SELECTMEN’S MEETING
September 25, 2006
Call to Order
Chairman Nelson called the meeting to order at 6:20pm. 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) – tax lien and (b) – Transfer Station. Second by Selectman Donovan. Roll Call Vote: Selectman Ulcickas – yes, Selectman Donovan – yes, Chairman Nelson – yes. Vote: Unanimous.
Chairman Nelson closed the non-public session at 6:50pm. 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 the hiring of Scott Bradstreet as a part-time SWDA Attendant at Grade V, step 1, per the recommendation of the Transfer Station and Facilities Manager Andrew Morse effective September 16, 2006.
Chairman Nelson called the public meeting back to order at 7:05pm.
Introduction of Guests
Police Chief Lawrence Streeter to introduce three new part time Police Officers
Police Chief Streeter introduced three new part time Police Officers; Arthur J. Statezni, Richard J. Hendgen and Cory J. Drouin. Chief Streeter gave a brief overview of the candidate’s background and recommended to the Board for the appointments to be signed tonight.
Chairman Nelson motioned to appoint Arthur Statezni as a part-time Patrolman at Grade X, step 2, $12.60 per hour effective September 14, 2006. Second by Selectman Ulcickas. Vote: Unanimous.
Chairman Nelson motioned to appoint Richard J. Hendgen as a part-time Patrolman at Grade X, step 2, $12.00 per hour effective September 14, 2006. Second by Selectman Donovan. Vote: Unanimous.
Chairman Nelson motioned to appoint Cory J. Drouin as a part-time Patrolman at Grade X, step 2, $12.30 per hour effective September 14, 2006. Second by Selectman Donovan. Vote: Unanimous.
Old Business
A. Continued discussion of Town Hall hours, postage meter and DocStar system
Town Hall Hours
Chairman Nelson stated that the Board is discussing the hours that the Town Hall is open to the public. Chairman Nelson added that he has received complaints about the offices not being open on certain days.
The Board reviewed a memo from the Town Hall staff which outlines that currently the offices are open 32 hours per week to the public and the remaining eight hours allows for opening and closing the offices as well as “down time” to prepare documents, minutes and to complete the many other duties that are required to run the Town Hall efficiently. The office is not open on Fridays but they are open on Thursday night until 8pm which allows residents to complete their business without taking a day out of work.
Selectman Ulcickas and Selectman Donovan both felt comfortable with the hours as they currently stand; the Board decided to make no change to the hours at this time.
Postage Meter
Chairman Nelson stated that he requested the office staff to look into using a postage meter at the Town Hall for ease in preparing mail for the town’s departments. A representative from Pitney Bowes visited the Town Hall to give a presentation on the benefits of using a metered postage machine. The consensus of the employees at the Town Hall is that the cost of the machine and materials outweigh the benefits. The offices all have a postage box that require that they go to the Post Office daily to pick up the mail, therefore purchasing stamps and sending certified mail requires minimal time.
Chairman Nelson stated that he would bring this information to the Planning Board for they were interested in using a metered postage machine.
DocStar System
Chairman Nelson asked if the staff has worked out a way to implement the DocStar system at the Town Hall. Town Administrator Nancy Wrigley stated that she set up training for herself as well as for Office Manager Mary Winglass so that they can learn on how this system would work best for all the department’s needs. Also, she is working on setting the system in the copier room so that everyone has access to it.
Chairman Nelson asked Police Chief Streeter if he has a data retention system at the Police Department. Chief Streeter responded that he does but it is still imperative to have “hard” files. He stated that you need to have the personnel power to scan the documents and then file them in storage.
Town Administrator Wrigley stated that we have a space needs in the office and she would like to take out the large safe in the back room so that the area can be used for file cabinets for the safe is not practical and it takes up too much room.
B. Update on Department of Corrections Project Community Phase II
The Board reviewed a memo from Town Administrator Nancy Wrigley stating that we are scheduled to have the inmates work for the town starting on Monday, October 2nd thru Wednesday October 4th. The Board reviewed a list of projects for the inmates. Selectman Donovan stated that he worked at the jail for five years and the Board needs to understand that the inmates are not skilled workers and he does not recommend painting on the inside of the Town Hall. The Board discussed having the inmates clean the side of the town roads and working at the Transfer Station. Transfer Station and Facilities Manager Andrew Morse stated that he has enough work to keep the inmates busy.
The Board decided to have the inmates work at the Transfer Station and to clean up the town’s roads as outlined by Road Agent Frank Gibbs.
Town Administrator Nancy Wrigley stated that she is still waiting for information on the town’s requirements to provide lunch for the inmate’s.
