SELECTMEN’S PUBLIC MEETING
December 7, 2009
Chairman McCarthy called the meeting to order at 5:30pm. In attendance were Chairman Trisha J. McCarthy, Selectman Raymond D. Thayer, Selectman Robert S. Donovan, Jr., Town Administrator Nancy J. Wrigley and Board of Selectmen Office Manager Mary B. Winglass. The meeting was video taped; minutes were transcribed and typed by Office Manager Winglass.
Chairman McCarthy motioned to go into nonpublic session under RSA 91-A:3 II (c) –Code Enforcement and (e)- Pending Litigation. Second by Selectman Thayer. Roll Call Vote: Chairman McCarthy – yes; Selectman Thayer – yes; Selectman Donovan – yes. Vote: Unanimous.
Chairman McCarthy motioned to close the nonpublic session at 6:12pm. Second by Selectman Donovan. 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 that the Board approved of two code enforcement letters to be mailed.
- Introduction of Guests
- Old Business
A. Cont discussion of the bids for the 2010 Statistical Update
Town Administrator Wrigley discussed with the Board that the contractors updated their bids; Andrea Lewy reduced her bid from $56,000 to $52,000 and asked to waive the bond requirement. Wrigley explained that the bond is only used if the contractor does not finish the job; Lewy has worked as the Town Assessor since 2005 and will continue to work in the best interest of the town.
John W. McSorley Consulting sent in a revised bid of $45,000 down from $49,400 to include bonding.
The Board questioned if any of the contractors would put the updated assessments online. Wrigley responded no but the bids include a written booklet of the town’s new assessments. The Board asked that we check with Avitar Associates for a price to put the data online with access open for a period of time as was done for the 2005 town wide revaluation.
The Board discussed the bids in that McSorley is the best price, has 22 years of experience and the town has the added benefit of having Town Assessor Andrea Lewy to be able to keep an eye on the update.
Selectman Thayer motioned to accept and award the 2010 Statistical Update to John W. McSorley for a price of $45,000. Second by Selectman Donovan. Vote: Unanimous.
Letters will be mailed to the companies that bid on this project.
B. Cont review of proposed 2010 budgets
The Board asked to review the proposed 2010 budgets at their next meeting with each Department Head present to review it and to know their commitments for the default budget.
The Board then discussed proposed warrant articles to include one to change from a three member to a five member Board of Selectmen, another to include a full time Building Department and Code Enforcement position, part time Secretary for the Selectmen’s Office, part time permit clerk for the Building Department and the option of the peanut trail open to motorized vehicles
C. Cont discussion on a recommendation of a new Recreation Commission member, Michele Shepherd
The Board reviewed a memo from the Recreation Commission recommending Michele Shepherd as a new Recreation Commission member. The Board discussed the need to wait for the background check before appointing to the Recreation Commission.
Selectman Thayer motioned to hold off on signing the appointment until we receive a background check. Second by Chairman McCarthy. Discussion: The Board discussed that in the meantime ask the Recreation Commission to invite Shepherd to their meetings to see if she likes it. The Board will get back to them once they receive the background check and this in no way stops Shepherd from attending Recreation Commission meetings. Vote: Unanimous.
D. Cont discussion on the Town Hall Holiday schedule
Chairman McCarthy informed the members of the Board that she spoke with Town Clerk/Tax Collector Mary Jo McCullough to see if she would agree to change her New Year’s Eve office hours to 10am to 4pm. McCullough’s has scheduled her holiday hours on New Year’s Eve to open at 8am to 2pm and asked to keep with that schedule for last year it was very quiet after 2pm.
The Board discussed that they have no oversight of the Town Clerk/Tax Collector’s Office hours but decide upon the Selectmen’s Office hours. The Board agreed that it only makes sense to keep the Selectmen’s Office hours the same as the Town Clerk/Tax Collector’s. The Board asked to get the word out by putting the holiday hours on the billboard out front, the town’s website and to post it around town.
The Town Hall office hours on Christmas Eve, Thursday December 24th are from 8am to 12noon; New Year’s Eve, Thursday December 31st from 8am to 2pm.
E. Cont discussion of the Transfer Station generator
The Board reviewed a proposal from S.B.E. Inc. d.b.a. Dawes Engine Generator of Rowley, MA for the start up and test of the old fire station generator which is now located at the Transfer Station. With no operational book for this generator, it is necessary to hire this contractor for he has serviced the generator and can rewire the generator back for a 3 phase operation.
