NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, DECEMBER 1, 2015
TIME: 6:00PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD
PUBLIC MEETING
- Call to Order, Roll Call Vote
Vice-Chairman Doggett opened the meeting at 6:03 pm.~ In attendance were Selectmen James L. Doggett, Vice Chairman, Matthew A. Burrill, Lawrence B. Foote and Town Administrator Nancy J. Wrigley. 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.~ Lisa L. Gonyer, Selectman was not present for the nonpublic meeting.
Selectman Burrill moved to go into Nonpublic Session under RSA 91-A: 3 II (a) – Fire Department & Welfare; (c) – Personnel Matters; (a) – Performance Evaluations; (a) - Highway. ~Second by Selectman Foote with a unanimous roll call vote:~ Doggett - aye, Burrill - aye, Foote - aye.
Selectman Burrill moved to close the Non-Public Meeting at 7:00 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 pay increase for Richard Milner - Bookkeeper / Payroll Administrator from Grade XIX Step 6 to Grade XIX Step 7, effective 08/13/15; the pay increase for Richard Milner Planning Board Administrator from Grade XIII Step 8 to Grade XIII Step 9, effective 10/07/15; and the pay increase for Scott Dole from Grade XV Step 2 to XV Step 9, effective 12/01/15.~ Doggett - aye, Burrill – aye, Foote - aye.
Selectman Gonyer joined the meeting at this time. The Selectmen started with the Public Hearing for it was posted to be held at 7pm.
Vice Chairman Doggett led the assembly in the salute to the flag.
John Meserve: Introduction of Executives at North Shore Bank
John Meserve former President of the Merrimac Bank talked about opening the Merrimac Bank eleven years ago and the wonderful response from the community. Meserve will be working the next couple of months helping with the transition from Merrimac Bank to North Shore Bank. Meserve introduced David LaFlamme, Chief Executive Officer and Kevin Tierney, Sr., President & Chief Operating Officer of North Shore Bank.
Mr. LaFlamme talked about the excitement with the merger to continue to support the community. LaFlamme presented a gift of $1,000 to the Newton Food Pantry on behalf of the employees from North Shore Bank.
Kevin Tierney, President of North Shore Bank talked about continuing the important role in the community and the donation from the employees at North Shore Bank. The bank has a policy to allow jeans to be worn by the employees every Friday but in return they have to pay a small bounty. The employees designate a charity to give the funds to each month and November was chosen by the employees to give the funds to the Newton Food Pantry in the amount of $1,000.
The Selectmen thanked the employees of North Shore Bank for the generous donation. A quick meet and greet followed and photos were taken.
- Approval of Minutes (Review prior to meeting)
- Selectmen’s Public and Nonpublic Meeting minutes dated November 9, 2015
Burrill moved to accept the Selectmen’s Public and Nonpublic Meeting minutes dated November 9, 2015. Second by Gonyer with a unanimous vote.
- Selectmen’s Public and Nonpublic Meeting minutes dated November 17, 2015
Burrill moved to accept the Selectmen’s Public and Nonpublic Meeting minutes dated November 17, 2015. Second by Foote with a unanimous vote.
- Selectmen’s Public and Nonpublic Meeting Minutes dated November 19, 2015
Gonyer moved to accept the Selectmen’s Public and Nonpublic Meeting Minutes dated November 19, 2015. Second by Foote with a unanimous vote.
7pm Public Hearing in accordance with RSA 31:95-b III (a):
To vote to accept and expend unanticipated funds in the amount of $30,016.00 from the State of NH FEMA (Federal Emergency Management Agency) to the Town of Newton. The funds represent the Federal Share of the total approved eligible costs under Disaster FEMA-4209-DR-NH for the January 2015 Severe Winter Storm and Snowstorm
Doggett opened the public hearing at 7:03pm and read the legal notice as listed above.
Doggett opened the floor to any public comments questions or concern; hearing none, Doggett closed the public hearing at 7:05pm.
