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January 29, 2013 Board of Selectmen Minutes
NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, JANUARY 29, 2013
TIME: 6PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD

PUBLIC MEETING

  • Call to Order, Roll Call Vote
Chairman McCarthy opened the meeting 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 Winglass.

  • Pledge of Allegiance
  • Introduction of Guests
  • Approval of Minutes (Review prior to meeting)
  • Scheduled Business
PUBLIC HEARING ON PROPOSED WARRANT ARTICLE
In accordance with RSA 41:8-b & c, notice is hereby given to all residents of Newton, New Hampshire, that a Public Hearing will be held on Tuesday, January 29, 2013 at 6pm at the Newton Town Hall to discuss the proposed change in the size of the board of selectmen.  A petition warrant article was submitted to the Selectmen’s Office on January 7, 2013 for this purpose and will appear as warrant article #10 on the 2013 Ballot. The public is encouraged to attend.

Chairman McCarthy opened the Public Hearing at 6:03pm.

Present were residents EMD Larry Foote, Sandy Estabrook, member of the Planning Board and Trails Committee Chairman, Bill Landry, Cemetery Trustee and Historical Society.

Chairman McCarthy informed the public that due to RSA 41:8-b & c, the Board decided to hold this hearing even though we already had a public hearing on all warrant articles on January 14th and January 15th per RSA 32:5.  Chairman McCarthy read RSA 41:8-b & c.

The Board discussed that if this article passes it will change the structure of the Board of Selectmen and take effect starting in 2014, the additional two Selectmen will be voted at the 2014 Town Meeting and will add additional funding next year.  Benefits for approving the article will help reduce the number of canceled meetings for three members would constitute a quorum and with more members it will be easier to fulfill the liaison positions to other departments, committees and commissions.  Additional members will be able to help the office staff with research and work on policies.   

The Board talked about if this article passes the effective date and how the newly elected positions are staggered.  See RSA 41:8-e

41:8-e Effective Date and Manner of Increase or Decrease. – If a town votes to enlarge or to decrease its board of selectmen the change does not take effect in either case until the first annual meeting following the meeting at which the questions were acted upon. If the town votes to enlarge the board to 5 members, at the first annual meeting following the meeting when the action was taken the town shall elect 2 members for a 3-year term and one member for a one-year term. At the next succeeding annual meeting 2 members shall be elected for a 3-year term, at the next following annual meeting one member shall be elected for a 3-year term, and at succeeding annual meetings members shall be elected to fill the vacancies regularly occurring. If a town votes to decrease its board to 3 members, at the annual meeting following the meeting at which it so voted, the terms of office of all members of the board of selectmen shall end and the town shall elect 3 members of the board of selectmen, one for one year, one for 2 years, one for 3 years and at all succeeding annual meetings shall elect a member to the board for a 3-year term.
Find out how that is handled.  

Chairman McCarthy closed the public hearing at 6:10pm.

  • Announcements
  • Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
The Board signed a Vendor Manifest dated January 29, 2013 in the amount of $765,990.35.  The Board questioned a bill from IT Consultant Sylvania Maddock in the amount of $1,960.00.  Town Administrator Wrigley explained that the town needs to keep moving forward with the year-end, backups, newer software on the server so she can check problems from home.  Sylvania works on the Town Report and is also currently working on purchasing a computer for the Bookkeeper to install the new software.  

Selectman Thayer motioned that before Sylvania Maddock, IT Consultant does any work it has to go through the Board of Selectmen.  Second by Selectman Melvin.  Motion passed with a unanimous vote.  The Board discussed that this makes sense for we do not have a contract anymore.

Town Administrator Wrigley responded that the Town Report is a large document and Maddock has always assisted her with this project.  Resident Sandy Estabrook talked about using Microsoft Help to help configure the document.  The Board discussed that Maddock should be on call and used when needed.  Resident Bill Landry questioned that when things go array, are the department heads to get approval before contacting Maddock.  The Board discussed that department heads are to contact Town Administrator Wrigley when they need something fixed.  Wrigley responded that the Board is tying her hands and she does not understand the problem nor does the Board understand what she does.  Chairman McCarthy responded that she has done some research and we are paying higher rates than other surrounding towns and the budget is much higher.  

