NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, JULY 16, 2013
TIME: 6PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
PUBLIC MEETING
- Call to Order, Roll Call Vote
Chairman Thayer opened the meeting at 6:50pm. 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 Deeding; (a) - Performance Evaluation. Second by Selectman Melvin. Motion passed with a unanimous roll call vote.
Chairman Thayer motioned to close the nonpublic session at 7:05pm. 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;
- Send a registered letter to the owner of 163 South Main Street requesting that he attends the Board of Selectmen meeting on August 20, 2013.
- to record the deed for 74 Smith Corner Road as soon as possible.
- to give Justin Winsper a 2.5% merit increase retroactive to his six month probationary period.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
- Selectmen’s Public Meeting minutes dated May 21, 2013, June 4, 2013 and June 6, 2013
Chairman Thayer motioned to accept the public meeting minutes dated May 21, 2013, June 4, 2013 and June 6, 2013 as written. Second by Selectman Melvin. Motion passed with a unanimous vote.
- Selectmen’s Nonpublic Meeting minutes dated May 21, 2013 and June 4, 2013
Chairman Thayer motioned to accept the nonpublic meeting minutes dated May 21, 2013 and June 4, 2013 as written. Second by Selectman Melvin. Motion passed with a unanimous vote.
- Scheduled Business
- Appoint John Neveux as a member of the Recreation Commission
Chairman Thayer motioned per a letter of recommendation from the Recreation Commission to sign the appointment for John Neveux as a member of the Recreation Commission with a term to expire on April 15, 2016. Second by Selectman Melvin. Motion passed with a unanimous vote.
- Letter to Conservation Commission asking to dissolve the Trails Committee
The Board reviewed a letter from the Recreation Commission to the Conservation Commission asking to dissolve the Trails Committee.
- Cont review of Permanent Part Time Vacation Schedule
Town Clerk/Tax Collector Mary Jo McCullough was present and asked the Board to make a decision for this item has been on the table since June 4, 2013.
Chairman Thayer stated that he has a problem with the proposed PTO schedule for it is not being fair to everybody. It was discussed that the proposed schedule is for all permanent part time employees who work 25 or more regularly scheduled hours per week. Employees will benefit from this proposal as they enter the (5) five year mark working for the town.
McCullough added that we are asking for the vacation schedule to be changed to PTO - Paid Time Off and a change to the eligibility in days. Not an increase in hours, or in pay, or in the budget.....just additional paid days off.
Selectman Melvin agreed with the proposed change to PTO, take out vacation. Selectman Donovan agreed to revise the eligibility in days to include an increase of (1) day to the 1-4 years of service and keep the proposed 5+ years of service change allowing for (2) additional days per category.
Selectman Melvin motioned to update the town’s Personnel Policies and Procedures for Permanent Part Time Employees to change it from vacation to Personal Time Off (PTO). Under Years of Service - .5-1 year = (2) eligible days; 1-4 years=(5) eligible days; 5-6 years=(7) eligible days; 7-8 years=(8) eligible days; 9-10 years=(9) eligible days; 11-12 years=(10) eligible days; 13-14 years=(11) eligible days; 15 & over=(12) eligible days. Effective date of July 16, 2013. Second by Chairman Thayer. Motion passed with a unanimous vote.
- Review quotes for Selectmen’s Office Door Buzzer
The Board reviewed quotes for a door buzzer on the Selectmen’s Office door. Chairman Thayer stated that he feels it is a waste of money and does not feel that Office Manager Winglass needs a buzzer. A discussion took place that there are employees going in and out of the office when Winglass is not in the office,
Town Clerk/Tax Collector McCullough added that she is aware of who is coming and going in the building. The only people that go into the Selectmen’s Office have business and it cannot be done at the window. The office is used by departments that do not have an office. If you buzzer one office then you need to buzzer every office; sounds like there is something else going on.
Selectman Melvin stated that the office is missing a nonpublic file, a particular file that only a few knew where the file was located.
McCullough responded then you need to let the employees know that it is unacceptable to enter the office without Winglass’s knowledge but to put a buzzer on her door is wrong. Sending the department heads out to the hallway to conduct business or stand at the window is wrong.
Town Administrator Wrigley added that the offices that do not have windows would not need a buzzer.
Selectman Donovan and Chairman Thayer stated they are not in favor of installing a buzzer. Due to the missing file, the Selectmen did limit the number of keys issued to personnel. Wrigley added that she is concerned with the vault for we need to keep it closed at all times.
The Board agreed that no one should be in the office when Wrigley or Winglass are not in the office. No one should be in there other than during normal business hours. We have taken steps to make it more secure and hope not to have any more of these issues. Winglass added that she will be more attentive to making sure the door is locked if she is not within site distance of the office. At this point only the Selectmen, Town Administrator and Office Manager have a key to the office.
- Cont review of Impact Fee Update
The Board reviewed the proposed Impact Fee Assessment Schedule. The schedule has a maximum fee, a 10% and 20% discounted fee. Selectman Melvin added that he is in favor of the maximum fee schedule.
Selectman Melvin motioned to change the Impact Fee Assessment Schedule to the maximum fee. Second by Chairman Thayer. Discussion: Donovan questioned the reduced fee for manufactured housing which is well below the single family detached fee. The impact from a three bedroom manufactured home is the same from a single family detached home. Selectman Melvin rescinded his motion. Selectman Donovan rescinded his second.
