Skip Navigation
This table is used for column layout.
 
November 20, 2012 Board of Selectmen Minutes
NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, NOVEMBER 20, 2012
TIME: 4:30PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD

PUBLIC MEETING

  • Call to Order, Roll Call Vote
Selectman Thayer opened the meeting at 4:34pm.  In attendance were Selectman Raymond D. Thayer, Selectman Charles R. Melvin, Sr. and Town Administrator Nancy J. Wrigley.  Chairman Trisha J. McCarthy was available via speakerphone and arrived at the Town Hall at approximately 5:20pm.  The meeting was audio taped; minutes were transcribed and typed by Office Manager Winglass.

Selectman Thayer motioned to go into Nonpublic Session under RSA 91-A:3 II (b) - Facilities Maintenance/Custodian; (a) - Employee Evaluation; (b) - Recreation Secretary; (a) - Transfer Station.  Second by Selectman Melvin.  Motion passed with a unanimous roll call vote.

Chairman McCarthy motioned to close the nonpublic at 6:10pm.  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.

Chairman McCarthy motioned to hire Leonard Beauvais as a Facilities Maintenance/Custodian, this is an old position being filled and needs a background check and until then he can work at Town Hall effective November 20, 2012 at Grade V, step 5.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to approve a merit increase for Richard Milner, Bookkeeper/Payroll Administrator at Grade XIX, step 1 to step 2 effective November 13, 2012.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to approve a merit increase to Richard Milner, Planning Board Administrator at Grade X, step 9 to Grade XIII, step 5 effective October 7, 2012.  Second by Selectman Thayer.  Motion passed with a unanimous vote.
Grade and step are based upon the matrix schedule dated 4/1/07.
  • Pledge of Allegiance
  • Introduction of Guests
  • Approval of Minutes (Review prior to meeting)
  • Selectmen’s Public Meeting minutes dated October 16, 2012 and October 18, 2012
The Board did not review the minutes.

  • Scheduled Business
  • Newton Historical Society Re: Stage Curtains
Historical Society President William Landry was present to discuss the two (2) stage curtains upstairs at the Town Hall.  The Society was approached a year and a half ago they were approached by Curtains without Borders a NH Group who was surveying curtains in New Hampshire.  They looked at the curtains at Town Hall and the one at the Grange Hall.  Restoration was discussed and the cost is approximately $5,000 to $6,000 for the curtains.  Since there is no funding for the restoration, the Historical Society plans on applying for a “Moose Plate” grant.  The Society discussed this option and would like to undertake a project to restore the curtains as well as the mechanism that raises and lowers them.  The Society is asking for the town to assign ownership of the curtains over to the society with the stipulation that they remain in Newton in perpetuity and they remain on display at the Town Hall or some other venue available to the residents of Newton.  The society would hate to see the curtains leave Newton based upon actions of future leaders; as it is the societies job to preserve history they want the responsibility for the restoration and future protection of these historic artifacts.

The Grange has a curtain and they plan on turning over everything to the State of NH Grange which means the curtain at that location will most likely leave Newton.  Selectman Melvin questioned what would happen if the Historical Society dissolves.  If it ever dissolves any funds remaining go to the library.  Melvin had no problem with the Historical Society taking over the curtains but if the society dissolves then the curtains would revert back to the town.  Chairman McCarthy asked if we move forward with this arrangement do we need to hold a public hearing or need to receive permission by the voters.  Town Administrator Wrigley remembered it to be an agreement between both parties when the Conservation sold the Hayford Carriage to the society for $1.  

All agreed that they were in favor of this option as long as the contract includes that ownership of the curtains would return to the town if the society disbands.  Chairman McCarthy asked to make sure we get a legal opinion on whether we need to receive approval by the town for it is town-owned property.  The curtains would continue to be insured by the town and we will look into holding a public hearing.  The Historical Society will still apply for granting funding if the Selectmen decide not to move forward with this option.



  • Review Cemetery Trustees approved Grounds Maintenance Contract
William Landry explained the bids received for the Cemetery Grounds Maintenance Contract which was awarded to T&M Property Maintenance for 2012 through 2015.

  • Open bids for Town Buildings Cleaning Contract
The Board opened four bids received from the following companies as follows;

Integrity Services Inc of Londonderry, NH
Jani-King of Boston, Inc. of Burlington, MA
Express Janitorial Services Group of Stoneham, MA
Design Tech Group of Kingston, NH

A spreadsheet will be prepared to show bid comparison.

