NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, OCTOBER 16, 2012
TIME: 4:30PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
PUBLIC MEETING
- Call to Order, Roll Call Vote
Chairman McCarthy opened the meeting at 4:31pm. In attendance were Chairman Trisha J. McCarthy, Selectman Raymond D. Thayer, Selectman Charles R. Melvin, Sr., Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. The meeting was audio taped; 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 21, 2012, September 26, 2012 and October 2, 2012
Chairman McCarthy motioned to accept the Selectmen’s Public Meeting minutes dated September 21, 2012, September 26, 2012 and October 2, 2012 as written. Second by Selectman Thayer. Motion passed with a unanimous vote.
- Selectmen’s Nonpublic Meeting minutes dated September 26, 2012 and October 2, 2012
Selectman Thayer motioned to accept the Selectmen’s Nonpublic Meeting minutes dated September 26, 2012 and October 2, 2012 as written . Second by Selectman Melvin. Motion passed with a unanimous vote.
- Tammy Webb, Town Auditor from Vachon, Clukay & Company Re: 2011 Year End Audit and review of the Fund Balance Policy
Tammy Webb, Auditor met with the Board for a review and explanation of the proposed Fund Balance Policy.
Selectman Thayer asked Webb about the Recreation Commission revolving account to see if it could be used for improvements at Greenie Park. Webb responded that the use of the fund was adopted at an Annual Town Meeting and can be used for the purpose as outlined in the warrant article.
The Board discussed with Webb the procedure and best management practices for setting the tax rate and the library investments. Webb responded that she is reviewing all the documentation.
Selectman Thayer motioned to adopt the Fund Balance Policy as written as of October 16, 2012. Second by Selectman Melvin. Motion passed with a unanimous vote.
2011 Audit
Webb handed out an Exit Conference for year ending December 31, 2011 to include an opinion on the 2011 Financial Statements, Budgetary Fund Balance and a report on Internal Controls and audit findings.
- Continue review of Timeline for Town Meeting and schedule for Budget Review
The Board reviewed the timeline and all agreed to the dates for the 2013 Town Meeting. A 2013 budget review schedule was approved by the Board; Office Manager Winglass will send out a memo to the Department Heads.
Town Administrator Wrigley discussed the salary line in the Executive budget for it is over expended due to the personnel transitions in the Bookkeeper/Payroll Administrator’s Department this year. Wrigley explained the situation in an effort to make sure the Selectmen stay in touch with this budget. The Board then discussed that there are other budgets that are struggling due to being on a default budget. After a discussion, the Board decided to put a freeze on all unnecessary spending from this point forward for the remainder of the year. The Board defined it further by stating that approval must be given by the Board of Selectmen for any expenditure totaling $500 or more. A requisition must be completed for the Selectmen to review and must have prior approval before purchasing. The freeze does
not apply to contractual obligations.
Selectman Melvin motioned as in the past due to the default budget this year to put a freeze on spending not to exceed $500 and anything over requires a requisition with prior approve by the Board of Selectmen. This does not include contractual obligations. Second by Selectman Thayer. Motion passed with a unanimous vote. Town Administrator Wrigley expressed her concern with bills coming in to be paid from the General Government Buildings budget that she is unaware of since she was not notified prior to the expenditure.
- Continue review of 2 Amesbury Road
Chairman McCarthy stated that she spoke with an Attorney at the Local Government Center about 2 Amesbury Road with Selectman Melvin involved as a Buyer’s Agent. LGC recommends when any Selectmen gets involved as a Buyer’s Agent, from the first point of contact, then they would have to disclose and remove themselves. LGC suggested that the town may want to look into auctioning the property for many towns have had success versus hiring a Real Estate Agent.
McCarthy added that she explained to the Attorney that the town approved the sale of 2 Amesbury Road at the 2012 Town Meeting. The Attorney suggested holding a public hearing and inviting all town departments and the public to give suggestions and recommendations prior to selling the property for at the end of the day you would then have all the information to make the right decision. The Board decided to hold a public hearing and asked Office Manager Winglass to contact Auctioneers to find out the specifics on how much they charge, their dealings with commercial/municipal buildings and how is a price determined and what happens if the property does not sell. McCarthy added that the Board would need to post an agenda for the day of the auction in case they would need to make a decision during the proceedings.