Selectman Donovan motioned to pay S. B. E., Inc. d.b.a. Dawes Engine Generator of Rowley, MA for a total of $650.00 to load and test the generator, check output, rewire backend for 3 phase operation, check generator back end, perform engine function test, replace battery and change oil and filter. Second by Selectman Thayer. Vote: Unanimous.
IV. New Business
1. Update on the Town’s Cable Channel
The Board reviewed a proposal for the purchase of two DVD’s and cables for the town’s cable operations. This purchase is necessary to convert the current system from VHS to DVD capabilities. The Board motioned on August 17, 2009 to purchase a DVD and cables to be paid out of the Expendable General fund for Cable; Office Manager Winglass asked for the Board to approve a second DVD and for the entire purchase to be paid out of the 2009 cable budget not the Expendable fund for Cable.
Selectman Thayer motioned to order a second Panasonic DVD Player w/ HDMI Out and Upconversion and (2) Leightronix PRPADVD Pro-Bus IR Cable for Panasonic DVD Players for a total of $486.00 to be paid out of the cable budget. Second by Selectman Donovan. Discussion: To amend the August 17, 2009 motion to change the DVD and cables to be paid out of the cable budget versus the Expendable General Cable Fund for Cable. Vote: Unanimous.
Office Manager Winglass informed the Board of two new potential cable committee members Sally Woodman and Diane Morin. Training took place last week with tonight’s meeting being televised “live”. The Board asked for all new potential members to complete a background check.
2. 2010 Plaistow Regional Prosecutor Agreement
The Board reviewed the 2010 Plaistow Regional Prosecutor Agreement and noted that Police Chief Streeter signed the agreement. Selectman Donovan added that this agreement is an important part of the Police Department.
Selectman Donovan motioned to accept the 2010 Plaistow Regional Prosecutor Agreement for a total of $14,195.00 Second by Selectman Thayer. Vote: Unanimous.
3. 2010 Medical Benefits Comparison
Medical Insurance
Town Administrator Wrigley discussed the new 2010 Health Insurance rates received from the Local Government Center in that they increased 16.4% over the 2009 rates. A representative from the Local Government Center came down and spoke with the Selectmen’s Office staff and Police Department Office Staff to review the options to the town and to speak on the reasons for the increases. Rates are being increased across the board for those being laid off or in fear of being laid off are using their medial benefits in anticipation of losing their benefits; stress and other related medical issues are also part of the increase. Wrigley added that after reviewing the options available, a recommendation is being offered to change the medical plan to Option 1 – BlueChoice Point-of-Service (POS) Plan which is a three tier
plan versus a two tier plan to include an increase to the office visit co-pay, ER co-pay and plan deductibles. With the three tier plan the increase over the 2009 medical rates is 11%.
Selectman Donovan discussed the way things are handled at the County level in that they offer two plans; the County pays for the lower plan and the employee has the option of the higher plan but must pay the difference. Chairman McCarthy asked if this would present a paperwork nightmare; Wrigley responded that she checked with the Payroll Administrator and it is not an issue. Selectman Donovan recommended that we offer two plans, our current plan and Option 1; the town will pay 75% of the lower plan (Option 1) and if you want to keep the current plan then the employee pays the difference.
Selectman Donovan motioned for the Town of Newton to pay 75% of Option 1 BlueChoice Point of Service (POS) Plan with the option for the current plan to be kept by the town employee with the employee funding the difference. Second by Chairman McCarthy. Vote: Unanimous.
Dental Insurance
Town Administrator Nancy Wrigley informed the Board that the dental rates increased by 5.5%.
Chairman McCarthy motioned to approve the dental coverage and rates for 2010 for option 2A; Single $38.34, 2-Person $72.90 and Family $122.77 with a percent of change at 5.5%. The Town still pays 75% of the eligible employees for dental coverage. Second by Selectman Donovan. Vote: Unanimous.
Short Term Liability Insurance
Town Administrator Wrigley informed the Board that the Short-term Disability Rates decrease by 5.1%.
Chairman McCarthy motioned to continue the Short-term Disability Coverage starting in January 2010 with a decrease to the rates of 5.1%. Second by Selectman Thayer. Discussion: Town employees do not pay 25% of this insurance. Vote: Unanimous.
4. Hazard Mitigation Action Plan
The Board reviewed an email from Bonnie Lockwood of McGrew Management Services, Andover, NH who is working on preparing a Hazard Mitigation Plan for the Town of Newton. Lockwood asked for those that attended the Hazard Mitigation meetings to complete a prioritized projects list to be emailed to her and for the Board of Selectmen to review and complete the Action Plan.