  • Open bids for Town Buildings Landscaping Contract
The Board opened five bids received from the following companies;

All Titan LLC of Manchester, NH
Statewide Tree & Landscaping of Methuen, MA
T&M Property Maintenance of Newton, NH
Greenco Earthworks of South Hampton, NH
CMI Property Solutions of Hampton, NH

A spreadsheet will be prepared to show bid comparison.

  • Response to Robert White Re: Access to his property


  • Resident Heather Bell Re: Transfer Station
Chairman McCarthy stated that resident Heather Bell sent in an email with attention to detail addressing research regarding the Transfer Station.

Bell spoke on the reason why she is here with no ill will to the staff or management and not for any personal gain.  This comes from several frustrating circumstances and ended up kicking off some research on the budget and services compared to other communities.  Bell presented research to support a proposal of the following:  

  • Freeze incremental spending as the total Transfer Station budget is 15% of the total town budget.
  • Comparing Newton’s Transfer Station to other Transfer Stations (apples to apples) in NH, MA and other areas is not easy for there are not many Transfer Stations remaining.  Population comparison to other rural towns; our budget is higher.  These numbers can be used when reviewing the 2013 budget.
  • Transparency and consistency.  Bell stated that she has personally gone to the Transfer Station to find them closing the gates before the posted hours on three separate occasions.  Children under 12 are not allowed outside the vehicle and when she was taking out trash she placed her daughter beside her for a moment and three attendants rushed over scaring them stating “get her in the car”.  Yet there is a school bus drop off for one of the employee’s child who walks around at the Transfer Station.  
  • Bell added that finally it was the voucher policy that broke the camel’s back.  The rules for the voucher system are neither online nor posted at the Transfer Station.  Bell rented a vehicle from Home Depot to take items to the Transfer Station in order to use her voucher and was told that all she would need is her sticker and license when using a rented vehicle.  She rented a truck and spent the entire weekend cleaning up and when she arrived at the Transfer Station she was told that she could not dispose of the items for they did not have a temporary sticker which they can only get at the Selectmen’s Office.  Since the Selectmen’s Office is closed on the weekends, they were turned away.  They had to unload the rental truck and do it all again on another weekend.  The problem is they need to post the rules and be consistent with the policies.  
Also there is a lack of transparency with revenue funds; where it comes from i.e. Kingston, East Kinston, South Hampton or Newton and where it goes as well as the convenience of the hours open to the public; consider extending the hours and reduce the number of employees.

Chairman McCarthy added that the Board has been spending a lot of time on reviewing the Transfer Station job descriptions, including interviews and we are looking at a lot of what residents are telling us.  The only reason we have not made any changes is due to our Transfer Station Manager being out on leave and we have been working on making changes.  McCarthy informed Bell of the revenues received by the Transfer Station go into a separate account to be used for substantial purchases, updates or used to offset the Transfer Station budget.

McCarthy asked if Bell would be interested in joining a committee in the future.  Melvin asked about details about rental of the compactors etc.  Equipment rental was the smaller amount of the budget with salaries at 40% of the budget.  Chairman McCarthy added that the employees have worked hard to institute changes and have done a good job.  The Board thanked Bell for her input and told her that more changes are in the works.
  • Cont review of proposed 2013 budgets and warrant articles
Cemetery Budget

Cemetery Chairman William Landry was present to discuss the 2013 proposed cemetery budget which is level funded but there are some changes within the line items.  Landry added that Willow Grove will stay closed until the snow falls.  Decorating the graves will be limited in the future with no plantings.

Selectman Thayer motioned to accept the 2013 Cemetery Budget in the amount of $13,500 which is level funded from 2012.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Zoning Board of Appeals

Chairman Tom McElroy informed the Board that we have been slow this year but we do not know what the future holds.  The proposed 2013 budget is $10,174 which is the same as last year.  Selectman Melvin asked to make two cuts by reducing legal fees from $4,500 to $1,500 and cut advertising from $1,800 to $900 for a total of $6,274.

Selectman Melvin motioned to accept the Board of Appeals 2013 budget to $6,274 after reducing advertising and legal fees.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

  • Plaque to Sandra and Chester Bearce from a thankful community
Chairman McCarthy announced that the Board of Selectmen and the Town of Newton would like to present to Sandra and Chester Bearce a plaque thanking them from a grateful community.  They did not want any recognition but we wanted to show the public the plaque thanking the Bearce’s for this opportunity for the property on Merrimac Road.

  • Review upcoming holiday schedule
Chairman McCarthy read a memo from Town Clerk/Tax Collector Mary Jo McCullough stating that Wednesday, November 21st the office will close at 2pm.  Monday, December 24th the office will be closed and Monday, December 31st the office will close at 2pm.   Please plan accordingly.

