NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, APRIL 7, 2015
TIME: 6PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
MEETING MINUTES
- Call to Order, Roll Call Vote
Chairman Donovan called the meeting to order at 6pm. In attendance were Selectmen Robert S. Donovan, Jr., Chairman, James L. Doggett, Vice Chairman, Matthew A. Burrill, Lawrence B. Foote, Lisa L. Gonyer, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. The meeting was audio and videotaped; draft minutes were transcribed and typed by Office Manager Winglass.
Doggett moved to go into Nonpublic Session under RSA 91-A:3 II (c) - Employee Matter. Second by Foote with a unanimous roll call vote: Donovan - aye, Doggett - aye, Burrill - aye, Foote - aye, Gonyer - aye.
Donovan announced that the Board just came from a Nonpublic Session with all discussion to be kept nonpublic until in the opinion of the majority of the members, the circumstances no longer apply.
The Board opened the meeting with the Pledge of Allegiance.
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
- Selectmen’s Public and Nonpublic Meeting minutes dated February 17, 2015, March 3, 2015 and March 17, 2015
Doggett moved to accept the public meeting minutes dated February 17, 2015 except to strike everything from the beginning of the last paragraph on page 1 through to the first paragraph on page 3 leaving only the motion. Second by Foote with a unanimous vote.
Gonyer motioned to amend the March 3, 2015 public meeting minutes to strike Donovan from the roll call vote coming out of nonpublic session and to accept the amended minutes as written. Second by Foote with a unanimous vote.
Doggett moved to adopt the March 17, 2015 minutes. Second by Burrill. Foote questioned how the Board is to receive the minutes. Burrill added that the draft minutes should have “draft” as a watermark and they must be made available in 144 hours. The Board is all given a copy to read but by the next Selectmen’s meeting the watermark “draft” comes off and they become the official minutes the next day. No draft minutes are to be put on the website only the finished and completed minutes. Winglass asked if all Boards and Commissions are to follow this new procedure. The Board was in agreement that the other Boards and Commission can make their own decision on what is posted.
Draft minutes will go out to the Selectmen only who will then respond with any changes to the minutes, rev1, rev2 etc. By the time we get to the next Selectmen’s Meeting we might be on rev5 or rev6 which will be the final approved minutes by the Board. The drafts will be kept in the Selectmen’s Office and each Selectman can respond with a revision. Signing the minutes were discussed and agreed that we should get a legal opinion.
Winglass asked for a final vote for we have a motion with a second on the table.
The discussion went in the direction of policy/procedure for minutes.
Doggett moved to create a policy for minutes to be drawn and draft to be submitted to the Selectmen as required in 144 hours for revision and to be revised as needed by the Board of Selectmen at their next meeting and that will be the accepted minutes and draft minutes are not to go on the website and only available upon request by an individual. Second by Burrill. Burrill asked to amend the motion for he does not feel that we need a policy but a procedure within the spirit of the right to know law. Amendment second by Foote, motion passed with a unanimous vote.
- Fire Department Personnel
Chief John Alcaidinho was present to discuss the interim position of Administrative Assistant held by Bob Zalenski which is no longer needed for the department has moved forward with promotions and job descriptions since January. Bob Zalenski was promoted to House Captain in January 2015.
For the record we need to end the Administrative Assistant position and change the rate of pay for Bob Zalenski.
Donovan moved to end the Administrative Assistant position at the Fire Department effective today. Second by Burrill for discussion. Burrill asked if this is currently an open position with no one filling this role. Chief Alcaidinho responded that is correct for we had a member who resigned as the Assistant to the Fire Chief in January. The Board allowed Zalenski to step into this position temporarily. With the reworking of the department infrastructure we now have a House Captain fulfilling those duties. Motion passed with Foote abstaining.
Burrill moved to make Robert Zalenski the House Captain for the Fire Department at Grade XVII, step 9 effective today. Second by Doggett, motion passed with Foote abstaining.
