SELECTMEN’S PUBLIC MEETING
OCTOBER 29, 2007
I. Call to Order
Chairman Ulcickas called the meeting to order at 5:07pm. 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 at 5:07pm under RSA 91-A:3 II (b) Police Department. Second by Selectman Donovan. Roll Call Vote: Chairman Ulcickas – yes, Selectman Donovan – yes, Selectman McCarthy – yes. Vote: Unanimous.
Chairman Ulcickas motioned to adjourn at 5:25pm. 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 hiring of Patrick L. Nelson and William T. Scully as a Part Time Police Officers for the Town of Newton effective October 28, 2007 with the Grade and Step to be determined by Police Chief Streeter.
While the Board waited for the next discussion to start, Chairman Ulcickas asked the Town Administrator about going out to bid for a Town Attorney. Options for going out to bid include specifying whether we want an Attorney that deals with land use regulations as well as town legal issues. TA, Wrigley responded that it has been a while since the town went out to bid for this service and she will look up the posting that was used in the past when requesting contracting for legal services. Selectman McCarthy added that she will try to email the Regional Selectmen’s contact list to find out who other towns are using for legal services.
Three year insurance contract with Local Government Center.
Chairman Ulcickas asked to discuss the three year contract signed last week for liability insurance, worker’s compensation and health and dental insurance with the Local Government Center. Chairman Ulcickas stated that he has been thinking about this contract and whether it was wise to just sign the contract without looking at some comparisons. The Board discussed whether they could sign a one year contract and what would be the change in price by signing for one year versus three years. TA, Wrigley responded that the new three year contract is in effect starting in January 2008. Chairman Ulcickas added that he thought the contract started in 2009 but since it is effective starting January 2008, then we may need to wait on going out to bid. TA, Wrigley added that in 2007 the total insurance budget for
liability insurance and worker’s compensation was approximately $65,000.
II. Introduction of Guests
III. Old Business
A. Town Clerk/Tax Collector MaryJo McCullough, Treasurer Cheryl Nelson and Bookkeeper/Payroll Administrator Kim Hughes Re: Discussion on preparing for the 2007 Town Report, communications, reconciliations and deposits.
Chairman Ulcickas thanked everyone for coming tonight and stated that the reason for this meeting is to make sure we are all on the same page. The first item to be discussed is the timeline for the printing of the Town Report. We have two versions of the timeline based upon whether the Town Report is printed and ready prior for the Deliberative Session or the second session (Voting Day). The last two years the Town Report was not printed prior to the Deliberative Session, but before that the Town Reports were always printed and mailed to the residents prior to the Deliberative Session. At the 2007 March elections, it was voted favorably to discontinue mailing the Town Report and yet the Board discussed possibly changing it back to print the Town Report and have it available to the residents prior to
the Deliberative Session in February.
Bookkeeper Kim Hughes asked why the Board is looking to change it back. The Board responded that they received negative comments from some residents.
Bookkeeper Hughes stated that if you look at the timeline for preparing the year-end reports, reconciling with the departments and having the auditors review the work by January 19, 2008, then you are looking at a lot of hours to complete this work. As the town has grown, the work load has grown. The state gives us 10 days in January to complete all transactions for the previous year and on the other side the New Year needs to be up and running simultaneously. That gives us less than 9 days to reconcile the books, complete the audit review and have the information to the Town Administrator to “dump” the information into the Town Report and send it to the printers.
Chairman Ulcickas responded that is not a good enough reason and why the state would have deadlines so tight. It was discussed that the State Law requires that the Town Report is printed and available (7) seven days before the Second Session of the Annual Town Meeting (Voting Day). This is how we did it for the last two years and it gave us until approximately February 18th to have everything ready to go to the printer.
Town Clerk/Tax Collector MaryJo McCullough stated that the other reason for going to the printer after the First Session of the Annual Town Meeting (Deliberative Session) is that any changes made to the Town Warrant at the Deliberative Session will be reflected in the report. If you print the report prior to the Deliberative Session, then the warrant printed in the report is not the final version to be voted on at the Second Town Meeting (Voting Day). This may give the residents unreliable information
Chairman Ulcickas asked if a monthly reconciliation takes place every month. Bookkeeper Kim Hughes replied that she conducts a “rolling” reconciliation at the end of each month due to transactions taking place at the end of the month but the bank statements do not reflect it until the following month. Therefore her records and the Treasurer’s records are always somewhat off from one another.
Treasurer Cheryl Nelson discussed that outstanding items posted to the bank in the following month from which they were received create an imbalance in the records but it all comes together at the end of the year. Therefore a partial reconciliation is completed at the end of each month.
Chairman Ulcickas asked how we can do it better, different software, more hours, on-line banking for in the past the Town Report was printed prior to the Deliberative Session.
Bookkeeper Kim Hughes responded that this year we are in better shape than in the past and considering the personnel changes that we have had, we are doing well. A discussion was had regarding the software used by each department and the investment for new software. Treasurer Cheryl Nelson stated that having on-line access to statements would be beneficial but she does not want online banking. Right now we are receiving the bank statements by mail by the 7th or each month, the reconciliation is completed by the 15th or the 20th of the month. Cheryl stated that she would try to get the reconciliation done earlier in the month and then suggested giving Kim a copy of a preliminary reconciliation of the months activity closer to the beginning of the month. Kim responded
that receiving the information earlier in the month would be beneficial.
Town Clerk/Tax Collector McCullough added that this will be her first year-end reconciliation and it is tax time as well as a primary Presidential election at the beginning of the year. Currently she prepares a quarterly report but is working on a monthly report. She suggested waiting a year before implementing a change.
Chairman Ulcickas asked how we are handling timely deposits.
Town Clerk/Tax Collector MaryJo McCullough responded that she prepares a deposit for the Treasurer at the end of each day. Treasurer Cheryl Nelson added that she is in at least weekly to take care of the deposits and more often during tax time. Chairman Ulcickas questioned whether the Town Clerk/Tax Collector should be submitting her deposits to the bank. Treasurer Nelson responded that she is not in favor of it for it leaves no separation of duties and the Treasurer makes sure the deposit balances before bringing it to the bank.
Chairman Ulcickas asked if anyone has any comments. Selectman McCarthy responded that “it is what it is”. We have had some changes in personnel this year and we are working on ways to implement the recommendations from the Internal Control Assessment Report. Things are better than they use to be but we are still in a transition mode.
Chairman Ulcickas asked Treasurer Cheryl Nelson “what happened to the Deputy Treasurer”. Treasurer Nelson responded that she has been sworn in but needs to be trained and asked the Selectmen if they would be in favor of appointing an employee at the Town Hall as her Deputy for it makes more sense. The Board agreed but there must be a separation of duties.
B. Cemetery Trustees Re: Cemetery maintenance
The Board tabled this discussion until the November 5th meeting.
C. Continue reviewing 2008 proposed budgets
There was no budget review.
IV. New Business
V. Announcements
VI. Accept Minutes of Selectmen Meetings
VII. Reports from Department Heads
VIII. Review of Action Items
IX. Adjourn
Chairman Ulcickas motioned to close the public meeting at 7:15pm. Second by Selectman Donovan. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass
Office Manager
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