SELECTMEN’S MEETING
March 17, 2008
Call to Order
Selectman Robert S. Donovan, Jr. opened the meeting at 6:04pm. In attendance were Selectman Robert S. Donovan, Jr., Selectman Trisha J. McCarthy, Selectman Raymond D. Thayer, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. The meeting was audio and video taped and the minutes were transcribed and typed by Office Manager Mary Winglass.
· Selectmen’s Reorganization Meeting
Selectman Donovan stated that this is the first meeting after the 2008 Town Elections and the Board will now consider voting for a Chairman of the Board of Selectmen.
Selectman McCarthy motioned for Robert Donovan, Jr. to be Chairman of the Board of Selectmen. Second by Selectman Thayer. Vote: Unanimous.
Chairman Donovan then stated that it is now the time for the Selectmen to discuss the position of the Selectmen liaison but first he thanked Frank Gibbs and John Ulcickas for their years of service and welcomed Ray Thayer to the Board of Selectmen.
Planning Board
Selectman McCarthy stated that she recommends Raymond Thayer as the liaison to the Planning Board. Selectman Thayer asked what night they hold their meetings and what time do they start. He was told that the Planning Board meets on the 2nd and 4th Tuesday evenings starting at 7pm. Selectman Thayer agreed to take the position of Liaison to the Planning Board.
Chairman Donovan motioned to recommend Raymond Thayer as the Liaison to the Planning Board. Second by Selectman McCarthy. Vote: Unanimous.
Recreation Commission
Chairman Donovan requested that he be able to continue as the Liaison to the Recreation Commission as he has been doing it for the past two years.
Selectman McCarthy motioned to recommend Robert Donovan, Jr. as the Liaison to the Recreation Commission. Second by Selectman Thayer. Vote: Unanimous.
Conservation Commission
Chairman Donovan recommended Trisha McCarthy to continue as the Liaison to the Conservation Commission for she has done a wonderful job. Selectman McCarthy agreed to accept the position of liaison to the Conservation Commission.
Chairman Donovan motioned to recommend Trisha McCarthy to continue the position of Liaison to the Conservation Commission. Second by Selectman Thayer. Vote: Unanimous.
Town Departments/Committees
Chairman Donovan stated that the Board will now discuss assigning a Selectman as the primary contact for some of the town’s departments. The Board explained that this position allows for the department head to contact one Selectman versus all three Selectmen when an issue arises that requires contact with the Board. The Board unanimously agreed to the following;
Office of Building Safety
Chairman Donovan stated that he should not be the primary contact for this department as it may be a conflict of interest. Selectman Thayer agreed to be the department contact for the Department of Building Safety.
Transfer Station
Chairman Donovan agreed to be the department contact for the Transfer Station.
Road Agent
Selectman McCarthy agreed to be the department contact for the Road Agent.
Police and Fire Department
Chairman Donovan agreed to be the department contact for the Police and Fire Departments.
Cable Committee
Selectman Thayer agreed to be the department contact for the Cable Committee.
Introduction of Guests
Old Business
· Outstanding Action Items
1. Best Management Practice for handling of the Police Detail Special Revolving Account
2. Town Hall Office hours
3. Updated Personnel Policies and Procedures - after Town Meeting
4. Electrical pole and window – send in payment for the installation of the new electrical pole and check on new window and grill.
5. Employee Performance Evaluation Form
6. Update on cable equipment to fix the audio/video on channel 20 – Andrew to get prices on new cameras and talk to a Comcast Technician regarding the change to the lines.
7. Employment restrictions for employees under the age of eighteen – contact the school to see what kind of a response we receive for the position of cable operator.
8. Parking at Municipal buildings/Snow Parking Ban – letters to be mailed and ordinance to be written.
9. Resident sticker guidelines – update the policy and guidelines to include “resident sticker currently in effect”.
Chairman Donovan stated that the Board will not be dealing with the outstanding action items tonight except for the Resident Sticker Policy and the Resident Sticker Guidelines for changes have been made that requires the Board to make them official by motioning to accept the amendments as written.
Chairman Donovan motioned to accept the amended Resident Sticker guidelines as written. Second by Selectman McCarthy. Discussion: Selectman Thayer stated that he had a chance to read the guidelines and policy and has no problem with the wording. Vote: Unanimous.
Town Administrator Nancy Wrigley informed the Board that due to the changes to the guidelines, a change was made to the Resident Sticker Policy on page 2 - #9.
Chairman Donovan motioned to accept the amended Resident Sticker Policy as written. Second by Selectman McCarthy. Vote: Unanimous. The Selectmen signed the front page of the policy.
10. Planning Board – 2007 IT Consultant bill
11. 2008 Auto Mileage Reimbursement Rate
12. LGC – requesting legal funds for potential litigation against the NH Retirement System. Waiting for information from the staff after they attend an informational meeting on March 25, 2008.
13. Update on the status of Twombly Drive
14. Capital Improvement Program
New Business
A. Two requests for refunds of interest paid on a June 2007 tax bill mailed but never received by the Town.
Chairman Donovan discussed that the town has been refunding/abating interest paid on June 2007 tax payments mailed but never received at the Tax Collector’s Office for there was an issue with the mail during the last week in June.
