NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, NOVEMBER 27, 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 4:40pm. 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. Minutes were transcribed and typed by Office Manager Winglass.
Chairman McCarthy motioned to go into Nonpublic Session under RSA 91-A:3 II (b) - Recreation Secretary; (d) - Town Property; (c) - Job Descriptions . Second by Selectman Melvin. Motion passed with a unanimous roll call vote.
Chairman McCarthy motioned to close the nonpublic meeting at 6:15pm. Per a unanimous roll call vote, the minutes of the meeting will remain confidential until in the option of the majority of the members the circumstances no longer apply except to announce the following;
- The Board unanimous approved hiring Diane Morin as the Recreation Secretary effective today at Grade VI, step 8 based upon the matrix classification dated 4/1/2007 effective today. We had two very qualified candidates and it was a tough decision but selected based upon experience and availability.
Chairman McCarthy explained that the Board has had numerous nonpublic meetings with the last one on Monday, November 26, 2012 and they recessed the meeting last night after making 12 motions public in order to make them public tonight with the intent of closing the November 26, 2012 Nonpublic Meeting.
Chairman McCarthy closed the November 26, 2012 Nonpublic Meeting. 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.
The following decisions were made by the Board of Selectmen on November 26, 2012;
The Board of Selectmen discussed changing the hours of operation for the Transfer Station. Many options were discussed. We tried to confirm the important times to be open and tried to come up with an additional day still staying within the budget we are operating on. We will come back and address this again.
The Board of Selectmen discussed the Operating Budget for the Transfer Station and made changes and amendments as needed. We will finalize this next week.
Discussed that once Kevin is cleared by the Town Doctor he can work on Articles for the warrant. It was also decided that the oil shed needs to be worked on to remove the tank and allow Kevin to have his office back.
The following motions have been made:
Motion made by Melvin that the Transfer station manager position will go back to a “Permanent Park Time Position” with 34 hours at the Transfer Station and 2 hours of administration time. The basis for this is that the Manager is no longer doing the other “Facilities Manager” position. Second by Thayer and all in favor.
Motion made by Melvin that Health and Dental will be continued for 6 months after the date that Kevin is cleared to come back to work by town doctor. Second by Thayer, all in favor.
Motion made by McCarthy to approve the job descriptions as written and dated 11/26/12 for the following: Laborer, Packer Attendant, Guard Attendant and Recycling Attendant. Each description will be posted in each station for reference at all times. Second by Thayer, all in favor.
Motion made by Melvin to approve the “Guidelines for all employees at the transfer station” as written, approved and dated 11/26/12. These need to be signed by every employee and posted in every station at the transfer station for their reference as needed. Second by McCarthy and all in favor.
Motion made by Thayer to remove the “floater position and make it a laborer position. Second by Melvin, all in favor.
Motion made by Melvin to change Rick Harris from a floater position to a laborer position effective 11/26/12. Second by Thayer. McCarthy abstaining. Motion passes.
Motion made by Thayer to make Tom DeFalco the Transfer Station Assistant Manager effective 11/26/12. Tom will manage the Transfer Station in the absence of Kevin Jolicouer. Tom will be given a copy of the Assistant Manager Job Description to sign as well as a copy of the Manager’s Job Description for his reference. Second by McCarthy and all in favor.
Motion made by McCarthy to give Kevin a copy of the Job Descriptions as written and approved on 11/26/12. He can review them and then schedule a meeting with the Board of Selectmen to answer any questions he may have. Second by Melvin and all in favor.
Motion made by Thayer to give copies of the job descriptions to all the employees. They should sign the “Guidelines for Employees” and return to Mary Winglass at the Selectmen’s office.
Motion made by Melvin that the video tapes from the Transfer Station to be stored at the Selectmen’s office from now on. Second by McCarthy and all in favor.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
- Scheduled Business
- Cont review of proposals for Environmental Consulting Services
Road Agent Mike Pivero stated that the two bids received were reviewed and they are very close but he does not feel that is the way to go. Office Manager Winglass found a grant opportunity through the Rockingham Planning Commission, a Brownsfield Assessment Program that works with communities on the identification, assessment and redevelopment of vacant or underutilized properties. The only challenge will be to get in touch with the applicant to submit the enrollment form to EPA for approval. The Board agreed to start the grant paperwork.
