SELECTMEN’S PUBLIC MEETING
May 19, 2008
Call to Order
Chairman Donovan called the meeting to order at 6:13pm. In attendance were Chairman 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; minutes were transcribed and typed by Office Manager Mary B. Winglass.
Chairman Donovan motioned to go into nonpublic session under RSA 91-A:3 II (a) – Employee Evaluations. Second by Selectman Thayer. Roll Call Vote: Chairman Donovan – yes; Selectman McCarthy – yes; Selectman Thayer – yes. Vote: Unanimous.
Chairman Donovan motioned to close the nonpublic meeting at 6:22pm. 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 the following;
· The Board unanimously motioned to give Pauline Morse, Cable Committee a merit increase from to Grade V, step 6 to Grade V, step 9 effective May 18, 2008
· The Board unanimously motioned to give Thomas Dickey, Transfer Station Laborer a merit increase from Grade V, step 5 to Grade V, step 9 effective date May 18, 2008.
Chairman Donovan motioned to recess the public meeting at 6:25pm until 7pm. Second by Selectman Thayer. Vote: Unanimous.
Chairman Donovan motioned to reconvene the public meeting at 7:02pm. Second by Selectman McCarthy. Vote: Unanimous.
Introduction of Guests
· State Representative Kim Casey, State Representative Mary Allen and State Senator Maggie Hassan Re: NH Retirement and School Funding
Present were State Representatives Kim Casey and Mary Allen, State Senator Maggie Hassan, Police Chief Lawrence Streeter, Road Agent Mike Pivero, resident Jay Pramberg and School Board member Jim Doggett.
NH Retirement System
Senator Maggie Hassan spoke about the changes proposed to the NH Retirement System in that the House and Senate have finished voting on the bills and now it has gone to a Committee of Conference to hash out the differences. Senator Hassan passed out a copy of a newspaper article outlining the differences on what was voted on by the House and what was approved by the Senate.
Education funding formula
Senator Maggie Hassan spoke on a study conducted last year to define the cost for an adequate education and a committee reviewed extensive amounts of data and education cost studies from New Hampshire and around the country within a five month period. After reviewing the data, the Committee selected a legislative cost methodology to determine the universal cost of an adequate education. The Committee determined that the universal cost represents the per pupil resources to provide a public school student in NH with the educational opportunity required under RSA 193-E:2-a where no additional differentiated aid is needed such as special education needs, limited English proficiency, those who are economically disadvantaged or who are in schools with significant concentrations of economically disadvantaged pupils.
The Committee determined the universal cost to be $3,456 per pupil for the cost of an adequate education. In addition the Committee found that students with greater education needs required additional aid above the universal cost. The Committee determined that the teacher ratio for “English language learners” required additional differentiated aid in the amount of $675 per student. Special education students differential cost is $1,798 per student in grade Kindergarten through grade 12 who are educated in a modified regular classroom and/or resource room. For special education students in the same grades who are educated in a self-contained or other restrictive placement program, the amount of differentiated aid is $3,610. Eligibility for the federal free and reduced-price lunch program will increase
the amount of differential aid equal to the universal cost so that, combined, the universal cost and differential aid will equal twice the universal amount. The Committee recommends that the legislature continue to distribute funding to the school district as is currently the case, but that the amount of adequacy should be allocated per school. School based costs, allocation and accounting will require administrative and accounting changes.
If the Committee’s recommendation is approved by the legislature and Governor, this legislation will begin for the 2009-2010 school year.
House Bill 927, enacted as Chapter 270 of the Laws of 2007, charged the Joint Legislative Oversight Committee to review and study the analytical models and formulae for determining the cost of an adequate education and the educational needs and resources needed to deliver an adequate education for the children throughout the state.
A lively discussion took place between those present and Representative Mary Allen stated that the Town of Newton will lose $133,000 in state school funding with the passage of this Education Funding formula and the Town of Kingston will continue to receive State Aid. A report is available on the State website to help understand the concepts and theories of the plan for education funding. School Board member Jim Doggett stated his concern with the disparity between the Town of Kingston and the Town of Newton with the passage of the education funding formula. It was discussed that the figures used to calculate the funding for each school today will change by the time this formula is used and the change could affect who will receive state funding and who will not.
