SELECTMEN’S PUBLIC MEETING
October 5, 2009
Chairman McCarthy called the meeting to order at 5:35PM. 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. Minutes were transcribed and typed by Office Manager Winglass.
Chairman McCarthy motioned to go into nonpublic session under RSA 91-A:3 II (d) – Personal Property and (c) - Alleged Violation. 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 session at 6:30pm. Second by Selectman Thayer. 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;
- Send a letter to Dewey Bowley regarding the parcel that he owns on Gould’s Hill Road.
- Introduction of Guests
- Old Business
A. Continued discussion of a generator purchase for Town Hall.
Office Manager Winglass handed out to the Board the detail of the warranty proposed by Patrick McCusker. The warranty includes four (4) years parts and five (5) years labor. The four years parts warranty comes from the manufacturer and the paperwork from Generac Power Systems lists the warrant schedule and what the warranty shall not apply to; the five year labor warranty is from Kingston Electric which covers the yearly maintenance done per the manufactures requirements. Winglass checked with Councilman Electric and there is no option for an extended warranty to be included in their proposal.
Selectman Thayer motioned to accept the bid from Patrick McCusker for the sum of $9,000 to include the four year parts warranty and the five year maintenance warrant contingent upon receipt of insurance. Second by Selectman Donovan. Vote: Unanimous.
The generator will be paid with grant funds and encumbered funds from 2008.
B. Generator installation(s) at three town properties
The Board discussed the need to contract for a yearly maintenance service for the generators at the Police Station and the Transfer Station. The Board asked for the staff to contact Patrick McCusker and Councilman Electric to ask them to submit a contract for the yearly maintenance.
The Board reviewed proposals from Palmer Gas/Ermer Oil for the installation of propane tanks and to run the gas lines to the generators at the Town Hall for $1,270.00 , Police Station for $475.00 and the Transfer Station for $975.00. The proposals noted the cost of propane for all locations at current price of $1.00 over Selkirk, NY Terminal Net.
Chairman McCarthy motioned to retain Palmer Gas/Ermer Oil to provide and install the propane tanks to include parts and labor for the Town Hall at $1,270.00, Police Station at $475.00 and the Transfer Station at $975.00. Second by Selectman Thayer. Vote: Unanimous.
The Board reviewed an estimate from Get Wired for the electrical installation of the generator at the Transfer Station. The Board asked to get three quotes for this work to be reviewed at the next meeting and to ask Get Wired to breakdown their cost on the estimate versus giving a total price.
The last item is for the cement pads for the generators at the Town Hall and the Transfer Station. Transfer Station Manager Kevin Jolicouer worked with Dennis Quintal of Civil Construction on the layout at the Transfer Station to include the location of the generator and now that the Town Hall generator has been awarded for the Town Hall we need to contact the contractor to get the shop drawings to determine the size of the pad. Time is running out for the cement pads need to be poured by mid October.
Selectman Donovan motioned to have Eastern Seaboard install the cement pads at the Town Hall and the Transfer Station, not to exceed $5,000. Second by Chairman McCarthy. Vote: Unanimous.
The work approved for the generators will be paid from grant funds, encumbered funds and the remainder from the General Government Buildings budget.
C. Personnel Policy
Town Administrator Nancy Wrigley asked the Board to review the compensatory time policy within the Personnel Policy and Procedures.
Selectman Thayer motioned to accept the compensatory time policy as written. Second by Selectman Donovan. Vote: Unanimous.
D. ID Badge Policy
The Board reviewed the Identification Badge Policy as prepared by Town Administrator Nancy and made some minor changes.
Chairman McCarthy motioned to accept the Identification Badge Policy as amended and to give the employees two week until the 20th of October to have their badge completed. Second by Selectman Thayer. Vote: Unanimous.
E. Review proposals for Statistical Update
The Board reviewed a spreadsheet prepared by Town Administrator Nancy Wrigley outlining the details of the proposals received for the Statistical Update.
The Board decided to invite Andrea Lewy, Cross Country Appraisal Group, LLC and John W. McSorley Consulting to the next Selectmen’s Meeting to interview them for the 2010 Statistical Update.
- Cont discussion of space needs at the Police Department
The Board reviewed a spreadsheet prepared by Town Administrator Nancy Wrigley showing the total cost for an 8 x 32 trailer and a 10 x 36 leased trailer for the Police Department. The costs were broken down by setup cost, lease per month, electric, computer and telephone line. The costs starting November 1st through December 31st equaled $2,930.00 for the 8 x 32 and $3,350.00 for the 10 x 36. Chief Streeter added that with the 10 x 36 trailer will free up 180 square feet of much needed space at the Police Department.
