SELECTMEN’S PUBLIC MEETING
June 18, 2007
Call to Order
Chairman Ulcickas motioned to go into non-public session at 5pm under RSA 91-A:3 II (b) – Deputy Treasurer; (c) – Personnel matters and (b) – Code Enforcement Officer. Second by Selectman Donovan. Roll Call Vote: Chairman Ulcickas – yes, Selectman Donovan – yes, Selectman McCarthy – yes. Vote: Unanimous.
Chairman Ulcickas motioned to recess the non-public meeting at 5:58pm in order for the Board to go to the Transfer Station to conduct an emergency site walk. Second by Selectman Donovan. Roll Call Vote: Chairman Ulcickas – yes, Selectman Donovan - yes, Selectman McCarthy – yes. Vote: Unanimous.
Town resident arrived at Town Hall at 5:50pm regarding the Transfer Station. He informed the Board that the Transfer Station Oil Room Door was open and that three dump trucks had been pulled up to the gate. He further stated that they left, (he thought maybe because they saw him).
At 6:03pm Selectman Chairperson John Ulcickas, Selectman Bob Donovan and Trisha McCarthy arrived at the Transfer Station and met with resident John Walsh.
The Selectmen observed the oil-shed door was propped open, the oil drum container was unlocked, and the compactors were not shut. In addition to this the Town Vendor Files and employees records were unsecured in the oil shed. It is unknown if any cash was in the file boxes. Both file boxes were taken into possession by the selectmen and brought to the Town Hall for safekeeping.
Photos taken
1. Door open
2. Compactor #1 by oil shed not shut
3. Gas can
4. Oil Drum unlocked
5. Town files
6. Kerosene heater beside Oil Drum
7. Compactor #2 open
8. Gasoline in open shed
9. 5 Gal bucket of unknown substance (unsecured)
The Board left the Transfer Station at 6:17pm. Photos were taken by John Ulcickas and minutes taken by Trisha McCarthy
Chairman Ulcickas motioned to reconvene the non-public session at 6:20pm. Second by Selectman McCarthy. Roll Call Vote: Chairman Ulcickas – yes, Selectman Donovan - yes, Selectman McCarthy – yes. Vote: Unanimous.
Chairman Ulcickas motioned to close the non-public session at 7:07pm. 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 amended the SWDA Lead Attendant job description and the SWDA Part Time Attendant job description; the Board will conduct a site walk at 58 Peaslee Crossing Road on June 21, 2007 and 5 Crane Crossing Road on June 27, 2007; the Board set a date and time to interview for the position of Code Enforcement Officer at the Monday, July 25th work session.
Introduction of Guests
Old Business
A. Cont discussion of Town Policies and Procedures
Resident Sticker Policy
Chairman Ulcickas announced that the Board has been spending a good deal of time this month working on policies and procedures. The Board has been working on a new Resident Sticker Policy to coincide with replacing the current blue resident sticker with a green resident sticker. Blue stickers will remain in effect through August 31, 2007. The policy outlines a list of requirements and includes verifying a resident sticker with the registration and drivers license. Seasonal stickers will be given a different color seasonal sticker with the year imprinted, by the Selectmen’s Office that will be good from January to December of that given year. The seasonal stickers being printed now will remain in effect through December 2008.
The Resident Sticker Policy is available on the Newton Official Website and at the Town Hall and gives clear guidance on the handling of resident stickers.
Chairman Ulcickas motioned to accept the resident sticker policy for residents and seasonal residents. Second by Selectman McCarthy. Vote: Unanimous.
B. Cont discussion of the Calculation of the Allowable Number of Elderly Housing units
Office Manager Winglass discussed that on March 13, 2007 at the Annual Town Election, the voters approved to amend the Newton Zoning Ordinance Article XXX, regarding ELDERLY HOUSING to exclude existing elderly housing units in the calculation to determine allowable new elderly housing units.
When the Board discussed the calculation at their last meeting, two Elderly Housing units were included in the calculation of Dwelling Units as of April 1, 2007, when according to the ordinance amendment, they are not to be included. The two elderly units have signed occupancy permits dated January 2007. The Board agreed to change nothing for the occupancy permits were signed prior to the amendment, therefore leaving the allowable number of elderly housing units as of April 1, 2007 at (7) seven units.
