SELECTMEN’S PUBLIC MEETING
December 28, 2009
Chairman McCarthy called the meeting to order at 5:32pm. In attendance were Chairman Trisha J. McCarthy, Selectman Raymond D. Thayer, Selectman Robert S. Donovan, Jr., Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. The public 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 (b) – Transfer Station. Second by Selectman Donovan. Roll Call Vote: Chairman McCarthy – yes; Selectman Thayer – yes; Selectman Donovan – yes. Vote: Unanimous.
Chairman McCarthy motioned to close the nonpublic meeting at 6pm. 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 the following;
- The Board motioned to accept the resignation of David Doughty as a floater for the Transfer Station, effective today.
- The Board motioned to hire Thomas Drawdy as a floater at the Transfer Station at Grade 5, step 1 based upon a favorable background check. Effective today and Mr. Drawdy is not to work alone until the town receives the background check.
- A letter is to be sent out regarding the improper use of the Transfer Station to the parties concerned.
- Introduction of Guests
- Old Business
A. Cont review of the proposed 2010 Budgets
Financial Administration budget
Tax Maps
Town Administrator Nancy Wrigley received a contract from Cartographics to clean up the maps, as discussed in the Boards last meeting, for a cost of $5,000; they can start right away and will be completed within 90 days. If there are any lot lines adjustments they will be done on the annual update in April.
Selectman Thayer motioned to sign the contract with Cartographics Associates for the re-drafting of the existing tax maps text that is not clearly legible on the Town’s existing full size tax maps prints for $5,000 with the work to be done within 90 days. Second by Selectman Donovan. Vote: Unanimous.
Copier for the Town Hall
Town Administrator Nancy Wrigley received two additional quotes for a 36-month lease of a CS420i Digital Copier for the Town Hall to include a maintenance agreement. The two additional quotes were both higher than the quote from Century Copier Specialists at $4,272.00; Copy-Pro at $4,512.00 and Hallmark Copier and Business Machines at $4,560.00. Wrigley also received a quote to purchase the machine outright at a cost of $11,600 which does not include a maintenance agreement. Wrigley’s recommendation is to the lease the equipment and to move forward with this tonight as the Town Hall copier is not working properly.
The Board reviewed the lease agreement and noted that there is a $95 documentation fee.
Chairman McCarthy motioned to approve the Lease Agreement for 36 months for a total $356.00 per month from Century Copier Specialist of Plaistow, NH with a one time set up fee of $95. Second by Selectman Thayer. Vote: Unanimous.
Chairman McCarthy signed the lease agreement. The Board will review the amended Financial Administration budget at their next meeting.
Other Budgets
Legal
Selectman Thayer motioned to approve the 2010 Legal Budget for a sum of $50,000. Second by Selectman Donovan. Vote: Unanimous.
Personnel Administration
Chairman McCarthy questioned why this budget shows only as a total with no breakdown. Town Administrator Nancy Wrigley explained that this budget handles the Payroll Taxes and NH Retirement figures for all town employees. Bookkeeper/Payroll Administrator Kim Hughes offered to show this budget in detail, if the Board wishes. The Board decided to leave it as it is.
Selectman Donovan motioned to accept the 2010 Personnel Administration budget for a total of $130,000. Second by Selectman Thayer. Vote: Unanimous.
Police Services
Chairman McCarthy motioned to approve the line item budget for Police Services for a total of $2,500. Second by Selectman Donovan. Vote: Unanimous.
Street Lighting
Selectman Thayer motioned to approve the Street Lighting budget for 2010 for a total of $15,680. Second by Selectman Donovan. Vote: Unanimous.
West Nile Virus & EEE
Selectman Donovan motioned to approve the 2010 West Nile Virus & EEE budget for a total of $35,000. Second by Selectman Thayer. Vote: Unanimous.
B. Cont review of the Hazard Mitigation Plan
The Board decided to review the information at their next meeting on January 4, 2010.
C. Cont review of the 2010 Assessing Contract
The Board decided to review the notes from the Town Assessor regarding the 2010 contract at their next meeting on January 4, 2010.
