SELECTMEN’S PUBLIC MEETING
March 16, 2009
Chairman Donovan called the meeting to order at 5:09pm. In attendance were Chairman Robert S. Donovan, Jr., Selectman Trisha J. McCarthy, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. The meeting was audio and video taped; minutes were transcribed and typed by Office Manager Winglass.
Selectman Ray Thayer was not able to attend the meeting due to a knee injury.
- Selectmen’s Reorganization
Chairman Donovan motioned for Selectman Trisha McCarthy to be the Chairman of the Board of Selectmen for the year 2009/2010. Second by Selectman McCarthy. Vote: Unanimous.
The Board then reviewed the list of town departments, committees and commissions and after a brief discussion decided the following;
Chairman McCarthy motioned to have Selectmen Donovan the liaison between the Fire Department, Police Department, Transfer Station and Recreation Commission. Second by Selectman Donovan. Vote: Unanimous.
Chairman Donovan motioned for Chairman McCarthy to continue as the liaison for the Conservation Commission, which she does a good job, Road Agent and the Stewardship Committee. Second by Chairman McCarthy. Vote: Unanimous.
Chairman Donovan announced that he called Selectman Ray Thayer to find out his opinion for to be liaison to the various town departments/committees and commissions; Selectman Thayer asked to be the liaison for the Planning Board, Building Department and Cable Committee.
Chairman McCarthy motioned for Selectman Thayer to continue as the liaison for the Planning Board, Building Department and Cable Committee. Second by Selectman Donovan. Vote: Unanimous.
Chairman McCarthy motioned to go into nonpublic session under RSA 91-A:3 II (c) request from a resident regarding a property tax lien. Second by Selectman Donovan. Roll Call Vote: Chairman McCarthy – yes, Selectman Donovan – yes. Vote: Unanimous. Selectman Raymond Thayer was not present at the meeting due to an injury.
Nonpublic Session under RSA 91-A:3 II (c)** – Request from a resident regarding a property lien. **(c) Matters which, if discussed in public, would likely affect adversely the reputation of any person, other than a member of the public body itself, unless such person requests an open meeting. This exemption shall extend to any application for assistance or tax abatement or waiver of a fee, fine, or other levy, if based on inability to pay or poverty of the applicant.
Chairman McCarthy motioned to close the nonpublic session at 5:25pm. Second by Selectman Donovan. Per unanimous roll call vote, to keep confidential the discussion, until in the opinion of the majority of the members, the circumstances no longer apply except to announce that the Board approved for Map 012-06-013 a payment grace period for the month of April and will resume the payment schedule in May, due to hardship.
- Introduction of Guests
- Old Business
A. Information from Tower Resource Management Re: Cell Towers
This is a continued discussion from the February 17, 2009 Selectmen Meeting when the Board read a letter from Tower Resource Management asking if the Town would be interested in leasing a portion of its land for the construction of a telecommunications tower.
The Board reviewed an email sent to Town Administrator Nancy Wrigley from Tower Resource Management (TRM) explaining the process that TRM would lease a 50’ x 50” space from the town and pay a monthly rent. TRM would market the site and find carriers to collocate at the facility. The size of the tower usually depends on the bylaws or regulations of each town. The towers range from between 100’ and 190’ feet and would be of the monopole type. The towers and equipment have consistently been found safe and are strictly regulated by the FCC and other regulatory authorities.
The Board still had questions regarding the size, location and the type of tower, the actual height for the blinking light, how does it operate and would this help with the cell service in town.
The Board decided to have Town Administrator Nancy Wrigley contact Tower Resource Management to ask them to attend a Selectmen’s Meeting and to invite the Planning Board. Selectman Donovan asked for Town Administrator Wrigley to find out from the Town of Atkinson the issues they have been facing with their proposed cell tower.
B. Estimates from Councilman Electric Re: Generator hookup at the Town Hall and Transfer Station
The Board reviewed two estimates from Councilman Electric as follows; for the cost of materials and labor to install a service disconnect outside of the Town Hall next to the meter base and install a 200 AMP transfer switch next to the meter base for a temporary generator hookup for $1,758.00. The second estimate is for the cost of materials and labor at the Transfer Station to replace the existing meter base with a meter base that has a disconnect, install a weatherproof manual transfer switch, feed the existing panel for $3,367.51.
