SELECTMEN’S PUBLIC MEETING
December 29, 2010
Chairman McCarthy opened the meeting at 6:03pm. In attendance were Chairman Trisha J. McCarthy, Selectman Raymond D. Thayer, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. Selectman Robert S. Donovan, Jr. was not in attendance.
Chairman McCarthy motioned to go into Nonpublic Session under RSA 91-A:3 II (a) – Performance Evaluations; (c) – Code Enforcement and (c) – Review of November 2, 2009 nonpublic meeting minutes. Second by Selectman Thayer. Chairman McCarthy polled the members which resulted in a unanimous roll call vote.
Chairman McCarthy motioned to close the nonpublic session at 6:56pm. 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;
- Approved a merit increase for Board of Appeals Secretary Jeannette Clark from a Grade VI, step 10 to Grade IX, step 6 effective her anniversary date.
Approved a merit increase to Glenn Hughes, Laborer/Operator for the Highway Department to Grade V, step 7 to step 9 effective his anniversary date.
Approved a merit increase to Ronald Jackson, Operator/Foreman for the Highway Department to Grade XIII, step 1 to step 3 effective his anniversary date.
- Introduction of Guests
- Old Business
1. Cont. review of bids for 2011/2012 Cleaning Contract
The Board reviewed a spreadsheet showing a bid comparison for a two year cleaning contract for the town’s buildings from seven (7) companies. Winglass informed the Board that she spoke with the lowest three bidders and checked references and based upon services and cost, Design Tech Group came in as the best option for the town; the price for weekly cleaning for all buildings is $150 and the cleaning of the windows at $680.00.
Selectman Thayer motioned to sign a two-year contract with Design Tech Group for the weekly cleaning at the town buildings plus windows as stated in the contract price. Second by Chairman McCarthy. Vote: Unanimous.
2. Cont. review of bids for 2011/2012 Landscaping Maintenance
The Board reviewed a spreadsheet showing a bid comparison for a two year grounds maintenance contract for the town’s buildings from seven companies. Chairman McCarthy asked Cemetery Trustee Bill Landry if the Trustees are happy with the maintenance of the cemeteries by T. Hajjar Maintenance Services. Landry responded that Hajjar has provided a great service to the town for three years and is always willing to work within the budget constraints. Hajjar came in as the second lowest bidder. The Board discussed how the weather impacts the need for either more or less maintenance and to budget for 16 mowings should cover the need for the town buildings with additional mowing, if needed.
Selectman Thayer motioned to hire T. Hajjair Maintenance Services for the 2011 and 2012 grounds maintenance season contract for 16 mowing and the spring/fall clean up at the town’s properties. Second by Chairman McCarthy. Vote: Unanimous.
3. Cont. review of bids for the printing of the 2010 Town Report
The Board asked the staff to check with Allegra of Salem, NH to check on the price per page and the color cover at no additional cost. Winglass contacted Allegra who responded with a .03 per page/per book price and he removed the delivery charge of $75 and the color cover is at no additional cost. Allegra was the second lowest bidder at a price of $2,000 for the printing of 500 books, spiral bound.
Chairman McCarthy motioned to hire and contract with Allegra of Salem, NH for the printing of the 2010 Town Report for 500 spiral bound books with a color cover at no additional charge for a total of $2,000. Second by Selectman Thayer. Vote: Unanimous.
4. Requisition from Fire Department Re: Replacement of Portable Pump
This requisition was discussed and approved under the 2010 Carry Forward, #3 on page 8.
5. Trails Committee Mission Statement
Chairman McCarthy read the approved mission statement from the Trails Committee as follows; “In response to the desire of residents of the Town of Newton to have safe linkages between important destinations in the community, the goal of the Trails Committee is to create a plan and implement a strategy to provide for and promote the use of a more extensive and well-maintained multi-purpose trail system.”
Chairman McCarthy discussed that the Trails Committee have been meeting for about six months and they have started cleaning up and marking the trails. Another function of the committee is working on maps to show what is allowed on each trail in town. If anyone is interested in joining this committee they meet on the second and fourth Thursday each month in the conservation room (back office at the Town Hall) at 7:30pm.
