**MEETING DATE:** 05/06/2025
**MEETING TYPE:** Selectmen; 
**TIME IN:** 17:58
**MEETING LOCATION:** Town office conference room
**PRESENT:** Selectmen: Ed Gauthier; Richard Zacher; Austin Fifield;
**PUBLIC PRESENT:** Gus Stratton; Steve Berry; Mark Stengel; Hon. Ed Comeau: GovernmentOversite.com 
**OTHER OFFICIALS PRESENT:** Conservation Commission: Frank Fraiser; Library Trustee: Jan Ledbetter; Trustee of Trust funds: Meg Ingalls; Road Agent: Chris Kinville;     
**ELECTRONIC:** xx
**ABSENT:** xx   
**ADMINISTRATOR:** xx
**ADMINISTRATIVE ASSISTANT:** Leah Gage  
**RECORDING SECRETARY:** Leah Gage;   
**CAM OPERATOR:** Hon. Ed Comeau
**CONTENT ANALYSIS:** @OPR1
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[**SRV: LINK:**](https://matrix.org/)
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**NOTE:** xx  
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**AGENDA ITEM:** COMMITTE REPORTS:                                                                                                      
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**AGENDA DETAILS:** Cotton Valley Rail Trail:                                                                   
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**SYNOPSIS:** Frank Fraiser, speaking for the Cotton Valley Rail Trail Committee, addressed two main points. First, he thanked the selectmen for permitting the painting of the crosswalk at Clark Road and noted that the committee plans to repaint it within the next month or two due to wear. Second, he raised concerns about speeding vehicles at the Clark Road crossing since the trail was paved, reducing bumps and allowing faster travel. Despite existing yellow recreational trail signs installed with selectmen’s permission a few years ago, located below Lenny Abrahamson’s former house and past Harriet’s house, speeding persists. Fraiser requested permission to install a crosswalk sign directly at the crossing, at the committee’s expense, to alert drivers and enhance safety. No immediate decision was requested; the committee sought discussion and approval from the selectmen, as the road is town property. Fraiser also reported ongoing trail maintenance, including cleanup efforts and planned repairs to a narrowing section of the trail, approximately one mile from Clark Road past picnic tables, where erosion is creating a safety issue. Regarding parking concerns raised by the selectmen, Fraiser noted that the committee has maximized parking spaces within the 50-foot state right-of-way from the rail center, but major excavation would be needed for additional spaces. He acknowledged feedback about road parking and committed to discussing it with the committee board


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**NOTE:** xx
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**AGENDA ITEM:** DISTRICT REPORTS:                                                                                                      
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**AGENDA DETAILS:** Carroll County Communication:                                                                   
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**SYNOPSIS:** Steve Berry, a resident of 181 Wentworth Road, addressed the selectmen regarding his role on the Carroll County Communications District. He had sent an email requesting to be removed as the alternate member of the committee, which was formed when Brookfield joined the district a few years ago. The selectmen recalled the email but noted that the committee had not been eliminated. They confirmed that Marshall is the lead and currently serves as the secretary. The selectmen agreed to remove Berry’s name from the committee listing on the town’s webpage.



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**NOTE:** xx
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**AGENDA ITEM:** PUBLIC/MEMBER COMMENTS:                                                                                                      
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**AGENDA DETAILS:** Public:                                                                   
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**SYNOPSIS:** Steve Berry, a resident of 181 Wentworth Road, raised a hypothetical question about the town’s willingness to accept a plot of land on Kingswood Lake if offered by the State of New Hampshire. He initially mentioned Lovell Lake but clarified the location as Kingswood Lake, specifically referencing map 7, lot 11. Berry noted that the site is not suitable for a boat launch due to shallow water and large boulders, making it feasible only for kayak or canoe access. The selectmen confirmed they would consider accepting such a donation but made no commitment to taking it. They inquired whether the land would be open to the public, to which Berry responded that it would be accessible to Brookfield residents since the town would own it. Berry indicated he is in discussions with the New Hampshire Fish and Game Department, the Department of Dams, and state legislators but provided no further details on the status or specifics of the potential donation.

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**NOTE:** xx
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**AGENDA ITEM:** PUBLIC/MEMBER COMMENTS:                                                                                                      
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**AGENDA DETAILS:** Public:                                                                   
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**SYNOPSIS:** Chris Kinville, the Road Agent, responded to Frank Fraiser’s concerns about speeding vehicles on the Cotton Valley Rail Trail at the Clark Road crossing. He advised that residents should contact the Wakefield Police to report excessive speeding, as they are responsible for enforcement. Kinville noted that no other entity can address the issue and that the Wakefield Police do not frequently patrol Brookfield. He suggested that increased resident calls might prompt more police presence to monitor and address the speeding problem


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**NOTE:** xx
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** Review draft public minutes:                                                                   
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**SYNOPSIS:** The selectmen reviewed three sets of meeting minutes for approval: April 1, 2025, April 15, 2025, and a joint meeting between the selectmen and the Municipal Records Committee on April 29, 2025. Ed Gauthier stated he had reviewed the minutes and found no issues. Richard Zacher and Austin Fifield also confirmed they had no issues with the minutes as written. The selectmen proceeded to consider a motion to approve the minutes for the specified dates.



