SELECTMEN’S MEETING
August 21, 2006
Call to Order
Chairman Nelson called the meeting to order at 7:30pm. In attendance were Selectman Gary F. Nelson, Chair, Selectman John P. Ulcickas, Selectman Robert S. Donovan, Jr., Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. Minutes were transcribed and typed by Mary B. Winglass.
Introduction of Guests
Old Business
A. Continued discussion of “Invitation to Bid Disposal Solid Waste”
Chairman Nelson discussed that the Board has been reviewing and discussing the writing of the Invitation to Bid and Specifications for the disposal of solid waste for the town. At the last meeting, the Board requested additional information to be added to the town specifications i.e. number of households and square miles of the town for the bid requests not only hauling from the Transfer Station but includes a request for curbside service.
The Selectmen agreed to the final wording of the bid and specifications and requested for the bid to be posted in the newspaper and on the website. Office Manager Winglass stated that a bid packet will be mailed to numerous companies that are on file at the Town Hall.
B. NH Retirement Update
Chairman Nelson read a letter from Town Clerk/Tax Collector Raymond Thayer stating that after speaking with Bookkeeper/Payroll Administrator Kim Hughes and Office Manager Winglass, he concurred that he is not eligible for NH Retirement benefits and thanked the Selectmen and personnel for their time spent on this issue.
C. Open bids for Annual Heating Fuel Agreement
Chairman Nelson stated that he is disappointed that the town received only one (1) bid for the annual heating fuel agreement. Although, the Selectmen were pleased that the bid received is from the same company that has serviced the town for the past two years, Palmer Gas/Ermer Oil Co.; they have been reliable and service the town very well.
The bid received from Palmer Gas Co. and Ermer Oil Co. provides #2 heating oil to town buildings on a usage of 8,500 gallons per year with a fixed price of $2.469 for the upcoming season which runs from October 1, 2006 thru April 30, 2007. Off season deliveries will be charged at the current market price per gallon and discounted .20 cents for a prompt pay discount if paid within 10 days of the delivery. Service for each building on maintenance will be $109.95 each. This will include replacement of nozzle, oil filter, gasket, check pump pressure, test transformer, lubricate motor and circulator and set combustion efficiency with solid state instrument testing for maximum savings. 24-Hour, 7 day a week emergency service is available at a weekday rate of $75 per hour and weekend and holiday rate is $112.50 per hour.
Chairman Nelson motioned to accept the bid of $2.469 for all the town buildings from Palmer Gas/Ermer Oil Co. for the upcoming season from October 1, 2006 thru April 30, 2007 to include the service agreement and the off contract period at a discount price for prompt payment. Second by Selectman Donovan. Discussion: Chairman Nelson discussed the possibility of lengthening the contract. It was agreed that no oil company will agree to a longer contract due to the volatile nature of the market. Vote: Unanimous.
D. Budget review
The Selectmen reviewed the town budget year to date expenditures from January thru July. The Board agreed to look at the budget again at the end of September.
New Business
A. Town Hall Computer Networking
Chairman Nelson discussed the need and request from the Planning Board after their last meeting for the networking of the Planning Boards desktop and laptop. Chairman Nelson questioned if the Selectmen’s Office has received a request letter from the Planning Board outlining their computer networking issues. Town Administrator Wrigley stated that a letter has not been forwarded to the office and once received it will be forwarded to the town’s IT person.
Chairman Nelson stated that the Planning Board has a request for networking capabilities and their antivirus needs to be renewed. Chairman Nelson questioned whether the town has a dedicated server. TA, Wrigley stated that the town has a machine but we still need to purchase the software and the cost is approximately $1,000.
