SELECTMEN’S PUBLIC MEETING
December 8, 2005
Chairman Harding called the meeting to order at 6:33pm. 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.
Continued review of the 2006 budget, default budget and warrant articles
The Board met with Town Assessor, Andrea Lewy to discuss her proposal for General Assessing starting January 1, 2006 thru December 31, 2006. The proposal estimated 52 days per year for general assessing purposes at a cost of $24,000 per year, which includes travel time.
Town Assessor, Andrea Lewy then handed the Board a second proposal for the Annual Data Verification. The proposal reads that the Assessor shall verify existing assessment data in order to ensure the reliability of the current data to ensure that taxpayers are consistently and equitably assessed. This procedure involves visiting approximately 25% of the properties in town each year over a four-year period, both taxable and non-taxable conducting both an interior and exterior inspection for an estimated cost for data verification during 2006 of $13,800. The total properties to be inspected in 2006 are 394.
The Board questioned Andrea that if we continue with the data verification, does that mean we will not have to hire Avitar again to conduct a revaluation? Andrea responded that the town cannot fall below 10% either way in regards to the ratio or the state will step in and require the town to conduct an update or a full revaluation. With the Annual Data Verification will show the state that we have tried to keep the numbers in line and that we are proactive.
Chairman Harding motioned to accept the General Assessing and Annual Data Verification proposals for a total of $37,800. Second by Selectman Nelson. Vote: Unanimous.
Road Agent Frank Gibbs – Summer Highway budget
The Board reviewed a written road paving plan from Road Agent Frank Gibbs. The list included repairs to resurface .6 of a mile on New Boston Road; to widen, resurface and gravel to .6 of a mile on Gale Village Road; gravel to .8 of a mile on Maple Avenue and to re-grade the large bumps on Heath Street. This list contains projects that need to be completed within the next two years. The Board thanked Frank for the list of projects to back up his request to increase his summer highway budget by $74,700 for hot top and equipment rental.
Financial Administration budget
The Board reviewed the proposed 2006 Financial Administration budget which includes the Accounting/Assessing budget of $55,035.00; Treasurer/Bookkeeper budget of $13,869.00; Tax Collector budget of $32,500.00; Budgeting, Planning & Analysis budget of $32,017.00 and the Board of Appeals budget of $9,975.00 for a total budget of $143,597.00.
Many line items were discussed such as the auditing increase due to GASB 34 and the decrease to the assessing as we have finished the revaluation. TA, Wrigley added that she increased the salary for the Deputy Treasurer’s position for she feels that as the Deputy Treasurer she puts in many hours creating spreadsheets and making sure the paperwork is in line for the accurate accounting of road bonds and impact fees. Since the town’s Treasurer is not computer literate, it requires the Deputy to maintain numerous spreadsheets and she feels that the increase of $788 per year to $1,500 is not too much to ask for.
Town Administrator Nancy Wrigley discussed with the Board a proposal from CPA, Laura Stirling to complete the NPREA reconciliation and to include monthly bank reconciliations, recording and paying vendor invoices and providing the Planning Board with manifests for their approval. Also to be included is a monthly statement to each developer indicating their balance due or credit balance, a monthly report showing balances in each developers account to the Planning Board. The fee for the services described is not to exceed $6,000 for the year unless she received approval from the Selectmen. The fee is based upon 200 hours of working time at an hourly rate of $30.
The Board discussed that this proposal goes above and beyond the NPREA reconciliation services that the Board hired Ms. Stirling to complete. TA, Wrigley responded that we all are aware that the NPREA documentation and procedural policies need to be revised and once the reconciliation has been completed, we need someone with knowledge of Quick Books who is able to maintain it and keep the books current. Right now we have a new Administrative Assistant to the Planning Board who is still learning the procedures and policies of the Planning Board and does not have the time to take over the accounting responsibilities. If we hire Ms. Stirling for a year as a consultant, she would maintain the account and would work with Sally to train her on Quick Books.
