All towns · hillsborough

2026-09-11 Trustees of the Trust Funds Meeting Minutes - Unapproved

Document

Town of Hillsborough  |  Trustees of Trust Funds 
Unapproved Minutes  |  September 11, 2026  |  Page 1 
Town of Hillsborough 
Trustees of Trust Funds 
UNAPPROVED MINUTES 
Date 
September 11, 2026 
Time 
4:00 p.m. 
Location 
Hillsboro Fire Department Meeting and Training Room
Call to Order and Attendance 
Call to order: The meeting was called to order at 4:01 p.m. 
Present: Riché Colcombe and Judy Thibault 
Documentation for Requests 
The Trustees discussed the documents that should accompany requests submitted for approval. Judy provided a 
document summarizing the required supporting documentation and explaining why each item is needed. 
Approval of Previous Minutes 
The minutes of July 31, 2026, were approved with the following amendment: add that a discussion was held 
regarding the Town’s request and that the request was tabled until additional documentation requested was 
received. 
Correspondence 
The Trustees received thank-you cards from students who received a scholarship. 
Requisitions 
The Trustees reviewed and acted on the following requisitions: 
Requester 
Fund 
Amount 
Purpose 
Action 
HDSD School 
Technology Fund CR176 
$18,755.00 
Network system upgrades 
Approved 
Water and Sewer 
Sewer System Improvement 
CR136 
$40,031.69 
Replacement pump for the West 
Main Pump Station reimbursement 
request
Approved 
Water and Sewer 
Sewer I/I Reduction CR134 
$122,977.15 
Park and Whittemore Street project 
request
Approved 
Water and Sewer 
Water Line Rehab CR148 
$8,300.98 
Park and Whittemore Street project 
request
Approved 
Town of 
Hillsborough
Parks New Equipment CR186 
$2,043.68 
Parks new equipment 
Approved 
Town of 
Hillsborough 
Municipal Buildings 
Maintenance Repairs and 
Upgrades CR152
$520.00 
Municipal building maintenance 
repairs and upgrades 
Approved 

Town of Hillsborough  |  Trustees of Trust Funds 
Unapproved Minutes  |  September 11, 2026  |  Page 2 
Requester 
Fund 
Amount 
Purpose 
Action 
Town of 
Hillsborough
Fire Department Equipment 
Capital Reserve Fund CR156
$44,166.00 
Fire Department equipment 
Approved 
Town of 
Hillsborough 
Highway Department 
Equipment Capital Reserve 
Fund CR158
$46,101.52 
Highway Department equipment 
Approved 
Town of 
Hillsborough 
Cemetery Repairs and 
Maintenance Capital Reserve 
Fund CR170
$2,880.00 
Cemetery repairs and maintenance 
Approved pending 
additional information 
Town of 
Hillsborough
Parks Repairs and Maintenance 
Capital Reserve Fund CR162
$3,634.30 
Parks repairs and maintenance 
Not approved 
 
Motions: For each requisition except for the Parks Repairs and Maintenance request, Judy made the motion to 
approve, Riché seconded, and the motion was approved. The Cemetery Repairs and Maintenance requisition was 
approved pending receipt of additional information (cemetery trustee meeting minutes approving repair and 
expenditure.). 
Parks Repairs and Maintenance CR162: Riché and Judy discussed an invoice from Fieldstone Land Consulting 
for a Concept Plan for Manahan and questioned whether the expense should be paid from CR162 because Manahan 
has its own trust. Judy moved not to approve the request; Riché seconded, and the motion carried. A notice will be 
sent to the Select Board. 
Town Administrator Communication 
The Trustees reviewed the email communication from the Town Administrator concerning the documentation 
required to approve voucher requests. The Trustees agreed that an email outlining the documentation required for 
future requests would be sent. 
Other Business 
 The Trustees received a  response from the Town Attorney regarding the Hillsborough Medical Services Trust 
scholarship. The letter included a draft scholarship application. The Trustees will review the draft and discuss it 
at the next meeting. 
 The Trustees received an email from Laurie Jutzi resigning from the Trustees of Trust Funds. The Trustees 
regretfully acknowledged and accepted her resignation. 
 Riché will send a letter to the Board of Selectmen requesting that Pat Nash be appointed to the Trustees of 
Trust Funds for the remainder of the year. 
Adjournment 
5:20 PM 
Status: These minutes are unapproved and are subject to correction and approval by the Trustees of Trust Funds. 

Documentation Needed 
Typically, when a town board (such as the Select Board, Cemetery Trustees, Water and Sewer 
Commissioners, Village Districts, etc.) requests a withdrawal from a capital reserve fund, the following 
documentation should be included: 
1. Written Request to the Trustees of Trust Funds 
o 
Identifies the specific capital reserve fund. 
o 
States the amount requested. 
o 
Describes the purpose of the expenditure. 
o 
Confirms the expenditure is consistent with the fund's stated purpose. [gc.nh.gov], 
[nhmunicipal.org] 
2. Authorizing Vote 
o 
If the fund requires town meeting approval, provide a copy of the warrant article and 
the vote authorizing the expenditure. 
o 
If agents to expend were named when the fund was established, provide minutes of 
the board meeting showing the vote authorizing to expend the funds. [gc.nh.gov], 
[lawserver.com] 
3. Meeting Minutes 
o 
Certified minutes documenting the motion and vote requesting the withdrawal. 
o 
The minutes should clearly state the amount and purpose. [gc.nh.gov], 
[nhmunicipal.org] 
4. Supporting Cost Documentation 
o 
Purchase agreements. (if applicable) 
o 
Contracts or invoices. (if applicable) 
o 
Copies of checks [nhmunicipal.org] 
5. Trustees' Disbursement Record 
o 
The Trustees of Trust Funds typically vote to release the money and record the 
disbursement in their meeting minutes and accounting records, as required by RSA 
35. [gc.nh.gov],  
Practical Example 
If a town's Highway Department wants $75,000 from the "Road Equipment Capital Reserve Fund" to 
purchase a loader, the file provided to the Trustees would normally contain: 
 
Withdrawal request letter. 
 
Copy of Select Board (or designated agents to expend) vote approving the request. 
 
Meeting minutes. 
 
Equipment quote or bid. 
 
Proof that the fund purpose includes highway equipment. [gc.nh.gov], [nhmunicipal.org]