Burrill moved per RSA 31:95-b to accept and expend unanticipated funds in the amount of $30,016.00 from the State of NH FEMA (Federal Emergency Management Agency) to the Town of Newton. The funds represent the Federal Share of the total approved eligible costs under Disaster FEMA-4209-DR-NH for the January 2015 Severe Winter Storm and Snowstorm. Second by Gonyer with a unanimous vote.
Cable Committee
Cable Station Manager Diane Morin talked about the extensive upgrade that the Board approved earlier tonight and in the total amount approved includes funding to pay Cable Consultant Chris Liquori up to $750 out of the cable revolving fund.
Vice Chairman Doggett questioned the use of the cable revolving funds to pay for a consultant for he does not believe that is what the intended use is for; Burrill added that this would be new territory for us. Liquori added that the cable contract should outline that the franchise fees are for PEG access and may be spelled out; Town Administrator responded that she checked the contract and could not find any specific wording in regards to paying the cable consultant out of the cable revolving fund.
Burrill moved to approve the proposed 2016 Cable Committee budget at $6,200. Second by Gonyer with a unanimous vote.
Fire Department
Fire Chief John Alcaidinho was present to answer any questions regarding the department’s 2016 proposed budget. Doggett asked if the proposed budget includes the cost for the truck maintenance; Alcaidinho responded no.
Alcaidinho responded that the 2016 proposed budget variance is $40,915.00 which includes; an increase for vehicle maintenance, vehicle repairs, equipment maintenance and equipment repairs. Unfortunately none of us have a crystal ball and we are now trying to play catch up with the fire apparatus. Salaries have also increased by $11,000 which reflects what happened in the last year, the call volume is up roughly 15%, year to date over last year. We average about 7 members for every call; we have members training more than what has been done in the past. With the additional training comes a pay increase which is anticipated next year as well. Additional items are $2,000 for a consultant for a proposed grant match in 2017.
Burrill talked about the 2016 proposed budget as presented may change once we have the cost on the truck maintenance. The Board held off from accepting this budget until their next meeting in order to have the estimate for the truck maintenance.
Transfer Station (SWDA)
Transfer Station Manager Tom Difalco was present to answer any questions on the proposed budget which has a budget variance of -$5,780 compared to the 2015 budget.
Burrill talked about the importance of recycling for we have approximately 70% of residents that do not recycle. The sign at the Transfer Station shows the tonnage and the cost for hauling trash and the savings for recycling; with more recycling there would be a reduction in taxes.
Foote moved to accept the 2016 Transfer Station budget in the amount of $350,000. Second by Gonyer with a unanimous vote.
Highway Department
Mike Pivero, Road Agent handed out his proposed 2016 budget to include an increase of $6,776 over the 2015 budget.
Gonyer moved to accept the 2016 Highway Department budget in the amount of $351,320. Second by Foote with a unanimous vote.
- Cable Committee Equipment Upgrade
Present were Cable Station Manager Diane Morin and Cable Consultant Chris Liquori.
Morin explained that the Cable Committee has been working on a cable equipment upgrade for close to two years. The committee has narrowed it down to two viable quotes that come in close to each other.
The first one is from HB Communications and the second quote is from two sources, ISG (Integrated Source Group) for the equipment and installation and setup by Unique Media Systems. Total HB Communications is $73,188.00 and the ISG Equipment/Unique Media Systems totaled $71,655.00.
Morin talked about the upgrade to include three new cameras, sound upgrade and mounted screen and projector. This will allow presentations to be projected on the cable channel as well as on the screen for public meetings. One quote comes with extensive training and the other comes with some training with the option of additional training with a four (4) hour minimum contiguous session.
The project has been broken down into three phases; first phase is the equipment purchase, phase two is installation and setup and phase three is training and system support.
Doggett added that whoever comes in to do the work in the hall area needs to have insurance to cover any damages that could occur with the installation.