D. Cont review of the 2010 Proposed Warrant Articles
Present was Deputy Fire Chief Dale Putnam EMT-1/FF/Deputy Forest Fire Warden. Fire Chief Bill Ingalls was unable to attend the meeting for he was on vacation.
The Board asked for an explanation of the Fire Departments proposed warrant article of $30,000 for the purchase of a cardiac monitor. Deputy Putnam explained that he started looking at this purchase last June for the town’s current equipment is out of date. This replacement upgrades the town’s monitor to a certified Cardiac Life Support Monitor. Putnam explained that with the sum of $30,000 allows him to purchase two monitors; one refurbished and the other was used as a demo unit.
The Board then asked to discuss the proposed warrant article to establish a revolving fund per RSA 31:95-h for the purpose of funding the future purchase of an Ambulance and/or medical equipment. All revenues received for ambulance transports will be deposited into the fund and the fund will accumulate from year to year. Since Fire Chief Bill Ingalls was not able to be in attendance he prepared a memo explaining this warrant article in that both Kingston and Plaistow have a revolving fund for this purpose. All labor costs, fuel, etc comes from the operating budget, the same as with the other fire apparatus. Comstar will handle the billing and their fee is 10% of what they collect. Deputy Fire Putnam added that neighboring towns have the same program in place to purchase equipment or medical supplies. The
intent of this article was discussed and questioned if the wording should be revised for a clearer understanding. After discussing it further, it was decided to change the wording from “future purchase of an Ambulance and/or medical equipment” to future purchase of an Ambulance and/or medical equipment for the Fire Department. The Board further discussed the option of putting 100% of the revenues or to designate a portion thereof into the revolving fund. The Board decided to put all revenues into the revolving fund with none of the revenue to be placed into the General Fund to offset the costs incurred by the town for this purpose. The Board decided to monitor this for the first year to help better understand the costs to transport and revenues; payroll will be the biggest expense to the town.
Deputy Fire Chief Putnam added that the town is required to either bill everyone or nobody to transport. Another town got in trouble in the past for billing only nonresidents.
On another note, Deputy Fire Chief Dale Putnam asked the public if anyone has a new car seat that they would like to donate, the Fire Department is looking for a newer style that fits from 5lbs to 80lbs. If anyone has one they would like to donate, please contact the Fire Department.
Rick Bailey, Recreation Commission
Recreation Chairman Rick Bailey was asked to attend the meeting to discuss the proposed warrant article hiring a part-time Recreation Director for the sum of $11,000, to include payroll taxes, for 20 hours per week at $10 an hour to report to the Recreation Commission. Bailey discussed the background for this article is due to a recurring issue with needing help to run the summer programs. The Recreation Commission is a volunteer commission that has struggled to have quorums to hold a meeting and this has been a repeated discussion over the years. This is a year round position to help oversee the summer programs at Greenie Park to manage the games and to have a point person to run the programs. Selectman Donovan questioned if the Recreation Director would handle the position of Swim Director that the town hires each
summer. Bailey responded that a Swim Director would make this position more stringent but would be nice to combine them if possible. Chairman McCarthy questioned the wording of the warrant article of 20 hours per week at $10 per hour may restrict the town from hiring the right individual. After a brief discussion, it was decided by all to remove the 20 hours per week at $10 per hour. Office Manager Winglass offered a suggestion to look at job descriptions through the Local Government Center in order to prepare for town meeting to explain the duties for this position.
Police Chief Lawrence Streeter, Police Department
The Board reviewed the proposed warrant article with a sum of $1,268,000 for the design, engineering, site preparation, building construction and renovation, equipment and furnishing of the Police Department. Chief Streeter stated that he wanted a lower number and is going to look at this figure further with the possibility of making an adjustment to the dollar amount at the Deliberative Session.
Requisitions from the Police Department
The Board approved and signed four requisitions from the Police Department for the purchase of the following;
2-Way Communications for “Kustom Signal” Radar for a total of $3,099.90;
Riley’s Sport Shop, Inc for (2) Rifles and (1) Shotgun for a total of $3,716.30;
Information Management Corporation for (6) software integration licenses for computer notebooks for a total of $7,080.00;
Riley’s Sport Shop for ammunition for a total of $2,872.82
Cont review of the 2009 Encumbrances and Carry-Overs
Encumbrances
The Board reviewed requests from town departments to encumber 2009 funds into 2010 for a specific purpose; Bookkeeper/Payroll Administrator Kim Hughes reviewed the information prior to the meeting to make sure all the documentation is in place.
