SELECTMEN’S PUBLIC MEETING
January 5, 2009
I. Call to Order
Chairman Donovan called the meeting to order at 5:07pm. 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; meeting minutes were prepared by Office Manager Winglass.
All in attendance, McCullough, Deputy Treasurer, Hughes
II. Introduction of Guests
III. Old Business
5:00pm - Treasurer Cheryl Nelson Re: Treasurer’s duties
In attendance were Town Clerk/Tax Collector Mary Jo McCullough, Deputy Treasurer Brenda Fiers and Bookkeeper/Payroll Administrator Kim Hughes.
Chairman Donovan announced that Town Treasurer Cheryl Nelson sent in her letter of resignation and this is after the Board and town employees have been trying to receive information for months.
Chairman Donovan motioned to accept the resignation of Town Treasurer Cheryl Nelson, effective immediately. Second by Selectman McCarthy for discussion. Discussion: Selectman McCarthy questioned if there is any procedural process and/or any State RSA to handle this issue. Town Administrator Nancy Wrigley responded that the Board will only need to accept the resignation and to appoint a Treasurer until the town elections; no audit will need to be done for the only position per the auditors that regulates an audit is the Town Clerk/Tax Collector, unless there is a problem. Bookkeeper/Payroll Administrator Kim Hughes asked if the Board received all the town documents and laptop back from the Treasurer. Brenda Fiers responded in regards to the information that came back to the Town Hall from the
Treasurer, there is no “checkbook” for the main account, no register but she must use a spreadsheet. Chairman Donovan added to the motioned to include that the Board needs to prepare a response letter with a corrected response to the Treasurer’s resignation letter because of incorrect accusations. The Board stated that the letter will be public information. Vote: Unanimous.
Chairman Donovan motioned to appoint Brenda Fiers acting Town Treasurer until the March 2009 elections. Second by Selectman Thayer. Vote: Unanimous.
Treasurer Fiers informed the Board that the last bank reconciliation is July 2008 with some loose ends with the June and July reconciliations but she can handle it but due to the time of the year it is a burden. It was discussed by all that the current state of affairs is not in the best interest of the town. Brenda added that she will prepare a letter to the banks removing Cheryl’s name on the town accounts.
Kim Hughes asked since the Board appointed the Deputy Treasurer as the acting Town Treasurer, would the Board appoint someone as the Deputy. The Board questioned how we would pay for both positions; Kim added that the acting Treasurer will be paid the remaining one quarter left for this year but we need to look at the coverage in case anything happened, someone who could help with the many duties. Brenda responded that by the time she finds someone it will be election time. Town Administrator Nancy Wrigley asked Brenda if she foresees any problems once she is back in school. Brenda responded that she will only need to readjust her time schedule. Selectman McCarthy told Brenda that if she finds out that she needs any help due to the overwhelming amount of work while in the process of closing out the year, to
please don’t hesitate to let the Selectmen know so we can help out or find someone to help out.
Chairman Donovan spoke about the letter of resignation in that it refers to the Chairman many times, when in fact, each decision was by the Board of Selectmen. Selectman McCarthy added that each phone call to Cheryl was made during a public meeting and Cheryl agreed to speak on the speakerphone. The laptop will be checked by the town’s IT Consultant. Selectman Thayer asked if Brenda will be allowed to bring the laptop home. Chairman Donovan explained that it was never about the laptop taken home but the original town documents and checkbooks that were not to leave the Town Hall and if she needs anything for home then she can make copies. Copies of the letter of resignation was given out to those present.
Kim Hughes and Mary Jo McCullough added that it needs to be known that the Treasurer was given ample time and opportunity to take care of things; multiple emails went out to her by Hughes and she has not received a monthly bank reconciliation since July which does not allow her to balance out. Kim added that she has been in contact with the auditors relating to these issues and the last response received from the Treasurer was around Thanksgiving. Mary Jo McCullough added that the Board had a meeting earlier in the year or late last year and she was told that there will always be a daily deposit from her office due to the State law requiring deposits are made if they are $500 or more. All discussed that this all has to do with the town’s business, nothing personal. Mary Jo talked about problems with residents
calling to find out why their checks had not been deposited or why was their check deposited so late for it then bounced; it was very frustrating to deal with. Selectman Thayer added that this was going on when he was the Town Clerk/Tax Collector.
Selectman McCarthy added that although there is a lot of information going around here tonight, the Selectmen and everyone here tonight were trying to work with the Treasurer but as the Selectmen are the fiscal agents they were trying to work through the issues with a heart and tried to give the Treasurer the benefit of the doubt. The Board ended the discussion by stating that this has been an ongoing event and they are glad to have it resolved.
