SELECTMEN’S PUBLIC MEETING
June 21, 2010
Chairman McCarthy opened the meeting at 6:12pm. 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.
Chairman McCarthy motioned to go into Nonpublic Session under RSA 91-A:3 II (c) – Contractual Obligation; (a) – Code Enforcement Officer; (c) – Transfer Station and Town-owned Property. Second by Selectman Donovan. Roll Call Vote: Chairman McCarthy – aye, Selectman Donovan – aye, Selectman Thayer – aye. Vote: Unanimous.
Chairman McCarthy motioned to close the nonpublic session at 7:17pm. 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 that the Board scheduled a site walk for alleged code violations, Conservation Commission will look into another alleged violation concerning wetlands; the Board is working on reviewing Transfer Station violations and a new policy to put residents on notice; the Board asked to schedule interviews with the applicants that applied for the position of Code Enforcement Officer on July 19, 2010.
- Introduction of Guests
- Old Business
1. Glacial Energy of New England
The Board reviewed a proposal and estimated cost savings analysis from Glacial Energy of New England. The Board set a meeting for Tuesday, June 29th starting at 6pm – 6:30pm to review the proposal with Bill Friel, Agent for Glacial Energy.
2. Cont review of the Comstar Ambulance Billing Contract
The Board reviewed a memo from Town Administrator Wrigley informing the Board that she spoke with Town Attorney Kalman regarding the Comstar Agreement to include the town assuming indemnification with the hold harmless paragraph and to make sure the town’s insurance coverage would cover the exposure/liability. Wrigley contacted the town’s insurance provider, the Local Government Center and found that LGC has no problem with the language.
As far as the 10% billing fee set by Comstar, Chief Ingalls was told that the surrounding town’s are paying between 5% and 10% based upon the number of runs; Comstar works with over 200 towns/companies in New Hampshire and everyone Wrigley spoke to is happy with their services.
The Board approved of Chairman McCarthy signing the Comstar Agreement; Wrigley will check with Fire Chief Bill Ingalls to get his approval to sign the Medicare form for he stated that he would sign, if need be and to use his social security number, per the rules of Medicare.
3. Cont review of the Municipal Resources Contract
The Board received a response from Municipal Resources answering a few questions they had with the draft agreement.
Selectman Donovan motioned to accept the contract from Municipal Resources for junkyard compliance as amended. Second by Selectman Thayer. Vote: Unanimous.
Office Manager Winglass will contact Municipal Resources to inform them of the Board’s decision and to draft a final contract to be signed by the Board.
4. Cont discussion of a Special Town Meeting
Police Chief Streeter was present and discussed with the Board that he attending the June 9th hearing at Superior Court but as of this date has not heard any decision. When he inquired at the court last week he was told that the court is very busy and they are also dealing with some cutbacks.
IV. New Business
A. Payroll Policies and Procedures and Time Sheets
Bookkeeper/Payroll Administrator Kim Hughes was present to discuss that she attended a labor law workshop and is passing along some information for the Board to peruse. The Board reviewed a fact sheet with the top 10 NH labor law violations and Hughes added that Newton is doing very well but there are a few areas that she recommends that we approve upon and based upon these areas she revised the town’s Payroll Policy with suggested wording to keep in line with the labor laws.
Attached to the revised payroll policy were new timesheets prepared by Hughes for the town’s employees; department heads were asked to review the time sheets and to respond with any comments/suggestions. The Board approved the timesheets but asked for Hughes to prepare a Fire Department inspection log similar to the one used for the Health Officer. The reasoning for this request is to record the locations and time spent on inspections; this will apply consistency and will standardize the process for all town inspections.
The Board suggested a few changes to the policy to include a reference to the new forms provided by Hughes such as authorization for release of paycheck to a second party, second party acknowledgement of receipt of paycheck, new hire rate of pay and changes in rate of pay; these forms require a signature from the employee and Payroll Administrator.
Selectman Donovan motioned to accept the new payroll policies and procedures as prepared by Payroll Administrator Kim Hughes as amended per the discussion tonight. Second by Selectman Thayer. Vote: Unanimous.
