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December 30, 2013 Board of Selectmen Minutes
NEWTON BOARD OF SELECTMEN
DATE: MONDAY, DECEMBER 30, 2013
TIME: 5PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD

PUBLIC MEETING

  • Call to Order, Roll Call Vote
Chairman Thayer opened the public meeting at 5pm.  In attendance were Chairman Raymond D. Thayer, Selectman Charles R. Melvin, Sr., Selectman Robert S. Donovan, Jr., Town Administrator Nancy J. Wrigley and Office Manager Mary Winglass.  The minutes were transcribed and typed by Office Manager Winglass.

Chairman Thayer motioned to go into Nonpublic Session under RSA 91-A:3 II (a) - Performance Evaluations (FD, Planning, Transfer Station); (b) - Hiring of Cable Operator.  Second by Donovan.  Motion passed with a unanimous roll call vote.

Chairman Thayer motioned to close the nonpublic at 6:04pm.  Second by Donovan.  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;

  • to give Transfer Station Attendant Jack Kozec a merit increase from Grade V, Step 9 to Grade V, Step 10 effective 12/15/2013
  • to increase Rick Milner, Planning Board Administrative Assistant from Grade XIII, step 5 to Grade XIII, step 6 effective date of October 7, 2013.   
  • per the Fire Chief’s recommendation to bring Lawrence Foote, EMT from a Grade XV, step 4 to step 5 effective date January 5, 2014
  • to go with the Fire Chief’s recommendation to increase Brian Sirois, Captain to Grade XVIII/Step 6 effective January 4, 2014
  • to hire Connor Leavitt as a Cable Operator as of January 2, 2014 at Grade IX, step 1
Chairman Thayer called the public meeting back to order at 6:07pm.


  • Pledge of Allegiance
  • Introduction of Guests
  • Approval of Minutes (Review prior to meeting)
  • Selectmen’s Public Meeting minutes dated October 15, 2013, October 29, 2013, October 31, 2013, November 5, 2013, November 19, 2013, November 26, 2013, December 3, 2013 and December 10, 2013
Chairman Thayer motioned to approve the Selectmen’s Public Meeting minutes dated October 15, 2013, October 29, 2013, October 31, 2013, November 5, 2013, November 19, 2013, November 26, 2013, December 3, 2013 and December 10, 2013 as written.  Second by Melvin.  Motion passed with a unanimous vote.

  • Selectmen’s Nonpublic Meeting minutes dated October 15, 2013, October 29, 2013, October 31, 2013, November 5, 2013 and November 19, 2013
Chairman Thayer motioned to approve the Selectmen’s Nonpublic Meeting minutes dated October 15, 2013, October 29, 2013, October 31, 2013, November 5, 2013 and November 19, 2013 as written.  Second by Melvin.  Motion passed with a unanimous vote.

  • Scheduled Business
  • Review proposed 2014 Budgets and Warrant Articles: Conservation Commission, legal, Personnel Administration, Insurance, Street Lighting, West Nile Virus
Conservation Commission budget

Selectman Melvin motioned to approve the 2014 proposed Conservation Commission budget of $3,750.00.  Second by Donovan. Motion passed with a unanimous vote.

Legal

Chairman Thayer motioned to accept the 2014 proposed Legal budget in the amount of $33,754.00.  Second by Melvin.  Motion passed with a unanimous vote.

Personnel Administration

Selectman Donovan motioned to accept the 2014 proposed Personnel Administration budget in the amount of $167,976.00.  Second by Thayer.  Motion passed with a unanimous vote.

Insurance

Selectman Melvin motioned to approve the 2014 proposed Insurance budget in the amount of $88,715.00.  Second by Donovan.  Motion passed with a unanimous vote.



Street Lighting

The Board reviewed a spreadsheet showing the comparison rates between Glacial Energy and Until over the past couple of years which showed overall that Unitil rates are lower than Glacial.  Town Administrator Wrigley suggested that the town switch back to Unitil as a cost savings to the town.  The Board agreed and asked for Wrigley to look at the Northern Pass as an option next year.   

Chairman Thayer motioned to contact Glacial Energy to end our contract with them once we have switched back with Unitil as the town’s electrical supplier effective as soon as possible. Second by Donovan.  Motion passed with a unanimous vote.

The Board asked for Wrigley to find out how much it costs for a street light to be turned on for when the town shut off street lights to save on the budget, the bulbs were removed and the cost may be substantial.