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**NOTE:** xx
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**MOTIONER:** Fifield:                                                                                            
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**MOTION DETAILS:** 
APPROVE:    
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**NOTICE TYPE:** xx 
**PERMIT TYPE:** xx    
**DOCUMENT TYPE:** Public minutes;                 
**DETAIL:** xx
**AMOUNT:** $xx 
**DATE:** 04/29/2025; 04/15/2025; 04/01/2025      
**ACCOUNTS PAYABLE MANIFEST:** #1: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #2: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #3: **DATE:** xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL TAXES:** Date: xx $xx
**CASH USED TO DATE:** $xx
**NAME:** xx    
**ADDRESS:** xx
**LAND OWNER:** xx 
**MAP:**  xx 
**LOT:**  xx
**SUB:** xx
**ACCESS:** xx   
**CEMETERY:** xx
**ACREAGE/CUT:** xx 
**TOTAL ACREAGE:** xx 
**TAX STATUS:** xx
**AMOUNT:** $xx
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**SECOND:** Gauthier                                                                                                                                                          
**DISCUSSION:** xx
**GAUTHIER:** Yes;             
**ZACHER:** Yes,
**FIFIELD:** Yes;                         
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**NOTE** xx 
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**AGENDA ITEM:** COMMITTEE REPORTS:                                                                                                      
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**AGENDA DETAILS:** Town Clerk:                                                                   
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**SYNOPSIS:** Ed Gauthier presented a written report on behalf of Town Clerk Karen Servacek, who was absent. The report outlined several updates: The implementation of over-the-counter credit card payments is scheduled for May 27, 2025, following planning since the beginning of the year. Beach parking passes for Carry Beach in Wolfeboro are available, with Servacek handling details for interested residents. Dog licenses not renewed by April 30, 2025, incur a $1 late fee starting May 1; Servacek has contacted owners via email and phone using current information to remind them to license their dogs, and she is available during office hours to process licenses. The Town Clerk’s office will be closed on May 14, 2025. Following the resignation of Deputy Town Clerk Elizabeth Buehne at the previous meeting, the town is seeking a replacement, and interested individuals are encouraged to contact Servacek to discuss the position. Dolbear noted that the credit card machine will be available on the counter for payments, eliminating the need for checks. Gauthier clarified that any transaction fees, approximately 2-3% as discussed in a prior meeting, will be paid by the customer, not the town




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**NOTE:** xx
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**AGENDA ITEM:** COMMISSION REPORTS:                                                                                                      
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**AGENDA DETAILS:** Conservation:                                                                   
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**SYNOPSIS:** Frank Fraiser, a member of the Conservation Commission, provided an update on several activities. The commission has a meeting scheduled for Wednesday night, open to all. On Tuesday at 6 p.m., Veronica from Moose Mountain Regional Greenways will speak as a guest, addressing questions about land conservation for private landowners and discussing programs offered by the organization, including wildlife walks, tree identification walks, and the "Mooses" program for children. On Saturday at 10 a.m., a joint meeting with the Heritage Commission will feature a guest speaker discussing the importance of fungi and mushrooms in the food web, focusing on species found in Brookfield, both beneficial and harmful, with refreshments provided. The commission plans to continue work on the town preserve, a 250-acre area off Lyford and Cobble Hill Roads, by adding trail signs, developing new trails following recent logging, and improving accessibility. Public tours of the preserve are postponed until the fall, with notifications to follow. The preserve is open for public use, such as walking, but motorized vehicles like four-wheelers and motorcycles are prohibited. Additionally, the commission’s Earth Day cleanup event received front-page coverage in the Granite State News




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**NOTE:** xx
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**AGENDA ITEM:** BOARD REPORTS:                                                                                                      
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**AGENDA DETAILS:** Gafney Library Trustees:                                                                   
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**SYNOPSIS:** Jan Ledbetter, a Library Trustee, reported on recent activities related to the Gafney Library. The library’s magazine is published, though printing was not possible that day, and it includes details on various programs. Ledbetter attended an all-day New Hampshire Library Trustees Association workshop the previous Thursday, focusing on legal issues surrounding book banning, artificial intelligence, and accessibility, gaining valuable insights. She met with a vendor, an interior designer specializing in acoustic evaluations, to discuss acoustic issues in the townhouse. The vendor offered to visit and provide recommendations and cost estimates to address potential solutions, which would help inform future decisions.





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**NOTE:** xx
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**AGENDA ITEM:** COMMISSION  REPORTS:                                                                                                      
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**AGENDA DETAILS:** Heritage:                                                                   
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**SYNOPSIS:** Jan Ledbetter, a member of the Heritage Commission, provided an update on several initiatives. Painting the front of the townhouse was scheduled to begin on Monday but was postponed due to rain, with plans to reschedule when weather improves. An RFP for roofing contractors is prepared, with one vendor identified and a second potential vendor noted; Austin Fifield mentioned he is awaiting a response from additional contacts to provide further vendor options. The commission is pursuing two non-matching grants for the town. The first is a Moose Plate grant of up to $10,000 to digitize “Our Yesterdays,” the history of Brookfield; a letter of intent was submitted, and if accepted, a proposal is due by June 16, 2025. The second is a T-Mobile grant of up to $50,000 to support community-building projects, with the commission proposing a kitchen renovation for the townhouse. The commission met the previous week and is obtaining three quotes for the kitchen project, with one vendor having measured the space. The grant application, requiring a shovel-ready project, will be submitted for either the fall (July to September) or winter (October to December) cycle, with funds to be used within a year if awarded.
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**NOTE:** xx
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**AGENDA ITEM:** BOARD  REPORTS:                                                                                                      
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**AGENDA DETAILS:** Planning:                                                                   
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**SYNOPSIS:** Richard Zacher briefly addressed the Planning Board schedule, noting that a meeting was scheduled for the following Monday. 05/12/2025 6:00 pm, Town Offices. 

