NEWTON MUNICIPAL COMPLEX
MEETING MINUTES
September 16, 2013
In attendance, in alphabetical order: Mary Allen, Leonard Beauvais, Jim Doggett-Chairman, Larry Foote, Roger Hamel, Bill Landry-Vice Chairman, Trisha McCarthy, Mike Pivero, Dale Putnam, Jim Ryan, Ron Saunders, Joe Simone, Jim White, Nancy Wrigley. Bradley Cardoso, Robert Donovan, Jr., Frank Gibbs, Bill Ingalls, Charles Melvin, Sr., John Meserve and Larry Streeter were not in attendance.
I Call Meeting to Order: The meeting was called to order at 7:00 pm.
II Swearing In / Signing of Appointments: Town Clerk Mary Jo McCullough conducted the swearing in of all the committee members present. Appointments were signed by individual members and the Town Clerk. They were collected by Mrs. McCullough for notarizing and the originals will be distributed back to the members at the next meeting. A copy will be kept for the file. Code of Ethics paperwork also needs to also be provided to members who have never received a notarized appointment before.
Chairman Doggett thanked Mrs. McCullough for taking the time to complete the appointments.
Chairman Doggett introduced Mrs. White as the Recording Secretary for the NMCC.
III Acceptance of Minutes: Mrs. Allen made a motion to accept the minutes as written; second by Roger Hamel. The vote was unanimous.
IV Discussion of Questionnaire Results: Chairman Doggett distributed a packet of questionnaire results from the polled departments in town. Mr. Doggett reviewed that several departments noted they had small spaces and little or no storage area. Many departments even keep their records at individual members’ homes due to lack of space at the Town Hall building. It was noted that some departments did not need full-time use of an office space and several might be able to share the same space as their schedules did not overlap.
Mr. Doggett opined in essence there were three categories in which to separate the survey results and suggested those three be divided into sub-committees. The three categories are Town Hall, Library and Fire Department.
It was suggested the sub-committees be headed by a person not directly involved with that category so members could view the needs of the other department objectively. After discussion, it was decided that although someone directly involved should not head the sub-committee, it would be helpful for some who were affiliated to give feedback and should be included on that particular sub-committee. Ms. Allen noted the little departments could get lost in the shuffle if only the interested parties were on a particular committee.
Some discussion took place in regard to the proposed space requirements for the library and the fire department. Chairman Doggett apologized for not having the floor plan sent to him by the library; it was unable to print out on his printer. The library proposal took into consideration adding a large 70’ x 70’ meeting room onto the front of the existing metal building opposite the Police Department.
Larry Foote reminded the members that the existing Town Hall had been designated as a Town shelter and as such, had received a grant subsidizing an emergency generator and air conditioning. Any alternative space suggested to be used as an emergency shelter would also need to include an emergency generator and air conditioning which would be at the Town’s expense, and that cost would need to be considered in any decision.
The sub-committees were also charged with providing suggestions on what to do with the vacated properties, should several departments move into the Municipal Complex from Town-owned properties.
Proposing warrant articles for the Fire Department and the Library was discussed, and it was noted those types of warrant articles were difficult to get passed. Mr. Saunders opined that if there were to be warrant articles proposed, he would suggest they present them separately. Mr. Doggett reminded the board they were only developing a preliminary plan and proposing warrant articles at this time was getting ahead of themselves. Mrs. Allen also reminded the board there was still 3 years to go before anything could actually be done with the property.
Mr. Foote asked if they should make a list of what items were most important. Mr. Doggett reminded him they were only making suggestions at this time and it was the Selectmen who would make the final decision after the committee provided them their recommendation.
Mike Pivero noted that the Highway Department did not really belong incorporated at the same location as the rest of the Town Offices. He also reminded the Committee that the Town did not own any of the equipment used by the Highway Department. The Highway Department was satisfied with the location they have at the Transfer Station, but could use space for file storage and a small office; perhaps an equipment shed could be used for both.
V Review of Additional Documents: Chairman Doggett reported Chief Ingalls was going to explain his presentation for the Fire Department but was not present tonight, so his presentation will have to be presented at the next meeting. Please keep the materials he provided and bring it the next meeting for discussion.
VI Subcommittees: Sub-Committee members were appointed and the list follows:
Town Hall – Ron Saunders, Joe Simone, Bill Landry, Roger Hamel, Jim Doggett
Library – Dale Putnam, Larry Foote, Nancy Wrigley, John Meserve, Frank Gibbs
Fire Department - Charles Melvin, Sr., Trisha McCarthy, Leonard Beauvais, John Ryan, Jim White, Bill Ingalls
It was recommended Larry Streeter and Mike Pivero work on safety and logistics concerns.
As Ms. Allen’s schedule was not as flexible as some other members, she has been designated as a floater to help wherever necessary.
It was suggested the sub-committees set up their own meeting schedules, and Mrs. Wrigley will find out if those meetings would need to be posted. It was ascertained minutes would not need
to be kept by the sub-committees as their findings/reports would become part of the monthly committee meeting. It was also suggested they meet at the Town Hall in case any members of the public wanted to attend.
Committees were asked to provide some text and sketches of the proposed space set up (to scale) for the various departments. Consideration should also be made if the department would need to move or if the existing space could be reconfigured.
Hopefully Mr. Doggett will be able to provide the members with a copy of the plan for the library at the next meeting.
VII Other: Mr. Landry had provided a summary sheet of measurements of the Town hall space.
Mr. Doggett had received notification the American Council of Engineering Companies of NH was looking for submittal of potential projects for Engineering Students to work on. Although the deadline has passed, we might qualify for the next session. He was not sure if what the committee was working on met the criteria or not, and will find out more information. He did not think there was a cost affiliated with these projects.
The next meeting will be held on October 21 at 7 pm at the Town Hall meeting room.
Mr. Putnam asked about members missing meetings, as there were some members that had not attended yet. Mrs. Wrigley suggested sending an e-mail to ask if they were still interested. With
a high number of members, if members do not show up on a regular basis, it affects the quorum number necessary to carry a motion. Also if members miss a lot of meetings, they will not be
up-to-date on what is happening.
VIII Adjourn: Ms. Allen MOVED to adjourn; Mr. White seconded.
Chairman Doggett adjourned the meeting at 7:55 pm.
Respectfully Submitted,
Barbara White
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