Selectman Melvin motioned to approve the 2014 proposed lighting budget in the amount of $18,000.00.  Second by Donovan.  Motion passed with a unanimous vote.

West Nile Virus

Selectman Donovan motioned to accept the 2014 West Nile Virus budget in the amount of $35,000.00.  Second by Thayer.  Motion passed with  a unanimous vote.

  • Review bids for printing the 2013 Town Report
The Board reviewed a spreadsheet showing a bid comparison received from six printing companies.  The Board asked for Winglass to contact Allegra of Salem, NH to see if they will remove the $100 delivery fee and to get a price on 500 books versus 600 books.

  • Year-end review of PTO, Encumbrances and Carry Forward
The Board approved the following 2013 encumbered funds request from department heads.

Selectmen’s Office Manager - computer upgrades to five computers plus Microsoft software.  This purchase is necessary for as of April 2014 Microsoft will not support Window XP machines.

Chairman Thayer motioned to approve requisition #2446 in the amount of $3,747.51 to purchase (5) HP desktop computers plus Microsoft Office Software from RMON Networks, and to encumber the funds if funds are available.  Second by Melvin.   Motion passed with a unanimous vote.

Fire Department - purchase protective equipment (pants) for a firefighter.

Selectman Donovan motioned to approve requisition #2375 in the amount of $719.26 for the purchase of protective equipment (pants) from Bergeron Protective Equipment, and to encumber the funds if funds are available.  Second by Thayer.  Motion passed with a unanimous vote.

Police Department - purchase (2) wardrobe cabinets from Global Industrial.

Chairman Thayer motioned to approve requisition #1355 in the amount of $768.60 for one wardrobe cabinet from Global Industrial, and to encumber the funds if funds are available.  Second by Donovan.  Motion passed with a unanimous vote.

Selectman Melvin motioned to approve requisition #1352 in the amount of $768.60 for the purchase of one wardrobe cabinet from Global Industrial, and to encumber the funds if funds are available.  Second by Melvin.  Motion passed with a unanimous vote.

Selectman Melvin motioned to approve requisition #1353 in the amount of $961.85 for the purchase of floor mats from Global Industrial, and to encumber the funds if funds are available.  Second by Thayer.  Motion passed with a unanimous vote.

Warrant Article #12 (2012) NH Highway Block Grant
Repair and Maintenance of Town Roads - Lapses 12/31/2017

Chairman Thayer motioned to carry forward $16,598.78 funded by revenues from the NH Highway Block Grant.  Second by Donovan.  Motion passed with a unanimous vote.

Warrant Article #11 (2013) NH Highway Block Grant
Repair and Maintenance of Town Roads - Lapses 12/31/2018

Chairman Thayer motioned to carry forward $88,485.00 funded by revenues from the NH Highway Block Grant.  Second by Melvin.  Motion passed with a unanimous vote.

Warrant Article #15 (2013) Transfer Station Fence

Selectman Donovan motioned to encumber the funds of $47,818.00 due to issues that are outstanding from Fences Unlimited to be paid from warrant article #15.  Second by Melvin.  Motion passed with a unanimous vote.
Conservation Commission

Selectman Donovan motioned to encumber funds from the Conservation Commission budget for work to be completed at the Busch Farm by Knowles Tree Service in the amount of $1,600, if funds are available.  Second by Melvin.  Motion passed with a unanimous vote.  Reference requisition #2444.

Recreation Commission

The Board reviewed information from the Recreation Commission on the sale of discount movie tickets.  The O’Neil Cinema tickets are restricted in that they are good once a movie has been released for two weeks.  The price of each discounted ticket is $6.25; regular price for seniors/children is $7.75 (savings of $1.50) and adult tickets are $9.75 each (savings of $3.50).  The tickets can be used in Epping or Londonderry.

A discussion took place regarding the interruption to the office staff to sell the tickets and the Board questioned Recreation if they would be able to sell the tickets on Thursday nights at the Town Hall.  Recreation will review this schedule at their next meeting.

Selectman Donovan motioned to approve and encumber $625 to buy 100 restricted tickets from O’Neil Cinemas in Epping or Londonderry, if funds are available.   Recreation needs to sell the tickets or the money back in the general fund.  Second by Melvin.  Motion passed with a unanimous vote.

PTO request to bank hours from the Town Administrator.