C. Continued discussion of Trucking on Whittier Street to Highland Street onto Pond Street
The Board reviewed a memo from Police Chief Streeter stating that he reviewed the statutes for excluding commercial vehicles on town roads and the general regulation of highways is provided to the Board of Selectmen by RSA 47:17 through RSA 41:11. Regulation of commercial vehicle traffic by the Board is specific to RSA 231:190, 191.
The Board of Selectmen can adopt a maximum weight limit for both Pond and Whittier Streets on a year round basis. The Board discussed with Road Agent Frank Gibbs the weight limit for these roads and it was determined that 24,000 gvw (Gross Vehicle Weight) would keep the large commercial trucks from using these roads for thru traffic. The Board requested that we order three signs that read “THRU COMMERCIAL VEHICLES EXCLUDED 24,000 gvw”. The signs will be posted on Chase Street, Whittier Street and Pond Street.
A courtesy letter will be sent to Landscapers Deport informing them of this new regulation.
Chairman Nelson motioned that thru commercial vehicles with a weight limit of 24,000 gvw are excluded from using Pond Street, Whittier Street and Chase Street. Second by Selectman Ulcickas. Vote: Unanimous.
D. Continued discussion of the Transfer Station safety upgrades
Transfer Station and Facilities Manager Andrew Morse informed the Board that the repairs to support the shed at the Transfer Station have been completed by M. Cote Home Improvements for a total of $75.00 and will be paid out of the Transfer Station petty cash.
The Board then reviewed an estimate for electrical repairs at the Transfer Station for a total of $2,879.00. The Board discussed the need to keep within the budget for these repairs yet these upgrades need to be completed as soon as possible. Mr. Morse added that funds are available in the equipment rent/repair line item for $1,825 and $1,000 from the hazardous waste line item.
Chairman Nelson motioned to get this electrical work taken care of from Councilman Electric for the amount of $2,879.00 and paid from the accounts listed by Andrew Morse. Second by Selectman Ulcickas. Vote: Unanimous.
Mr. Morse announced to the Board that he has changed the hours at the Transfer Station for Tuesday, October 31, 2006 to 9am to 3:45pm due to Trick or Treat.
Mr. Morse received an estimate to tune up and clean up the Kubota Tractor to put it back in the condition it should be for a total of $1,983.92. Mr. Morse recommended to the Board to complete all the repairs on the estimate for safety reasons with the funds to be paid from the equipment fund/repair line item in his budget.
Chairman Nelson motioned to authorize the repairs to the Kubota Tractor recommended by Transfer Station and Facilities Manager Andrew Morse and to spend the funds from the equipment repair line item. Second by Selectman Donovan. Vote: Unanimous.
E. Creating a new cable media center
Chairman Nelson announced that the Board is looking to move the cable media room out of their existing room and create a new media center on the stage of the Town Hall. This space is not being used and we currently have a space needs issue with the Planning Board office for it is used by the Conservation Commission and Recreation Commission. Adelphia Communications set up an expendable Trust Fund of $32,400.00 in 2001 to be used for cable communication needs.
Building Inspector Mike DiBartolomeo reviewed the specifications for the media center and recommended that the fire alarm to be tied into the existing alarm system.
Chairman Nelson motioned to go out to bid for the media center. Second by Selectman Ulcickas. Vote: Unanimous.
F. Open “Town Hall Sprinkler System” bids
Chairman Nelson opened four bids received for the Town Hall Sprinkler System. After reviewing the bids, the Board announced that they are not ready to give an opinion tonight. The Board requested that copies of the bids are given to the Building Inspector and Fire Chief for their recommendation and to review it again at the October 2nd Selectmen’s meeting.
New Business
A. Status of the well at the Police Department
Chairman Nelson announced that recently the Police Department had a water test analysis done through the State of New Hampshire Department of Environmental Services and the result found e-coli bacteria present in the water. The well is a dug well and the employees are now working without any water in the building. The Police Department has received estimates on the installation of an artesian well from Faxon’s Artesian Wells & Pumps or $6,075, McKinney Artesian Well & Pump Supply for $7,178, Ogden Wells for $6,095 and Comac Pump & Well for $7,710.
Building Inspector Mike DiBartolomeo reviewed the bids and stated that the four prices are about the same but certain items are different such as the length of the steel casing down the pipe and one includes cutting the hot top and patches as well as trenching. Road Agent Frank Gibbs was present and stated that to dig the trench would cost approximately $450 to $500.
Chairman Nelson motioned to accept the bid from Faxon’s Artesian Wells & Pumps for the amount of $6,075 plus an additional $500 for the trenching. The Board discussed the possibility of needing more funds for the estimate is approximate and we will not know the final cost until the well is completed; funding could go as high as $7,000. Second by Selectman Ulcickas. Vote: Unanimous.