Old Business
· Outstanding Action Items
1. Updated Personnel Policies and Procedures
The Board reviewed a Jury Duty Policy and Military Leave Policy prepared by Town Administrator Nancy Wrigley. The Board tabled this item in order to review the material.
2. Employee Performance Evaluation Form
Town Administrator Nancy Wrigley discussed the four sample employee evaluations that she received in order to come up with a different performance evaluation form for the current one is very redundant. The Board decided to table this item in order to review the material.
3. Update on cable equipment to fix the audio/video on channel 20
Transfer Station Manager Andrew Morse presented the Board with two proposals to purchase new cameras to upgrade the cable equipment and it includes the install, mount and training of the equipment.
The Board decided to put this purchase out to bid per the town’s purchase policy for two weeks so that we will have the bids to review at the June 16th meeting. The newspaper advertisement will be paid out of the cable budget.
4. Cable Operators
Town Administrator Nancy Wrigley informed the Selectmen that she sent an email to the Superintendent’s office asking him to please forward the town’s help wanted advertisement for a Cable Operator. The Board asked that we check with local Vocational Schools for a media related curriculum may have an interested student who is looking to work in this field.
5. Parking at Municipal buildings/Snow Parking Ban
Police Chief Streeter handed out to each Selectman a packet outlining the Statutory Authority, drafted ordinance and implementation example of “Parking at Municipal Buildings/Snow Parking Ban” Ordinance. The Board decided to review the material and if necessary, have the Chief back at the next meeting to answer any questions. Town Administrator Wrigley inquired about the interim period and how to handle a vehicle that is consistently parked at the back of Town Hall. The Board decided to send out another letter to the resident who is using the parking area, without permission, at the rear of the Town Hall
6. LGC – requesting legal funds for potential litigation against the NH Retirement System
Selectman McCarthy stated that based upon what she heard in Washington, we should help fund a possible legal representation due to potential litigation against the State on the State Retirement System.
Chairman Donovan motioned to send the Local Government Center a check for $197.45 for the request of legal funds contribution to support potential litigation against the NH Retirement System. Second by Selectman McCarthy. Vote: Unanimous.
7. IT Consultant bids
Selectman McCarthy stated that last year she attended a Regional Selectmen’s Meeting and the bid specifications were discussed and each town had different methodology used for hiring an IT Consultant; some towns had a higher hourly rate and others with monthly retainers. Selectman McCarthy added that we had the lowest rate for our IT Consultant when compared to the others at the meeting. The Board requested that we contact the other town’s to find out if we can get a copy of the specifications and/or job description. Selectman McCarthy stated that she would check her notes from the Regional Selectmen’s Meeting.
8. Highway Department Issues
A. Sand/Salt Storage
Road Agent Mike Pivero was present and he stated that he did not have all his numbers in for the sand/salt storage and he hopes to have a final number by the June 2nd Selectmen’s Meeting.
B. Webster Grove Road/Pond Street bridge
Pond Street Bridge
Road Agent Mike Pivero stated that the ongoing situation at the bridge on Pond Street is that the funding for this repair is to come initially from the highway budget, which the town will be reimbursed for this repair in September or October due to it being an emergency repair. Pivero informed the Board that he has a good idea on what it will take to fix the bridge and then he asked the Board if it is necessary to go out to bid for this work as the town’s purchase policy requires anything over $3,000 to go out to bid. Pivero discussed the specifications for the bid to include hiring an engineer; Chairman Donovan and Selectman McCarthy both agreed that they feel this is a safety issue that needs to be addressed sooner than later.
The Selectmen discussed that if you are dealing with an emergency issue then you can move forward with the project. Pivero added that some materials for this job are quite hefty and he went on to explain replacing the culvert, the road needs to be elevated in order to allow the culvert to hold more capacity which will help reduce the flooding on the road.
Pivero added that he will come up with a repair schedule and he will spell it out in a descriptive fashion with costs for each item so the Board can see what the job entails for if the number is too big then some adjustments can be made. Pivero added that he can only suggest the work to be done but then it is up to the Selectmen to bless it.
The Board decided to hold a work meeting with Road Agent Mike Pivero on Monday, June 2nd to discuss this and other “road” issues.