New Business
A. Rockingham Planning Commission Re: Master Plan Contract Extension
The Board reviewed a request from the Rockingham Planning Commission to extend the end date of the Newton Master Plan Chapters contract with the RPC from June 30, 2007 to October 31, 2007.
Town Administrator Wrigley stated that the extension will allow RPC to continue with the Master Plan Update and they have been paid in full.
Chairman Ulcickas motioned to extend the end date of the Newton Master Plan from June 30, 2007 to October 31, 2007. Second by Selectman Donovan. Vote: Unanimous.
B. Impact Fee Waiver Request for 11 Crossman Circle
The Board reviewed a letter from Charles Hohne of 10 Crossman Circle asking for an Impact Fee Waiver Request for his property at 11 Crossman Circle. Mr. Hohne has contracted to build a Colonial Style Modular home on 11 Crossman Circle and asked for a waiver for he has owned the property since 1989. Town Administrator Wrigley stated that the subdivision was approved in 1989 and per the Impact Fee Ordinance they are required to pay the fee. Town Administrator Wrigley added that Mr. Hohne gave her a check for the impact fee so as not to stop the permitting process.
Chairman Ulcickas motioned to deny the request for a waiver of the impact fee of $3,376 for tax map 008-02-12-5 at 11 Crossman Circle. Second by Selectman Donovan. Vote: Unanimous.
C. DocStar Data Retention System
The Board discussed that last year the Board budgeted for a part time office staff to help out during the summer months with the intention of getting the DocStar Electronic Filing system up and running. The Board discussed that it is a little late but to advertise for the position for we need to get this system up and running.
Town Administrator Wrigley asked for some type of guidelines and/or procedures for handling the information to be put into the electronic filing system. It was discussed that we can start with the Selectmen’s minutes and to use the agenda for tickler words to at least get this started. Once we get the handle on it then we can start scanning other documents.
The Board asked to advertise for the position of a part time office staff position to work with an electronic filing system and to put the ad in the newspaper.
Announcements
· Resignation from Ray Thayer, Town Clerk/Tax Collector
Chairman Ulcickas announced that with regret, the Selectmen accepted Ray Thayer’s resignation and respect his reasons for resigning. He’s served the Town for over 20 years, and his loyal service will be missed. The Board of Selectmen is hosting a retirement party for Ray on Monday, July 9, 2007 from 5pm to 8pm at the Town Hall. Light refreshments will be served. Anyone interested in donating refreshments, please contact the Selectmen’s Office at (603) 382-4405.
· Appointment of the Interim Town Clerk/Tax Collector Mary Jo McCullough
Chairman Ulcickas announced that the interim Town Clerk/Tax Collector is Mary Jo McCullough who will fill in until the next election in March 2008.
· Town Clerk/Tax Collectors Office will be CLOSED from June 27th until July 9th.
Chairman Ulcickas announced that the Town Clerk/Tax Collector’s Office will be closed starting on Wednesday, June 27, 2007 until July 9, 2007 due to a vacation scheduled prior to the resignation of Ray Thayer. The Selectmen’s Office will accept tax payments in a sealed envelope during this time and motor vehicle renewal registrations can be done online through E-Reg. E-Reg can be accessed through the town website at www.newton-nh.gov and in order to process the registration by the end of the month, renewals must be received by EREG no later than June 26th.
· New Resident Stickers (green) will be distributed at the Selectmen’s Office on Thursday evenings from 5pm to 8pm over the next four weeks.
Selectman Donovan will be available to distribute new resident stickers on Thursdays from 5pm to 8pm. Residents must show proof of residency by showing their registration and license and only one resident sticker will be given out per each registration.
· 2007 Mosquito and Tick Season
Chairman Ulcickas announced that the town has posted information on the town website www.newton-nh.gov and at the Town Hall for residents to help take precautionary measures against EEE, West Nile Virus and Lyme Disease.
