NEWTON PLANNING BOARD
MINUTES OF WORK SESSION
AUGUST 28, 2012
1. Call to Order: Vice Chairman Jim Doggett called the meeting to order at 7:02 pm. In attendance were: Vice Chairman Jim Doggett; Planning Board member Michael Blanchette; Alternate Jim Holland; BOS ex-officio Charles Melvin; Circuit Rider Planner Brian Groth was excused from the meeting. Minutes were transcribed by Administrative Assistant Rick Milner.
Doggett appointed Holland to stand in for Gibbs.
2. Other Board business.
a. Revised Planning Board office hours.
Milner informed the Board that he has been appointed to the bookkeeper/payroll administrator position with the Town of Newton. Due to these additional duties and the decreased workload in the Planning Board office, Milner requested a change in the hours that the Planning Board office will be open to the public. After consultation with the Chairman and Vice Chairman, Milner suggested that the office hours be changed to Tuesdays 12 pm to 4 pm and Thursdays 3pm to 8pm.
Doggett stated that, due to the current workload, these hours are more than adequate.
Holland moved that the hours that the Planning Board office will be open to the public be changed to Tuesdays 12 pm to 4pm and Thursdays 3 pm to 8pm. Second by Blanchette. Motion carried unanimously.
Milner informed the Board that the duties of the two part-time positions (bookkeeper and Planning Board administrative assistant) may require that he work overtime hours on some occasions. The Planning Board may have to pay an overtime rate on occasion with the Chairman’s prior knowledge and approval.
Melvin asked why the overtime rate would be paid only by the Planning Board.
Milner explained that an overtime rate is not budgeted for the bookkeeper position. After examination of the Planning Board budget with the Chairman and Vice Chairman, it was determined that the Planning Board administrative assistant position has been saving budgeted hours for many months and will save more hours in future months due to a decreased workload. There will be adequate funds in the Planning Board budget to cover the overtime rate if the workload increases in later months.
Melvin moved that the Planning Board authorize the Chairman to approve overtime compensation for the administrative assistant when necessary. The total amount spent on payroll should not exceed the payroll budget for the fiscal year. Second by Blanchette. Motion carried unanimously.
b. September 11 meeting conflict with state elections.
Doggett explained that the Planning Board meeting for September 11 was on the same night as the state election. He asked the Board for suggestions on whether to cancel, reschedule, or move the Planning Board meeting.
Milner suggested moving the meeting out of the main hall and into the back conference room in case a last minute agenda item needed the Board’s attention. If no items needed to be addressed, the Chairman could cancel the meeting.
The Board came to a unanimous consensus to move the September 11 meeting to the back conference room if there was an item that needed to be addressed by the Board. If no items need the Board’s attention, the Chairman may cancel the meeting.
c. NHLGC law lecture series.
Milner informed the Board that the NHLGC annual law lecture series was scheduled for October. Board members may want to register to attend these educational planning information sessions.
Blanchette moved to approve payment of fees, mileage, and hourly wage for the administrative assistant's attendance at the three LGC law lecture series sessions and payment of fees and mileage for Board member’s attendance at the three LGC law lecture series sessions. Second by Melvin. Motion carried unanimously.
d. Acceptance of minutes.
Melvin moved to accept the minutes of the August 14 meeting. Second by Holland. Motion carried unanimously.
e. Manifests.
Doggett presented a NPREA manifest to the Board. The invoices reflected:
- payment to the Town Engineer for construction observation and certificate of occupancy evaluation at Puzzle Lane
- refund of unused NPREA fees for the Katherine Drive project approved at the previous meeting.
Melvin moved to pay the NPREA manifest in the amount of $344.94 for the Puzzle Lane project and $101.90 for the Katherine Drive project refund. Second by Blanchette. Motion carried unanimously.
Doggett presented an operating budget manifest to the Board. The invoice reflected payment of telephone bill.
Blanchette moved to pay the operating budget manifest in the amount of $56.80. Second by Melvin. Motion carried unanimously.
f. Correspondence.
As the result of a question by Melvin, the Board engaged in a discussion of the status of approved plans that have been inactive (no work done) for a substantial amount of time. The Board also discussed suggestions for processes to clarify the status of these plans in the future.
3. Adjourn: The meeting was adjourned at 7:45 pm.
Respectfully Submitted,
Rick Milner
Administrative Assistant
Newton Planning Board
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