Present were Transfer Station Manager Andrew Morse and he added that what this estimate is for is to make a permanent hard wire for a generator hookup at the Town Hall and Transfer Station. Andy questioned the Board that after looking at the price, do we really want a permanent hookup at the Transfer Station for during the power outage he was prepared to have extra containers on hand as a way to handle the volume of trash during the electrical outage.
Town Administrator Nancy Wrigley talked about the importance of having the generator hookup at the Town Hall for the electricity does go out periodically and the generator would help to keep the employees working with heat and lights.
The Board decided to ask Councilman Electric to come in to explain the difference between the two estimates for a better understanding of this electrical upgrade.
C. Estimate from Newton Glass & Garage Door Re: Window installations at the Town Hall
The Board reviewed an estimate from Newton Glass & Garage Door to replace three windows for a cost of $350 each and to remove the window in the cupola at the Town Hall and to replace it with a vinyl window already purchased by the town for a total of $1,180.00.
Chairman McCarthy and Selectman Donovan agreed that the price is right and this will complete the necessary energy efficiency upgrade to include all the windows at the Town Hall.
Chairman McCarthy motioned to pay Newton Glass and Garage Door a total of $1,180 for the work to be done as listed on the proposal dated March 11, 2009. Second by Selectman Donovan. Vote: Unanimous.
- Larry Foote, Emergency Mgmt Director Re: Telephone Message Delivery Service
When the Board started the discussion, Emergency Management Director Larry Foote was not present but was expected to attend to discuss the differences between two telephone message delivery services under consideration.
After reviewing the two proposals; one from AlertNow and the other from One Call Now, the Selectman had a question on how many phone numbers are allowed per household for many parents will want to give their cell phone numbers as well as the house phone number. Town Administrator Nancy Wrigley added that she has some concern with using the AlertNow as an “add on” to the school district account for the parents signed consent forms to the school to contact them using this service. The Board discussed the use of this service and reviewed the “One Call Now” enrollment form that has been given out to residents to sign up. The Board decided that they need more information before making any decision tonight and tabled the discussion until the next Selectmen’s Meeting.
Emergency Management Director Larry Foote arrived at approximately 5:45pm. Mr. Foote explained to the Board that One Call Now offers a service plan that allows for 7500 number of calls to deliver a 45 second message for a total of $975.00. If the town exceeds the 7500 calls then they can purchase additional number of calls or use the unlimited calling to 1500 phone numbers at an annual cost of $2,625.00.
AlertNow allows for the Town of Newton to “add on” to the school districts account with an annual fee of $1,500 which allows calls to 1500 households with unlimited messaging. A second option is for the Town of Newton as a stand alone account (does not have access to the school districts AlertNow account) at an annual cost of $2,150.00. Mr. Foote added that he feels that AlertNow is the best option dollar for dollar and it also includes training and implementation either on-site or virtually via online sessions.
Chairman Donovan asked Mr. Foote about the 1500 calls and if that is per household or a total of the phone numbers. Mr. Foote responded that it is per household, each household can have up to 2 or 3 phone numbers.
Selectman McCarthy asked if the AlertNow can separate the Newton phone numbers from the other towns if we decide to go with the “add on” to the school district account. Mr. Foote responded that he cannot guarantee to pull the phone numbers from the school district account, we may need to complete our own list or pull it from some other resource. Mr. Foote will look into how the information is shared, if it is shared at all and to find out about the training.
Mr. Foote gave the Selectmen an update on the ice storm and the fact that he submitted to FEMA an approximate total of $103,000; the town will receive 75% as a reimbursement with the possibility of receiving 12.5% from the State.
A. Letter from the U.S. Census Bureau Re: 2010 Census
Town Administrator Nancy Wrigley informed the Board that starting in April, the U.S. Census Bureau will start going door to door with a short form for residents to fill out. It was discussed that the Bureau is mandated to determine the number of people living within the United States and our territories every decade. This data is used by the Nations Leaders in many ways and also affects how more than $300 billion in federal funds are distributed each year.