B. Sprinkler System – Invitation to Bid
The Board discussed the invitation to bid to furnish and install the first phase of a (Wet/Dry) Fire Protection Sprinkler System in the entire building of the Town Hall. The bid specifications for phase I of II includes (8) eight items. The first phase includes the installation (labor and materials) of the piping and the sprinkler heads within the first and second floors, crawl space and attic of the Town Hall. Chairman Nelson questioned the need for the certified plot plan before we conduct this work. TA, Wrigley stated that we did not budget $1,800 for the certified plot plan this year but this work will at least get the building portion done with a connector outside. Selectman Donovan agreed that the installation of a “dry” system would allow the Fire Department to hook up their hoses to the Town
Hall.
Chairman Nelson motioned to send out the Invitation to bid to furnish and install the first phase of a wet/dry Fire Protection Sprinkler System in the entire building of the Town Hall in order to get some prices. Second by Selectman Donovan. Vote: Chairman Nelson – yes, Selectman Ulcickas – no; Selectman Donovan – yes. Motion passed.
Selectman Ulcickas stated that he is against this because we did not plan accordingly and put in place a provision for the certified plot plan. We should be doing the project in the correct order and we are wrong to presume that we will receive a variance for the pump house.
C. Estimate from Tamarack Tree Service Re: Tree maintenance at Town Hall
The Board reviewed an estimate/contract from Tamarack Tree Service for the removal of a dead tree and to cut back some small trees along the backside of the Town Hall for a total of $650.00. The Board approved of this work and Chairman Nelson signed the contract.
Announcements
· State Primary Election on Tuesday, September 12, 2006 held at the Town Hall
from 8am to 8pm
· 1st Annual Kelly Labell Benefit for EEE – October 14, 2006 from 6pm to 11pm
Chairman Nelson announced that the 1st Annual Kelly Labell benefit for EEE will be held at the Roma Restaurant 29 Middlesex St. in Bradford, MA on October 14, 2006 from 6pm to 11pm. The tickets cost $30 per person and the proceeds to benefit The Alphavax Research Center in North Carolina. For more information or to purchase tickets, contact Rick or Donna Labell at 382-4981.
· Mosquito Spraying on Thursday, August 24, 2006
Chairman Nelson announced that mosquito spraying will take place at the Memorial and Middle School and Greenie Park on Thursday, August 24th from 7pm to 9pm. Health Officer Bob Leverone has been working with Dragon Mosquito to help combat against the threat of EEE and WNV.
Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting July 17, 2006m, July 29, 2006 and August 7, 2006
Chairman Nelson motioned to accept the July 17, 2006 Public meeting minutes as written. Second by Selectman Ulcickas. Vote: Unanimous.
Chairman Nelson motioned to accept the July 29, 2006 Public meeting minutes as written. Second by Selectman Ulcickas. Vote: Unanimous.
Chairman Nelson motioned to accept the August 7, 2006 Public meeting minutes as written. Second by Selectman Donovan. Vote: Chairman Nelson – yes, Selectman Ulcickas – abstained, Selectman Donovan – yes. Vote: Unanimous.
· Selectmen’s Non-Public Meeting on July 17, 2006, July 19, 2006, August 2, 2006 and August 7, 2006
Chairman Nelson motioned to accept the July 17, 2006 Non-Public meeting minutes as written. Second by Selectman Ulcickas. Vote: Unanimous.
Chairman Nelson motioned to accept the July 19, 2006 Non-Public meeting minutes as written. Second by Selectman Ulcickas. Vote: Unanimous.
Chairman Nelson motioned to accept the August 2, 2006 Non-Public meeting minutes as written. Second by Selectman Ulcickas. Vote: Unanimous.
Chairman Nelson motioned to accept the August 7, 2006 Non-Public meeting minutes as written. Second by Selectman Donovan. Vote: Chairman Nelson – yes, Selectman Ulcickas – abstained, Selectman Donovan – yes. Vote: Unanimous.
Reports from Department Heads
· Update from the Safety Complex Building Committee
Selectman Donovan announced that there is a Safety Complex Building Committee meeting this Thursday at the Central Fire Station.
