SELECTMEN’S PUBLIC MEETING
December 13, 2010
Chairman McCarthy called the meeting to order at 6:08pm. 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 videotaped; 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 and (a) – Performance Evaluation. Second by Selectman Thayer. Chairman McCarthy polled the members which resulted in a unanimous roll call vote.
Chairman McCarthy closed the nonpublic session at 7:07pm. 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 unanimously motioned to hire Jack Kozec as a Part Time Attendant for the Transfer Station at Grade, V, step 1 effective today pending a background check with a six month probationary period and he can work with a supervisor while we wait for the background check.
- Chairman McCarthy and Selectman Donovan motioned to hire Jonathan Ingham as a floater Attendant for the Transfer Station at Grade V, Step 1 effective today pending a background check and he can work with a supervisor while we wait for the background check. Selectman Thayer was not in favor of this motion.
- The Board unanimously motioned to move Town Administrator Nancy J. Wrigley to Grade XXIV, step 9 effective her anniversary date.
- Introduction of Guests
- Old Business
1. Continue review of 2010 Storm Damage Expenditures
The Board discussed paying the remainder of the 2010 Storm Damage Expenditures of $17,684.16 from the legal budget as suggested by Bookkeeper/Payroll Administrator Kim Hughes.
Selectman Donovan motioned to pay $17,684.16 which is the balance of the 2010 Storm Damage expenditures to be paid from the legal budget. Second by Chairman McCarthy. Vote: Unanimous.
2. Open bids for 2011/2012 Cleaning Contract
The Board opened bids for the 2011/2012 Cleaning contract from the following companies;
Integrity Services, Stoneham, MA
Clean Xpectations Newburyport, MA
Capital Contractors, Londonderry, NH
Helens’ Mrs. Clean, Newton, NH
Design Tech Group, LLC, Kingston, NH
Signature Services, Lowell, MA
The Board asked the staff to prepare a spreadsheet showing comparables for the Board’s next meeting.
3. Open bids for 2011/2012 Landscaping Maintenance
The Board opened bids for the 2011/2012 Landscaping maintenance contract from the following companies;
T Hajjer Maintenance, Newton, NH
Lavallee Landscaping, Plaistow, NH
CMI Property Solutions, Hampton, NH
Irish Pride Landscaping, Sandown, NH
Greener Landscaping, Lowell, MA
Clean Cut Landscaping, Methuen,, MA
IronStone Landscaping, Plaistow, NH
The Board asked the staff to prepare a spreadsheet showing comparables for the Board’s next meeting.
4. Review bids for printing the 2010 Annual Town Report
The Board reviewed a spreadsheet listing the companies and compared the pricing of the bids for the printing of the 2010 Annual Town Report. The comparison showed the different pricing options for spiral versus perfect bound, color print on the cover and pickup and delivery.
Brothers Bindery and Printing, LLC, Hudson, NH
Courier Printing Corp, Deposit, NY
Allegra, Salem, NH
ImageWise, Hampton Falls, NH
Town and Country Reprographics
Select Print Solutions, North Brookfield, MA
Neoprint, Chelmsford, MA
Gangi Printing, Somerville, MA
Odyssey Press, Gonic, NH
Chairman McCarthy motioned to award the printing of the 2010 Annual Town Report to Select Print Solutions for (500) spiral bound books with a $100 additional cost for a two color print on the cover for a total of $2,040.00. Second by Selectman Donovan. Selectman Thayer asked to hold off from making a decision tonight in order to check with Allegra to get a clarification on their pricing per page and to check on the cost for the color cover. Chairman McCarthy rescinded her motion. Selectman Donovan rescinded his second. The Board will revisit this item at the next Selectmen’s Meeting.
5. Building Department Re: Request by resident for refund of permit fee
Present was Chief Building Official Ron LeMere. LeMere discussed with the Board the permit fee to re-roof a property in town and the recent complaint filed with the Board of Selectmen. The complaint filed by Edward Stempien of 24 Crane Crossing Road stated that he feels that no permit should be required to replace worn shingles. The existing structure was not altered, no wood or under lament removed or replaced and he requested a refund of the $50 permit fee. LeMere informed Stempien that he did not have the authority to issue a refund for the fee schedule is set by the Selectmen.
LeMere discussed the permitting requirement for this update and his concern with proper disposal of the materials and it allows the department to communicate to the resident/contractor the condition of what is below the shingles. There is no inspection of the roof unless there is a problem. LeMere added that the Board may want to consider showing a permit in order to dispose of materials at the Transfer Station. LeMere discussed that he believes the fee can be adjusted down to $25 or $30 to pay for the time and cost of the departments involved with the handling of the permit.
The Board discussed that this is the only written complaint received on this fee schedule and discussed that the $50 fee also applies to re-shingling. LeMere responded that the fee allows for the opportunity to document the update, to notify the assessing department and review any electrical work and a possible change to the sills on the windows.
Selectman Donovan motioned to change the fee for a re-roof and re-siding application fee only to $25.00. Second by Selectman Thayer. Vote: Unanimous.
