SELECTMEN’S PUBLIC MEETING
April 6, 2009
Chairman McCarthy called the meeting to order at 6:02pm. In attendance were Chairman Trisha J. McCarthy, Selectman Raymond D. Thayer, Selectman Robert S. Donovan, Jr., Town Administrator Nancy J. Wrigley, Office Manager Mary B. Winglass, Police Chief Lawrence Streeter, Emergency Management Director Lawrence Foote and Road Agent Michael Pivero.
Police Chief Lawrence Streeter informed the Board of Selectmen of the 35 applicants who applied for the full time Police Officer position and the extensive background check that followed and his final recommendation to hire Christopher Thurlow. Chief Streeter gave some background information on Mr. Thurlow that resulted in his recommendation to the Board to appoint him as a full time Police Officer. Selectman Thayer questioned the starting wage for a full time officer and Chief Streeter responded that once Mr. Thurlow graduates from the academy he will receive a 5% raise and then another raise once he completes the probationary period.
Selectman Thayer motioned that we hire Christopher Thurlow based upon the recommendation of Police Chief Streeter to start on April 6th as a full time Police Officer. Second by Chairman McCarthy. Vote: Unanimous.
The Board signed Mr. Thurlow’s appointment.
A. Continued discussion of a telephone message delivery service
Emergency Management Director Larry Foote discussed purchasing the telephone message delivery service from First Alert versus One Call Now due to the cost and services provided by First Alert. The Alert Now costs $2,150.00 and includes unlimited messaging and an initial data collection of phone numbers and training. One Call Now has an unlimited messaging service annual cost is $2,625.00 with no initial data collection or training.
Office Manager Winglass talked about the Alert Now initial data collection includes 862 households with phones in zip code 03858 but what about zip code 03859 (Newton Junction). EMD Director Larry Foote responded that he will contact Alert Now to ask about those that are listed with a Newton Junction zip code.
EMD Director Larry Foote informed the Board that the Emergency Management computer will not be able to support the Alert Now system and he is looking at replacing the computer and for it to be paid out of the $10,000 appropriated in 2009 warrant article #16, “Emergency Operations Center Expendable Trust Fund”.
Chairman McCarthy talked about needing to change the “One Call Now” Enrollment Form to an “Alert Now” Enrollment Form if the Board decides to use their service.
EMD Director Larry Foote stated that the school department likes the service provided by Alert Now and it is his recommendation to move forward with it tonight. Selectman Donovan asked if the town does not use the service during the year then is the town due a refund. Foote responded that the town would be signing a one year contract for this service at the cost outlined in the proposal.
Selectman Thayer motioned to move forward with switching from One Call Now to the Alert Now Program. Second for discussion by Selectman Donovan. Discussion: Selectman Donovan stated that the town currently is not using One Call Now. Town Administrator Nancy Wrigley responded that Selectman Thayer is referring to the enrollment form. Chairman McCarthy questioned if the Board should wait until we know how many phone numbers are in zip code 03859 and if there is any additional fee. A discussion ensued with the cost and how that is broken down and the services provided with this program. Selectman Donovan questioned how many households that we have in town. Foote responded that the town has approximately 1500 households in town and that this service will allow the town to have a layering
affect to put together subgroups within the database for notifications to specific groups such as the Fire Department, Police Department, etc. Office Manager Winglass asked who will be the administrator of this program. Foote responded that Emergency Management will oversee the phone number database. Vote: Unanimous.
B. Continued discussion with the FEMA Update
Road Agent Mike Pivero was present to discuss a follow up to the December 11th ice storm in that he and EMD Director Larry Foote met with FEMA last Wednesday to get a final on the quantity of debris cleanup that will be reimbursed to the town. Pivero discussed that FEMA has authorized the town to clean up the curbside debris that residents bring to the curbside, to be disposed. The Selectmen need to make the decision on whether to clean up the debris curbside, for the residents as part of the ice storm damage; a notice to the residents would be necessary on the particulars. Selectman Donovan asked if we have an estimated price of the cost to the town for this clean up. Pivero responded that it is a moving target and FEMA came in to help quantify the amount but a final cost is not feasible for it is unclear
of the amount of debris that will be brought to the curb by the residents. Pivero stated that if the Selectmen decide not to go with the option of curbside cleanup for the residents then FEMA will still reimburse the town for what was viewed in the town’s right-of-way. Chairman McCarthy discussed not being in favor of not opening up the debris cleanup to the residents for it would probably end up on the side of the road anyway to be cleaned up by the Road Crew and they have other things to do. Pivero stated that the FEMA representative has gone around to many towns and many have opted not to offer this service as it only relates to the debris from the ice storm.
