NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, NOVEMBER 17, 2015
TIME: 6PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
MEETING MINUTES
- Call to Order, Roll Call Vote
Vice-Chairman Doggett opened the meeting at 6:01 pm. In attendance were Selectmen James L. Doggett, Vice Chairman, Matthew A. Burrill, Lawrence B. Foote, Town Administrator Nancy J. Wrigley and Selectmen’s Office Manager Mary B. Winglass. The Public Meeting was taped; minutes were transcribed and typed by Office Manager Mary B. Winglass. The Non-Public Minutes were transcribed and typed by Town Administrator Nancy J. Wrigley. Chairman Robert S. Donovan, Jr. was excused this evening and Selectman Lisa Gonyer was not in attendance.
Selectman Burrill moved to go into Nonpublic Session under RSA 91-A: 3 II (b) – Police Department; (a) – Fire Department; (c) - Deputy Town Clerk/Tax Collector; (c) – Personnel Matter; (a) – Performance Evaluations; (c) – Contract Negotiations. Second by Selectman Foote with a unanimous roll call vote: Doggett - aye, Burrill - aye, Foote - aye.
Selectman Gonyer arrived at 6:07 pm
Selectman Foote moved to come out of non-public at 7:26 pm. Second by Selectman Gonyer with a unanimous roll call vote Doggett - aye, Burrill – aye, Foote - aye, Gonyer – aye.
Selectman Burrill moved that they keep everything that was discussed in this non-public session, non-public until the majority of the Board agrees that it is no longer necessary to keep it non-public. Second by Selectman Gonyer with a roll call vote Doggett - aye, Burrill – aye, Foote - aye, Gonyer – aye.
- Pledge of Allegiance
- Introduction of Guests
- Approval of Minutes (Review prior to meeting)
Scheduled Business
- Review 2016 Proposed Budgets
The Board reviewed a proposed 2016 Zoning Board of Appeals Budget with an increase of $316 for a total of $6,490.
Burrill moved to approve the 2016 Zoning Board of Appeals proposed budget of $6,490. Second by Foote with a unanimous vote.
Town Administrator Wrigley stated that she looked at the cable contract and could not find any language that would not allow paying salaries out of the franchise fee. Wrigley did not feel it would be in the best interest to set a precedence of paying wages out of the revolving fund for it has always been paid out of the operating budget. Cable Chairman Mary Winglass explained that the salaries proposed to be paid out of the revolving fund are for an extensive equipment upgrade next year. The board tabled this budget until they get more information regarding the cable revolving fund and the legal authority to pay for salaries out of this fund.
Bill Landry, Cemetery Trustee explained the proposed 2016 budget that has an increase of $221 which reflects the increase to the approved grounds maintenance three year contract. The new three year contract stays the same over the three year period starting in 2016 - 2019.
Burrill moved to accept the 2016 proposed cemetery budget in the amount of $14,046.00. Second by Foote with a unanimous vote.
Emergency Management Director Larry Foote explained that the 2016 proposed Emergency Management Town Budget is level funded at $17,290.
Foote added that the town no longer has to budget for the State funded portion of his budget for it is guaranteed to be paid by the State.
Burrill moved to approve the 2016 proposed Emergency Management Budget in the amount of $17,290. Second by Gonyer with a unanimous vote.
- Care of Trees listed under “Other Gen Gov’t Budget”
The Town currently does not have a Tree Warden. Wrigley and Winglass explained that this budget is used on an “as needed basis” and this year there has been no need for tree removal along the town’s right of way. Burrill recommends reducing this budget by $2,000.
Burrill moved to make the 2016 proposed Care of Trees budget $2,000 versus the $4,000 which leaves us something for tree removal. Second by Foote with a unanimous vote.
Gale Library Trustee Kathy Meserve explained the 2016 proposed Gale Library budget of $114,276 which has an increase of $1,333. Some of the variances are due to an increase cost of books, improvement to services and the education of the Library Trustees with new elected officials and Alternate members; also a decrease to the salary line item due to losing a long time employee who was paid a higher hourly wage.
The spreadsheet shows the year to date expenditures equal to the 2015 budget for the town has paid out that amount to the Library. Meserve added that at this time the Library has expended approximately 96% of the 2015 budget; Selectman Gonyer asked for next year to have an actual expenditure report from the Library Trustees.