- Cont review of proposed 2013 Budgets and Warrant Articles
Library
Present were Library Trustee Kathy Meserve, Marilyn Landry and Library Director Terry Caswell.
Meserve explained that the year-to-date salary figure is as of October 31st and the expectation is to use the remainder of the budget for that line item by the end of the year. The 2013 proposed salary line item includes vacation time plus a 2.5% merit raise for all library employees which accounts for an increase of $5,895.00. There are six permanent part time employees that have not had a merit increase since 2009. Computer expense increased by $1,000 to replace a 2003 computer. The library is using CGM, LLC as their IT Consultant who has been working with the library for years and other area libraries. The Board told the Trustees that they need to have a Certificate of Insurance on file at the Town Hall for all consultants working with town property.
Community Programs have increased as patron numbers have increased due to the economy more are using the services. Selectman Melvin asked why the dues line item increased; Meserve responded that is to pay the The American Library Association, NH Library Association of Trustees and there are various interest groups within the Library Association who each charge their own fees and they have increased for next year.
Meserve gave the statistics on books checked out last year and it adds to 21,000 which does not include the CD’s, DVD’s and the other items checked out last year. Free downloadable books are available from the NH State Library Association via the website which is providing a great service to the town.
The Library Trustees are still working on whether or not they plan on submitting any warrant articles for next year.
Selectman Thayer motioned to accept the 2013 Gale Library budget of $115,028.00 which is an increase of $6,875.00. Second by Selectman Melvin. Motion passed with a unanimous vote.
Highway
Road Agent Mike Pivero handed out his proposed 2013 budget spreadsheet which includes year to date expenditures as of September 30, 2012 since that is the last update he has received from Bookkeeping. Attached is a second spreadsheet which reflects expenditures as of October 30th per Pivero’ records. Pivero added that some of the figures given to him by Bookkeeping are not accurate. Some adjustments are necessary to show accurate expenditures within the budget. As of October 30th Pivero’s records show that there is approximately $140,000 left in the budget but this is a ballpark for he needs to reconcile with Bookkeeping. Projections through the end of the year is difficult for we do not know how many snow storms will happen from now until then. Pivero’s realistic
projection through the end of the year is to come under budget by $50,000 most of that is due to the mild winter last year.
Pivero cautioned cutting the budget for if we have a bad winter then he will not have the funds to take care of the roads therefore we need to be conservative on the winter numbers. Pivero added that he has stayed within the numbers over the past years due to a different method of plowing so it is not his recommendation to reduce those numbers.
Salaries are not to change for Pivero plans on putting in a warrant article again to make Ron Jackson full time as he is your best asset. If you lose him, shame on the town for you will not replace him for the money you are paying him. Jackson comes in no matter the weather or the time, day or night. Also the department went one half of the year with only one Highway employee; if we have two permanent part time employees for the whole year then that line item will be used. Pivero recommended a cut to driveway permits of $500 for no one is building houses this year. If the Board wants to cut it to $250 would not be a problem. Miscellaneous supplies was cut last year and this year the budget is over. Seminars taken by the staff this year were free but that is not always the case; the staff
attended three seminars this year. Radios are rented for both employees and once the town puts a repeater in place then we will need to spend funds to change over to the new system.
Pivero added that he needs an updated general ledger account listing through November 30th now so he can crush the numbers down for the last month. Pivero added that he still does not have all his numbers in for paving this year. The vendors have not sent in the invoices and he told them that the year is running out and they are to be paid out of this year’s budget, not next year.
General Supplies was discussed in that Pivero has never used this line item but that is to change. In the past rain gear, boots and jackets totaling about $450 was paid out of Pivero’s pocket; this line item could be cut by $500 but in the future he will use it to fund outside gear for the employees.
Again the discussion turned to not having the year to date expenses to show the October and November expenses. Selectman Thayer stated that Chairman McCarthy needs more time to work with Bookkeeper Rick Milner. Pivero added that Milner has been working with prior Bookkeeper Kim Hughes on the Highway Block Grant paperwork.