B. Local Government Center Re: Town Hall IAQ Survey with recommendations
Town Administrator Nancy Wrigley discussed with the Board a recent survey conducted by the Local Government Center at the Police Station and Town Hall. The employees at the Police Station have been complaining of allergies and concerns with the indoor environment in the building. The Police Station’s report had recommendations being handled by the Police Chief but the bottom line is there are too many people and equipment in a small area.
The Town Hall has some water damage in the Planning Board office which may be the result of faulty flashing around the chimney. The offices adjacent to the boiler room may be impacted by the boiler exhaust and the dirt floor in the boiler room area; the boiler room did not appear to be properly vented to allow outside makeup air to be drawn in to feed the boiler
The Board asked Wrigley to contact the same roofing company who did the work at the Gale Library to find out if they would take a look at the roof to find out the problem causing the leak. The tiles in the Planning Board will need to be replaced but we need to first fix the leak.
Chairman McCarthy questioned why we have not had the Central Fire Station and the Gale Library checked; Wrigley will call to have them checked as well.
C. Quote from Palmer Gas/Ermer Oil for installation of Air for Combustion in Boiler Room
The Board reviewed a quote from Palmer Gas/Ermer Oil to install air for combustion in the boiler room at the Town Hall. This quote is a recommendation from the Local Government Center per the survey conducted at Town Hall (see above).
Chairman McCarthy motioned to accept the quote from Palmer Gas/Ermer Oil for the work to install air combustion in the boiler room at the Town Hall for a total of $1,371 which includes a 10% community service discount. Second by Selectman Thayer. Vote: Unanimous.
D. Emergency Management Operations
Present were Emergency Management Director Larry Foote who emailed a job description for his position for the Board’s consideration.
Selectman Donovan motioned to accept the job description for the Emergency Management Director as written. Second by Selectman Thayer. Vote: Unanimous.
The Board then reviewed another email from Foote stating that as of February 1, 2010, John Walsh has resigned as Deputy Director of Emergency Management.
Chairman McCarthy motioned to accept the resignation of the Deputy Director of Emergency Management John Walsh. Second by Selectman Thayer. Discussion: It was noted that the written resignation is from Larry Foote not John Walsh. Vote: Unanimous.
The Board reviewed a third email from Foote requesting to appoint Michael Hughes as Deputy Director for Emergency Management with an expiration date of April 15, 2011.
Selectman Thayer motioned to appoint Michael Hughes as Deputy Director for Emergency Management to take effect on the 21st day of June and to expire on the date of April 15, 2011. Second by Selectman Donovan. Discussion: Need to conduct a criminal background check for new hires and appointees. Vote: Unanimous.
The Board reviewed another email from Foote requesting to appoint Melissa Adams as a clerical worker on an as needed basis to take effect today to report to the Deputy and Director. Melissa has been an asset to Emergency Management with help organizing paperwork; the matrix is in place for this position and the job is for (0) zero to (10) ten hours per week.
Selectman Thayer motioned to appoint Melissa Adams to do clerical work as needed with an effective date as of today who will assist the Emergency Management Deputy Director and the Director as needed and will need to complete a criminal background check. Second by Selectman Donovan. Vote: Unanimous.
EMD Foote talked about attending next week’s Area Selectmen’s Meeting on June 29th to discuss the Red Cross and the Greater Exeter Response Plan. Foote plans on holding a Regional EMD meeting in an effort to bring everyone on board to better handle these reoccurring weather situations in our area.
Foote updated the Selectmen regarding Packer Meadow; since the last storm he had several meetings with the owner of the property who put in a generator in the community room, furnished it with water and pre-packaged food.
Foote asked the Selectmen for their approval for an Emergency Management vehicle if it can be ascertained by a grant or funding other than town funds. Selectman Donovan replied that he can pursue grants and funding as long as it does not come out of the town’s pocket; if it is a used vehicle then it must be checked by a second mechanic.
E. 2010 Paving program
This item was not discussed as there were no quotes to review.
V. Announcements
Chairman McCarthy announced that at the last Selectmen’s Meeting a contractor was hired for the second floor egress at the Central Fire Station but until the construction is complete, the upstairs of the Fire Department is prohibited from use. Chairman McCarthy will email the Deputies this update for the Fire Chief is on vacation.
