NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, DECEMBER 2, 2014
TIME: 6PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
PUBLIC MEETING
- Call to Order, Roll Call Vote
Chairman Donovan opened the public meeting at 6pm. In attendance were Robert S. Donovan, Jr., Chairman, James L. Doggett, Vice Chairman, Matthew A. Burrill, Lawrence B. Foote, 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 Charles R. Melvin, Sr. was not present at the meeting.
Donovan moved to go into Nonpublic Session under RSA 91-A:3 II (c) - Code Enforcement; (c) - lease of property. Second by Foote with a unanimous roll call vote: Donovan - aye, Doggett - aye, Burrill - aye, Foote - aye.
Donovan moved to close the nonpublic meeting at 7:27pm. Per a unanimous roll call vote; Donovan - aye, Doggett - aye, Burrill - aye, Foote - aye, the minutes of the meeting will remain confidential until in the opinion of the majority of the members the circumstances no longer apply.
The Board asked Office Manager Winglass to schedule a nonpublic on December 9th to discuss an employee matter starting at 5:30pm.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
- Selectmen’s Public and Nonpublic Meeting minutes dated November 10, 2014 and November 18, 2014
Town Administrator Wrigley stated that the Nonpublic Meeting minutes have not yet been signed by the Board of Selectmen.
Doggett moved to accept the Selectmen’s Public Meeting minutes only dated November 10, 2014 and November 18, 2014. Second by Burrill with a unanimous vote.
A. 2015 Budget Review: Conservation Commission, Assessing and Tree Warden
Conservation Commission
Conservation Commission Peter Mears and Trisha McCarthy were present per the request of the Selectmen to review their budget. The Board questioned why no funds were spent this year. Mears responded that they lost their Secretary this year and McCarthy has been doing the work and has not yet put in for her hours. The Commission has put in their civic duties but it did not mean spending money. The Commission is in need of members and it was discussed to put in an advertisement for new members. McCarthy talked about speaking with the Bookkeeper for dues were paid this year but she does not see it referenced in the expenditure report.
The Commission is planning in 2015 to hold an Earth Day event and to continue their annual work at the Busch Farm.
Doggett moved to include the 2015 Conservation Commission budget in the amount of $3,750 to the town’s budget. Second by Foote with a unanimous vote.
Assessing
Town Administrator Wrigley discussed the 2015 Municipal Assessing Proposal/Contract from Town Assessor Andrea Lewy. The contract is for General Assessing only in the amount of $29,000 which includes an increase of $1,000 to cover additional work due to 2015 being a certification year for the Town of Newton.
The overall Assessing budget is lower this year by $13,900 for it does not include Data Verification next year for the Town is required to complete a Full Statistical Update per the State of NH Department of Revenue Administration in 2015.
Doggett moved to include the 2015 Assessing budget in the amount of $29,020 to the town’s budget. Second by Foote with a unanimous vote.
The Board passed over the Tree Warden Budget.
B. Conservation Commission Re: Permission for David Marden to use right of way in order to conduct a selective cut
Conservation Commission Chairman Peter Mears discussed a request from David Marden to pass over the town’s easement and remove approximate 10 small trees in order to get his 1 Ton Truck to the Foy property to conduct a selective cut of 10 cords on the Conservation Easement/Foy property on Map 6/8/5. This is an Old Wood Road which has been determined the best access to the property by the Conservation Commission.
Doggett moved to give Mr. Marden permission to cut 10 small trees in order to gain access to the Conservation Easement/Foy property on Map 6/8/5. Second by Foote with a unanimous vote.
C. RMON Networks Re: Tablets for Selectmen
Tim Howard, President of RMON Networks was present to discuss the proposed tablets for use by the Board of Selectmen at their meetings and the cost of $30 per month, per tablet for a monthly service fees. A discussion took place on their concern that the contract is worth more than the tablets. Howard discussed the usage of the tablets and if something were to happen then the protocol is to call the office and the device would be addressed immediately. The town has the option of not having a service contract on the tablets but should be held to the same agreement by the town employees to minimize any potential problems. The Board decided to opt out of the service contract for now and the Board will have to commit to the same computer policy in place for all town employees.