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**NOTE:** xx
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**AGENDA ITEM:** DEPARTMENT REPORTS:                                                                                                      
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**AGENDA DETAILS:** Road Agent:                                                                   
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**SYNOPSIS:** The selectmen discussed the budget implications of the proposed chip sealing project for Stoneham Road, presented by Road Agent Chris Kinville at a cost of $64,045.80. At the previous meeting, the selectmen had decided against the project due to concerns about exceeding the budget. Kinville noted that the total cost for the proposed paving projects (Stoneham Road, Moose Mountain Road, and encumbered projects from last year) was $174,460.80, against a budgeted $150,000 for asphalt maintenance, resulting in a $24,460.80 overage. The selectmen clarified that $53,530 in encumbered funds from the previous year, allocated for Holly Lane, Roberts Road, and Sanborn Road, were separate from the $150,000 budget, bringing the total available funds to $200,000. Confusion arose about whether the encumbered funds offset the overage, with Kinville explaining that these funds were already committed, meaning the $174,460.80 total still exceeded the combined budget. The selectmen identified additional summer maintenance budgets of $40,000 for supplies and $113,000 for operations, suggesting potential journal entries to cover the overage. Kinville emphasized the importance of chip sealing Stoneham Road to preserve its recent paving and noted that the Moose Mountain Road project’s cost increase was due to an upgraded binder thickness, adding approximately $30,000. The discussion confirmed that funds were available to cover the overage, supporting Kinville’s recommendation to proceed with the chip sealing to extend Stoneham Road’s lifespan.
Regarding summer maintenance on Tumbledown Dick Road, a selectman inquired about planned work. Kinville responded that no work is scheduled for this year, as a meeting with an engineer is pending within the next week to address permitting and engineering requirements. He estimated that, due to these factors, any work would likely be deferred to the following summer, and no funding is currently allocated for Tumbledown Dick Road in the 2025 budget. Kinville added that, barring unforeseen events like storms, no other major summer maintenance projects were planned beyond the Moose Mountain Road project.
Chris Kinville, the Road Agent, informed the selectmen that he would be away from May 17, 2025, to June 1, 2025. He assured the board that someone would be available to handle any issues that arise during his absence and advised that he could still be contacted if necessary.





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**NOTE:** xx
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**MOTIONER:** Gauthier:                                                                                            
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**MOTION DETAILS:** 
APPROVE:    
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**NOTICE TYPE:** xx 
**PERMIT TYPE:** xx    
**DOCUMENT TYPE:** xx                 
**DETAIL:** “I'll make a motion that we authorize to proceed with the Moose Mountain Road reclaim, 3 inch binder, The sum of $95,480.00”

   
**AMOUNT:** $xx 
**DATE:** xx      
**ACCOUNTS PAYABLE MANIFEST:** #1: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #2: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #3: **DATE:** xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL TAXES:** Date: xx $xx
**CASH USED TO DATE:** $xx
**NAME:** xx    
**ADDRESS:** xx
**LAND OWNER:** xx 
**MAP:**  xx 
**LOT:**  xx
**SUB:** xx
**ACCESS:** xx   
**CEMETERY:** xx
**ACREAGE/CUT:** xx 
**TOTAL ACREAGE:** xx 
**TAX STATUS:** xx
**AMOUNT:** $xx
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**SECOND:** Fifield                                                                                                                                                           
**DISCUSSION:** xx
**GAUTHIER:** Yes;             
**ZACHER:** Yes,
**FIFIELD:** Yes;                         
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**NOTE** xx 
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**MOTIONER:** Gauthier:                                                                                            
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**MOTION DETAILS:** 
APPROVE:    
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**NOTICE TYPE:** xx 
**PERMIT TYPE:** xx    
**DOCUMENT TYPE:** xx                 
**DETAIL:** “I will make a motion that we approve the chip seal on Stoneham Road to the amount of $64,045.80.”

  
**AMOUNT:** $xx 
**DATE:** xx      
**ACCOUNTS PAYABLE MANIFEST:** #1: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #2: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #3: **DATE:** xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL TAXES:** Date: xx $xx
**CASH USED TO DATE:** $xx
**NAME:** xx    
**ADDRESS:** xx
**LAND OWNER:** xx 
**MAP:**  xx 
**LOT:**  xx
**SUB:** xx
**ACCESS:** xx   
**CEMETERY:** xx
**ACREAGE/CUT:** xx 
**TOTAL ACREAGE:** xx 
**TAX STATUS:** xx
**AMOUNT:** $xx
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**SECOND:** Fifield                                                                                                                                                           
**DISCUSSION:** xx
**GAUTHIER:** Yes;             
**ZACHER:** Yes,
**FIFIELD:** Yes;                         
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**NOTE** xx 
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** Notice:                                                                   
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**SYNOPSIS:** Chris Kinville, serving as both Road Agent and Timber/Gravel Monitor, presented an intent to excavate for the Smith Pit, located at map 11, lot 1, at the intersection of Tucker and Governor’s Road. The excavation involves 1,500 yards of gravel, 1,000 yards of sand, and 500 yards of stone products, totaling 3,000 yards. A check for the state excavation fee was attached to the application, to be mailed to the State of New Hampshire. 