Pivero added that it is his intention to decrease the bottom line budget but to increase an asset to the town with hiring Jackson on as full time.
With a combination of a mild winter, half a year with only one employee Pivero stated that he may be able to reduce the salt to $20,000 from $25,000 next year (2014) but he wants to see what happens in 2013 before making any cuts. With that being said, Plaistow spends about $200,000 a year on salt, ten times the amount we use with about the same miles of roads. They use straight salt, no sand which is an expensive philosophy.
Selectman Melvin asked about the Plow Blade Edges which is over expended. Pivero explained that the cost came from the year before; contractors are entitled to them when they wear out. Pivero explained that he bought the plow blades the year before but the bill did not come in until the new year. If we have a hard winter, the plow blades could be ordered at the end of the year and may not come in until the next year. Selectman Melvin questioned if we bought plow blades and it was a light year then why do we need to buy them again. Pivero explained that we have two winter cycles included in the budget and we cannot predict what the weather will be next year. Melvin responded that he was not planning on taking it out just maybe cut it to $2,000.
The 2013 proposed highway budget is down by $635.00 compared to the 2012 Default Budget. Pivero responded that it is still misleading for if he does not use the funding approved by the town, the town will get it back just as it is happening this year due to a mild winter.
Pivero added that we give the same service as the two abutting towns at a fraction of the cost. The cost to each property owner is approximately $180 to run the highway department to fill potholes, clear the winter weather, culverts, brush, trash etc.; all in all a good deal for the residents. Again the weather is a variable and depends on who you listen to they say these storms are happening more frequently. FEMA reimbursements to the town does not always come in by the end of the year therefore they can affect individual budgets. Chairman McCarthy responded that she needs to check with Bookkeeping for they set up a separate general ledger account for storm related costs so it does not affect individual budgets.
Selectman Melvin asked about Engineering Services. Pivero responded that we still do not have the bill yet for this year.
Chairman McCarthy motioned to accept the 2013 Highway budget as presented of $344,736 which is $635 less than the 2012 budget. No second. Selectman Melvin asked when will we see the updated General Ledger Reports. Town Administrator added that is why the Bookkeeper has asked Chairman McCarthy for her help next week. Selectman Thayer and Selectman Melvin would like to wait and see the updated year to date figures.
Pivero added that sign bills are still coming in for Williamine Drive.. Pivero explained that he is working on updating the Welcome to the Town of Newton signs on Route 108 and in the Junction. They will probably cost about $500 per sign.
- Review and sign perambulation for Newton and East Kingston
The Board signed the perambulation documentation prepared by Dennis Quintal of East Kingston. Each Board member asked to receive a copy of the perambulation documentation.
- Per RSA 31:95-b to accept and expend unanticipated funds in the amount of $30 from the SRHS Guidance Department to the Newton Food Pantry
Chairman McCarthy motioned per RSA 31:95-b to accept and expend unanticipated funds in the amount of $30 from the SRHS Guidance Department to the Newton Food Pantry. Second by Selectman Thayer. Motion passed with a unanimous vote.
- Review quotes for printing of the 2012 Town Report
The Board reviewed the quotes received for the printing of the 2012 Town Report in a spreadsheet format. The Board asked for Winglass to get samples from Morgan Press, Kase Printing and Town and Country before they make a decision.
- Announcements
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Vendor Manifest
Chairman McCarthy explained that this Vendor Manifest includes a partial payment to the school which was hand delivered to Business Administrator Carol Cappola.
Chairman McCarthy motioned to approve the Vendor Manifest dated November 26, 2012 in the amount of $603,575.01. Second by Selectman Thayer. Motion passed with a unanimous vote.
Chairman McCarthy motioned to amend the Board’s previous motion made on November 20, 2012 to hire Leonard Beauvais as Facilities Maintenance/Custodian who is required to have a background check and until the town receives the background check he can work on Town Property with supervision effective today. Second by Selectman Thayer. Motion passed with a unanimous vote.
Chairman McCarthy motioned to adjourn at 7:45pm.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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