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December 31, 2012 & January 2, 2013 Board of Selectmen Minutes
NEWTON BOARD OF SELECTMEN
DATE: MONDAY, DECEMBER 31, 2012
TIME: 8:00AM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD

December 31, 2012 and January 2, 2013 Public Meeting Minutes

  • Call to Order, Roll Call Vote
Chairman McCarthy opened the meeting at 8:18am.  In attendance were Chairman Trisha J. McCarthy, Selectman Raymond D. Thayer, Selectman Charles R. Melvin, Sr., Town Administrator Nancy J. Wrigley, Office Manager Mary B. Winglass.  The meeting was audio taped; minutes were transcribed and typed by Office Manager Winglass.  

Nonpublic Session under RSA 91-A:3 II (a) - Personnel and (b) - Fire Department

The Board decided to go into nonpublic session on Wednesday, January 2nd but due to the late hour at the end of the budget review the nonpublic session never took place.

  • Pledge of Allegiance
  • Introduction of Guests
  • Approval of Minutes (Review prior to meeting)
  • Selectmen’s Public Meeting minutes dated November 5, 2012, November 13, 2012, November 20, 2012, November 26, 2012 and November 27, 2012
  • Selectmen’s Nonpublic Meeting minutes dated November 5, 2012, November 20, 2012, November 26, 2012 and November 27, 2012
The Board decided to review the approval of minutes on Wednesday, January 02, 2013 but due to the late hour the review never took place.

  • Scheduled Business
  • 2013 Holiday Schedule
The Board will review the 2013 Holiday Schedule on Wednesday, January 02, 2013 but due to the late hour the review never took place.

  • Bid Comparisons for landscaping, cleaning services and printing of the 2012 Town Report
Landscaping Maintenance Bids

Chairman McCarthy read a memo from the Planning Board dated November 16, 2009 showing Timothy Hajjar was granted a conditional approval for a home based landscaping business at 17 North Main Street.  Based upon a site walk of the property, Hajjar was found to be in compliance for he found a different location to keep his commercial vehicles.  The Board discussed the decision of the Planning Board and if any variance was granted.  It was determined that Hajjar can have up to two commercial vehicles kept at the premises proving neither vehicle exceeds 12,000 GVW.  Selectman Melvin stated that he has seen many trucks parked at the property that are over 12,000 GVW.  Chairman McCarthy responded that it sounds like he is not in compliance.  Selectman Melvin added that he sees them backing them in all the time and holding up traffic on Route 108.

The Board then reviewed a spreadsheet showing a breakdown of the landscaping cost for 2013 & 2014.  Town Administrator Wrigley cautioned the Board about making a decision based upon compliance for we do not have any factual information to show otherwise.  

Selectman Melvin motioned to hire Statewide Materials Corp as they were the lowest bid.

Selectman Melvin motioned to hire Statewide Materials Corp from Methuen, MA to contract our landscaping/mowing at our Town Buildings and Greenie Park in the amount of $9,875.00.  Second for discussion by Chairman McCarthy.  McCarthy added that since we have never contracted with this company before her recommendation is to try them for one year only, versus a two year contract.  This may change their pricing and if so then we will revisit.  The Board discussed that they have been very happy with the service from T&M  Property Maintenance plus he lives in town.  Selectman Thayer added that he is a resident and does a good job.  When we call him with any problems he is there to fix it.  We have received compliments from every team that visits Greenie Park for Baseball Games.  Vote: Selectman Melvin yes; Selectman Thayer - no; Chairman McCarthy  - no and stated that she is inclined to vote for T&M Property Maintenance.  Chairman McCarthy stated that it is a small amount of money difference from T&M Maintenance.  Chairman McCarthy asked if we received any references on Statewide.  Office Manager Winglass responded no.  Chairman McCarthy added that in being fiscally responsible she is in favor of going with Statewide Materials Corp only for one year with the balance of the funds to come from Recreation and the rest to come from General Government Buildings.  After a discussion it was decided to keep the landscaping maintenance for Greenie Park in the Recreation budget and the Town Buildings in the General Government Buildings budget.  Chairman McCarthy stated since we are still in the motion; she is inclined to try Statewide Materials Corp for one year contingent that the price stays the same as quoted $9,875; Greenie Park for $6,150 from the Recreation budget and the difference to be paid out of General Government Building budget of $3,725 for an approximate 14 mowing per season.  Any cost above and beyond would require approval by the Board of Selectmen.  Selectman Thayer feels that we should stay with T&M Property Maintenance for they are dependable and the contract difference is not a lot of money ($629) and does not affect the tax rate.