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**NOTE:** xx
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**MOTIONER:** Gauthier:                                                                                            
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**MOTION DETAILS:** 
APPROVE:    
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**NOTICE TYPE:** Intent to excavate 
**PERMIT TYPE:** xx    
**DOCUMENT TYPE:** xx                 
**DETAIL:** xx
**AMOUNT:** $xx 
**DATE:** xx      
**ACCOUNTS PAYABLE MANIFEST:** #1: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #2: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #3: **DATE:** xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL TAXES:** Date: xx $xx
**CASH USED TO DATE:** $xx
**NAME:** xx    
**ADDRESS:** xx
**LAND OWNER:** xx 
**MAP:**  011 
**LOT:**  001
**SUB:** xx
**ACCESS:** xx   
**CEMETERY:** xx
**ACREAGE/CUT:** xx 
**TOTAL ACREAGE:** xx 
**TAX STATUS:** xx
**AMOUNT:** $xx
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**SECOND:** Fifield                                                                                                                                                           
**DISCUSSION:** xx
**GAUTHIER:** Yes;             
**ZACHER:** Yes,
**FIFIELD:** Yes;                         
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**NOTE** xx 
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** Warrant:                                                                   
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**SYNOPSIS:** Kinville also submitted a gravel tax warrant for the same property (map 11, lot 1) from the previous year’s excavation, amounting to $19.70, to be forwarded to the tax collector for execution







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**NOTE:** xx
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**MOTIONER:** Gauthier:                                                                                            
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**MOTION DETAILS:** 
APPROVE:    
__________ 
**NOTICE TYPE:** xx 
**PERMIT TYPE:** xx    
**DOCUMENT TYPE:** Tax warrant;                  
**DETAIL:** xx
**AMOUNT:** $19.70 
**DATE:** xx      
**ACCOUNTS PAYABLE MANIFEST:** #1: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #2: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #3: **DATE:** xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL TAXES:** Date: xx $xx
**CASH USED TO DATE:** $xx
**NAME:** xx    
**ADDRESS:** xx
**LAND OWNER:** xx 
**MAP:**  011 
**LOT:**  001
**SUB:** xx
**ACCESS:** xx   
**CEMETERY:** xx
**ACREAGE/CUT:** xx 
**TOTAL ACREAGE:** xx 
**TAX STATUS:** xx
**AMOUNT:** $xx
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**SECOND:** Fifield                                                                                                                                                           
**DISCUSSION:** xx
**GAUTHIER:** Yes;             
**ZACHER:** Yes,
**FIFIELD:** Yes;                         
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**NOTE** xx 
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** Warrant:                                                                   
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**SYNOPSIS:** Additionally, he presented two timber yield tax warrants from 2024-2025 timber harvests: one for map 28, lots 10 and 10A, with a total tax yield of $68.83, and another for map 19, lot 1, with a total tax yield of $2,509.13, both to be sent to the tax collector for collection. The selectmen reviewed these documents as part of Kinville’s responsibilities in monitoring timber and gravel activities








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**NOTE:** xx
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**MOTIONER:** Gauthier:                                                                                            
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**MOTION DETAILS:** 
APPROVE:    
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**NOTICE TYPE:** xx
**PERMIT TYPE:** xx    
**DOCUMENT TYPE:** Warrants                
**DETAIL:** Timber yield taxe warrants: (2)
**AMOUNT:** $xx 
**DATE:** xx      
**ACCOUNTS PAYABLE MANIFEST:** #1: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #2: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #3: **DATE:** xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL TAXES:** Date: xx $xx
**CASH USED TO DATE:** $xx
**NAME:** xx    
**ADDRESS:** xx
**LAND OWNER:** xx 
**MAP:** 028 **LOT:**  010; 010A; **AMOUNT:** $68.83
**MAP:** 019 **LOT:** 001; **AMOUNT:** $2,509.13 
**SUB:** xx
**ACCESS:** xx   
**CEMETERY:** xx
**ACREAGE/CUT:** xx 
**TOTAL ACREAGE:** xx 
**TAX STATUS:** xx
**AMOUNT:** $xx
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**SECOND:** Fifield                                                                                                                                                           
**DISCUSSION:** xx
**GAUTHIER:** Yes;             
**ZACHER:** Yes,
**FIFIELD:** Yes;                         
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**NOTE** xx 
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**AGENDA ITEM:** DEPARTMENT REPORTS:                                                                                                      
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**AGENDA DETAILS:** Selectmen’s Office:                                                                   
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**SYNOPSIS:** Leah Gage, the Administrative Assistant, provided an update on several matters. She reminded attendees that her office would be closed from Tuesday through Friday the following week, as she would be attending the Risk Management Summit, returning on Monday, May 19, 2025. Gage reported that she had not yet completed website comparisons to determine whether to continue with CivicPlus, but she was working on it. She noted a recent incident during Right to Know training in the office, where a selectmen’s chair tipped over when someone leaned back, causing a fall. No injuries occurred, and the incident was described as humorous. Selectman Ed Gauthier spent about an hour tightening the chairs to improve safety. Gage mentioned that the chairs were now improved, potentially negating the need for replacements, and the incident would be followed up with a near-miss report for town policies. She also referenced an upcoming Joint Loss Management Committee meeting on May 19, 2025, at 6 p.m., where further discussion on the chair incident and related safety policies would occur.