Posted at the Town Hall is a progress report from Dragon Mosquito Control listing the larval survey sites, larvicide sites and catch basin survey. Office Manager Winglass stated that Health Officer Bob Leverone informed her that he plans on completing the 2007 Arboviral Surveillance, Prevention and Response Plan for the Town of Newton by the end of the week. This will allow the state to apply for funding, if needed for the 2007 Season.
· Town Engineer Contract
The Board reviewed a memo from Planning Board Chairman Kim Pettit stating that the Planning Board voted unanimously to recommend the negotiation of a contract with KV Partners of Manchester, NH for the provision of engineering review and inspectional services to the Town.
As the Board did not have the contract to review, an e-mail will be sent to Kim Pettit asking for the approved contract. Chairman Ulcickas thanked the Planning Board for the time and efforts following through with the interviews and finalizing the negotiations.
· Chairman Ulcickas announced that there will be no Selectmen’s Meeting on the week of July 2, 2007. The Board will hold a work meeting on Monday, June 25th and the next scheduled public meeting will be held on Monday, July 16, 2007.
· The Board reviewed a change order to the bid from Autumn Leaf Design Build for the removal of the front elevation chimney at a price of $2,600.00. The Board asked for Autumn Leaf to give a price for the removal of the chimney for it is no longer in use. The Board discussed that with the additional work to remove the chimney the total cost for the project is still under budget. The Board approved the removal of the chimney; Chairman Ulcickas signed the change order. Selectman Donovan stated that the work will start this Friday.
Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting minutes of May 14, 2007 and June 4, 2007
Chairman Ulcickas motioned to accept the Selectmen’s public meeting minutes of May 14, 2007 as written. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas motioned to accept the Selectmen’s public meeting minutes of June 4, 2007 as written. Second by Selectman Donovan. Vote: Unanimous.
· Selectmen’s Non-Public Meeting minutes of May 14, 2007 and June 4, 2007
Chairman Ulcickas motioned to accept the Selectmen’s non-public meeting minutes of May 14, 2007 as written. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas motioned to accept the Selectmen’s non-public meeting minutes of June 4, 2007 as written. Second by Selectman Donovan. Vote: Unanimous.
Reports from Department Heads
· Conservation Commission Re: Bio-Monitoring Day
Selectman McCarthy informed the Board that the bio-monitoring day was held at the Busch Farm last Friday and it was fabulous with approximately 60 children, four teachers and five members of the Conservation Commission. Water samples were taken from four different sites and it was a great experience for all. It has also been good exposure for the Busch Farm and it turns out that the Boy Scouts are interested in monitoring the water on the property as well. Selectman McCarthy explained that the bio-monitoring checks for bugs in the water and based upon what it found in the water determines if it is either healthy water or unhealthy water.
· Cleaning of the Catch Basins
Selectman McCarthy then discussed the cleaning of the catch basins and the need to have a place for the road crew to deposit this material. Selectman McCarthy added that since we already have water monitoring taken place at the Transfer Station, then it makes sense to store it at the Transfer Station. The area that the road crew will deposit the material is not near the wetlands area. Town Administrator Wrigley had some concern with depositing the material at the Transfer Station for if the water monitoring comes back with a negative test results, then it may cause the town some hassles and possibly closure of the landfill (capping).
The Board asked for Town Administrator Wrigley to contact Gillespie & Associates to ask their opinion of storing the road side material at the Transfer Station. The Board talked about finding another property to store this material.
· Tree removal on Dugway Road
Road Agent Frank Gibbs talked about the need to remove two very large trees on Dugway that are sitting half on town property and the other half on private residential property. The trees are picking up the edge of the road and before they do any further damage to the road, Frank proposed to remove them. Frank added that he has the funds that were encumbered last year in his budget to cover the cost of removing the trees.
The Board discussed the concern of only owning half of the tree and asked for Frank to have the owners give permission to the town to take down the trees.
Review of Action Items
Adjourn
Chairman Ulcickas motioned to close the meeting at 8:04pm. Second by Selectman McCarthy. The next public meeting will be on July 16th and a happy and safe Fourth of July to all. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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