Motion passed with two in favor and Selectman Thayer voting no.

Cleaning Services

The Board reviewed a spreadsheet showing price comparison from the four companies that bid on the cleaning services for 2013 and 2014.

Selectman Thayer motioned to accept the cleaning bid proposal from Design Tech Group in the amount of $4,495 for Year 2013 and the amount of $5,275 for Year 2014.  Second by Selectman Melvin for discussion.  Design Tech Group has been cleaning our Town Building for two years, has done a great job and his bid is the lowest.  Motion passed with a unanimous vote.
Town Report Bids

The Board reviewed sample Town Reports received from Town and Country Reprographics, Morgan Press and Kase Printing.  After reviewing the pricing on the bids the Board decided to award the bid to Town and Country due to the sample they sent over plus the price.

Selectman Melvin motioned to award the bid to Town and Country Reprographics for a total of $2988 for 600 spiral bound reports to be paid from the Executive Budget.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

  • Continue review of 2013 proposed budgets and warrant articles
Police Department

Police Chief Lawrence Streeter was present to answer questions regarding his 2013 proposed budget.  The Board stated that they thought this was a fair budget proposed by the Police Chief.

Selectman Thayer motioned to accept the 2013 Police Department budget as proposed in the amount of $663,101.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Highway Department

Road Agent Mike Pivero presented his budget to the Board showing a decrease of $3,935 (dropped approximately -1%) compared to the 2012 Default Budget.  Pivero addressed changes to his budget to include implementing a military surplus pickup truck with a generator and a compressor.  Therefore the budget has been adjusted to reflect new line items for this vehicle such as equipment maintenance, equipment supplies and equipment fuel.  Equipment Rental - Summer and Equipment Rental - Winter line items were both reduced to offset this cost.  

Selectman Melvin motioned to approve the 2013 Highway Budget in the amount of $341,436.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Highway Department Warrant Articles

Road Agent Mike Pivero informed the Board that he plans on including a warrant article for the Highway Block Grant and a second article to make Ron Jackson a full time employee.  

  • Year end payroll, encumbrances, contracts
Encumbered Funds - Highway Department

Road Agent Mike Pivero stated that Quaker Street and Wenmarks Road both have undersized culverts and flooding has taken place in those areas over the past couple of years.  The undersized culverts have been in place for many years.  Pivero tried with FEMA to put in funding to replace the culverts under the emergency grant and they denied both requests.  Pivero is working on grant funding for Quaker and Wenmarks Road with Mike Vignale, Town Engineer.  Pivero stated that he has funds in his 2012 budget due to the little to no snow this past winter.  He asked to encumber funds for the culverts and it would be a win/win situation if we are approved for the mitigation grant funds for this purpose in 2013.  Whether we are approved grant funds or not, we have to do this work, it cannot be ignored any longer to mitigate flooding in these areas.

In addition, Pivero asked to encumber funds to replace traffic cones.

Chairman McCarthy motioned to approve the encumbrance of $2,493 for (3) 48” manholes with frame covers for the Highway Department for various locations, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.  Per requisition #2265.

Selectman Melvin motioned per requisition #2248 to encumber $2,750 for the Highway Department for (2.5) 48” x 20’ DW solid pipe for flooding at Quaker Street, if funds are available.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Selectman Thayer motioned to encumber the amount of $1,764 for requisition #2249 for Eliminator Systems Inc. for (18) 12” x 20’ DW solid pipe for various location, if funds are available.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.

Selectman Melvin motioned to encumber funds per requisition #2247 for (2.5) 48”x 20’ DW solid pipe for Wenmarks Road in the amount of $2,750, if funds are available.  Second by Selectman Thayer.  Motion passed with a unanimous vote.  