Selectman Donovan motioned for the Town Administrator to bank her PTO hours from 2013 to 2014.  Second by Thayer.  Motion passed with a unanimous vote.

  • 2014 Selectmen’s Meeting Schedule
The Board approved the 2014 meeting schedule as written.

  • 2014 Snowplowing rates
The Board reviewed the 2014 Snowplowing Policy which reflects the snowplowing rates and requirements for automobile insurance and the fuel inflation surcharge.  

Selectman Donovan motioned to approve the 2014 Plowing Season Policy.  Second by Melvin.  Motion passed with a unanimous vote.

  • Presentation from Natural Playgrounds
Recreation Commission Chairman Annie Collyer talked about the Recreation’s recommendation to hire Natural Playgrounds as a sole source designer who has the ability to bring the natural play environment to Greenie Park.  Natural Playgrounds offers a unique play and learning environments and they are capable of handling both the design and construction phases.

Recreation is recommending Natural Playgrounds as a sole provider for creating a Master Plan & Design for revitalizing Greenie Park at a cost of $12,000 to be paid from the Recreation Revolving Fund.

Collyer showed the Selectmen a slideshow about Natural Playgrounds.  With the approval of the Board to hire them to create a plan and design for Greenie Park now will allow for the Recreation to request funding for this project on the 2014 Town Warrant.  

Selectman Donovan motioned to hire Natural Playgrounds to create a Master Plan & Design for revitalizing Greenie Park not to exceed the amount of $12,000 to come from the Recreation Revolving Fund.  Second by Thayer.  Motion passed with a unanimous vote.

  • Resignation letter from Diane Morin: Gale Library Trustee and Secretary for the Recreation Commission
Chairman Thayer motioned to accept the resignation with regrets from Diane Morin as a Gale Library Trustee and the Secretary for the Recreation Commission.  The Board asked to send her a letter thanking her for her services to the Town of Newton.  Second by Donovan.  Motion passed with a unanimous vote.

  • Planning Board Re: Sargent Woods Bond Reduction
Selectman Melvin read an email from the Planning Board recommending to grant a reduction to the performance guarantee for developer Lewis Builders Development, Inc. Bond Account #324088 in the amount of $22,512.00.

Selectman Donovan motioned to approve the Sargent Woods bond reduction and return $22,512.00 to Lewis Builders Development, Inc.  Second by Melvin.  Motion passed with a unanimous vote.

  • Police Department requisition for the 2013 cruiser electrical and related safety equipment outfitting
Selectman Donovan motioned to sign a requisition to approve and encumber $3,410.09 for the 2013 Cruiser Electrical and related Safety Equipment Outfitting Balance from 2-Way Communications, if funds are available.  Second by Melvin.  Motion passed with a unanimous vote.

  • Trinity Ambulance Service Agreement, January 2014 - December 2017
The Board will review the agreement with the Fire Chief once a final agreement has been prepared.  

  • Per RSA 31:95-b to accept and expend the following donations to the Newton Food Pantry: $20.00 from Mallory; $60.00 from Dana Woodbury; $24.00 Anonymous donation; $25.00 from Patricia Gleichauf-Wonson; $200.00 from Carolyn Kelly
Chairman Thayer motioned Per RSA 31:95-b to accept and expend the following donations to the Newton Food Pantry: $20.00 from Mallory; $60.00 from Dana Woodbury; $24.00 Anonymous donation; $25.00 from Patricia Gleichauf-Wonson; $200.00 from Carolyn Kelly and thanked all who helped out during the holiday season.  Second by Melvin.  Motion passed with a unanimous vote.

  • Resident Sticker Waiver Request from Ken Pelletier
Resident Ken Pelletier asked the Selectmen to waive the $25 fee for a replacement resident sticker.

Selectman Melvin motioned to approve the waiver request from Ken Pelletier.  Second by Donovan.  Motion passed with a unanimous vote.

  • Transfer Station: Application to amend Newton’s Type 1-B Modification Permit
Office Manager Winglass informed the Board that the application to amend Newton’s Type 1-B Modification Permit was sent out certified mail on December 19, 2013.

  • 2013 Holiday Hours
The Board discussed holiday pay for December 24, 2013.  The Town Hall employees were allowed to close at 12pm versus 3pm and some were paid and others used their PTO hours. The Board felt that because the Town Clerk/Tax Collector’s Office was closing at 12pm they allowed the Selectmen’s Office to close as well.  The Board agreed to pay three (3) Town Hall employees for three hours comp time for December 24th.  Selectman Donovan added that he is in agreement as long as the Transfer Station employees receive the same benefit.  Selectman Melvin added that he was never asked about pay for the Town Hall employees and we need to approve it tonight.

