APPROVED

 

TOWN OF PELHAM

BOARD OF SELECTMEN MEETING

MINUTES

May 28, 2002

APPROVED Ė June 4, 2002

 

CALL TO ORDER

PLEDGE OF ALLEGAINCE

 

PRESENT:

Mr. Greg Farris, Mr. Hal Lynde, Mr. William McDevitt, Mr. Jean-Guy Bergeron, Mr. Richard Derby

 

Also present:

 

ABSENT:

Mr. Pat MacQueen, Interim Town Administrator, members of the press and general public.

 

None.

††††††††††††††

Chairman Farris opened the meeting at approximately 6:30 pm.

 

MINUTES REVIEW

 

May 21, 2002

 

MOTION:

(McDevitt/Lynde) To approve the May 21, 2002 minutes as amended.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

 

OPEN FORUM

 

Ms. Ann Hargreaves, met with the Selectmen and discussed the positive role that Citizenís Bank had taken with regard to recognizing the Abott Bridge site.She said that Citizenís Bank had enhanced their own property and installed granite benches for the public to utilize when viewing the Abbot Bridge.She said they also added a granite retaining wall.Ms. Hargreaves made it clear that the enhancements were not gifts to the Town, but were done in recognition of the historical value of the bridge.She asked that a thank you letter be sent to Citizenís Bank.Mr. MacQueen will draft and send a letter to Citizenís Bank.†††††

 

APPOINTMENTS

 

Public Hearing to consider acceptance of hovercraft for Fire Department

 

Mr. Farris said that the Selectmen were scheduled to discuss a donation to the Fire Department, but due to notification requirements, it would have to be rescheduled.Mr. Mac Queen said that seven full days were needed for posting, therefore the hearing regarding the donation would be held in two weeks.

 

Fire Chief David Fisher said the most important thing was to follow the procedure and begin the process for the donation.He didnít feel that the wait would create a problem in the donation process.

 

NEW BUSINESS

 

Hire Community Development Director

 

Mr. Farris noted that the Selectmen had selected a person, from numerous candidates, for the Community Development Director position.††

 

MOTION:

(Lynde/Bergeron)To hire Mr. Dave Brouillet as the Townís Planning Director, effective May 29, 2002, subject to the normal terms and conditions for employment with the Town.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

 

APPOINTMENTS CONíT

 

Nonpublic session per RSA 91-A:3II, a (personnel)

 

REQUEST FOR NON-PUBLIC SESSION

 

MOTION:

(McDevitt/Bergeron) Request for a non-public session per RSA 91-A:3,II,a, (personnel).

 

ROLL CALL:

 

Mr. Farris-Yes; Mr. Lynde; Mr. McDevitt-Yes; Mr. Bergeron-Yes; Mr. Derby-Yes

 

The Board entered into a non-public session at approximately 6:46 pm.Also present was Mr. MacQueen, Interim Town Administrator.

 

The Board returned to public session at approximately 7:51 pm.

 

OLD BUSINESS

 

Municipal Project - Zion Bank Financing

 

Mr. Farris said that Ms. Susan Winshall of Zions Bank had forwarded a spreadsheet showing some of the numbers discussed at the Zion Bank presentation meeting.He wanted to note that the agreement with Citizenís Bank had not been broken or cancelled, but that the Selectmen wanted to ensure that all option had been reviewed.

 

Mr. McDevitt asked that Mr. Bob Blanchette assess a tax rate impact.He would like a fifteen-year term also determined.Mr. MacQueen reviewed the information forwarded by Ms. Winshall.He said Ms. Winshall suggested some additional options for the Town.The Selectmen were interested in the suggested options and asked Mr. Mac Queen to request fact sheets as well as tax assessments.Mr. McDevitt also asked that any fees be noted on the information sent.

 

Mr. Lynde discussed the option of the Town going through a public offering and the possibility of delays and increased costs due to uncertainties with Senate Bill 2.He said it was important to know the drop dead date.Mr. MacQueen said the Town had six weeks until the drop-dead date.

 

Mr. Farris noted that Breadloaf was working on the design phase.He said when it was complete, the Board would need to decide how the construction management phase would be handled, either through Breadloaf, or a general contractor.Mr. Lynde suggested creating an internal schedule for review.Mr. MacQueen questioned why a decision regarding the construction management phase could not be made now.He didnít know what additional information the Selectmen would receive later.Mr. Farris said that they knew Breadloafís fees, and would like to compare fees for a general contractor.Mr. McDevitt felt that Breadloafís proposal was solid and was unsure how the Town could change direction without slowing the process down.He said that after many discussions and explanations, felt comfortable with moving forward with Breadloaf.Mr. Farris said he had been asked questions about the bidding fees, which lead to the question of how to proceed.Mr. MacQueen discussed the type of fees that are charged for bidding.He felt that the Selectmen should decide now if they would like to use a general contractor.