Chairman McCarthy motioned to encumber per requisition #2266 for (50) green traffic cones with stencil in the amount of $547.95 from Hawkins Safety Equipment, if funds are available.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Encumbered Funds - Police Department

Chairman McCarthy motioned to approve a requisition to encumber funds for a Video Surveillance System from the Security Team for $3,845, if funds are available from the Police Department budget.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Chairman McCarthy contacted the Security Team by phone and asked them to give the Board a price on a similar security system at the Transfer Station.  The monitor is to be at the Town Hall

Selectman Melvin motioned to encumber funds for the Police Department for (1) Patrol Rifle and (1) Patrol Shotgun in the amount of $1,300 from Riley’s Gun Shop, if funds are available.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Selectman Thayer motioned to encumber $631.19 payable to Jackson Lumber for Interior Construction material for the new Police Station from the Police Department budget, if funds are available.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to approve the requisition from the Police Department to encumber funds for $1,935 for painting interior and exterior of department’s Humvee for fleet conformity and to paint doors and touch-up exterior of ACO vehicle service provided by C&M Auto, if funds are available.  Second by Selectman Thayer.  Amendment to the dollar amount on the requisition per the Board of Selectmen. Motion passed with Selectman Melvin abstaining.  

Selectman Melvin motioned to approve the encumbrance for the Police Department for (2) CF-31, Panasonic; Toughbook Mobile computers in the amount of $5,131.02 from supplier TransCOR, if funds are available.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to approve the requisition and to encumber funds of $1,115 to service provider Global Industrial, if funds are available for (2) Reinforced 46” steel cabinets with keyless security from the Police Department budget.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Selectman Thayer motioned to encumber funds from the Police Department budget (2) Philips HeartStart FRx Defibrillators in the amount of $2,746 to be purchased from Global Med Industries, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Selectman Melvin motioned to encumber funds from the Police Department for (1) Taser in the amount of $824.95 from suggested source Taser International, if funds are available.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Encumbrance - Selectmen/Town Administrator

The Board reviewed the following requests for encumbrance from Town Administrator Nancy Wrigley and Bookkeeper Rick Milner.

Town Administrator Wrigley proposed the purchase and encumbrance of $9,545 to purchase AccuFund Accounting Software Standard Edition to include General Ledger, Accounts Payable, Bank Reconciliations, Budgeting, Cash Receipts, Financial Report Designer, GL Allocation, Excel Importing and Exporting, Document and Image Storage and Cash Drawer Security for a total of $2,396.  Additional charges are $6,400 implementation services and $749 for the annual maintenance fee.

Chairman McCarthy explained that our current software is antiquated and requires the use of multiple software programs to complete the job.  With the new system it will allow us to complete all facets of accounting, is much more user friendly and will save a considerable amount of time due to not having to post extra steps for they are all linked within the software program.  This helps to eliminate mistakes and is definitely more user friendly.  

Selectman Melvin asked if this software will link with the Town Clerk/Tax Collector.  Milner responded that they need more information before they can make a final determination based upon research on the Avitar Software; there is no final determination yet on linking the two software programs.  Milner added that he talked to employees at the Town of Stratham and they love the program.  Funding for this software is to come from Financial Administration bottom line but if there is no funding for this encumbrance at the end of the year then there is funding in the Legal Line Item.

Chairman McCarthy motioned that we encumber $9,545 which is on Requisition #2128 for an accounting system for the Town Bookkeeper suggested service provider is BlumShapiro Accounting/Tax/Business Consulting and funds to come from either Financial Administration or legal, which ever has funds available.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to encumber $90 for postage from the Financial Administration Bookkeeper budget, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Legal Budget

BCM Planning LLC - Balance due to update the School Impact Fee review.

Chairman McCarthy motioned to encumber $1,950 funds for BCM Planning LLC from the legal budget for the balance of the Impact Fee Study, if funds are available.  Second by Selectman Thayer.   Motion passed with a unanimous vote.

General Government Buildings

Home Depot Credit Card - Supplies purchased for General Government Buildings

Chairman McCarthy motioned to encumber $61.84 to be paid out of General Government Buildings Budget paid to Home Depot Credit Card, if funds are available.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to encumber $23.57 to come out of Government Buildings Budget to be paid to Home Depot Credit Card, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to encumber $74.94 to come from General Government Building Budget to Sam’s Club, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Selectman Melvin motioned to encumber $290 for a 6’ Round Precast Concrete Slab delivery from AJ Foss requisition #2130 to be paid from General Government Buildings Budget, if funds are available.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to encumber $1,700 to come out of General Government Building Budget from service provider Tank Depot for a Chemtainer 385 gallon oil container, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Replacement Copier for the Recreation, Conservation and Board of Appeals Office.

