NEWTON BOARD OF SELECTMEN
DATE: MONDAY, NOVEMBER 9, 2015
TIME: 6:30PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
MEETING MINUTES
- Call to Order, Roll Call Vote
Chairman Donovan opened the meeting at 6:30pm. In attendance were Selectmen Robert S. Donovan, Jr., Chairman, James L. Doggett, Vice Chairman, Matthew A. Burrill, Lisa L. Gonyer, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass. The meeting was audio taped; draft minutes were transcribed and typed by Office Manager Winglass.
Selectman Lawrence B. Foote joined the meeting at approximately 7:20pm.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
- Selectmen’s Nonpublic Meeting minutes dated September 29, 2015 as amended
Doggett moved to accept the Selectmen’s Nonpublic Meeting minutes dated September 29, 2015 as amended. Second by Doggett with a unanimous vote.
- Selectmen’s Public and Nonpublic Meeting minutes dated October 13, 2015
Doggett moved to accept the Selectmen’s Public and Nonpublic Meeting minutes dated October 13, 2015. Second by Burrill with a unanimous vote.
- Selectmen’s Public and Nonpublic Meeting minutes dated October 20, 2015
Doggett moved to accept the Public and Nonpublic Meeting minutes dated October 20, 2015. Second by Burrill with a unanimous vote.
- Selectmen’s Public Meeting minutes dated November 3, 2015
Doggett moved to accept the Selectmen’s Public Meeting minutes dated November 3, 2015. Second by Gonyer with a unanimous vote.
- Scheduled Business
- Fire Station Building Committee Update
Present were Michael Pivero, Vice Chairman of the Fire Department Building Committee and Fire Chief John Alcaidinho. Pivero referenced two proposals approved by the Fire Department Building Committee from Port One Architects.
The first proposal is to provide a conceptual design services for the proposed Fire Station at 8 Merrimac Road to include programming and conceptual design for a price of $3,450. This includes attending meetings and Town Meeting for project presentation.
The second proposal is to provide a conceptual cost estimating services for the proposed Fire Station at 8 Merrimac Road which is based on approval of the conceptual design concept, review of building systems and code requirements and presentation to the Building Committee and Selectmen meetings for a cost of $2,800.
Pivero added that he has reservations about this project and addressed his concerns to the members of the Fire Department at last week’s fire training. Basically if everyone is not on board, most importantly the fire house, then there is no need to waste the time or cost to pursue this option. Everyone answered that they are 100% on board with this proposal. The Fire Chief concurred that he has heard the same from the members of the Fire Department.
Doggett asked if this warrant articles passes in March will we still need to put funding into the Central Fire Station until the structure is built at 8 Merrimac Road. Alcaidinho responded yes we can live with it until the new structure is completed. Donovan asked about paving the parking lot. It was agreed that it will need to be done at some point but all we need to address now is the apron. There is no demolition of the old building with this plan.
Burrill addressed funding for this work; Town Administrator Wrigley responded that we can find the $6,250 in the budget.
The bid policy was discussed in that this amount is over the bid amount of $3,500; Gonyer responded the town received two proposals for two specific purposes and it just happened to be from the same company. The Board agreed that the spirit of the policy was still met it just happened that the lowest cost for this work came from the same company.
Doggett moved that we accept the proposal from Port One Architect in the amount of $2,800 for the concept cost scope of work as outlined on their document dated October 30, 2015. Second by Burrill with a friendly amendment that the Board does not feel we need to go out for a sealed bid for we feel the spirit of the policy has been met for the committee obtained 5 responses; one letter and four proposals reviewed by the committee. Motion passed with a unanimous vote.
Doggett moved to award the concept, design and programming for the proposed Fire Station at 8 Merrimac Road as outlined on the document dated October 30, 2015 in the amount of $3,450. Second by Donovan with a unanimous vote.
Town Administrator Wrigley asked if the engineers will help prepare the warrant article. Pivero responded no, they will not work on the wording of the article which will most likely be a bond.
Pivero reminded the Board to add to the General Government Buildings budget in 2016 the plowing of the parking lot at 8 Merrimac Road which is new this year for Chet Bearce has done it in the past but now the town is responsible.
The Board reviewed the new Earned Time Policy for the Town of Epping that was given to them at the last District Meeting.
Office Manager Winglass asked the Board to rescind the Policy & Guidelines for Holiday and Vacation Benefits for Permanent Part-Time Employees adopted in August 18, 1998 for it conflicts with the Town’s Personnel Policies and Procedures.