Liquori added that there will be an additional monthly charge for hosting the video streaming once the installation is completed. Doggett suggested that we wait until we are through the first year with the upgrade before we start streaming. Morin added that the Cable Committee is recommending HP Communications for they have come on site numerous times to look at our setup and have been very responsive; Liquori has worked with them in the past with a successful transition.
Gonyer motioned to accept the proposal from HP Communications in the amount of $73,188.00 to be paid from the Cable Revolving Fund. Second by Foote with a unanimous vote.
- Fire Station Building Committee Update
Mike Pivero, Vice Chairman of the Fire Station Building Committee brought drawings for the Board to review of the proposed building and the committee is hoping to have a proposed warrant article to the Selectmen for their next meeting on December 15th. Town Administrator Wrigley responded that January 12th is the cutoff to accept warrant articles. Pivero talked about possibly needing a work session with the Selectmen at the end of the month.
Pivero left the drawings for the Board to review; the drawings represent an almost final rendering for budgetary figures therefore any concerns need to be addressed post haste.
- Country Pond Culvert Update
Road Agent Mike Pivero informed the Selectmen that we still do not have a permit from the State of NH granting permission to complete the proposed work on the Country Pond Culvert. The permit was submitted 16 months ago and has gone through three different approval processes at the State level and is now on the desk at the Department of Environmental Services. Where this becomes problematic is that the funding for this project is from encumbered funds from last year which expire at the end of this calendar year. The only option is to use the funds to buy the materials this year to offset what we will need next year to complete this project.
Doggett moved to expend up to the $50,000 of encumbered funds on the materials for the Country Pond Culvert. Second by Foote with a unanimous vote.
- 2016 Plowing Season Policy
Burrill moved to adopt the draft 2016 Plowing Season Policy. Second by Foote. Motion passed with Gonyer abstaining.
Gonyer questioned if there is a plowing contract. Pivero responded that there is no contract with the plowing contractors; they are hired contractors and this policy outlines the town’s hourly rates, gas inflation, if applicable and insurance requirements.
- Fire Department: Truck Maintenance
Chief Alcaidinho explained that the Town’s front line Engine 1 bought in 1999 which is the youngest in the fleet has two different mechanical issues. One issue is the fire pump which has an estimated repair cost of 5 to 6 thousand dollars; the engine has a severe oil leak and they have taken the top half of the engine off and giving a ballpark only for they are not sure if the cylinders are damaged, pistons or rings; they believe that the oil leak could be coming from several different areas. The estimated repair cost could run up to $20 to $24 thousand dollars. As of today, the cost is $5,700 and the Chief told them to stop working on the truck until he has an opportunity to speak with the Selectmen. The primer pump let go on the truck which took the truck out of service; the oil leak was noticed when they
conducted the pump test.
The Board discussed giving the Chief the ok to keep going in order to get a more accurate price on the repairs for this is public safety and not something we can delay. This is the newest truck in the fleet as well as the front line truck.
Replacing the engine was discussed and Chief Alcaidinho responded that to put in a new engine would require that it meets today’s standards to include a new emissions system.
Burrill moved that we give the Chief the authority to have the garage complete a full diagnosis on Engine One not to exceed $15,000 and come back with a clear understanding and then we can look at the budget for next year. Second by Foote with a unanimous vote.
Fire Chief Alcaidinho announced that members of the Fire Department and the Fire Association decided to move the Santa Parade to the Sunday before Christmas, December 20th. All members had the opportunity to vote and give input with many stating that having it on Christmas Eve is difficult on the young families. Surrounding town’s hold their parades prior to the holiday which allows families to be together on Christmas Eve but there has also been some negative talk as well for it is hard to break tradition. Chief Alcaidinho opened up the opportunity for any past or present members, who would like to take part in the Santa parade on Christmas Eve, please call the department if you are interested.
- Crossman Air Balancing Annual Maintenance
The Board reviewed a proposal from Crossman Air Balancing Consultants & Service for a twice annual preventative maintenance on (2) Fijitsu Mini Split heat pump systems at the Town Hall at a cost of $275 per year.
