SELECTMEN’S MEETING MINUTES
January 21, 2008
Call to Order
Chairman Ulcickas called the meeting to order at 6:04pm. 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. Minutes were transcribed and typed by Office Manager Mary Winglass.
Introduction of Guests
Old Business
A. Police Detail Administrative Fee
Chairman Ulcickas explained that the Board asked for Police Chief Streeter to review the cruiser fee and for the Bookkeeper/Payroll Administrator to check on the administrative fee to make sure they are covering the town’s cost for an Officer and Cruiser on a police detail.
Chief Streeter submitted a memo stating that based upon information from other towns, as well as the recent/current surge in gasoline prices, the cruiser fee could be adjusted from $8 to $10 dollars an hour without a negative impact to current income levels or public safety considerations.
Bookkeeper/Payroll Administrator Kim Hughes submitted a memo stating that the administrative fee of $8 per hour covers the town’s administrative costs.
Selectman McCarthy asked about the gasoline used during a detail and how the town is reimbursed. Town Administrator Nancy Wrigley explained that the gasoline is paid out of the Police Department’s budget.
Since the passage of warrant article #19 at the 2007 Town Meeting, all revenues for police special details are deposited into the Police Special Details revolving fund pursuant to RSA 31:95-h and the money in the fund shall be allowed to accumulate from year to year, and shall not be considered part of the town’s general fund unreserved fund balance. The Town Treasurer shall have custody of all moneys in the fund, and shall pay out the same only upon order of the governing body and no further approval is required by the legislative body to expend. Such funds may be expended only for the purpose for which the fund was created.
The Board discussed that the town was reimbursed for the payroll to the officers that worked the details and questioned the best practice to cover the expense of the cruiser. The Board also discussed how an officer is reimbursed for the use of their own vehicle while on a detail.
ACTION ITEM – What does the cruiser fee entail and how can we better capture the line item and if an officer uses their own vehicle, how are they compensated.
New Business
A. Set up for the Deliberative Session
The Board discussed with NCAT Cable Committee Chairman Andrew Morse that he is aware of the date and time of the deliberative session and to bring the Selectmen’s chairs and tablecloths. Andrew Morse informed the Selectmen that he cannot use the white tablecloths for it does not allow for a good picture quality at the school. Selectman McCarthy will check on picking up other tablecloths to use at the Deliberative Session.
Andrew Morse stated that he will contact Comcast to help with the feed and to have a tech on hand to help with the set up at the Middle School. Selectman McCarthy asked if Andy had enough help with the set up; Andrew responded that he has enough help and the biggest part of the set up is getting the equipment from the Town Hall to the School and back.
ACTION ITEM – Selectman McCarthy is to check on purchasing colored tablecloths for the Deliberative Session.
B. Town Hall Office Hours
Chairman Ulcickas stated that the Board will table this discussion until another time.
C. Personnel Policy
Town Administrator Nancy Wrigley informed the Board that in their packet is an updated Town of Newton Personnel Policies and Procedure for their review. TA, Wrigley discussed that whenever a change is made to the policy it is noted within the policy where the addition/amendment was made and on page two (2) it shows the dates of every amendment since the adoption of the policy. Nancy asked the Board if they want to sign the policy each time an amendment is made as this is the way prior Selectmen have handled it in the past.
The Selectmen discussed the need to get the revised policies out to the employees in a timely manner and if there are no revisions that year then it should be given out as a refresher once per year. The last page (signature page) showing that the employee read and understood the policy needs to be returned to the office to be placed in the employees personnel file. TA, Wrigley responded that revisions have been handed out but more times than not the office never receives the signature page. Nancy added if the Selectmen would like to incorporate all the employment related policies such as the Written Safety Policy, Sexual Harassment into the Personnel Policies and Procedures. The Board agreed to include all the policies into one document and then copies will be given out the employees with seven days to return the
signature page and if they do not return it to the office then it will the responsibility of the Department Head to make it happen. The Board discussed making the policy available electronically.
The Board discussed the need to remind the employees of the town’s personnel policies and the importance of having on file the signature page. The Board asked that the signature page state that “I agree to abide by the policies contained herein which will be updated from time to time” or some other similar wording.
ACTION ITEM - The Board asked for the Personnel Policies and Procedures to be updated to include all related employee policies and to have it ready for the February 4th Selectmen’s meeting. Town Administrator Wrigley responded that she will not be able to work on this project until after she completes the 2007 Town Report. Chairman Ulcickas asked what the time frame is; TA, Wrigley responded probably a couple of months for some of the policies are very old and need to be retyped and others will need to be researched. The Board asked to have the signature page updated for the February 4th meeting.
Announcements
· January 23, 2008 through February 1, 2008 -Signup to file for candidacy with the Town Clerk for the 2008 Town Elections. To find out what elected positions are open, check the website at www.newton-nh.gov or contact the Town Clerk’s Office
· 1st Session of the Annual Town Meeting (Deliberative Session) is Tuesday, February 5, 2008 at 7pm at the Sanborn Regional Middle School in the Gym.
· 2nd Session of the Annual Town Meeting (Voting Day) is Tuesday, March 11, 2008 from 8am to 8pm at the Sanborn Regional Memorial School in the Gym.
Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting minutes of January 2, 2008, January 7, 2008 and January 10, 2008
Chairman Ulcickas motioned to accept the Selectmen’s Public meeting minutes of January 2, 2008, January 7, 2008 and January 10, 2008 as written. Second by Selectman Donovan. Vote: Unanimous
· Selectmen’s Non-Public Meeting minutes of January 2, 2008
Chairman Ulcickas motioned to accept the Selectmen’s Non-Public meeting minutes of January 2, 2008 as written. Second by Selectman McCarthy. Vote: Unanimous.
