Selectboard Meeting Minutes

September 17, 2026, 6:30 PM

34 Elm Street, Walpole, NH 03608

Present: Carolyn Vose (Chair), Cheryl Mayberry (Select Board Member), Sarah Downing (Manager of Administration)

Chair Carolyn Vose called the Selectboard Meeting to order at 6:30 PM. It was noted for the record that Steve Dalessio was absent due to business travel.

ACCOUNTS PAYABLE

Ms. Mayberry moved to approve the ACH payment to the New Hampshire Retirement System in the amount of $33,087.87. The motion was seconded by Chair Vose. The motion carried unanimously.

PAYROLL

Ms. Mayberry moved to approve the Payroll Register totaling $42,681.41 dated 9/18/2026, and the 941 Payroll Tax Transfer in the amount of $7,995.75. The motion was seconded by Chair Vose. The motion carried unanimously.

SELECTBOARD MEETING MINUTES

Ms. Mayberry moved to approve the Selectboard Meeting Minutes of September 10, 2026. The motion was seconded by Chair Vose. The motion carried unanimously.

Ms. Mayberry moved to approve the Selectboard Non-Public Session Minutes of September 10, 2026, with the minutes to remain sealed. The motion was seconded by Chair Vose. The motion carried unanimously.

Note: Ms. Mayberry initially cited September 8th in error; the date was corrected to September 10th prior to the vote.

COMMITTEE REPORTS

Ms. Mayberry called to the attention of the Chair and the Selectboard the following committee reports: the Planning Board Meeting Minutes of September 8, 2026, and the Library Trustee Meeting Minutes of September 8, 2026. These were so noted.

OLD BUSINESS

High Street Bridge

Ms. Mayberry provided an update on the High Street Bridge, noting that while a larger inter-agency meeting had taken place with FEMA, DES, the contractor, and the Town to resolve the outstanding wetlands permit, the permit was denied again. As a result, the contractor was required to request another extension beyond the September 15th deadline. Town Road Agent, Mike Symonds, is actively working on the matter and is reported to be frustrated by the repeated denials. The Board noted the matter remains ongoing.

NEW BUSINESS

Recognition Letter for Recycling Center

Chair Vose brought to the Board’s attention a letter of appreciation received from Cindy and Tim Allen commending the Recycling Center team for the exceptional assistance they provided during a home cleanout. The board agreed the letter was well-deserved and discussed the best way to share it with the team. It was agreed that Chair Vose would contact the Recycling Center staff and, if feasible, share the letter at an upcoming employee appreciation lunch event. The Board wished for the recognition to be noted in the minutes.

ClerkMinutes Software

Manager of Administration, Sarah Downing, presented an overview of the ClerkMinutes software, which she has been using on a trial basis to assist with the preparation of meeting minutes. Mrs. Downing noted that the software significantly reduces the time required to produce minutes, as it automates the initial draft based on meeting recordings, which she then reviews and edits. She noted that the system is still learning to identify individual speakers and may occasionally misattribute who seconds a motion, but that accuracy is expected to improve over time.

Regarding cost, Mrs. Downing reported that the monthly rate is $299, while an annual commitment reduces the cost to $249 per month — a savings of $50 per month. The Board compared this to the budgeted cost of a recording secretary, which was approximately $9,001 annually (exclusive of payroll taxes), equating to roughly $764.75 per month. The Board agreed that the software represents a substantial cost savings.

The Board discussed whether to commit to a monthly plan through the end of the year and then transition to an annual plan beginning January 1st, or to negotiate a prorated annual rate with the vendor representative starting now. Mrs. Downing agreed to contact ClerkMInutes to explore whether a favorable rate could be arranged for a commitment covering the remainder of 2026 through the end of 2027. The Board also noted that the software could potentially be expanded to serve additional municipal bodies such as the Zoning or Planning boards, though a custom quote would be required. The Board expressed general satisfaction with the product.

Governor’s Office of New Opportunities & Rural Transformational Health (Go-North)

The Board acknowledged receipt of an informational package from Go-North, including a PowerPoint presentation and a map defining the rural area and the initiative’s focus on transformational rural health access. This was noted for the record.

Letter of Deficiency from NH DES related to Len-Tex Corporation

Chair Vose summarized a letter of deficiency received from NH DES directed to Len-Tex Corporation regarding ongoing reporting failures, noting this is a follow-up to a similar letter received in the spring. DES has indicated that it has not received information requested from Len-Tex since its April correspondence, and the company was given seven days from September 11, 2026 to provide the required information. The board expressed concern about the nature of the deficiency, which appeared related to air quality permitting associated with the facility’s use of inks, which are classified as an organic hazard. The matter was noted for the record, with the board hoping the company resolves the issue.

Fire Station Progress Report Presentation

The Board discussed an email from Steve Horton offering to provide either an in-person briefing or written financial update on the Walpole Fire Station project. Ms. Mayberry indicated that an in-person visit was not necessary at this time but emphasized the importance of receiving consistent financial documentation given that the town is the grant holder of record. Discussion focused on confirming who is authorized to sign reimbursement requests on behalf of the Town of Walpole, and whether that authorization had been delegated to Mr. Horton. The Board agreed that Mrs. Downing should follow up with Mr. Horton to confirm the signatory arrangement and to request that copies of all reimbursement submissions be provided to the town on a regular basis.

SWRPC Fall Meeting

The Board acknowledged an invitation to the Southwestern Regional Planning Commission (SWRPC) Fall Meeting, scheduled for October 13, 2026 at Heberton Hall, Keene Public Library, beginning at 5:30 PM. The presentation topic is “Plan to Act,” described as the guiding framework for the forthcoming update to the Monadnock Region’s regional plan. Ms. Mayberry, who currently serves as chair of the SWRPC Board, confirmed she plans to attend. It was noted that Mr. Dalessio would likely be unable to attend because of a Planning Board meeting that evening. RSVPs are due by October 7th.

Ms.  Mayberry moved to enter Non-Public Session pursuant to RSA 91-A:3 II (b)(c)(e). The motion was seconded by Chair Vose. The motion carried unanimously. The time was 7:05 PM.

The Selectboard reconvened the public Selectboard Meeting at 7:38 PM.

Ms.  Mayberry moved to enter the Hooper Trustees Meeting The motion was seconded by Chair Vose. The motion carried unanimously. The time was 7:38 PM.

The Selectboard reconvened the public Selectboard Meeting at 7:55 PM.

Chair Vose moved to adjourn the Selectboard Meeting. The meeting was adjourned at 7:55 PM.

Minutes prepared by Sarah Downing, Manager of Administration

Tagged: Meeting Minutes, SELECTBOARD