SELECTMEN’S PUBLIC MEETING
November 24, 2008
Call to Order
Chairman Donovan called the meeting to order at 5:03pm. In attendance were Chairman Robert S. Donovan, Jr., Selectman Trisha J. McCarthy, Selectman Raymond D. Thayer, Town Administrator Nancy and Office Manager Mary B. Winglass. The meeting was audio taped; the minutes were transcribed and typed by Office Manager Winglass.
5:00pm - Continued discussion of the 2008 and 2009 Transfer Station budget
Present was Transfer Station Manager Andrew Morse
The Board reviewed the 2009 proposed Transfer Station budget and after some discussion reduced the electrical repair line item by $500 and approved a 2008 expenditure of $1,066.00 to pay Councilman Electric to make some repairs due to safety issues at the Transfer Station.
Chairman Donovan motioned due to the safety issue at the Transfer Station to allow Councilman Electric to do the lighting work for the sum of $1,066.00. Second by Selectman McCarthy. Vote: Unanimous.
2009 budget review
The Board asked Andrew Morse to review his budget again to cut anywhere possible. Andrew responded that he felt that he could reduce the budget further if he is able to purchase the new tires for the front loader and he will know better once all the invoices have been received. Andrew will get the prices for the tires and the Board will meet to discuss it at the December 1, 2008 meeting starting at 5pm.
The Board discussed preparing a warrant article to use funds from the Transfer Station recycling fund to help offset the 2009 budget. Selectman Thayer discussed information he received on surplus equipment purchases available from the State.
ACTION ITEM: Chairman Donovan will check with Andy on purchasing surplus equipment.
The Board reviewed a draft site plan of the Transfer Station with some modifications to include fencing to shut off the Transfer Station from the sand/salt storage area. Andrew Morse took a copy of the site plan to review it.
5:30pm - Nonpublic Session under RSA 91-A:3 II (a) – Code Enforcement
Chairman Donovan motioned to go into nonpublic session under RSA 91-A:3 II (a) – Code Enforcement. Second by Selectman McCarthy. Roll Call Vote: Chairman Donovan – yes; Selectman McCarthy – yes; Selectman Thayer – yes. Vote: Unanimous.
Chairman Donovan motioned to close the nonpublic at 5:56pm. 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 take the $15,000 out of the Building Department budget and create a new line item “Code Enforcement” for a sum of $15,000.
· The Board unanimously motioned to rescind their motion to go out to bid for a Code Enforcement Officer. Code Enforcement Officer Robert Donovan, Sr. is going to do all the reports and the Selectmen’s Office will not get involved; Bob Donovan, Sr. is going to take all the phone calls that have been directed to him and will have a mailbox for his incoming correspondence in the Selectmen’s Office.
Chairman Donovan motioned to amend the Building Department budget of $114,152.00 to subtract $15,000.00 and to put it on a separate line item, for a new budget amount of $99,152.00. Second by Selectman Thayer. Vote: Unanimous.
6:00pm - Treasurer and Deputy Treasurer Re: Account Reconciliations and Documentation
Treasurer Cheryl Nelson was present.
Treasurer Nelson informed the Selectmen that the reason why Deputy Treasurer Brenda Fiers is not at this meeting is because her children were sick at home.
The Board gave Treasurer Cheryl Nelson a copy of a list of outstanding items written by Bookkeeper/Payroll Administrator Kim Hughes. The list outlined specific issues explaining transactions made in the Town’s Operating Account; it is these documents that the auditors examine to evaluate the town’s accounting practices. Cheryl responded that she has been in touch with the school and will work out a payment schedule as she was waiting for tax money to come in before she could approve payment. Cheryl stated that she spoke with Kim in August for Kim asked for a copy of the bank statements and that she was unaware that Kim was in need of the monthly reconciliations for the reports are filed in the file cabinet. Town Administrator Nancy Wrigley stated that Kim does not go into the Treasurer’s files for it
is a conflict of interest and that she went in to find the files and could not find the information.
The Board discussed that they want the original files kept at the Town Hall; Cheryl responded that she takes copies home to reconcile the accounts. Cheryl added that part of the confusion could be that she prepares a preliminary reconciliation which she gives to Kim and she did not send her the revised final reconciliation.
After reviewing the list, Cheryl stated that she needs to look at the bank statements as they relate to numbers 6,7,8,9 and 10. Cheryl added that she will check on the other items listed; numbers 12 and 13 were about deposits made in error to the wrong account. Cheryl stated that she was unaware that they were deposited in error and will move them out by the end of the year. Cheryl stated that she is caught up on the account reconciliations and she will make sure Kim gets a copy of everything.