The Board asked for input from the departments that participated with the preparation of this plan by sending to them a copy of their prioritized projects sheet for the Board to review when completing the Action Plan. This will be reviewed again at the next Selectmen’s meeting.
5. Per RSA 31:95-b to accept and expend unanticipated funds in the amount of $100.00
Chairman McCarthy motioned per RSA 31:95-b to accept and expend unanticipated funds in the amount of $100.00 donated to the Food Pantry. Second by Selectman Thayer. Vote: Unanimous.
6. Review of the November 30, 2009 Nonpublic Meeting minutes
The Board reviewed the nonpublic meeting minutes of November 30, 2009 when they met with the Town Treasurer Jennifer Gaines. This review is to make public the portion of the minutes as it relates to directive and job responsibilities within the Treasurer’s office.
Chairman McCarthy motioned regarding the nonpublic meeting minutes dated November 30, 2009 to make the highlighted part concerning the Treasurer to be made public. Second by Selectman Thayer. Vote: Unanimous.
Below is the highlighted portion of the November 30, 2009 Nonpublic Meeting minutes made public
Chairman McCarthy asked Gaines what she is most comfortable with doing at this point. A discussion ensued regarding delegating the tasks to the Deputy Treasurer to complete the monthly reconciliations and the year-end audit and if she needs help then she can contact the Treasurer. Gaines was questioned on whether she is able to help without the knowing how the accounting works. Gaines responded that she has been overwhelmed with only a basic financial background and with all the policies it can be overwhelming at best.
Hughes talked about the amount of work to be completed for year-end and the work that goes on through the month of February/March for the town report. Wrigley added that the year-end audit should start in January or February. Hughes stated that not to sound cold but as an employee the work is not getting done and it is time to get this done. It is with the upmost importance that we put things in motion and for all players to be involved.
Chairman McCarthy noted that we need to look at the worse case scenario and this is a real sensitive issue. If Brenda is willing to take the lead, taking that pressure off Gaines would be the best move.
Hughes suggested a possible solution of Fiers to be appointed interim Treasurer and Gaines could step down until March of course compensation would have to be delegated appropriately. Another option discussed is for Gaines to rearrange the pay to compensate Fiers for her additional duties and to take the funds from the Treasurer’s salary; after six months it could be revisited. Six months will allow the staff to get through year-end and would give Fiers time to teach Gaines the accounting systems in place. Chairman McCarthy added that it is important that we keep communications open for we are all here to help one another. Hughes added that Fiers needs some firm directive from Gaines with the actual job responsibilities.
Compensation was then discussed and Gaines agreed to increase the amount to the Deputy for the next six months as compensation for the additional duties. Gaines will reduce her compensation by a certain percentage to give to Fiers and will prepare a letter outlining the specifics to include a beginning and end date.
V. Announcements
- Requests for Encumbered Funds are due to the Bookkeeper by Monday, December 14th by 12noon
- Help Wanted: Part Time Transfer Station Attendant. The Board asked for Transfer Station Manager Kevin Jolicouer to review the resumes and/or letters of credit submitted for this position.
VI. Accept Minutes of Selectmen Meetings
- Selectmen’s Public Meeting minutes of October 26, 2009, November 2, 2009 and November 24, 2009
Chairman McCarthy motioned to accept as written the Selectmen’s Public Meeting minutes of October 26, 2009, November 2, 2009 and November 24, 2009. Second by Selectman Donovan. Vote: Unanimous.
- Selectmen’s Nonpublic Meeting minutes of October 26, 2009, November 2, 2009 and November 24, 2009
Chairman McCarthy motioned to accept as written the Selectmen’s Nonpublic Meeting minutes of October 26, 2009, November 2, 2009 and November 24, 2009. Second by Thayer. Vote: Unanimous.
VII. Reports from Department Heads
VIII. Other Business
Trails Committee
Chairman McCarthy discussed that a memo is to go out to the Planning Board, Recreation Commission and the Planning Board that the Board of Selectmen want their input and recommendations for guidelines for this committee. The Board discussed keeping it to ten (10) volunteers. A discussion took place regarding the Peanut Trail from Whittier Street to the Central Fire Station opened up for ATV’s and snowmobiles and how to enforce and encourage trails in town. The Board asked for Town Administrator Wrigley to check on the warrant article passed a few years ago that does not allow motor vehicles onto the Peanut Trail.
IX. Adjourn
Chairman McCarthy motioned to adjourn at 8:25pm. Second by Selectman Donovan. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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