· Transfer Manager Andrew Morse RE: Accepting Anti-freeze
Transfer Station Manager Andrew Morse discussed with the Board the option of collecting anti-freeze at the Transfer Station. Clean Harbor, whom picks up the town’s waste oil will also collect anti-freeze. They prefer to pickup at least 55 gallons at a time and Mr. Morse feels that he will need a minimal of 4 – 55 gallon plastic drums. Chairman Nelson is looking into the availability of getting them for free. Chairman Nelson questioned the storage of the anti-freeze and specifically whether we have a containment area. The Board discussed putting the drums on a plastic pallet with sides in order to control any leaks. Mr. Morse proposed that the town charge $2.50 per gallon container for Clean Harbor will charge the town for the pickup.
Chairman Nelson motioned to start accepting anti-freeze for $2.50 per container/gallon on a trial basis for three months; this will be open to all and from household use only and the Selectmen will reevaluate this program in three months. Second by Selectman Ulcickas. Vote: Unanimous.
The Board stated that first Mr. Morse needs to look into containment platforms and the program to start in two weeks, September 9th.
Chairman Nelson asked Mr. Morse if he plans on discussing the safety inspection conducted by Building Inspector Mike DiBartolomeo. Mr. Morse responded that he is not ready with a recommendation to the Board.
Mr. Morse provided each Selectman with a copy of a new spreadsheet outlining the bulk item program activity from Newton, Kingston, East Kingston and South Hampton for the month of August. The Board thanked Mr. Morse and Chairman Nelson stated that he is still looking for the cost breakdown of the program. Mr. Morse responded that he is working on it and will be ready to present it to the Selectmen at the second meeting in September.
· Andrew Morse, Cable Committee Chairman
Mr. Andrew Morse questioned the Selectmen if they would authorize the funds of approximately $8,000 to pay for the construction of a cable room on the stage of the Town Hall. The payment would be made from a special account, grant money given to the town from Adelphia Communications. The Board agreed to authorize the funds but to bring them a bid. Mr. Morse agreed to bring a bid for the Board to review.
Mr. Morse then presented the Board with a request from Theresa Morse to be appointed to the Cable Committee.
Chairman Nelson motioned to accept the appointment of Theresa Morse to the Cable Committee per the recommendation of the Chairman. Second by Selectman Ulcickas. Vote: Unanimous.
· Road Agent Frank Gibbs and Transfer Station Manager Andrew Morse
Transfer Station Andrew Morse recommendation to the Selectmen to hire Mr. Harry Castle, Jr. on a trial basis at the Transfer Station for approximately 12 hours per week. Mr. Morse stated that Mr. Castle agreed to go for his solid waste operator license thru the State of New Hampshire.
Road Agent Frank Gibbs stated that he also spoke with Mr. Castle and was considering hiring him on the road crew. The Board discussed the possibility of hiring Mr. Castle for 12 hours per week as a laborer at the Transfer Station and for 24 hours per week as a laborer on the road crew.
Mr. Morse stated that he has one other candidate in mind if Mr. Gibbs wanted to hire Mr. Castle for only the road crew. The Board requested that Mr. Gibbs talk to Mr. Castle to see if he just wants to do the road crew or possibly work for both departments. Chairman Nelson stated that most towns hire laborers to work for both the road crew and the transfer station. He recommended that in the future we create a new classification as a town laborer.
Review of Action Items
Adjourn
Chairman Nelson motioned to go into non-public session under RSA 91-A:3 II (c) – Abatement review. Second by Selectman Ulcickas. Roll Call Vote: Chairman Nelson - yes, Selectman Ulcickas – yes, Selectman Donovan – yes. Vote: Unanimous.
Chairman Nelson motioned to close the non-public session at 10:55pm. Second by Selectman Donovan. 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 Selectmen reviewed 18 abatement requests and letters will be mailed to the residents who applied with either a granted or denied decision.
Chairman Nelson motioned to adjourn the public meeting at 10:56pm. Second by Selectman Ulcickas. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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