Selectman Donovan motioned to allow the Road Agent to move forward with the road side cleanup from the Ice Storm damage. Second for discussion by Chairman McCarthy. Discussion: Selectman Thayer stated that he is in favor as long as residents are noticed. Chairman McCarthy read suggested wording from Road Agent Mike Pivero stating that the Highway Department will pick up brush debris in the Town’s right-of-ways from the December 11, 2008 ice storm starting April 20, 2009. Residents brush debris will be picked up if the following criteria are met: Brush debris only from the ice storm; and Brush debris must be at curbside on or before April 20, 2009. Any brush debris placed out after the Highway Department has cleaned that street will become the residents responsibility. Office Manager Winglass
asked about commercial properties in town such as the Willow Grove Trailer Park; the residents in the park do not own the land and the property management company called the office recently to find out if he could gain access to the Transfer Station for debris removal. Pivero responded that it is his suggestion that we should include it for when he drove around town with FEMA they did not discern residential from commercial. Selectman Donovan asked if the debris would need to be brought out to Crane Crossing Road from the trailer park; Pivero responded “yes”. Notices were discussed and determined that they should be posted wherever possible in town such as the Post Offices, stores, Transfer Station and on the town’s website. Notices will be sent to the newspaper as an announcement. Pivero was asked if we need to cap to the size of the brush to be brought to the curb; Pivero responded that if the residents can get it to the curb
then they will be able to pick it up. Vote: Unanimous.
- Continued discussion of emergency generators
EMD Director Larry Foote informed the Selectmen that the information regarding the repair and lease for the Police Department generator has been given to FEMA to be considered as part of the ice storm disaster declared on January 2, 2009. Foote added that he is scheduled to meet with Councilman Electric tomorrow to discuss a generator for the school to be used as a shelter and to discuss the generator for the Town Hall. Another option that he is working on is with Seabrook for a generator upgrade at the Central Fire Station. The Board discussed that this item will be reviewed again at the April 20th Selectmen’s Meeting.
A. Fitness for Duty Policy, Credit Card Purchase Policy and Fraud Policy
Town Administrator Nancy Wrigley stated that the Board received a draft copy of the proposed policies three weeks ago and then discussed how she worked with an Attorney at the Local Government Center to come up with the wording for the Fitness for Duty Policy.
Fitness for Duty Policy
Town Administrator Nancy Wrigley stated that this policy came about after an issue arose at the Transfer Station last year. The policy includes a Supervisor’s Observation Checklist, Fitness for Duty Consent and Release and Fitness to Return to Work Certification that is signed by a Health Care Provider. Wrigley added that the Local Government Center recommends that the Town adopt the policy.
Chairman McCarthy asked Police Chief Streeter if his department has a Fitness for Duty Policy; he responded “yes” but the department would also fall under the town policy. The Board discussed that the policy will need to be given out to every department.
Selectman Thayer motioned to accept the Fitness to Duty Policy as compiled by the Town Administrator and with the help of the Attorneys at the Local Government Center, as written. Second by Selectman Donovan. Vote: Unanimous.
Credit Card Purchase Policy
Town Administrator Nancy Wrigley stated that this policy is required by the auditors as it has been included in their yearly report. Wrigley stated that she spoke with other towns and received samples from the Local Government Center and the one that she chose includes a question and answers section to help clarify the policy. Wrigley explained the different components of the policy and stated that this is a really good policy and will suit the department needs and will make it better for the Bookkeeper.
