SELECTMEN’S PUBLIC MEETING
July 5, 2005
Call to Order
Chairman Harding called the meeting to order at 6:32pm. In attendance were Selectman John P. Ulcickas and Chairman Norman P. Harding. Selectman Gary F. Nelson was unable to attend the meeting due to a work conflict. Minutes were transcribed and typed by Office Manager, Mary B. Winglass.
Chairman Harding motioned to go into non-public session at 6:32pm under RSA 91-A:3 II (e) – pending litigation. Second by Selectman Ulcickas. Roll Call Vote: Selectman Ulcickas – yes; Chairman Harding – yes. Vote: Unanimous.
Chairman Harding motioned to adjourn the non-public session at 7pm. 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 signed a written agreement in hiring Attorney Mark Sullivan to handle a pending litigation with the town.
Introduction of Guests
Old Business
Discussion with Treasurer, Elizabeth Standing regarding month-end statements and the status of the new banking arrangements with Merrimac Savings Bank
The Board reviewed the May month-end bank statement prepared by Treasurer, Elizabeth Standing. Chairman Harding discussed that he would like to see the statement in a more consolidated format such as totaling deposits for each department but he would also like to know the breakdown of the deposit. Office Manger Mary Winglass showed the Selectmen the receivables report for each department generated monthly from the Town Bookkeeper Kim Hughes. Selectman Ulcickas discussed having a statement to include the year to date figures, the total budget for that line item and a comparison to last year’s expenditures. Office Manager Winglass then showed Selectman Ulcickas the monthly expenditure reports prepared by the town Bookkeeper Kim Hughes. Chairman Harding and Selectman Ulcickas discussed having Treasurer
Standing to generate a computerized report versus a handwritten report.
Treasurer Betty Standing then discussed the NSF check from January 2005 that the Selectmen discussed at the last meeting. The check was misplaced and the town employees were not made known of it until it was found in May 2005 by the Trustee of Trust Funds. Treasurer Standing stated that she had recorded the returned check in January as she was made aware of it from the bank. The normal procedure for handling a returned check is to give it back to the department that collected it for they are the responsible party to follow through on collecting the money with a $25 returned check fee. A copy is made for the town Bookkeeper and Treasurer in order to balance their books. Treasurer Standing stated that she was able to balance for she was notified from the bank. Chairman Harding stated that we need to include
a month end procedure for the Treasurer to check her books to make sure she received a copy of the returned check, which will show that the town is aware of the situation. If she does not receive a copy of the check, then she is to notify the Selectmen’s Office.
The Selectmen then discussed that the town is now using the Merrimac Savings Bank for all vendor and payroll checks. Treasurer Elizabeth Standing stated that she plans on giving the Citizens account six months in order to clear all outstanding checks before closing the account.
Cost estimates for the fuel oil tank at the Police Department
Chairman Harding discussed that he received a cost estimate for the removal and installation of a new oil tank at the Police Department. Chairman Harding added that he is working on getting an estimate on a propane tank for the generator and the cost to fill it up with fuel. These items will need to be voted on with a warrant article for next year’s town meeting.
Chairman Harding added that he is also looking into the cost of installing an entrance to the Planning Board Office from the back of the stage in the main hall, the cost to replace the rail going into the Planning Board and into the main hall, a cost to have the heating duct worked on at Town Hall and the purchase of two air conditioners for the main hall. Chairman Harding added that he will work on getting estimates for the work and would like to put all these improvements into one warrant article for next year’s town meeting.
New Business
Proposal for an audit of the Newton Professional Review Account
The Board reviewed a proposal from Mason + Rich Professional Association, Certified Public Accountants outlining the terms and objectives for the audit of the Newton Professional Review Engineering Account (NPREA). The cost for these services is $100 per hour, plus out of pocket expenses such as mileage, tolls, typing, postage and report reproduction. Selectman Ulcickas questioned how long the audit will take. Chairman Harding responded that he is not sure, a list of documents need to be available for the audit to take place and we are not sure all the documents are available at the Town Hall. We may have to ask developers and/or vendors to give us copies of invoices for the audit. Selectman Ulcickas stated that he feels that we should prepare the information on the account before hiring for the audit. The
Selectmen agreed to send a memo to the Town Treasurer and to the Planning Board with a copy to the Police Chief requesting all information on the NPREA back to January 2002. This would include all deposit receipts, reconciled bank statements and all payment invoices and all backup documentation for each transaction. The Board requested that a copy of the list of documents required from the accountants in order to conduct the audit be attached to the memo as a reference for all the items needed. The Board gave a deadline of Wednesday, July 27th to turn all legible copies of the documents to the Selectmen’s office.
The Board requested that a letter to be sent to Mason + Rich letting them know that we are compiling the documents required for the audit.
Contract for architectural services for the Safety Complex Building
Chairman Harding stated that the Safety Complex Building Committee has agreed to hire Samyn – D’Elia Architects for Phase I – Feasibility Study Process. The agreement needs to be signed by the Chairman, Board of Selectmen with a retainer fee of $1,500, which will be credited to the first invoice.
The Board discussed that the payment is to come from a capital reserve fund of $50,000 voted on March 8, 2005 warrant article #16 for the purpose of engineering and building a new Safety Complex and to name the Board of Selectmen as Agents. The Board questioned if the capital reserve fund has been set up. Office Manager, Mary Winglass was not sure and will check with Town Administrator, Nancy Wrigley.
Chairman Harding motioned to hire Samyn - D’Elia Architects, P.A. for the phase one feasibility study for the Police, Fire and Emergency Management Public Safety Complex. Second by Selectman Ulcickas. Vote: Unanimous.
Chairman Harding motioned to pay Samyn - D’Elia Architects, P.A. the $1,500 retainer fee. Second by Selectman Ulcickas. Vote: Unanimous.
Announcements
Accept Minutes of Selectmen Meetings
Selectmen’s Public Meeting minutes of June 20, 2005
Chairman Harding motioned to accept the Selectmen’s Public meeting minutes of June 20, 2005. Second by Selectman Ulcickas. Vote: Unanimous.
Selectmen’s Non-Public Meeting minutes of June 20, 2005
Chairman Harding motioned to accept the non-public meeting minutes of June 20, 2005. Second by Selectman Ulcickas. Vote: Unanimous.
Reports from Department Heads
Review of Action Items
Adjourn
Chairman Harding motioned to adjourn at 8:55pm. Second by Selectman Ulcickas. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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