NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, MARCH 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 public meeting at 4:35pm. In attendance were Selectman Charles R. Melvin, Sr., Selectman Trisha J. McCarthy, Selectman Raymond D. Thayer, Office Manager Mary B. Winglass and Town Administrator Nancy J. Wrigley. The meeting was videotaped; minutes were transcribed and typed by Office Manager Winglass.
Re-organization Meeting
Selectman Thayer nominated Trisha McCarthy as the Chairman of the Board of Selectmen. Second by Selectman Melvin. Motion passed.
The Board agreed to have no liaisons for the Fire Department, Police Department, Road Agent and Transfer Station.
Planning Board Ex-Officio- Charles Melvin, Sr.
Recreation Commission Liaison - Raymond Thayer
Building Department Liaison - Raymond Thayer
Conservation Commission and Stewardship Committee Liaison - Trisha McCarthy
Emergency Management Liaison - Trisha McCarthy
Solid Waste Committee - Town Administrator Wrigley stated that she is looking to reinstate the committee and is working with Transfer Station Manager Jolicoeur. Charles Melvin stated that he would be interested in being a part of this committee.
The Board discussed looking in a Town Energy Committee to address an audit of the town facilities to look at lighting, heating and insulation. Charles Melvin will look into this option.
Chairman McCarthy explained that as a liaison to a Board, Committee or Department allows for a conduit for communication with the Selectmen. Liaisons cannot make any decisions on behalf of the Board of Selectmen, only to help with communications.
Chairman McCarthy then addressed a list of goals the Board put together last year with many of them addressed with only a few that require further work this year. Some goals discussed for this year include classes for town employees such as another Right to Know Class and NIMS Training, Department Head Meetings, Safe Routes to School and Stormwater Management. McCarthy addressed the warrant article on the 2012 Ballot for a safety fence at the Transfer Station. The warrant article did not pass and she heard comments that there is a better use of the funds. The funds were to come from a separate recycling account and can only be used at the Transfer Station facility; so it was apparent that the majority of the residents did not understand the use of this fund.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
- Selectmen’s Public Meeting minutes dated February 28, 2012 and March 6, 2012
Selectman Thayer motioned to approve the Selectmen’s Public Meeting minutes dated February 28, 2012 and March 6, 2012 as written. Second by Selectman Melvin. Motion passed with a unanimous vote.
- Selectmen’s Nonpublic Meeting minutes dated February 28, 2012 and March 6, 2012
Selectman Melvin motioned to approve the Selectmen’s Nonpublic Meeting minutes dated February 28, 2012 and March 6, 2012. Second by Selectman Thayer. Motion passed with a unanimous vote.
- Scheduled Business
- Fire Department Re: New member/recruit Maia Drucker
Chairman McCarthy read a memo from Fire Chief Ingalls regarding a potential new member Maia Drucker. The Board discussed warrant article #11 approved at the 2012 Town Meeting to adopt RSA 154:1 the organization of the Fire Department. The Fire Chief may recommend firefighters to be appointed by the Board of Selectmen. The Board stated that they would like to meet the new members when recommendations are being considered by the Selectmen.
Selectman Melvin motioned to approve the appointment of Maia Drucker effective date of March 6, 2012 at a Grade X, step 1, $11.70 per hour as a new recruit to the Fire Department. Second by Chairman McCarthy. Motion passed with a unanimous vote.
- Cont review of Greenie Park Field Maintenance Bids
Present were Tim Hajjar of T & M Maintenance
The Board reviewed the bids submitted for the Greenie Park Field Maintenance; Selectmen Thayer stated that even though T & M Property Maintenance is the second lowest bidder, he recommends that he is awarded the bid due to the past service he has provided the town. T & M Maintenance currently maintains the maintenance at the town’s cemeteries and town properties and does a great job.
Chairman McCarthy questioned Tim Hajjar of T & M Property Maintenance on an outstanding invoice from last year and why mowing took place in October and November. Tim responded that when the grass grows long it can get “snow mold” and would hurt the fields. McCarthy added that the extra mowing was not approved and anything over and above the contract needs to receive approval by the town. Tim responded that he is willing to forgo the extra mowing and will revise the invoice. The Board asked for Tim to submit the revised invoice to the Selectmen’s Office.