Wrigley added that the Board each received a copy of the 2010 Census Complete Count Committee Guide sent by the U.S. Census Bureau to use as a guideline to plan and implement local outreach efforts to publicize the importance of the 2010 Census. Wrigley stated that it is important to get the word out to the residents to please cooperate with the U.S. Census Bureau for it is very important and can mean funding available to the town.
The Board decided to put this on their meeting agenda for a couple of months as an announcement in order to get the word out to the residents.
B. Letter from Palmer Gas/Ermer Oil Re: Protection plan and energy-saving system
Chairman McCarthy read a letter from Palmer Gas/Ermer Oil Service Department with information on their Efficiency Enhancement and Protection Plan to include a package price of $189.00 for a thorough cleaning and 10-20% off all parts and labor. Another energy efficient measure to consider is the “Intellicon” heating system manager which works with either oil or gas heating systems to optimize your burner and water heater run cycles resulting in less fuel consumption. This is not only good for your wallet but good for the environment too.
The Board discussed that we already have our oil burners cleaned by Palmer Gas/Ermer Oil as part of the town’s contract. The Board asked for Office Manager Winglass to check into the “Intellicon” heating system manager.
C. Letter from Resource Conservation and Development Re: Water Resource Planning
Chairman McCarthy read a letter from Resource Conservation and Development announcing the continuation of their program, the NH Rural Fire Protection Initiative. The program is designated to provide NH communities with technical assistance with rural water supply planning and installations of rural water drafting facilities such as dry hydrants, water cisterns, and fire ponds.
The Board asked that the Fire Department, Planning Board, Road Agent and Conservation Commission all receive a copy of this letter. It was discussed that this program may allow for funding for a dry hydrant in Marcoux Grove. Chairman McCarthy added that she plans on contacting them for conservation purposes.
D. Town Administrator Nancy Wrigley Re: Fitness for Duty Policy
Town Administrator Nancy Wrigley stated that this policy has been ongoing since last November and then talked about how an Attorney at the Local Government Center helped write the policy as a continuing effort to improve the safety of our workplace. The policy included a “Supervisor’s Observation Checklist”, Fitness for Duty Consent and Release Form and a Fitness to Return to Work Certification that is signed by a Health Care Provider.
Selectman Donovan stated that he would prefer to wait in order to give Selectman Ray Thayer a chance to have a say in the vote of this policy. Town Administrator Nancy Wrigley will call Ray to ask him to review it and we can discuss it at the next Selectmen’s meeting.
E. Transfer Station Mgr Andrew Morse Re: Paper recycling program
Present were Transfer Station Manager Andrew Morse
Mr. Morse discussed that presently Empire Recycling through NRRA handles the town’s paper recycling program and at this moment there is no payout for paper recycling and the town is paying $225 per haul to have it removed. Recently, Mr. Morse found out about a paper recycling company called “Paper Retrieve Recycling” and they have Abitibi Bowater paper retriever recycling program that cost nothing from the town for hauling and they pay for paper on a per ton basis, based upon the amount of tonnage.
Andy’s recommendation is to start using Paper Retrieve Recycling and since this is not contractual, then we can change back and not be penalized in any form. Andy added that this program will make things simpler for they will be supplying their own bins so we don’t have to worry about stacking it. Selectman Donovan asked if this will free up a worker on site who handles the paper recycling. Andy responded that it will not free them up but make the job much easier. Andy talked about possibly having the residents dump the paper right into the bins versus having the employees do it. Andy added that recycling certainly generates money for the town, although you may not see the money but the difference in the cost of the tonnage for hauling trash.
Andy stated that he is definitely for this change and it will take two to three weeks to put things in place and at this point he is looking for a signature from the Board in order to move forward.
Chairman Donovan motioned to change from using Empire Recycling to Paper Retrieve Recycling for paper recycling as soon as Andy can get the paperwork and put everything in place. Second for discussion by Selectman McCarthy. Discussion: Andy added that the certification of insurance will be handled once they receive the signed paperwork. Vote: Unanimous.
F. American Red Cross Month Proclamation
Chairman McCarthy read the American Red Cross Proclamation that Red Cross Month is March 2009. Volunteers are needed across the region and as part of the Great Bay Chapter, if anyone would like to get involved please contact the American Red Cross, Pease International Tradeport, Portsmouth, NH at (603) 786-5440.
G. Hiring of temporary personnel in the event of an emergency
Present were Emergency Management Director Larry Foote.
