SELECTMEN’S MEETING
January 3, 2006
Call to Order
Chairman Harding called the meeting to order at 7pm. In attendance were Selectman John P. Ulcickas, Selectman Gary F. Nelson, Chairman Norman P. Harding, Town Administrator Nancy J. Wrigley and Selectmen’s Office Manager Mary B. Winglass. Minutes were transcribed and typed by Office Manager Mary B. Winglass.
Introduction of Guests
Old Business
Discussion with the Planning Board RE:
NPREA reconciliation
Planning Board members present were Chairman Mary Allen, Kim Pettit and Kim Valliant; also present was Ms. Laura Stirling, CPA who is currently working on the NPREA reconciliation.
Chairman Harding opened up the discussion by asking Ms. Stirling where are we with the reconciliation? Ms. Stirling responded that after meeting with the Selectmen at the December 19th Selectmen’s meeting, she contacted Altus Engineering, (DTC) Donahue, Tucker and Ciandella Attorney’s at Law and (RPC) Rockingham Planning Commission and requested copies of past invoices dating back to 2004. Eric Weinrieb of Altus Engineering responded that he would have his secretary work on preparing the copies; Ms. Stirling spoke with the bookkeeper at DTC and they have not responded to her request; and RPC has not responded to her request.
Planning Board members Kim Pettit and Kim Valliant discussed an e-mail dated November 23, 2005 sent to the Planning Board from Ms. Stirling requesting information to complete the reconciliation. Ms. Stirling was asked what items remain outstanding that she is waiting for. Ms. Stirling responded that the most important item she is waiting for is #1 on the list which is a list of all open projects; including dates the projects began and a brief description of the stage of the project. Ms. Stirling added that she recently received an e-mail from the Planning Board’s Administrative Assistant and was unable to open the file. Ms. Stirling added that at this point, she is requesting that a member of the Planning Board work with her to determine the list of outstanding projects and the cost breakdown associated with
each project. Ms. Pettit and Ms. Valliant responded that they will help with these items.
Ms. Stirling added that she is also working on preparing the best way to hand the books back to the town that is simple to include a standard procedure for accounting for each project and the balance of the funds. Right now she is using a combination of QuickBooks for the handling and balancing of the NPREA fund balance and an excel spreadsheet for the breakdown of each project. Ms. Stirling suggested that the town hire her temporarily to finish the reconciliation, to put the policies and procedures in place and then to complete the training necessary to hand the account back to the town.
Ms. Valliant questioned if the easiest way to handle this account would be to turn it over the town. Chairman Harding responded that the town would need to gross appropriate the funds (revenue) taken in for the year, therefore the earliest that this could be done is for next year’s budget. Selectman Ulcickas stated that he thought that the best way would be to close the account but that this could not be done until the reconciliation has been completed.
Chairman Harding added that the town has spent in the range of $5,000 in 2005 towards reconciling this account and the cost estimate for year 2006 is to spend no more than $6,000. This would include finalizing the reconciliation and a written policy and procedure for handling the funds and training on the handling (software) of the account.
Chairman Harding added that with the tension between the Boards, the Selectmen felt that we were forcing this reconciliation down the Planning Boards throat. The Planning Board members present agreed with the Selectmen that it is very important that we conclude the reconciliation and they are willing to work with Ms. Stirling to resolve the outstanding issues.
The Planning Board and the Board of Selectmen agreed to have Ms. Stirling continue the reconciliation and the Planning Board will run all current documents through her in order to get the current projects up and running on the accounting system and to set a procedural manual for maintaining the account.
2006 budget
The Board discussed the need to budget no more than $6,000 in the 2006 budget to complete the NPREA reconciliation, training and procedural policy.
The Board questioned the Planning Board members present about the $3,000 budgeted for the Master Plan/CIP bearing in mind that the Selectmen encumbered $3,000 from the 2005 Planning Board budget for the matching grant for the preparation of a Vision Chapter, Compilation of Demographic Community Profile and Stormwater Management Regulations. The Planning Board and Selectmen agreed to zero out within the 2006 budget the $3,000 for the Master Plan/CIP and to add $3,000 to the Consultant Fees line item of $2,000 for a total line item of $5,000 to be used for the NPREA reconciliation.
The Board then discussed that the 2.5% cost of living increase was not included in the 2006 budget. This was brought to the attention of TA, Nancy Wrigley and Office Manager Mary Winglass when working on the default budget. The Board agreed to increase the 2006 budget to include the 2.5% increase within the salary line item of the Planning Board’s 2006 budget.