The Board worked on preparing a response letter to Cheryl Nelson.
6:00pm - Continue review of the 2009 budget, default budget and warrant articles
The Board briefly reviewed the 2009 budget, warrant articles and petitioned warrant articles. The Board will review a proposed default budget at their next meeting.
Warrant articles debated were as follows; Salary for the Town Clerk/Tax Collector and a Capital Reserve Fund for Disaster relief for Emergency Road Repairs. The Board discussed that each Selectman can decide to either recommend or not recommend at the Budget Hearing. The Board reviewed the Planning Board warrant articles.
Town Administrator Nancy Wrigley asked about snow shoveling at the Town Hall and the Board discussed using the Transfer Station personnel, if available.
The Board discussed possibly needing to hire additional part time help at the Transfer Station for when personnel are on vacation.
New Business
IV. Announcements
· Last day to submit Petitioned Warrant Articles is Tuesday, January 13, 2009
· First day for candidates to file for candidacy is Wednesday, January 21, 2009
· Last day for candidates to file for candidacy is Friday, January 30, 2009
· January 19, 2009 at 6:30pm is the Public Hearing Bond Issue for the design, engineering, site preparation, building construction and renovation, equipment and furnishing of the Newton Police Department. (Snow date is Tuesday, January 20, 2009)
· January 19, 2009 at 7pm is the Public Hearing on the 2009 Annual Budget at the Town Hall (Snow date is Tuesday, January 20, 2009)
V. Accept Minutes of Selectmen Meetings
- Selectmen’s Public Meeting minutes of November 24, 2008 and December 1, 2008
- Selectmen’s Nonpublic Meeting minutes of November 24, 2008
Chairman Donovan motioned to accept the Selectmen’s Public Meeting minutes of November 24, 2008 as written. Second by Selectman Thayer. Vote: Unanimous.
Chairman Donovan motioned to accept the Selectmen’s Public Meeting minutes of December 1, 2008 as written. Second by Selectman McCarthy. Vote: Unanimous.
Chairman Donovan motioned to accept the Selectmen’s Nonpublic Meeting minutes of November 24, 2008 as written. Second by Selectman Thayer. Vote: Unanimous.
VI. Reports from Department Heads
Town Administrator Nancy Wrigley informed the Board that Fire Chief Bill Ingalls came in today and talked to her about the cost of the propane to run the generator at the Newton Junction Fire Station. The Newton Junction Baptist Church owns the building but the town has an agreement to pay to heat the building, which the town had done for years. Now they are asking to help pay a portion of the cost for the propane to run the generator. Town Administrator Nancy Wrigley stated that her recommendation is to look at rewriting the agreement due to the town paying half for a new driveway and now this year we are asking for new doors. Selectman McCarthy agreed that we could add in that the town has the first right to purchase if they ever decide to sell.
Chairman Donovan motioned to pay ½ of the propane bill from Eastern Oil due to the use of the generator to keep the Newton Junction Fire Station up and running; the total bill is $953.04 and the town will pay half to be paid to the Newton Junction Baptist Church at 29 West Main Street, Newton Junction, NH to be paid out of the General Government Buildings budget. Second by Selectman McCarthy. Vote: Unanimous.
Town Administrator Nancy Wrigley asked the Board to make a motion to have the Fire Chief start looking into amending the agreement with the Newton Junction Baptist Church to include first dibs on the right to purchase if they decide to sell the building. Chairman Donovan responded that they may amend the agreement, not in the towns best interest. Town Administrator Wrigley responded that she is just trying to be proactive so we do not end up in a situation where we need to move our trucks out because they could not afford it or… Chairman Donovan replied that he feels they will give us plenty of notice. Town Administer Wrigley added that now we are not following the agreement and we may need to look at it. The Board agreed to look at the agreement.
Town Administrator Nancy Wrigley asked the Board to approve three payments for the sheds; one as a down payment then a second payment once they start building and the final payment once delivered to the town. The Board agreed to have the town prepare the three checks for the payment of the sheds. Chairman Donovan called Transfer Station Manager Andrew Morse to talk about a pressure treated ramp which is included with the sheds and yet not needed, for the sheds do not have floors and to speak about the anchors for the sheds. Morse responded that the ramps come with the shed and Chairman Donovan replied that we will find a use for it.
VII. Adjourn
Chairman Donovan motioned to adjourn at 7:50pm . Second by Selectman Thayer. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
| 