Town Administrator Wrigley asked about the rest of the Town Hall and whether we should stay consistent with the Town Clerk holiday hours.  Selectman Melvin and Thayer responded that they think the Town Hall should close at 12pm.  It was agreed that the Town Hall may be closed at 12pm and the Town Clerk can make her own hours.  After a discussion on keeping consistency with the holiday office hours, the Board decided the following;

For December 24th and December 31st the Board decided to follow suit with the hours as proposed by the Town Clerk/Tax Collector for all offices at the Town Hall.  Town Administrator Wrigley asked if employees must use their PTO or will they be paid due to the Town Hall closing.  At first the Board discussed that the employees must use their time off or they will not be paid for the time off.  

Emergency Management Director Larry Foote asked about those employees that do not have any PTO hours left to use.  After a discussion the Board decided that it would only be fair to pay all the employees for the holiday time off.  Town Administrator Wrigley added that she proposes to change the holiday schedule from the day after Thanksgiving to Martin Luther King Day since the Town Hall is not open on Fridays and the Police Department can use it as a floating holiday.  Chairman McCarthy added that the holiday schedule is never consistent due to the day of the week the holiday falls on but during our budget process we need to streamline this process.

Chairman McCarthy motioned that Wednesday, November 21st we will be closing early at 2pm and Monday, December 24th the Town Hall will be closed and employees will be paid unless they have a holiday and want to swap it off; Monday December 31st the Town Hall will close at 2pm.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

  • Resident Russ Riccio Re: Registrations
Resident Russell Riccio was present and showed the Selectmen copies of the new antique registrations after talking to the State and receiving permission to register them as antique vehicles.  Mr. Riccio stated that he paid a $25 return check fee plus clerk fees plus a $24 fee by the Town Clerk.  The Registry told the Riccio that returning the plates to the registry would give him a refund.  

Chairman McCarthy added that she has a problem returning the $25 for Mr. Riccio put a stop payment on the check and asked for clarification.  Riccio responded that he was never told that there would be a problem registering his vehicles as antiques when he has been doing it for years and he was never given prior notification.  Riccio sent in his wife to register the vehicles and she was told that she could not register them as antiques.  Riccio sent letters to the Town Clerk and he received a response from the Town Attorney.  Riccio stated that his wife had no knowledge of the antique registrations therefore she registered them without knowledge and it was more money than what he had in his account.  Riccio stated that he called the next morning to put a hold on the registrations but it was too late.  

Riccio added that he is requesting a refund on double registration fees of $24 plus the $25 return check fee and an additional $2 fee for a total of $51.

Selectman Melvin motioned to give Russell Riccio a refund of $51 for vehicle registrations.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.

Riccio asked when Petition Warrant Articles are due; Town Administrator responded January 14th or 15th.

7:00pm - Public Hearing to discuss the sale of 2 Amesbury Road, Map 10-7-15 for a price not less than the fair market value

Some Town Department Heads were present.  Chairman McCarthy stated that this is in reference of the warrant article approved at the 2012 Town Meeting.

The old Police Department has been cleaned out and we have removed the underground oil storage and it is ready to move forward with the sale of the property.  Legal Counsel suggested for the Board to have a Public Hearing to make sure there is no other use for this building.  Auctioneers have been contacted therefore we are ready to move forward at this time.  

There were no comments from the public.  The Board of Selectmen will have control over this process and the funds from the sale will offset the cost of the new building.  Zoning Board of Appeals Thomas McElroy asked about the zoning at 2 Amesbury Road; the Board responded that it is part of the Village District.

McCarthy closed the public at 7:18pm

7:45pm - Public Hearing to discuss a possible change to the speed limit to 25mph on Williamine Drive.

Chairman McCarthy read the Public Hearing Notice.  McCarthy added that we have had a few meeting over this issue and the Police Department has completed a traffic study.  Legal Counsel has advised that we can reduce the speed limit to no less than 25mph.  Police Chief Streeter left copies of the traffic study.  

Selectman Melvin motioned to reduce the speed limit to 25mph on Williamine Drive and to post at least three signs at each entrance.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.

Chairman McCarthy closed the Public Hearing at 7:19pm.

  • Announcements
  • Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Recreation Commission Secretary Sue DiMercurio was present to discuss Recreation’s request to pay the PTO a bill for T-shirts for the Town Day held in September.  Recreation told PTO that they would help to defray the cost so DiMercurio first a request from Recreation to donate funds but then found out that we cannot give donations.  DiMercurio then obtained a copy of the PTO bill and submitted it to pay a portion of the bill but found that the Board denied it for it is still construed as a donation since the bill is not made out to the Town of Newton.  DiMercurio was present looking for an exception to see if we can help defray the cost of $648; also the PTO paid for the Recreations dunk tank because we did not have a check to pay for it on that day so we need to reimburse them.  The dunk tank bill was also made out to the PTO but was an expense of the Recreation and we need to reimburse them.  

