Office of the Board of Selectmen
2 Town Hall Road, Newton, NH 03858
Tel: 382-4405 ext. 10 * Fax 382-9140
NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, APRIL 2, 2013
TIME: 6:30PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
PUBLIC MEETING
- Call to Order, Roll Call Vote
Chairman Thayer opened the meeting at 6:30pm. In attendance were Chairman Raymond D. Thayer, Selectman Charles R. Melvin, Sr., Robert S. Donovan, Jr., Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. The public meeting was videotaped; minutes were transcribed and typed by Office Manager Winglass.
Chairman Thayer motioned to go into Nonpublic Session under RSA 91-A:3 II (c) - Tax Lien Property; (a) - Transfer Station. Second by Selectman Donovan. Motion passed with a unanimous roll call vote.
Chairman Thayer motioned to close the nonpublic session at 7:08pm. 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 Thayer introduced all present and thanked everyone who came out and voted on March 12th. Chairman Thayer thanked Selectman Melvin and Selectman Donovan for their confidence and he accepts the role of Chairman; he added that he has some big shoes to fill, about 150 years of experience. Thayer recommended that the public attend the meetings, watch them on Comcast channel 20 or online at www.newton-nh.gov.
7pm Public Hearing - The Board of Selectmen will hold a Public Hearing per RSA 31:95-b Appropriation of Funds Made Available During the Year. The Town of Newton will accept and expend unanticipated funds in the amount of $15,146.24 from the Federal Emergency Management Agency representing the Federal share of the total approved eligible costs from Disaster: FEMA-3360-EM-NH (Hurricane Sandy). During the incident period high winds and rain from Hurricane Sandy resulted in power loss, downed trees, limbs and debris throughout the Town of Newton. The public is encouraged to attend.
Chairman Thayer opened the Public Hearing at 7:15pm and read the notice as written. Chairman Thayer informed the public that they are welcome to ask questions.
Emergency Management Director Larry Foote explained that this reimbursement is from Hurricane Sandy FEMA-3360-EM-NH which was declared on November 4, 2012. During the incident period beginning October 26th and ending October 31, 2012, the Town of Newton suffered damages to trees and foliage due to high winds and rain. This damage deposited significant amounts of debris on town roads and right of ways, posing an immediate threat to public health and safety. Downed trees and limbs also fell on power lines causing wide spread loss of power.
Foote stated that the town submitted a total of $20,194.98; FEMA reimbursed the town 75% for a total of $15,146.24. At this time we do not have a breakdown on the $15,146.24 tonight and if the Board would like to table this for a couple of weeks then he should have that information. There has been some conflict on where the money is going and we will be working with the auditors. Recently debris removal was approved for this storm therefore we will receive a separate check for reimbursement to the town.
Town Administrator Wrigley explained that funds were expended last year for this storm to include payroll and related expenses. There are other FEMA funds coming in to cover debris removal. Selectman Thayer asked if the funds are going into the Emergency Management Fund. Foote and Wrigley responded that it has been posted under Emergency Management budget for now; only the town owned equipment expense reimbursement will go to the new Emergency Management fund. Foote explained that he is currently working on a snowstorm named NEMO and an addendum to Hurricane Sandy for debris removal. Foote added that he will be back at a future meeting to give the Board an update.
Resident Sandy Estabrook asked if the town could have used RSA 31:5-a, which is distribution of disaster funds. After a review of the RSA it was determined that RSA 31:5-a requires a Town Meeting vote and follows a major disaster.
Chairman Thayer motioned to accept the check in the amount of $15,146.24 for the Federal Share of the total approved eligible costs from disaster Hurricane Sandy. Second by Selectman Donovan. Discussion: Town Administrator Wrigley asked the Board to accept and expend under RSA 31:95-b for wherever it shall be applied. Selectman Thayer amended his motion to read to accept and expend under RSA 31:95-b the check in the amount of $15,146.24. Selectman Donovan seconded the amendment. Motion passed with a unanimous vote.
Chairman Thayer motioned to close the Public Hearing at 7:29pm.
7:15pm - Interview RMON Networks for the Computer Support and Managed Information Technology Services
Office Manager Mary Winglass and resident Diane Morin have been working on the bid comparisons and recommended an interview with RMON Networks. The Board reviewed a memo from Winglass and Morin with excellent recommendations received from the company reference checks.