 

There was a discussion about the bidding process and whether Breadloaf will handle the construction management or if bids will be accepted for a general contractor.Mr. Farris asked that the Selectmen add an agenda item for further discussion at the next meeting.

 

Review Public Safety & Planning Board concerns

 

Mr. Lynde said that an issue came up at the last Planning Board meeting regarding cul-de-sac lengths.He said that the Planning Board had a subcommittee that put together a proposed change for the cul-de-sac length.He said the Planning Board voted to increase the cul-de-sac length from 1000í to 2400í.He said a position was put together by the Town Staff that the 1000í length should be held to for public safety reasons.He said there was a variety of issues, some of which were: traffic speed with a longer road length, access to a lengthy cul-de-sac, greater need for cruiser patrol, smaller cul-de-sac would allow the neighborhood to bond as a group, smaller neighborhoods promote crime prevention, etc.

 

Mr. McDevitt asked if the Planning Board addressed and resolved the issues raised by the Staff.Mr. Lynde believed to some extent, that the Planning Board based their decision on a book on road design that contained nationwide data.He said the book indicated there would be a minimum amount of accidents if a cul-de-sac had less than 400 trips per day.He said the Planning Boardís guideline limited the vehicle trips to 340 per day with a length of 2400í.

 

Mr. Farris asked that Mr. Lynde meet with Mr. Victor Danevich, Chairman of the Planning Board and set up a time for a discussion.Mr. Victor Danevich asked if the Planning Board could write a memo explaining how the issue came up.He said if there was still a need, a meeting could be set up.

 

Consideration of application for Conservation Commission member appointment to the Planning Board

 

Mr. Bob Yarmo, Chairman of the Conservation Commission submitted a letter May 20, 2002, requesting appointment to the Planning Board per RSA 36-A:3.Mr. Yarmo said that his application was to try and make the Conservation Commission more efficient and effective.

 

It was noted that the Planning Board had a full membership and two alternates.Mr. Farris discussed his concerns with having a Conservation Commission member being a member of the Planning Board and believed there would be a potential conflict if the Conservation Commission member were a voting member of the Planning Board.The Selectmen discussed the proposed appointment.Mr. Yarmo felt if he were a member of the Planning Board it would give him better access to the Planning Director and therefore able to provide better information to the Conservation Commission.

 

MOTION:

(McDevitt/Bergeron)To appoint Mr. Bob Yarmo as an Alternate member to the Planning Board effective as of April 1, 2002 - March 31, 2005

 

VOTE:

 

(4 - 1 - 0) The motion carries.Mr. Farris voted no.

 

NEW BUSINESS CONíT

 

Transfer Station hauling

 

Mr. Bruce Mason, Superintendent of the Transfer Station said that in the process of reviewing budgets for the year 2003 he was reviewed the current hauling charges.He wanted to review the current contract to see if there were any built-in increases for the following year, but Waste Management had not responded.He said that he contacted a couple different companies and received quotes.He reviewed the quotes with the Selectmen and discussed the money that the Town could save by changing companies.

 

Mr. Farris wanted to know if phase 2 of the Transfer Station would be affected by changing companies.Mr. Lynde noted that the agreement with Waste Management contained a 90-day escape clause for either party.There was a brief discussion regarding what was currently being hauled and what the proposed agreements would cover.Mr. Mason asked the Selectmen if he could pursue further information from the companies.Mr. McDevitt asked if the jobs should be bid out.Mr. MacQueen said that the Town had not bid the services before, but it could be done.He said there would be no guarantee, if put out to bid, that the Town would receive the same quotes.He felt that in the future the process should be standard to bid every three years.

 

Mr. Bergeron commended Mr. Mason for seeking lower prices.Mr. Derby said he had read in the newspaper that Waste Management was having problems in other towns.He felt that changing companies would be good, since the Town was having trouble receiving a response from them regarding the contract.

 

Mr. Bergeron made a motion to sign three-year agreements with both North Shore Recycling Fibers and North Side Carding Incorporated.Mr. Derby seconded.Mr. Mason suggested referencing both the tipping and hauling fees.He said that North Shore Recycling Fibers would be $125 per month for a compactor and that North Side Carding Incorporated would charge $67 per ton, $200 per haul for trash and $67 per ton and $100 per haul for other materials.Mr. Bergeron amended his motion and Mr. Derby amended his second.

