SELECTMEN’S MEETING MINUTES
June 23, 2008
Call to Order
Chairman Donovan opened the meeting at 6:08pm. 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. Minutes were audio and video taped and transcribed and typed by Office Manager Winglass.
Chairman Donovan motioned to go into nonpublic under RSA 91-A:3 II (a) – Building Department & Transfer Station. 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 session at 6:58pm. Second by Selectman Thayer. 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 Board motioned to move Thomas Dickey, Transfer Station Laborer from Grade V, step 9 to Grade V, step 10 effective June 15, 2008 due to his recent certification with the State of NH as a Solid Waste Operator on May 20, 2008.
Introduction of Guests
Old Business
· Outstanding Action Items
1. Review of Cable TV Equipment bids
Andrew Morse, Cable Committee stated that after reviewing the two bids received for the update to the Cable TV equipment, his recommendation is to hire Great Northern Video, LLC from Pembroke, NH. Mr. Morse stated that his reason for his recommendation is twofold; one is that looking at the bid from Soundvision Custom Home & Business Audio Video Systems he questioned their recommendation and they never called and/or never came to the Town Hall to look at what is in place or to ask about the update. Secondly, Great North Video is $2,520 less then Soundvision’s bid.
Selectman Thayer motioned to hire Great Northern Video for the price of $20,695. Second by Chairman Donovan. Discussion: Andrew Morse, Cable Committee clarified that the funds for this update are to come from the Expendable General Trust Fund for Cable. Vote: Unanimous.
2. Set date for Public Hearing for the Parking at Municipal buildings/Snow Parking Ban Ordinance and Snow Obstruction Ordinance
Office Manager Winglass inquired as to when the Board of Selectmen would like to hold the Public Hearing to adopt the proposed Parking at Municipal buildings/Snow Parking Ban Ordinance and Snow Obstruction Ordinance. Police Chief Larry Streeter was present and responded that he would be able to attend a Public Hearing on Monday, July 21, 2008; the Board agreed to hold the Public Hearing on the 21st and to send the residents living on Town Hall Road a copy of the proposed Ordinance.
New Business
A. Memo from Police Chief Streeter Re: Police Station/Building
Police Chief Lawrence Streeter discussed his proposed Police Station building that utilizes the current building and land site for a much needed space/operational needs. Chief Streeter stated that he has been looking at alternatives and what we can to in order to improve the facility within the grasp of the taxpayers; even though it is not a particularly good year, things do change and hopefully it will get better. Chief Streeter added that after the vote last year for the Safety Complex he heard feedback from the residents to include too high of a price tag, poor location due to the intersection and although our Police and Fire Departments do get along, many do not and departments do not always stay the same.
Chief Streeter added that after retrieving old drawings of the Police Station from the Town Hall he gave the documents to an architect in Salisbury who did a significant “pro bono” facility improvement plan.
Chief Streeter added that this proposal addresses the concerns of the residents yet it only addresses the needs of one (1) department, but gives us a place to start. After reviewing the proposed floor plan, Chief Streeter proposed a meeting with the architect to discuss options that the community may be open to consider next year. The Board agreed to hold a work session and asked for Chief Streeter to check with his architect to find out what evenings would be good for him and then we will schedule a work meeting.
B. Letter from Library Director Theresa Caswell Re: Maple Tree in the rear parking lot area
The Board reviewed a request from Library Director Theresa Caswell outlining two quotes that she received for work to a large sugar maple tree that is in the rear parking lot. Recently, a portion of a dead tree limb came down and made a dent in the roof of one of the staff member’s car. The two quotes received were both from Tamarack Tree Service; $400 to prune the limb in the poorest condition, chip, brush and dispose and $900 to remove the entire tree to include grind stump, leave grindings on site, chip, brush and dispose of wood. Ms. Caswell stated in her letter to the Board that the option to take down the entire tree might make more financial sense, as it is expected to need further work done in a few years.
Chairman Donovan motioned to hire Tamarack Tree Service in the amount of $900 to remove the sugar maple tree at the rear of the Gale Library. Second by Selectman McCarthy. Vote: Unanimous.
This work will be paid out of the General Government Buildings budget.
C. Petty Cash Policy
The Board reviewed a draft Petty Cash Policy prepared by Town Administrator Nancy Wrigley. The Petty Cash Policy clarifies that the petty cash is only for official Town business.
Chairman Donovan motioned to accept the Petty Cash Policy effective today. Second by Selectman McCarthy. Discussion: Selectman Thayer questioned #3 in the policy “cash boxes shall be utilized to store money and supporting documentation, in a secure location” and asked where is the secure location? TA, Wrigley responded that the secure location is determined by each Department Head. Vote: Unanimous.
D. Payroll Policy
The Board reviewed a draft Payroll Policy prepared by Town Administrator Nancy Wrigley and Payroll Administrator Kim Hughes.