Selectman Melvin motioned to encumbrance $1,895 for a copier from Century Copier Specialists requisition #2131, if funds are available to be paid from General Government Buildings Budget.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Recreation Commission

Recreation Secretary Diane Morin was present.

Chairman McCarthy motioned that we approve requisition #2240 from Recreation Commission to reimburse the Newton PTO for vendors for the Town Day Event to include the Dunk Tank rental for $125 and T-shirts from Atkinson Graphics for $324 for a total of $449 to be paid from the Recreation budget and to encumber the same amount, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Selectman Thayer motioned that we approve requisition #2241 and to encumber payment of $375 to “The Rinks at Exeter” 90 minutes of private ice time for 75 skaters to be paid from the Recreation Budget, if funds are available.  Second by Chairman McCarthy.  Discussion: This event is to be held during February Vacation and would like to use funds from the 2012 budget.  If we get more skaters then we would have to pay the overage out of the 2013 Recreation budget.  Motion passed with a unanimous vote.

Palace Theater Tickets paid from the 2012 warrant article for Elderly Events.

Selectman Melvin motioned to approve the purchase of 10 Tickets to see “The Great American Trailer Park Musical” at the Palace Theatre in Manchester, NH and to encumber $200 from the Recreation Commission budget per requisition #2242 paid to the Palace Theater, if funds are available.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.  See page 14 where the Board voted to correct this motion.

Fire Department

Chairman McCarthy motioned to encumber $1,338.75 payable to Zoll Medical from the Fire Department budget for the final payment for the maintenance contract for the defibrillator and Auto-pulse, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.
Selectman Melvin motioned to encumber $523 for the Ambulance Medicare Application Fee - Revalidation to be paid from the Fire Department, if funds are available.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to encumber $106.98 for supplies from Staples, if funds are available paid from the Fire Department budget.  Second by Selectman Thayer.  Motion passed unanimous vote.

Solid Waste - Transfer Station

Selectman Thayer motioned to approve and encumber $2,511 per requisition #2245 for cleanup of Hazardous Waste to be applied to Transfer Station budget, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Selectman Melvin motioned to disapprove requisition #2244 at this time, to remove overhead wires to garage and bury them for $1,000.  Second by Selectman Thayer.  Motion passed with a unanimous vote.  This decision is pending further discussion with Transfer Station Manager next year.

Chairman McCarthy motioned to encumber $46.36 for supplies paid to Sam’s Club applied to the Transfer Station budget, if funds are available.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Selectman Thayer motioned to pay $42.38 to Sam’s Club for supplies to be paid from the Transfer Station Budget, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Cemeteries

Chairman McCarthy motioned to encumber payment of $150 to Civil Construction to come from the Cemetery Budget Consultant Fees, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to encumber $56.85 paid to Cardmember Services from the Cemetery Department, if funds are available.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Care of Trees

Chairman McCarthy motioned to encumber $1,750 from the Care of Trees Budget from service provider Mayer Tree Service, if funds are available.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Carry Forward - 2012

Selectman Thayer motioned to carry forward for Warrant Article #7 of 2011 for repairs and maintenance of town roads which lapses on 12/31/2016 funded by revenue from NH Highway Block Grant, actual amount based on expenditures and reimbursements in the amount of $61,861.36.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Selectman Melvin motioned to carry forward Warrant Article #12 from Year 2012 for the repair and maintenance of Town Roads which lapses on 12/31/2017 in the amount of $90,842.05.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Contracts

General Assessing and Data Verification

Selectman Thayer motioned to accept the Town of Newton Municipal Assessing Proposal from Town Assessor Andrea S. Lewy, CNHA in the amount of $42,900 for General Assessing and Data Verification.  An updated Certificate of Insurance is attached to the proposal.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.

IT Consultant - Computer Contract - Proposal 2013

The Board decided to hold off from approving a computer contract until they have a chance to do some research and possibly look into a committee to review the contract for this position.