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**NOTE:** xx
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**AGENDA ITEM:** DEPARTMENT REPORTS:                                                                                                      
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**AGENDA DETAILS:** Treasurer:                                                                   
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**SYNOPSIS:** Joanne Dolbear, the Treasurer, provided updates on several financial matters. She reported that the town received the 2025-2026 assessment for the Governor Wentworth Regional School District, which includes a cumulative increase of $276,000 starting in July 2025. Regarding the Trustees of the Trust Funds, Dolbear shared a proposed form for transactions involving trust funds, such as requests or transfers, which she had emailed to the selectmen. She suggested adding a statement at the bottom to record the form’s adoption date for documentation purposes. Selectman Richard Zacher raised a concern about item D on the form, which required signatures from both selectmen and cemetery trustees for town cemetery expenses, suggesting that only selectmen’s signatures should be required, as they authorize expenditures for the town cemetery. Meg Ingalls, a Trustee of Trust Funds member present, clarified that the town cemetery fund requires selectmen’s approval, while private cemetery funds and the Scholastic Achievement Award (a private donation fund) do not. The selectmen agreed to revise the form to clarify signature requirements and include an adoption date, with the revised form to be reviewed at the next meeting. Dolbear presented a representation letter from the auditors, requiring her signature and a selectman’s signature to finalize the audit and receive the complete report. She also submitted the final MS-232 form (replacing a previously signed draft) for selectmen’s signatures, to be uploaded to the Department of Revenue Administration (DRA). Dolbear noted she would attend the New Hampshire Government Finance Officers Association (NH GFOA) conference on Thursday and Friday. Finally, she mentioned having multiple manifests for signing, which would be handled at the end of the meeting.










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**NOTE:** xx
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** Permit:                                                                   
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**SYNOPSIS:** Gus Stratton, a resident of 251 Wentworth Road, presented an application for a home occupation permit to operate an art gallery in an antique barn on his property, primarily to exhibit and potentially sell his collection of antique architectural prints from the 17th century onward. The barn required minimal modifications, with only track lighting installed and a system for hanging artwork using conduit, clips, and plastic envelope frames to protect the prints. Stratton proposed a sign, matching the style of an existing farm sign, measuring three by three feet, mounted on a six-by-six post with a wrought iron armature, located 12 to 15 feet from the barn and 30 to 40 feet from the road, designed to be unobtrusive. No lighting was currently planned for the sign, though he expressed interest in adding subtle illumination in the future. The gallery would operate primarily on the ground floor and mezzanine, with 2 to 6 parking spaces available in front of the barn. Stratton indicated that clients would visit mostly by appointment, minimizing traffic, though he considered occasional open hours with a non-intrusive open sign on summer and fall weekends. He reported consulting with neighbors and abutters, receiving no negative feedback. The selectmen reviewed a modified home occupation permit form, which Leah Gage had updated to include a signature page for approval, addressing a prior oversight where the form lacked multiple signature spaces. The selectmen found the application detailed and thorough, with no objections raised to approving the home occupation business for Stratton’s property.


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**NOTE:** xx
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**MOTIONER:** Gauthier                                                                                             
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**MOTION DETAILS:** 
APPROVE:    
__________ 
**NOTICE TYPE:** xx
**PERMIT TYPE:** Home Occupation    
**DOCUMENT TYPE:** xx                
**DETAIL:** “I'll make a motion that we approve this request for home occupation business for 251 Wentworth Road in Brookfield.”
**AMOUNT:** $xx 
**DATE:** xx      
**ACCOUNTS PAYABLE MANIFEST:** #1: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #2: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #3: **DATE:** xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL TAXES:** Date: xx $xx
**CASH USED TO DATE:** $xx
**NAME:** xx    
**ADDRESS:** xx
**LAND OWNER:** xx 
**MAP:** xx **LOT:**  xx; xx; **AMOUNT:** $xx
**MAP:** xx **LOT:** xx; **AMOUNT:** $xx 
**SUB:** xx
**ACCESS:** xx   
**CEMETERY:** xx
**ACREAGE/CUT:** xx 
**TOTAL ACREAGE:** xx 
**TAX STATUS:** xx
**AMOUNT:** $xx
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**SECOND:** Fifield                                                                                                                                                           
**DISCUSSION:** xx
**GAUTHIER:** Yes;             
**ZACHER:** Yes,
**FIFIELD:** Yes;                         
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**NOTE** xx 
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** Policy: 
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**SYNOPSIS:** The selectmen reviewed an updated procedure for recording meeting minutes for town offices, which had been previously approved but amended with two additional paragraphs. The amendments specify that approved minutes must be added to a binder and that the binder should contain no more than two years of minutes plus the current year. The changes were described as fine-tuning the existing procedure without significantly altering its content. The selectmen considered a motion to reassign the updated Brookfield meeting minutes procedure.



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**NOTE:** xx
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**MOTIONER:** Gauthier                                                                                             
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**MOTION DETAILS:** 
APPROVE:    
__________ 
**NOTICE TYPE:** xx
**PERMIT TYPE:** xx   
**DOCUMENT TYPE:** Policy/Procedure                
**DETAIL:** “I'll make a motion that we're re-sign the Brookfield meeting minutes procedure.”

**AMOUNT:** $xx 
**DATE:** xx      
**ACCOUNTS PAYABLE MANIFEST:** #1: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #2: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #3: **DATE:** xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL TAXES:** Date: xx $xx
**CASH USED TO DATE:** $xx
**NAME:** xx    
**ADDRESS:** xx
**LAND OWNER:** xx 
**MAP:** xx **LOT:**  xx; xx; **AMOUNT:** $xx
**MAP:** xx **LOT:** xx; **AMOUNT:** $xx 
**SUB:** xx
**ACCESS:** xx   
**CEMETERY:** xx
**ACREAGE/CUT:** xx 
**TOTAL ACREAGE:** xx 
**TAX STATUS:** xx
**AMOUNT:** $xx
________________________
**SECOND:** Fifield                                                                                                                                                           
**DISCUSSION:** xx
**GAUTHIER:** Yes;             
**ZACHER:** Yes,
**FIFIELD:** Yes;                         
_____________________
**NOTE** xx 
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** Warrant: 
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**SYNOPSIS:** The selectmen reviewed the tax collector’s warrant for the 2025 property tax levy, which authorizes the tax collector to send out tax bills for the first payment due in July 2025. The warrant contained a typo, listing the levy amount as $11,359,124 instead of the correct amount of $1,359,124. The selectmen identified the error and confirmed the correct figure. Leah Gage offered to retype the warrant after the meeting to correct the typo, allowing for proper signatures. The discussion clarified that two tax warrants are issued annually, one in July and another in the fall, with the July warrant covering the first payment and the fall warrant addressing the second. The selectmen noted that the levy includes taxes for the school, state, and county, and the total annual budget passed was approximately $1 million, though exact figures for the fall warrant were not yet available.