The Board discussed how to pay for the well and decided to send a letter to the Department of Revenue requesting to use $7,000 from the unexpended fund balance to pay for this emergency expenditure.
B. Set date to request 2007 preliminary budget figures and review the 2006 YTD budget expenditures
The Board decided to request the 2007 preliminary budgets from all departments by Monday, October 30, 2006 and to include a 2.5% cost of living increase for all town employees.
C. Set date for Trick or Treat
Chairman Nelson motioned to hold Trick or Treat on Tuesday, October 31st from 5pm to 8pm. Second by Selectman Ulcickas. Vote: Unanimous.
D. 2006 Paving Program
Road Agent Frank Gibbs discussed with the Board options for the 2006 paving program with the restriction of the budget of only $47,000.00. Mr. Gibbs stated that he had hoped to pave New Boston Road as well as Dugway Road this year but the budget only allows for the paving of one of the roads or a portion of both roads. Mr. Gibbs questioned the Board on the possibility of taking some funds from his winter budget.
The Board discussed the need for both roads to be paved and requested for the Road Agent to get two bids; one to pave each road individually and the other bid to include the paving of both roads.
Announcements
· 1ST ANNUAL KELLY LABELL BENEFIT FOR EEE RESEARCH
October 14, 2006 from 6pm to 11pm at the Roma Restaurant in Bradford, MA
· Selectmen’s Office, Town Clerk/Tax Collector’s Office and Building Inspector’s
Office will be CLOSED on Tuesday, September 26th
Accept Minutes of Selectmen Meetings
· Selectmen’s Public and Non-Public Meeting minutes of September 5, 2006
Chairman Nelson motioned to accept the public meeting minutes of September 5, 2006 as written. Second by Selectman Donovan. Vote: Unanimous.
Chairman Nelson motioned to accept the non-public meeting minutes of September 5, 2006 as written. Second by Selectman Ulcickas. Vote: Unanimous.
Reports from Department Heads
· Emergency Mgmt Director John Owens RE: Memorandum of Understanding for Exeter Area Inoculation Group
Emergency Management Director John Owens discussed with the Board a Memorandum of Understanding for a Mass Dispensing Site between the Town of Newton and the Memorial Elementary School. The Governor under RSA 4:45 can declare a state of emergency if it is found that a natural, technological, or man-made disaster of major proportions is imminent or has occurred with this state. This agreement identifies the Memorial Elementary School as the facility and its intent to serve as a Point of Dispensing (POD) in the event that community prophylaxis is necessary to address a large-scale public health emergency. Chairman Nelson signed the agreement on behalf of the Board of Selectmen.
Mr. Owens added that there is a second Memorandum of Understanding between the Towns of Kingston, East Kingston, Newton, Kensington and South Hampton for the use of Town Facilities, Emergency Services, and Resources to Supplement Activities resulting from a large scale public heath emergency. The agreement would allow for providing immediate response to a disaster for the above named towns to use Town of Kingston facilities during such an event. Mr. Owens stated that the new High School would be used to provide vaccination clinics and a mass antibiotic distribution center during a disaster, communicable disease emergency, or other public health emergency. Chairman Nelson signed the agreement on behalf of the Board of Selectmen.
Mr. Owens stated that these agreements were completed by the six towns in order to prepare for the worse case scenario and to agree to work together to assist any individual town should there be an isolated incident.
Mr. Owens announced that the Town of Newton held a graded Seabrook drill and received high grades as Newton exceeded its requirements.
· Update from the Safety Complex Building Committee
Bob Bartlett, Chairman of the Safety Complex Building Committee gave an update on the status of the design and engineering plan to propose to the Selectmen soon. Mr. Bartlett stated that he has been working with Engineer Dennis Quintel, Chet Bearce and the Police and Fire Department to finalize the plan and he is very happy with the outcome, working with these individuals has created a much better and efficient design in a shorter time. The Board questioned the balance of the $50,000 Capital Reserve Fund. Mr. Bartlett stated that those that are involved with this project are committed to completing and preparing a final plan within the budgeted funds. Mr. Bartlett was asked the total acres on the final plan. Mr. Bartlett responded that it is just under 7 acres.
· Transfer Station Mgr Andrew Morse Re: Disposal of treated lumber
Transfer Station and Facilities Manager Andrew Morse requested permission to change the current construction and demolition recycling program at the Transfer Station. Currently G. Mello Disposal picks up the materials and disposes of it. The new program would still have Mello pickup the materials but it would be taken to ERRCO in Epping, NH and would be a savings of $27 per ton.
The Board agreed to change the disposal of the construction and demolition materials by using EERCO of Epping, NH.
Review of Action Items
Adjourn
Chairman Nelson motioned to adjourn at 9:29pm. Second by Selectman Ulcickas. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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