Burrill moved to approve the 2016 proposed Library budget of 114,276. Second by Foote with a unanimous vote. Gonyer asked to have part of the record that due to the small variance between the 2015 and 2016 budgets she will not request the actual expenditures this year but asked to have them next year.
Town Administrator Wrigley stated that she spoke with Road Agent Mike Pivero and she feels that he needs to meet with the Board based upon the Board’s decision for budgeting next year. A meeting will be set up for December 1st.
Chief Building Official Ron LeMere was present and explained his 2016 proposed budget to include a reduction of $400 to training and manuals. This budget may change for there is some concern from the Department of Revenue Administration (DRA) but it is unclear what the issue is of concern. The inspectors are paid by fees therefore it is an in/out transaction which the town has gross appropriated for in the past. Since DRA cannot talk about their concern for a couple of weeks, we will have to wait to find out if there is any change.
Gonyer moved to accept the 2016 proposed Building Inspection budget for $81,052.00. Second by Foote with a unanimous vote.
Selectman Matt Burrill represented the Recreation Commission to present the 2016 proposed budget. The budget is down considerably for a warrant article is planned for a 2016 Town Day event. The Recreation Commission feels that they have run this event for the past two years but it is really a town wide event. Therefore if the warrant article does not pass then we cannot have a Town Day event next year.
The repairs line item reduced for next year for in 2015 repairs were done and the plan for 2016 is to put in a warrant article relating to improvements at Greenie Park.
Gonyer moved to accept the 2016 proposed Recreation Commission budget in the amount of $11,420. Second by Foote with a unanimous vote.
No proposed budget has been received to date.
- Police Department Re: Requisition for Winter Snow Tires
Police Chief Lawrence Streeter explained the need to purchase 12 winter snow tires; the other vehicles are reusing tires that still have some wear on them. Doggett asked how many cruisers the department currently has in place.
Streeter responded that the department has (8): one for Animal Control, one for the Police Chief. The remaining vehicles are part of the tool of the trade: it is not unusual to have (2) cruisers on a detail which brings in revenue to the town, one officer in court, one in training, one not working correctly, one transporting evidence and two on patrol.
Streeter added that the average taxpayer pays per year to run the Police Department is $370 per year in taxes.
Foote moved to accept the requisition to purchase (12) snow tires in the amount of $1,408.96. Second by Gonyer with a unanimous vote.
Streeter stated that he has a question regarding the spending cap. Purchases approved last year with funds encumbered to this year; does the Board need to reapprove these expenditures due to the spending cap of $300.
With the town’s tax bills going out late, the Board asked to give it a couple of weeks for the account balance was running low. The Board agreed that they do not have to approve this expenditure again.
- 2016 Contract for Mortgage Searches
The Board reviewed a 2016 contract to conduct mortgage searches by Sanders Searches, LLC approved and recommended by Town Clerk/Tax Collector Mary Jo McCullough.
Foote moved to sign the 2016 contract with Sanders Searches, LLC for mortgage searches. Second by Burrill with a unanimous vote.
- Per RSA 31:95-b to accept and expend unanticipated funds in the amount of $431.58 from the State of NH for participation in the 2015 Volunteer Fire Assistance (VFA) Grant.
Burrill moved per RSA 31:95-b to accept and expend unanticipated funds in the amount of $431.58 from the State of NH for participation in the 2015 Volunteer Fire Assistance (VFA) Grant. Second by Foote with a unanimous vote.
- Per RSA 31:95-b to accept and expend unanticipated funds in the amount of $22.30 from Scott & Joanne McGough to the Newton Food Pantry
Burrill moved per RSA 31:95-b to accept and expend unanticipated funds in the amount of $22.30 from Scott & Joanne McGough to the Newton Food Pantry. Second by Gonyer with a unanimous vote.
- Savers “Give Some Love” donation drive campaign
Selectmen’s Office Manager explained that the town has been approached by Savers to participate in a “Give Some Love” donation drive campaign on the weekend of February 6th – February 9th 2016.