Timothy Howard, RMON Networks was present to review the quote he submitted to the town for computer support and managed information technology services. Howard explained that he works with the Town of Plaistow, Danville, Sandown and recently acquired Littleton. He has been in business for 11 years and is located near the new library across from the Carriage Towne Plaza about 10 minutes away.
Resident Diane Morin asked questions on behalf of the town regarding backups and disaster recovery for the server, laptops and desktops. Backups will all go through the server; RMON Networks has seven technicians with a full service desk. There is no charge to complete the initial network audit; since the bid is for unlimited onsite and remote services all the town would need to do is call the office phone and if after hours there is a technician on call. RMON offers a team approach with no hidden fees. Additional charges are for special projects such as a rebuild of the network.
RMON Networks bid offered two options for a term of 12 months:
Option 1 - Unlimited service support. Monthly cost: $1,060 (Annual Cost: $12,720)
Option 2 - Block of 75 hours. Monthly cost: $850 (Annual Cost: $10,200)
Both Winglass and Morin recommend Option 1 due to not have a clear understanding of the Town Hall computer needs and gives us unlimited service during this transition. Both options include a IT Plan for a 3 to 5 year period which will be helpful as we move forward.
Resident Sandy Estabrook asked if this is covering all departments or just those in the Town Hall. Chairman Thayer responded that it covers the computers in the Town Hall and includes Conservation, Welfare Agent, Fire Department and Emergency Management. Basically the contract covers every department except the Police Department and Library. Diane Morin will speak with the Library Trustees about the option of adding onto the RMON contract.
Town Clerk/Tax Collector Mary Jo McCullough asked if the plan is to revise the backup procedure that is used now which requires the use of a USB Thumb Drive to backup each computer. It is very inefficient and there has got to be a better way. Howard responded that backups should go through the server and will take a look at the system network.
Town Administrator Nancy Wrigley asked Tim to explain the difference between a workstation and a server. Tim explained that a workstation serves that one station only where a server connects to multiple stations; users are granted rights to use the information and holds all the documents for the town.
Town Administrator Wrigley responded that she is not sure; it may be set up as a server. Tim responded that they will determine how things are run during the initial audit. Wrigley added that we do not have a server; we have a workstation that backs up the Avitar data. Wrigley responded that we have no money so we do with what we have and continue on but it is not a server, we just call it a server.
Tim Howard explained that his company is working on a three year lease program for a server available to his clients. This lease option allows his clients to purchase the server at the end of three years for $1 or start a new lease option. This allows his clients to stay up to date with technology as it advances for a fixed monthly cost. RMON only offers this option under a three year IT Service contract.
Chairman Thayer motioned that we sign a contract with a term of one year with the option to extend for another year and if the number of devices increased or decreased after the 1 year period and the town chooses to extend the contract, we would adjust the contract accordingly. This is a fixed monthly cost - Option 1 in the amount of $12,720 per year/$1,060.00 per month which is less than what we are paying now. This was not the lowest bid but most complete for the Town and is less than what we are paying now. Second by Selectman Melvin. Motion passed with a unanimous vote.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
- Selectmen’s Public Meeting minutes dated March 5, 2013 and March 13, 2013
- Selectmen’s Nonpublic Meeting minutes dated January 29, 2013, February 2, 2013, February 5, 2013; February 19, 2013, March 5, 2013 and March 13, 2013
Chairman Thayer motioned to accept the Selectmen’s Public Meeting minutes dated March 5, 2013 and March 13, 2013 and the Selectmen’s Nonpublic Meeting minutes dated January 29, 2013, February 2, 2013, February 5, 2013; February 19, 2013, March 5, 2013 and March 13, 2013 as written. Second by Selectman Melvin. Motion passed with Selectman Donovan abstaining.
- Scheduled Business
- Cont Selectmen’s Reorganization and Selectmen Bylaws
The Board discussed the state requirement to have an ex-officio for the Conservation Commission, Planning Board and Recreation Commission. Selectman Melvin felt that each department should have a Selectman representative and would like the Police Department, Transfer Station and Planning Board.
Selectman Donovan talked about how some departments do not want department liaisons. The Board decided to ask the department heads to come in to talk to the Board to find out if they are in need of a liaison.
