SELECTMEN’S MEETING
December 18, 2006
Call to Order
Chairman Nelson opened the meeting at 6:40pm. In attendance were Chairman Gary F. Nelson, 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 Office Manager Mary Winglass.
Chairman Nelson motioned to go into non-public session under RSA 91-A:3 II (c) – possible zoning violations and (e) – litigation. Second by Selectman Donovan. Roll Call Vote: Chairman Nelson – yes, Selectman Ulcickas – yes, Selectman Donovan – yes. Vote: Unanimous.
Chairman Nelson closed the non-public session at 6:58pm. Second by Selectman Donovan. Per unanimous roll call vote, the minutes of the meeting are to remain confidential until in the opinion of the majority of the members, the circumstances no longer apply except to announce that the Board discussed that the Town Attorney has been consulted regarding the winter maintenance of Grebenstein Drive and a memo is to be sent to the Planning Board regarding the bond money held for this road and the use of the money for the winter maintenance; the Board is to send a letter to a resident regarding an alleged Home Occupation.
Mr. Jacob Cross of Grebenstein Drive was present and asked to discuss with the Board the winter maintenance of Grebenstein Drive. The Board informed Mr. Cross that the town has no obligation for the winter maintenance as it is not a town road and suggested that he contact his neighbors as well as Merrimac Savings Bank to hire a contractor this winter. Chairman Nelson added that the Board does not want to set a precedent with maintaining roads prior to being accepted by the town.
A discussion ensued regarding the estimated construction cost to complete the road for the town is in possession of a bond to finish the road if the developer is found to be in default of completing the road per the Town’s Subdivision regulations. The Board requested that a memo to be sent to the Planning Board asking their appraisal of the situation and the possibility of using some of the bond money for the winter maintenance. Chairman Nelson added that he will contact the Town Attorney to discuss the Town’s legal options.
Mr. Cross thanked the Board for their time and said he will speak with his neighbors and Merrimac Savings Bank about hiring a contractor for the winter maintenance.
Introduction of Guests
Old Business
A. 2006 Town Report Bid Comparison
The Board reviewed the bid comparison spreadsheet listing the companies that bid on the 2006 Town Report. After reviewing the prices to include pickup and delivery with a two color cover and the delivery schedule, the Board made the following motion.
Chairman Nelson motioned to accept the bid from Odyssey Press Inc. for the price of $4,144.00 to include 160 pages including pickup and delivery and a two color cover for the 2006 Town Report. Second by Selectman Ulcickas. Vote: Unanimous.
B. Letter from the Town of Kingston Board of Selectmen Re: Town Meeting Date Change Request
Chairman Nelson stated that the Board received a response letter from the Town of Kingston Board of Selectmen regarding possibly changing the date of the Annual Town Meeting from March to April. The Kingston Board of Selectmen stated in their letter that they are not interested in changing at this time.
C. Installation of a Smoke Detector in the new Media Center
The Board reviewed a bill from JM Protective Services for the installation of a smoke detector in the new media room for $133.00. It was discussed that the Board needs to approve all expenditures from the Expendable General Trust Fund for Cable.
Chairman Nelson motioned to expend $133.00 for the installation of a smoke detector in the new media room to JM Protective Services to be paid from the Expendable General Trust Fund for Cable. Second by Selectman Donovan. Vote: Unanimous.
Cable Chairman Andrew Morse asked the Selectmen for permission to spend approximately $1,000 out of his budget or the Trust Fund for Cable to seal the new benches and shelves with polyurethane in the media room. The Board asked for Mr. Morse to get a quote and to check his budget and get back to the Selectmen with the details.
D. Review of the 2007 proposed budgets, default budget and warrant articles
1. Municipal waste containers bid comparison
The Board reviewed the municipal waste container bid comparison spreadsheet. The bids were from G. Mello Disposal Corp., Waste Management and Allied Waste Services to include the service fees for (5) 2 cubic yard and (1) 4 cubic yard containers for weekly and bi-weekly pickups. The Board discussed that the Town Hall and Fire Station has a monthly pickup and the Police Department would like a bi-monthly pickup, but we are unaware of the needs for Greenie Park and the Town Beach area. Office Manager Mary Winglass stated that she sent an email to the Recreation Commission asking them to inform the Board of the pickup schedule for these areas. Recreation Commission member Nancy Slombo responded with information as to how many months the containers are at these locations but she did not include what they require for a
pickup schedule i.e. weekly, bi-weekly.
The Board then reviewed the Recreation Commission budget.
Recreation Commission
The Board requested that we contact the Recreation Commission to find out their needs for container pickups (see above discussion) so that we can budget the needs and cost of this expense.
General Government Buildings
After discussing the municipal container bids for the town buildings, the Board decided to put $3,000 in the General Government Building budget to cover the cost of the container pickups at all the municipal areas.
