SELECTMEN’S PUBLC MEETING
December 1, 2008
I. Call to Order
Chairman Donovan opened the meeting at 5pm. 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 taped; the minutes were transcribed and typed by Office Manager Winglass.
II. Introduction of Guests
III. Old Business
5:00pm - Continued discussion of the 2008 and 2009 Transfer Station budget
Present were Transfer Station Manager Andrew Morse
Manager Andrew Morse presented the Board with a revised 2009 Transfer Station budget with only a 2% increase over the 2008 default budget. Andrew discussed that the plan is to put funds for the “Fee Free Weekend” in a separate warrant article. After a brief discussion and some minor changes to the 2009 proposed budget.
Chairman Donovan motioned to accept the 2009 Transfer Station budget at $417,572.00. Second by Selectman Thayer. Vote: Unanimous.
The Board agreed to the purchase of two tires from MB Tractor to be paid out of the 2008 Transfer Station budget equipment purchase repair line item at $1,240.00. Andrew will prepare a requisition for the Board to sign.
The Board asked Andrew his comments on the draft Transfer Station site plan. Andrew responded that he had some issues with the layout, the fence and the fact that the site plan does not show everything that is currently at the Transfer Station. The Board discussed that Road Agent Mike Pivero is coming in tonight and they will talk to him about the site plan. The Board will ask Road Agent Mike Pivero to stop by this week to speak with Andrew about the draft site plan.
Andrew asked the Board if the electrical work approved by the Board is to be paid out of his budget or the site improvement warrant article. The Board agreed that the electrical work is to be paid out of the site improvement warrant article.
5:30pm - Review of bid comparisons for the printing of the 2008 Annual Town Report
The Board reviewed a spreadsheet comparing the bids received for the printing of the 2008 Town Report. After a discussion, the Board asked that the office check with the two companies (Bradford & Bigelow and Brothers Bindery) that bid the lowest on the project to inquire on a price for on printing 600 perfect bound and 50 spiral bound.
6:00pm - Discussion of Gould’s Hill Road with Road Agent Mike Pivero
Road Agent Mike Pivero was present and discussed with the Board that he has done some research on the ownership of the island and it is owned by resident Dewey Bowley. Pivero added that the Board originally thought to make Gould’s Hill Road a one way road but after thinking about it he feels that it is not a good solution.
Pivero discussed his recommendation to change the entrance onto Gould’s Hill Road from Route 108 by closing off the southwest corner entrance and to use the entrance after the island by making a hard right. This would require no alteration to the pavement for that would cost money and the only purchase necessary is a few “Do Not Enter” signs. Selectman Thayer stated that on Saturday and Sunday he drove by and there was a lady video taping the cars as they go by.
Chairman Donovan asked about reconfiguring the intersection by shifting the island over, with permission of the owner, but not to change the diameter of the island, therefore the island would block off the southwest corner entrance. Pivero responded that other issues will arise with re-configuring the intersection such as; to file a driveway permit with the State and we need to take into consideration the telephone pole within the island, site distance and the cost for these changes. All agreed that this would be a good solution but would require funds through a warrant article. Pivero discussed the other entrance off of Amesbury Road for it also has two entrances onto Gould’s Hill Road; Pivero suggested that the entrance before the telephone pole heading toward Route 108 is closed by placing “Do Not
Enter” signs.
The Board discussed that the quickest and cheapest solution is to close the entrances with signs and if it does not work then we can move forward with reconfiguring the intersection. The Board discussed the need to have the Police Department enforce the “Do Not Enter” for the first few months.
6:15pm - Twombly Drive road acceptance
Road Agent Mike Pivero was present.
Road Agent Pivero stated that Mr. Hebb went in front of the Planning Board last Tuesday and it was determined at the meeting that everything was complete on the road except that the town never received a copy of the certified bounds being properly set and they need RCCD to approve the certification. The Planning Board also needs an original copy of the Agreement between Newton and South Hampton for recording. Pivero stated that he spoke with Mr. Hebb today and he plans on submitting the certification by Wednesday or Thursday of this week.