Resident Sandy Estabrook questioned what is the position of the liaison. They are the go to person to represent them when they have something concerning them. Liaisons to the Planning Board, Conservation Commission and Recreation Commission follow State Statute and are a voting member.
Diane Morin spoke on behalf of the Cable Committee stating that the committee works well with Office Manager Winglass as their liaison. Recreation Commission would like to continue as status quo.
The Board tabled this discussion until April 16th and if anyone is unable to attend the meeting they can put it in writing.
- Request from Transfer Station Manager Re: Holiday pay
The Board reviewed a request from interim Transfer Station Manager Tom Difalco asking for the Board to consider paying a fifth employee for Easter Sunday when the employee was not scheduled to work. The Board discussed that they made this decision before the holiday and the schedule had been complete for that period.
Chairman Thayer motioned not to pay this employee for Sunday. Second by Selectman Donovan. Motion passed with a unanimous vote.
- Cont review of Security Team Surveillance Project at Transfer Station
Office Manager Winglass informed the Board that she spoke with Security Team regarding the networking and their response was that all locations have a cost of $125 per hour. The Board asked to put this on hold and have Office Manager Winglass contact the company to let them know that they do not feel that there should be a cost for turning on the monitor at the Transfer Station for otherwise the equipment is useless; it should be included in the cost of the equipment. The Board is willing to pay for networking at the Town Hall and Police Department only.
- Recreation Commission Re: Spring Fling, Parade, Town Day and Grand Marshall
Recreation Commission Secretary Diane Morin first talked about the next scheduled Recreation meeting on Monday, April 8th. Morin then introduced Recreation Vice Chair Jessica Brazier. Brazier talked about ideas that she has such as an Easter Egg Hunt and then a Spring Fling on May 4th after the opening Baseball game at Greenie Park. Due to time constraints these ideas will be tabled until next year.
Chairman Thayer gave an update on the parade for he has been in contact with the governor’s office, counselors, state and house representatives to invite them to participate in the parade and is working on the Grand Marshall.
Diane Morin added that the horses will not be part of the parade this year nor all the big trucks for our route is not long and the cost is too much.
Morin and Brazier asked the Board for input regarding a Fall Fair. Last year the Fall Fair was part of the 5K PTO road race and was a successful day. Morin asked if the Selectmen would like to see the town run it with the PTO or if you want to have a separate town day. Morin added that she does not need an answer today but to think about it; no matter how it is held this year she asked the Board to help get the town departments and committees involved in the event this year.
- Cont review of Voucher System
Town Administrator Wrigley prepared a resident list for the 2013 voucher program. The voucher expiration is December 31, 2013 and the Transfer Station employees are to keep track of the vouchers in order to determine the success of the program.
The Board asked for the voucher to stand out more so that residents do not throw it away this year by accident.
Selectman Melvin motioned to approve the Voucher program list as written effective April 2, 2013. Second by Chairman Thayer. Motion passed with a unanimous vote.
- Review Emergency Personnel Contact Protocol
The Board made some changes to the Emergency Personnel Contact Protocol list.
- Announcements
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
- The Board decided to hold another site walk at the Transfer Station on Saturday, April 6th at 1pm.
- The Board signed an abatement for Map 005-06-13-7
- The Board signed a Current Use Land Use Change Tax Collector’s Warrant in the amount of $6,800 for Map 004-06-3-15
- The Board signed an application for Veteran’s Credit for Map 004-06-002
- The Board signed a Report of Appropriated Funds voted at Town Meeting, March 12, 2013
The Board signed a Welfare Manifest in the amount of $461.00
The Board signed a NH Retirement System Certification Form
The Board signed a request for vacation time for Leonard Beauvais.
The Board signed a Vendor Manifest in the amount of $117.00 dated 4/2
The Board signed a Vendor Manifest in the amount of $88,119.11 dated 4/1.
Selectman Melvin showed the Board a copy of the lettering for the Fire Chief’s new command vehicle. Apparently it is to be lettered tomorrow and Melvin felt that the vehicle should be lettered more than what is proposed by the Chief. The Board felt that there is a limited amount of lettering proposed on the command vehicle and it should have a better design. The Board agreed to have Selectman Melvin contact Fire Chief Ingalls to cancel the lettering tomorrow in order to come up with a better design.
Selectman Thayer adjourned the meeting at 9:24pm.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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