SELECTMEN’S MEETING
May 16, 2005
Call to Order
Chairman Harding called the meeting to order at 6:10pm. In attendance were Selectman John P. Ulcickas, Selectman Gary F. Nelson, Chairman Norman P. Harding and Town Administrator, Nancy J. Wrigley. Minutes were transcribed and typed by Office Manager, Mary B. Winglass.
Chairman Harding motioned to go into non-public session under RSA 91-A:3 II (c) – tax issue; permit application; (b) – Planning Board Administrative Assistant; (e) – pending claim. Second by Selectman Nelson. Roll Call Vote: Selectman Ulcickas – yes, Selectman Nelson – yes, Chairman Harding – yes. Vote: Unanimous.
Chairman Harding motioned to close the non-public session at 7:20pm. Second by Selectman Ulcickas. Per unanimous roll call vote, the minutes of the meeting will remain confidential until, in the opinion of the majority of the members the circumstances no longer apply except to announce that the Board voted to abate the 2004 interest on Map 005-04-013; the Board changed the title from Planning Board Secretary to Planning Board Administrative Assistant and hired Sally Cockerline as the Planning Board Administrative Assistant at Grade VIII, step 7 effective May 15, 2005.
Introduction of Guests
Old Business
A. Treasurer, Elizabeth Standing Re: Letters of credit/road bonds and town banking arrangements
Chairman Harding called for a five minutes recess for they were waiting for Treasurer, Elizabeth Standing to arrive. The Board came out of recess at 8:15pm.
Chairman Harding talked about the recent problems with the letters of credits and road bonds with Treasurer Betty Standing. Betty responded that she now has all the originals in the safe, some of them could not be found and she had to ask the banks to reissue an original for the town’s records. Betty also had a list of the letters of credits with their expiration dates. It was discussed that three letter of credits listed expired in March and April. Betty added that the Gundersen letter of credit that expired on March 15th was renewed for six months until October 16, 2005. The Board strongly advised Betty to contact the Planning Board as an expired letter of credit would leave the town in a bad financial situation. Some of the developers could be in violation of their site plan with an
expired letter of credit and may not be able to get a final approval. Betty responded that it has been the Planning Board’s responsibility to keep track of their records to make sure that they do not expire. Chairman Harding responded that this is a town issue and could become a Selectmen issue if not taken care of properly. Betty stated that she was waiting until the Planning Board hired a new Assistant to work out these issues. Chairman Harding responded that even though the Board officially hired Sally tonight, she will not be able to start for two weeks and time is of the essence. The Selectmen suggested that Betty send a memo to the Planning Board asking them about the expired letters of credit and to reiterate to them that the originals are to be held by the Treasurer in the safe for safe keeping.
TA, Nancy Wrigley discussed the need for more information on the letter of credit spreadsheet from the Planning Board. The list should include the original amount with any reductions and the dates the Planning Board voted to reduce the bonds/letters of credits. Betty added that she thought that a form was to be used to inform her of the vote and the amount of the reduction but that she has only received the minutes of the meeting. It was discussed that hopefully things will change with the new Administrative Assistant on board. Chairman Harding added that it is the responsibility of the Treasurer to require any reduction requests to be conducted through a legal document. It should be on letterhead, not handwritten and should include the reduction request, the date and the date voted on by the
board.
Betty discussed with the Selectmen that the Planning Board gave her some checks and a written note by the Chairman stating that she is not sure which account they go into. It was discussed that this is what happened last year with the budget being over expended and subsequently a request from the Planning Board to the Selectmen to help fund the NPREA account as things were paid out of the wrong account. Chairman Harding stated that we need to create standard forms and guidelines for the new Administrative Assistant to work with to make sure that once and for all the responsible parties know the process for handling of the funds. TA, Nancy Wrigley stated that Attorney Ratigan is willing to sit with the Treasurer, Planning Board and Selectmen’s Office and the Bookkeeper to explain the RSA’s and the legalities that
are involved with the NPREA account. The town’s auditors would also be invited to attend the meeting to help with the guidelines and to answer questions regarding the different accounts.