Selectman Thayer motioned to approve the Trails Committee Mission Statement. Second by Chairman McCarthy. Vote: Unanimous.
6. Cont. budget review of General Government Buildings, Solid Waste Disposal,
and Police Department
Solid Waste Disposal budget
Present was Transfer Station Manager Kevin Jolicoeur. Jolicoeur presented a final budget as amended at a prior meeting.
Selectman Thayer motioned to approve the 2011 Solid Waste Disposal budget of $421,135. Second by Chairman McCarthy. Vote: Unanimous.
Police Department budget
Police Chief Streeter presented a revised budget showing the decrease to the Health/Dental and Short Term Disability Insurance and a new line item for the department’s accreditation.
Chairman McCarthy motioned to approve the 2011 Police Department budget of $624,333. Second by Selectman Thayer. Vote: Unanimous.
Town Administrator Nancy Wrigley asked for copies of the contracts so they can be considered in the 2011 default budget. Streeter will get a copy of the contracts to the Board for the meeting on Monday, January 03, 2011. Streeter asked if there were any questions with the figures he prepared for the default budget. Wrigley responded that she questioned the gas line item which would not go into the default budget. Chairman McCarthy responded that the default budget is the prior year’s budget and since this was in the 2010 default budget it should remain based upon her training through the Local Government Center; Selectman Thayer agreed that was his understanding of the default budget.
General Government Buildings budget
The Board updated the budget to reflect the contracts approved tonight for cleaning and grounds maintenance at the town’s buildings.
Selectman Thayer motioned to accept the 2011 proposed budget for General Government buildings for a total of $121,012. Second by Chairman McCarthy. Vote: Unanimous.
The Board then accepted the following 2011 proposed budgets:
Building Safetey
Selectman Thayer motioned to approve the 2011 proposed Department of Building Safety budget for a total of $95,952. Second by Chairman McCarthy. Vote: Unanimous.
Care of Trees
Chairman McCarthy motioned to approve the 2011 proposed Care of Trees budget in the amount of $4,000. Second by Selectman Thayer. Vote: Unanimous.
Election, Registrations & Vital Statistics
Chairman McCarthy motioned to approve the 2011 proposed budget for Elections, Registrations and Vital Statistics for $76,606. Second by Selectman Thayer. Vote: Unanimous.
Emergency Management – Town
Selectman Thayer motioned to approve the 2011 proposed budget for Emergency Management – Town for $12,790. Second by Chairman McCarthy. Vote: Unanimous.
Emergency Management – Seabrook
Chairman McCarthy motioned to approve the 2011 proposed budget for Emergency Management – Seabrook as proposed at $15,600. Second by Selectman Thayer. Vote: Unanimous.
Executive
Chairman McCarthy motioned to accept the Executive proposed budget for 2011 at $188,600. Second by SelectmanThayer. Vote: Unanimous.
Financial Administration budget
Accounting
Chairman McCarthy motioned to accept the 2011 proposed Financial Administration Accounting budget for 2011 at $81,528. Second by Selectman Thayer. Vote: Unanimous.
Treasurer/Bookkeeper
Selectman Thayer motioned to accept the 2011 proposed budget for Financial Administration Treasurer/Bookkeeper in the amount of $17,045 . Second by Chairman McCarthy. Vote: Unanimous.
Tax Collector
Selectman Thayer motioned to accept the 2011 proposed budget under Financial Administration Tax Collector in the amount of $31,354. Second by Chairman McCarthy. Vote: Unanimous.
Budgeting, Planning and Analysis
Chairman McCarthy motioned to approve the Budgeting, Planning and Analysis budget under Financial Administration in the amount of $24,181. Second by Selectman Thayer. Vote: Unanimous.
Board of Appeals
Chairman McCarthy motioned to approve the proposed 2011 Board of Appeals budget in the amount of $10,174. Second by Selectman Thayer. Vote: Unanimous.
General Assistance
Selectman Thayer motioned to approve the 2011 proposed General Assistance budget in the amount of $25,474. Second by Chairman McCarthy. Vote: Unanimous.
Health Officer
Chairman McCarthy motioned to approve the 2011 proposed Health Officer budget in the amount of $12,200. Second by Selectman Thayer. Vote: Unanimous.