9. Recreation Commission Re: Clean up and repairs at the Town Beach and Greenie Park
Selectman Thayer gave Chairman Donovan a contact name and phone number at Family Mediation and stated that he spoke with them and they need a date and the nature of the work to be done as well as knowing there would be a supervisor on hand for that day of the clean-up/repairs.
Selectman Thayer stated that on another note, Family Mediation is still looking for mediators. Anyone who is interested should contact the Town Hall.
10. Transfer Station Re: Concrete pad repairs
The Board reviewed an email from the Chief Building Inspector Ron Lemere stating that after reviewing the two bids for the concrete repairs, per the Board’s request, he recommended Executive Forms, Inc. to be awarded this project for the amount as submitted.
Chairman Donovan asked to table this item before making a decision for he would like to look into something. Due to the urgent nature of this repair, the Board decided to review this again at the work meeting scheduled for Monday, June 2nd.
11. Sign Regulations
The Board was given a copy of the Town of Hampstead Temporary Sign Regulations which is an ordinance adopted by the Hampstead Selectmen in 2005. Along with this ordinance is a “Yard Sale Permit” for the temporary sign regulations require that all yard sales require a permit to be approved by the Police Chief. The Board decided to table this item in order to review the material.
New Business
A. 2008 Appointments
Chairman Donovan motioned to appoint Ann Miles as a member of the RPC Technical Advisory Committee with an expiration date of April 15, 2009. Second by Selectman Thayer. Vote: Unanimous.
Chairman Donovan motioned to appoint David A. Baker as the Surveyor of Wood and Lumber with an expiration date of April 15, 2009. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Donovan motioned to appoint Nancy Slombo as a member of the Recreation Commission with an expiration date of April 15, 2011. Second by Selectman Thayer. Vote: Unanimous.
Chairman Donovan motioned to appoint Deborah S. Holden as a member of the Recreation Commission with an expiration date of April 15, 2011. Second by Selectman McCarthy. Vote: Unanimous.
Town Administrator Nancy Wrigley expressed her concern with hiring lifeguards for this summer and the new provision requiring background checks. Chairman Donovan will talk with the Recreation Commission about hiring for this summer and the need for background checks.
B. Quotes for printing Transfer Station receipts for bulky items
The Board reviewed two proposals for printing Transfer Station receipt for the bulky item program; one from King Graphics and the other from RAM Companies.
The Board discussed that the King Graphics prices were lower and due to budgetary restraints, the better option. Selectman McCarthy asked if we checked with Express Copy for she felt it would be worth a phone call to check on their pricing. Due to time constraints, the Board decided the following;
Chairman Donovan motioned to send the Transfer Station receipt printing job to King Graphics for 2,000 receipts using black ink with red permit # for a total of $165.50. Second by Selectman Thayer. Vote: Unanimous.
C. Police Chief Streeter RE: Gasoline price analysis
Police Chief Streeter handed out an extensive report with actual gasoline prices at the pump since March 2008 for (5) gasoline stations. The report compared prices with many varying criteria such as distance, average price per gallon, gas consumed traveling, which in the end showed the Newton Shell Station to be the cheapest overall. Chief Streeter added that he spoke with Patty Bateman at the Newton Shell Station and she agreed to a 3% reduction per gallon and will cut the town a check at the end of each month for gasoline used by all town departments. The reason why the bill cannot be reduced by 3% is due to using a credit card company who bills the town. The Board thanked Chief Streeter for his detailed spreadsheet showing the cost comparison.
D. Road Agent Mike Pivero
1. Repairs at the Gale Library
Road Agent Mike Pivero informed the Board that he has been approached by the staff at the Gale Library regarding repairs to the sidewalk at the library for it is cracked in numerous places and it looks like it has been repaired numerous times. The Board agreed to have Pivero oversee the repairs to be done by the Road Crew. Pivero added that another request from the library is to install wheel stops in the parking area to stop anyone from hitting the building. Pivero added that the wheel stops are not very expensive and yet it gives protection to the building. The Board approved Pivero to purchase the wheel stops for the Gale Library parking area and these repairs are to be paid from the General Government Buildings budget.
