Office of the Board of Selectmen
2 Town Hall Road, Newton, NH 03858
Tel: 382-4405 ext. 10 * Fax 382-9140
NEWTON BOARD OF SELECTMEN
DATE: MONDAY, April 25, 2011
TIME: 5:30PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
PUBLIC MEETING
- Call to Order, Roll Call Vote
Chairman McCarthy opened the public meeting at 5:40pm. In attendance were Chairman Trisha J. McCarthy, Selectman Raymond D. Thayer, Selectman Lawrence B. Foote, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. The meeting was videotaped; minutes were transcribed and typed by Office Manager Winglass.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting) of April 12, 2011
Chairman McCarthy motioned to accept the Selectmen’s Public Meeting minutes dated April 12, 2011 as written. Second by Selectman Foote. Vote: Unanimous.
- Scheduled Business:
- Electrical Work at the Transfer Station
Transfer Station Manager Kevin Jolicoeur was present.
Jolicoeur explained that he received three separate quotes for three different electrical repairs/upgrades at the Transfer Station. The upgrade is due to the need to install a pole at the Transfer Station for we currently exceed the limit on the transformer across the street on Dugway Road. The Board reviewed an email from Cathy Gilman, Unitil explaining the upgrade to handle the existing load and added load for the future. Jolicoeur explained that the three different jobs are to bring the area up to par with the installation of a new pole and transformer. The total of all three jobs is $7,400.00. The Board questioned why we did not go out to bid for this service. Jolicoeur responded with the concern of continuing to exceed the limit on the transformer. Unitil is telling us that we
are working over the demand and that is why they are dropping in a new pole. Selectman Foote asked to have the town’s electrical inspector to look at the specs to find out if it is a fair price. The Board discussed their concern that we are not going out to bid due to it being an emergency and questioned Jolicoeur on whether it is an emergency and how his budget could handle the price of the upgrade. TA, Wrigley added that there is funding in the General Government Buildings budget, if needed. Jolicoeur added that he may have funding left at the end of year for the town will see additional revenue by the end of the year due to the new paper recycling method.
Selectman Foote stated that if the transformer blows because it is overloaded then it would be an emergency. The Board decided to have Ron LeMere, Chief Building Official take a look at the situation to determine if it is a safety issue.
Selectman Foote motioned that the Board will accept this upgrade under an emergency situation as long as Chief Building Official Ron LeMere states that it is an emergency. Second by Selectman Thayer. Discussion: To be paid out of the Transfer Station budget and if he does not have it at the end of the year then we will take it out of General Government Buildings budget. Vote: Unanimous.
- Continue review of Greenie Park Maintenance Bids
The Board reviewed a spreadsheet outlining the four bids received for the field maintenance at Greenie Park.
David Marden of David Marden Landscaping was present and discussed the bid for last year since he was awarded the contract at Greenie Park for the past two years. Marden did not submit a bid this year to the Selectmen’s Office per the Invitation to Bid and added that he thought it would be a two year contract. The Board explained that the town’s purchase policy allows for an option of a two year contract if the bid price has not increased more than 2% from the previous year.
Chairman McCarthy explained that the Recreation Commission has all new members and it was decided to bid for a one year contract this year. Selectman Thayer commented on Dave’s work for the excellent job that he has done and feels that he should get the job. Selectman Foote responded that we have a process in place that was not followed by Marden. Foote added that Marden submitted bids for this work two years in a row to the Selectmen’s Office; he knew the process that is required to be followed under the sealed bid instructions as outlined in the Invitation to Bid.
Chairman McCarthy had a concern with the lowest bid being over the budgeted amount by $50 and that we do not know what kind of fertilization will be used on the fields. After reviewing the bid (lowest) from T & M Property Maintenance, the mowing section referenced three (3) mowing in April based upon an early spring this year at $130 per cut. The Board reduced the April mowing down to (1) due to the fact that we are in the last week of April. This reduces the contract by $260 and bringing the total of the contract below the budgeted price. The Board approved the contract with T & M Property Maintenance for a total of $6,890 and asked to make sure that only environmentally safe fertilization is used on the field.
Selectman Foote motioned to accept the bid from T & M Property Maintenance minus two cuts for the month of April at a saving of $260 for a total of 6,890.00 for the maintenance at Greenie Park. Second by Chairman McCarthy. Discussion: The Board reiterated the need to use environmentally safe fertilizer. Vote: Chairman McCarthy and Selectman Foote – aye; Selectman Thayer opposed. Motion passed.
- Continue review of Military Leave Policy
Selectman Foote read a memo from Bookkeeper/Payroll Administrator Kim Hughes informing the Board that town’s policy for military leave is not clear on the definition of military earnings and asked for the Board to clarify whether “military earnings” includes housing allowance.