Police Chief Streeter stated that he spoke with the Town Administrator and the only issue that he has is the $1,000 limit requiring approval, which may seem reasonable but he has vendors that are not in state and require a credit card to purchase. Chief Streeter discussed that the department became accredited just over a year ago which required many policies to be written and he used his own laptop at home to achieve the accreditation for it is not something you can do at the office due to interruptions. Chief Streeter added that he had to replace the laptop in a timely fashion in order to continue the accreditation process and it cost $1,900 and yet under this policy would require him to submit a requisition with comparable purchases and yet when working within a time constraint then it is difficult. Software vendor
payments have been made online over the past several years; Chief Streeter added that the Board approved and supports his budget but does feel that he should be limited when needing to make a purchase over $1,000; he has never gone over his budget and is responsible with his budget.
Selectman Thayer followed up with a comment that he feels that we can trust the Chief and all our department heads. Selectman Thayer added that a simple call to the Chairman could be the exception to the rule for the Fire, Police, Town Administrator and the Road Agent. Selectman Donovan added that we need to add the Recreation Commission for they made a purchase for Greenie Park last year that was over $1,000.
Town Administrator Nancy Wrigley responded that the issue is that the Town’s Purchase Policy currently in place allows for the purchase of any product/service from $0 to $1,000 does not require a requisition. Purchases over $1,000 but not to exceed $2,000 require approval by the Board of Selectmen and to include three written quotes, as long as they are available. Town Administrator Wrigley added that these regulations require accountability and internal controls within the town infrastructure. Wrigley added that she plans on reviewing the Purchase Policy to determine if the amount needs to be increased but justification must follow this change; the difficulty is that we have one policy that everyone must follow and we cannot make exceptions for one department and not others. The Purchase policy does state that
if a purchase only has a single source vendor then the policy does not apply such as software purchase but would still have to complete a requisition. Wrigley added that after reading the auditors reports and their comments, we have an obligation to the taxpayers when spending public funds.
Wrigley added that she hopes this discussion does not stop the policy from being accepted tonight for it has been a long time coming and we need it. Town Administrator Wrigley stated that she is not sure how many credit cards have been issued to the different departments; she should have a list from each department as to who has what.
Chief Streeter asked if the auditors report specifically states that the credit card policy should have a $1,000 limit. TA, Wrigley responded “no” but the Town Administrator should have knowledge of who has what credit cards in the town’s name. Chief Streeter added that he oversees the accountability of his department with best management practices and being frugal but he does not feel the limit should be $1,000.
The Board then reviewed the Town’s Purchase Policy which was last amended in April 2004. Selectman Thayer asked if it is possible to make some changes now to the Purchase Policy. Town Administrator Nancy Wrigley responded “no” for there are multiple changes that need to be made to the credit card policy. The Board discussed ways of revising the policies in place in order not to be over restrictive to the Police Department. Town Administrator Nancy Wrigley discussed that the Selectmen were unaware of the new computer laptop purchased by the Police Department yet if a requisition was completed then it would have followed the same obligation as the other departments; if it is going to be for one then it needs to be for everybody.
The Board discussed changing the Purchase Policy limit to $3,000; Town Administrator Nancy Wrigley responded that the policy has different levels to it and would need to be looked at before making the change. Selectman Donovan discussed requiring sending in the receipt with the requisition when making an emergency purchase; therefore putting the Selectmen on notice of the purchase.
Selectman Thayer stated that the credit card policy allows for others within the department to make a purchase using the credit card therefore we need to be aware of this before we change the limit amount to $3,000. Selectman Donovan responded that if the credit card is given to an employee of the department then the department head would be responsible. Wrigley responded that only the person listed on the card as approved by the town can use the credit card but for an internet purchase the person listed on the card can oversee the purchase by an employee.
Selectman Donovan discussed the need to put a meal allowance limit so that it is not open ended. Chairman McCarthy cautioned placing a limit for every time the economy changes then the policy may need to be changed. Town Administrator Nancy Wrigley responded that we need to trust our department heads.
The Board tabled accepting this policy tonight in order to conduct a full review of the Town’s Purchase Policy prior to making any changes.
Fraud Policy
Selectman Thayer stated that he is fine with the policy as written; Selectman Donovan and Chairman McCarthy concurred.
Selectman Donovan motioned to accept the Fraud Policy as written. Second by Chairman McCarthy. Vote: Unanimous.