- Review purchase of the new Fire Truck
A discussion took place on how Fire Chief Alcaidinho, prior to preparing the warrant article for the purchase of the new fire truck, contacted several manufacturers to discuss the need for a new truck and each came back with a proposal. The Board has all the correspondence from the manufacturers; the Chief recommends approving Pierce Manufacturing. The Pierce agreement is exactly what was approved by the voters on March 10th, it a turnkey apparatus with three members who will be trained at the factory and three in Newton.
Doggett moved to sign the lease/purchase agreement with Pierce Manufacturing pursuant to the warrant article that just passed in March. Burrill seconded for discussion. In affect the spirit of the Warrant Article voted on does not put the town in the position to then go out for prices through the sealed bid process. Doggett responded that the Chief presented it based upon the needs of the department with the request going out via warrant article. If we were to go out to bid now we could jeopardize the price from this manufacturer. Donovan added that he feels the Chief followed the policy for he received RFP’s and selected one based upon the needs of the department. Burrill wanted it on the record that based upon what is voted on tonight the Chief received bids and the voters approved it which was
based upon the Chief’s recommendation. Therefore due diligence was followed by the Chief. Motion passed with a unanimous vote.
Once the lease paperwork is signed we can move forward with the purchase. Chairman Donovan will sign the paperwork tonight.
- Cont review of FD Inspection Policy & Detail Rates
Fire Inspector Larry Foote sent out a copy of the FD Inspection Policy and Detail Rates to each Selectman and received some feedback, the revised policy is in place tonight to accept or to address any other amendments.
Doggett moved to adopt the Fire Inspection Policy and the Detail Rates effective date of April 7, 2015. Second by Donovan; motion passed with Foote abstaining.
Chief Alcaidinho announced that tonight from 7pm - 9pm the department is holding Autism Training at the Central Fire Station for anyone that would like to attend.
- Review information on Obamacare’s “Cadillac Tax”
The Board received a response from a representative from Congressman Guinta’s office that he would be happy to attend a Selectmen’s Meeting to answer any concerns. It would be helpful to share any specific concerns or questions prior to the meeting.
Burrill asked the Board to give him additional time to read all the information and prepare a response letter from the Selectmen to be reviewed at the next meeting. The Board agreed to table this item to the April 21st meeting.
- Review information on 8 Merrimac Road ADA/Handicapped Accessibility
Town Administrator Wrigley reviewed with the Board a response from Chief Building Official Ron LeMere on handicapped accessibility codes as it relates to 8 Merrimac Road.
After reviewing the pros and cons with renting an office area at 8 Merrimac Road, the Board decided to send this information to the current tenant and set a meeting with him on April 21st in nonpublic session.
- Review proposed amendment to Town Parks & Recreation Areas Ordinance
Burrill discussed the October 6th Recreation Commission meeting where it was decided to change the ordinance as follows under the Town Beach section;
No unauthorized use by group(s); must receive approval by the Town. Add the following language: The following use of the Town Beach and its apparatus is prohibited without approval of the Board of Selectman: ~Use by guests and/or members of private camp grounds, clubs or the like; Use by groups of 10 or more people.
Burrill added that this amendment is recommended to help clarify the ordinance. Gonyer questioned letter “K. All children need to be supervised by parents or guardians caretakers at all times.” We should address defining the age of “children”. The Board asked to check with the town’s insurance agent to find out if they can help define the age.
The Board approved sending the ordinance out to the town safety departments for their input on any recommended changes; give them three days to comment. This item will be reviewed again at the April 21st meeting.
- Review First Quarter Budget Expenditures
The Board reviewed the expenditure report with no concerns.
- Review proposal for a 5K Spring Road Race, May 3, 2015
The Board reviewed an email from Katie Muskrat outlining her proposal to hold a 5K on Sunday, May 3rd starting at 10:30am. Course will follow the former Turkey Trot beginning and ending at the Hen House. Police Chief Streeter volunteered his time to direct traffic and Muskrat wanted to get the Boards input with this event. Office Manager Winglass talked with Muskrat and suggested she contact the Fire Department as well. The Board suggested that she should check with the Town of Merrimac for they will be running their roads as well.