____________________
**NOTE:** xx
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____________________
____________________
**MOTIONER:** Gauthier                                                                                             
____________________
**MOTION DETAILS:** 
APPROVE:    
__________ 
**NOTICE TYPE:** xx
**PERMIT TYPE:** xx   
**DOCUMENT TYPE:** Tax Collectors Warrant               
**DETAIL:** “I'll make a motion that we authorize the tax collector to. Collect the taxes.”


**AMOUNT:** $1,359,424.00 
**DATE:** xx      
**ACCOUNTS PAYABLE MANIFEST:** #1: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #2: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #3: **DATE:** xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL TAXES:** Date: xx $xx
**CASH USED TO DATE:** $xx
**NAME:** xx    
**ADDRESS:** xx
**LAND OWNER:** xx 
**MAP:** xx **LOT:**  xx; xx; **AMOUNT:** $xx
**MAP:** xx **LOT:** xx; **AMOUNT:** $xx 
**SUB:** xx
**ACCESS:** xx   
**CEMETERY:** xx
**ACREAGE/CUT:** xx 
**TOTAL ACREAGE:** xx 
**TAX STATUS:** xx
**AMOUNT:** $xx
________________________
**SECOND:** Fifield                                                                                                                                                           
**DISCUSSION:** xx
**GAUTHIER:** Yes;             
**ZACHER:** Yes,
**FIFIELD:** Yes;                         
_____________________
**NOTE** xx 
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** Policy: 
____________________
**SYNOPSIS:** Selectman Ed Gauthier introduced the topic of an unsealing of non-public meeting minutes policy, noting that it would be placed on the agenda for the next meeting and not discussed in detail during the current session. He mentioned that the selectmen had attended a Right to Know webinar earlier that day, which provided relevant insights. 
_______________
Selectman Ed Gauthier proposed discussing a rental of town property agreement, to be placed on the agenda for the next meeting, with limited discussion during the current session. He presented a copy of another town’s rental agreement as a potential template, highlighting its inclusion of clauses for damage to town property, such as tables, and repair costs. Gauthier noted that Brookfield rents out the townhouse and had authorized the use of tables for a town-wide yard sale on May 25, 2025. The agreement was suggested to protect the town from liability. Selectman Rich Zacher raised a concern about a prior incident where a resident requested tables six months in advance for a Memorial Day yard sale, conflicting with a Heritage Commission event planned a month in advance. Zacher suggested a policy limiting reservation requests to four to six weeks in advance to prioritize town department needs. Zacher questioned whether residents borrowing items, like tables or chairs for personal events, should be charged or held accountable for damage, noting the town’s informal practice of lending without formal agreements. The selectmen agreed that a formal agreement could clarify responsibility for damages and track borrowed items. Leah Gage suggested the Joint Loss Management Committee, meeting on May 19, 2025, review the proposed agreement and provide recommendations on its adoption and potential reservation timelines or fees. The selectmen decided to defer the discussion to the next meeting on May 20, 2025, to incorporate the committee’s input.

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**NOTE:** xx
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** A.I. Generated minutes: 
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**SYNOPSIS:** Hon. Ed Comeau, operator of GovernmentOversite.com, discussed his use of artificial intelligence (AI) to generate draft meeting minutes, prompted by Selectman Gauthier’s interest in AI-generated minutes Comeau had shared from a prior joint meeting between the selectmen and the Municipal Records Committee on April 29, 2025. Comeau explained that he uses Grok 3, developed by xAI, which he described as a highly capable AI, with plans to transition to an even more powerful version, Colossus. He highlighted the time-consuming nature of manual minute-taking, which takes him approximately 4 to 4.5 hours per meeting, compared to AI’s ability to generate minutes in about five seconds. Comeau uploads audio recordings to the AI, which processes them to produce minutes, but he manually collects details like motions and votes due to the AI’s difficulty identifying speakers accurately. The AI uses contextual clues to infer speakers but requires human review to correct errors, such as misspellings of names, as noted in an earlier draft where names caused confusion. Comeau can instruct the AI to produce basic or detailed municipal minutes, and he uses it to create detailed synopses for each agenda item on his website, providing contextual explanations beyond simple transcripts. He demonstrated the AI’s capability by summarizing six 3.5-hour county commissioner meetings in five seconds, capturing details like budget errors. Comeau emphasized that AI-generated minutes are drafts requiring human oversight due to potential errors, particularly with speaker identification, and cannot yet serve as official minutes. He expressed concerns about the lack of transcription requirements for non-public session minutes under RSA 91-A, suggesting AI could help document such sessions transparently. Comeau is developing a software program to automate the process, integrating minute generation with budget tracking and form completion, aiming for completion within 2025. He noted that his website will eventually offer AI-generated minutes as an option for paid members, allowing automatic generation and access. Comeau highlighted the potential for AI to recreate lost minutes, citing his records dating back to 2011, and stressed its value in improving decision-making by providing quick, detailed summaries despite acoustic challenges in the meeting room.


