SELECTMEN’S PUBLIC MEETING
June 25, 2007
I. Call to Order
Chairman Ulcickas called the meeting to order at 6:00pm. 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.
Chairman Ulcickas motioned to go into non-public session under RSA 91-A:3 II (b) – Code Enforcement Officer. 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 meeting at 7:30pm. 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:
1. Chairman Ulcickas motioned to hire for the position of part time Code Enforcement Officer for Newton NH effective on acceptance from Robert S. Donovan, Sr. at Grade XXIII, step 6, $24.95 per hour. Second by Selectman McCarthy. Vote: Chairman Ulcickas – yes; Selectman McCarthy – yes; Selectman Donovan – abstained. Motion passed.
2. The Board decided to send a memo to the Planning Board asking them to consider revising the office hours schedule to allow for more hours open to the public.
3. Selectman Donovan motioned that due to family illness to grant the Dolak’s the extra 30 days to be added on to the 90 days to bring the property into compliance. Payment is still due after 90 days from the site walk as agreed upon with no other extensions available. Second by Selectman McCarthy. Vote: Selectman McCarthy and Selectman Donovan – yes; Chairman Ulcickas – no. Motion passed.
II. Introduction of Guests
III. Old Business
A. Transfer Station Recycling Policy
Chairman Ulcickas discussed that the Board has been working on writing Transfer Station policies in order to regulate the area better. The Board has been working every week on the policies to stipulate the enforcement of the recycled items. The swap area has been re-established and this is necessary for the town has grown but the area has stayed the same.
The Board is looking to reinstate a Solid Waste Committee to work with the Board to establish and implement best management practices. Selectman McCarthy added that we currently have five residents interested in being part of the committee. The Board discussed that the residents interested in being appointed to the committee can send in a letter of interest to the Board of Selectmen or they can fill out an Application for Appointment. The Board asked for the application to be placed on the website for easy access.
The new Transfer Station/Recycling Policy the Board is working on tonight gives general information, directions, hours of operation, recycling information and the use regulations with the hope of giving easier access to this information for the residents.
Selectman McCarthy suggested the possibility of a once per year program to allow residents to drop off items for free as part of Stormwater Management. This could be coordinated with the Conservation Commission and allows residents one day to bring their items to the Transfer Station for free. This would help those who do not have the resources to pay the fees and hopefully keep some of the trash out of the woods and most importantly the wetlands. Chairman Ulcickas responded that he would be in favor of this program with certain restrictions. Selectman McCarthy stated that other towns run this program and she would try to get some guidelines from another town for the next agenda.
Chairman Ulcickas motioned to accept the Transfer Station/Recycling Policy as written. Second by Selectman McCarthy. Vote: Unanimous.
Other Transfer Station Issues
Town Administrator Wrigley asked to discuss the policy on paying for holiday benefits. She added that according to her recollection, an employee who does not work the day of the holiday does not add the holiday hours to their timecard but they are required to take a day off within a week of the holiday.
The Board asked to look at the personnel policy and after some discussion the Board decided to amend the policy as follows:
Chairman Ulcickas motioned to amend the permanent part time holiday benefits under (Holiday and Vacation benefits) in the Personnel Policies and Procedures to include: “To be eligible for the paid holiday benefit, the holiday must fall on a regularly scheduled workday.” Second by Selectman Donovan. Discussion: This amendment will be effective immediately. Vote: Unanimous.
The Board then discussed the safety policy guidelines and asked to have the staff contact G. Mello Disposal to find out if he has any guidelines and/or training available for the attendants at the Transfer Station. The Board also reviewed the State of NH Dept of Environmental Services Solid Waste Operator Training Courses.
The Board discussed that no keys to the Transfer Station will be given out to any vendors until the policies are completed. The only one with keys at this time should be the Fire and Police Department, Transfer Station Manager and one key for the road crew.
Town Administrator Wrigley discussed that she spoke with Cynthia Thayer at R.W. Gillespie regarding the disposal of roadside material consisting of sand and salt to be placed at the Transfer Station by the Road Crew. Ms. Thayer’s recommendation is if the Selectmen have another location to put the material, then she would recommend it for there is no way of knowing what other contaminants may be mixed in with this material. The Board briefly discussed other town properties that could be used to deposit this material such as the lot behind the Town Hall.
The Board briefly discussed that the Road Agent dumped trucks full of roadside material from the widening of Maple Avenue at the Transfer Station. Chairman Ulcickas stated that he misunderstood what was being brought to the Transfer Station for he thought that it was a small amount of material due to the cleanout of culverts and roadside cleanups. The Board decided that they want to meet with Road Agent Frank Gibbs at the next scheduled Selectmen’s Meeting on July 16th at 6pm in order to discuss road maintenance, cleaning of culverts and the procedure for road repairs/paving.
B. Transfer Station Standard Operating Procedures
Transfer Station Standard Operating Procedures was not discussed at the meeting.
C. Town Policies and Procedures
The Board did not discuss other Town Policies and Procedures.
IV. New Business
V. Announcements
VI. Accept Minutes of Selectmen Meetings
VII. Reports from Department Heads
· The Board discussed the recommendation from Treasurer Cheryl Nelson to appoint Brenda Fiers as the Deputy Treasurer. The Board discussed that due to the job position as Deputy Treasurer, who would handle bank deposits, it would be prudent to run a background check. Chairman Ulcickas stated that he would speak with Treasurer Nelson about requiring a background check before appointing anyone to the position of Deputy Treasurer. The Board then discussed moving the Treasurer’s mailbox to her desk area and changing the locks to the Selectmen’s Office as a result of the Internal Control Assessment. Chairman Ulcickas stated that he would speak to Treasurer
Nelson about this item as well. The Board agreed to have the locks changed once Treasurer Nelson has been notified.
· The Board reviewed an email from Kim Pettit, Chairman of the Planning Board asking for the Board of Selectmen to sign two copies of the KV Partners contract for professional engineering services for Planning Board reviews and construction services for the Town of Newton. Chairman Ulcickas asked if the contract had been reviewed by town counsel for it would be best to have them review it and give their comments. Office Manager Winglass emailed Ms. Pettit this afternoon with no reply and then tried to contact her on her cell phone but was unable to get in touch with her to ask if legal had reviewed the contract. The Board agreed that the contract needs to be reviewed by
counsel therefore they decided to wait on signing the contract at this time.
· Selectman McCarthy stated that she conducted a site walk as the Chairman of the Conservation Commission with Road Agent Frank Gibbs to check the culvert surrounded by water on Wilders Grove Road. Selectman McCarthy stated that after viewing the culvert they both agreed that there is no need to do anything with this culvert as the culvert is located under the road going out to the point which is surrounded by water on three sides.
· The Board reviewed an email from the Wilders Grove Cottage Owners Association asking for the correction of the culverts and a routine maintenance plan as well as maintenance to the public access area. The Board discussed sending a reply letter to the Association stating that to do it right would require a warrant article to fix the road and to possibly widen the road. The Board decided to check with Frank to find out the cost to put sand or gravel on the public access area.
VIII. Review of Action Items
IX. Adjourn
Chairman Ulcickas motioned to adjourn at 10:02pm. Second by Selectman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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