
possibility of adjusting the School District payment schedule. The School Board indicated that
proposed adjustments could be coordinated directly through the SAU office, which would
evaluate the district’s cash-flow needs and tuition payment deadlines.

Enrollment:

The Boards briefly discussed current enrollment. Madison Elementary School enrollment was
estimated in the low 90s, with approximately 100 Madison students in grades 7-12. It was noted
that enrollment numbers may fluctuate immediately before the beginning of the school year as
families complete registrations.

School Grounds and Transportation:

The School Board reported that work was underway before the start of school, including gravel
work in the bus area, work near the front of the school, grading of the upper playfield and
bathroom renovations. First Student buses will be permitted to park at the school, with the ability
to relocate buses when additional parking is needed for elections or community events.

The School Board also reported that the start of school had been moved to September 9, 2026,
due to the September 8 primary election and the traffic and parking conflicts associated with
holding the first day of school on an election day.

The joint discussion concluded, and the School Board representatives departed. The Board of
Selectmen then resumed its regular meeting and proceeded to the next agenda item, Storm
Repair Updates.

No formal action was taken by either Board during the joint meeting.
BOARD OF SELECTMEN — REGULAR MEETING RESUMED
Storm Repair / Work Session Follow-Up

The Board reviewed the major items discussed during the work session held earlier in the day
regarding storm-related expenditures, cash flow, road repairs, and the Town's financial position.
The Board discussed the need to continue monitoring the overall operating budget and determine


later in the year whether an emergency over expenditure request to the New Hampshire
Department of Revenue Administration (DRA) will be necessary.

The Board discussed preparing the DRA request once more complete expenditure information is
available, potentially around October. A draft letter has been prepared, but the amount requested
cannot be finalized until the Town has a clearer picture of storm costs and the amount by which
other portions of the operating budget may be underspent.

The Board also discussed the importance of providing residents with a comprehensive public
update once more information is available regarding the extent of the storm damage, repair costs,
available funding and any potential tax impact. A focused public session later in the year was
discussed.

Tax Anticipation Note

The Board discussed establishing a Tax Anticipation Note (TAN) to address the Town's
anticipated cash-flow needs through the remainder of the year. The TAN would function as a line
of credit available to the Town if needed, with the intent of borrowing only if the Town's
available cash becomes insufficient before tax revenues are received.

Tt was noted that the Selectmen had previously been granted authority to obtain a TAN without
returning to Town Meeting for authorization. The Board discussed working with Camden
National Bank, where the Town's accounts are maintained, to establish the financing and
necessary authorized signers.

A motion was made by Boewe to begin the process of exploring and securing a Tax Anticipation
Note. The motion was seconded by Nordlund. Motion passed 5-0.

Madison School District Payment

Following the discussion held with the School Board regarding the Town's payment schedule, the
Board discussed the first upcoming School District payment. The payment was confirmed at
$650,000 and was needed before the next regular Selectmen's meeting. The Board noted that the
payment remained consistent with the proposed payment schedule and was comparable to the
Town's normal practice of making two school payments during August.

A motion was made by Boewe to authorize the Board to sign the first Madison School District
check in the amount of $650,000 out of session. The motion was seconded by Eldridge. Motion
passed 5-0.

Village District of Eidelweiss / Tax Rate Information

The Board discussed the outstanding financial information needed from the Village District of
Eidelweiss to keep the Town's tax-rate-setting process moving forward. It was noted that the
district was working through staffing changes and the required State filing had not yet been


completed. The Board discussed contacting the district to determine the status of the filing and
whether the Town could provide assistance in getting the necessary information completed.

Pike Industries — Colby Hill Road and Storm Repairs

The Board reviewed the two proposals received from Pike Industries for storm-related paving
repairs. It was noted that other contractors contacted regarding the work had declined to provide
proposals. DPW Director Dylan Eldridge recommended proceeding with the more
comprehensive option, which would complete the necessary repairs to Colby Hill Road rather
than performing a less expensive temporary repair that would require additional paving in a
future year.

A motion was made by Eldridge to approve Pike Industries’ proposal in the amount of $233,186
for the more comprehensive repair option. The motion was seconded by Gray. Motion passed 5-
0.

The Board reiterated that the higher-cost option was intended to complete the Colby Hill Road
work properly now rather than incur additional costs later.

SELECTMEN'S ITEMS
Old Home Week

The Board expressed its appreciation to the volunteers and everyone involved in organizing and
supporting Old Home Week. Members commented positively on the events held throughout the
week and specifically recognized the fireworks display and the additional events offered this

year.
Community Appreciation Dinner

The Board discussed requests from residents to hold a community potluck or appreciation dinner
recognizing DPW employees, emergency responders, Town staff, and others who assisted with
the Town's response and recovery following the June storm.

The Board supported the concept of a Town-sponsored community event. Volunteers will be
sought to assist with organizing the event, and interested residents were invited to contact the
Town. Potential locations and community partners were discussed.

Bulldogs Softball — Field Use

The Board discussed a request regarding potential use of Town athletic fields by the Bulldogs
travel softball organization for one or two weekends during the fall season. The organization had
indicated a willingness to provide compensation or a donation for use of the fields and was also
interested in discussing future field use.


The Board discussed existing field-use fees, the Town's authority and process for accepting
donations, and the need to review the Town's facility-use fee structure. No formal agreement or
fee was approved.

TOWN ADMINISTRATOR'S ITEMS
Tax-Deeded Town Properties

The Town Administrator presented the Board with a list of tax-deeded properties currently
owned by the Town and not being used for municipal purposes. The Board reviewed a sealed-bid
template provided following consultation with Town Counsel and discussed the process required
to sell the properties.