Chairman McCarthy motioned to reimburse $25 to homeowner Edward Stempien of 24 Crane Crossing Road for permit #1513. Second by Selectman Donovan. Vote: Unanimous.
IV. New Business
A. Town Assessor Annual Contract
Present was Town Assessor Andrea Lewy. The Board reviewed a 2011 Municipal Assessing Proposal prepared by Lewy which includes a two part cost for General Assessing and Data Verification.
Selectman Thayer motioned to accept the 2011 Municipal Assessing Contract for General Assessing and Data Verification in the amount of $42,900 with Andrea S. Lewy, CNHA. Second by Selectman Donovan. Vote: Unanimous.
B. IT Consultant Annual Contract
Chairman McCarthy spoke with IT Consultant Sylvania Maddock regarding the expenditure of work on the new/used Conservation Commission laptop. Maddock added that the old laptop was overheating and not worth putting any money into so she is transferring files from the old to the newer laptop which should cost approximately $100.00. McCarthy stated that the Conservation Commission will officially deal with this expenditure at their next meeting.
The Board reviewed the contract prepared by IT Consultant Sylvania Maddock for a computer service agreement starting in January 1, 2011 to December 31, 2011. The Board had no issues with the wording of the agreement.
Selectman Donovan motioned to accept the contract for Sylvania Maddock, IT Consultant for a total of $15,000 for 50 weeks at approximately 5.5 hours a week with any additional time billed out at $55.00 per hour. Second by Selectman Thayer. Vote: Unanimous.
Chairman McCarthy motioned to approve a maximum of $100 to work on transferring the application data from the old to the newer laptop for the Conservation Commission Secretary; refer to the Conservation Commission meeting minutes of December 16, 2010. Second by Selectman Donovan. Vote: Unanimous.
C. Review of 2011 proposed budgets – Building Department, Health Officer, Board of Appeals, General Government Buildings, General Assistance, Budgeting, Planning and Analysis, Executive, Legal, Insurance, West Nile Virus, Street Lightning , Police Services, Accounting/Assessing, Elections, Registrations and Vital Statistics and Tax Collector
Building Department
The Board reviewed this budget with Chief Building Official Ron LeMere and reduced the budget by $3,200 for a 2011 budget of $95,952.00.
Board of Appeals (ZBA)
The Board reviewed this budget with Board of Appeals Chairman Tom McElroy who stated that it was the decision of the ZBA to reduce the budget by 10%. The ZBA anticipates not having many hearings next year.
Health Officer
The 2011 proposed budget submitted by Health Officer Bob Leverone was reduced by 5,800.00 from the 2010 Default budget for a total 2011 budget of $12,200.00; no changes were made by the Board of Selectmen
Election, Registration and Vital Statistics
Town Clerk/Tax Collector Mary Jo McCullough was present to discuss her proposed budget of $76,606.00 which is a reduction of $3,240.00 from the 2010 default budget. After reviewing the budget there were no further changes made by the Board.
McCullough added that she is currently working on receiving a quote to knock out the back closet doors in order to double the size of the closet and to add fire proof walls for the storage of her documents. State law mandates a fire proof vault and currently the Town Clerk’s Office is not in compliance. McCullough stated that she hopes to have a quote for the Board to review at their next meeting.
Tax Collector
Town Clerk/Tax Collector Mary Jo McCullough was present to discuss her proposed budget of $31,354.00 which is a reduction of $800.00 from the 2010 default budget. After reviewing the budget there were no further changes made by the Board.
General Government Buildings
Town Administrator Nancy Wrigley stated that this budget is not complete until we have final numbers for the cleaning service and landscaping maintenance for our town buildings. Chairman McCarthy referenced the Capital Improvement Plan to check to see if there are items to include in this budget.
General Assistance
The Board reviewed the 2011 proposed budget of $25,474.00 which is an increase of $27.00 over the 2010 Default budget; no changes were made by the Board.
Budgeting, Planning and Analysis
The Board reviewed a contract from Century Copier Specialists of Plaistow, NH for a Platinum Service Agreement Plan effective January 2, 2011 through January 1, 2012 for the Town Hall copier. The Board reviewed the 2011 proposed budget of $24,181.00 which is a decrease of $4,900.00 under the 2010 Default budget; no changes were made by the Board.
Selectman Donovan motioned to contract with Century Copier Specialists for $875.00 for a service agreement plan for the Town Hall copier. Second by Selectman Thayer. Vote: Unanimous.
Accounting/Assessing
The Board reviewed the 2011 proposed budget of $81,528.00 which is an increase of $29,885.00 over the 2010 Default budget; no changes were made by the Board. It was discussed that if the Board decides to have a separate line item for the town’s IT Consultant will reduce this budget to $66,528.00.
Legal
The Board kept this budget the same as the 2010 Default budget of $50,000.
