SELECTMEN’S PUBLIC MEETING
January 4, 2010
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 Office Manager Mary B. Winglass. The minutes were transcribed and typed by Office Manager Winglass.
- Introduction of Guests
- Old Business
A. Cont review of the proposed 2010 budgets and warrant articles
FA – Accounting, Auditing and Assessing budget
The Board reviewed a final 2010 budget for the Accounting, Auditing and Assessing which are part of the Financial Administration budget.
Selectman Donovan motioned to accept the Financial Administration Accounting, Auditing and Assessing budget totaling $53,628.00. Second by Selectman Thayer. Vote: Unanimous.
FA - Budgeting, Planning and Analysis
The Board reviewed a final 2010 budget for Budgeting, Planning and Analysis which is part of the Financial Administration budget.
Selectman Thayer motioned to accept the Budgeting, Planning and Analysis budget under Financial Administration totaling $28,781.00. Second by Selectman Donovan. Vote: Unanimous.
Trustee of Trust Funds
Town Administrator Nancy Wrigley informed the Board that she attended a budget seminar and found that the Trustees of Trust Funds should have their own budget. The Trustees of Trust Funds agreed and prepared a budget of $1,850 to cover costs such as postage, consulting fees, training and travel expenses.
Selectman Donovan motioned to accept the Trustee of Trust Funds new budget for the proposed amount of $1,850.00. Second by Chairman McCarthy. Vote: Unanimous.
Financial Administration budget
Town Administrator Nancy Wrigley asked for the Board to accept the grand total of the Financial Administration budget of $141,684.00.
Chairman McCarthy motioned to accept the 2010 Financial Administration budget with a grand total of $141,684.00. Second by Selectman Thayer. Vote: Unanimous.
The only budget left is the General Government Buildings budget.
Executive budget
Town Administrator Wrigley informed the Board that since the Trustees of Trust Funds now have their own budget the Board must remove the Trustees’ salary of $750 from the Executive budget. The Board recalculated the salary line item which was reduced to $150,107 with a total budget reduced to $190,589.00.
Selectman Donovan motioned to reduce the Executive Budget from $191,339.00 to $190,589.00. Second by Selectman Thayer. Vote: Unanimous.
2010 Warrant Articles
The Board reviewed the proposed warrant articles and removed some that were put on the list from last year. The Board then renumbered the warrant articles.
B. Cont review of the Hazard Mitigation Plan
The Board completed a portion of the Action Plan to include the priority (low, medium or high) and the timeframe. It was noted that the highest vote on the mitigation projects was to ensure communications interoperability and equipment for all town departments.
C. Cont review of the 2010 Assessing Contract
The Board reviewed notes by Town Assessor Andrea Lewy explaining questions the Board had with this contract.
The Board reviewed a proposed letter to the Dept of Revenue Administration changing the Assessment Review to 2010 versus 2011 in order to coincide with the town wide statistical update.
Chairman McCarthy motioned to sign the letter to the Department of Revenue Administration to make the town-wide assessment update and review to be completed on the same year in 2010. Second by Selectman Donovan. Vote: Unanimous.
Selectman Donovan motioned to accept the 2010 General Assessing Contract from Town Assessor Andrea Lewy. Second by Chairman McCarthy. Vote: Unanimous.
D. Cont review of the 2010 Selectmen’s Meeting Schedule
Chairman McCarthy stated that she contacted the Local Government Center and spoke with Attorney Christine Fillmore about signing vendor and payroll manifests, abatements and requisitions outside of a public meeting. The Attorney informed Chairman McCarthy that it has been challenged in the courts and the town lost for the court found that signing without a vote is not legal. Chairman McCarthy added that she learned of this at a Right-To-Know Meeting held by the Local Government Center therefore when preparing the 2010 Selectmen’s Meeting Schedule, Chairman McCarthy cautioned the Board to take into consideration the schedule for signing payroll and vendor manifests.
Chairman McCarthy suggested for the Board to meet on either Tuesday or Wednesday nights in order to coincide with approving the manifests. Selectman Donovan stated that he wants to keep the Selectmen’s meetings on Monday nights; Selectman Thayer agreed with Selectman Donovan stating that Wednesdays are not good for him.