Selectman Thayer asked why every Recreation member did not receive a t-shirt.  DiMercurio responded that she does not know; the only Recreation members present were Heather Borowy and herself and they both were wearing a t-shirt.  Selectman Thayer responded that he was there and did not receive a t-shirt.   Chairman McCarthy responded that they were present as Selectmen not Recreation.  The t-shirts were given to the runners and the workers.  The Selectmen did not feel comfortable paying the bill for it was made out to the Sanborn PTO not the Town of Newton.  

DiMercurio added that the Dunk Tank was approved by the Selectmen by a signed requisition and PTO paid for it on the day of the fair.  The dunk tank was approximately $125 and the PTO received the proceeds of $233.  DiMercurio added that the Recreation donated the dunk tank for the event and they approved the proceeds to the Sanborn PTO.  The problem is that the bill is made out to the school and not to the town.  These expenses are to be paid from the fall festival line item in the Recreation budget.  

Selectman Melvin asked about splitting the bill each paying $324 for the t-shirts.  Chairman McCarthy explained that for audit purposes this is going to fail the test for this is a Sanborn PTO bill not a bill made out to the Town of Newton.  Selectman Melvin suggested that PTO submit a bill to Recreation.  The billing needs to reflect what Recreation is responsible for paying.  

Chairman McCarthy added that with only two members on the Recreation there have been some challenges and we need to help you in the future so this does not happen again.  The Board felt uncomfortable with paying for the dunk tank for PTO took the proceeds but Recreation did tell PTO that they would pay for the dunk tank.  

DiMercurio explained that certain events held that day were paid out the Recreation budget for that was Recreation’s involvement i.e. pies, flowers etc.  The rest of the events were paid by the PTO.  Chairman McCarthy added that we need to plan ahead and make sure we have a certification of insurance on file.  Nothing was approved for payment tonight for the Board asked to wait until we get an invoice from PTO.

Selectman Raymond Thayer asked to read a letter from the Board of Selectmen to Chairman McCarthy thanking her for her loyalty to the Town of Newton for helping with the transition of the Bookkeeping and Payroll department and for her countless hours at no cost to the town and for helping to train our newly hired Bookkeeper/Payroll Administrator Rick Milner.  

The Board reviewed a special permit application from Dragon Mosquito for mosquito control program for next year.  This application is renewed each year with the State of New Hampshire.  Chairman McCarthy signed on behalf of the Board of Selectmen.

The Board signed a Timber Tax Levy for a total of $412.40 for Map 13-2-15.

The Board signed PTO requests from the Bookkeeper/Payroll Administrator and Selectmen’s Office Manager for next year.

Selectman Melvin motioned to appoint Marilyn Landry as a member of the Cable Committee effective today with an expiration date of April 15, 2013.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

The Board signed a permit prepared by the Fire Department to the State Division of Forest and Lands for training and the town is reimbursed for half of the training.

Selectman Melvin announced the 2012 Tax Rate of $23.91 set by the Board of Selectmen and the Department of Revenue Administration.  The 2011 tax rate was $24.12; Selectman Thayer stated that they took a risk but felt the taxpayers need a break especially during this difficult economy and they are working hard to keep everyone within their budget.  The breakdown is as follows;

Town rate is $3.11
Local School rate is $17.49
State School rate is $2.34
County rate is $0.97

The Board looked at requests for payment from the Recreation Commission for Town Fair expenses and Movie night.  The Board decided to hold off approving payment until they can meet with the Recreation Commission.

The Board signed a Vendor Manifest dated November 20, 2012 for $144,077.48

The Board signed a second Vendor Manifest dated November 19, 2012 for $46,270.87

Selectman Melvin asked Town Administrator to get copies of all contracts that are coming up for year end for our next meeting so we are proactive and not seeing them at the last minute.  A memo will go out to all departments for copies of the contracts.

The Board decided to hold a nonpublic meeting on Monday, November 26, 2012 at 5:30pm to continue to review job descriptions.

  • Adjourn
Chairman McCarthy motioned to go back into nonpublic session at 9pm under RSA 91-A: 3 II (a) - Transfer Station.  Second by Selectman Thayer.  Motion passed with a unanimous roll call vote.

Chairman McCarthy closed the nonpublic session at 9:10pm.  Second by Selectman Melvin.  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.

Chairman McCarthy closed the public meeting at 9:10pm.

                                                Respectfully Submitted,


                                                Mary B. Winglass, Office Manager