NEWTON BOARD OF SELECTMEN
DATE: WEDNESDAY, MARCH 13, 2013
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 4:36pm. In attendance were Chairman Trisha J. McCarthy, 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.
Selectman Raymond D. Thayer was not present.
Chairman McCarthy motioned to go into Nonpublic Session under RSA 91-A:3 II (a) & (c) - Personnel. Second by Selectman Melvin. Motion passed with a unanimous roll call vote.
Chairman McCarthy motioned to recess the nonpublic meeting at 5:40pm until tomorrow at 10AM. Per a unanimous roll call vote, the minutes of the meeting will be kept confidential until in the opinion of the majority of the members, the circumstances no longer apply.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
- Selectmen’s Public Meeting minutes dated January 15, 2013, January 29, 2013, February 2, 2013, February 5, 2013, February 13, 2013 and February 19, 2013
Selectman Melvin motioned to sign and approve the Selectmen’s Public Meeting minutes dated January 15, 2013, January 29, 2013, February 2, 2013, February 5, 2013, February 13, 2013 and February 19, 2013. Second by Chairman McCarthy. Motion passed with a unanimous vote.
- Selectmen’s Nonpublic Meeting minutes dated January 29, 2013, February 2, 2013, February 5, 2013 and February 19, 2013
The nonpublic minutes were not reviewed,
- Scheduled Business
- Review bids for Computer Support and Managed Information Technology Services and Gale Library Fire Escape
Bids for Computer Support and Managed Information Technology Services
Office Manager Winglass informed the Board that she has been in contact with a few of the companies for clarification. Winglass asked the Board if they have any issues with consulting with resident Diane Morin who is willing to review the bids and work with Winglass on a spreadsheet. The Board agreed to have Morin consult with Winglass on this project.
Town Administrator Wrigley asked the Board for permission to have IT Consultant Sylvania Maddock to complete the setup for the Bookkeepers computer in order to move forward with the new bookkeeping software in April. The Board agreed to have Maddock complete the setup work on the Bookkeepers new computer.
Bids for Gale Library Fire Escape
The Board reviewed an email from Chief Building Official Ron LeMere recommending the Board to consider the proposal to renovate the fire escape at the Gale Library from Target New England Historical Restoration, Alton, NH for a price of $2,760.00. The renovation approach would allow us to continue the use of the second floor until this staircase can be replaced. If no action is taken then we may have to discontinue the use of the second floor.
The Board reviewed an email from Fire Chief Bill Ingalls asking if we have worked with a structural engineer to inspect the integrity of the structure. Office Manager Winglass responded that she spoke with the Chairman of the Gale Library Trustees Marilyn Landry about moving forward with the renovation to keep the second floor open. Landry agreed and will speak with the Trustees about completing the renovation for now and will then look into an inspection from a structural engineer.
Selectman Melvin motioned that we hire Target New England Historical Restoration from Alton, NH in the amount of $2,760.00 for the fire escape at the Gale Library to be paid from General Government Buildings budget. We need a certificate of insurance on file before any work is done. Second by Chairman McCarthy. Motion passed with a unanimous vote.
- Review proposed video surveillance system construction project
The Board discussed that they completed a site walk at the Transfer Station on Monday with Derek Swanbon from Omni Security Systems, Inc. to discuss their proposal. The networking would configure a computer at Town Hall, Police Department and a monitor at the Transfer Station. The Board asked Derek for a revision to the system and decided to wait until newly appointed Selectman Robert Donovan, Jr. has a chance to review and have input. The Board talked about the need for additional lighting at the sand/salt shed and a separate entrance to the sand/salt shed area.
- Communications Policy and Procedure
Chairman McCarthy gave notes/suggestions that she made to the Town Personnel Policies for the Board to review with changes to the bereavement section, emergency personnel regarding emergency situations, probationary period and the need to add paid administrative leave.
With Selectman Thayer not in attendance, the communications policy and procedure was tabled. Selectman Melvin stated that he spoke with Rick Milner, Bookkeeper/Payroll Administrator to let him know that this will not be discussed tonight.