Doggett moved to approve requisition #2509 for five (5) Vulcan Excursion X Net PC-10.1” Windows 8 1.30 GHz-2GB RAM Tablets along with the step up of $50 each plus an additional annualized Trend Micro Antivirus at $3.04 each for a total of $15.20 per month. The total for this purchase is $1,500 for five tablets plus the setup fee of $50 each plus the additional $15.20 per month for Antivirus. Second by Foote with a unanimous vote.
D. Historical Society Re: Renovation work at Marshall House Museum
William Landry, President of the Newton Historical Society informed the Board that all work has been completed as proposed and in addition society members provided (40) man hours of assistance. Landry thanked the Selectmen for the funds to accomplish this work and to Police Chief Streeter for allowing the society to store their carriages at the police facility for the past several months. The carriages will return to the barn in the next couple of weeks.
On another note, the curtain restoration was completed this morning at 10am and the cost came in less than anticipated due to having more volunteers provided by the Historical Society which significantly reduced the cost from $1,500 to $831.44.
The Board thanked the volunteers for their support with both of the projects and all were impressed with the curtain restoration work.
E. Police Department Re: Requisitions
Police Chief Lawrence Streeter discussed three requisitions for the Board’s consideration and approval tonight.
- Department website redesign and update in the amount of $1,650. Streeter explained that this has been a work in progress since the beginning of the year and recently completed. A discussion took place as to whether we have duplication of efforts by the Police Department having their own site. Streeter responded that the PD Office Manager maintains the website for the department and has been working well.
Foote moved to accept a requisition from the Police Department in the amount of $1,650.00 for the Department website redesign and update. Second by Burrill with a unanimous vote.
- Purchase (5) Office Chairs and (1) Storage Cabinet in the amount of $725.00. Streeter explained that the “used” chairs were purchased from a Used Furniture Store to replace worn out chairs that had been donated and had served their purpose.
Burrill moved to approve the Police Department requisition for the purchase of office chairs and a storage cabinet in the amount of $725.00. Second by Doggett with a unanimous vote.
- Purchase of one Taser in the amount of $1,156.52. Streeter explained that this purchase is needed for a new hire who graduates on December 12, 2014.
Foote moved to accept the requisition in the amount of $1,156.52 from the Police Department for the purchase of a Taser. Second by Doggett with a unanimous vote.
F. Open RFP’s for Statistical Update
The Board opened bids received from the following companies and asked for a spreadsheet showing a comparison of proposed services.
Andrea S. Lewy, Certified NH Assessor, Nottingham, NH
KRT Appraisal, Haverhill, MA
(CCAG) Cross Country Appraisal Group, LLC, Concord, NH
G. Cleaning Services for Town Buildings
Office Manager Winglass reviewed two quotes for cleaning services for Town Buildings but they are not comparable bids for one included under spring cleaning - cleaning of all carpeted areas, high speed buff of all wood floors and strip, seal and wax floors.
Winglass added that this work has never been done on an annual basis and agreed it is a great idea but we need to check with the other company in order to get a comparable bid. The Board agreed to move forward with contacting the other cleaning company so we can compare apples to apples.
H. Review Town Report Bid Comparison
The Board reviewed a spreadsheet showing a comparison of the (10) bids received for the printing of the 2014 Annual Town Report. The Board asked Winglass to check references from the lowest bidder and the second lowest bidder.
I. Resignation from John Neveux, Recreation Commission
Burrill moved to accept John Neveux resignation with a thank you for his service especially with the Town Beach with an effective date of November 17, 2014. Second by Doggett with a unanimous vote.