Legal
Chairman McCarthy motioned to approve the 2011 legal budget in the amount of $50,000. Second by Selectman Thayer. Vote: Unanimous.
Police Services
Selectman Thayer motioned to accept the 2011 proposed Police Services budget in the amount of $3,500. Second by Chairman McCarthy. Vote: Unanimous
Street Lighting
Selectman Thayer motioned to approve the 2011 budget for street lighting at $15,680. Second by Chairman McCarthy. Vote: Unanimous.
7. Cont review of the 2011 Selectmen’s Meeting schedule
The Board decided to review this schedule at the next meeting with Selectman Donovan.
IV. New Business
A. Review of 2011 proposed budgets – Cemetery Trustees, Highway Department,
Gale Library, Cable Committee, Code Enforcement, Planning Board, Conservation
Commission, Personnel Administration and Insurance
Gale Library budget
The Board reviewed the budget and had no questions for the Gale Library Trustees.
Chairman McCarthy motioned to approve the proposed 2011 Gale Library budget of $108,153. Second by Selectman Thayer. Vote: Unanimous.
Cemetery Trustees
The Board reviewed the budget and had no questions of the Cemetery Trustees.
Selectman Thayer motioned to accept the 2011 Cemetery Trustees budget in the amount of 12,845. Second by Chairman McCarthy. Vote: Unanimous.
Cable Committee
The Board thanked the Cable Committee for doing a great job this past year. Selectman Thayer asked about the franchise fees; Cable Chairman Diane Morin responded that the town does receive franchise fees paid by Comcast subscribers which goes into the General Fund.
Chairman McCarthy motioned to approve the Cable Committee budget for a total of $5,500 for year 2011. Second by Selectman Thayer. Vote: Unanimous.
Highway Department
The Board reviewed the budget and Pivero discussed the additional line item of engineering services for the hydraulic study on Currierville Road which could be reimbursed from FEMA as part of the Hazard Mitigation Plan. The proposed 2011 budget is a reduction of $1,165 from the 2010 default budget.
Selectman Thayer motioned that we approve the 2011 Highway budget in the amount of $345,371. Second by Chairman McCarthy. Vote: Unanimous.
Conservation Commission
The Board discussed that this budget is level funded.
Selectman Thayer motioned to approve the 2011 Conservation budget of $3,750 which is level funded from the 2010 default budget. Second by Chairman McCarthy. Vote: Unanimous.
Planning Board
The Board reviewed this budget which recently changed for the Planning Board signed a contract with the Circuit Rider for an additional $40 over the 2010 default budget.
Selectman Thayer motioned to approve the 2011 Planning Board budget in the amount of $50,348.00. Second by Chairman McCarthy. Vote: Unanimous.
Code Enforcement
Selectman Thayer motioned to accept the 2011 proposed budget for Code Enforcement in the amount of $15,000. Second by Chairman McCarthy. Vote: Unanimous.
Recreation Commission budget
The Board questioned changes to this budget; the only change made so far to this budget was to change “summer programs” to just “programs”. The Board will check with Selectman Donovan at the next meeting.
Chairman McCarthy motioned to approve the 2011 Recreation Commission budget which is level funded in the amount of $39,240. Second by Selectman Thayer. Vote: Unanimous.
Personnel Administration budget
Chairman McCarthy motioned to accept the Personnel Administration budget for 2011 at $125,000 which is a decrease of 5,000 from the 2010 default budget. Second by Selectman Thayer. Vote: Unanimous.
Insurance budget
This budget has not yet been finalized.
B. 2010 Encumbered Funds and Carry-Overs
Encumbered Funds
Transfer Station
The Board reviewed a requisition from Transfer Station Manager Kevin Jolicoeur for the purchase of a Dell laptop for a total of $923.00 plus the antivirus/internet security at $25 and labor at $100 for a total of $1,048.00.
Chairman McCarthy motioned to approve the purchase from Sylvania Maddock, IT Consultant for the purchase of a Dell laptop plus antivirus/internet security and labor for a total of $1,048.00 and to encumber the funds, if funds are available. Second by Selectman Thayer. Vote: Unanimous.
