Selectmen’s Public Meeting
December 19, 2007
I. Call to Order
Chairman Ulcickas called the meeting to order at 5:05pm. In attendance were Chairman John P. Ulcickas, 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 Ulcickas motioned to go into non-public under RSA 91-A:3 II (a) compensation. 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 at 6:40pm. 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 following approved merit increases;
The Board unanimously motioned to accept the recommendation from the Town Clerk/Tax Collector Mary Jo McCullough to increase the Deputy Town Clerk/Tax Collector Cheryl Saunders from Grade VIII, step 1 to Grade VIII, step 8, effective December 2, 2007.
The Board unanimously motioned to give Kim Hughes, Bookkeeper/Payroll Administrator a merit increase of 2.5% effective December 16, 2007.
The Board unanimously motioned to give a merit increase to the Selectmen’s Office Manager Mary Winglass from Grade XVIII, step 4 to Grade XVIII, step 9, effective December 16, 2007.
The Board motioned to give Nancy Wrigley, Town Administrator a 5% increase effective December 16, 2007. Discussion: Selectman McCarthy feels that we owe her a 7.5% increase. Chairman Ulcickas stated that next year he charges Selectman McCarthy with writing up the Town Administrator’s performance evaluation. Vote: Chairman Ulcickas and Selectman Donovan – yes; Selectman McCarthy opposed. Motion passed.
II. Introduction of Guests
III. Old Business
A. 2008 budget and warrant articles
Executive Budget
Selectman Donovan stated that he is not in favor of hiring a part-time Office Assistant to the Selectmen’s Office for he does not feel we need one. It was discussed that with the changes made to the Town Administrators job description, the Selectmen’s office is in need of some administrative support. The job will include answering the phones and helping residents/appraisers/realtors at the window with questions, filing and giving basic office support to the Town Administrator and Office Manager. Chairman Ulcickas and Selectman McCarthy agreed to move forward with this position and try it out for a year for there is a role that is missing in the office as a support staff.
Town Administrator Wrigley discussed the need to update the classification plan to include the position of part-time office assistant. The Board agreed that the matrix is out of date and needs to be updated.
Chairman Ulcickas motioned to add part-time Office Assistant to Grade IX. Second by Selectman McCarthy. Discussion: Selectman Donovan does not feel that we need one. Vote: Chairman Ulcickas and Selectman McCarthy – yes; Selectman Donovan – opposed. Motion passed.
Chairman Ulcickas motioned to accept the 2008 Executive Budget in the amount of $185,114.00. Second by Selectman McCarthy. Discussion: Selectman Donovan will accept the budget but not the part-time Office Assistant position. Vote: Unanimous.
Financial Administration
Accounting
Town Administrator Nancy Wrigley informed the Board that there is a new line item in the budget for software support for the Tax Collector. The Board discussed that this should technically be placed in the tax collectors budget but for now we will leave it.
Chairman Ulcickas motioned to accept the Financial Administration - Accounting budget of $56,225.00. Second by Selectman Donovan. Vote: Unanimous.
Treasurer/Bookkeeper
Chairman Ulcickas motioned to accept the Financial Administration -Treasurer/Bookkeeper budget in the amount of $14,684.00. Second by Selectman McCarthy. Discussion: Included in this budget is a 2.5% cost of living increase for the Deputy Treasurer. Vote: Unanimous.
Budgeting, Planning and Analysis
The Board made some changes to the budget by reducing the equipment purchase line item, reducing the DocStar line item and asked for TA, Wrigley to check on a buyout figure as of January 1, 2008. One other change is an increase to the training expense line item.
Chairman Ulcickas motioned to accept the Financial Administration - Budgeting, Planning and Analysis in the amount of $30,995.00. Second by Selectman Donovan. Vote: Unanimous.
Board of Appeals
The Board reviewed the proposed 2008 Board of Appeals budget in the amount of $10,897.00. After discussing the 2007 year to date expenses, it was decided to reduce the budget. Reductions were made to travel expense, training, advertising fees and legal fees for a 2008 budget of $6,597.00
Chairman Ulcickas motioned to accept the Financial Administration - Board of Appeals budget in the amount of $6,597.00. Second by Selectman McCarthy. Discussion: The Board asked for the Town Administrator to follow up with the Board of Appeals to make sure they are gross appropriating and to make them aware of the changes to the budget. Vote: Unanimous.
Chairman Ulcickas motioned to accept the Financial Administration total budget in the amount of $138,407.00 which is the total of five budgets approved. Second by Selectman McCarthy. Vote: Unanimous.
General Government Buildings
The Board discussed the need for repairs and improvements to the Town Hall. The Board has been looking into estimates for repairs/improvements and decided to include in the General Government building budget the following repairs;
Insulation for $29,000
Windows for $6,000
Front Stairs of the Town Hall for $3,500
Painting – walls & ramp to the Planning Board Office for $1,500
Heat runs in the upstairs hall for $3,000
The following improvements to the Town Hall were included in the budget;
Doors for Selectmen’s & Tax Collectors Office for $1,500
Front doors to the Town Hall for $2,500
2 new air conditioners & wall placement for $1,000
Instant hots for 3 lavatories & kitchen for $1,600
4 new faucets and plumbing for $900
The Board asked for TA, Wrigley to check with Verizon to find out if we can get a better price for internet service.
