SELECTMEN’S PUBLIC MEETING
MARCH 19, 2007
Call to Order
Selectman Ulcickas called the meeting to order at 6:26pm. In attendance were Selectman John P. Ulcickas, Selectman Robert S. Donovan, Jr., Selectman Trisha McCarthy, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. Minutes were transcribed and typed by Office Manager Mary B. Winglass.
Selectman Ulcickas motioned to go into non-public session under RSA 91-A:3 II (c) – Internal Control Assessment Report; (c) - Assistance; (b) – Welfare Agent; (b) – Planning Board Administrative Assistant; (c) – Town Procedures. Second by Selectman Donovan. Roll Call Vote: Selectman Ulcickas – yes, Selectman Donovan – yes, Selectman McCarthy – yes. Vote: Unanimous.
Selectman Ulcickas motioned to recess the non-public session at 7:02pm. Second by Selectman Donovan. Per unanimous roll call vote, the minutes of the meeting and the materials relating to this discussion are to remain confidential until in the opinion of the majority of the members, the circumstances no longer apply.
· Selectmen’s Reorganization Meeting
Selectman Donovan motioned to nominate John Ulcickas as the Chairman of the Board of Selectmen. Second by Selectman McCarthy. Vote: Unanimous.
The Board unanimously agreed to the following department/committee liaison positions;
Recreation Commission – Selectman Robert Donovan, Jr.
Planning Board – Selectman Robert Donovan, Jr.
Conservation Commission – Selectman Trisha McCarthy
Safety Complex Building Committee, Police and Fire Department – Selectman Robert Donovan, Jr.
Bob Bartlett, Chairman of the Safety Complex Building Committee asked to speak at this time. Mr. Bartlett requested to have another Selectman as liaison for in the past there has been an element of problems with communication and would like to avoid this issue if possible. Selectman Donovan responded that it is important to have members with their own opinions. Mr. Bartlett responded that sometimes opinions come out in public in a loud and inappropriate manner. Selectman Donovan stated that he would like to stay on the committee. Mr. Bartlett stated that he thought it would be beneficial to have the newest member on the Board of Selectmen to become involved with the Safety Complex. Selectman McCarthy responded that she is planning on attending some of meetings to stay in touch with what is happening with
the Safety Complex. Resident Horace Williams stated that he seconds the request for a change. A third was given by resident Eileen Patterson.
Chairman Ulcickas stated and Selectman McCarthy agreed that Selectman Donovan will remain the liaison and if they cannot find a way to work things out then we can change it.
Building Inspector – Chairman John Ulcickas
Stewardship Committee – Selectman Trisha McCarthy
Transfer Station – Chairman John Ulcickas
· Election Results
The 2007 Budget was approved at the March 13, 2007 Town Meeting. With the passage of this article allows the Board of Selectmen to move forward with proposed purchases, repairs and cost of living increases for town employees.
Cost of Living Increase
The Board reviewed the revised wage schedule to reflect the 2.5% cost of living increase.
Chairman Ulcickas motioned to accept the wage schedule, effective April 1, 2007, as adjusted by the 2.5% cost of living due to the 2007 budget passing. Second by Selectman Donovan. Vote: Unanimous.
Phase II of the Fire Alarm System at the Town Hall
Phase II of the Fire Alarm System at the Town Hall is $1,772.00 plus $480.00 for the yearly monitoring fee and $150 for the yearly maintenance fee.
Chairman Ulcickas motioned to pay JM Protective Services of Manchester, NH the sum of $1,772.00 plus the $480 yearly monitoring fee and the $150 maintenance fee to come out of the General Government Buildings budget. Second by Selectman McCarthy. Vote: Unanimous.
Phase II of the Fire Alarm System at the Gale Library
Phase II of the Fire Alarm System at the Gale Library is $1,950.00 plus $480 for the yearly monitoring fee and $200 for the yearly maintenance fee. Town Administrator Nancy Wrigley stated that she is not 100% sure but based on her memory, the Library will pay the $480 for this years monitoring fee from their budget. The Board requested a clarification on the monitoring fee and questioned why the maintenance fee is $200 versus the $150 for the Town Hall. Town Administrator Nancy Wrigley will check on these two issues and bring back a clarification for the next Selectmen’s meeting.
Shingle the Town Hall roof and the cupola
The Board discussed the need to go out to bid for this repair to the Town Hall roof and cupola per the town’s purchase policy. The bid paperwork will be prepared for the Board to review.
Repairs to the Planning Board Office and old Cable Room
The Selectmen discussed that $5,000 was put in the General Government Buildings budget for repairs to the (3) Commissions office and the old Cable room (back office) at the Town Hall.