- Announcements
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
The Board signed a 2013 Elderly Exemption for Map 7-2-1-14 approved by the Board of Selectmen.
Rick Milner, Bookkeeper/Payroll Administrator left for the day without giving the Selectmen’s Office the Payroll Manifest. The Board stated that Milner needs to make sure the Manifests are in the office for the Board’s approval. Wrigley was able to get the payroll manifest from the Bookkeepers office.
The Board talked to Wrigley about Rick Milner’s hours at 30 hours for Bookkeeper/Payroll Administrator and 9 hours for Planning Board. Selectman Melvin asked Town Administrator Wrigley to get a schedule from Milner for he should not be doing work for the Bookkeeper and Planning Board at the same time. He should have a clear schedule and then Milner will not be interrupted. Wrigley responded that we have the public coming in, calls and the employees sending them to him; Selectman Melvin responded that employees should not be doing that and with a clear schedule this would not happen. Milner told Wrigley that he is here for customer service and as long as he is documenting his time she felt this schedule was working for how is he to turn people away and ask them to come back another time. The Board responded
that the public is going to have to learn; Chairman McCarthy responded that she had to do it when working as interim Bookkeeper/Payroll Administrator. McCarthy added that if you are not firm then it makes it harder to focus on the task. McCarthy added that today Milner was going back and forth with the Building Department working on Planning Board and no one was here. Wrigley added that employees are saying I do not know how he is getting his work done; Wrigley stated that he is getting his work done and in Wrigley’s opinion she is the overseer of Milner not anyone else. Everyone needs to do their own job, she has talked to Milner and they are good with the schedule. Wrigley told the Board that Milner is documenting his time in 15 minute increments if he is working on Planning Board while in the Bookkeepers office and she trusts him. Selectman Melvin responded that this has nothing to do with trust, he trusts Milner but does not want one
job to disturb the other. Wrigley added that since the jobs pay two different rates then Milner needs to separate the jobs and he is doing that on him time sheet. Milner told her that he is customer service and will not turn anyone away. Selectman Melvin responded that he just wants Milner to be able to do his Bookkeeping job without interruption. Wrigley responded that Milner shuts his door when he does not want to be interrupted. Wrigley added that we all have to do that, we work for the public. Selectman Melvin reiterated that Milner should not be bothered with Planning Board while working as Bookkeeper. Wrigley responded that if a call comes in with a five minute question or Jim Doggett comes by regarding a Planning Board meeting he will not turn them away and say that he cannot talk to them. Selectman Melvin added that if he has a schedule then he would have control; Chairman McCarthy agreed perception is everything.
Selectman Melvin stated that if there are hours advertised then it would be clear and convenient for him. If we start a schedule now, the web now says Planning Board hours are Tuesday 12pm to 4pm and Thursday 3pm to 8pm available to the public Selectman Melvin responded that we are not trying to micromanage him but set a schedule so he is not disturbed doing one job or the other at the same time. Wrigley responded that she will talk to Milner about it; Selectman Melvin added that if Milner has any questions to contact him.
The Board signed the payroll manifest dated March 15, 2013.
Resident Dan Dodson asked to speak based upon sitting in on the Selectmen’s meetings and wanted to say thank you to Trisha McCarthy. Being a Selectman is a difficult job and he has watched the meetings and you have put yourself out there and he is impressed for the work done in this little town. From Dodson perspective it is a great loss based upon the work that McCarthy has done. McCarthy thanked Dodson for his kind words and will miss working as a Selectman.
Chairman McCarthy motioned at 6:38pm to recess the meeting until 10am tomorrow morning. Second by Selectman Melvin. Motion passed with a unanimous roll call vote.
Chairman McCarthy motioned to reconvene the meeting on March 14, 2013 at 10:06AM. Second by Selectman Melvin. Motion passed with a unanimous vote.
Selectman Melvin motioned to reconvene the nonpublic meeting under RSA 91-A:3 II (a) & (c) - Personnel. Second by Chairman McCarthy. Motion passed with a unanimous roll call vote.
Chairman McCarthy motioned to close the nonpublic meeting at 11:04AM. 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.
Chairman McCarthy closed the public meeting at 11:05AM.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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