SELECTMEN’S PUBLIC MEETING
August 20, 2007
Call to Order
Selectman Donovan called the meeting to order at 4:58pm. In attendance were Selectman Robert S. Donovan, Jr., Selectman Trisha J. McCarthy, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. Minutes were transcribed and typed by Office Manager Winglass.
Chairman John P. Ulcickas arrived at approximately 5:35pm.
Selectman Donovan motioned to go into non-public session under RSA 91-A:3 II (c) - Transfer Station; (b) – Deputy Treasurer, Temporary Part-time Office Assistant; (c) – Request for refund of fees, Code Enforcement; (d) – Property proposal. Second by Selectman McCarthy. Roll Call Vote: Selectman Donovan – yes, Selectman McCarthy – yes. Vote: Unanimous.
Chairman Ulcickas motioned to close the non-public meeting at 7:10pm. 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 of Selectmen met with the Transfer Station employees to review the Transfer Station & Recycling Standard Operating Procedures and the Code of Ethics Ordinance; Selectmen denied a request for a registration refund; Selectmen appointed Brenda Fiers as Deputy Treasurer; Selectmen approved Code Enforcement job description as amended; Selectmen requested references and a background check from an applicant for the position of temporary part-time Office Assistant.
Chairman Ulcickas talked briefly about the Press Release from the State Department of Health and Human Services that the first human case of Eastern Equine Encephalitis this year was identified as a Newton, NH resident. Our thoughts and prayers go out to the resident and family. Chairman Ulcickas added that information can be found on the town’s website www.newton-nh.gov and announced that the Selectmen will be meeting tomorrow night with a representative from the State, Town Health Officer and Dragon Mosquito and the website will be updated with any decisions by the Board. In the meantime, we urge everyone to use common sense and use personal protection when outdoors.
Introduction of Guests
· F.X. Schmid USA, Inc – Recycling Newspaper
Mr. Joerg Starke, COO/CFO of Ravensburger – F.X. Schmid USA, Inc requested to meet with the Board to re-discuss the option for allowing Ravensburger to take paper from the Transfer Station to use for packing material. Mr. Starke stated that the company has been taking newspaper from the Transfer Station for the last nine years and feels that it has been helping the environment. Since the Selectmen stopped allowing paper to be taken from the Transfer Station, Ravensburger has had to go to other towns to get recycled newspaper. Mr. Starke added that he is not trying to make money off the town as he would be willing to pay for the paper.
The Board outlined the need to restrict what is being taken from the Transfer Station for the town does not have the resources or the ability to maintain a solution therefore we are still unable to offer a paper recycling program to Ravensburger. Mr. Starke asked if the Board can foresee anytime in the future when it might be offered. Chairman Ulcickas responded that the Board is looking at different processes and continues to hold work meetings as well as appointing a Solid Waste Task Force Committee.
Mr. Starke asked if he can invite residents to bring their newspapers to them. The Board agreed that they have no problem if residents bring their newspapers directly to Ravensburger. The Board stated that they are trying to find a way to make sense of the best management practices at the Transfer Station. The Board has been working on policies and procedures to help direct the employees as to what processes are allowed and not allowed. Mr. Starke responded that Ravensburger is trying to be as green as possible to contribute to the environment.
Old Business
A. Review of the Sprinkler System Pump House site plan
Ron Lemere, Chief Building Inspector distributed pump house plans and talked about the location of the storage tank and boundary limits of 25 feet from the cemetery. It may be necessary to make a plan change, if we cannot locate the underground water storage tank near the cemetery.
The Board thanked Ron for the information and asked Selectman Donovan to take a look at the plan and give his comments to the Board.
B. Solid Waste Task Force Committee
Chairman Ulcickas discussed that they have two residents interested in joining the Solid Waste Task Force Committee; John Walsh, Mike Fortin and Selectman Liaison Trisha McCarthy.
Chairman Ulcickas motioned to appoint Michael L. Fortin to the Solid Waste Task Force Committee with an expiration date of April 15, 2008. Second by Selectman Donovan. Vote: Unanimous.
Chairman Ulcickas motioned to appoint John A. Walsh to the Solid Waste Task Force Committee with an expiration date of April 15, 2008. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas motioned to appoint Trisha J. McCarthy as the Selectman Liaison to the Solid Waste Task Force Committee with an expiration date of April 15, 2008. Second by Selectman Donovan. Vote: Chairman Ulcickas – yes, Selectman Donovan – yes, Selectman McCarthy - abstained. Motion passed.