Selectman Thayer motioned to hire T & M Maintenance to maintain Greenie Park for the price of $6,720.00 according to the 2012 bid document. Second by Selectman Melvin. Discussion: Ask permission before going above and beyond the bid. Any issues with sprinkler heads get a hold of Office Manager Mary Winglass for approval. For the 2012 Annual Stormwater Management Report we need a list of chemicals used and quantity for last year. Motion passed with a unanimous vote.
- Memo from Town Administrator Re: Ambulance Transport
After reviewing a memo from the Town Administrator, the Board decided to review this item in nonpublic session.
- Cont review of Transfer Station Type 1B Permit Modifications Application
The Board reviewed a letter to East Kingston, Kingston and South Hampton updating the agreements on file for their residents to use the Newton Transfer Station for recycling purposes. The updated agreements are part of the Type 1B Permit Modifications Application to the State; the Board signed the letters.
Chairman McCarthy addressed a complaint that she received regarding vouchers mailed to residents allowing two free passes to drop off items at the Transfer Station instead of having a Fee Free Weekend this year. A resident who owns more than one property in town questioned why both properties did not receive vouchers. He has people renting one property that register their cars in town and questioned why they are exempt from receiving a voucher. McCarthy questioned Town Administrator Wrigley if it would make sense for income producing properties to receive a voucher. Wrigley responded that the data base was revised to take out property owners such as Meadowview Apartments for they have dumpsters at their location. After a discussion on the subject, the Board decided to allow homeowners to come in on a case by
case basis and submit a request in writing to request a voucher for their rental property.
Selectman Thayer motioned that we send letters to Kingston, East Kingston and South Hampton showing the recycling fees and the updated Transfer Station Agreement. Second by Selectman Melvin. Motion passed with a unanimous roll call vote.
- Review Purchase and Sale Agreement at 8 Merrimac Road
Present were Police Chief Lawrence Streeter
Police Chief Streeter thanked the Board and the staff for their support with the purchase of the Bearce property and then thanked the town for approving an asset for many years to come.
Streeter added that he is here to tonight to inform the Board that there will be a delay in the Transfer of Title as outlined in the Purchase and Sales Agreement. The agreement states that the transfer of title shall take place on or before April 1, 2012 at the offices of the Town of Newton, or such other place and time as may be mutually agreed upon. The Mitchell Group who worked on this agreement is putting together the documents. Chairman McCarthy asked when will we need a check in the amount of $60,000 for the closing and who will go to the closing. Chief Streeter responded that we do not need the check yet and the Board is welcome to attend the closing. The Selectmen decided to attend the closing.
Selectman Melvin asked Chief Streeter if the seller can rent any other space. Streeter responded that they could not enter into a contract over three years but could make an agreement within the three year period. If you have a specific interest in mind then we can sit down and talk for it would be a mutual agreement with the town.
Chief Streeter added that he will send the Attorney information to Town Administrator Wrigley so she can be in contact with them.
The Board discussed the Memorial Day Parade and the many detailed items that need to be addressed. First we need to check on the date with Kingston. Road Agent Mike Pivero was present and discussed using the DRMO Grant surplus military equipment to transport the Veterans along the parade route and to consider changing the route to start at the Town Hall to the Newton Junction Cemetery. A discussion continued that we need someone to take the lead as the parade coordinator for the sooner we put the basics together and coordinate with Kingston the better off we will be.
Pivero added that we should offer to Kingston to help them out with vehicles to transport Veterans, if needed.
All three Selectmen agreed to handle the parade this year. Selectman Thayer will talk to the Veterans in Kingston and to find out if they would like to use the same Grand Marshall for both parades. Chairman McCarthy has already been in contact with Sue DiMercurio of the Recreation Commission who has already been in contact with some groups that were part of the parade last year.
- 2012 Expired Appointment List
The Board reviewed a list of appointments that expire on April 15, 2012.
The Board then signed the following appointments;
- Fire Chief William Ingalls with an expiration date of December 31, 2014
- Emergency Management Director Lawrence B. Foote with an expiration date of April 30, 2017
- Conservation Commission member Jacklyn Heffner with an expiration date of April 15, 2014
- Alternate Member of the Gale Library Board of Trustees Sarah Woodman with an expiration date of April 15, 2013
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
The Board approved a Veterans Credit for Map 10-5-6.