VI. Accept Minutes of Selectmen Meetings
- Selectmen’s Public Meeting minutes of May 3, 2010, May 10, 2010, May 18, 2010, May 24, 2010 and June 1, 2010. No minutes were accepted.
- Selectmen’s Nonpublic Meeting minutes of May 3, 2010, May 18, 2010, May 24, 2010 and June 1, 2010. No minutes were accepted.
VII. Reports from Department Heads
- Recreation Commission Re: Vendor Payments and Payroll
Chairman McCarthy motioned to approve the payment of $25.00 to Lisa Babcock for mileage to drop off and pickup yard sale signs. Second by Selectman Thayer. Vote: Unanimous.
Selectman Thayer motioned to approve the payment of $1,590.01 from the Recreation Checking Account and $9.99 from the 2010 warrant article for the senior trip to Indian Head Resort. Second by Selectman Donovan. Vote: Unanimous.
Selectman Donovan motioned to pay the advertising legal bid notice for Greenie Park Maintenance of $64.35 out of the town legal budget. Second by Chairman McCarthy. Vote: Unanimous.
The Recreation Commission recommends the appointment of Matt Muskrat as a member of the Commission with a 2 year term.
Selectman Thayer motioned to appoint Matthew Muskrat as a member of the Recreation Commission with an expiration date of April 15, 2012. Second by Selectman Donovan. Discussion: Muskrat had a background check this year through Newton Baseball; he must submit a copy of the background check paperwork before he starts working for recreation. Vote: Unanimous.
Chairman McCarthy motioned to approve the payment of $249.50 for the signs for the town wide yard sale. Second by Selectman Donovan. Vote: Unanimous.
The Board reviewed a memo from the Recreation Commission asking for the Board’s input for multi-year contracts and asked if they would be allowed to enter into a 2 or 3 year contract with a vendor for landscaping. The Board responded that they are okay with a two year contract, not three and if the scope of work changes then Recreation would need to go out to bid. An escape clause would be prudent.
The Board reviewed a memo from Recreation asking for permission to allow a lifeguard and a swim aide to work while waiting for their criminal background checks to be processed. Selectman Donovan expressed his concern for he feels it would be wrong to allow them to work without having a record check on hand; it is one way we can protect our kids.
The swim aide is under 18 therefore a criminal record background check cannot be done until 18 years of age. Selectman Donovan reiterated his concern for the town to check the staff working directly with children and the elderly. Chairman McCarthy will check with the Department of Labor; the Board plans on scheduling a special meeting to review her findings.
The Board approved and signed Recreation Commission Secretary Lisa Babcock payroll hours for the past couple of months for there have been no quorum at their meetings.
Selectman Donovan motioned to approve Lisa Babcock’s hours as Recreation Secretary from February 21, 2010 through June 13, 2010. Second by Chairman McCarthy. Vote: Unanimous.
Chairman McCarthy motioned to approve and sign personal time off for Tina O’Rourke. Second by Selectman Thayer. Vote: Unanimous.
The Board signed a letter to the State of NH Liquor Commission stating they have no objection to the liquor license transfer from Mary Sousa to the new owners, Chandrakant S. Patel and Dilip Patel at 9 West Main Street known as the A&M Junction Market.
Chairman McCarthy motioned to sign the letter to the State of New Hampshire Liquor Commission regarding the transfer of liquor license. Second by Selectman Donovan. Vote: Unanimous.
VIII. Other Business
- Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
The Board approved and signed the Payroll Manifest dated June 6th through June 19th.
The Board approved and signed the Vendor Manifest dated June 21, 2010 with a total of $52,184.01.
IX. Adjourn
Chairman McCarthy motioned to go back into nonpublic session under RSA 91-A:3 II (c) at 9:42pm. Second by Selectman Donovan. Roll Call Vote: Chairman McCarthy – aye, Selectman Thayer – aye, Selectman Donovan – aye. Vote: Unanimous.
Chairman McCarthy motioned to close the nonpublic session at 10:06pm. 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.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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