The Board asked for Bookkeeper/Payroll Administrator Kim Hughes to join the meeting and asked her about the manifest schedules. Hughes informed the Board that the vendor manifest is ready on Monday evenings and the Payroll Manifest is ready on Tuesday evenings. After discussing ways to make the schedule work for all, Hughes suggested that she could change the cut off for departments to submit the vendor bills to Wednesdays at 4pm versus Thursday by 8pm. This change will allow her to complete the vendor manifest earlier therefore giving her the time to complete the payroll manifest for the Selectmen’s Monday night meetings. The Selectmen’s Meeting schedule will increase to include the weeks the Selectmen are not scheduled to meet but will now have to meet to at least sign the manifests (15 minute meeting). Selectman Donovan agreed with this schedule; by keeping the meetings on Mondays he has no problem coming in to meet briefly to sign the manifests. The Board asked for a
Selectmen’s Meeting schedule to be prepared by Office Manager Winglass to coincide with the dates of the vendor and payroll manifests as well as in keeping with the 1st and 3rd Monday night Selectmen’s Meetings schedule.
Chairman McCarthy informed the Board that she is unable to meet on Monday, January 11th; the Board rescheduled the meeting to Wednesday, January 13th.
IV. New Business
1. Request for Bond Reduction from David Storey, Second Storey Homes
The Board reviewed a letter from S.E.C. & Associates, Inc., Project Manager Charlie Zilch requesting to release half of the remaining performance bond held for David Storey-Second Storey Homes, Storey Estates for Kenwood Drive and Storey Lane. Currently the amount held by the Town is $50,220.50.
The Board then reviewed a memo from the Planning Board stating that they did not have any concerns with the partial release of the maintenance bond. Office Manager Mary Winglass added that she spoke with Road Agent Mike Pivero who also stated that he had no outstanding issues with the roads.
Selectman Donovan motioned to approve a bond reduction for Kenwood Drive and Storey Lane for David Storey of Second Storey Homes, Storey Estates and to release $25,110.25 leaving a balance of $25,110.25 remaining. Second by Chairman McCarthy. Vote: Unanimous.
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, warrant articles and bond issue is on Monday, January 18, 2010 at the Town Hall starting at 6:00pm
- 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
- Selectmen’s Public Meeting minutes of November 30, 2009, December 7, 2009, December 14, 2009 and December 21, 2009
Chairman McCarthy motioned to accept the Selectmen’s Public Meeting minutes of November 30, 2009 as written. Second by Selectman Thayer. Vote: Chairman McCarthy and Selectman Thayer – aye; Selectman Donovan abstained for he was not present at the meeting. Motion passed.
Chairman McCarthy motioned to accept the Selectmen’s Public Meeting minutes of December 7, 2009, December 14, 2009 and December 21, 2009 as written. Second by Selectman Donovan. Vote: Unanimous.
- Selectmen’s Nonpublic Meeting minutes of November 30, 2009, December 7, 2009, December 14, 2009 and December 21, 2009
Chairman McCarthy motioned to accept the Selectmen’s Nonpublic Meeting minutes of November 30, 2009 as written. Second by Selectman Thayer. Vote: Chairman McCarthy and Selectman Thayer – aye; Selectman Donovan abstained for he was not present at the meeting. Vote: Unanimous.
Chairman McCarthy motioned to accept the Selectmen’s Nonpublic Meeting minutes of December 7, 2009, December 14, 2009 and December 21, 2009 as written. Second by Selectman Donovan. Vote: Unanimous.
VII. Reports from Department Heads
Cable Committee
Office Manager Mary Winglass requested for the Board to sign appointments to the Cable Committee for Sarah “Sally” Woodman and Diane Morin for the background checks came back and we are all set to move forward.
Chairman McCarthy motioned to appoint Sarah “Sally” Woodman and Diane Morin as members of the Cable Committee with an expiration date of April 15, 2011. Second by Selectman Donovan. Vote: Unanimous.
Bids for Annual Town Report
The Board reviewed a spreadsheet outlining the bids received for the printing of the 2009 Annual Town Report.