It was then discussed that it is very important that we have a meeting soon with the new Planning Board Administrative Assistant in order to set a procedure that works for everyone. The Board of Selectmen are very concerned and need a simple procedure of checks and balances on the NPREA account. The Board instructed the Treasurer to do nothing at this point with the checks that she received from the Planning Board and to contact the Planning Board to let them know that the direction from the Board is unclear. Treasurer, Betty Standing stated that she will request a copy of the Planning Board minutes from now on for her files.
The Selectmen instructed TA, Wrigley to contact the Planning Board, Bookkeeper, Attorney Ratigan and the auditors to set up a work meeting on Tuesday, June 7, 2005 at 6pm in order to set a clear procedure for the handling of all the Planning Board funds.
TA, Wrigley added that with these problems with the Planning Board budget and the NPREA account, the Planning Board has opened another account to deposit administrative fees and per lot fees that are collected to cover the costs incurred with subdivision approvals, lot line adjustments and other land use changes that come before the Planning Board for review. The Planning Board has stated that they would give a quarterly check to the town for the funds that they have received; they are using this account to account for funds received through the Planning Board. TA, Wrigley has discussed this account with the Department of Revenue Administration and the town’s auditors and they both instructed the town to close this account.
Chairman Harding motioned to close the Newton Planning Board account at the Merrimac Savings Bank and the balance to be placed in the Town account. The documentation given to Betty from the Planning Board on this balance needs to accompany the check for it will show who and what it is for. Second by Selectman Ulcickas. Vote: Unanimous.
Chairman Harding questioned Betty about a month end report of all town accounts that was requested by the Board and when will they start receiving them? Betty responded “does the Board want a summary or a detail report of the accounts?” The Board stated that a summary would give them a good idea on how the finances are at the end of each month; this is part of good financial practices and good housekeeping. Betty responded that she will start a month end report to the Selectmen next month.
Chairman Harding then read a memo from the Payroll Administrator/Bookkeeper Kim Hughes in which she questioned when the Treasurer plans to start using the new town account at the Merrimac Savings Bank. TA, Wrigley stated that Kim has ordered the checks and they should be in soon. Betty responded that she will be ready to start using the new account starting July 1st. Chairman Harding instructed Betty to meet with Kim to work out the logistics as it can be confusing switching banks.
Chairman Harding informed Treasurer, Betty Standing that in order to stay on top of the town’s finances, the Selectmen request that she attend a Selectmen’s meeting regularly in order to resolve the issues and to keep everyone informed throughout this process.
New Business
Applications for Appointment
The Selectmen received a request from the Planning Board to appoint Domenic Armano as an Alternate Planning Board member. The Selectmen signed the appointment with an expiration of April 15, 2007.
Kathleen Marino requested to be appointed to the Family Mediation Board of Directors for another year. The Selectmen signed the appointment with an expiration of April 15, 2006.
David A. Baker requested to be appointed as surveyor of wood and lumber for another year. The Selectmen signed the appointment with an expiration of April 15, 2006.
George Marshall requested to be appointed as a Cable NCAT-20 Committee member for another year. The Selectmen signed the appointment with an expiration of April 15, 2006.
Sanborn School Board Meeting on House Bill 616
Chairman Harding discussed that at the last Sanborn School meeting the meeting was recorded by the cable committee and Chairman Harding asked Andrew Morse, Chairman of the Cable Committee when the meeting is scheduled to run on the cable channel. Chairman Harding added that this meeting was very important for the State Representatives were at the meeting to discuss House Bill 616 and some were not in favor of the bill. This bill could affect the town’s share for school funding with a decrease of substantial impact and would affect every resident in town. There is information on this bill at Town Hall on what the town will be receiving if this bill passes the senate.
At this time, the School board’s budget for 2005 has already passed and if House bill 616 passes then the state aid would not cover the needs of the district.
After some discussion, it was decided that the meeting would run on channel 20 on May 21st and the 22nd at 1am and 7pm. During the week the meeting will be played on Wednesdays and Fridays at 9am and again at 10pm. This schedule will be repeated over the next couple of weeks.