C. Gale Library & Fire Department Re: Installation of Energy Conservation Measures
Gale Library
Town Administrator Nancy Wrigley stated that she spoke with Library Director Theresa Caswell and received a clarification on the installation of energy conservation measures at the Gale Library.
The bid from Atlantic Energy Solutions, Inc. is the cost after rebate which is $1,279.98 and includes replacing 40 fixtures with energy efficient units. The bid from Councilman Electric is the cost before the rebate which is $2,165.00 and includes replacing 31 fixtures with energy efficient units.
Town Administrator Wrigley stated that due to gross budgeting, the Atlantic Energy Solutions bid is the better option for the town for once the funds are spent they cannot be spent twice.
Chairman Ulcickas motioned to accept the proposal from Atlantic Energy Solutions, Inc. for the cost after the rebate of $1,279.88 for the electrical work at the Gale Library. Second by Selectman Donovan. Vote: Unanimous.
Fire Department
The Board reviewed a bid from Atlantic Energy Solutions with a cost after rebate of $1,724.90 to replace 41 fixtures with energy efficient units at the Central Fire Station. The Board questioned paying to complete this work now when we are looking to fund a Safety Complex. The Board asked that the staff ask Chief Ingalls if these are items he must have and to find out about the 50/50 rebate offer and how long is it good for.
New Business
A. Review of Complaint, Offense, or Incident Report Form
Chief Building Official Ron Lemere stated that he has created a new form to help streamline the process for the citizens to report a complaint, offense or incident. A change was made to include Map/Block/Lot and “cc” boxes to check off showing copies were given out to the appropriate parties.
Chairman Ulcickas motioned to accept the Code Enforcement Complaint, Offense or Incident Report form as amended. Second by Selectman Donovan. Vote: Unanimous. The Board requested that each department receive a copy of the form with a memo explaining the process for completing and submission.
B. The Carriage Barn Equestrian Center Re: Therapeutic Riding Program
Ann Miles, Executive Director of the Carriage Barn located at 6 Sarah’s Way asked the Board to be aware of and to help get the word out about the 3rd Annual Mystical Knights Medieval Faire on September 22nd from noon to 5pm.
Ms. Miles explained that The Carriage Barn Equestrian Center Therapeutic Riding Program is a not-for-profit organization seeking to enhance physical, psychological, cognitive, and emotional healing and strengthening through equine activities.
The Board agreed to help promote this function by posting it on the town website under News and Announcements and to put up posters at the Town Hall.
C. Set due date for department’s proposed 2008 budgets
The Board decided to request 2008 preliminary budget to the Selectmen’s Office no later than Thursday, September 28th by 8pm. This is earlier than in the past years and we appreciate your prompt attention to this date.
The Board reviewed their meeting schedule and cancelled the September 4th meeting and rescheduled it for September 10th.
D. Proposal from Palmer Gas/Ermer Oil for #2 Heating oil for Town Buildings
The Board reviewed a proposal from Charles Ermer of Palmer Gas/Ermer Oil for #2 heating oil for the 2007/2008 heating season. The proposal is a fixed price of $2.399 net for the upcoming season which runs from October 1, 2007 thru April 30, 2008.
Chairman Ulcickas questioned if we went out to bid for this service as we have done in the past. Office Manager Winglass responded that we did not go out to bid but we did receive notification from Palmer Gas/Ermer Oil regarding fixed pricing options. At that time, Winglass contacted Charles Ermer and asked for a proposal based upon usage for the upcoming heating season. Chairman Ulcickas commented that the town has gone out to bid in the past and we end up spending a lot of time and money to post the bid and then we end up contacting companies asking them to submit a bid. Palmer Gas/Ermer Oil has serviced the town’s #2 heating oil for the past few years and they have been reliable and provide excellent service.
Chairman Ulcickas motioned to accept the proposal from Palmer Gas/Ermer Oil for the upcoming heating season which runs from October 1, 2007 thru April 30, 2008 for a fixed price of $2.399 net on #2 fuel oil. Second by Selectman Donovan. Vote: Unanimous.