The Board discussed establishing minimum bids sufficient to recover the taxes, interest,
penalties, fees, and other expenses the Town is legally entitled to recover. Any proceeds beyond
those amounts would be handled in accordance with the applicable legal requirements rather than
retained as profit by the Town. The Administrator will work with the Town Clerk/Tax Collector
to verify the appropriate minimum amounts.

The Board also discussed whether the remaining properties should be reviewed for possible
municipal, recreational, conservation, or other public uses before being offered for sale.
Members noted the benefit of returning unused parcels to the tax rolls but agreed that the
locations and potential uses of the remaining properties should be reviewed before final
decisions are made.

The Board agreed to begin with one property as the first sealed-bid sale.

A motion was made by Dame to proceed with the sealed-bid sale of the property located at 198
Boulder Road using the proposed bid template. The motion was seconded by Nordlund. Motion
passed 5-0.

The Board established a 30-day bid period. The successful bidder will be required to provide a
50% deposit within 48 hours, with the remaining balance due within 10 days. The Administrator
will prepare the documents and begin the posting process. The remaining tax-deeded properties
will be reviewed and brought back to the Board for further consideration.

Bookkeeping Services RFP

The Board reviewed the proposals received in response to the Town's bookkeeping services RFP.
The proposals varied significantly in price. The Board discussed the work currently being
performed by Old Woods Business Services and expressed satisfaction with the progress made in
bringing the Town's financial records current.

A motion was made by Gray to enter into a contract with Old Woods Business Services at
approximately $700 bi-weekly. Dame seconded the motion. Motion passed 5-0.


Cell Tower Proposals

The Town Administrator presented two proposals received for construction of a cellular
communications tower on Town-owned property in the area behind the DPW garage. The
Administrator reported that, because the proposed tower would include commercial cellular
service in addition to municipal and emergency-service use, the project would be required to
proceed through the applicable land-use approval process. A long-term lease of Town property
would also require Town Meeting authorization.

The Board reviewed the proposed lease structures, including monthly lease payments, upfront
payments, and potential lease terms of 30 years or more. The proposals contemplated multiple
cellular carriers and reserved space on the tower for Town emergency communications
equipment.

The Board discussed the significant lack of cellular coverage in the municipal center area and the
potential public-safety benefits to the Town Hall, Police Department, Fire Department, DPW,
Library, School and surrounding area. Members also discussed the proposed location, DPW's
current use of the site, future DPW expansion needs, and the need to consider surrounding Town
property and other long-term municipal uses.

The Board requested that any long-term agreement be reviewed for an escalation provision so the
Town would not be locked into a flat lease payment for several decades. The Board also
discussed ensuring that the agreement clearly addresses the installation and infrastructure
necessary for Town emergency communications equipment.

A motion was made by Eldridge and seconded by Dame to move forward with Town Counsel
Cordell reviewing the cell tower proposals and the Town continuing to pursue the project.
Motion passed 5-0.

Fiber Internet Proposal

The Town Administrator presented information regarding upgrading Town facilities to fiber
internet service. Due to service availability in the area, only one viable fiber provider had been
identified. Satellite service was also researched but was not considered comparable due to
upload-speed limitations.

The proposal discussed included service to Town facilities, with separate connections required
for certain operations, including the Town Clerk/Tax Collector and Police Department. Fiber
service could also be extended to the Transfer Station, which would provide additional
opportunities for technology improvements such as security cameras. The School District and
Library could potentially arrange their own service with the provider.

The quoted cost for the proposed connections was approximately $890.25 per month. The Board
discussed the potential savings compared with the Town's existing telecommunications costs;
however, the proposal does not presently include replacement telephone service.


The Administrator explained that implementation of fiber service is closely connected to the
Town's larger IT modernization project because the Town's existing network and telephone
systems are intertwined. The pending IT-services RFP includes migration to Microsoft 365 and
related technology improvements. The Board agreed that the fiber, telephone and IT projects
should be coordinated. No contract was approved at this time, and funding for the larger project
is anticipated to be considered as part of the next budget cycle.

SIGNATURE ITEMS
Bank Account Documentation

The Board reviewed and signed bank documentation associated with updating authorized
individuals on Town accounts following personnel changes. The documents were required for
banking and audit purposes.

Recreation Revolving Fund

The Board reviewed documents relating to expenditures from the Recreation Revolving Fund. It
was explained that the expenditures had previously been approved through the manifest process,
but the additional authorization documentation had not been completed under the proper
procedure. The Board signed the documents to bring the records into compliance for audit
purposes.

Recreation Volunteers

The Board reviewed newly submitted Recreation Department volunteer forms. Discussion
clarified that the volunteers were sports coaches and therefore would be subject to the Town's
appointment and background-check/fingerprinting process before working with children.

The Board also identified the need for the volunteer form to clearly state the position or activity
for which the individual is volunteering. The forms will be processed through the appropriate
appointment and background-check procedure.

Recreation Management Software

The Board discussed Recreation Director Heather O'Donnell's request for recreation
management software. The Board noted that the system is expected to reduce administrative
work for the Recreation Department and other Town staff. Members expressed support for
relying on the Department Head's recommendation regarding the operational need for the
system.

NON-PUBLIC SESSION

A motion was made by Boewe to enter non-public session pursuant to RSA 91-A:3 II (c). The
motion was seconded by Eldridge and the Board voted to enter non-public session, 5-0.

ADJOURNMENT


Meeting adjourned at 8:23pm.
Respectfully submitted,
Lucia Roth

Town Administrator