Chairman Harding requested that the taped meeting with concerned residents and Brandon Kernan of the State of NH Department of Environmental Services over the large ground water withdrawal proposal from Merrimac Light and Water to run right before the school meeting mentioned above.
Adelphia Communications is set to be sold to Time Warner and Comcast
Chairman Harding read a letter stating that Adelphia Communications will be sold to Time Warner and Comcast but they are still waiting for approval of the bankruptcy court and other agencies.
Merrimac, Massachusetts proposal to MA DEP to expand its water well withdrawals – Concerned residents to submit public comments by May 26, 2005
Chairman Harding explained that Merrimac, MA currently has a proposal to the MA DEP to expand it’s water well withdrawals. Concerned residents met this past Thursday evening at the Country Pond Fish and Game Club to discuss the ways to respond to this proposal. Concerned residents need to mail their comments by May 26, 2005, not postmarked but in hand by May 26, 2005. Information on who to mail your comments to is available at the Gale Library and at the Town Hall.
TA, Nancy Wrigley added that she received today written comments regarding this withdrawal from Attorney Ratigan that needs to be reviewed by the Board. If the Board agrees with this written statement, then they can sign it and it can be sent to the appropriate parties. The Selectmen agreed to review the materials and if in agreement, then they will sign it on Thursday night.
Announcements
Certificate of Charter for the 2005 Little League Season to Newton Little League
Selectman Nelson stated that Newton Baseball in the past has not been part of the Little League Baseball Incorporated Eastern Region but they have been approved for the 2005/2006 season as part of this league officially. Selectman Nelson commended Mr. Dolan and all the volunteers for a job well done as this is exciting news for the kids for it is a great program.
Accept Minutes of Selectmen Meetings
Selectmen’s Public and Non-Public Meeting minutes of April 25, 2005 and May 2, 2005
Selectman Nelson motioned to accept the public and non-public meeting minutes of April 25, 2005 and May 2, 2005. Second by Selectman Ulcickas. Vote: Unanimous.
Reports from Department Heads
Janice Amero Re: Memorial Day Parade and Observance
Chairman Harding announced that the Memorial Day parade will be held on Monday, May 30th sometime after 1:30pm. The Selectmen then reviewed their schedule to see if they would be able to attend this observance. Chairman Harding and Selectman Ulcickas stated that they would be unable to attend and Selectman Nelson was unsure of his schedule.
The Selectmen then discussed that it is their duty to place the flags on the veteran’s markers at the Town Hall and Highland Cemetery. In the past George and Mary Marshall have taken care of the Highland Street cemetery and the Selectmen take care of the Town Hall cemetery. Chairman Harding stated that he checked with the Marshall’s and they have offered to place the marker flags at the Highland cemetery again this year. The Selectmen requested that we contact them and the Marshall’s as soon as the flags are ready.
MS4 Stormwater Annual Report
Selectman Ulcickas announced that the 2005 MS4 Stormwater Annual Report has been completed; Chairman Harding thanked Selectman Ulcickas for his time spent on the project and then he signed the report. It was discussed that we need to prepare for this years best management practices; copies will be made to all the departments involved so they are aware of the requirements for next years annual report.
Selectman Ulcickas then announced that the Conservation Commission is holding its first annual biomonitoring day on Saturday, May 21st at the Busch Farm. This is a free program to learn more about wetlands from local wetlands experts and to learn about the health of our environment.
Cisterns in town
The Board of Selectmen and Town Administrator, Nancy Wrigley discussed that when working on updating the town’s list of items to be insured, a discussion ensued regarding the cisterns in town. Two of the cisterns are already on town approved roads and yet the town has not accepted them as town owned, therefore we cannot insure them. A discussion ensued regarding who is the owner of these cisterns, is there any warranty or life expectancy. The Selectmen decided to send a memo to the Planning Board with these questions to find out who is the responsible party for any damage that may occur to these units. We need to document a clear procedure that allows the town to assume ownership in order for the town to accept responsibility of these units. Selectman Harding requested that this item to be added to the
next Planning Board agenda for discussion as this is a housekeeping issue that needs to be addressed.
Review of Action Items
Adjourn
Chairman Harding motioned to adjourn at 9:13pm. Second by Selectman Nelson. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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