New Business
A. Letter from resident Jay Pramberg Re: Request for repairs to Webster Road
Chairman Nelson discussed with Mr. Pramberg that the Board was informed that the Road Agent had completed some repairs to the road and then asked if the repairs fixed the problem. Mr. Pramberg responded that the repairs look like prep work for the asphalt, the potholes were filled with dirt or processed gravel but the road is in such bad shape for to go around the potholes puts you in line with other potholes.
Office Manager Mary Winglass added that Road Agent Frank Gibbs was unable to attend tonight’s meeting and stated that she spoke with Frank this morning and he informed her that the hot top would have to wait until Heath Street and Pond Street were completed, which may be a couple of years.
The Board reviewed the pictures showing the condition of Webster Road and decided to conduct a site walk of the road on Saturday, December 23rd starting at 8:15am to view the condition of the road firsthand. The Board requested to have Road Agent Frank Gibbs attend the site walk.
Mr. Pramberg added that some of the neighbors feel that since Kingston went to curbside trash pickup, the trucks use Webster Road and they feel this has added to the decaying of the road. The Board requested that we look at the weight limit on the road.
B. 2007 Regional Prosecution Contract
The Board reviewed the 2007 Regional Prosecution Contract which reflects a 4.75% increase over last year’s budgeted amount.
Chairman Nelson motioned to accept the 2007 Regional Prosecution contract for the sum of $1,045.14 monthly plus adjustments. Second by Selectman Ulcickas. Vote: Unanimous.
C. Letter of Understanding to amend the contract with Rockingham Planning Commission to extend the completion date for the Land Use Chapter and CIP
Chairman Nelson stated that this extension will allow Rockingham Planning Commission (RPC) to continue with the Master Plan update which will help to shape the towns future. Town Administrator Nancy J. Wrigley added that RPC has been paid in full to complete the update but they did not have enough time to complete the job.
Chairman Nelson motioned to accept and to extend the contract with Rockingham Planning Commission to complete the Master Plan update until June 30, 2007. Second by Selectman Donovan. Vote: Unanimous.
Announcements
· Town Hall Offices closed Monday, December 25th and January 1, 2007
· Planning Board Administrative Position
Chairman Nelson stated that the Chairman of the Planning Board Kim Pettit revised the Administrative Assistant to the Planning Board job description. The Board reviewed the job description and instructed Office Manager Mary Winglass to place an advertisement in the newspaper and to put it on the town’s website.
The Board discussed that they accept the Planning Board Administrative Assistant job description as written and to put it out for advertisement as soon as possible and to include that we offer competitive pay, commensurate with experience for 25 hours per week and to maintain office hours as determined by the Planning Board. The Board determined that the deadline to submit a resume would be Thursday, January 18, 2007 and they would extend this date if necessary.
Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting of November 13, 2006, November 20, 2006, November 30, 2006 and December 4, 2006
Chairman Nelson motioned to accept the Selectmen’s public meeting minutes of November 13, 2006, November 20, 2006, November 30, 2006 and December 4, 2006. Second by Selectman Donovan. Vote: Unanimous.
· Selectmen’s Non-Public Meeting of November 13, 2006, November 20, 2006 and December 4, 2006
Chairman Nelson motioned to table the acceptance of the non-public meeting minutes for he needs to review the November 20th minutes. Second by Selectman Ulcickas. Vote: Unanimous.
Reports from Department Heads
1. Request to encumbered funds and carry-over Paid-Time-Off hours
Paid Time Off
Town Administrator Nancy Wrigley informed the Board of Selectmen that some employees have requested to be paid for their unused time and as this request is not written in the Personnel Policy nor is it budgeted, it would not be prudent to grant this request. And if you do it for one then you will have to do it for all employees.
Chairman Nelson motioned to carry-over any unused vacation time to next year for; 20 hours for William Brousseau and 4 hours for Thomas Dickey or whatever is remaining to 2007. Second by Selectman Ulcickas. Vote: Unanimous.
Chairman Nelson motioned to allow Andrew Morse to carry over his unused paid time off or whatever is remaining to 2007. Second by Selectman Ulcickas. Vote: Unanimous.
Chairman Nelson motioned to allow Kim Hughes to carry over 18.75 hours of unused vacation time or whatever is remaining to 2007. Second by Selectman Donovan. Vote: Unanimous.
Chairman Nelson proposed that the Board take a look at the personnel policy next year for it is necessary to take vacation time during the year, especially there are rules that anyone dealing with the finances should be forced to take vacation time.
Chairman Nelson motioned to allow Mary Winglass to carry over 54.75 paid time off hours or whatever is remaining into 2007. Second by Selectman Donovan. Vote: Unanimous.
The Board tabled carrying over remaining paid time off for the Police Department to the Thursday budget meeting, December 21st.
Encumbered Funds
Emergency Management
Chairman Nelson motioned to authorize to encumber $1,574.99 for Emergency Management to pay Galls Safety Equipment for a portable generator, if funds are available. Second by Selectman Ulcickas. Vote: Unanimous.