Cable Committee
Selectman Donovan motioned to encumber the cable committee funds, if available, from Single Source Group for the purchase of (2) DVD players and respective cables for $486 and from Sylvania Maddock for a computer, software, related equipment & labor for $2,450.47 for a grand total of $2,936.47. Second by Selectman Thayer. Vote: Unanimous.
Care of Trees
Selectman Thayer motioned to encumber, if funds are available, a total of $1,100 from the Care of Trees budget to pay KMA Tree Service for the removal of a hazardous tree on Wallace Street. Second by Chairman McCarthy. Vote: Unanimous.
Financial Administration
Chairman McCarthy motioned to encumber funds totaling $9,272 to include the lease of the Town Hall Copier at $4,272.00 and to Cartographics to restore the tax maps at $5,000, if funds are available. Second by Selectman Thayer. Vote: Unanimous.
Fire Department
Selectman Donovan motioned to encumber, if funds are available, a total of $7,158.48 for Earl Morrill to conduct the installation of (2) exhaust fans at the Central Fire Station at $3,175 and to pay 2-Way Communications for a radio for the ambulance at $3,983.48. Second by Chairman McCarthy. Vote: Unanimous.
General Government Buildings
Selectman Thayer motioned to encumber funds, if available under General Government Buildings for S.B.E., Inc. d.b.a. Dawe’s Engine Generator for $650; Carelis Painting for $3,000; Palmer Gas, Ermer Oil for $975 and David Heating & Cooling for $2,420 for a grand total of $7,045.00. Second by Selectman Donovan. Vote: Unanimous.
Planning Board
Chairman McCarthy motioned to encumber, if funds are available, $3,500 for the Targeted Block Grant, NH Plan Charrette paid to the Rockingham Planning Commission. Second by Selectman Thayer. Vote: Unanimous.
Police Details
Selectman Donovan motioned to encumber, if funds are available payroll for the Newton Police Department for a detail on the KMA Tree Service, Wallace Street for a total of $200. Second by Selectman Thayer. Vote: Unanimous.
Solid Waste Disposal
Selectman Thayer motioned to encumber funds, if funds are available to pay Clean Harbors $1,600 for hazardous waste removal; $3,000 to Shedmaster for the balance due on the recycling shed; Rydin Decals $1,055 for resident stickers. Second by Selectman Donovan. Vote: Unanimous.
Carry Overs
Carry Overs or carry forwards are special funding (warrant articles) or appropriations approved at a previous Town Meeting that has a balance which has not expired and the Department Head has requested that the funds are carried forward into the next year.
Chairman McCarthy motioned to carry forward $87,234.79 from Warrant Article #20 for the repair and maintenance of town roads. Second by Selectman Thayer. Vote: Unanimous.
Selectman Thayer motioned to carry forward $34,892.08 for the special appropriation in year 2006 for a sprinkler system. Second by Selectman Donovan. Vote: Unanimous.
F. Cont review of the 2010 Selectmen’s Meeting schedule
The Board decided to review the schedule at their next meeting on January 4, 2010.
IV. New Business
1. Review bids for the printing of the 2009 Annual Town Report
The Board decided to review the bids at their next meeting on January 4, 2010.
V. Announcements
- Thursday, December 31st Town Offices open from 8am to 2pm
- Last day to submit Petition Warrant Articles is Tuesday, January 12, 2010; Public Hearing on budget is Monday, January 18, 2010 at the Town Hall at 6:30pm
- First day for candidates to file for candidacy is January 20, 2010; Last day to file is January 29, 2010.
VI. Accept Minutes of Selectmen Meetings
VII. Reports from Department Heads
The Board signed a “new roads” report showing the roads accepted by the town in 2009 to include the following; Patriot Drive, Kenwood Drive and Storey Lane.
VIII. Other Business
IX. Adjourn
Selectman Donovan motioned to adjourn at 8:33pm. Second by Chairman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, BOS Office Manager
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