The Board approved an Elderly Exemption for Map 11-4-2
The Board signed the Vendor Manifest of $900,171.32 total with a date of 3/12/2012 which includes a Sanborn Regional School District payment in the amount of $891,123.00.
The Board signed a second Vendor Manifest dated March 19th in the amount of $67,355.14
The Board signed a vacation request for the Building Department
The Board signed a Welfare Manifest in the amount of $310.00
The Board signed letters to the banks associated with the town announcing the change to the position of Town Treasurer per the 2012 Town Meeting election results.
The Board signed a letter to Merrimac Bank authorizing the Trustees of the Gale Library to use the town TIN # for all Library accounts.
The Board signed a State of NH Report of Appropriations approved at the 2012 Town Meeting Elections.
The Board signed a vacation request for an employee at the Town Hall
Email from Brian O’Rourke, President of Newton Baseball & Softball Association
The Board reviewed an update from O’Rourke regarding the installation of a door closing off the concession stand area from the storage area. After looking at the building, to build a door would be more work than first thought and there are issues with moving switches and the installation of another light fixture. A proposed solution to this dilemma is to simply cover the sink to use as counter space and glue a standard cap on the drain. The cap could be easily removed to reuse the drain when the septic is installed and inspected.
Also O’Rourke stated in his email that the anonymous contractor he has been working with has confirmed that they will install the septic system per the state approved design at no cost to the town. The plan is to install it by mid April.
The Board discussed that the water test done last fall came back fine and thanked the anonymous donor for their generosity to the town.
Chairman McCarthy motioned to move forward and expedite with Newton Baseball and Softball Association allowing them to use the concession stand by putting a piece of wood over the counter area and allowing them to move forward with the anonymous licensed contractor for the installation of the septic system at Greenie Park per the State approved design at no cost to the town. Second by Selectman Thayer. Discussion: Thayer questioned the section of the motion that stated “Use of the concession stand”. McCarthy responded that we should not confuse the issue and should call it a storage building not a concession stand. NBSA will have use the building for storing their equipment only. Motion passed with a unanimous vote.
Key Access to the Storage Building
Town Administrator Wrigley addressed the need to make up around 50 keys to the storage area for the coaches/assistant coaches as well as the NBSA Board Members. Wrigley questions how to move forward with the cost for we do not have the funding for it. We are working on a default budget and the town is paying for the electricity and the field maintenance.
Brian O’Rourke sent in an outline approved by the Selectmen in a prior meeting for key distribution as follows;
Each NBSA board member (8 in total) will be assigned a key to the storage facility which will be signed out at the Town Hall
Once NBSA determines the number of teams, the appropriate number of keys will be distributed by the town to the NBSA President and Vice President for distribution to the coaches. One Head Coach and one Assistant Coach for each team will be assigned a key to the storage building. The Board discussed that last year we waited for the list which did not happen; the Board felt confident that O’Rourke will make sure the key list is submitted to the staff at Town Hall.
Chairman McCarthy motioned to pay for the first eight keys to the storage building to be signed out by the NBSA Board members. Any other keys are paid for by NBSA and we need the list of those with keys to the storage building. Second by Selectman Thayer. Motion passed with a unanimous vote.
Chairman McCarthy motioned at 6:53pm to go into Nonpublic Session under RSA 91-A:3 II (a) - Employee Performance Evaluation and (c) - Ambulance Transport. Motion passed with a unanimous roll call vote.
Chairman McCarthy motioned to close the nonpublic meeting at 7:18pm. Second by Selectman Thayer. Per a 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 except to announce the following;
- The Board unanimously approved a write-off for the cost of an ambulance transport from 2010.
Chairman McCarthy made the following motion in public session.
Chairman McCarthy motioned to give a merit increase to Mary Ann Williams, Bookkeeper/Payroll Administrator from a Grade XIX, step 1 to step 3 effective January 24, 2012 which ends her probationary period. Second by Selectman Melvin. Discussion: Selectman Melvin asked if we have funds for this increase; Town Administrator Wrigley responded that the budget is calculated with a merit increase as of their anniversary date. Motion passed with a unanimous vote.
Chairman McCarthy closed the public meeting at 7:24pm.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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