Highway Department
The Board reviewed two requisitions from the Highway Department as follows;
Purchase from E.F. Shea Concrete Products for a box culvert for Currierville Road for a total of $8,160, which may be reimbursed to the town from FEMA per the Hazard Mitigation Plan.
Chairman McCarthy motioned to approve the purchase and encumber funds of $8,160 to be paid to E.F. Shea Concrete Products for a box culvert for Currierville Road, if funds are available. Second by Selectman Thayer. Vote: Unanimous.
Purchase from Eliminator, Inc. for a pipe for Pheasant Crossing Road for a total of $3,376 which may be reimbursed to the town from FEMA per the Hazard Mitigation Plan.
Selectman Thayer motioned to approve and encumber the funds of $3,376 for upgrades at Pheasant Crossing from Eliminator, Inc. Second by Chairman McCarthy. Vote: Unanimous.
General Government Buildings
Purchase from the Home Depot for steel shelving units for files/record retention for a total of $446.24.
Chairman McCarthy motioned to approve the purchase of steel shelving units from the Home Depot for a total of $446.24 to be paid out of the General Government Buildings budget and to encumber the funds, if funds are available. Second by Selectman Thayer. Vote: Unanimous.
Re-configure closet in Town Clerk/Tax Collector’s Office for fire rated storage.
Selectman Thayer motioned that we approve the requisition for Phase I to put in a storage vault in the Town Clerk/Tax Collector’s Office in the amount of $2,500 by Eastern Seaboard Concrete Construction and to encumber the funds, if available. Second by Chairman McCarthy. Vote: Unanimous.
Statistical Update
John McSorley Consultant for the contract balance of $4,500.03 for the Statistical Update voted in 2010.
Chairman McCarthy motioned to encumber funds for John McSorley for the balance of $4,500.03 for contract services, if funds are available. Second by Selectman Thayer. Vote: Unanimous.
Financial Administration budget
Chairman McCarthy motioned to approve a requisition for the purchase of Hammermill copy paper from Staples for $524.85 and to encumber the funds, if available. Second by Selectman Thayer. Vote: Unanimous.
Carry Forward
- Warrant Article #16 Repair & Maintenance of Town Roads – lapses 12/31/2015. Funded by revenue from NH Highway Block Grant of $93,852.75
Chairman McCarthy motioned to carry forward warrant article #16 for repair and maintenance of town roads funded by revenue from the NH Highway Block Grant in the amount of $93,852.75. Second by Selectman Thayer. Vote: Unanimous.
- Special Appropriation, year 2006 Sprinkler System
Selectman Thayer motioned to carry forward the 2006 Sprinkler System special appropriation which lapses in 2011 in the amount of $34,892.08. Second by Chairman McCarthy. Vote: Unanimous.
- Insurance-Property Liability Trust money received in full for the purchase of a Hale Model Portable Pump from Admiral Fire & Safety, Inc. for the Fire Department
Chairman McCarthy motioned to carry forward funding of $4,142.05 received from the Property Liability Trust (LGC) to the Fire Department for the purchase of a Hale Portable Pump from Admmiral Fire & Safety, Inc. Second by Selectman Thayer. Vote: Unanimous.
- FEMA money received for Pheasant Crossing repair work to be completed in 2011
Selectman Thayer motioned to carry forward FEMA funds received for Pheasant Crossing repair work to be completed in 2011. Second by Chairman McCarthy. Vote: Unanimous.
C. Request for carrying forward vacation time
Permanent Part-time employees as listed below are requesting that any unused time as of December 31, 2010 to be carried over to year 2011 as follows;
Tom Dickey (Solid Waste) for 7 hours
Glen Hughes (Highway) for 7.5 hours
Kim Hughes (Executive) for 14.5 hours
Ron Jackson (Highway) for 26 hours
Chairman McCarthy motioned to allow the following part time employees to carry over their unused vacation time as of December 31, 2010 into year 2011; Tom Dickey, Glen Hughes, Kim Hughes and Ron Jackson. Second by Selectman Thayer. Vote: Unanimous.