West Nile Virus budget
The Board reviewed correspondence from Health Officer Bob Leverone and Town Administrator Nancy Wrigley with a recommendation to continue to contract with Dragon Mosquito versus Swamp Inc for the town’s 2011 Mosquito Control. The Board agreed and kept this budget the same as the 2010 Default Budget of $35,000.00.
Care of Trees
Per the recommendation of Tree Warden John Owens this budget will remain the same as the 2010 Default Budget of $4,000.00.
Police Services
The Board agreed to keep this budget the same as the 2010 Default Budget of $2,500.00.
Street Lighting
The Board agreed to keep this budget the same as the 2010 Default Budget of $15,680.00.
Insurance
Town Administrator Nancy Wrigley explained that this budget is not yet complete for she is working with the Local Government Center to finalize the numbers for this budget.
D. Per RSA 31:95-b to accept and expend unanticipated funds in the amount of $100 donated to the Newton Food Pantry
Selectman Thayer motioned to accept and expend per RSA 31:95-b unanticipated funds in the amount of $100 donated to the Newton Food Pantry. Second by Chairman McCarthy. Vote: Unanimous.
E. Review estimate for electrical work at the Transfer Station
The Board reviewed an estimate from Councilman Electric for materials and labor to install electricity for the garage by the exit and the garage out back at the Transfer Station. Due to budget constraints, the Board decided to only update the garage out back for it is more of a safety issue for a total of $841.50.
Selectman Donovan motioned to install at the Transfer Station electrical and lighting for a total of $841.50 to be paid out of the General Government Buildings budget. Second by Selectman Thayer. Vote: Unanimous.
V. Announcements
VI. Accept Minutes of Selectmen Meetings
- Selectmen’s Public Meeting minutes dated November 1, 2010, November 8, 2010, November 15, 2010, November 22, 2010 and November 29, 2010
Selectman Thayer motioned to accept the Selectmen’s Public Meeting minutes dated November 1, 2010, November 8, 2010, November 15, 2010, November 22, 2010 and November 29, 2010. Second by Selectman Donovan. Vote: Unanimous.
- Selectmen’s Nonpublic Meeting minutes dated November 1, 2010, November 15, 2010, November 22, 2010 and November 29, 2010
Selectman Thayer motioned to accept the Selectmen’s Nonpublic Meeting minutes dated November 1, 2010, November 15, 2010, November 22, 2010 and November 29, 2010. Second by Selectman Donovan. Vote: Unanimous.
VII. Reports from Department Heads
VIII. Other Business
- Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
- The Board reviewed a Police Department requisition for the purchase of a 2007, 14’ Street Stroller Trailer, enclosed, 7’x14’ utility trailer, type SS714TA Dual Axle, 7000 lb load capacity for a total of $3,200. Streeter added that this expense is part of his plan for this year for an enclosed utility trailer to hold barricades, cones and to transport emergency equipment to a site. The trailer is local and maintained by a person who is known for maintaining their equipment well; the owner is someone in town government. Streeter added that this trailer meets all our emergency needs and is part of his year-end expenditure plan submitted to the Board of Selectmen on November 3, 2010.
The Board reviewed three quotes for a utility trailer as follows;
- Robert Donovan, Jr. for a 2007, 14’ Street Stroller Trailer for $3,200
- Ron’s Toy Shop for a 2009 Acura Enclosed Car Mate 7x16 for $5,295
- Craig’s List for a 2007 Royal Cargo 7x16 Car/Bike Trailer for $4,200
Selectman Thayer motioned to expend $3,200 for a 2007 14’ Street Stroller Trailer to be paid out of this year’s Police Department budget. Second by Chairman McCarthy. Vote: Chairman McCarthy and Selectman Thayer – yes; Selectman Donovan abstained. Motion passed.
- The Board reviewed an email from Jennifer Klopotoski, Memorial PTO President requesting to sell tickets for their upcoming Harlem Wizard game at the Town Hall on Wednesday, December 22, 2010. The Board discussed that the Board has not allowed any type of solicitation at the Town Hall.~ Tickets have been sold by the Town Clerk/Tax Collector’s Office and she may contact them to see if they are willing to help with this request.~ The Selectmen’s Office receives less traffic but is willing to help with tickets sales.
- The Board reviewed a requisition from Town Administrator Nancy Wrigley for an Emergency Notification System (panic buttons) for the Transfer Station in the amount of $865.00 from Protection One.
Selectman Donovan motioned to approve the purchase from Protection One for the sum of $865.00 for the installation, testing and training for panic buttons at the Transfer Station. Second by Selectman Thayer. Vote: Unanimous.
- The Board signed a fee agreement with Mitchell Municipal Group, PA of Laconia who is assisting the Town and Municipal Resources formalizing and documenting agreements for the town’s proposed purchase of property from the Bearce Trust.
- The Board reviewed a proposed 2011 Selectmen’s Meeting schedule; the Selectmen will check their schedules for next year before this is finalized.
IX. Adjourn
Selectman Thayer motioned to adjourn at 9:55pm. Second by Selectman Donovan. Vote: Unanimous.
Respectfully Submitted,
Mary Winglass, Office Manager
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