The Board discussed the state requirement of daily deposits when the deposit exceeds $500. The Board unanimously agreed for Cheryl or Brenda to contact the Police Department when making deposits, especially during tax time and even during the day, for it is in everyone’s best interest.
Cheryl then showed Town Administrator Nancy Wrigley her files as she will work as the middle man between the Treasurer and Bookkeeper/Payroll Administrator due to a conflict of interest.
6:30pm - Per RSA 31:95-b to accept unanticipated funds donated to the town as follows;
A. $100.00 donation from Merrimac Savings Bank for the Newton Recreation Fall Festival
B. $300.00 donation from FairPoint Communications to the Recreation Commission
C. $536.60 donation to the Food Pantry made from various organizations/persons(s) as follows;
1. $100.00 from Helen and Phil Hyatt
2. $200.00 from Kingston Area Junior Women’s Club
3. $7.00 basket at Merrimac Savings Bank
4. $29.60 Gale Library Food for Fines
5. $200.00 donation from Paul and Carol Szot dba Video Care & Repair
Chairman Donovan explained the need to accept and expend unanticipated donated funds to the town from a private source per State Law RSA 31:95-b.
Chairman Donovan motioned to accept and expend a $100 donation from Merrimac Savings Bank for the Newton Recreation Fall Festival and a $300 donation from FairPoint Communications to the Newton Recreation Commission. Second by Selectman Thayer. Vote: Unanimous.
Chairman Donovan motioned to accept and expend a $536.60 donation to the Food Pantry as follows; $100 from Helen and Phil Hyatt, $200 from Kingston Area Junior Women’s Club, $7.00 from a basket at Merrimac Savings Bank, $29.60 from the Gale Library Food for Fines and a $200 donation from Paul and Carol Szot dba Video Care & Repair. Second by Selectman McCarthy. Vote: Unanimous.
The Board thanked everyone for the donations.
7:00pm - Road Agent Mike Pivero Re: 2009 proposed Highways and Streets budget and
discussion of Goulds Hill Road
2009 proposed budget
Road Agent Mike Pivero was present.
Pivero discussed that one of the increases to his 2009 proposed budget is to include a merit increase for one member of the Road Crew given a year ago; another is for one (1) Nextel cell phone which is a phone listed under contract with Eastern Seaboard for a budget of $480.00. Other increases are $250 for books/manuals, $1,000 for gravel/stone, $17,000 for paving and $6,500 for sand/salt. Pivero explained the increase for materials is a direct unit cost.
After a discussion on the budget, the Selectmen reduced a couple items in the budget to help offset the increase for materials.
Pivero discussed the long term neglect to the storm drainage in town and stated that he is not sure how to deal with it. Pivero explained that there are 15 drainage structures in town that have completely collapsed and by not being able to get the water off the road then it destroys the road. Pivero cautioned the Board on the need to start working on the existing drainage issues in town.
Chairman Donovan motioned to accept the Highway and Streets budget in the sum of $395,568.00 Second by Selectman McCarthy. Vote: Unanimous.
Goulds Hill Road
Road Agent Mike Pivero discussed that the issue with Gould’s Hill Road is the southwest entrance heading north on Route 108 allows vehicles to continue at a increased speed off of Route 108 as it is frequently used as a shortcut. Pivero added that the island is privately owned and the State is fine with restructuring the entrance but for site distance we would need to use the island area.
The Board discussed changing Gould’s Hill Road into a one-way road coming from Amesbury Road. Pivero discussed that the only draw back is plowing for the snow will go to one side of the road. The Board discussed that making it a one-way road is fairly inexpensive for it would only require purchasing signs and the other half is the need for an increased law enforcement presence due to the speeding problem.
ACTION ITEM: Research changing Gould’s Hill Road to a one way road from Amesbury Road.
The Board reviewed a draft site plan of the Transfer Station to include a proposed fence to close off the Transfer Station while still gaining access to the sand/salt storage area. The Board discussed that we are running out of weeks and need to start making some decisions. A discussion ensued with options to revise it by changing the exit and entrance area.
Chairman Donovan will contact Andy as the Transfer Station liaison to discuss his proposed changes to the site plan; Selectman McCarthy will contact Chairman Donovan regarding Andy’s recommendations and will convey the information to Road Agent Mike Pivero who will then bring the revisions to Dennis Quintal of Civil Construction.