Pivero asked to speak with the Board regarding snow plowing. His concern relates directly to Kenwood Drive and Storey Lane for the town has set a precedent, for previous Road Agent Frank Gibbs plowed these road when they had not yet been accepted by the town. Pivero asked for the Board to send a letter to David Storey informing him that the town will not be plowing Kenwood Drive and Storey Lane until the road is formally accepted by the Board of Selectmen. The Board asked for a certified letter to be sent to David Storey informing him of his responsibility to plow Kenwood Drive and Storey Lane until the town accepts the road.
The Board discussed the Transfer Station draft site plan with Pivero and asked him to review the plan with Andrew Morse, Transfer Station Manager.
Mr. Nathaniel Sawyer, Sr. of 2 Gould’s Hill Road arrived at the meeting just before 7pm and was informed of the discussion of the Board to put up the “Do Not Enter” signs as a cost feasible option for right now. Mr. Sawyer offered to give the town land if needed to change the intersection. The Board asked for a letter to be sent to Marcia Walker and Mr. Sawyer to inform them of the change that will take place within the next two weeks.
6:30pm - Review of the following 2009 proposed budgets
A. Planning Board budget
The Board reviewed the budget and had questions; they asked to have the Chairman of the Planning Board Ann Miles to come into the next Selectmen’s Meeting on December 8, 2008.
B. Conservation Commission budget
Selectman Trisha McCarthy explained the 2009 proposed budget to include a total increase of $542.00 over the 2008 default budget for an approved merit increase approved in 2008 for the Conservation Commission Secretary and a minimal increase for postage and office supplies. Selectman McCarthy will check on a payment of $225 that needs to be paid out of dues, seminars and subscriptions. Selectman McCarthy explained that there are invoices that are to be processed by the end of the year and she anticipates the budget to be close at year end.
Selectman McCarthy explained that this is the first year the Conservation Commission has asked for an increase and part of that is due to finally having a part time Secretary.
Selectman Thayer motioned to accept the Conservation Commission 2009 budget in the amount of $3,792.00. Second by Selectman McCarthy. Vote: Unanimous.
C. Recreation Commission budget
The Board reviewed the 2009 proposed Recreation Commission budget with the only increase over the 2008 default budget to include $5,000 for Senior Programs. Chairman Donovan spoke about the additional line item for Senior Programs, which was in the 2008 budget but it did not pass. Chairman Donovan added that the funds are proposed for a fall foliage outing and another possible outing to the Duck Tours.
After a discussion on the Senior Program requested funds of $5,000, the Board decided to put this into a warrant article and to remove the $5,000 from the budget; this leaves the 2009 budget at level funding. Town Administrator Nancy Wrigley asked for help with the wording of this articles; Chairman Donovan responded that the warrant article is for “Elderly Events”.
Chairman Donovan motioned to take $5,000 out of the 2009 Recreation Commission budget and put it in a warrant article and to approve a total 2009 Recreation Commission budget at $36,696.00. Second by Selectman McCarthy. Vote: Unanimous.
D. Cable Committee budget
The Board reviewed the 2009 proposed Cable Committee budget in that the salaries line items was reduced and yet the Board discussed their concern with reducing this line item for they are looking to hire for a Cable Operator(s). The Board discussed that they received a letter of interest from an individual who has a lot of experience and if hired, then the town would need to offer an hourly wage commensurate with experience. The Board decided to leave the 2009 Cable Committee budget at level funding for they felt that the salaries line item will be needed for payroll.
Chairman Donovan motioned to accept the 2009 Cable Committee budget as amended by the Board of Selectmen at $5,500.00. Second by Selectman Thayer. Vote: Unanimous.
E. Executive budget
The Board discussed the budget and due to not having all the information needed to complete the budget, the Board decided to review it at the next meeting on Monday, December 8, 2008.