E. Open bids for the Completion of “Grebenstein Drive”
The Board opened bids for the completion of Grebenstein Drive off Route 108. The work to be completed includes the wearing course of asphalt pavement, replace sign post and back up pavement edge with shoulder gravel. A copy of the plan is on file in the Selectmen’s Office for review. The following bids were received and opened at the meeting.
Brox Industries, Dracut, MA - an approximate total of $18,848.50
Bell & Flynn, Inc., Stratham, NH – an approximate total of $15,500.00
Petra Paving, Inc., Hampstead, NH – an approximate total of $14,481.25
Galloway Trucking Inc., Plaistow, NH – an approximate total of $14,425.76
The Board asked for Road Agent Frank Gibbs to review the bids and to give the Board his recommendation at the next meeting.
F. Open bids for the “Transfer Station Fence”
The Board opened bids for the completion of the fence surrounding the Transfer Station at 2 Dugway Road. The work that needs to be completed includes (4) sixteen foot gates, (1) eight foot gate and 1,153 feel of eight foot high chain link fence for a total footage of 1,225. A copy of the plan is on file in the Selectmen’s Office. The following bids were received and opened at the meeting.
Dillon Fence Company, Newton NH - $27,945.00
Budget Fence Co., Revere, MA - $27,589.60 - $31,871.07
Shadow Fence, Windham, NH - $28,524.00
Precision Pool and Fence of Salisbury, MA - $50,325.00
Citiworks, Inc. of Attleboro, MA - $29,864.00
The Board asked for Transfer Station Manager Andy Morse to prepare a spreadsheet of the bids for the next meeting.
Announcements
· Newton Recreation Commission cordially invites you to the annual Family Fall Fair scheduled for September 22, 2007 from 9am to 3pm at Greenie Park.
· 1889 Safe made by Master Safe & Lock Co. available at the Town Hall
· Two (2) computer workstations are free at the Town Hall. Call (603) 382-4405 for more details.
· Residents need to have a green resident sticker by August 31, 2007. Stickers are available at the Selectmen’s Office.
· Request from the Newton Historical Society.
The Board received a letter from William Landry, President of the Newton Historical Society requesting on behalf of the Historical Society to allow the Town Clerk’s Office to sell tickets for a Wine & Cheese Social fund raising event to be held on October 13, 2007. Ticket buyers would be directed to Deputy Town Clerk Cheryl Saunders, who serves currently as the Curator of the Historical Society. The event will be held at the Merrimac Savings Bank in Newton, NH. After a discussion, the Board approved the request to have the Town Clerk/Tax Collectors Office sell the tickets on behalf of the Newton Historical Society. Chairman Ulcickas stated that the Historical Society needs to complete a Application for Permit to Solicit for Charitable Event.
Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting minutes of June 11, 2007, June 18, 2007, June 25, 2007, June 27, 2007, July 16, 2007 and July 30, 2007
Chairman Ulcickas motioned to accept the public meeting minutes of June 11, 207, June 18, 2007, June 25, 2007, June 27, 2007 and July 30, 2007 as written. Second by Selectman Donovan. Vote: Unanimous.
Chairman Ulcickas motioned to accept the public meeting minutes of July 16, 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 June 18, 2007, June 25, 2007, July 16, 2007 and July 30, 2007
Chairman Ulcickas motioned to accept the non-public meeting minutes of June 18, 2007, June 25, 2007 and July 30, 2007 as written. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas motioned to accept the non-public meeting minutes of July 16, 2007 as written. Second by Selectman Donovan. Vote: Chairman Ulcickas – yes, Selectman Donovan – yes, Selectman McCarthy - abstained. Motion passed.
· Selectmen’s Site Walk Meeting minutes of June 21, 2007
Chairman Ulcickas motioned to accept the site walk meeting minutes of June 21, 2007 as written. Second by Selectman McCarthy. Vote: Unanimous.
· Selectmen’s Emergency Meeting minutes of July 24, 2007
Chairman Ulcickas motioned to accept the emergency meeting minutes of July 24, 2007 as written. Second by Selectman Donovan. Vote: Unanimous.
Reports from Department Heads
· Transfer Station Recycling and Standard Operating Procedures
Selectman McCarthy motioned to adopt the Transfer Station Recycling and Standard Operating Procedures as written. Second by Selectman Donovan. Vote: Unanimous.
Review of Action Items
Adjourn
Chairman Ulcickas motioned to adjourn at 8:32pm. Second by Selectman Donovan. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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