J. Eight Merrimac Road Building Rules and Regulations
Doggett moved to adopt the Eight Merrimac Road Building Rules and Regulations. Second by Foote with a unanimous vote.
K. Per RSA 31:95-b to accept and expend unanticipated funds to the Newton Food Pantry from the following: $100 from resident Mike Bower and $500 from Marc Schiller and Maria Tammik
Donovan motioned per RSA 31:95-b to accept and expend unanticipated funds to the Newton Food Pantry from the following: $100 from resident Mike Bower and $500 from Marc Schiller and Maria Tammik. Second by Foote with a unanimous vote.
L. Holiday Hours
The Board reviewed a memo from Town Clerk/Tax Collector with her office hours for the upcoming holidays as follows: Christmas Eve - 8am to 12noon and New Year’s Eve -8am to 2pm.
A discussion took place with varied comments from each Selectman.
Doggett moved for the holiday hours at Town Hall hours as 8am to 2pm on Christmas Eve and on New Year’s Eve 8am to 4pm. Second by Foote. The Board discussed the Deputy Town Clerk would then leave at noon without pay or maybe she could stay open or do some other work at the Town Hall. Doggett rescind his motion; Foote rescinded his second. Donovan will contact Town Clerk/Tax Collector Mary Jo McCullough to discuss the options.
Burrill moved to make the holiday hours reflective as to the Town Clerk/Tax Collector’s hours so employees can go home and enjoy the holiday; 8am to 12pm on Christmas Eve and 8am to 2pm on New Year’s Eve. Second for discussion by Foote. Vote: Foote - no, Doggett - no, Donovan - no, Burrill - yes. Motion failed.
M. Transfer Station Sticker Policy
This item is table to December 16th
Town Administrator Wrigley asked the Board to address a quote received for work to the Gale Library fire escape from Eastern Seaboard Construction to be paid out of General Government Buildings. Recently we found out via an engineer’s report that there are some immediate repairs that must be made before the third floor can be occupied. This is a safety issue that just came about and we now cannot use the third floor until the issues have been addressed.
Doggett moved to have Eastern Seaboard to do the work at the Gale Library not to exceed $3,400.00. Second by Foote with a unanimous vote.
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
- Doggett moved to sign the Payroll Manifest dated 12/5/14 for the pay period 11/16 - 11/29. Second by Foote with a unanimous vote.
- Doggett moved to sign the Vendor Manifest dated 11/26/14 in the amount of $1,100,055.51. Second by Burrill with a unanimous vote.
- Doggett moved to sign the Vendor Manifest dated 11/26/14 in the amount of $25,314.25. Second by Foote with a unanimous vote.
- Doggett moved to sign the Vendor Manifest dated 12/2/14 in the amount of $1,129,317.35. Second by Burrill with a unanimous vote.
- Burrill moved to sign the Welfare Manifest dated 12/1/14 in the amount of $1,050.00. Second by Foote with a unanimous vote.
- Burrill moved to sign a letter to Northern Essex Fuel. Second by Doggett with a unanimous vote.
- Burrill moved to sign a Veterans Credit granted for 2015 for Map 10-1-6-1. Second by Foote with a unanimous vote.
- Doggett moved to sign a Forest Fire Report/Bill in the amount of $1,624.00. Second by Foote with a unanimous vote.
- Burrill moved to sign a Veterans Credit granted for 2015 for Map 8-3-11-65. Second by Foote with a unanimous vote.
- Doggett moved to sign a Forest Fire Report/Bill in the amount of $94.63. Second by Foote with a unanimous vote.
Doggett gave a reminder to all that the School Budget Committee meets this Thursday and every Thursday between now and the end of the year. Anyone with questions or opinions should come to the meeting they are open to the public.
Donovan moved to adjourn at 9:30pm. Second by Foote with a unanimous vote.
Respectfully Submitted,
Mary Winglass, Office Manager
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