Town Administrator Nancy Wrigley stated that some time ago resident Bill McCarthy submitted a proposal for a total of $800 to caulk, patch and sand where needed and two coats in a neutral color plus the prep and one coat of finish in the current color to the woodwork of the (3) three Commissions office and the adjourning old cable room. Ms. Wrigley added that Andrew Morse could come in to paint these rooms but his time is somewhat limited and would stretch out this project. TA Wrigley added that we need to move forward with the renovations/updates to this office as well as the purchase of the copier that was approved last year and the need to install the networking cables.
Chairman Ulcickas and Selectman Donovan agreed to hire Bill McCarthy to paint the rooms as written on the proposal for $800 as a starting point for the repairs/renovations that are badly needed in these two offices.
Code Enforcement
The Board discussed the need to advertise for this position and asked for resumes to be submitted no later than April 16th and to send a copy of the advertisement to an applicant who already sent in her letter of interest for the position.
Introduction of Guests
Old Business
A. Wilders Grove Cottage Owners Association Re: Memorandum of Understanding
Member of the Wilders Grove Cottage Owners Association Dave Poulson addressed the Board requesting to revisit the Memorandum of Understanding that they submitted to the Board for consideration in October 2006. In October, the Board decided to review the paperwork and have town counsel review it as well.
Chairman Ulcickas stated that counsel checked the memorandum of understanding and we received a letter from counsel addressing the issues they have with this agreement. On advice of legal counsel, Chairman Ulcickas announced that the Board will not be signing a Memorandum of Understanding with the Wilders Grove Cottage Owners Association. Per Attorney Ratigan’s letter to the Board many of the issues raised in the Memorandum are outside the scope of the Selectmen’s authority.
Chairman Ulcickas stated that the boat ramp is owned by the State Fish & Game and they control the use of Country Pond, the culverts are the responsibility of the town and will remain as such, the town does not have trash pickup. If the water quality of the pond is found not safe to swim in, the town will post the area as well as the town’s website as it has done in the past
Selectman Donovan added that the town cannot regulate the boat access for we have no authority as the pond is regulated by the NH Fish & Game. Mr. Poulson questioned whether the state access to Country Pond is a “ramp” or a “state access point”. No one was sure of the answer to this question and Mr. Poulson asked if the town will contact the state to ask or is it up to the association. Chairman Ulcickas stated that the town will contact the state to find out what the access area is called and who is responsible for the maintenance of the ramp.
Mr. Poulson discussed the two culverts that have not been routinely maintained on a regular basis. One of the culverts is located on Country Pond Road and the other is at Wilders Grove and this one is in need of serious repair. Selectman McCarthy added that the Conservation Commission helped to partially clean out one of the culverts for it was thought that it had been blocked with a beaver dam. The Board discussed the need to direct the Road Agent Frank Gibbs to go down and check out the culverts and report his findings back to the Board. The Board decided to coordinate a time to meet with Frank when the weather is better to check out the culverts.
Mr. Poulson questioned the trash pickup and the Board responded that trash pickup is out of the question as the town does not have trash curbside pickup and the area is not owned by the town. Chairman Ulcickas discussed possible trash pickup near the parking area.
Chairman Ulcickas gave Mr. Poulson a copy of the Attorney’s letter and added that we need to continue to work together regarding these areas of concern.
Resident Jim Baker of 1 Ridge Road asked to speak for he stated that he has spent some time at the Town Hall preparing a list of residents who live in the Country Pond area and their taxes that they pay to the town. Mr. Baker handed out the list to the Selectmen and stated that he hopes that the Selectmen can help with the culverts and other items listed in the memorandum of understanding.
Summer resident Phil Lang asked for a summary of what was discussed and Chairman Ulcickas responded that they need to meet with Road Agent Frank Gibbs to see what we can do about the culverts and to get information from the state on who maintains the access area.
New Business
A. Local Officials Workshop available through the Local Government Center
The Selectmen will take a look at their schedules to find out when/if they would be able to attend the workshops.
Announcements
· Tax Year 2006 Sales-Assessment Ratio
Chairman Ulcickas read a letter from the State of New Hampshire Department of Revenue Administration stating that the department conducted a sales-assessment ratio study using market sales, which have taken place in the Town of Newton between October 1, 2005 and September 30, 2006. Based on this information, the state determined the average level of assessment of land, buildings and manufactured housing as of April 1, 2006.
The state determined the overall weighted mean sales-assessment ratio for the land, buildings, and manufactured housing in the Town of Newton for Tax Year 2006 to be 103.9%. The median ratio for the land, buildings, and manufactured housing in the Town of Newton for Tax Year 2006 is 104.1%. The median ratio is the generally preferred measure of central tendency for assessment equity, monitoring appraisal performance, and determining reappraisal priorities or evaluating the need for reappraisal. Therefore the median should be the ratio used to modify the market value of properties under review for abatement to adjust them in accordance with the overall ratio of all properties in the Town of Newton.