Selectman Donovan motioned to accept the 10 x 36 trailer lease for the Police Department Office trailer for the sum of $3,350.00 until the end of the year with a $200 monthly lease agreement until no longer needed to be paid out of the General Government Buildings budget. This will be a year by year lease agreement until no longer needed. Second by Chairman McCarthy. Vote: Unanimous.
1. Set date and time for Trick or Treat
Chairman McCarthy motioned that Trick or Treat will be held on Saturday, October 31, 2009 from 5:30pm to 7:30pm. Second by Selectman Donovan. Vote: Unanimous.
2. Review building department permit fee schedule
The Board reviewed the current building department permit fee schedule due to comments they have received from contractors and homeowners regarding the high fees. The Board unanimously agreed that they must restructure the fee schedule to bring things more in line with other towns and due to the tough economy.
Chairman McCarthy motioned to amend the Building Department Fee Schedule and to accept the amended schedule in effect as of October 6, 2009. Second by Selectman Thayer. Vote: Unanimous.
3. Recommended safety repairs at the Gale Library
The Board reviewed a letter from Theresa Caswell, Library Director informing the Board that Fire Chief Bill Ingalls conducted a safety inspection at the Gale Library and found that the main battery in the basement is in need of replacement and a lamp needs to be installed as there is no visibility in case of a power failure. Caswell had Councilman Electric give a proposal for the job.
The Board decided to get three quotes for this job and to ask Patrick McCusker and Get Wired to submit a proposal for this work.
4. Open bids for the replacement of the front stairs at the Town Hall
The Board opened the bids for the replacement of the front stairs at the Town Hall from the following companies;
Jeffrey S. MacLeod of Merrimac, MA
M. Cote Home Improvement from Kingston, NH
Brotherwood Construction of NH from Plaistow, NH
ATB Construction of Kittery Point, ME
McNeil Builder LLC of Epping, NH
Northway Builders, Inc. of Seabrook, NH
The Board asked for Office Manager Winglass to prepare a spreadsheet outlining the bids for a clearer understanding of the price variance.
5. 2009 Allowable Number of Elderly Units
The Board reviewed a spreadsheet prepared by Office Manager Mary Winglass showing the occupancy permits approved between April 1, 2008 and March 31, 2009 in order to determine the remaining allowable number of elderly units as of April 1, 2009. Per the Elderly Housing Ordinance, the total number of elderly housing units in the town shall not exceed ten percent of the total dwelling units then existing in the town. The number of existing elderly housing units shall not be included in the calculation of this ten percent.
The total number of new occupancy permits during the time of April 1, 2008 and March 31, 2009 equaled 27 with only 19 that count as new dwelling units. The total number of elderly housing units approved by the Planning Board to date is 153. The 10% calculation shows that with the 19 new dwelling units, the town has a total of 1557 dwelling units x 10% equals 155 which leaves 2 remaining allowable elderly units available.
Chairman McCarthy motion for the remaining allowable number of elderly units as of April 1, 2009 equals two (2). Second by Selectman Donovan. Vote: Unanimous.
6. Transfer Station
1. Fall/Winter schedule for accepting items with Freon
Present was Transfer Station Manager Kevin Jolicouer
Kevin proposed to the Selectmen to stop accepting items with Freon starting November 1, 2009 through April 1, 2010 as this has been a standard practice and is the best option during the winter months.
The Board discussed and agreed that this has been the policy of the town over the past few years and residents can wait until the fee free weekend to get rid of these items. This will be posted on the website and at the post offices in town.
2. Closing the swap area after the first snowfall until spring
Present was Transfer Station Manager Kevin Jolicouer
Kevin asked the Board to consider closing the swap area after the first snowfall until spring for things get ruined being left out in the bad weather and then the taxpayers are paying to dispose of it. Taxpayers are happy with this area but often it is abused by people dumping non-reusable items when the staff is not looking.
The Board debated closing this area due to its popularity and a great service to the residents. The Board discussed taking only wood products during the winter versus particle board for wood holds up better during the wet weather and can be refurnished. The Board decided to allow Kevin to use his best judgment and when necessary to close the area or keep it at a minimum during bad weather.
3. Recycling Shed replacement
The Board reviewed two bids for replacing the recycling shed at the Transfer Station. The Board noticed during the Amnesty Weekend the existing structure was a hazard and needed to be replaced.