Savers agrees to purchase all Donated Goods that residents wish to sell to Savers, for $0.20 per pound of Soft Goods, and $0.05 per pound of Hard Goods, (excluding items on the Do Not Accept list). Soft Goods are clothing, shoes, hats, scarves, undergarments, jewelry, accessories, bags, wallets, bedding, towels, curtains, tablecloths and other cloth materials. Hard Goods are toys, small household goods and appliances, books, CD’s and DVD’s. The Do Not Accept List includes all weapons, hazardous materials, construction materials, flammable products, automobile parts, damaged furniture, beds, bedding parts, televisions, computer monitors, infant car seats, cribs and other infant products restricted by law, swing sets, food, pets, large appliances, marine vessels, swimming pools, vehicles, cash and intangible property.
The Do Not Accept List may be updated from time to time by Savers, without notice.
All Donated Goods purchased will be weighed and calculated per event, and a receipt provided to the Town. Savers will pay the chosen Not-For-Profit Organization at the above agreed rates within thirty (30) days following a completed event.
The town must provide notice to the residents regarding this event and give Savers the name of a Not-For-Profit Organization who will receive the donation. The Board decided to ask the residents what charity they would nominate for this donation. Selectman Burrill will draft the wording for a request for nomination. The Board approved for Office Manager Winglass to secure the weekend with Savers for this event.
- Resignation from Cable Operator David Koles
Foote motioned to accept the resignation from Cable Operator David Koles effective tonight with regret and appreciation. Second by Burrill with a unanimous vote.
- DES Water Testing at Town Buildings
Office Manager Winglass explained to the Board the option of conducting a Standard Water Test at (4) town properties as part of the MTBe testing conducted by the Department of Environmental Services. The Gale Library is the only town property that has had the water tested in the last couple of years. DES recommends every 3 to 5 years conducting the following water tests: Standard Analysis, Radiological Analysis and Volatile Organic Compounds (VOC’s). DES recommends annually testing for bacteria and nitrate. Winglass added that she recommends the town conduct a standard analysis test completed at (4) town buildings at $75 each for a total of $300.
Foote moved to approve $300 for a Standard Analysis Water Testing at four (4) town buildings: 2 Town Hall Road, 8 Merrimac Road, 16 South Main Street and 35 South Main Street. Second by Burrill with a unanimous vote.
- Discussion of Compensation Time Policy
Burrill discussed that at their last meeting, which was a work meeting, it was determined that the town does not have a compensation time policy. Gonyer talked about having a subcommittee to work on policies as determined by the Board of Selectmen. Gonyer volunteered to be on this committee.
Burrill moved to create a subcommittee to draft a compensation time policy. Second by Foote. Doggett and Gonyer suggested establishing a policy subcommittee with the goal to start with a draft compensation time policy and then tackle policies as directed by the Board of Selectmen. Only Selectmen will be subcommittee members who will then bring to the entire board the final proposed policies. The Board decided that it should be no more than two Selectmen. Motion passed with a unanimous vote.
Burrill moved to nominate Selectman Gonyer and Selectman Foote to the policy subcommittee with Selectman Gonyer as the Chair and Selectman Foote as the Vice Chairman. Second by Doggett with a unanimous vote.
- Town Hall Holiday Schedule
Office Manager Winglass sent out a request to the Building Department and the Town Clerk/Tax Collector asking for their schedules for Christmas Eve and New Years Eve since they both fall on a Thursday this year and the regular hours at Town Hall for Thursdays is 12pm to 8pm. The Building Department is open from 6pm to 8pm on Thursdays therefore they will be closing the office. The Town Clerk/Tax Collector Mary Jo McCullough responded that she is closing on Christmas Eve and will be open from 12pm to 4pm on New Year’s Eve.
After a lengthy discussion in that the Deputy Town Clerk/Tax Collector is a town employee but the Town Clerk/Tax Collector is an elected official and therefore can set her own hours; the Board requests for the Town Clerk/Tax Collector to have the Deputy Town Clerk/Tax Collector open the office on Christmas Eve from 12pm to 4pm. The Board agreed that having an early closure will allow for paid time for their employees that work regular scheduled hours on that day.
The Board asked to research on what the town did last year on Christmas Eve and New Year’s Eve and we can discuss this again on December 1, 2015.