Selectman Nelson stated that he has a problem with this proposal as the town hired an Administrative Assistant with experience; we all know that she inherited a mess with the accounting documentation but why can’t she not start fresh with the new developments coming in front of the Planning Board. TA, Wrigley added that Sally is not responsible for the bookkeeping in Kingston as the Treasurer takes care of the NPREA accounting. TA, Wrigley added that according to the RSA’s, the town Treasurer’s job is to deposit, invest, bond and to sign checks.
Selectman Ulcickas requested to see a copy of the job description for the Planning Board Administrative Assistant. The job description lists five (5) accounting and bookkeeping responsibilities of the Administrative Assistant consisting of collecting of the fees, maintaining accurate accounting of the same, maintain a separate spreadsheet for each application with monthly updates to be given to the Planning Board. Selectman Ulcickas stated that he is not in favor of hiring Ms. Stirling since we have already hired for this position.
Selectman Nelson questioned how much money is out there that needs to be reconciled and is it worth the money we are spending? No one could answer this question. Chairman Harding added that last year, $84,000 was paid out of the NPREA account. TA, Wrigley added that the town is spending money to reconcile the account and we need to make sure that the money was well spent. Unless we have someone with Quick Books experience who can manage the accounting, then the reconciliation has been for not.
Chairman Harding stated that he feels it is important that we make sure that the accounting is being handled correctly so that the town does not end up in a costly lawsuit. Chairman Harding added that he feels that this discussion should be held with the Planning Board members and AA to the Planning Board, Sally Cockerline.
Chairman Harding motioned to hire Laura Stirling, CPA to do the bookkeeping services for the Planning Board in relation to the NPREA account for the hourly rate of $30 per hour for approximately 200 hours but not to exceed $6,000 for the year plus out of pocket expenses. No Second. Motion failed.
Continued discussion of Flooding at the Central Fire Station
Office Manager Mary Winglass requested that the Selectmen revisit the issue of addressing the flooding concerns on the Peanut Trail beside the Central Fire Station since new information has come to light.
At the December 5th Selectmen’s meeting, the Board motioned to authorize Gibbs Construction to fill in the standing water pools on the Peanut trail by the Fire Station and for the money to pay for the repairs is to come from the Conservation Commission budget for a total of $2,144.00
On December 6, 2005 we received an e-mail from Recreation Chairman Rick Bailey with a motion made by the Recreation Commission to pay for half of the repairs. Office Manager Mary Winglass requested the Board to rescind the prior motion made on December 5th and to make a new motion to have half of the repairs to be paid by both the Recreation Commission and the Conservation Commission.
Chairman Harding motioned to rescind the motion of December 5th authorizing Gibbs Construction to fill in the standing water pools on the Peanut Trail by the Central Fire Station and the money is to come from the Conservation Commission budget for a total of $2,144.00. Second to rescind by Selectman Nelson. Vote: Unanimous.
Chairman Harding motioned to pay Gibbs Construction for repair work on the Peanut Trail and for the material used at the Newton Central Fire Station on December 8, 2005 and to pay half from the Conservation Commission and the other half from Recreation Commission. Second by Selectman Nelson. Vote: Unanimous.
Town Administrator, Nancy Wrigley requested the Board to review and if agree, sign a requisition to purchase two new laptops and one new dell mini-tower for the Selectmen’s Office and the Planning Board. Chairman Harding and Selectman Nelson signed the requisition.
Unitil Pole on the corner of Smith Corner Road and Peaslee Crossing Road
Road Agent, Frank Gibbs asked the Selectmen to discuss with him and if they agree to approve the removal of a utility pole on the Smith Corner Road/Peaslee Crossing Intersection. Frank added that the town is not paying for the removal but will be split up among the three developers involved with this project and one of the developers (Fitzgerald) is looking to pay Gibbs Construction to do the work.
The Board agreed that this needs to be discussed with the Planning Board as the project is under their jurisdiction.
Selectman Nelson motioned to adjourn at 9:45pm. Second by Selectman Ulcickas. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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