D. Recommendation from Planning Board Re: Release of Storey Estates Road Bond
The Board reviewed a memo from the Planning Board recommending the release of the remainder of the road bond for Kenwood Drive and Storey Lane to Mr. Storey.
Selectman Thayer motioned to return the remainder of the amount of the road bond plus accrued interest to be released to David Storey for Kenwood Drive and Storey Lane as recommended by the Planning Board. Second by Chairman McCarthy. Vote: Unanimous.
E. Review of proposed 2011 Warrant Articles
The Board briefly discussed warrant articles for the 2011 Town Meeting. The Board will review them in more detail at the Monday, January 3, 2011 meeting.
F. 2011 Default Budget
The Board will review the 2011 default budget at their next meeting on Monday, January 3, 2011.
G. Per RSA 31:95-b to accept and expend unanticipated funds in the amount of $650
to the Newton Food Pantry
Chairman McCarthy motioned per RSA 31:95-b to accept and expend unanticipated funds in the amount of $650 to the Newton Food Pantry. Second by Selectman Thayer. Vote: Unanimous.
V. Announcements
- January 11, 2011 - Last day to submit petition warrant articles
- January 17, 2011 @ 6:30pm, Public Hearing on 2011 Town Budget and Warrant
Articles (Snow date of January 18, 2011) at the Town Hall
VI. Accept Minutes of Selectmen Meetings
VII. Reports from Department Heads
VIII. Other Business
- Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Highway Lease Agreement
- The Board reviewed a lease agreement from Eastern Seaboard Concrete Construction for the lease of one Nextel telephone for a term of 12 months with a monthly cost of $60, annual cost of $720.
Chairman McCarthy motioned to approve the lease agreement between the Town of Newton and Eastern Seaboard Concrete Construction in the amount of $720 for a term of 12 months for a Nextel telephone. Second by Selectman Thayer. Vote: Unanimous.
- The Board reviewed and signed a State of NH Department of Resources and Economic Development Division of Forests and Lands Forest Fire Report/Bill for 2010.
- The Board signed a second copy of the platinum service plan with Century Copier Specialists
- The Board signed a Special Permit Application for Mosquito Control for the NH Division of Pesticide Control, Concord, NH per the recommendation of Dragon Mosquito Control.
- Chairman McCarthy motioned to approve a Welfare Manifest in the amount of $434.85 to Victory Fuel. Second by Selectman Thayer. Vote: Unanimous.
- The Board signed a letter to Harris Chicago Bank Trust informing them that the town decided not to expend any funds from the Trust under the Will of Emma Gale Harris at this time.
- The Board signed a Notice of Intent to Cut on 8 Sarah’s Way, Map 010, Block 2, Lots 10-9, 11 and 12.
- The Board received an appointment request from Thomas Hansen to the Recreation Commission.
Chairman McCarthy motioned to approve the appointment of Thomas Hansen to the Recreation Commission with an expiration date of April 15, 2013. Second by Selectman Thayer. Vote: Unanimous.
- Request for payment from Deb Holden for receipts dated October 22, 2010 in the amount of $33.42 for locks for the picnic tables at the town beach. The Board discussed that Deb Holden submitted her resignation on October 4, 2010; Chairman McCarthy will prepare a letter to Holden explaining that the date on the receipt does not comply with the dates of her appointment due to her resignation.
Chairman McCarthy motioned to deny the request for reimbursement to Deb Holden. Second by Selectman Thayer. Vote: Unanimous.
- Request for payment from Yvette Nicol for the Thanksgiving party at Packer Meadows in the amount of $112.44 for food and craft supplies. This event was held by the Girl Scout Troop #10042.
Chairman McCarthy motioned to reimburse Yvette Nicole for $112.44 for the Thanksgiving party at Packer Meadows and to encumber the funds, if available. Second by Selectman Thayer. Vote: Unanimous.
- The Board signed a Vendor Manifest in the amount of $1,103,043.96; the Sanborn Regional School District December payment included in this manifest totals $1,043,393.
- The Board decided to hold a work session next week on Monday, January 3, 2011 to prepare the 2011 default budget.
IX. Adjourn
Selectman Thayer motioned to adjourn at 10pm. Second by Chairman McCarthy. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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