  • Training for Employees
  • Per RSA 31:95-b to accept and expend the following donations to the Food Pantry; a $20 anonymous donation; a $626 donation from Empower Martial Arts; $300 anonymous donation; $25 cash donation; $200 from Paul & Carol Szot and $250 from Gideon Lodge No. 84 & AM
Chairman McCarthy motioned per RSA 31:95-b to accept and expend the following donations to the Food Pantry; a $20 anonymous donation; a $626 donation from Empower Martial Arts; $300 anonymous donation; $25 cash donation; $200 from Paul & Carol Szot and $250 from Gideon Lodge No. 84 & AM.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

  • Bookkeeping Software Proposal
The Board reviewed a memo from Town Administrator Wrigley with an update on interviews with three software companies and the recommendation of Wrigley and Bookkeeper Rick Milner to purchase the AccuFund software for the amount of $9,545.00.  The Board approved a requisition for this software and encumbered the funds for this purpose.  (See page 6).

  • Hazard Mitigation Grant Program
Road Agent Mike Pivero informed the Board that he looked into funds available through the Hazard Mitigation Grant Program due to the Disaster Declaration in connection with Hurricane Sandy and it does not include Rockingham County.


  • 2013 Snow Plowing Rates
The Board reviewed and signed the updated 2013 snowplowing rates which increased due to the increase to the town’s workers’ compensation rates only.

  • Announcements
  • Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Chairman McCarthy motioned to accept the Vendor Manifest dated December 31, 2012 in the amount of $46,743.11.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

  • The Board signed the 2012 Town Roads Accepted Form.
  • Request from Treasurer to clear the books per the recommendation of the Town Auditors by voiding a list of outstanding checks.
Chairman McCarthy motioned to void the outstanding checks listed per the memo dated 12/19/2012 from Treasurer Brenda Fiers.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

  • Banking of PTO for Full Time Employees.  The Town’s Personnel Policies and Procedures allow employees to choose to put up to ten days per year of unused PTO into a “bank account”
Chairman McCarthy motioned to allow our employees to bank any PTO balance of 80 hours, as allowed by the Personnel Policy and anything over that will be allowed to be carried forward into banked PTO for the following employees; Sabato LoRusso, Lawrence Streeter and Nancy Wrigley.  Selectman Melvin asked if we budget for this; it was discussed that we do not but should work on a schedule to cover this item in the budget. Banked Time is for a long term illness.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

  • Adjourn
Chairman McCarthy motioned to recess the meeting at 2:10pm until Wednesday, January 2nd at 6pm.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Chairman McCarthy motioned to resume the meeting on Wednesday, January 2, 2013 at 6:04pm.  Motion passed with a unanimous vote.  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 Winglass.  

2013 Budget Review

Recreation Commission Budget

Recreation Commission Chairman Sue DiMercurio was present to answer any questions the Board may have on the proposed budget.

The Board talked about leaving the landscaping for Greenie Park in the Recreation Commission budget versus transferring it to the General Government Buildings budget.  

The Board reviewed the budget and made some changes with the approval of DiMercurio.  

Selectman Melvin motioned to approve the 2013 Recreation Commission Budget for a total of $39,236.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

The Recreation Commission proposed a warrant article to raise and appropriate the sum of $3,500 for recreational programs and trips for senior citizens.  The Board agreed to place this article on the 2013 Town Warrant.  

DiMercurio talked about the raft at the beach and the many concerns with this structure.  Chairman McCarthy responded that she has some information for the Recreation Commission from the Local Government Center Town and Country monthly publication.

Care of Trees

Selectman Melvin motioned to accept the 2013 Care of Trees budget in the amount of $4,000.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Conservation Commission

Selectman Thayer motioned to accept the Conservation Commission 2013 budget in the amount of $3,750.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Executive Budget

Chairman McCarthy motioned to approve the 2013 Executive Budget in the amount of $189,208.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Financial Administration - Treasurer/Bookkeeper Budget

Selectman Thayer motioned to accept the 2013 Treasurer/Bookkeeper Budget as proposed at $17,885.00.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.

