NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, OCTOBER 11, 2011
TIME: 5:30PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
PUBLIC MEETING
- Call to Order, Roll Call Vote
Chairman Foote opened the public meeting at 5:35pm. In attendance were Chairman Lawrence B. Foote, Selectman Raymond D. Thayer, Selectman Trisha J. McCarthy, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. Minutes were transcribed and typed by Office Manager Winglass.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
- Selectmen’s Public Meeting minutes dated September 13, 2011, September 20, 2011 and September 27, 2011
Selectman Thayer motioned to approve the Selectmen’s Public Meeting minutes dated September 13, 2011, September 20, 2011 and September 27, 2011 as written. Second by Selectman McCarthy. Vote: Unanimous.
- Selectmen’s Nonpublic Meeting minutes dated September 13, 2011 and September 20, 2011
Selectman McCarthy motioned to approve the Selectmen’s Nonpublic Meeting minutes dated September 13, 2011 and September 20, 2011 as written. Second by Chairman Foote. Vote: Unanimous.
- Review bids for #2 fuel oil for town buildings
The Selectmen reviewed the bids from Hartmann Oil & Propane and Palmer Gas/Ermer Oil and both companies were given the option of submitting an addendum.
Selectman McCarthy motioned to accept after reviewing all the bid documentation to award the bid to Palmer Gas Ermer Oil for the price of 3.459 net and not to purchase the downside protection. Second by Chairman Foote. Vote: Unanimous. Office Manager Winglass will schedule the oil burner cleanings as soon as possible.
- Online Videos of Board Meetings
The Board reviewed pricing options from Virtual Town Hall for online video services. The Board decided on the cost of $500 per year for up to 10 hours of video to be made available at any one time during the year to show various board meetings. This service will allow the town to show via the town’s website, roughly two to four meetings previously taped by the cable committee. Office Manager Winglass added that it should take minimal time to upload the video the day after each meeting is held but she will require some additional time to get this service up and running.
Chairman Foote motioned to go with the $500 for the video streaming for various board meetings. Second by Selectman McCarthy. Vote: Unanimous.
- Bid Specification for Supply & Installation of Fire Suppression Cistern
Chief Building Inspector Ron LeMere was present to discuss the status of this project. Currently LeMere is reviewing the plans prepared by Ron Pica for the supply and installation of a Fire Suppression Cistern for the Town Hall sprinkler system. LeMere is working on the bid specifications based upon the plans which will require a cost for each individual part of the unit. Therefore if the town can only fund a portion of the job then we have the cost associated with completing the project which may need to go to warrant to raise and appropriate additional funding. Another item under review by LeMere is our options with a warranty on the cistern.
Office Manager Winglass is working with LeMere to prepare the Invitation to Bid and asked for the Board to approve moving forward with sending the legal notice to the newspaper for next week’s edition of the Carriage Towne News. LeMere will work toward completing the bid specifications before the notice appears in the newspaper. The Board agreed with LeMere and Winglass to move forward with the bid process.
Preventative Maintenance/3 Year Full Coverage Warranty
Chief Building Official Ron LeMere discussed the extended warranty option on the (2) two Fujitsu Mini Split heatpump systems at the Town Hall for a price of $1,050.00. Crossman Air Balancing Consultants & Service installed the units and prepared a preventative maintenance/3 year full coverage warranty for the two units. LeMere added that the compressor is covered for six years, miscellaneous parts are covered for one year under the manufacturer’s warranty. This warranty extends the miscellaneous parts from one year to three years to start in 2012. Foote asked for this warranty to be included as part of the grant paperwork submitted for reimbursement. Town Administrator asked to amend the warranty documents to include the dates of the warranty.
Chairman Foote motioned to accept the extended warranty to provide all parts and labor for no charge to the Town of Newton for a period of three years for two (2) Fujitsu heatpump systems provided failure is due to normal use/wear and tear conditions effective 10/11/2011 in the amount of $1,050.00 Second by Selectman Thayer. Vote: Unanimous.
Code Enforcement
Chief Building Official Ron LeMere asked the Board to consider releasing nonpublic meeting minutes dated October 15, 2007 that relate to 58 Peaslee Crossing Road in order to forward the information to the Attorney who is working on an Administrative Search Warrant. Pictures were taken of the property on September 20, 2007 and October 7, 2007.
Chairman McCarthy motioned to release the October 15, 2007 nonpublic meeting minutes, both paragraphs to be released that relate to 58 Peaslee Crossing Road to be forwarded to the Attorney. Second by Chairman Foote. Vote: Unanimous.
October 15, 2007 Nonpublic Meeting minutes relating to 58 Peaslee Crossing Road released to be forwarded to the Attorney
58 Peaslee Crossing Road (Riccio)
Code Enforcement Officer Donovan, Sr. stated that the property has been cleaned up and is in compliance and he showed the Board pictures that he took of the property on September 20th and then on October 7th.
The Board decided to send a letter to Attorney Chris Hilson, DTC informing him that the three above listed properties are in compliance with the court order and to find out if there are any outstanding issues on their end.
Selectman Raymond Thayer added that he has received calls from Mr. Riccio and he is not sure how to respond. The Board discussed that code enforcement is handled through the Department of Building Safety; Selectman Thayer was told to inform Riccio to refer all correspondence and any further contact should be directed to the Department of Building Safety not the Board of Selectmen. The Selectmen cannot get involved during the process but are the final decision makers once all steps have been followed per the town’s policy. LeMere added that we do not know what is there and we need to move forward with an administrative search warrant.