Fire Department
Chairman Nelson motioned to authorize to encumber $1,499.00 for the Fire Department for a laptop computer. Second by Selectman Donovan. Discussion: The Board questioned what type of computer and are we paying Sylvania Maddock to purchase the computer. TA, Nancy Wrigley responded that we are purchasing a DELL and will use the town’s credit card to purchase the computer and then pay Sylvania Maddock to set it up for the Fire Department. Vote: Unanimous.
General Gov’t Buildings
Chairman Nelson motioned to authorize to encumber $4,843.59 from the General Government building if funds are available for the following purchases; Sam’s Club for paper goods for $144.59; Letoile Roofing Company, Inc., for repairs to the Gale Library roof for $235.00; M. Cote Home Improvements for the Gale Library Attic Stairs for $1,200.00; JM Protective Services, LLC, for the Gale Library Fire Alarm System for $2,375.00 and the Gale Library Emergency Duress System for $889.00 for a total of $4,843.59. Second by Selectman Donovan. Vote: Unanimous.
Highway – Summer
Chairman Nelson motioned to authorize to encumber $13,790.00 from the Highway Summer budget to Gibbs Construction for the widening of Maple Avenue for work for next year if funds are available. Second by Selectman Ulcickas. Discussion: The Board discussed if some of these funds could be used for Webster Road and it was determined that we need to budget to pave Webster Road next year. Vote: Unanimous.
Highway – Winter
Chairman Nelson motioned to authorize to encumber $55,970.00 from the Highway Winter budget to Gibbs Construction for roadwork on Dugway Road and Wentworth Avenue if funds are available. Second by Selectman Donovan. Vote: Unanimous.
Planning Board
Chairman Nelson motioned to authorize to encumber $1,031.00 from the Planning Board for a DELL desktop computer, if the funds are available. Second by Selectman Donovan. Discussion: Selectman Ulcickas questioned why they are purchasing a new computer. It was discussed that the computer they have has some issues and at this point it would be cheaper to buy a new one plus all the software. Vote: Chairman Nelson and Selectman Donovan – yes; Selectman Ulcickas – opposed. Motion passed.
Carry Forward
Warrant Article #5 – For phase I of the installation of a sprinkler system in the Town Hall. (non-lapsing til 12/31/2011) for $47,193.98.
Chairman Nelson motioned to carry forward $47,193.98 for phase I of the installation of the sprinkler system in the Town Hall. Second by Selectman Ulcickas. Vote: Unanimous.
Warrant Article #9 – To cover the cost of the legal fees incurred in the preparation of a lease acquisition agreement with Chester Bearce to acquire sufficient land off South Main Street/Merrimac Road to build a Community Safety Complex for $1,500.00.
Chairman Nelson motioned to carry forward $1,500.00 to cover the cost of the legal fees incurred in the preparation of a lease acquisition agreement with Chester Bearce to acquire sufficient land off South Main Street/Merrimac Road to build a Community Safety Complex. Second by Selectman Ulcickas. Vote: Unanimous.
Town Administrator Nancy Wrigley questioned encumbering funds for the site plan review for the pump house for it does not meet the requirements for the setbacks within the town’s zoning. The Board decided that this is a second phase item, not a phase I issue.
2. Safety Complex Building Committee
Chairman of the Safety Complex Building Committee Bob Bartlett discussed that the committee wants to sever the relationship with their engineer for they have not met the goals and the committee agreed to not pay the last bill for they were not giving the committee anything new, they just resubmitted the old drawings.
The committee has another engineer that does fulfill the needs of the committee and is willing to work now and to be paid once the warrant article passes or if it does not pass then he does not get paid. This engineer is based in Portsmouth and has worked on many municipal buildings and has a great reputation. He has agreed to produce brochures before the Deliberative Session and is prepared to provide public information on the building. He has agreed to the price of 3 million and is determined to produce the project within that price.
The Board discussed drafting a letter to the present engineer severing their relationship. Chairman Bob Bartlett will need to submit information highlighting the issues that the engineer has not accomplished to the Selectmen’s Office.
The Board then discussed bonding for this project. Bob Bartlett stated that he forwarded contact information to the Office Manager last week. Office Manager Mary Winglass stated that she contacted the New Hampshire Municipal Bond Bank last week and was told that the town needs to hire a Bond Counsel to work through this project. Winglass then contacted Devine, Millimet & Branch, PA as the Town’s Bond Council as recommended by the NH Bond Bank and they stated that they will send out a packet of information to the town. The Board discussed that we need to move forward with a plan for funding through the bond bank. It was decided to meet again on Thursday, December 21, 2006 after the Safety Complex Building Committee meeting with the Treasurer to discuss bonding for this
project.
Review of Action Items
Adjourn
Chairman Nelson motioned to adjourn at 9:38pm. Second by Selectman Ulcickas. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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