Financial Administration - Budgeting, Planning and Analysis

Chairman McCarthy motioned to approve the 2013 Budgeting, Planning and Analysis Budget as proposed at $24,140.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Financial Administration - Trustee of Trust Funds

Selectman Thayer motioned to accept the 2013 Trustee of Trust Funds Budget in the amount of $1,050.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Financial Administration - Accounting/Assessing

Selectman Melvin motioned to approve $91,442 for the 2013 Accounting/Assessing Budget.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

General Government Buildings Budget

Selectman Melvin motioned to approve the 2013 General Government Buildings Budget in the amount of $121,002.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Planning Board
Selectman Thayer motioned to accept the 2013 Planning Board budget in the amount of $47,925.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.

Police Services

Chairman McCarthy motioned to approve 2013 Police Services budget in the amount of  $1,000.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Solid Waste

The Board reduced the proposed Solid Waste budget prepared by Transfer Station Manager Kevin Jolicoeur.
Selectman Melvin motioned to accept the 2013 Solid Waste Disposal in the amount of $384,771.00.  Second by Selectman Thayer.  Motion passed with a unanimous vote.
Other line item budgets
Selectman Melvin motioned to approve the 2013 West Nile Virus budget in the amount of $35,000.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.
Selectman Melvin motioned to approve the 2013 Legal budget in the amount of $33,754.  Second by Selectman Thayer.  Motion passed with a unanimous vote.
Selectman Melvin motioned to approve the 2013 Personnel Administration budget in the amount of $140,000.  Second by Selectman Thayer.  Motion passed with a unanimous vote.
Selectman Melvin motioned to approve the 2013 Street Lighting budget in the amount of $16,320.  Second by Chairman McCarthy.  Motion passed with a unanimous vote.
Selectman Melvin motioned to approve the 2013 Insurance budget in the amount of $88,715.  Second by Selectman Thayer.  Motion passed with a unanimous vote.
  • Town Administrator requested the Selectmen to amend their motion to encumber funds for the Palace Theater Tickets made on December 31, 2012 due to the fact that the funds are coming from a warrant article, therefore the motion needs to Carry Forward instead of encumbering the funds.
Chairman McCarthy motioned to amend the Board’s motion made on December 31, 2012 when the Board voted to encumber the funds to purchase 10 tickets from the Palace Theatre for a total of $200; the motion should have carried forward the funds from the 2012 warrant article for Elderly Events.  Second by Selectman Melvin.  Motion passed with a unanimous vote.
Other
  • The Board agreed to send a memo from Recreation to get a free legal opinion from the Local Government Center regarding quorums, bylaws and membership.
  • The Board agreed to review the 2013 Selectmen’s Meeting schedule at their next meeting.
  • Town Administrator Wrigley informed the Board that the Standard Mileage Rates for 2013 have increased to 56.6 cents per mile.  The town currently pays 50 cents per mile for approved employment related travel.
Selectman Thayer motioned to increase the reimbursement for mileage from 50 cents to 55 cents per mile for approved employment related travel.  Second by Selectman Melvin.  Motion passed with a unanimous vote.
  • The Board reviewed a memo from Town Treasurer Brenda Fiers proposing a salary increase for the Deputy Treasurer.
Selectman Melvin motioned to approve the salary for the Deputy Treasurer from $1,538 annual to $2,378 which is an increase to reflect a 3% standard of living increase for the past six years.  Second by Selectman Thayer.  Motion passed with a unanimous vote.
  • A discussion took place due to not signing an IT contract for this year and the best way to move forward is to give direction to Town Administrator Wrigley on how to proceed when IT Services are needed.
Chairman McCarthy motioned should Town Administrator Nancy Wrigley need IT Services it is permissible to contact Sylvania Maddock at her hourly rate.  Second by Selectman Thayer.  Motion passed with a unanimous vote.
  • The Board signed an approval for a 2013 Veteran’s Credit for Map 008-03-11-43 per the recommendation of Town Assessor Andrea Lewy
  • The Board signed a denial for an Abatement from Map 011-07-058 per the recommendation of Town Assessor Andrea Lewy
Chairman McCarthy motioned to approve the Vendor Manifest dated January 1st - January 31st for $194,661.00.  Second by Selectman Thayer.  Motion passed with a unanimous vote.
  • The Board reviewed a memo from Payroll Administrator Rick Milner stating that payroll needs to be adjusted for holiday time paid to two part time employees.
Chairman McCarthy motioned to adjourn at 10:37pm.  Motion passed with a unanimous vote.
                                                
Respectfully Submitted,

Mary B. Winglass, Office Manager