NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, JANUARY 15, 2013
TIME: 6PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
MEETING MINUTES
- Call to Order, Roll Call Vote
Chairman McCarthy called the meeting to order at 6pm. 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 Mary Winglass.
- 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
Selectman Thayer motioned to accept the Selectmen’s Public Meeting minutes dated November 5, 2012, November 13, 2012, November 20, 2012, November 26, 2012 and November 27, 2012 as written. Second by Selectman Melvin. Motion passed with a unanimous vote.
- Selectmen’s Nonpublic Meeting minutes dated November 5, 2012, November 20, 2012, November 26, 2012 and November 27, 2012
Selectman Melvin motioned to accept the Selectmen’s Nonpublic Meeting minutes dated November 5, 2012, November 20, 2012, November 26, 2012 and November 27, 2012 as written. Second by Selectman Thayer. Motion passed with a unanimous vote.
- Scheduled Business
- Review of encumbered fund accounting
Present were Police Chief Lawrence Streeter and Bookkeeper/Payroll Administrator Richard Milner.
Police Chief Streeter talked about the request he sent over dated December 19, 2013 when he submitted a request for encumbrances amounting to approximately $17,000 with attached requisitions that were approved by the Board of Selectmen. Streeter added that he received an email from the Town Bookkeeper on January 13, 2013 stating that the Police Department did not have the funds available from 2012 to cover the $17,000 encumbrance; he only had $6,000 left in the budget therefore the remaining would come out of the 2013 budget. Streeter explained that the Town of Newton received $14,000 as a reimbursement to the town by the Federal Government for the approved grant to defray the cost of salaries as part of the Drug Task Force. The reimbursement is used to plug holes and cover shifts, allows for an expertise in this field and
is efficient for us. Streeter added that per the language in the grant the funding must be used for this purpose.
Streeter added that he is now being told by Milner that based upon procedure the grant funds go into the big black hole rather than go to a department with capital needs and it is money approved and reimbursed. Streeter asked the Board of Selectmen to allow the requested encumbrances to go through without impacting the 2013 budget.
The Board then agreed to hear from Bookkeeper/Payroll Administrator Rick Milner. Milner added that this is an issue of procedure. This year it has become an issue for the budget is closer than in past years. Milner added that the key to this whole issue is that the money came in to offset the cost but the funds were already spent and the reimbursement cannot increase your budget.
The Board reviewed an email from Tammy Webb, CPA who asked some questions regarding the acceptance of the grant award, whether a public hearing was held under 31:95-b.
Police Department Office Manager Linda Meissner added that she has talked with the prior Bookkeeper Kim Hughes over the years about this money and she always assured Linda that the money would be available to be spent, if we needed it in the budget. The money has always been available at the end of the year; this is not how we have done it in the past. Milner responded that the key is that the money was never an issue for there has always been money available at year end.
Milner asked for the Board to advise him on the proper way to handle this and to start from ground zero. Streeter asked that because this was anticipated funds to fill the shifts he asked to at least move forward to allow the encumbrances and with any grant applications we need to make sure we are doing it right. As soon as a grant application is approved we need to make sure we hold a public hearing. Streeter explained that since this is a multi-year grant he does not want to be held blamed but this has been the procedure in place.
The Board discussed that both departments are acting in good faith and a procedure needs to be established.
Chairman McCarthy motioned to allow the Police Chief’s unanticipated grant funds to offset his budget and to allow the encumbrances from the Police Chief. Second for discussion by Selectman Melvin. Melvin asked what this does to our bottom line. Town Administrator Wrigley stated that there is money in the overall total budget of $261,000 and everyone is ok with their encumbrances. Wrigley added that he had $8,600 left in his budget and he asked for approximately $17,000 in encumbrances. The Police Chief felt he had the funds due to how things worked in the past. Selectman Melvin stated that this will allow him to over expend his budget. TA, Wrigley responded yes and she is not sure what the auditors will have to say; they will look for the motions and public hearings but she is not sure
what happened previously. Chairman McCarthy added that she thinks it was all done in good faith by everyone. Motion passed with Selectman Thayer abstaining.
Chairman McCarthy added that the second motion will be for the Board of Selectmen to work on a policy when we are accepting and expending unanticipated funds and grants. Second by Selectman Thayer. Discussion that each grant process is different and Emergency Management Director Larry Foote explained how his grants have proceeded through the State. Wrigley added that the spending freeze was a good idea but it resulted in many encumbrances at year end. Chairman McCarthy added that lets write a memo to both parties and explain that we understand both sides and no one is wrong and the Selectmen are going to work on making it better with a change to procedure and policy. Motion passed with a unanimous vote.
- Appointments to the Stewardship Committee
- Per RSA 31:95-b to accept and expend a donation of $25 from Patricia Wonson to the Newton Food Pantry
Chairman McCarthy motioned per RSA 31:95-b to accept and expend a donation of $25 from Patricia Wonson to the Newton Food Pantry. Second by Selectman Thayer. Motion passed with a unanimous vote.
- Documents for the Title XIX NH Medicaid Program
The Board signed the documents for the Title XIX NH Medicaid Program
- Accept resignation from Heather Borowy, Recreation Commission member
Selectman Melvin motioned with regret to accept the resignation from Heather Borowy as a member of the Recreation Commission. Second by Selectman Thayer. Motion passed with a unanimous vote.
- Appointments for new Recreation Commission members, Sarah (Sally) Woodman and Marilyn Landry
Selectman Thayer motioned to appoint Marilyn Landry as a member of the Recreation Commission with an expiration date of April 15, 2014. Second by Selectman Melvin. Motion passed with a unanimous vote.
Selectman Melvin motioned to appoint Sarah Woodman as a member of the Recreation Commission with an expiration date of April 15, 2014. Second by Chairman McCarthy. Motion passed with a unanimous vote.
- Announcements
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
The Board signed a request for time off for the Building Permit Clerk.
The Board approved a Veteran’s Credit for Map 004-12-015.
The Board signed the Payroll Manifest for the period of December 30, 2012 through January 12, 2013.
The Board signed the Vendor Manifest in the amount of $101,534.31.
The Board signed a second Vendor Manifest in the amount of $32,574.11.
Chairman McCarthy adjourned the meeting at 7pm.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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