B. 2009 Appointments
Lawrence B. Foote, Emergency Management Director
Selectman Thayer motioned to appoint Lawrence Foote as the Emergency Management Director with an expiration date of April 15, 2012. Second by Selectman Donovan. Vote: Unanimous.
Deputy Town Clerk/Tax Collector, Cheryl Saunders
Selectman Donovan motioned to appoint Cheryl Saunders, Deputy Town Clerk/Tax Collector with an expiration date of April 15, 2012. Second by Selectman Thayer. Vote: Unanimous.
NCAT-20 Cable Committee, Jennifer Klopotoski
Selectman Thayer motioned to appoint Jennifer Klopotoski as a member of the NCAT-20 Cable Committee with an expiration date of April 15, 2010. Second by Selectman Donovan. Vote: Unanimous.
Tree Warden, John Owens
Selectman Donovan motioned to appoint John Owens as Tree Warden with an expiration date of April 15, 2010. Second by Chairman McCarthy. Vote: Unanimous.
Conservation Commission, Brian Valimont
Chairman McCarthy motioned to appoint Brian Valimont as a member of the Conservation Commission with an expiration date of April 15, 2010. Second by Selectman Thayer. Vote: Unanimous.
Zoning Board of Appeals, Dana Allison
Chairman McCarthy motioned to appoint Dana Allison as a member of the Zoning Board of Appeals with an expiration date of March 31, 2012. Second by Selectman Thayer. Vote: Unanimous.
Zoning Board of Appeals, Thomas McElroy
Selectman Thayer motioned to appoint Thomas McElroy as a member of the Zoning Board of Appeals with an expiration date of March 31, 2012. Second by Selectman Donovan. Vote: Unanimous.
Conservation Commission, Sandra Estabrook
Selectman Donovan motioned to appoint Sandra Estabrook as a member of the Conservation Commission. Second by Chairman McCarthy. Vote: Unanimous.
Conservation Commission, Sheila Bergeron
Selectman Thayer motioned to appoint Sheila Bergeron as a member of the Conservation Commission with an expiration date of April 15, 2011. Second by Chairman McCarthy. Vote: Unanimous.
Memo from the Planning Board Re: Planning Board Ex-Officio
The Board reviewed a memo from the Planning Board requesting to appoint an alternate ex-officio member of the Planning Board. The roll of the alternate ex-officio would be to attend Planning Board meetings when the ex-officio member is not available.
The Board discussed that currently Selectman Raymond Thayer is the ex-officio to the Planning Board and the option of having two alternates, Chairman Trisha McCarthy as the first alternate and Selectman Robert Donovan, Jr. as the second alternate. The Board asked that we research RSA 673:11 which is the State regulation on an alternate ex-officio and to discuss it at the next Selectmen’s meeting.
C. Recommendation from Planning Board for road acceptance of Kenwood Drive and Storey Lane
The Board received a memorandum from the Planning Board with their unanimous vote to recommend that the Board of Selectmen accept Kenwood Drive and Storey Lane as Town Roads.
Chairman McCarthy asked Road Agent Mike Pivero if he has any comments or issues with Kenwood Drive and Storey Lane being accepted tonight as a town road. Pivero responded that everything was all set last fall when he and Mike Vignale, KV Partners looked at the road and we only needed to wait out the winter due to the town’s subdivision regulations.
Selectman Donovan motioned to accept Kenwood Drive and Storey Lane as Town Roads per the recommendation of the Planning Board. Second by Selectman Thayer. Vote: Unanimous.
Town Administrator Nancy Wrigley asked Road Agent Mike Pivero if he would measure the length of the newly accepted roads in order to report them to the State. Pivero responded that he would take care of it.
- Discussion of the front entrance at the Town Hall
Selectman Donovan looked at the front stairs of the Town Hall to determine their state of disrepair for the stairs are slanting. Selectman Donovan stated that the problem with the front stairs is that they are so old but not falling off the building but there is no cement pad where the stairs meet the ground and over the years they have slowly sunk into the ground. The railings are not to code and it was discussed using composite for longevity and a cement pad. Selectman Donovan will prepare the specifications for the replacement of the stairs and will look at the landing.
Chairman McCarthy read the following announcements as posted in town and on the website.