Reports from Department Heads
Transfer Station Manger Andrew Morse asked to speak to the Board regarding the second broken window on the shed at the Transfer Station. This time there were tracks in the snow coming from the fire pond road leading to the shed, the screen was taken out and then someone smashed the window. The Police Department was called and so far there has been no update regarding the investigation. A discussion ensued regarding installing a grill over the window but one that will allow personnel to see outside as well. Selectman Donovan stated that he has some material at his house that might work and he will bring it down to see if it can be used for this purpose.
ACTION ITEM – Selectman Donovan to bring material that he has to the Transfer Station to use as a grill over the window.
Review of Action Items
· Outstanding Action Items
1. Employee Performance Evaluation Form – no discussion
2. Update on Cable Equipment – poor audio/video – need course of action to resolve the issues. The Board questioned Cable Committee Chairman Andrew Morse about the poor cable audio/video on Channel 20 and if it is the town’s equipment or Comcast. Andy responded that he received a memo from the Town Administrator asking him to review the equipment and set-up in order to make the cable more efficient and he worked on “tweaking” the audio tonight and it is better but it is important for residents and the town to complain to Comcast about poor audio/video reception.
The Board asked for Andrew to contact Comcast on behalf of the town to submit an official complaint. Any resident who calls Comcast needs to let the Selectmen’s Office know of the issues so we can tally the complaints and work to resolve the issues.
The Board asked Andrew about upgrading the cable equipment. Andrew responded that cable equipment is very expensive and to purchase one item could wipe out the balance of the expendable General Fund for cable set up in 2001 and more. The 2007 year end balance is approximately $28,981.00. The Board asked for Andrew to consult with Comcast to establish the problem and if necessary have them come into a Selectmen’s meeting to give us a baseline on what we need to move forward to fix this problem.
ACTION ITEM – Andrew to contact Comcast to give us a baseline on what needs to be done to fix the poor audio/video on Channel 20 and for the public to contact Comcast and the Selectmen’s Office with any problems so that we can better understand the issues.
3. Check status of Inter-office employee memo
Town Administrator Nancy Wrigley showed the Selectmen a draft inter-office employee memo for their review. This memo will be used to forward information from the Town Administrator to Department Heads when dealing with employee issues and requires signatures showing that all parties reviewed the materials.
This action item is complete and will be removed from the action item list.
4. Smoking area at the Transfer Station
The Board agreed that this issue has been taken care of by Town Administrator Nancy Wrigley and can be removed from the action item list.
5. Electricity at the Transfer Station
Transfer Station Manager Andrew Morse requested that the Board hold a site walk at the Transfer Station in order to make sure we are all on the same page regarding the placement of the electrical pole. The Board agreed to hold a site walk at the Transfer Station on Sunday, January 27, 2008 at 9am.
ACTION ITEM – Post an agenda for the Selectmen’s site walk.
6. Balance of the Safety Complex Fund
The Board reviewed the year end report from the Trustee of Trust Funds showing that the Safety Complex Building Fund has a balance of $4,468.12. The Board asked that we leave this action item for now.
7. Employment restrictions for employees under the age of eighteen
The office staff did not have time to research this item for the internet at Town Hall has been down; therefore this item is to remain on the action item list.
8. Parking at Municipal buildings
Town Administrator Nancy Wrigley informed the Board that she has been struggling with this policy for the Town Hall Road goes through the parking area and we need to be able to enforce the parking restriction. The Board decided to send to the residents living in the area a letter informing them of the parking ban for snow removal and the need to remove any vehicles from the parking area.
The Board decided to leave this item on the action item list and to amend the heading to read “Parking at Municipal Buildings/Snow parking ban.
ACTION ITEM – Write a letter to the area residents informing them of the snow parking ban at the Town Hall and change the heading on this action item.
9. Review amended Resident Sticker Policy
The Board discussed that the resident sticker policy has been revised to handle residents who do not want to affix their resident sticker to the windshield.
Chairman Ulcickas motioned to accept the amended resident sticker policy as written on January 21, 2008. Second by Selectman Donovan. Vote: Unanimous. The Board added that this policy is a work in progress and the Board is doing it’s best to change the policy as needed.
Chairman Ulcickas stated that with this amendment will allow the office to give stickers out to those particular residents who were not allowed a sticker, such as a resident using a dealer plate for it does not require the sticker to be affixed to the windshield. It was discussed that the guidelines need to be amended to include giving out a sticker to a resident with a dealer plate.
ACTION ITEM – On February 4th the Board will review the resident sticker guidelines.
10. Next year set a deadline for submission of warrant articles
The Board discussed the need to be consistent with accepting all warrant articles and to make sure that there is no conflict. This year the deadline for accepting warrant articles was January 8, 2008 and we need to make sure that all departments are aware of the deadline.
Adjourn
Chairman Ulcickas announced that the Board will meet again on February 4th starting at 6pm.
The Board requested that each agenda have the date, time and place of the Deliberative Session and Voting Day. Chairman Ulcickas announced that on Sunday, January 27th, channel 9 will show the NH Extreme Makeover held in Manchester, NH as several citizens and employees participated in this event.
Chairman Ulcickas motioned to adjourn at 7:10pm. Second by Selectman Donovan. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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