Resident Horace Williams requested to speak regarding the increase to the residents electric bills after the new meters were installed. His bill increased $40 in the first month and he would like the town to look into this increase.
Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting minutes of March 5, 2007
Chairman Ulcickas motioned to accept the Selectmen’s public meeting minutes of March 5, 2007 as written. Second by Selectman Donovan. Vote: Chairman Ulcickas – yes, Selectman Donovan – yes, Selectman McCarthy abstained. Motion passed.
· Selectmen’s Non-Public Meeting minutes of March 5, 2007
Chairman Ulcickas motioned to accept the Selectmen’s non-public meeting minutes of March 5, 2007 as written. Second by Selectman Donovan. Vote: Chairman Ulcickas – yes, Selectman Donovan – yes, Selectman McCarthy abstained. Motion passed.
Reports from Department Heads
1. Safety Complex Building Committee
Chairman of the Safety Complex Building Committee Bob Bartlett stated that he heard from several people on the day of elections questioning the land selection for the proposed safety complex. He asked to take this opportunity to make it clear the way the committee selected the land proposed for the safety complex. Five properties were looked at and four were offered to the committee.
The Marden land on Whittier Street. Mr. Bartlett stated that this land was not well located for response time and there was talk about turning the peanut trail into a town road and this would cost more than what they wanted, therefore no one was in favor of it.
Puzzle Lane off Route 108 (near the Plaistow line). Mr. Bartlett stated that the response time left this property completely out of the picture.
Fitzgerald property on Route 108. Mr. Bartlett stated that this property was very desirable and the committee was offered the opportunity and walked the land with the architect. Due to the choice lots considered for this project, the purchase price would be around $300,000 to $500,000 per acre. The committee considered putting in a short road so they could access the back acres at a lesser price but a sizeable portion of the back land is wet.
The fourth property has a confidentiality clause, is located on Highland Street and has about 6 acres of land which was offered to the committee to purchase for $400,000 plus a swap of town land. This land was not the most desirable due to the residential location and due to the level of the land and the wooded area would require stumping and fill. All put together it would have blown the budget.
Bearce property on Merrimac Road. This property was approved by the committee for many reasons. The land is located above level, is in a commercial area, has been cleared and a price of $300,000. The area already houses a commercial operation and would require reduced site prep work. Due to the intersection of Merrimac Road and Route 108, lighting would be necessary and the state was contacted and stated that this would not be a problem.
Mr. Bartlett added that the committee is disappointed with the vote but they do want to continue. Mr. Bartlett contacted the architect and the engineer and they agreed to stay with the project. Mr. Bartlett asked that the town pay the invoice from Mr. Davis for the architectural schematic design and reimbursable expenses for a total of $2,298.00.
Chairman Ulcickas motioned to pay Mr. Davis for the Architectural Design services for $2,298.00 for the feasibility and design services for the Safety Complex from the Safety Complex Building account. Second by Selectman Donovan. Vote: Unanimous.
Mr. Bartlett requested that the town’s website be updated with a PowerPoint presentation and a newsletter. Webmaster/Office Manager Mary Winglass responded that the committee has a page on the town’s website and it would be no problem to update it but it may be a little while for other projects are in process.
Chairman Ulcickas questioned if the committee was able to resolve the outstanding invoice from Samyn & D’Elia Architects. Mr. Bartlett responded that based upon his understanding, the town is not responsible. The Board agreed that we need to get something in writing stating the town is not liable for this invoice. Mr. Bartlett responded that he will contact them to get it in writing.
Rich LeClaire requested that the Selectmen address the status of the current use issues regarding Sargent Woods. Chairman Ulcickas responded that currently the Board is waiting for the bank appraisal from Ned Nichols.
Review of Action Items
Adjourn
Chairman Ulcickas motioned to reconvene the nonpublic meeting. Second by Selectman Donovan. Roll Call Vote: Chairman Ulcickas – yes, Selectman Donovan – yes, Selectman McCarthy – yes. Vote: Unanimous.
Chairman Ulcickas motioned to close the non-public meeting at 9:45pm. Second by Selectman McCarthy. 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 Board reviewed the four (4) resumes for the position of Welfare Agent and decided to forward them to the town’s current Welfare Agent for her to review and to hire Lisa Babcock as the Planning Board part-time Administrative Assistant per the recommendation of the Planning Board effective March 19, 2007 at Grade VIII, step IV.
Chairman Ulcickas motioned to adjourn the meeting at 9:46pm. Second by Selectman Donovan. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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