Town of Deering

The meeting included a discussion with the Town Moderator concerning the Town Meeting Warrant articles scheduled for March 14, where the Selectboard planned to prepare a handout detailing necessary corrections to wording and amounts, which were known to the NH DRA and Town Counsel. Department head reports were reviewed, including activity summaries for the Highway Department regarding storm events and the Fire and Rescue Department noting EMS-predominant calls. The Consent Agenda approved vendor and payroll manifests for February 25. The Selectboard conducted the first reading of the draft Cash Receipts and Petty Cash Policy Onboarding Packet and voted to move it to a second reading. Under Old Business, the Internal Controls Policy Onboarding Packet passed its second reading and was accepted for immediate implementation. The Cybersecurity Policy advanced to a third reading. The Town Administrator provided follow-up updates on an ATV club request, a street light inquiry, and the replacement of a missing road sign. Abatement requests for specific lots were reviewed and denied based on the assessing contractor's recommendation, and signatures were provided for Expendable Trust Funds and the Forest Fire Warden appointment. The board adopted a resolution to incorporate the new FEMA Flood Insurance Study Report and Flood Insurance Rate Maps, and appointed the Building Inspector as the flood management program point of contact. Selectmen reports covered the Cybersecurity Policy, concerns over recycling fees imposed by the Hillsboro Station, the initiation of a Selectmen Onboarding Packet for future use, and review of a draft Annual Town Meeting voter handout. A motion was passed to move a Policy Resolution Form to a first reading for the subsequent meeting. The board entered and exited a nonpublic session to discuss the possible hiring of a public employee.

Key discussions centered on the approval of minutes from previous meetings held in January 2026. Trustees determined that investment options would be discussed at the subsequent meeting, requiring preparation of a proposal for the Board of Selectmen (BOS) regarding fund liquidity requirements. Two errors were identified on the final MS-9 form related to the Highway vehicle replacement CRF and Highway equipment ETF amounts; steps were initiated to reopen the form with the Department of Justice (DOJ) to submit corrections. Additionally, $140.26 was received from the general fund and reallocated to the three school funds. The revised listing of funds was circulated for review ahead of the next meeting.

The Board discussed several policies and reached consensus on recommendations to be formally moved at the next public meeting. Key discussions focused on the Cyber Security Policy, where improvements suggested included adding public summary, rewriting in plain language, and including checklists for implementation and insurance readiness. The Internal Control Policy On Boarding Packet included adding a bonding policy and expanding on physical assets inventory requirements. The Cash Receipts and Petty Cash On Boarding Packet was reviewed with no further recommendations. Formatting standards were agreed upon, specifying font usage, cover layout, and placement of review/adoption dates. Action items assigned to the Chair and Vice Chair involve incorporating new information into the Cyber Security Policy and reformatting other policies. Future topics include developing Training Matrix, Training On Boarding, and Off Boarding Packets.

Key discussions included the reconciliation of the TD Bank checking account for December and January, and planning expenditures for a pop-up tent, tables, and a fire extinguisher for the Schoolhouse Library. The Board reviewed the 2026 Library Budget, noting a request made to the BOS to return a recommended reduction, with final budget and warrant articles scheduled for the March Town Meeting. Open trustee positions for the upcoming Town Ballot were discussed. Program planning involved unanimous approval for a May NH Humanities program, drafting summer Schoolhouse Library Saturday programs, and unanimous approval to plan a library-sponsored celebration for the 250th anniversary of the Declaration of Independence on July 4th. Fundraising efforts included planning a potential bake sale at the Town Meeting, contingent upon the Fire Department's plans, and confirming the Trustees' authority to accept and expend financial donations. The Board also discussed restocking Little Free Libraries and the potential transfer of scrapbooks related to local history to the Antrim and Hillsboro Historical Societies.

The board meeting covered several operational and future planning items. Key discussions included the reconciliation of the TD Bank checking account for November and confirmation that expenditures are within budget projections for year-end. Trustees approved the purchase of two tables, with follow-up action assigned. Regarding trustee terms, one incumbent confirmed plans to run for re-election, while another announced their intention to step down, prompting discussion on recruitment for the remaining term year. Operational updates covered the restocking schedule for the Little Free Libraries and the setup of a winter library selection at the Town Hall lobby. The board also discussed potential library programs for 2026, including topics like 'New England Ghosts' and a reptile program, and reviewed annual reporting requirements.