Selectmen’s Meeting
June 13, 2005
I. Call to Order
Chairman Harding called the meeting to order at 6:02pm. In attendance Chairman Norman P. Harding, Selectman John P. Ulcickas, Resident Christene LoVecchio, Treasurer Elizabeth Standing, Planning Board Administrative Assistant Sally Cockerline, Attorney Sharon Somers, Planning Board Chairman Mary Allen, Planning Board member James Doggett, Auditor David Clukay, Payroll Administrator/Bookkeeper Kim Hughes, Town Administrator Nancy Wrigley and Selectmen’s Office Manager Mary Winglass. Minutes were transcribed and typed by Office Manager, Mary Winglass. Selectman Gary F. Nelson arrived at approximately 6:15pm.
II. Introduction of Guests
III. Old Business
A. Discussion of the Newton Professional Review Engineering Account (NPREA) with the Planning Board, Attorney Sharon Somers, Town Auditor David Clukay, Treasurer Elizabeth Standing and Office Staff.
All present met to discuss the Newton Professional Review Engineering Account (NPREA) to better understand managing the account and the necessary documentation for said account.
It was determined that the fees that go through the NPREA account are the abutter notification fees, legal notice fees, recording fees, engineering and consulting fees and any other fees associated with the applicants review process. Application fees and per lot fees are to be deposited into the town operating account.
A discussion ensued regarding checks that the Town Treasurer Betty Standing received from the Planning Board that have not been deposited for she was not sure which account they should be deposited into. It was determined that each invoice needs to include the developers name as well as the agent working on the project and a clear description of the services rendered broken down by each item and the charge associated for each service. Each invoice will have attached the backup documentation for each service i.e. copy of the engineers invoice billing the town for a subdivision review detailing the services rendered to the developer or agent of record.
Once the Planning Board receives payment, all NPREA invoices and checks will be forwarded to the Town Treasurer with all the documentation for her files and all Town of Newton checks will be forwarded to the Town Bookkeeper Kim Hughes. The application fees will be credited to the Planning Board budget and the per lot fees will be credited to Financial Administration budget as an offset to updating the tax maps. Due to gross budgeting, these fees cannot be spent, they can only show as revenue taken in to offset the budget. Town meeting approves the budget for that year and that is the total appropriation for that department for the year.
Town Treasurer Betty Standing discussed that she was not sure which account to deposit the NPREA checks as there is a new NPREA account and an old NPREA account. It was discussed that the reason why the new NPREA account was opened was to start anew; the old NPREA account is approximately 10 years old and has not always been documented correctly. Planning Board Administrative Assistant Sally Cockerline stated that she will make sure that it is noted on each invoice the account that the funds are to be deposited into.
It was discussed that at every Planning Board meeting the members will approve payment of invoices from both the NPREA account and the Planning Board budget and a manifest will be generated for each account and signed by the Chairman. Bookkeeper Kim Hughes requested that she receive a copy of the NPREA manifest for when she receives a statement from a vendor that is paid from the NPREA and the budget; she will be able to reconcile and know that the payment is being addressed. Planning Board Administrative Assistant Sally Cockerline stated that she will make sure that everyone has copies of the manifests from this point forward.
Chairman Norman Harding questioned Treasurer Elizabeth Standing on why she has not closed the Newton Planning Board account as directed by the Board of Selectmen. Betty responded that she has not had the time. Chairman Harding then questioned Attorney Somers as to whether the Planning Board has the authority to open a separate account for town funds to be deposited. Attorney Somers responded that she is not aware of any state statute that gives the authority to the Planning Board to open any bank accounts except the NPREA account. Betty responded that she will close the account within the next couple of days. Planning Board Chairman Mary Allen stated that the account was opened in order to keep track of the administrative fee and per lot fees generated by the Planning Board with the possibility of paying
Christene LoVecchio as an independent consultant. Planning Board member James Doggett noted to all that this is a different Planning Board now.
IV. New Business
V. Announcements
VI. Accept Minutes of Selectmen Meetings
VII. Reports from Department Heads
VIII. Review of Action Items
IX. Adjourn
Chairman Harding recessed the meeting at 7:25pm in order to contact Police Chief Lawrence Streeter by phone and let him know that the Selectmen can meet with him now. Chief Streeter requested to meet with the Selectmen tonight in a non-public session to discuss an emergency situation. The Board was unable to contact Chief Streeter by phone.
Chairman Harding motioned to adjourn at 7:45pm. Second by Selectman Nelson. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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