SELECTMEN’S MEETING
November 3, 2005
Chairman Harding opened the meeting 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.
Review of the 2006 Preliminary Budgets and Proposed Warrant Articles
Police Department budget
The Board discussed with Chief Streeter the proposed cost of living increases of 2.5% in the budget. After some discussion, the Board decided to increase the Full time Officers to a 5% increase and to keep the Part Time Officers increase to 2.5%. This is the only change made to Police Department budget and the preliminary 2006 budget stands at $528,195.86.
Chief Streeter discussed with the Board four new part time Police Officers that he is prepared to introduce to the Board at the November 7th Selectmen’s Meeting. Selectman Nelson discussed the procedure for interviewing the new candidates and requested that the Selectmen be part of the process. Chief Streeter responded that he would be more than happy to include the Selectmen as part of the interview process and that he would prefer it. It was agreed that the Selectmen would interview the candidates before any candidate is given a conditional offer of employment.
Chief Streeter proposed two ordinances for the Board’s consideration, which both fall under Chapter 901 ”Selectmen’s Ordinances”. The Board of Selectmen in a town operating under the town meeting form of government has limited powers to adopt certain regulations. Those regulations which are adopted are often referred to as “Selectmen’s Ordinances”. If the subject of the regulation or ordinance is not specifically provided for by statue, the Selectmen must wait until the time of the next town meeting and place an article on the warrant.
Under Chapter 31, Power to Make Bylaws RSA 31:39-n allows the Selectmen to regulate noise. Chief Streeter prepared a draft ordinance, using the outline of an adopted ordinance from the Town of Plaistow. The Town of Kingston’s noise ordinance was also submitted for the Board’s review.
Under Chapter 31:102-a Hawkers, Peddlers and Vendors allows the governing board to adopt by ordinance or regulation, provisions for the licensure and regulation on itinerant vendors, hawkers, peddlers, traders, farmers, merchants or other persons who sell, offer to sell, or take orders for merchandise from temporary or transient sales locations within a town or who go from town to town or place to place within a town for such purposes. Chief Streeter prepared a draft ordinance for the solicitation for charitable events and a second article for Hawkers, Peddlers, and Vendors.
Chief Streeter requested that the Board review the information and if approve, set a date to hold a Public Hearing in order to adopt said ordinances.
Fire Department
The Board discussed the 2006 Proposed Fire Department budget with Fire Chief William Ingalls. Chief Ingalls discussed the increase to vehicle repairs, which include preventative maintenance of the Fire Trucks. The Board questioned if there is a need to purchase a new truck and Chief Ingalls responded not for another five years. A discussion ensued regarding the warrant article that passed last year to put aside $50,000 to establish a capital reserve fund under the provisions of RSA 35:1, for the future purchase of “Fire Apparatus and Equipment” It was agreed to place another warrant article for the same request in this year’s town warrant.
Chief Ingalls stated that the overall budget increased only 4.5% over last year’s budget. Chief Ingalls added that he has received a “Temsis” grant of a computer and printer from the State of NH, Bureau of Emergency Medical Services. This equipment will allow the Fire Department to send the medical report via the internet to the State. Chief Ingalls discussed the increase to the telephone line item in the budget is due to the high speed internet. It was decided to create a new line item in the budget for “internet” with a budgeted amount of $600 and to leave the telephone line item at $1,800. Chief Ingalls brought in a large three ring binder, which held copies of all the grants that he has applied for; most of them were not approved.
The Board agreed to the 2006 preliminary budget total for the Fire Department at $190,821.
Recreation Commission
Chairman of the Recreation Commission Rick Bailey was present and summarized the proposed budget totaling $33,009.00, which is an increase over last year’s budget of $1,518.40. Rick explained that the biggest increase is in grounds maintenance due that fact that both fields are in good shape as there has been a lot of work put into the fields and we need to continue to maintain them; everything else in the budget has been adjusted due to cost of living increases only. Rick added that the playground equipment at Greenie Park is in need of repair, which needs to happen either this coming year or the next year.
Selectman Ulcickas questioned that many items in the budget have been under spent, especially in the programs. Rick explained that the Commission did not do all the programs as in the previous years and they plan on providing the programs for next year. Rick added that not all bills have been processed from the fall fair and the Commission hopes to schedule in some activities for the winter vacation week in December.
Selectman Ulcickas requested that the Recreation Commission summarize the projected total unspent balance as of the end of the year. Rick responded that he will have the commission work on this at their next meeting.
Update on the NPREA reconciliation
Laura Sterling of Mason + Rich discussed the status of reconciling the NPREA, as she is not conducting an audit, but is working to help set up the accounting for each applicant through the QuickBooks accounting system. This is necessary for in the past records have not always used consistency with its recordings i.e. using multiple account names for one applicant and not having the backup documentation to explain an invoice.
Ms. Sterling’s stated that at this point she has gone through all the documentation in the office, yet she is still unable to reconcile for a lot of information is not at hand. Ms. Sterling requested that the Planning Board Administrative Assistant Sally Cockerline request copies of invoices from vendors such as Altus Engineering and Donahue, Tucker and Ciandella, the Law firm used by the Planning Board to review plans. If copies are available through the vendors then we may be able to pull some of the missing pieces together. The Planning Board Administrative Assistant could then input the information from the invoices into the QuickBooks program and then Ms. Sterling would try to reconcile the accounting with this new information.
Ms. Sterling suggested that the town look at the schedule of fees and to clearly outline each fee in order to let each applicant know what they will be charged.
Ms. Sterling stated that to complete the reconciliation would take at a minimum 40 hours and a maximum of up to two weeks. The Selectmen thanked Ms. Sterling for coming into the meeting to give them an update.
Chairman Harding motioned to adjourn at 9:30pm. Second by Selectman Ulcickas. Vote: Unanimous.
The next Selectmen’s Meeting is scheduled for Monday, November 7, 2005 at 7pm.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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