 

Mr. MacQueen suggested that the motion include a waiver for the bid requirements.He also suggested that authorization is given to either the Chair or the Town Administrator to enter into an agreement for up to three years with North Shore and North Side Carding to accomplish trash hauling in accordance with the prices indicated in this letter dated May 22, 2002, and attached.Mr. Bergeron amended his motion and Mr. Derby amended his second.Mr. McDevitt recommended having Town Counsel review the agreement.He said he did not support the motion on the basis that a contract would be awarded without going to bid.Mr. Lynde believed that the contracts should include a 90-day escape clause and wanted the contracts reviewed by Town Counsel.Mr. Mason noted that the companies work on an on-call basis.He said that he would provide Waste Management with a 30-day notice.Mr. Farris said once the agreement was reviewed by Town Counsel he would sign it.

 

MOTION:

(Bergeron/Lynde) To authorize either the Chair to enter into a negotiated agreement for not more than three years with both North Shore Recycling Fibers and North Side Carding Incorporated for contracts within the prices and terms indicated in Mr. Bruce Masonís letter of May 23, 2002 and attached hereto.The agreement shall be subject to legal review by Town Counsel.

 

VOTE:

 

(4 - 1 - 0) The motion carries.Mr. McDevitt voted no.

 

Mr. Farris asked if there would be an upcoming request for funds for Phase 2 at the Transfer Station.Mr. Mason said he sent the CIP form in which recommended waiting for at least three years before moving forward with Phase 2.He discussed his reasons and believed the Town may have other needs first.Mr. Lynde asked that Mr. Mason send a memo listing the pros and cons of moving forward with Phase 2.

 

TOWN ADMINISTRATORíS REPORT/SELECTMENíS REPORT

 

Mr. MacQueen said that the list of summer employees had been submitted by Mr. Tryon.He said they all were aware their positions were subject to approval by the Selectmen as well as a background check.Mr. MacQueen said that the $7500 settlement check had been received from the Peabody Forest fire damage.Mr. Lynde asked how to proceed, either to begin work, or to come before the Selectmen with a plan.There was a brief discussion if the improvements could proceed because the funds were from an insurance claim.Mr. MacQueen will research.

 

Mr. MacQueen noted that NRPC would meet with the Selectmen June 11th at 6:45pm to discusshighways, the Geod report and credit.

 

Mr. Bergeron said he had spoken with Mr. Bruce Mason of Transfer Station who reported that the removal and installation of the new pumps had been completed and the line from the pumps to the trailer had been installed.He said that there had been a defect with the computer and using the keys that Dennis would review.

 

Mr. Lynde said that the Master Plan Committee met and were finalizing sections and would be ready for Planning Board approval in June or mid July.He said the survey results had been tabulated and would be available.Mr. Lynde said there had been a meeting regarding the Police Station needs relative to cabling and wiring.They had also discussed the amount of air conditioning needed for the computer room.

 

Mr. McDevitt said that he had received a call from a local organization that would like to donate a flag for out in front of the Town Hall.The Selectmen did not object to the donation.Mr. McDevitt said that he would like to add an agenda item to address some of the recommendations the state has made regarding West Nile Virus.

 

Mr. MacQueen said that bridge engineers had been interviewed and the top selected firm of both Pelham and Windham had been asked to provided a proposed contract and pricing.

 

Mr. Farris discussed the Memorial Day Parade, which went well even though the bandís truck did not start at first.He said that he received a call regarding the dog walking signs.Mr. Bob Tryon said he would research, since there had been a delay.Mr. Farris said there had been some thefts within the Townís cemeteries and asked that citizens keep their eyes open.Mr. Farris ended by informing that there would be a K-9 exhibition held at the High School June 1 & 2.He said there would be organizations all the way from Canada to New Jersey and urged the community to come out and enjoy.

 

REQUEST FOR NON-PUBLIC SESSION

 

MOTION:

(Lynde/Bergeron) Request for a non-public session per RSA 91-A:3,II,a (personnel).

 

ROLL CALL:

 

Mr. Farris-Yes; Mr. Lynde; Mr. McDevitt-Yes; Mr. Bergeron-Yes; Mr. Derby-Yes

 

Mr. Farris noted that when the Board returned, after the non-public session, the Board would not take any other action publicly, except to seal the minutes of the non-public session and to adjourn the meeting.The Board entered into a non-public session at approximately 9:38 pm.Also present was Mr. MacQueen, Interim Town Administrator.

 

The Board returned to public session at approximately††††† pm.

 

MOTION:

 

() To seal the minutes of the non-public session indefinitely.

 

VOTE:

 

(†† )

 

ADJOURNMENT

 

MOTION:†††††††††† (††† ) To adjourn the meeting.

 

VOTE:†††††††††††††††† (††††† )

 

The meeting was adjourned at approximately††††† pm.

 

††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Respectfully submitted,

 

††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Charity A. L. Willis

††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Recording Secretary