Chairman Harding motioned to accept the new Planning Board 2006 budget of $51,958.00. Second by Selectman Nelson. Vote: Unanimous.
Bid Specifications for the Intersection Improvements on Peaslee Crossing
Road and Smith Corner Road
Eric Weinrieb of Altus Engineering was present to give an explanation to the Selectmen regarding their involvement with the Peaslee Crossing Road/Smith Corner Road Improvements.
The proposed road improvements are due to three residential subdivisions all located on Smith Corner Road. The three applicants are David Storey, Ned Nichols and Dennis Fitzgerald. The applications for Mr. Storey and Mr. Nichols were approved in 2004 and Mr. Fitzgerald’s is expected to be approved in the near future. The Planning Board determined that the traffic generated by these three projects required improvements to the intersection of Peaslee Crossing Road and Smith Corner Road and that without such improvements, the projects would be considered premature and scattered and could not be approved.
The cost estimates were prepared by Altus Engineering and proportionate shares were determined for each of the applicants, such that the entire cost of the project will be paid for by the applicants. At this point, the Selectmen need to go out to bid using the bid specifications prepared by Altus Engineering for the construction of work. The Planning Board is not authorized to enter into a contract for improvements to a town road.
Mr. Weinrieb handed out copies of the “draft” project manual for the Selectmen’s review. The project manual included the invitation to bid, bid form, agreement between owner and contractor, general conditions, supplementary conditions, technical specifications (Insurance Requirements) and a copy of the state driveway permit. A discussion ensued regarding the insurance requirements and Town Administrator Nancy Wrigley stated that Attorney Sharon Somers is working with NHMA to make sure the insurance coverage requirements are adequate.
Mr. Weinrieb added that he plans on sending out the bid to the newspapers this week for we have a deadline of July 4th to complete the work in order for the state to complete the overlay course of asphalt on the road. Mr. Weinrieb added that we can select a contractor but we cannot execute the contract until we either have all three applicants on board or the two approved applicants pick up the share of the third applicant. The telephone pole to be relocated was discussed in that the applicants are also responsible for this work. Selectman Ulcickas added that it is important that barricades go up around the newly relocated pole and to make sure that the area is marked well with warning signs.
Mr. Weinrieb added that one other item is that we have executed an easement between Don Richards and the State of New Hampshire Department of Transportation to widen the road and in return he gets a driveway entrance permit.
A non-mandatory pre-bid meeting will be held at the Newton Town Hall, Town Hall Road, Newton, NH 03858 at 2:30 pm prevailing time, on Thursday, February 9, 2006. Bids will be received by the Town of Newton until 3:30pm on February 16, 2006.
4. FEMA – Flood Insurance Warrant Article
The Selectmen discussed that the Planning Board was given a copy of the Floodplain Development Ordinance and a copy was sent by email on December 14, 2005 for consideration by the Planning Board to be included in the 2006 Zoning Amendments. Chairman of the Planning Board Mary Allen stated that she did not know of the warrant article until this past week and that the Selectmen can submit it as a warrant article. The Selectmen agreed that to put in a land use warrant article is the Planning Board’s responsibility, not the Selectmen’s and it could be construed as the Selectmen interfering with the Planning Board.
A discussion ensued regarding whether we have flood zones in town, the need to review the flood maps and the application needs to be submitted to (FEMA) Federal Emergency Management Agency. It was clear that we still had some unanswered questions regarding this ordinance and the Selectmen tabled this item until we receive confirmation from FEMA on the application process.
B. Discussion with the Road Agent RE: 2006 Proposed Summer Highway Budget and 2006 paving program schedule
The Board reviewed the 2006 proposed summer budget that includes an increase of $75,900 over the 2005 budget and they discussed the need to reduce the budget by taking out the increase and put it in a warrant article. Road Agent Frank Gibbs was present and discussed the confusion with the accounting of the Highway Block Grant. Mr. Gibbs stated that due to an accounting misprint, he was under the impression that he was allowed to spend the grant money in addition to his budget. The Selectmen explained that due to gross appropriation, the grant money is part of the summer highway budget.
Mr. Gibbs then reviewed outstanding paving projects from 2002. The Board decided to write up a warrant article for the repairs and paving to Heath Street and Maple Avenue for a total of $75,900 and to decrease the 2006 summer highway budget by $75,900. This puts the total summer highway budget at $160,061 and the winter highway budget at $172,863 for a total highway budget of $332,924.