The Board decided to finalize this budget once they have a total 2008 town budget.
Pest Control – West Nile Virus & EEE
Town Administrator Nancy Wrigley explained that she received a cost from Dragon Mosquito for 2008 general larviciding and localized spraying in the amount of $26,000.00. The Board decided to budget for roadside spraying in the amount of $10,200 for a total West Nile Virus & EEE budget in the amount of $36,200.00.
Chairman Ulcickas motioned to budget for the 2008 Pest Control - West Nile Virus & EEE in the amount of $36,200.00. Second by Selectman McCarthy. Vote: Unanimous.
Insurance budget
Town Administrator Nancy Wrigley discussed a spreadsheet that she prepared outlining the cost of property liability/surety bond insurance, workers’ compensation, PROVIDENT Insurance (FD & PD Accident Insurance) and Unemployment Insurance.
Chairman Ulcickas motioned to accept the Insurance budget in the amount of $63,202.47. Second by Selectman Donovan. Vote: Unanimous.
B. Encumbered Funds
Town Administrator Nancy Wrigley gave the Board a requisition with an attached proposal for a DELL Computer for the Department of Building Safety for a total of $1,700.40. TA, Wrigley stated that Sylvania Maddock, IT Systems Administrator submitted a proposal outlining the breakdown of the computer. System setup and installation time is 2-3 hours.
IV. New Business
A. Resignation letter from Emergency Management Director John Owens
This letter was not discussed.
B. Letter of interest from Lawrence Foote for the position of Emergency Management Director
This letter was not discussed.
C. Memo from Police Chief Streeter Re: Private Duty Details
The Board reviewed a memo from Police Chief Streeter as a follow up to a discussion at a prior Selectmen’s meeting regarding cruiser fee for a private duty detail. Chief Streeter stated that the rate charged by most departments in the area is eight (8) dollars per hour. Based upon the recent/current surge in gasoline prices, Chief Streeter stated that he felt the Board could adjust the rate from $8 to $10 an hour. The Board questioned whether the administrative fee covers the total administrative cost and asked that we check with Chief Streeter to make sure this figures does not need to be increased.
D. Encumbrance
Chairman Ulcickas motioned to encumber up $1,700.40 for the purchase of a computer from the Department of Building Safety Budget, if funds are available. Second by Selectman Donovan. Discussion: Chairman Ulcickas stated that he does not want Windows Vista as the operating system; most companies are offering the XP operating system due to the many problems reported with Vista. Vote: Unanimous.
E. Mailing to residents with new hours at the Transfer Station
The Board discussed a mailing to the residents informing them of the new additional hours at the Transfer Station. Starting in 2008, the Transfer Station will be open on Sundays from 9am to 3:34pm. The Board discussed the cost of mailing a postcard versus handing them out at the Town Hall and at the Transfer Station. The Board decided to mail them out as well as to hand the information out at the Transfer Station and Town Hall. Selectman McCarthy gave the suggestion of using expresscopy.com for the printing of the postcards for they will address and add postage and will turn around the project in 24 to 48 hours.
F. Request for refund – St. Mary’s Bank
The Board reviewed a letter to the Newton Tax Collector from St. Mary’s Bank of Manchester requesting to accept the June tax payment for 16 Highland Street Map 011-06-014 without penalties or interest. They were advised by the Tax Collector to send a letter requesting that the town not charge late fees for this payment since the payment dated June 26th never made it to Town Hall. Chairman Ulcickas stated that the Board is waiving penalties and interest when proof of payment in June 2007 is shown that the payment was sent but never received at Town Hall.
Chairman Ulcickas motioned to waive the interest of $96.25 for Map/Lot/Sub 011-06-014 located at 16 Highland Street due to the mailing problem in the month of June. Second by Selectman Donovan. Vote: Unanimous.
G. Parking at Town Hall on Tuesday, January 8, 2008
The Board reviewed minutes dated November 1, 2004 when it was voted by the Board of Selectmen to adopt a one day ordinance for parking control under RSA 41:11 at Town Hall.
Chairman Ulcickas motioned that from this point going forward for all election days held at the Town Hall, parking arrangement will be made at the discretion of the Newton Police Chief per RSA 41:11. We are delegating the authority to the Police Department, Fire Department and Road Agent. Second by Selectman McCarthy. Vote: Unanimous.
V. Announcements
VI. Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting minutes of November 19, 2007; November 20, 2007; November 26, 20007; December 3, 2007 and December 4, 2007
Chairman Ulcickas motioned to accept the Selectmen’s Meeting minutes of November 19, 2007; November 20, 2007; and November 26, 2007 as written. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas motioned to accept the Selectmen’s Meeting minutes of December 3, 2007 as written. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Ulcickas motioned to accept the Selectmen’s Meeting minutes of December 4, 2007 as written. Second by Selectman McCarthy. Vote: Chairman Ulcickas and Selectman McCarthy – yes; Selectman Donovan – abstained. Motion passed.
· Selectmen’s Non-Public Meeting minutes of November 19, 2007
Chairman Ulcickas motioned to accept the non-public meeting minutes of November 19, 2007 as written. Second by Selectman McCarthy. Vote: Unanimous.
VII. Reports from Department Heads
VIII. Review of Action Items
IX. Adjourn
Chairman Ulcickas motioned to adjourn at 9:44pm. Second by Selectman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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