NEWTON BOARD OF SELECTMEN
DATE: MONDAY, AUGUST 12, 2013
TIME: 5:30PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
PUBLIC WORK MEETING
- Call to Order, Roll Call Vote
Chairman Thayer motioned to open the meeting at 5:37pm. 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 Winglass. Meeting minutes were transcribed and typed by Office Manager Winglass.
Chairman Thayer motioned to go into Nonpublic Session under RSA 91-A:3 II (c) - Fire Department & Emergency Management. Second by Selectman Donovan. Motion passed with a unanimous roll call vote.
Chairman Thayer motioned to close the nonpublic session at 6:35pm Per a unanimous roll call vote, the minutes of the nonpublic session will remain confidential until in the opinion of the majority of the members the circumstances no longer apply except to announce the following;
- All departments are to use the Biweekly Time Sheet and they are to include in the notes section a summary of their daily activities. The Board asked to send an email to all departments with this information. The Fire Department will start using the biweekly time sheet starting next month.
- To make public the discussion with the Emergency Management Director as follows;
Payroll - Emergency Management Director - Town budget only
Emergency Management Director Lawrence Foote was present and the Board asked him about his timesheet and what he is doing under planning and admin each week. Foote’s timesheet is between 8 to 10 hours each week and states planning and admin and the Board asked what this entails.
Foote explained that he is staying proactive versus reactive with research, emails, communication with the state, working websites that he goes on regularly to review information, NIMS compliance, working with the schools in town, training and reviewing a briefing book from the State on what EMD’s are to be doing. Next month is National Preparedness month through FEMA. All this is in preparation of an emergency with 80% of the work proactive, 20% reactive. Foote added that he has put in for planning and admin since he started in 2008.
The Board explained that they are trying to find out what everyone is doing; they talked to two other department heads tonight. The Board told Foote to keep his hours between 7 and 10 hours per week and write a brief statement on the work performed during that time. Foote explained that once his budget runs out then he puts in his time for free.
A brief conversation took place on the gas paid out for the EMD vehicle this year. Foote responded that most of it was NEMO storm related and his trip to a conference in Maine his year. The Board talked about putting the mileage on the gas slips.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
- Scheduled Business
- Review Vehicle Policy as amended by the Fire Department
Fire Lieutenant Jeff Gersbach and Fire Chief Bill Ingalls were in attendance to review and answer questions on the amended vehicle policy.
The purpose of the policy is to set forth guidelines under which Town vehicles will be authorized to Town personnel and the guidelines under which Town vehicles may be operated and used.
Only a couple of amendments were proposed by the Fire Department and after discussing it a final policy was agreed by all parties. The Board asked Town Administrator Wrigley to ask the town insurance carrier the town’s liability if a member of the Fire Department uses his own vehicle to respond to a call. We know the employee would be covered but what is the town’s liability with a non-employee in the vehicle, who would be responsible. Wrigley to check into identifying what coverage does and does not exist.
Vehicle Mileage Logs must be completed by the user after each use, one for each vehicle. The Board asked Chief Ingalls to introduce the log and see how it works for the department; Ingalls responded that this may be hard to remember especially after a difficult call but he will implement the policy and see how it works. The log must be submitted to the Board of Selectmen by the 10th of each month. The Board will review the final policy on August 20, 2013.
The Board then reviewed a letter from Emergency Management Director Larry Foote requesting that he is allowed to store his car at his residence as his status is 24/7 on call. Selectman Donovan stated that when Foote is at work he is not on call and the vehicle needs to be parked at the Fire Station for the next person in line to handle emergency management. Foote referenced in his letter that he also uses the care as a first responder for medical calls. Selectman Donovan added that is a different budget. Deputy Trisha McCarthy is his backup and should have the availability when Foote is not available. McCarthy was present at the meeting and suggested that when a storm is predicted then it would be prudent for Foote to take the vehicle home. Selectman Donovan responded that since Foote works dispatch for
Lawrence then he may be called in.
A discussion took place on CDL License & Air Break License for Fire Department personnel.
The Board reviewed paving quotes received from Road Agent Mike Pivero from five (5) companies. Pivero recommends Brox Industries as the lowest bidder for paving on Maple Avenue and Crane Crossing Road.
Chairman Thayer motioned to award the paving bid to Brox Industries. Second by Selectman Donovan. Motion passed with a unanimous vote.
Town Administrator Wrigley asked the Board to review an email she received from Police Chief Streeter asking her if the town has any funding available in the General Government Buildings budget for paving an area at the back of the Police Station. The mud tracked into the station and into the vehicles creates havoc. Road Agent Pivero priced it out with this year’s paving bid and figured it would be approximately $5,000 maybe a little less.
Selectman Melvin responded that he is not ready to jump on it for it is not in the budget and we are not being told the square footage and what we are getting for the money. The Board agreed that they need more information with details on the area, what is to be done and the square footage. Office Manager Winglass was asked to contact the Police Chief with the Board’s decision.
- Announcements
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
- Selectman Melvin and Town Administrator Wrigley talked about a conference call they participated in this morning with the Attorney working for the town on the appeal process for the 2013 proposed MS4 Stormwater Management revisions. The recommendation is for each town to prepare a letter about their town. The Board signed a letter prepared by Town Administrator Wrigley for this purpose.
- The Board signed a vacation time slip for an employee at the Transfer Station.
- Office Manager Winglass asked the Board to consider a new proposal for air conditioning in the cable room which now houses the town’s server. The Board previously approved $400 to purchase a portable air conditioner for the room but subsequently found after further research that this option is not a good solution for this room for multiple reasons. After further research and working with Chief Building Official Ron LeMere we are recommending the purchase of a ductless air conditioning unit with a price tag of $3,400 plus an additional $500 for electrical work. This solution is more expensive but the best option long term. We have a lot of costly equipment running in this room and temperature control in critical to maintaining these systems. Winglass added that she spoke with the members of the cable
committee and they are willing to pay for the half the cost for this much needed upgrade. Town Administrator Wrigley responded that this upgrade should be paid from General Government Buildings Budget not from cable funds.
Selectman Melvin motioned to rescind requisition #2422 for $400 to purchase a portable air conditioner. Second by Chairman Thayer. Motion passed with a unanimous vote.
Selectman Melvin motioned to sign requisition #2423 for Mitsubishi ductless mini split air conditioning unit from David Heating and Cooling in the amount of $3,400 to be paid from the General Government Buildings budget. Second by Selectman Donovan. Motion passed with a unanimous vote.
Selectman Melvin motioned to sign requisition #2403 to wire the air conditioning unit in the cable room from Patrick McCusker in the amount of $500 to be paid from the General Government Buildings budget. Second by Selectman Donovan. Motion passed with a unanimous roll call vote.
- The Board signed the Payroll Manifest for pay period 7/28/2013 - 8/10/2013
- The Board signed a Welfare Manifest in the amount of $950.
Chairman Thayer adjourned the meeting at 8:15pm
Respectfully Submitted,
Mary Winglass, Office Manager
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