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March 17, 2015 Board of Selectmen Minutes
NEWTON BOARD OF SELECTMEN
DATE: TUESDAY, MARCH 17, 2015
TIME: 6PM
LOCATION: NEWTON TOWN HALL, 2 TOWN HALL ROAD

PUBLIC MEETING

  • Call to Order, Roll Call Vote
Chairman Donovan called the meeting to order at 5:33pm.  In attendance were Selectmen Robert S. Donovan, Jr. Chairman, James L. Doggett, Vice Chairman, Lawrence B. Foote, Lisa L. Gonyer, Town Administrator Nancy J. Wrigley and Office Manager Mary B. Winglass.  The meeting was audio and video taped; minutes were transcribed and typed by Office Manager Winglass.

Selectman Matthew A. Burrill was not present at the meeting but did call in to participate in the Selectmen Reorganization part of the Public Meeting only.

Donovan moved to go into Nonpublic Session to hold an Emergency Meeting with the Fire Department under RSA 91-A:3 II (c) - reputation.  Second by Doggett with a unanimous roll call vote: Donovan - aye; Doggett - aye; Foote - aye; Gonyer - aye.

Donovan moved to close the emergency nonpublic session at 5:56pm.  Second by Doggett with a unanimous roll call vote: Donovan - aye; Doggett - aye; Foote - aye; Gonyer - aye.  Per the unanimous roll call vote, the minutes of the meeting will remain confidential until in the opinion of the majority of the members the circumstances no longer apply.  Donovan explained that one of the issues addressed were substantial repairs to the Fire Department trucks which is a safety concern for they do not pass inspection right now.  The Town needs to come up with some funding to get the trucks fixed, a total of three trucks.  

Doggett moved to withdraw, not to exceed $10,000 from the Capital Reserve Fund for Fire Apparatus/Equipment and Restoration in order to take care of Tanker 5.  Second by Foote with a unanimous vote.

  • Pledge of Allegiance
The Pledge of Allegiance was lead by Chairman Donovan.

  • Introduction of Guests
  • Approval of Minutes (Review prior to meeting)
  • Selectmen’s Public & Nonpublic Meeting minutes dated February 17, 2015 and March 3, 2015
The Board decided to table accepting the minutes tonight.

Doggett discussed that the Board members recently attended legal training on the Right to Know Law, Thursday, March 12th at the Plaistow Town Hall.  Doggett added that it was determined how to correct minutes.  Once in draft format, the Board either accepts or amends them at their next scheduled meeting.  

Doggett moved that the members of the Board of Selectmen receive the minutes in a draft format within 72 hours of the meeting so the Board can amend the minutes prior to the State requirement of 144 hours.  This will allow the Selectmen time to review the minutes for accuracy.  Second by Foote.  The Board discussed that each member will receive an email with the minutes and will reply to the Office Manager with any amendments.  Office Manager Winglass asked for clarification and for the Board of Selectmen to write a policy on this change for does this allow one member to amend the minutes or does it need to be by a majority vote of the Board.  The Board discussed doing some research on how other towns deal with the minutes.  Office Manager Winglass added if the Board is concerned with what is put in the minutes then they could give direction at the meeting.  Doggett withdrew his motion.  

  • Scheduled Business
  • Selectmen’s Reorganization, Bylaws and Meeting Schedule
At this time, Donovan contacted Selectman Burrill via cell phone who participated while on speakerphone for this portion on the meeting.

Doggett moved for Robert Donovan, Jr. to serve as Chairman for the ensuing year.  Second by Foote with a unanimous roll call vote: Donovan - yes, Doggett - yes, Burrill - yes, Foote - yes, Gonyer - yes.

Foote moved for James Doggett to serve as Vice Chairman.  Second by Gonyer with a unanimous roll call vote: Donovan - yes, Doggett - yes, Burrill - yes, Foote - yes, Gonyer - yes.

Doggett moved that Matthew Burrill continue as liaison on the Recreation Commission.  Second by Foote with a unanimous roll call vote: Donovan - yes, Doggett - yes, Burrill - yes, Foote - yes, Gonyer - yes.

Donovan moved for James Doggett to serve as the liaison to the Planning Board.   Second by Foote with a unanimous roll call vote: Donovan - yes, Doggett - yes, Burrill - yes, Foote - yes, Gonyer - yes.

Donovan moved for Lisa Gonyer to serve as the liaison to the Conservation Commission.  Second by Gonyer with a unanimous roll call vote: Donovan - yes, Doggett - yes, Burrill - yes, Foote - yes, Gonyer - yes.

  • Police Department Re: Employee Merit Increases & Detail Rates
Merit Increases

Police Chief Streeter was present to address any questions regarding the approved department 2.5% merit increase across the Board, except for two employees due to other factors, which is included in the 2015 Police Department budget.  With the approval of the budget by the Board of Selectmen and town vote on March 10th, Streeter asked to move forward with an effective date the beginning of April.

After reviewing the spreadsheet with employee name and wages, the Board made the following motion:

Doggett moved to approve the hourly rate breakdown for merit increases as proposed by the Police Chief effective April 5, 2015.  Second by Gonyer.  
Burrill signed off from participating in the meeting at this time for he could not hear all the discussion.  Motion passed with a unanimous roll call vote: Donovan - yes, Doggett - yes, Foote - yes, Gonyer - yes.

Detail Rates

Police Chief Streeter talked about the current detail rates which have not changed in 3 to 4 years and is recommended by the Police Chief with final approval by the Board of Selectmen.  The Board reviewed a spreadsheet prepared by Chief Streeter showing comparison to other surrounding towns.  