The Board discussed the hours on the “Eve’s” at the Transfer Station. The Transfer Station regular hours on Thursdays are 12pm to 6:45pm. The Board decided to have the Transfer Station open 12pm to 4pm for both Christmas Eve and New Years Eve.
The Board talked about having the Policy Subcommittee address holidays and any half day holidays.
- 2016 Health and Dental Insurance Rates
Town Administrator Nancy Wrigley stated that the Dental Insurance rates stayed the same and the Health Insurance went up 3.5%. The Town of Newton is part of a pool with HealthTrust who negotiates the rates each year. Rates are good and we get the surplus refund each year as well as they oversee COBRA services, retirement services and the medi-comp rates. They do a great job and we have been with them for many years.
Foote motioned to sign the 2016 Health and Dental rates which is part of the membership agreement. Second by Gonyer with a unanimous vote.
- 2015 Employee Training Update
The Board reviewed an employee/elected officials/volunteers listing of who attended each training session and those that did not attend training. A total of 89 employees/officials and volunteers attended training and a total of 40 names, most of them are elected officials/volunteers that were unable to attend a training session.
The Board asked Office Manager Winglass to speak with the department heads to first check the list to remove any names that are no longer with their department. Winglass was asked to contact Trisha McCarthy to see if she is available to conduct a training session on a Saturday, maybe give two dates and see if we can complete training for all that work/volunteer and elected officials of the town.
- Announcements
- 2015 Tax Rate is $26.17 and tax bills will be mailed this week
Selectman Doggett announced that the 2015 Tax Rate has been set in the amount of $26.17 which breaks down as follows;
Municipal |
$ 3.67 |
County |
$ 1.00 |
Local Education |
$19.38 |
State Education |
$ 2.12 |
Total |
$26.17 |
Last year’s tax rate was $25.94 therefore we have an increase of 23 cents. Tax bills were mailed out today.
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Foote moved to sign the Payroll Manifest dated 11/20/2015 for the pay period 11/1 - 11/14. Second by Burrill with a unanimous vote.
Foote moved to sign the Vendor Manifest dated 11/17/2015 in the amount of $25,232.96. Second by Gonyer with a unanimous vote.
Burrill moved to sign the Gravel Tax Warrant for Tax Year April 1, 2014 – March 31, 2015 in the amount of $1,068.32; PID# 5-5-12-1 for $412.60 and PID# 5-5-13 for $655.72. Second by Foote with a unanimous vote.
Burrill moved to sign the Timber Tax Levy for PID# 11-4-6 in the amount of $736.76. Second by Foote with a unanimous vote.
Gonyer moved to sign a letter to the Bookkeeper to prepare a check in the amount of $13,618.14 to the Cable Revolving Fund from cable revenues received from Comcast for the third quarter cable franchise fee of $22,696.90. Second by Foote with a unanimous vote.
Gonyer moved to sign requisition #2645 in the amount of $1,506.21 for a Senior Holiday Lunch at Roma Ristorante in Bradford, MA and the purchase of petite poinsettias from Newton Greenhouse. Second by Burrill with a unanimous vote.
Gonyer moved to sign a Gravel Tax Warrant for Tax Year April 1, 2013 - March 31, 2014 in the amount of $540.00; PID# 5-5-12-1 for $240 and PID# 5-5-13 for $300. Second by Foote with a unanimous vote.
Selectman Foote announced that the Fire Department is holding a picture with Santa and Toys for Tots Drive from 11am to 1pm on December 13, 2015 at the Central Fire Station.
Gonyer moved to re-enter the nonpublic session at 9:25pm under RSA 91-A:3 II (a), (b) and (c). Second by Foote with a unanimous roll call vote: Doggett – aye, Burrill – aye, Foote – aye, Gonyer – aye.
Selectman Burrill moved to close the Non-Public Meeting at 10:46 pm. Second by Selectman Gonyer 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. Doggett - aye, Burrill – aye, Foote - aye, Gonyer – aye.
Selectmen Foote moved to close the Public Meeting at 10:47 pm. Second by Selectman Burrill with a unanimous vote.
Respectfully Submitted,
Mary Winglass, Selectmen’s Office Manager
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