7:45pm - Letter from Spectra Energy Re: Vegetation Maintenance in Right of Way
The Board reviewed a letter from Spectra Energy explaining that they will be conducting vegetation maintenance along the high-pressure natural gas transmission line and associated facilities to include cutting brush and any trees by hand. The maintenance will commence in November and continue through December.
8:00pm - Police Chief Larry Streeter Re: 2009 proposed Police Department budget
Police Chief Lawrence Streeter was present.
The Board reviewed the proposed 2009 Police Department budget which is only a 1% increase over the 2008 default budget. After a brief discussion and review of the budget, the Board made the following motion;
Chairman Donovan motioned to accept the Police Department budget with a 1% increase over the 2008 default budget of $585,267.00. Second by Selectman McCarthy. Vote: Unanimous.
Police Chief Streeter discussed his proposal for three warrant articles to be presented to the voters at the 2009 Town Meeting. The first is to ask again for a full-time Police Officer and the other two are for the renovations and addition on the Police Department building.
Town Administrator Nancy Wrigley questioned the Board on whether the proposed short term disability insurance is to be paid by the town or the employees. It was discussed that the town needs to gross appropriate for this insurance and if the town pays the premium then the cost is decreased versus an increased cost to the employees.
Chairman Donovan motioned to approve the Short Term Disability Insurance to be paid by the town for the full time employees of the town. Second by Selectman McCarthy. Vote: Unanimous.
9:00pm - Hayford “Democrat” Horse Carriage, Sale/Transfer of Ownership
Chairman Donovan motioned to sell the Hayford “Democrat” Horse Carriage to the Newton Historical Society for $1 to be stored at 5 Wallace Street. Second by Selectman Thayer. Vote: Unanimous.
9:05pm - Email from Andrew and Theresa Morse, as of November 18th they will no longer be available to tape meetings.
The Board reviewed an email from Andrew and Theresa Morse, Cable Operators stating that they will no longer be available to tape meetings as of November 18, 2008. The Board asked to place a help wanted advertisement on Craig’s List and on the town’s website. Chairman Donovan will talk to Andrew to talk to him about training and to help the Selectmen to set up the tape so all we need to do is hit the button to tape the meetings.
9:10pm - Open bids for the printing of the 2008 Annual Town Report
The Board opened the bids for the printing of the 2008 Annual Town Report. Bids were received from the following companies;
Neoprint, Inc. of Chelmsford, MA
Kase Printing of Hudson, NH
Graphic Image of Milford, CT
The Bacon Otto Press of Newburyport, MA
Commonwealth Printing of Newburyport, MA
Newton Digital Solutions of Newton, NH
Town and Country Reprographics of Concord, NH
Brothers Bindery of Hudson, NH
Odyssey Press, Inc. of Gonic, NH
Proforma of Melrose, MA
SelectPS Print Solutions of North Brookfield, MA
The Board asked for a spreadsheet to be prepared for the next Selectmen’s Meeting in order to review the bid pricing.
9:20pm - Selectmen’s Public Meeting minutes of October 27, 2008 and November 3, 2008
- Selectmen’s Nonpublic Meeting minutes of October 27, 2008 and November 3, 2008
The Board tabled accepting the meeting minutes.
Other Business
The Board reviewed a proposal from Fitzpatrick & Son Plumbing & Heating for repairs to the bathrooms and for heat work at the Town Hall. The Board asked for the proposal to be broken down into two proposals versus lumped into one bid.
Town Administrator Nancy Wrigley discussed that the Safety Committee met today and Bill Landry did an unbelievable job with the fire extinguishers by finding out the status of each of the town’s extinguishers. TA, Wrigley handed out a spreadsheet prepared by Bill Landry listing each fire extinguisher, the type, style, whether it needs to be added or replaced, type, size and cost.
The purchases of additional units are to be made as soon as possible totaling $1,175.00; for those that need to be replaced we have a service contract in place. Also the Safety Committee is looking at training 25 employees on the use of fire extinguishers for a cost of $225. The total cost for the new extinguishers and training is $1,400 to be paid out of the General Government Buildings budget.
Selectman Thayer motioned to expend $1,400 to upgrade the town’s fire extinguishers and to provide training. Second by Chairman Donovan. Vote: Unanimous.
Adjourn
Chairman Donovan motioned to adjourn at 9:08pm. Second by Selectman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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