Selectman Nelson motioned to accept the new 2006 Summer and Winter highway budget for a total of $332,924. Second by Chairman Harding. Vote: Unanimous.
C. Continued discussion of stop signs on Pond Street and Whittier Street
The Board discussed that at the last Selectmen’s meeting in December the Board tabled this discussion so that they could drive by the intersection to view the placement of the stop signs and to ask Police Chief Streeter to attend the meeting to give his input on the stop sign locations.
Selectman Nelson stated that he drove through the area and thought that the stop signs were well placed. Chairman Harding concurred. Road Agent Frank Gibbs discussed that when the intersection was under construction the stop signs were placed, but when the intersection was completed the signs were left to see how the intersection matured.
Police Chief Streeter stated that he has gotten some good and bad responses about the stop signs at this intersection. Chief Streeter added that the intersection was a disaster waiting to happen prior to the construction and with the changes made to it this year it is much better than it has ever been; Frank has done a nice job. But the stop signs do not fall within the perimeters of a multi-sign intersection under the Department of Transportation and the Chief’s recommendation is to remove the two stop signs on Pond Street and leave the one on Whittier Street, but ultimately it is the Selectmen’s decision.
Road Agent Frank Gibbs suggested that the Selectmen leave the stop signs where they are as he plans to add stop lines in the road and “three way intersection ahead” signs. The Board agreed with Mr. Gibbs to leave the stop signs where they are and to include the stop lines in the road and to add the signs "three way intersection ahead".
D. Continued discussion of 2006 budget, default budget and warrant articles
Fire Department
Fire Chief William Ingalls requested to speak with the Selectmen regarding a memo he received today from Bookkeeper Kim Hughes stating that due to major constraints on the Town’s overall ‘2005’ Operating Budget, five (5) requests for payment submitted by the Chief in December 2005 will be paid from the department’s 2006 budget. Chief Ingalls questioned that he still has $17,000 left in his budget and yet he cannot spend it due to over expenditures in other department 2005 budgets. The Selectmen discussed that this also happened with the Police Department’s budget and it is the responsibility of the Selectmen for staying within the total budget approved at the 2005 Town Meeting.
The Board explained that the over expenditures happened in a few different departments.
The Building Department budget estimates each year the amount of revenue it would bring in from permits for the town needs to gross appropriate these funds but unfortunately we under estimated the building activity. We technically did not over expend the budget but under estimated the building fees for the year.
The Summer Highway budget is over expended by $60,528.87 due to an accounting misunderstanding of the Highway Block Grant and the Winter Highway budget is over expended by $19,114.32 due to an active winter weather pattern.
The Financial Administration budget is over expended by $26,826.06 due to the Assessing contract was mistakenly not fully included in the 2005 budget, after contracts were signed and the town was committed.
Selectman Ulcickas questioned if we could place these items in the 2006 default budget as the town has committed and already purchased these items. TA, Wrigley responded that she has never looked into whether a signed requisition qualifies as a default item. The Board requested that she contact the State of NH Department of Revenue to find out the answer. The Board discussed the need to review the budgets more frequently in order to prevent this from happening again.
The Board and Chief Ingalls agreed to increase the 2006 proposed Fire Department budget to include the items discussed above for a total of $12,564.00. The Board stated that once they find out if this can be included in the 2006 default budget, then we will notify the Fire Chief.
Chairman Harding motioned to accept the Fire Department’s new 2006 budget of $205,896. Second by Selectman Ulcickas. Vote: Unanimous.
The Board then discussed the cost of living increase of 2.5% to be included in the 2006 budget and the Selectmen discussed that they did not remember making a final decision to include it in the budget. The Board decided to table this item and to discuss this further on Thursday night, January 5th Selectmen’s work meeting starting at 6pm at the Town Hall.
New Business
Announcements
Accept Minutes of Selectmen Meetings
Public Meeting minutes of December 19, 2005
Selectman Nelson motioned to accept the public meeting minutes of December 19, 2005. Second by Chairman Harding. Vote: Unanimous.
Non-Public Meeting minutes of December 19, 2005
Selectman Nelson motioned to accept the non-public meeting minutes of December 19, 2005. Second by Chairman Harding. Vote: Unanimous.
Reports from Department Heads
Review of Action Items
Adjourn
Chairman Harding motioned to adjourn at 10:33pm. Second by Selectman Ulcickas. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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