____________________
**NOTE:** xx
____________________
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____________________

**AGENDA ITEM:** BOARD ACTIONS: 
______________________
**AGENDA DETAIL:** Non public session:
______________________
**SYNTAX:** RSA 91-A:3 II Sessions #1: (l); Session #2: (i); Session: #3: (m)
_____________________
**DATA LINK:** [https://www.gencourt.state.nh.us/rsa/html/VI/91-A/91-A-mrg.htm](https://www.gencourt.state.nh.us/rsa/html/VI/91-A/91-A-mrg.htm)
_____________________
**SYNOPSIS:** The selectmen conducted a non-public session on May 6, 2025, under RSA 91-A:3, II(c), (l), and (m), which cover matters likely to adversely affect a person’s reputation, consideration of legal advice, and other specific exemptions, respectively. The session began at 19:06 after public agenda items were completed and concluded at 19:47. The selectmen discussed sealing the minutes of this non-public session for a five-year period, citing the same exemptions to protect sensitive information. They also reviewed two sets of previously sealed non-public minutes from March 5, 2024, and April 2, 2024, originally sealed for one year under RSA 91-A:3, II(c) due to potential reputational harm. After confirming that the circumstances for sealing still applied, the selectmen considered re-sealing these minutes for an additional five-year term under the same exemption. A procedural discussion clarified the need to specify RSA exemptions when sealing minutes and ensured compliance with Right to Know law requirements for entering and exiting non-public sessions. The process involved announcing the intent to enter non-public, citing specific exemptions, entering the session, exiting with a noted time, and addressing sealing decisions in the public session.

______________________
**NOTE:** xx 
______________________
______________________
**MOTION:**
______________________
**MOTIONER:** Gauthier                 
______________________
**MOTION DETAILS:** (ENTER INTO) Non public sessions:
______________________
**SESSION #1:** 05/06/2025 RSA 91-A:3 II (c) **STATUS:** xx
______________________
**SESSION #2:** 05/06/2025 RSA 91-A:3 II (l) **STATUS:** xx
______________________
**SESSION #3:** 05/06/2025 RSA 91-A:3 II (m) **STATUS:** xx
______________________
**SECOND:** Fifield               
______________________
**GAUTHIER:** Yes 
______________________
**ZACHER:** Yes     
______________________
**FIFIELD:** Yes   
______________________
**TIME IN:** 19:06
______________________
______________________
______________________
**MOTION:**
______________________
**MOTIONER:** Gauthier              
______________________
**MOTION DETAILS:** (EXIT) Non public session: 
______________________
**TIME OUT:** 19:47
_______________________
**SECOND:** Fifield                     
_______________________
**DISCUSSION:**  xx
______________________
**GAUTHIER:** Yes 
______________________
**ZACHER:** Yes     
______________________
**FiFIELD:** Yes      
______________________
**NOTE** xx
______________________
______________________
______________________
**MOTIONER:** Gauthier          
_______________________
**MOTION DETAILS:** Seal the Non public minute sessions #1, #2, #3 
_______________________ 
**SESSION #1:** 05/06/2025 RSA 91-A:3 II (c) **STATUS:** S
______________________
**SESSION #2:** 05/06/2025 RSA 91-A:3 II (l) **STATUS:** S
______________________
**SESSION #3:** 05/06/2025 RSA 91-A:3 II (m) **STATUS:** S
_______________________
**SECOND:** Fifield                    
_______________________
**DISCUSSION:**  xx
______________________
**GAUTHIER:** Yes 
______________________
**ZACHER:** Yes     
______________________
**FIFIELD:** Yes      
______________________
**NOTE** xx
______________________
______________________
______________________
**MOTIONER:** Gauthier          
_______________________
**MOTION DETAILS:** Re-seal minutes who’s seal date expired; March 05, 20204 (c); April 2, 2024 (c); For a term of 5 years. 
_______________________
**SECOND:** Fifield                    
_______________________
**DISCUSSION:**  xx
______________________
**GAUTHIER:** Yes 
______________________
**ZACHER:** Yes     
______________________
**FIFIELD:** Yes      
______________________
**NOTE** xx
______________________
______________________
______________________