Burrill moved to rescind the Policy and Guidelines for Holiday and Vacation Benefits for Permanent Part-Time Employees adopted on August 18, 1998 because it clearly conflicts with the current Permanent Part time policy which is part of the Personnel Policies and Procedures. Second by Foote with a unanimous vote.
The Board reviewed the current Personnel Policies and Procedures under Permanent Part-Time Employee Holiday & Vacation Benefits on page 7 the schedule showing years of service and vacation eligibility in days that was last amended on 7/16/2013.
After a lengthy discussion, the Board decided to take out eligibility for benefits start at (1) year not .5 leaving the existing (2) vacation days. The next category of (2) to (4) years remains unchanged at 5 days and then add one day per year up to (15) years allowing for up to (16) days. The schedule caps out at 15 years with 16 days of PTO days. The Board agreed that this schedule rewards employees with longevity.
Doggett moved to revise the permanent part time employee holiday and vacation benefits as follows:
Years of Service
|
Vacation Eligibility (in days) |
1 year |
2 days |
2-4 years |
5 days |
5 years |
6 days |
6 years |
7 days |
7 years |
8 days |
8 years |
9 days |
9 years |
10 days |
10 years |
11 days |
11 years |
12 days |
12 years |
13 days |
13 years |
14 days |
14 years |
15 days |
15+ years |
16 days |
With a cap at 15 years and an effective date of January 1, 2016. Second by Gonyer, motion carried with Burrill voting no.
Burrill asked about carry-over of PTO days in that the policy reads that you cannot carry over from year to year. A discussion took place regarding a comp time policy review and setting a committee for this issue. The Board asked to have a discussion of a compensation time policy at the November 17th meeting.
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Tax Rate Setting
Town Administrator Wrigley asked the Board to review the information provided to the Department of Revenue Administration for setting the 2015 tax rate. The only decision to be made by the Board is the amount of the overlay and the fund balance. Town Administrator stated that with the proposed numbers for the overlay and fund balance per the town’s Fund Balance Policy puts the 2015 total Tax Rate at $26.17.
Gonyer motioned to accept the total tax rate of $26.17 as calculated by the Department of Revenue Administration. Second by Burrill with a unanimous vote.
The tax rate will be certified in the next couple of days by the Department of Revenue Administration.
Town Beach
Burrill asked to review an issue with the swim lines at the Town Beach for they are still in the water and we need to get them out. A member of the Recreation Commission brother has a boat and is willing to help pull in the lines for the town boat is too small. A discussion took place to leave the anchors in place, detach the lines and leave a buoy hooked up to the line. Burrill will pursue this item with the Recreation Commission.
The Board signed a Notice of a Welfare Lien.
Doggett moved to recess at approximately 7:20pm for dinner. Second by Burrill with a unanimous vote.
Chairman Donovan called the meeting back to order at 7:33pm to review the PTO Policy since all Selectmen were present.
Selectman Doggett moved to go into Nonpublic Session at 8:18pm under RSA 91-A: 3 II (a) - Performance Evaluations.~ Second by Selectman Foote with a unanimous roll call vote:~ Donovan - aye, Doggett - aye, Burrill - aye, Foote - aye, Gonyer - aye.
Selectman Donovan moved to close the Non-Public Meeting at 10:07 pm.~ Second by Selectman Foote with a unanimous roll call vote to keep all matters confidential until in the opinion of the majority of the members the circumstances no longer apply except to announce the merit increase for Tom DiFalco, Transfer Station Manager from Grade XVII/6 to XVII/7, effective July 12, 2015; Justin Winsper, Transfer Station Attendant from Grade V/3 to V/4, effective September 12, 2015; Cheryl Saunders, Deputy Town Clerk/Tax Collector from a Grade XIV/9 to XIV/10, effective July 31, 2015; Barbara White, Building Permit Clerk from a Grade VI/6 to VI/7, effective August 30, 2015; Tina Cardoso, Code Enforcement Officer from a Grade XXIII/1 to XXIII/2, effective July 01, 2015.~ Donovan - aye, Doggett - aye, Burrill – aye, Foote -
aye, Gonyer – aye.
Chairman Donovan closed the public meeting at 10:07pm. Second by Foote with a unanimous vote.
Respectfully Submitted,
Mary Winglass, Office Manager
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