Doggett moved to adopt the Fiscal Year 2015 Detail Monies Rates at an Officer Rate of $38, Cruiser Rate of $12, Administrative Rate of $12 for a total without a cruiser at $50 per hour and with a cruiser at $62 per hour.  Second by Gonyer.  Doggett added that when the Chief mentioned that the town profits from these rates he disagrees for there is other peripheral costs but it does take out a good chunk of the cost.  Doggett asked how often we have an officer on a detail without a cruiser.  Streeter replied that the way the ordinance is written it is a safety issue and usually includes a cruiser but there are times when it could happen.  Motion passed with a unanimous vote.

  • Fire Department Inspection Program & Fee Schedule
Fire Chief Alcaidinho asked Fire Inspector Larry Foote to address this item as he worked on the fee schedule.  Foote added that currently the Fire Department has no work detail policy and fee schedule to handle fire inspections.  The fee schedule is for details when a building is no longer in compliance with life safety codes and violations which can result in injury to occupants and public safety.

A discussion took place on whether this is a policy or an ordinance and if we need to hold a Public Hearing.  A few Selectmen questioned the fee schedule for a single family residential property and felt it should be geared toward commercial property.
The Board asked to review this item at their next meeting.

  • Transfer Station Operations on April 5th Easter Sunday
The Board reviewed the decision of the Board of Selectmen over the last few years, closing the Transfer Station on Easter Sunday.  

Doggett moved to have the Transfer Station close on Easter Sunday, April 5, 2015 and give the option for the employees to work on the Friday before for maintenance or use PTO if available.  Second by Foote with a unanimous vote.

The Board asked to update the Personnel Policy so this item does not have to be revisited each year.

  • Cemetery Trustees Re: Veteran’s World War II Memorial
Cemetery Trustee William Landry was present to discuss a much needed upgrade to the Veteran’s World War II Memorial.  Landry is requesting funds to replace the 4 x 6.5 fiber board to which the 130 brass Veteran name plates are affixed and to replace the clear plastic panel covering.  The rest of the structure was updated in 2010 with PVC to extend the life of the memorial.  The estimate for material and labor for this project is $450 and would like to complete the work prior to the Memorial Day Ceremony at the end of May.

Doggett suggested the Trustees inquire about using the interest on the trust fund for cemetery perpetual care held by the Trustees of Trust Funds.  This is using interest on non distributable monies that has accumulated over many years.  Landry will inquire about these funds but if it does not work out can we approve a backup option.   The Board discussed making funds available through the General Government Buildings budget.

Doggett moved that we extend to the Cemetery Trustees as the last resort the sum of $450 to cover the repairs as needed for the Veteran’s World War II Memorial.  Second by Foote with a unanimous vote.

  • Donation of a laptop to the Cemetery Trustees from William Landry
Cemetery Trustee William Landry discussed the donation of a 2011 Acer Laptop to the Cemetery Trustees for their sole use.  Last year their laptop was taken out of commission due to Microsoft no longer supporting the XP software.  There is a need for a computer to access the cemetery files located on the server.  Landry currently uses his personal computer to access the files but Trustee Michael Hughes has no access.  

Foote moved to accept the laptop from William Landry for the Cemetery Trustees, with a thank you to Mr. Landry.  Second by Doggett with a unanimous vote.

  • Receipt of surplus return of $7,213.75 from the 2014 Member Group’s share of HealthTrust
Doggett moved to accept the HealthTrust 2014 surplus return in the amount of $7,213.75.  Second by Foote with a unanimous vote.

  • Letter from Sargent Woods Condominium Board of Directors Re: Road Line Striping
Larry Corcoran, President of the Sargent Woods Community Board of Directors sent a letter on behalf of the residents in the Sargent Woods Community.  Their request is to have a yellow, lane dividing line put down on the center of Smith Corner Road and white border lines on each side edge.  This will extend from the Plaistow town line to Peaslee Crossing Road.  The residents feel that this is a safety issue for the road is narrow with only one street light.  Office Manager Winglass added that Road Agent Mike Pivero responded that he will look into the cost and for a few other roads in town.

The Board thanked Mr. Corcoran for bringing it to their attention and asked to invite the Road Agent to the next meeting.  

  • Generator Preventative Maintenance Service/Repair contract
Office Manager Winglass explained that she checked on references and every response was good for both companies who submitted quotes in 2015.  Both are nearby; one has a lower yearly maintenance cost per generator with the other having lower service rates and no travel charges.  The Board felt that both quotes were in the same ballpark as far as cost.

Doggett moved that we enter into a five year contract for Generator Preventative Maintenance with TriState Generators, LLC of Kingston, NH.  Second by Gonyer with a unanimous vote.

  • Announcements
  • Other Business, Sign Manifests, Requisitions, Abatements, Tax Credits, Correspondence and Appointments
Doggett moved to sign the Payroll Manifest dated 03/13/2015 for the pay period 2/22 - 3/7.  Second by Foote with a unanimous vote.

Doggett moved to sign the Vendor Manifest dated 3/17/2015 in the amount of $378,116.59 .  Second by Foote with a unanimous vote.

Doggett moved to sign the Welfare Manifest dated 3/09/2015 in the amount of $595.00.  Second by Foote with a unanimous vote.

Foote moved to sign an appointment for Deputy Town Clerk/Tax Collector Cheryl Saunders with an expiration date of April 15, 2018.  Second by Gonyer with a unanimous vote.

Foote moved to sign two appointments as Alternates for the Gale Library Trustees with an expiration date of April 15, 2016 for Julie A Lamere and Dana Whitney.  Second by Gonyer with a unanimous vote.

Gonyer motioned to approve a 2015 Veteran’s Credit for Map 10-5-3 per the recommendation of the Town Assessor.  Second by Foote with a unanimous vote.

  • Adjourn
Donovan moved to adjourn at 7:23pm.  Second by Gonyer with a unanimous vote.