The bid from Post Woodworking included the use of the existing roof which is in good condition and to rebuild the 12x20 shed for $3,995.00. The second bid is from ShedMaster is for a completely new shed for $4,000.00.
The Board discussed that they can have a complete new shed for basically the same price as the rebuild. Kevin added that he proposed the use of the roof for it is in good shape and the town just repaired it last year.
Selectman Thayer motioned that we give the contract to ShedMaster for the new 12’x20’ building at the Transfer Station for $4,000 with a $1,000 deposit paid from the General Government Buildings budget. Second by Chairman McCarthy. Vote: Unanimous.
7. Police Department Re: Cruiser repairs
Present was Police Chief Lawrence Streeter
The Chief discussed that the department’s 2002 Ford Explorer currently has 78,000 miles and has another 30,000 miles but the transmission is gone and to have it rebuilt cost $2,000 and a factory rebuild costs $3,100 with a three year warranty. The Chief informed the Board that he would like to keep the vehicle for it is a vehicle the department received through the asset forfeiture and grant money and is handy as a utility vehicle and an asset to the fleet but the problem is that he has no additional funds in his budget to pay for the repairs.
Chief Streeter added that he recommends the McFarland bid of $3,100 as it is a factory rebuild and he could wait until the next budget season but with snow storm weather coming up it takes this vehicle out when it is used the most during winter storms.
The Board decided that the longer you wait all the garages will get busy with 4x4’s and they did not want to wait until next year.
Selectman Donovan motioned to allow the Police Chief to get the 2002 Ford Explorer transmission repaired for a cost of $3,100 with a (3) three year warranty. Second by Chairman McCarthy. Vote: Unanimous.
8. Paving quotes
Present was Road Agent Mike Pivero
Pivero received four paving bids from the following companies; Brox Industries, Pike Industries, Bell & Flynn and Benevento Asphalt Corp. The lowest bid was from Brox Industries.
Pivero informed the Board that the price of asphalt has come down since last year and his target area to pave is a section on Smith Corner Road starting at approximately #44 to #59 (approximately 1,000 feet) reclaim only. Pivero explained that there is no good science between reclaim versus overlay but for the best bang for the buck is reclaim.
The second area to pave is Pond Street starting at Whittier Street to approximately the Gun Club, overly only. Pivero added that currently he is waiting for a written road evaluation from the Town Engineer.
Chairman McCarthy motioned to hire Brox Industries to do the reclaim and overlay for the various roads as the Road Agent feels fit based upon the contract price for this paving season. Second by Selectman Thayer. Discussion: Pivero added that last year’s asphalt prices was $97 per ton so we have an approximate savings of $35 per ton this year. Vote: Unanimous.
- Saturday, October 24th – Historical Society 3rd Annual Wine & Cheese Social,
4:30pm - 6:30pm at the Merrimac Savings Bank
The Board thanked everyone for the hard work and time put in for the Newton Fall Fair. Thanks to the volunteers and to the sponsors that donated items to be raffled. Children from the Newton Learning Center won the scarecrow contest and the pie contest.
- Accept Minutes of Selectmen Meetings
- Selectmen’s Public Meeting minutes of August 31, 2009, September 8, 2009, September 14, 2009 and September 21, 2009
Town Administrator Nancy Wrigley noted a change to the September 21, 2009 meeting minutes by amending the statement at the bottom of page 3 that Transfer Station Manager Kevin Jolicouer proposed a fee free weekend in the spring rather than in the fall. (the minutes state “in the spring as well as the fall”).
Chairman McCarthy motioned to accept the Selectmen’s Public Meeting minutes of August 31, 2009, September 8, 2009, September 14, 2009 and September 21, 2009 with the above amendment to the September 21, 2009 minutes. Second by Selectman Donovan. Vote: Unanimous.
- Selectmen’s Nonpublic Meeting minutes of September 8, 2009, September 14, 2009 and September 21, 2009
Chairman McCarthy motioned to accept Selectmen’s Nonpublic Meeting minutes of September 8, 2009 and the September 21, 2009 as written. Second by Selectman Thayer. Vote: Unanimous.
Chairman McCarthy motioned to accept the Selectmen’s Nonpublic Meeting minutes of September 14, 2009 as written. Second by Selectman Donovan. Vote: Chairman McCarthy and Selectman Donovan – yes; Selectman Thayer abstained due to not being present at the meeting. Motion passed.
- Reports from Department Heads
Other Business
Chairman McCarthy motioned to adjourn at 10:12pm. Second by Selectman Thayer. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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