Chairman Donovan questioned #2 in the policy that reads that all timesheets shall reflect supervisory approval via his/her signature. Failure to satisfy these actions will result in its rejection and no-pay status. Chairman Donovan asked if a Department Supervisor does not have a chance to sign the documents then the employee does not get paid? TA, Wrigley stated that the Payroll Administrator does all she can to contact the Department Head in order to make sure that all employees are paid on time but it is not the job of the Payroll Administrator to chase the supervisors. TA, Wrigley discussed situations when a Department Head has been out of town but received an email verifying the information. Situations are rectified when necessary and we do not want to add additional language to include exceptions, for the
policy would be very confusing and the intent of the policy would be misleading.
TA, Wrigley stated that this policy can be amended in the future and we do not want a lot of loopholes. The Board decided to leave the policy as written and if we have problems with the policy then we can come back and revisit it.
Chairman Donovan motioned to accept the Payroll Policy as written, effective June 23, 2008. Second by Selectman McCarthy. Vote: Unanimous.
E. Letter from Palmer Gas/Ermer Oil Re: Fuel Oil Plan for this coming winter
The Board reviewed a memo from Office Manager Winglass stating that she contacted Palmer Gas/Ermer Oil regarding options available to the town for this coming heating season for #2 heating oil.
Chairman Donovan recommended going out to bid this year to see what we receive for pricing for it would be in the best interest of the community. The Board then discussed “bulk” purchase with the area town’s that participate in the Area Selectmen’s Meetings and asked that we send out an email to them to let them know we are putting the purchase out to bid and to ask if they would like to be included in the bid process.
Resident Louis Lipomi of 4 Bear Hill Road discussed that he is looking at purchasing oil using a high volume discount and has contacted surrounding companies and offered to give the Selectmen a list of the companies that he has contacted. The Board thanked Mr. Lipomi for the information will be used with the bid documentation.
Announcements
· Summer meeting schedule for Selectmen’s Meetings
Chairman Donovan announced that the Selectmen’s summer meeting schedule is as follows; July 21, 2008 and August 18, 2008.
· The Board discussed receiving many calls since the Public Hearing on the Hampstead Area Water Company proposed 742 acre franchise area and questioned whether to hold a special town meeting for establishing a water district. The Board discussed that it is our water and there is no price tag that goes along with this commodity.
· The Board decided to request preliminary budget figures for 2009 by mid October. Selectman McCarthy added that the Board would like to make sure that whoever’s job has to do with the planning for the Town Report, to make sure that every town employee is listed with their rank and yearly payroll.
Accept Minutes of Selectmen Meetings
· Selectmen’s Public Meeting minutes of May 19, 2008, June 2, 2008
· Selectmen’s Nonpublic Meeting minutes of May 19, 2008, June 2, 2008
· Selectmen’s Site Walk Meeting minutes of June 5, 2008
Selectmen Thayer asked to hold off on accepting the minutes tonight for he has not had a change to read them.
Reports from Department Heads
· Transfer Station Manager Andrew Morse announced as a reminder that the Transfer Station is still accepting paint and stain until June 29th and it does not have to be dried out and paint that is still in good condition is available to those who would like it for free.
· Transfer Station Manager Andrew Morse reminded the Selectmen that the voters approved money to redesign the Transfer Station and that needs to be started. Selectman McCarthy talked about receiving DES approval and that we might want to wait to see the final design on the lot adjacent to the Transfer Station. The Board asked if it is an option to carry the money over to another year; TA, Wrigley responded that the Board can only carry it over if the work is contracted. The Board discussed that they have been working with Dennis Quintal, Civil Engineering on the lot adjacent the Transfer Station and would be the best candidate to hire to help redesign the area.
Selectman McCarthy will contact Mr. Quintal to find out if he is interested.
· TA, Wrigley stated that the Local Government Center has offered to do a lock out/tag out training at the Transfer Station but we are waiting for Bob White to return to work full time in order for everyone to be trained at the same time.
· Selectman McCarthy stated that the Stewardship Committee held its semi-annual walk at 42 Thornell Road this past week and everything is in good shape.
· Selectman McCarthy added that Conservation is working with the SAU and NE Recycling to work out a new program in which the school recycles food in a compost area for students to get involved with learning on how to grown gardens and to learn about creating a more green society.
· Chairman Donovan announced that the Recreation Commission and the Cable Committee are looking for new members.
· Chairman Donovan announced that when at Greenie Park, if you need mosquito wipes they are available at the snack shack and are open to everyone. These wipes were donated by the Labell family in memory of their daughter, Kelly Labell.
· Selectman Thayer discussed that since we are working on a default budget, he heard of another town where the Selectmen voted to add a surcharge onto speeding tickets with the extra money going toward gasoline. The Board discussed that all gasoline is being paid out of the Police Special Details account.
Review of Action Items
Adjourn
The Board wished everyone a happy and safe 4th of July.
Chairman Donovan motioned to adjourn at 8:17pm. Second by Selectman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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