Chairman Donovan motioned to refund interest only of $208.23 to the owners of 19 Quaker Street, Map/Lot 012-03-005. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Donovan motioned to abate interest only of $275.98 to 93 Amesbury Road, Map/Lot 016-04-018. Second by Selectman McCarthy. Discussion: Selectman Thayer asked to remind him why we are refunding/abating the interest. Chairman Donovan explained that the town Tax Collector never received numerous tax payments mailed to the town at the end of June 2007 and if a property owner can show proof that payment was mailed then the Board will refund/abate the interest. Vote: Unanimous.
B. Application for Appointment and/or Re-Appointment
The Board reviewed a list of open appointments and appointments that expire this year and Chairman Donovan discussed the option of requiring a criminal record check before appointing any members of the Recreation Commission. Due to the fact that the Recreation Commission works with children and the elderly, the town needs to conduct a record check for those looking to be appointed to make sure we are working in the best interest of the town and it’s residents. Town Administrator Nancy Wrigley asked if we are to require a record check for all those that are appointed and hired employee of the committee. The Board agreed that all appointed, reappointments and hired employees are to have a criminal record check done as this needs to be done to protect our children and residents. The fee for a criminal record
check is $15 and will be paid by the town.
Chairman Donovan motioned to have all appointed members of the Recreation Commission and hired employees have a criminal record check on file which will be done as soon as possible to be paid out of the town budget. Second by Selectman McCarthy. Discussion: This will be a standard procedure for anyone appointed or hired on the Recreation Commission. Selectman Thayer asked for the total number of appointed members/employees on the Recreation Commission that will need to have a record check. A discussion ensued that the commission has seven members, one secretary and they hire swim guards and aids in the summer. A fee of $15 for each criminal record check is to be paid out of the Recreation budget. Vote: Unanimous.
Announcements
· The next Area Selectmen’s Meeting is on Wednesday, March 19th at 7pm at the Hampstead Public Library
Selectman Trisha McCarthy and Selectman Raymond Thayer stated that they will attend the Area Selectmen’s meeting on Wednesday, March 19th at the Hampstead Public Library. Chairman Donovan was not sure of his schedule and promised to get back to the office tomorrow as to whether he is able to attend the meeting.
Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting minutes of February 4, 2008 and February 19, 2008
Chairman Donovan motioned to accept the Selectmen’s Public Meeting minutes of February 4, 2008 and February 19, 2008 as written. Second by Selectman McCarthy. Vote: Selectman Thayer abstained; Selectman McCarthy and Chairman Donovan – yes. Motion passed.
Reports from Department Heads
Conservation Commission – Grant Opportunity
Selectman McCarthy informed the Board that the Conservation Commission is working on a grant opportunity for new housing to help protect the rural character of New Hampshire by requiring less denser subdivisions with trails or parks with the concentration on requiring open space and less pavement. The deadline on phase I is April 11th and the Conservation Commission will be working on the grant application this Thursday night.
2008 Selectmen’s Meeting Schedule
Office Manager Mary Winglass asked the Board if they plan to make any changes to the 2008 Selectmen’s Meeting schedule, more specifically the start time of 6pm. There was a question as to whether the start time of 6pm worked with the newly elected Selectman Ray Thayer’s work schedule. Selectman Thayer responded that he talked with his employer and there is no problem starting the Selectmen’s meetings at 6pm; no changes were made to the meeting schedule.
Spring 2008 Seminars held by the Local Government Center
Selectman McCarthy added that the Local Government Center sent out a flyer announcing seminars they are holding for volunteers and employees of the town. The seminars are for anyone who is involved with the town and they cover risk management issues relating to the Recreation Commission, Transfer Station and the Road Crew and they are free! There is one specific dealing with those that work outside called “Protecting Outdoor Worker Health and Safety” and the Conservation Commission will be sending as many members as it can. Town Administrator Nancy Wrigley added that she will attend as well as the Planning Board AA/Recreation Commission Secretary/Member Lisa Babcock and Transfer Station Manager Andrew Morse.
Town Administrator Nancy Wrigley added that she is attending a conference tomorrow at the Local Government Center dealing with how to operate safe and effective Recreation Programs. TA, Wrigley stated that she will make copies of the information that she receives at the conference for Chairman Donovan to bring to the next Recreation Commission meeting.
Selectman Thayer questioned whether the list of appointments and/or reappointments are open to anyone who is interested. Office Manager Winglass responded that the list was prepared in order to discuss the criminal background checks. Town Administrator Wrigley added that the appointments are open to anyone who would like to join a committee. Chairman Donovan stated that the town is always looking for volunteers and anyone interested should contact the Selectmen’s Office.
Review of Action Items
· Print and distribute the amended Resident Sticker Policy and Resident Sticker Guidelines
· Process the two refunds/abatements
· Contact Hampstead regarding the Area Selectmen’s Meeting
· Chairman Donovan will bring the criminal record check paperwork to the next Recreation Commission meeting and try to get each member to complete the paperwork and if not, set a deadline; the payment is to be paid from the Recreation Commission budget; once all the forms are completed they will be given to the Bookkeeper in order for the town to cut one check to the state.
· The Board agreed to hold a work meeting next Monday at 6pm with the Road Agent to discuss the Department’s Issues.
Adjourn
Chairman Donovan motioned to adjourn at 6:39pm. Second by Selectman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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