- Update on Williamine Drive
Chairman McCarthy informed the Board that she called legal counsel as discussed at the Board’s last meeting to find out what we are allowed to do and their recommendation on changing the speed limit on a town owned road. The Attorney told McCarthy that it is wise to complete a traffic study and if challenged the average speed as outlined in the study might be challenged but the town would then take a second look at the 80% rule. He also stated that small towns with a neighborhood that does not have a cut through would very rarely be challenged; the Selectmen can change the speed limit 10 miles either way but no less than 25mph which is within the Selectmen’s jurisdiction. It was recommended that the Selectmen hold a public hearing.
The Board decided to move forward with a public hearing in order to get comments from the residents and to allow the Board due diligence in order to come to a decision.
- Invitation to Bid for an Environmental Quality Assessment at 74 Smith Corner Road
Office Manager Winglass informed the Board that she has been in contact with many companies in order to obtain quotes for an Environmental Quality Assessment at 74 Smith Corner Road.
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Vendor Manifest
Chairman McCarthy informed the Board that the town experienced a mishap with the Post Office for some checks mailed out were never received; McCarthy contacted the Post Office and they said there is nothing that we do about the situation and explained that recently closed the Portsmouth Branch.
Chairman McCarthy motioned to approve the Vendor Manifest dated September 17, 2012 in the amount of $545.00 approved by the Board for the cremation of a horse. Second by Selectman Melvin. Motion passed with Selectman Thayer voting no and he did not sign the manifest.
Selectman Melvin motioned to approve the Vendor Manifest dated October 16, 2012 for $59,717.89. Second by Chairman McCarthy. Motion passed with a unanimous vote.
Selectman Thayer motioned to approve the Vendor Manifest dated October 15, 2012 in the amount of $2,595.13. Second by Selectman Melvin. Motion passed with a unanimous vote.
The Board reviewed a proposed Help Wanted advertisement for a Recreation Commission Secretary; the ad was approved as written. The Board asked Winglass to update the slide on the website for Recreation volunteers.
The Board signed an Abatement plus interest granted for Map 001-01-010 for 2010 filed with the BTLA for a total of $1,055.07; 2011 abatement was granted for $1,010.38. Town Assessor Andrea Lewy has been trying to be proactive and resolve this case and hopefully the property owner will agree with the final determination.
The Board signed an Abatement granted for 2010 for Map 001-01-014 for a total of $387.56 plus an abatement for 2011 for a total of $370.88.
Appointments
Chairman McCarthy motioned to appoint Daniel Dodson as an Inspector of Elections effective October 16, 2012 with an expiration date of midnight on November 6, 2014. Second by Selectman Thayer. Motion passed with a unanimous vote.
Chairman McCarthy motioned to appoint William Landry as an Inspector of Elections effective October 16, 2012 with an expiration date of midnight on November 6, 2014. Second by Selectman Thayer. Motion passed with a unanimous vote.
Selectman Melvin motioned to appoint Christina Strauss as an Inspector of Elections with an expiration date of November 6, 2014. Second by Chairman McCarthy. Motion passed with a unanimous vote.
Selectman Melvin motioned to appoint Kady McCullough as an Inspector of Elections with an expiration date of November 6, 2014. Second by Selectman Thayer. Motion passed with a unanimous vote.
Selectman Melvin motioned to appoint Lawrence Foote as an Inspector of Elections with an expiration date of November 6, 2014. Second by Selectman Thayer. Motion passed with a unanimous vote.
Selectman Melvin motioned to appoint Barbara Gitlin as an Inspector of Elections with an expiration date of November 6, 2014. Second by Chairman McCarthy. Motion passed with a unanimous vote.
The Board signed a vacation time request form for a town employee.
The Board signed a Timber Tax Levy for Map 004-05-013, 13-10 to 13-13 in the amount of $24.14.
The Board reviewed last year’s Invitation to Bid for the printing of the Annual Town Report. The Board discussed that there are no books left from 2011 therefore they decided to increase the total books printed for 2012 to 600.
The Board was given documentation with a timeline of the events over the past couple of years regarding the Peanut Trail and Robert White. The Board will review the information before the next meeting.
The Board asked Office Manager Winglass to post a nonpublic meeting for Thursday, October 18th to review job descriptions.
Selectman Melvin adjourned the meeting at 7:01pm.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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