Chairman McCarthy contacted the Marines for clarification and found that a stipend for housing is not taxable under the IRS; she then called surrounding towns with one town referencing the federally adopted, 1994 Soldiers Act which helps uniform service employment and re-employment but did not answer any specifics regarding allowances. McCarthy also referenced UNH as a resource but with no specifics regarding this issue.
The Board debated the definition of military earnings to equal the monthly pay plus monthly housing stipend or to define it as only equal to the monthly pay. Police Chief Streeter added that he has the funding in his budget to cover the differential between military pay and the towns pay; therefore housing allowance would not need to be considered in the calculation of military earnings. Streeter added that he will use part time officers to fill in shifts as needed.
Selectman Foote motioned to approve and revise the Military Leave Policy to not include housing allowance under the definition of military earnings. Second by Chairman McCarthy. Vote: Unanimous.
- Review of invoice from Greater Haverhill Chamber of Commerce
The Board reviewed an invoice from the Greater Haverhill Chamber of Commerce to continue membership for the period of May 2011 to May 2012. Selectman Thayer was tasked with finding out the opportunities of continuing membership and he stated that he talked to them about transportation twice and they never got back to him. Selectman Thayer recommended that we do not approve the membership fee of $295.
Selectman Thayer motioned that we do not join the Greater Haverhill Chamber of Commerce for the 2011 to 2012 membership year. Second by Selectman Foote. Vote: Unanimous.
- Open bids for 2011 Household Hazardous Waste Day
The Board opened the one bid received for a Household Hazardous Waste Day from Clean Harbors Environmental Services. Transfer Station Manager Kevin Jolicoeur will review the bid documents.
Selectman Foote motioned to approve the contract with Clean Harbors to be paid out of warrant article #15 approved at the 2011 Town Meeting. Second by Selectman Thayer. Vote: Unanimous.
The Board asked Jolicoeur to talk to Clean Harbors to request educational information for the residents and to schedule a time to hold this town event.
- Open bids for Ductless Split Air Conditioning System at Town Hall
The Board opened the two bids received for the ductless split air conditioning system at the Town Hall from the following companies;
Ideal Temp HVAC from Freemont, NH for $6,695.00
Crossman Air Balancing, Plaistow, NH for $8,950.00.
The Board asked to give the bids to Chief Building Official Ron LeMere for his recommendation. Selectman Foote discussed that we need to remember to soft match for the town has been approved grant funding for this purchase.
- Announcements
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
The Board signed the Payroll Manifest dated 4/25/2011
The Board approved and signed a tax abatement for Map 7-3-28-17 for a total of $553.84.
The Board approved and signed a tax abatement for Map 8-2-017-20 for a total of $136.63.
The Board approved and signed a tax abatement for Map 8-2-17-20 for a total of $161.04.
The Board approved and signed a tax abatement for Map 13-3-8-6 for a total of $457.86.
The Board approved and signed a tax abatement for Map 12-1-5 for a total of $41.64.
The Board signed an a tax abatement denial for Map 2-4-10.
The Board signed an a tax abatement denial for Map 10-7-10.
The Board signed an a tax abatement denial for Map 1-1-17.
The Board signed an a tax abatement denial for Map 16-1-4-5
The Board signed an a tax abatement denial for Map 7-2-3
The Board signed an a tax abatement denial for Map 10-1-4-2
The Board signed an a tax abatement denial for Map 6-9-9-1
The Board signed a Forest Fire Report/Bill to the Division of Forests and Lands for a total of $50.52. The town is reimbursed half of the bill from the State of New Hampshire Division of Forest and Lands.
The Board signed a Veteran’s Credit for Map 017-01-003 in the amount of $500 for this year.
The Board signed an Excavation – Timber Tax for Map 14-01-024 in the amount of $5,102.00
The Memorial Day Parade is scheduled for Monday, May 30th at 11am and the Veterans are having a meeting on Wednesday night at 6:30pm at the Kingston Veteran’s Club. Selectman Thayer will attend the meeting and will ask Recreation to attend the meeting as well.
- Nonpublic Session under RSA 91-A:3 II (c) – Tax Deeding
Chairman McCarthy motioned to go into Nonpublic Session under RSA 91-A:3 II (c) – Tax Deeding at 8pm. Second by Selectman Thayer. Roll Call Vote: Chairman McCarthy – aye, Selectman Foote – aye, Selectman Thayer – aye. Vote: Unanimous.
Chairman McCarthy motioned to close the nonpublic session at 8:18pm. Second by Selectman Thayer. Per a 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 signed letters of agreement for a payment schedule and will be mailing them out to the homeowners.
Chairman McCarthy motioned to adjourn the public meeting at 8:19pm. Second by Selectman Foote. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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