Selectman Donovan motioned for Town Administrator Nancy Wrigley to barter with Brothers Bindery out of Hudson NH for the 600 perfect to be reduced to 550 and include 50 books with the spiral bound for a total price of $2,694.00. Second by Chairman McCarthy. Vote: Unanimous.
The Board discussed the dedication and cover for the 2009 Town Report.
Vendor Manifest
Chairman McCarthy motioned to approve and sign the vendor manifest totaling $79,649.47. Second by Selectman Thayer. Discussion: Selectman Donovan questioned one payment to the Town of Raymond and will check with Police Chief Streeter on this payment. Vote: Unanimous.
Transfer Station
Town Administrator Nancy Wrigley discussed the need to update the Transfer Station policies by removing the wording that states we can assess penalties for unless approved at Town Meeting this is not a legal option. The other update is whether or not the Board wants to put in the policy that all must stop at the stop sign as you enter the facility. A suggestion made by Police Chief Streeter is to have all those involved to sit down and go through the policy before making any further amendments.
The Board discussed a recent development at the Transfer Station during a snow storm for the gates at the Transfer Station were left open for the sand/salt trucks to gain access to the sand/salt shed and during that time many visited the closed Transfer Station and disposed of their trash. The Board discussed installing chains with the saw horses as barricades keeping trespassers out when the Transfer Station is closed. Selectman Donovan will contact Transfer Station Manager Kevin Jolicouer to inform him of the Board’s recommendation; Chairman McCarthy added that she will check with Road Agent Mike Pivero for he may have a contact for the purchase of heavy duty chains for this purpose.
Office Manager Winglass informed the Board that she received a call from resident Skip Cheney on Wenmarks Road stating that he picked up a 20’ TV that was left at the Town Beach. Based upon the bulky item fee schedule the cost to deposit it at the Transfer Station is $20 and asked to have this fee waived. The Board agreed for Mr. Cheney to bring it to the Transfer Station for no fee.
Area Selectmen’s Meeting
The Board reviewed a proposed agenda for the next area Selectmen’s Meeting held on Thursday, January 14th at 7pm at the Atkinson Town Hall.
VIII. Other Business
Bookkeeper/Payroll Administrator Kim Hughes asked to meet with the Board to give them an update on the status of the monthly reconciliations and work to be completed by the Treasurer. Hughes added that things are not going well and the Treasurer is not responding to phone calls or emails. The Treasurer has directed the Deputy Treasurer to complete only the monthly reconciliations and she is to handle the deposits and the other daily operations of the department; the Treasurer has not been in to the office.
After discussing the options, the Board decided to send a letter to Treasurer Jennifer Gaines to please give the Deputy Treasurer permission to do the Treasurer’s job until she is capable of doing the job herself. There have been no established hours as was promised by the Treasurer at a prior meeting, no accountability, no communication and deposits are not being handled in a timely manner. The Board discussed that when they last met with the Treasurer it was their impression that she was going to let the Deputy do the entire Treasurer’s job and the Deputy would contact the Treasurer if she needed help. The Board decided that if they have not heard from the Treasurer by January 7th then they would have no choice but to pursue other avenues.
The Board discussed that the Deputy is in place to take over in case of an absentee Treasurer; the Board directed Town Administrator Nancy Wrigley to contact the Local Government Center to ask what are the town’s options when faced with an absentee Treasurer. In order to get a letter out in a timely manner, the Board of Selectmen asked for Town Administrator Nancy Wrigley to draw up a letter as discussed in this meeting.
Chairman McCarthy motioned that the Board asked for the Town Administrator to draw up a letter as outlined by the Board of Selectmen during this meeting regarding the Treasurer’s job performance. Second by Selectman Donovan. Discussion: The Board discussed that the letter will be signed by the Town Administrator per the Board of Selectmen’s request and delivered by the Police Department, as soon as possible. Vote: Unanimous.
Building Department
Selectman Thayer informed the Board that two weeks ago tomorrow he contacted Chief Building Official Ron LeMere by phone to inform him of the Board’s concern with payroll being approved over the phone. The Board discussed that LeMere must come in to review the payroll and sign it. Town Administrator Wrigley will email LeMere tomorrow as a follow up.
IX. Adjourn
Chairman McCarthy motioned to adjourn at 7:55pm. Second by Selectman Donovan. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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