The Board asked Town Administrator Wrigley to contact Bruce Mayberry for a clarification on manufactured housing.
- Review Invitation to Bid for Security Fence
The Board approved the wording on the bid documentation for a security fence at the Transfer Station.
- Per RSA 31:95-b to accept and expend unanticipated funds to the Newton Food Pantry from the Newton Historical Society in the amount of $106.00
Chairman Thayer motioned per RSA 31:95-b to accept and expend unanticipated funds to the Newton Food Pantry from the Newton Historical Society in the amount of $106.00. Second by Selectman Donovan. Motion passed with a unanimous vote.
Town Administrator Wrigley informed the Board that when the Historical Society holds their presentations they have a voluntary collection. Whatever they take in the collection they match it and donate it to the Food Pantry to help the less fortunate. Wrigley wanted to explain what the Historical Society is dong for Newton. Selectman Melvin added that they certainly have come a long way.
- Cont review of Town Wide Radio/Repeater System Test Analysis Results
Police Chief Lawrence Streeter was present to answer any questions the Board may have regarding the test results. Basically there are no dead spots in town. This all has to do with a common communications effort taking place over the past several years. We now have a secure radio frequency, site on the cell tower which has been provided to us for nothing and a repeater system with no dead spots in the community. Streeter added that he has been working with Road Agent Mike Pivero looking at a radio system throughout the town. This would include the Selectmen’s Office to the Emergency Management, Code Enforcement, and Town Beach on a day to day basis. Emergency Operation Center would take over the radio system and dispatch from the radio when there is an emergency in town.
During past emergencies in town, there were departments out doing business and other departments had no idea as to what was going on. Selectman Donovan suggested that we invite Pivero in and talk to him about this option. Streeter added that the Lifeguards would have a radio to use; the Selectmen’s Office, as the center of complaints coming in on a day to day basis, would also have a radio on hand. This type of system is typically how it is done in most towns and allows for a central means of communication. The Board asked to invite Road Agent Mike Pivero to the August 20th Selectmen’s Meeting to discuss this option.
- Accept resignation from Officer Sabato LoRusso
Selectman Donovan motioned to accept Officer Sabato LoRusso’s resignation as of June 21, 2013. Second by Chairman Thayer. Motion passed with a unanimous vote.
- Sheriff’s Dept Communications Upgrade and Proposed User Fee
Police Chief Streeter was present to discuss his correspondence to our State Representative and the County Commissioner with concerns regarding the proposal of charging police and fire per capita fee for communications to the County Dispatch Center. The towns surcharge would be $6,904.50 and the County Commissioners have requested/suggested establishing this fee for recommended communications upgrades to the County Dispatch Center.
Streeter added that he feels that these upgrades should have been anticipated by the County for technology changes every day. To replace tired and outdated equipment did not occur overnight and should have been anticipated as a capital improvement for dispatch needs.
Additionally the proposed “user based” formula excludes communities that maintain their own public safety dispatch centers. Streeter explained that his thought is that the dispatch center would need to exist even if it just supported the Sheriff’s Department which supports all the communities within the county. Therefore all communities should share in the costs.
- Review of requisition recommended by the Police Department
The Board asked for Chief Streeter to meet with them regarding a requisition for heat and air conditioning unit for the training room and armory at a price of $5,525.00. The Board questioned why the town policy was not followed that requires any purchase over $3,500 to go out to bid.
Streeter apologized for not submitted a requisition initially. For a year and a half as the clerks of the works at the Police Station there have been occasions when he has gone over the purchase policy but has covered all costs within his budget.
The purchase is part of the initial plans of the department and was donated by the Bearce Family in the amount of $24,000. David Heating and Cooling was used because they provided and installed the initial system and the Chief thought it would be prudent to maintain consistency of both product and professional familiarity.
The Board signed the requisition per the recommendation of the Police Chief.
- Review Household Hazardous Waste bids
Office Manager Winglass explained the bid comparison to hold a one day Household Hazardous Waste event in town for residents only. After reviewing the bids, the comparison showed the initial setup cost was lower from Clean Harbors and included additional technicians on hand. The second bid from Tradebe Environmental Services offered reduced fees on some hazardous materials. The Board felt that they have worked with Clean Harbors for a few years and know they are professional and felt that the additional technicians are important to have on hand for such a busy event. The Board decided to hold the event on a Saturday in September.
Selectman Donovan motioned to accept the Household Hazardous Waste bid from Clean Harbors and do it on a Saturday in September. Second by Selectman Melvin. Motion passed with a unanimous vote.
- Announcements
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
- The Board signed the Payroll Manifest for the period of June 30, 2013 through July 13, 2013.
- Selectman Melvin motioned to sign the Vendor Manifest dated July 15, 2013 in the amount of $45,990.23. Second by Selectman Donovan. Motion passed with a unanimous vote.
- The Board signed a Department of Revenue PA-28 Inventory Form
- The Board signed requisition #2417 from the Recreation Commission to have Zoo Creatures from Plaistow to have at the Town Day in September in the amount of $350.00.
- The Board signed requisition #2371 from the Fire Department for a set of gear in the amount of $1,672.61. The Board questioned what is done with the used gear and talked briefly on ways the members could contribute to the cost.
- The Board signed a requisition from the Police Department for repair work on the 2008 Chevy Impala in the amount of $1,522.58
- Adjourn
Chairman Thayer closed the meeting at 9:14pm.
Respectfully Submitted,
Mary B. Winglass, Office Manager
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