Chairman McCarthy read a memo from EMD Director Larry Foote that he has the authority to hire personnel to fill any key roles in the EOC as an on needed basis. In the event of an emergency or drill in the past we have been able to hire without any problems. The temporary personnel will receive $15 per hour for up to 40 hours and receive overtime if 40 hours is exceeded.
Mr. Foote explained that this has to do with hiring temporary workers during an emergency. Town Administrator Nancy Wrigley stated that she is concerned with hiring for $15 per hour when other town workers receive much less. After a discussion, the Board decided to approve the hiring of emergency personnel for up to $15 per hour. This would be for a town emergency only.
Chairman McCarthy motioned to accept the Emergency Management Director Larry Foote’s proposal, which will be looked at later but for the time being to pay temporary personnel $15 per hours to include time and a half for over 40 hours. Second by Selectman Donovan. Discussion: Selectman Donovan asked to amend the motion to change it to “up to $15 per hour”. Chairman McCarthy seconded the amendment. Vote: Unanimous.
H. Letter from Pro Bark Inc. Re: Tree grinding program
Present were Transfer Station Manager Andrew Morse and Road Agent Mike Pivero
Road Agent Mike Pivero stated that he spoke with Pro Bark this morning and they will chip/grind brush, logs, stumps and pallets free of charge but will take the end product. Pivero added that he needs to schedule a meeting with the Board to discuss options for cleaning up brush in town as FEMA will reimburse the town as a clean up from the devastating ice storm in December.
Pivero discussed whether this work needs to go out to bid for he has talked to five or six other Road Agents in the area and the logistics on how to do get competitive bids is not an easy task. One option proposed by Pivero is to use the correctional department to have inmates possibly to do the work. Residents will need to bring the brush to the curbside and then the inmates will pick it up and bring it to the Transfer Station. Pivero stated that he is working on resources and a schedule for this project to be discussed at the next Selectmen’s meeting.
I. Per RSA 31:95-b to accept unanticipated funds of $55.00 donated to the Newton Food Pantry; $50 donated from Kevin Hayden and a $5 cash donation left anonymous at the Merrimac Savings Bank.
Chairman McCarthy motioned to accept unanticipated funds of $50 donated to the Newton Food Pantry from Kevin Hayden. Second by Selectman Donovan. Vote: Unanimous.
Chairman McCarthy motioned to accept an anonymous $5 cash donation to the Newton Food Pantry. Second by Selectman Donovan. Vote: Unanimous.
- Announcements
- Accept Minutes of Selectmen Meetings
- Selectmen’s Public Meeting Minutes of February 2, 2009, February 17, 2009 and February 23, 2009
- Selectmen’s Site Walk Minutes of February 7, 2009
- Selectmen’s Public Hearing Minutes of February 23, 2009
The Board opted to wait for Selectman Raymond Thayer before accepting the minutes.
- Reports from Department Heads
- The intersection of Pond Street and Whittier Street was discussed and the Board asked for the office staff to research the requirements for changing this intersection from a three way stop sign to one stop sign.
- The Board reviewed an email from the Town of Plaistow stating that they will be holding the next Regional Selectmen’s Meeting on Thursday, April 2, 2009 at 7pm at the Plaistow Town Hall. Chairman McCarthy and Selectman Donovan will check their calendars for availability.
- The Board reviewed a memo from the Recreation Commission with an attached application for permit from the Newton Baseball and Softball Association (NBSA) with a schedule of activities starting in April through July and a certificate of insurance to use Greenie Park for youth baseball and softball. The Recreation Commission unanimously voted to recommend to the Selectmen to approve the permit application with the condition that if another group requests the use of the fields, NBSA may be asked to modify its schedule.
Town Administrator Nancy Wrigley questioned the use of the field to make sure there is no liability with the town such as faulty equipment and uneven grounds. Selectman Donovan responded that the Greenie Park grounds will be looked at for any hazards and cleaned up on April 18th.
Chairman McCarthy motioned to approve the use of Greenie Park by the Newton Baseball and Softball Association as recommended by the Recreation Commission. Second by Selectman Donovan. Vote: Unanimous.
Chairman McCarthy motioned to adjourn at 7:12pm. Second by Selectman Donovan. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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