- U.S. Census Bureau will begin its first phase of the 2010 Census operation, Address Canvassing, beginning April 20, 2009 to July 6, 2009. Address Canvassing allows the Census Bureau to verify the address and physical location of each NH dwelling for accuracy.
- Selectmen will hold a public hearing on April 20, 2009 to change the Pond Street/Whittier Street Intersection by removing (2) two stops signs located on Pond Street. The public is encouraged to attend.
Road Agent Mike Pivero discussed the current setup of the intersection is a three way stop. The Board discussed this intersection and received comments from the public as well as a report from Police Chief Streeter. The final determination is to change the intersection by removing (2) stop signs located on Pond Street and a public hearing will be held on Monday, April 20, 2009 at the Town Hall starting at 7pm. Chairman McCarthy stated that the town is not obligated to hold a public hearing but is doing so in order to inform the public of this change.
- Chairman McCarthy announced the change to the entrances onto Gould’s Hill Road from Route 108 and Amesbury Road and asked Road Agent Mike Pivero to explain the reason for the change. Road Agent Pivero explained that the town spoke about this issue a couple of times last year at a Selectmen’s Meeting for the town received legitimate concerns from the residents that live on Gould’s Hill Road that the road is used as a short cut traveling at high speeds. In fairness and courtesy to the residents of Gould’s Hill Road, the entrance to Gould’s Hill has been changed traveling North on Route 108 you must now take a hard right after the island. Traveling from Amesbury Road you must enter Gould’s Hill Road to the right of the utility pole. The area is being monitored by the Police Department for the time
being for the alternate option is a substantial cost to the town. The Board asked that a notice to be placed on the town’s website informing the residents to follow the newly posted signs while entering onto Gould’s Hill Road both North and South bound.
- Chairman McCarthy announced that the 2007 town audit has been completed and copies are available at the Town Hall.
- Accept Minutes of Selectmen Meetings
- Selectmen’s Public Meeting Minutes of February 2, 2009, February 17, 2009, February 23, 2009 and March 16, 2009
Chairman McCarthy motioned to accept the Selectmen’s Public Meeting minutes of February 2, 2009, February 17, 2009, February 23, 2009, as written. Second by Selectman Donovan. Vote: Unanimous.
- Selectmen’s Nonpublic Meeting Minutes of March 16, 2009
The Board tabled the acceptance of the March 16, 2009 nonpublic meeting minutes.
- Selectmen’s Site Walk Minutes of February 7, 2009
Chairman McCarthy motioned to accept the Selectmen’s Site Walk minutes of February 7, 2009 as written. Second by Selectman Thayer. Vote: Unanimous.
- Selectmen’s Public Hearing Minutes of February 23, 2009
Chairman McCarthy motioned to accept the Selectmen’s Public Hearing minutes of February 23, 2009 as written. Second by Selectman Donovan. Vote: Unanimous.
- Reports from Department Heads
- Chairman McCarthy announced that the Board of Selectmen received an approved service agreement from the Recreation Commission for the field maintenance of Greenie Park with David W. Marden Landscape Maintenance. Since the Chairman of the Recreation Commission Rick Bailey had not yet signed the agreement, the Board decided to wait to sign until after the Recreation Commission gives it a final approval and signature.
- Transfer Station Andrew Morse asked the Board of Selectmen to approve a key to the Transfer Station for the town’s new paper recycling company. The Board discussed giving them a key and asked Andrew to speak with the company to make sure they are sensitive to the area and to not be picking up the paper in the middle of the night and to make sure they lock up after they leave.
Selectman Thayer motioned to give Paper Retrieval a key to the Transfer Station per the Transfer Station Manager’s recommendation as soon as possible. Second by Selectman Donovan. Discussion: Selectman Donovan asked Andrew to speak with them to route the pickup in town so they are showing up during regular hours. Andrew responded that a representative from the company will come to the Town Hall to sign out the key. Vote: Unanimous.
Chairman McCarthy discussed that the town received notice of the Local Officials Workshop starting in May for newly elected and other officials. The Board will review the dates and discuss it again at the next Selectmen’s Meeting.
Chairman McCarthy motioned to adjourn at 8:05pm. Second by Selectman Donovan. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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