**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** Manifest: 
____________________
**SYNOPSIS:** Treasurer Joanne Dolbear presented multiple manifests for selectmen approval and signature at the end of the Brookfield NH Selectmen’s meeting on May 6, 2025. The manifests included:
* Payroll Manifests: A payroll manifest from April 23, 2025, for $4,489.01, previously signed by Selectman Zacher but requiring Selectman Fifield’s signature, and a payroll manifest from May 9, 2025, for $1,880.72, covering Leah Gage’s timesheet and other direct deposits, requiring signatures from all selectmen. Dolbear noted that payroll is processed biweekly, and checks are held until signatures are obtained if not direct deposits.
* Payroll Tax Manifests: A payroll tax manifest from April 23, 2025, for $1,613.86, and another from May 9, 2025, for $696.28, both requiring signatures.
* Townhouse Painting Deposit: A manifest for a $10,000 check issued as a deposit for painting the townhouse, referencing an estimate from 2024, handed to Jan Ledbetter for the contractor, requiring signatures.
* Road Agent Payment: A manifest for an $11,047.50 payment to Road Agent Chris Kinville, signed during a prior work session, presented for confirmation.
* Heritage Commission Expenses: A manifest for $317.94, submitted by Jan Ledbetter, covering the Heritage Commission’s purchase of coffee pots, an electric tea kettle, and coffee/tea carafes, to be paid from their separate account. Dolbear noted the commission had approved the expense, with meeting minutes attached for verification.
* General Manifest: A comprehensive manifest totaling $215,659.82, covering various town expenses, including:
    * Carroll County Registry of Deeds: $29.46
    * Consolidated Communications (telephone): $144.88
    * Eversource: $25.42 and $191.47
    * Gafney Library annual payment: $16,000
    * GovConnection: $248.17
    * Governor Wentworth Regional School District: $190,220
    * Jeff Greenhaigh (code enforcement): $108.34
    * JEM Cleaning Services (townhouse cleaning): $100
    * Karen Servacek (postage): $36.44
    * Karen Servacek (copies for plat maps): $39.95
    * Kinville Construction: $4,522.50
    * Leah Gage (Right to Know webinar and Hard Road to Travel training): $70 each ($140 total)
    * Marilou Maclean (state flag, American flag, flagpole): $241.65, initially proposed from the town budget but confirmed to be paid from the Heritage Commission account per their meeting approval
    * State of New Hampshire vital records: $64
    * Lakes Region NH CT (town clerk workshop): $75
    * Porter Office Machines (copier overage): $102.97
    * Postmaster (stamps): $146
    * Tri-County Community Action: $1,699
    * Water Industries (culverts): $1,231.60
    * White Mountain Oil and Propane (townhouse furnace cleaning): $292.97
Dolbear noted that the furnace cleaning revealed significant buildup, as it had not been serviced since at least 2015, and a second furnace in the townhouse (in the schoolhouse hallway) was identified, prompting discussion about scheduling its cleaning. She clarified that the manifests were accumulated due to a three-week gap since the last meeting, emphasizing the need for timely signatures to avoid delays.



____________________
**NOTE:** xx
____________________
____________________
____________________
**MOTIONER:** Zacher                                                                                             
____________________
**MOTION DETAILS:** 
APPROVE:    
__________ 
**NOTICE TYPE:** xx
**PERMIT TYPE:** xx   
**DOCUMENT TYPE:** Financial manifest:               
**DETAIL:** Financial manifest; 
**AMOUNT:** $xx 
**DATE:** 05/06/2025      
**ACCOUNTS PAYABLE MANIFEST:** #1: **DATE:** xx $215,659.82
**ACCOUNTS PAYABLE MANIFEST:** #2: **DATE:** xx $xx
**ACCOUNTS PAYABLE MANIFEST:** #3: **DATE:** xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL MANIFEST:** Date: xx $xx
**PAYROLL TAXES:** Date: xx $xx
**CASH USED TO DATE:** $xx
**NAME:** xx    
**ADDRESS:** xx
**LAND OWNER:** xx 
**MAP:** xx **LOT:**  xx; xx; **AMOUNT:** $xx
**MAP:** xx **LOT:** xx; **AMOUNT:** $xx 
**SUB:** xx
**ACCESS:** xx   
**CEMETERY:** xx
**ACREAGE/CUT:** xx 
**TOTAL ACREAGE:** xx 
**TAX STATUS:** xx
**AMOUNT:** $xx
________________________
**SECOND:** Fifield                                                                                                                                                           
**DISCUSSION:** xx
**GAUTHIER:** Yes;             
**ZACHER:** Yes,
**FIFIELD:** Yes;                         
_____________________
**NOTE** The payroll manifests were not specifically voted. Reference synopsis;  
_____________________
_____________________
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
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**AGENDA DETAILS:** Signatures: 
____________________
**SYNOPSIS:** Following the discussion about the townhouse furnace cleaning, the selectmen proceeded to sign various documents, manifests, and checks as presented by Treasurer Joanne Dolbear. The conversation during this process focused on logistical and procedural aspects of signing, with some reflections on the furnace maintenance and meeting scheduling. Selectman Richard Zacher organized the documents, ensuring they were signed in a systematic order to avoid missing any items, acknowledging the volume of signatures required due to a three-week gap since the last meeting. Treasurer Joanne Dolbear assisted by guiding the selectmen on which documents needed signatures, clarifying specific manifests, such as the tax collector’s warrant, timber yield tax warrants, gravel tax warrant, intent to excavate, and home occupation permit forms. She emphasized keeping the documents moving in one direction to maintain organization, particularly noting the need to correct the tax collector’s warrant due to a typo and ensuring it was retyped for accurate signing.
The selectmen discussed the physical act of signing, with Gauthier humorously noting hand fatigue and Dolbear joking about the volume of signatures resembling an “assembly line.” Leah Gage clarified the handling of the home occupation permit for Gus Stratton, confirming that the original would be mailed to him with a copy of the approved meeting minutes retained by the town. The selectmen also addressed the MS-232 forms, requiring signatures on four copies, and a journal entry that Dolbear planned to complete later to shift funds as needed. 
Regarding the furnace, the selectmen briefly reflected on the $292.97 cleaning cost, with one selectman questioning if it was high, while others, including Dolbear, considered it reasonable given the furnace’s neglected state. They noted that Jan Ledbetter was compiling a maintenance schedule to prevent future oversights, with a draft already seen by some selectmen. The conversation touched on the irregularity of meeting schedules, noting that a three-week gap (and a similar gap expected in September) led to the accumulation of manifests, complicating timely processing. The selectmen expressed appreciation for Dolbear’s organization and acknowledged the long meeting duration. 




____________________
**NOTE:** xx
____________________
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**AGENDA ITEM:** BOARD ACTIONS:                                                                                                      
___________________
**AGENDA DETAILS:** Adjournment: 
____________________
**SYNOPSIS:** Time out: 20:20 




____________________
**NOTE:** xx
____________________
____________________
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