The hours for New Year’s Eve at Town Hall are 8am to 3pm; Transfer Station is 9am to 3pm.

Selectman Melvin motioned to pay the Transfer Station employees that worked on December 24th an additional three hours comp time as long as it does not include any overtime.  Second by Donovan.  Motion passed with a unanimous vote.

  • Software Agreement for Online Assessing Data Housing
The Board reviewed requisition #2132 from the Town Administrator requesting the Board to sign an online assessing data hosting software agreement in the amount of $1,800.00.  This agreement will host the town’s assessing data online through Avitar Associates; a link will be placed on the town’s website.  

Selectman Melvin motioned to approve the Avitar - Online Assessing Data Hosting Software Agreement, January 1, 2014 - December 31, 2014 in the amount of $1,800.00.  Second by Thayer.  Motion passed with a unanimous vote.

  • Announcements
  • Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
The Board received a recommendation from the Recreation Commission to appoint Catherine Nickola as a member of the Recreation Commission with an expiration date of April 15, 2017.  The Board asked for all newly appointed members to come in to meet the Board.

Chairman Thayer motioned to appoint Catherine Nickola as a member of the Recreation Commission with an expiration date of April 15, 2017.  Second by Melvin.  Motion passed with a unanimous vote.

  • The Board approved an abatement for Map 006-11-2-3 in the amount of $2,773.00.
  • The Board approved an abatement for Map 007-02-1-13 in the mount of $225.17.
  • The Board signed the 2014 Permit Application for mosquito control prepared by Dragon Mosquito.
  • The Board signed an abatement for Map 007-03-007 22 in the amount of $543.47.
  • The Board signed a letter to the Bookkeeper approving cable franchise fees to be deposited into the cable revolving fund.
  • The Board signed to approve a 2014 Elderly Exemption for Map 007-03-007.
  • The Board approved time off for a Town Hall employee.
  • The Board signed the Payroll Manifest for the period of December 15th - December 28th.
  • The Board signed a Vendor Manifest in the amount of $258.56 dated 12/26/2013.
  • The Board signed a Vendor Manifest dated 12/26/2013 in the amount of $219.21.
  • The Board signed a Vendor Manifest in the amount of $43,395.84 dated 12/24/2013.
Bookkeepers Hours

Town Administrator Nancy Wrigley explained to that due to year end and closing out the books and getting ready for the auditors and the printing of the Annual Town Report, she is requesting the Board to give Bookkeeper Rick Milner an additional five hours per week to get the work done.  Wrigley added that Milner does not have the hours to get it all done.  A discussion took place on hiring the assistant to help fill in when needed to keep Milner’s hours under 40.  

Wrigley explained that Planning Board approved paying Milner overtime if his total hours go over 40; Melvin responded that each week Milner goes over 40 hours working both positions.  When Milner was hired the Board was told that Milner will donate hours but will only put in 39 hours per week.  If additional time is needed then Milner should bring in the assistant to help out to get the job done.

Selectman Donovan talked about cutting back on Milner’s Planning Board hours so there is no overtime.  Wrigley added that additional hours are needed until the town’s deliberative session in early February

Selectman Donovan motioned to give the Bookkeeper an additional five hours per week and try to cut back on Planning Board hours so there is no overtime.  Second by Thayer.  Motion passed with Melvin strongly disapproving.  Melvin added that we have an assistant who worked last year and now they won’t bring in the assistant.

Vehicle Policy

Selectman Donovan asked to talk about Vehicle Policy that has been in place since August.  Donovan recommended that a letter to out to the department heads, with the main objective to those who drive town vehicles; as of January 7th they are not able to drive town vehicles without submitting the signature page and a copy of their license.  Selectman Melvin added that this policy is getting out of hand and maybe we should abolish it.  

Selectman Donovan disagreed for if anyone who wants to fight town policies then we abolish the policy?  Wrigley recommended that we have department heads come in to a meeting to discuss the policy.  The Board agreed to allow Wrigley to handle this for now with a softer approach by contacting the department heads.  

  • Adjourn
Chairman Thayer adjourned the meeting at 8:40pm.

Respectfully Submitted,


Mary Winglass, Office Manager