Selectman Melvin motioned to sign the Vendor Manifest dated January 29, 2013 in the amount of $765,990.35.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

The Board discussed the chain of command; department heads are to contact Wrigley and then Wrigley will keep the Board updated on what IT work is necessary.  The Board asked for this item to be on the next agenda to discuss a half year contract for now while preparing a RFP for this service.  Chairman McCarthy added that this issue started last year when the town’s IT Consultant was asked for a certificate of insurance and that became an issue.  Chairman McCarthy added that when checking with other town’s every IT Consultant provided a certificate of insurance.

  • The Board signed a Payroll Manifest dated 1/28/2013.
  • The Board signed a requisition from the Police Department for reimbursement for five firearms unaccounted for in the Police Department inventory.    
Chairman McCarthy motioned to approve the requisition from the Police Department for five firearms accounted for in the police department inventory in the amount of $1,965.00.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

  • The Board reviewed requisition #2386 from the Fire Department for repairs to Rescue 1 by Mahoney & Sons in the amount of $2,729.14.  A discussion took place regarding the cost and Selectman Melvin felt that the Fire Department should look at using a repair shop in Newton, which would be substantially cheaper.  
Chairman McCarthy motioned to approve requisition #2386 from the Fire Department for repairs to Rescue One in the amount of $2,729.14.  No second.  The Board asked for Fire Chief Bill Ingalls to come in to explain his reasoning for using Mahoney & Sons and the regulations surrounding repairs to public service vehicles.

  • Requisition #2298 was signed by the Board of Selectmen for the removal and replacement of the existing oil tank into another building onsite; the temporary placement of pre-cast slab and the new oil tank and to set pre-cast pad and new oil tank on a 6” stone base.
Chairman McCarthy motioned to approve the Transfer Station requisition #2298 in the amount of $600 to Eastern Seaboard Concrete Construction.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

  • Regional Selectmen’s Meeting on March 20, 2013 in Kingston.
  • The Board signed the terms and objectives of the engagement and the nature and limitation of the services provided to the Town of Newton from Auditors Vachon and Clukay.  Selectman Thayer asked why we do not go out to bid for this service.  Town Administrator Wrigley responded that this auditing firm has been with us for many years and knows the town’s equipment and software.
  • Emergency Management Director Larry Foote handed out an informational form regarding training for working in a Mass Casualty Family Assistance Center.
  • Emergency Management Director Larry Foote discussed the need to prepare the final documentation to FEMA for Hurricane Sandy.
  • Emergency Management Director Larry Foote informed the Selectmen that he would like the approval of the Board to put in for a grant for the Fire Suppression System at the Town Hall.  The Board granted Foote permission to move forward with the EMPG (Emergency Management Performance Grant) paperwork in the amount of $110,000 for the fire suppression system for the shelter at the Town Hall.
Nonpublic Session under RSA 91-A:3 II (a) - Personnel

Chairman McCarthy motioned to go into Nonpublic Session under RSA 91-A:3 II (a) - Personnel.  Second by Selectman Thayer.  Motion passed with a unanimous roll call vote.

Chairman McCarthy motioned to close the Nonpublic Session at 8:02pm.  Second by Selectman Melvin.  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;

Chairman McCarthy motioned that Thomas Difalco receive an increase based upon a job description of Acting Transfer Station Manager at Grade XVII, step 3, $17.29 per hour effective today.  Second by Selectman Melvin.  Motion passed with a unanimous vote.

Selectman Melvin motioned that Bonnie Burnham receive an increase to Grade XI, step 7, $14.24 as the Acting Assistant Manager effective today.  Second by Selectman Thayer.  Motion passed with a unanimous vote.

Chairman McCarthy closed the public meeting at 8:04pm.  

                                                        Respectfully Submitted,


                                                        Mary B. Winglass, Office Manager