Gonyer moved to award the contract to Crossman Air Balancing for the Annual Maintenance in the amount of $275. Second by Foote with a unanimous vote.
- Trust under Will of Emma Gale Harris
The Board reviewed a letter from BMO Private Bank who oversees the Trust under the Will of Emma Gale Harris – Gale Memorial Fund. The fund was established for the benefit of the community, the worthy poor. The account income may be distributed for the greatest good of Newton, upon the recommendation of the Selectmen and under the trustee’s discretion. With no need at this time, there is no recommendation from the Selectmen to use any of the funds.
- Proposed Timeline for the 2016 Town Meeting
The Board reviewed a proposed Time Line for the March Town Meeting prepared by Town Administrator Nancy Wrigley.
Foote moved to adopt the timeline for the 2016 Town Meeting. Second by Gonyer with a unanimous vote.
- Review quotes for printing the 2015 Annual Town Report
The Board reviewed an outline of the quotes received for the printing of the 2015 Annual Town Report from the following companies; Imagewise Graphics, Hampton Falls NH, RAM Printing, East Hampstead NH, Gangi Printing, Somerville MA and Rickenbacker Resources in Andover MA.
The lowest bid is from Gangi Printing at $1,971.75 with the second lowest quote from RAM Printing at $2,281.12. The Board discussed the difference in price is $309.37 and asked to check with RAM Printing to see if they will lower their quote to the lowest bid price. Reasoning for this request is due to location and their great reputation.
Gonyer moved to accept the proposal for printing 500 Annual Town Reports from RAM Printing. Second by Foote. Burrill asked to amend the motion to ask RAM to price match the lowest bid. Gonyer accepted the friendly amendment with a price up to $2,261.12. Foote seconded the amendment with a unanimous vote.
- Property-Liability Trust Notice of Decision
The Board reviewed a letter from Property-Liability Trust (PLT) informing the town that PLT were denied their request to move forward offering insurance coverage as of July 1, 2016. Therefore the current FY2016 coverage period ending June 30th will be the last year PLT will provide property liability, workers’ compensation and unemployment compensation coverage to the NH public sector.
The Board decided to start in January preparing bid documents to start the process of obtaining coverage as of July 1, 2016.
- Cont review of Holiday Hours at the Town Hall
Town Clerk/Tax Collector Mary Jo McCullough responded to the Board’s request to open on Christmas Eve 12pm to 4pm by stating that she will close her office on Christmas Eve, Thursday, December 24th.
Selectman Gonyer recommends that the Town Hall and Transfer Station take Thursday, December 24th as the observed holiday for the departments that do not work on Fridays.
Gonyer moved for this year 2015, December 24, 2015 is the observed holiday for Christmas for the departments for when Friday is not a work day. Second by Foote with a unanimous vote.
Burrill moved for Town Hall and Transfer Station to be open 12pm to 4pm on Thursday, December 31st, New Year’s Eve and for employees to use comp or PTO time to offset their hours. Second by Foote with a unanimous vote.
Burrill moved to reconsider his last motion. Second by Foote with a unanimous vote.
Burrill moved to allow employees to use their holiday pay as well to offset and complete the shift on December 31, 2015. Second by Foote with a unanimous vote.
- Per RSA 31:95-b to accept and expend unanticipated funds to the Newton Food Pantry: $500 from Marc Schiller and Maria Tammik and $100 from the Red Knights Motorcycle Club, Chapter 5
Burrill moved per RSA 31:95-b to accept and expend unanticipated funds to the Newton Food Pantry: $500 from Marc Schiller and Maria Tammik and $100 from the Red Knights Motorcycle Club, Chapter 5. Second by Foote with a unanimous vote.