- Per RSA 31:95-b to accept and expend unanticipated funds to the Newton Food Pantry in the amount of $20 from Paula Noon and $20 from an anonymous donor through the Merrimack Savings Bank
Doggett moved to accept per RSA 31:95-b to the Newton Food Pantry a donation of $20 from Paula Noon and $20 from an anonymous donor through the Merrimack Savings Bank. Second by Foote with a unanimous vote.
- 2015 Updated Matrix Schedule
Town Administrator Wrigley informed the Board that she prepares an updated Matrix Schedule each year which shows as of that date, every employee and their Grade/Step, hourly wage/weekly salary and effective dates.
The Board asked about updating the Wage Schedule for it has not changed since 2007. Town Administrator responded that we do not have anyone at the top of the schedule, two are close but we are still able to work within the schedule. Updating the Wage Schedule can be done at a cost by the Local Government Center.
The Board asked to put the Wage Schedule out on the shared folders for the Selectmen’s review using their tablets.
Doggett moved to adopt the Matrix Schedule as presented dated April 1, 2015. Second by Foote with a unanimous vote.
- Proposed communication meeting with School Board Representatives
Burrill asked for this item to be place on the agenda. He has had an informal conversation with members of the Sanborn Regional School Board and recommends a joint meeting within the Sanborn community. This would include representatives from both Newton and Kingston Selectmen and from the Sanborn School Board to share communication quarterly to talk about what is going on and it will also offer the opportunity to be more informed about our community.
A discussion took place on including the Town of Fremont to join the meetings as well. The Board was in favor of moving forward with this suggestion; Burrill will draft a letter for the next meeting.
- FEMA approved a grant to the Town of Newton to update the Hazard Mitigation Plan
The Board reviewed documentation from FEMA approving grant funding to update Newton’s Hazard Mitigation Plan. The Board needs to sign the agreement with the State of NH through the FFY 2014 Pre-Disaster Mitigation Grant. The Town of Newton is responsible for quarterly progress reports until the project is complete. $6,000 is awarded to the Town; the Town is responsible for a 25% cost share, which is $2,000.
Doggett moved to sign the grant application between FEMA and the Town of Newton. Second by Gonyer with a unanimous vote.
- Burrill announced that the Town of Newton is celebrating Earth Day on Saturday, April 18th; trash bags can be picked up at the town hall. Check the website for more information.
- April 21st Selectmen’s Meeting will be held in the office downstairs for the Board of Appeals needs the main hall since they are holding (4) Public Hearings that evening.
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Doggett moved to sign the Payroll Manifest dated 03/27/2015 for the pay period 3/8 - 3/21. Second by Foote with a unanimous vote.
Doggett moved to sign the Payroll Manifest dated 04/10/2015 for the pay period 3/22 - 4/4. Second by Foote with a unanimous vote.
Doggett moved to sign the Vendor Manifest dated 4/7/2015 in the amount of $1,139.64. Second by Foote with a unanimous vote.
Doggett moved to sign the Vendor Manifest dated 4/7/2015 in the amount of $87,694.58. Second by Foote with a unanimous vote.
Foote moved to sign an appointment for Deputy Treasurer Diane Morin with an expiration date of April 15, 2018. Second by Doggett with a unanimous vote.
Foote moved to sign a Land Use Change Tax - 8 Puzzle Lane in the amount of $7,000. Second by Burrill with a unanimous vote.
Foote moved to sign an appointment for Cable Committee member Marilyn Landry with an expiration date of April 15, 2018. Second by Doggett with a unanimous vote.
Burrill moved to sign the 2014 Equalization Ratio Municipal Assessment Data Certificate. DRA set the Equalization Ratio for 2014 is 100.3%. Second by Foote with a unanimous vote.
Burrill moved to sign the proposal for the Annual Groundwater Monitoring - 2015 with R.W. Gillespie & Associates, Inc. Second by Gonyer with a unanimous vote.
Gonyer moved to sign a letter to Sargent Woods in response to request for line striping on Smith Corner Road. Second by Burrill with a unanimous vote.
Burrill moved to adjourn at 8:04pm. Second by Gonyer with a unanimous vote.
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