2. Smith Corner Rd/Peaslee Crossing Rd Offsite Improvements
Road Agent Mike Pivero discussed that the offsite improvements to Smith Corner Road/Peaslee Crossing Road is not complete and the engineer overseeing the project has signed off on the project. Pivero added that this is another safety issue and includes a site distance issue and how do we finish it and do we put it out to bid? Pivero stated that he does not see this project be put out bid but instead a punch list that needs to be completed. Pivero stated that he will give the Selectmen a number to finish the project but if the builders are not going to fund the completion of the project then how is the project completed. The Board decided to table this item until the June 2nd work meeting.
The Board then reviewed a prepared letter to developers Linda and Todd Fitzgerald asking them to reconcile the offsite improvements account due to the result of a change to the subdivision plan of 44 Senior Housing units to 48 Senior Housing units.
Chairman Donovan motioned to send a letter to Linda and Todd Fitzgerald asking them to increase the balance for the offsite improvements revised fair share contribution on the Smith Corner Road/ Peaslee Crossing Road by $3,705.00; this is due to a change from a proposed 44 Senior Housing Units to 48 Senior Housing Units. Second by Selectman McCarthy. Vote: Unanimous.
Announcements
· Low and Moderate Income Homeowners Tax Relief Forms available at the Town Hall
· Wednesday, May 21, 2008; Town Clerk/Tax Collector’s Office will be closed for the staff is attending NH City and Town Clerk’s Regional Meeting for the Seacoast Area.
· Wednesday, June 11, 2008; Selectmen’s Office will be closed in order for the staff to attend the Local Government Leadership Program
Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting minutes of April 28, 2008 and May 5, 2008
Chairman Donovan motioned to accept the Selectmen’s Public Meeting minutes of April 28, 2008 and May 5, 2008 as written. Second by Selectman McCarthy. Vote: Unanimous.
· Selectmen’s Nonpublic Meeting minutes of May 5, 2008
Chairman Donovan motioned to accept the Selectmen’s Nonpublic Meeting minutes of May 5, 2008 as written. Second by Selectman Thayer. Vote: Unanimous.
Reports from Department Heads
· Town Administrator Nancy Wrigley Re: Safe Bicycling and Walking to School Grant Funding
Town Administrator Nancy Wrigley discussed the Safe Bicycling and Walking to School Grant Funding project that she is working on to help form a task force with Superintendent Keith Pfiefer and ten others that are interested in this project. The grant program appropriates funding to get kids to ride or walk to school to reduce the vehicles on the road. The program is for Kindergarten to 8th grade and Town Administrator Wrigley added that she attended a meeting with the Department of Transportation and it was very interesting. Wrigley added that she checked around with other departments and those interested with this Task Force is Police Chief Streeter, Fire Chief Ingalls, Selectman Thayer and Selectman McCarthy. The next funding is in the fall and the Task Force will need to start sooner in order to have
time to plan ahead and to be prepared to submit the grant requirements. Chairman Donovan stated that he would be interested in getting involved with this Task Force. Wrigley responded that she will contact everybody once a meeting date is set.
· Selectman McCarthy discussed the manure education workshop held at the Town Hall on Saturday, May 17th was a great success. Many participants came from surrounding towns and other workshops may be held in the evening for those who could not attend.
· Chairman Donovan announced that the Memorial Day Parade is Monday, 26th starting at the Memorial School and then marching to Willow Grove Cemetery starting at 2pm. Refreshments will be served after at the Horace Williams Building.
· Town Administrator Nancy Wrigley announced that John Meserve, President of the Merrimac Savings Bank will plant flowers on the Veterans Memorial this year as he has done in the past.
· Selectman Thayer discussed that the Cemetery Trustees would like to give Road Agent Mike Pivero a lawnmower for the Road Crew to use for they have someone taking care of the Cemeteries this year. The Board agreed to allow the Cemetery Trustees to loan the lawnmower to the Road Crew for if anything happens then the equipment still belongs to the town. Selectman Thayer thanked Road Agent Mike Pivero for the work he has done for the Cemetery Trustees by grading the back area at Highland Cemetery and he removed a large stone at the front of the Cemetery.
· Selectman Thayer discussed that CBI wanted to donate a piece of land to Willow Grove Cemetery and he was not sure if the land was usable due to wetlands. Selectman McCarthy responded that there are four easements on the property that need to be looked at to make sure the land in questions is not part of the easement.
Review of Action Items
Adjourn
Chairman Donovan motioned to adjourn at 9:45pm Second by Selectman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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