- Announcements
- Holiday Festivities at the Central Fire Station, December 13, 2015
(Pictures with Santa, Refreshments, Toys for Tots Drop Off)
- Red Cross Blood Drive, January 6th at the Town Hall 2pm to 7pm
- Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Town Administrator asked the Selectmen to allow Transfer Station employee Shayne Shoopman to do the shoveling this year at the Town Hall, Gale Library and if needed at the Fire Station. The Board agreed to extend Shoopman’s hours and asked to look into purchasing a snow blower.
- Burrill moved to sign the Payroll Manifest dated 12/04/2015 for the pay period 11/15 - 11/28. Second by Foote with a unanimous vote.
- Burrill moved to sign the Vendor Manifest dated 11/24/2015 in the amount of $7,502.00. Second by Foote with a unanimous vote.
- Burrill moved to sign the Vendor Manifest dated 12/01/2015 in the amount of $567,964.57. Second by Foote with a unanimous vote.
- Burrill moved to sign requisition #2621 from the Planning Board in the amount of $4,092.00 for the Capital Improvements Program Services contract with Rockingham Planning Commission. Second by Gonyer with a unanimous vote.
- Foote moved to sign requisition #2475 from the Gale Library in the amount of $550.00 to purchase (2) new lamp fixtures and a new switch paid from General Government Buildings budget to Atkinson Electric. Second by Gonyer with a unanimous vote.
- Foote moved to sign requisition #2529 from the Selectmen’s Office in the amount of $1,258.00 to purchase a HP Desktop Computer, monitor and Microsoft Office 2016 for the Selectmen’s Office Manager. Second by Gonyer with a unanimous vote.
- Foote moved to sign the 2016 Special Permit Application-Mosquito/Black Fly to the State of NH Division of Pesticide Control, Department of Environmental Services. Second by Gonyer with a unanimous vote.
- Foote moved to approve and sign a 2017 Veteran’s Tax Credit for PID#13-3-11-96. Second by Gonyer with a unanimous vote.
- Foote moved to approve and sign a 2015 abatement in the amount of $6,298.00 for PID# 7-4-5 recommended by Town Assessor Andrea Lewy. Second by Gonyer with a unanimous vote.
- Gonyer moved to approve and sign a 2015 abatement in the amount of $12.00 for PID# 2-3-9 recommended by Town Assessor Andrea Lewy. Second by Foote with a unanimous vote.
- Gonyer moved to approve and sign a 2015 abatement in the amount of $1.00 for PID# 10-2-32-14 recommended by Town Assessor Andrea Lewy. Second by Burrill with a unanimous vote.
- Gonyer moved to approve and sign a 2015 abatement in the amount of $2,118.00 for PID# 2-4-37 recommended by Town Assessor Andrea Lewy. Second by Burrill with a unanimous vote.
- IT Contract Addendum for (5) Tablets
- Gonyer moved that she is in favor of the addendum to the current contract to add computer support for the (5) Selectmen’s Tablets. Second by Burrill with a unanimous vote.
- Burrill moved to approve and sign an addendum to the existing Computer Support and Managed IT Contract with RMON Networks for an additional $150 per month to include (5) tablets. Second by Foote with a unanimous vote.
- Burrill moved to release the $5,000 Irrevocable Standby Letter of Credit held by Haverhill Bank for 43 Heath Street listed under Tiffany Lee Homes, Inc. John Tilton, 7 Mankill Brook Road, Plaistow, NH per the recommendation of Road Agent Mike Pivero. Second by Gonyer with a unanimous vote.
- The Board reviewed a proposed extension to the town’s current IT contract for support and managed IT contract starting June 4, 2016 through year-end 2017. Office Manager Winglass recommends this option for the town’s IT contract expires midyear 2016 and this contract extends the contract to a point where we will then need to look at budgeting for a new server. The Board decided to go out to bid next year for this service since the amount of the contract requires the Board to go out for sealed bids.
Burrill moved to adjourn at 9:54pm. Second by Gonyer with a unanimous vote.
Respectfully Submitted,
Mary Winglass
Selectmen’s Office Manager
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