Selectman McCarthy motioned to have Office Manager Winglass send a letter to the owners of 58 Peaslee Crossing Road informing them that all correspondence and any further contact should be directed to the Department of Building Safety; the Board of Selectmen are being kept informed of all actions taking place. Second by Chairman Foote. Vote: Unanimous.
- Review bid specification for printing of the 2011 Town Report
The Board reviewed the specifications for the printing of the 2011 Town Report which were the same as last year. The Board made no revisions and discussed the need to start thinking about the cover and dedication.
- 2011 Solid Waste bid comparison
The Board reviewed a spreadsheet of the 2011 Solid Waste Bid Vendor Comparison; Transfer Station Charges prepared by Transfer Station Manager Kevin Jolicoeur. Present were representatives from the following companies; Pinnard, Mello, E.L. Harvey & Sons, Bestway and Northside Carting. Casella and Troiano Waste Services were not in attendance.
Pinnard reviewed his bid with the Selectmen and discussed his bid to include that at the end of three years the equipment rental number disappears and will sign the equipment over to the town.
After reviewing and discussing the spreadsheet showing the bid comparison, the Board asked for Jolicoeur to add additional information to the spreadsheet. The spreadsheet is to include using last year’s tonnage to calculate out the proposed rates from each vendor that bid on the solid waste contract.
- Transfer Station Re: Proposed Voucher System and loading compost for residents
Proposed Voucher System
The Board reviewed a memo from Transfer Station Manager Kevin Jolicoeur requesting guidance on the option of incorporating a voucher system instead of holding a fee free weekend next year. The last fee free weekend held last year was abused by some and we exceeded our budget by fifteen thousand dollars. Jolicoeur believes that a voucher system will curb the abuse by giving each taxpayer one voucher per year to use whenever they want during the year. The voucher would allow limited amounts of items. Transfer Station Manager Jolicoeur will work on defining the program i.e. cost of program.
Chairman Foote motioned to approve the voucher program for 2012. Second by Selectman Thayer. Vote: Unanimous.
Loading Compost for Residents
Transfer Station Manager Kevin Jolicoeur discussed the waiver system in place allowing the Transfer Station employees to help residents unload/load items from their vehicle. The waiver states that if damage happens while receiving help from an employee they cannot hold the town or the employee responsible for the damages. Jolicoeur asked if this waiver can be used to load compost into resident vehicles using the Kubota owned by the town. The Board agreed to allow this use and felt it is a good idea to help the residents as long as the waiver includes a statement regarding the Kubota tractor for loading of compost.
- Greenie Park Field and Town Beach Facility Maintenance bid specifications
The Board reviewed the revised contract requirements as recommended by Chief Building Official Ron LeMere and Office Manager Mary Winglass. The Board agreed with the revisions and made one change to section 3.4 Management to read that the sole responsible party reporting to the Board of Selectmen not the NBSA and Newton Recreation Commission.
- Public Hearing on Wednesday, October 19, 2011 at 7pm on the proposed Large Groundwater Permit Application, Granite Fields Golf Club
Office Manager Winglass prepared a notice to post and asked the Board if they plan on mailing it out to residents. The Board decided to post the notice in town but not to mail it out.
- Trick or Treat is on Monday, October 31, 2011 from 5:30pm to 7:30pm
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Incinerator toilet at the Transfer Station
Selectman McCarthy talked about the option of installing an incinerator toilet at the Transfer Station. This is a great avenue in lieu of a septic system which incinerates human waste, works great and will help save on rental units. The Board discussed running this option by Chief Building Official LeMere for his recommendation and to look at the total cost for the installation.
- The Board signed a Welfare Manifest in the amount of $142.34
- The Board signed a Timber Tax Levy for Map 11-10-9-1 in the amount of $199.75
- The Board signed an Intent to Cut for Map 07-03-22-1
- The Board signed an Intent to Cut for Map 07-03-22-5
- The Board signed a request from Office Manager Winglass approving two (2) hours of compensation time so that the CPR/AED training does not put her into overtime.
- The Board signed the Payroll Manifest dated September 25th to October 8th
- The Board reviewed the October 2011 Anniversary Report from Payroll Administrator Kim Hughes
- The Board agreed to set up an appointment with the Department of Revenue Administration in Concord to set the 2011 Tax Rate.
- The Board agreed not to file for an emergency expenditure from the fund balance due to the emergency electrical work at the Transfer Station for the bottom line on the town’s budget is not over expended, which is a requirement to file with the State.
- Nonpublic Session under RSA 91-A:3 II (b) – Hiring of Bookkeeper/Payroll Admin
Chairman Foote motioned at 7:18pm to go into nonpublic session under RSA 91-A:3 II (b) – Hiring of Bookkeeper/Payroll Admin. Second by Selectman McCarthy. Roll Call Vote: Chairman Foote – aye, Selectman Thayer – aye, Selectman McCarthy –aye. Vote: Unanimous.
Chairman Foote motioned to close the nonpublic session at 7:38pm. Second by Selectman McCarthy. 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.
Town Administrator Wrigley asked to address the well at the Fire Station and the need to hire a well company to look at installing a special switch relay to use the well when operating the generator. The Board agreed to move forward with hiring for this service.
Chairman Foote motioned to close the public session at 8:38pm. Second by Selectman Thayer. Vote: Unanimous.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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