Town Administrator Nancy Wrigley asked the Board to discuss Kim Hughes Bookkeeper/Payroll Administrator hours for she would like to expand them to 30 hours per week starting next year for as the town grows the workload has grown and she needs more hours to handle the additional work. Selectman McCarthy stated that we need to help alleviate the work load in the Selectmen’s Office and discussed holding some Selectmen’s Meetings during the day. The Board stated that they are in favor of putting a warrant article for a part time Secretary and for a cost of living increase for all employees.
Chairman Donovan motioned to expand Kim Hughes, Bookkeeper/Payroll Administrator hours to 30 per week as of January 1, 2009. Second by Selectman McCarthy. Vote: Unanimous.
Another addition to this budget is for overtime, 20 hours per year, each for the Office Manager and Bookkeeper/Payroll Administrator for when the employees are working on year-end projects and dealing with long budget meetings.
F. Insurance budget
The Board tabled this budget for the information was not available at the meeting.
G. Police Services line item
Chairman Donovan motioned to reduce the Police Services line item from $5,000 to $2,500 for the 2009 budget. Second by Selectman Thayer. Vote: Unanimous.
The reason why the Board reduced this budget is due to the fact that the town set up a revolving fund in 2007 to funnel through the revenues received for special details, therefore the town now does not have to gross appropriate funds for this purpose.
H. Legal line item
Chairman Donovan motioned to leave the 2009 legal budget line item at $50,000. Second by Selectman McCarthy. Vote: Unanimous.
I. Health Officer budget
Chairman Donovan motioned to accept the 2008 Health Officer budget at $15,000. Second by Selectman Thayer. Vote: Unanimous.
J. West Nile line item
Chairman Donovan motioned to keep the 2009 budget for West Nile Virus at $35,000. Second by Selectman McCarthy. Vote: Chairman Donovan and Selectman McCarthy – yes; Selectman Thayer apposed. Motion passed.
IV. New Business
A. Discussion of Town Offices Holiday hours
The Board reviewed the holiday hours for Christmas Eve and New Year’s Eve and decided to close the town offices at noon on Christmas Eve, December 24, 2008 and to open the town offices on New Year’s Eve regular hours, 8am to 4pm.
Selectman Thayer motioned to allow the town office staff to leave at noon on December 24, 2008. Second by Selectman McCarthy. Vote: Unanimous.
B. Letter from the Zoning Board of Appeals Re: Variance granted to CBI
The Board reviewed a letter from the Zoning Board of Appeals informing the Board that they did not have the authority to grant variances on Selectmen’s Ordinances, only Zoning Ordinances. The Zoning Board attached a copy of their decision to approve with conditions, a variance request from Continental Real Estate, LLC (CBI) and now that they realized that they do not have the authority, they hope that the Board affirms their decision.
After reviewing the Board of Appeals decision on August 19, 2008 to grant a variance from the sprinkler ordinance with (6) conditions, the Board decided to send Selectman Raymond Thayer to CBI to check on the building to see if there are any violations and to find out what is stored in the building.
ACTION: Selectman Thayer will talk to CBI to find out what they are storing in the building.
C. Letter from Library Director Theresa Caswell Re: 2009 projected expenditures
The Board reviewed a list from Library Director Theresa Caswell with the libraries projected expenditures for 2009.
V. Announcements
· Town of Newton is hiring Cable Operators to run the cable channel.
· Invitation to bid for replacement windows and doors at the Town Hall.
· Wednesday, December 3, 2008 Selectmen’s Office is closed.
VI. Accept Minutes of Selectmen Meetings
- Selectmen’s Public Meeting minutes of October 27, 2008 and November 3, 2008
Chairman Donovan motioned to accept the Selectmen’s Public Meeting minutes of October 27, 2008 and November 3, 2008 as written. Second by Selectman McCarthy. Vote: Unanimous.
- Selectmen’s Nonpublic Meeting minutes of October 27, 2008 and November 3, 2008
Chairman Donovan motioned to accept the Selectmen’s Nonpublic Meeting minutes of October 27, 2008 and November 3, 2008. Second by Selectman McCarthy. Vote: Unanimous.
VII. Reports from Department Heads
VIII. Adjourn
Chairman Donovan motioned to adjourn at 7:58pm. Second by Selectman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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