APPROVED

 

TOWN OF PELHAM

BOARD OF SELECTMEN MEETING

MINUTES

July 16, 2002

APPROVED Ė July 23, 2002

 

CALL TO ORDER

PLEDGE OF ALLEGAINCE

 

PRESENT:

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

 

Also present:

 

ABSENT:

Mr. Tom Gaydos, Town Administrator, members of the press and general public.

 

Mr. Greg Farris

††††††††††††††

Vice Chairman Lynde opened the meeting at approximately 6:30 pm.

 

MINUTES REVIEW

 

December 11, 2001

 

MOTION:

(Derby/McDevitt) To approve the December 11, 2001 minutes as amended.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

 

OPEN FORUM

 

None.

 

APPOINTMENTS

 

Donation of a storage trailer, Police Chief Haglund

 

Police Chief Haglund met with the Selectmen to discuss the donation of a storage trailer to the Police Department.He said that the trailer was approximately 8ft x 40ft and would help in cleaning up the back lot of the station.He said that William Scottsmans would lease the trailer for $1 for approximately nine months, or until the Police Department moved into the new building.He said that the Fire Department would also be able to use the trailer.He said that the Townís insurance company would cover the trailer.There was a brief discussion where the trailer would be parked, and it was noted that there may be a deed restriction on the property that would need to be reviewed.

 

Mr. Lynde asked if the trailer would fall under the donation policy.Mr. Gaydos believed that the trailer would fall under the donation policy.He said he would schedule a public hearing appropriately.

 

OLD BUSINESS

 

Municipal Building

 

Mr. Lynde said there had been a request regarding information on the contractors in the area that would qualify for the Mechanical, Electrical and Plumbing (MEP) design build contractors.Mr. Gaydos said a listing had been received from Bread Loaf of corporations of which they were aware and was not intended to be an all-inclusive list.Mr. Lynde reviewed the list.

 

Mr. Bergeron noted that the design build advertisement had been attached to the listing.Mr. Gaydos said that the advertisement attached had been suggested, but had not been placed.Mr. Bergeron asked if the people contracted were included on the list provided.Mr. Gaydos said that he was not aware of all the companies, but understood that the fire protection design/build would be done by Hampshire Fire Protection of Londonderry and Kimball Chase would be handling the civil engineering work.

 

Mr. McDevitt informed that Ms. Jan Becker would be meeting Wednesday, 10am-1pm at the Town Hall with the MEP companies and the department heads.Mr. Lynde noted that the meeting would review the communications and wiring issues.

 

Mr. McDevitt said that there may be a deed restriction on the Mills Property regarding the parking for the new Library.He said the deed restriction noted that the building closest to the road could not have parking in front of it.

 

Mr. Lynde noted that there was a listing of thirty-one items that would be put out to bid and questioned if people should be informed.Mr. Gaydos said he had discussed the issue with Bread Loaf and believed that the Town should wait until financing was determined.Mr. Lynde said that the bid specifications would not be ready until mid August.Mr. Bergeron felt the Selectmen needed to decide how phase two would be handled, either by a project management company, or a contractor system.Mr. Lynde agreed and said that the Selectmen would have a discussion in the future.Mr. Bergeron was not clear how the items would be put out to bid.He said that the taxpayers understood that bids should go out, but didnít believe the Selectmen had yet decided.Mr. Lynde said that the Selectmen needed to discuss the issue.

 

Mr. McDevitt believed the Selectmen should also have a discussion regarding the route to be taken regarding financing.Mr. Lynde believed that that if there was a Supreme Court appeal the Town would either 1) delay the project, or 2) work with Zions, and rewrite the note as a public finance bond when the court case was resolved.He said if an appeal was not filed, the Town should work with Citizenís Bank.There was a brief discussion regarding the rates used in the comparison breakdown provided to the Selectmen and the fact that updated rates should be reviewed.†††

 

NEW BUSINESS

 

Budget Review:

 

Transfer Station - Mr. Bruce Mason, Superintendent discussed the budget with the Selectmen.Mr. Gaydos said there was a project carried over, which was the cleaning of the area (lead removal) and the replacement of the overhead doors.Mr. Mason said that he was due to receive all quotes by the end of the week for the lead removal.Mr. Gaydos said that the cost was due to be under $10,000.He asked for authorization to move forward and choose a company for the lead removal that would not exceed $10,000. Mr. Mason said he would then be eligible to apply for a grant that would cover 20% of the cost for the closing of the incinerator.Mr. Gaydos noted that an overhead door needed replacement and noted that Mr. Mason had received a quote from a company that Mr. Mason had worked with in the past.He then asked for authorization to move forward with the replacement of the overhead door, not to exceed $4000.Mr. Lynde confirmed that Mr. Gaydos was seeking authorization to engage a qualified low bidder on the lead removal project and seek replacement of the overhead door by a qualified contractor.Mr. McDevitt asked if a public bidding process would take place for the $10,000.Mr. Gaydos said that he was aware on two or three companies qualified to do the work.He said the state would review the job when complete.Mr. Mason referenced the new Procurement Policy, which noted that any contract work between $5000 and $15,000 would need adequately documented informal quotes.He said that he had received a quote for $3800, and the new policy noted that purchases under $5000 should be handled on an as-competitive basis as deemed reasonable.Mr. Mason noted that the company with the $3800 bid had historically been the low bidder during the past year and didnít feel there would be a problem with them.

 

MOTION:

(Bergeron/McDevitt) To authorize Mr. Gaydos to enter into a contract for the lead removal cleaning project with the cost not to exceed $10,000.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

 

The Selectmen did not feel that a motion was needed to authorize the new overhead door.

 

Mr. Lynde said that in 2002 the Transfer Station appropriated $446,950 and were requesting $449,496 for the 2003 budget.Mr. Mason began by reviewing the salaries.

 

Supplies - 2002 and 2003 were level funded at $2,025.

Utilities- $8,344 appropriated for 2002,$1308 requested for 2003 (decrease due to electric being moved †††††††††††††† to the buildings and grounds budget.

Gas, Oil, etc. - $4379 appropriated for 2002, $3976 requested for 2003.There was a discussion regarding †††††††††††††† the gas price.Mr. Mason said the amount listed for 2002 had been miscalculated and had been †††††††††††††† corrected in the 2003 budget.

Equipment repairs - $5126 appropriated for 2002, $4725 requested for 2003.

Equipment rentals - $26,142 appropriated for 2002, $26,147 requested for 2003.

New equipment - $8849 appropriated for 2002, $100 requested for 2003.

Expenses - $241,680 appropriated for 2002, $264,270 requested for 2003.There was a brief discussion regarding the items listed under expenses.Mr. Mason noted that the container/compactor amounts had changed for certain items due to negotiations with Waste Management.

 

Mr. Mason ended by saying there would possibly be a warrant article for a secretarial position to be split with the Transfer Station and the Highway Department.Mr. Gaydos said the Selectmen would discuss in the future because the position would need to fit into an overall plan.

 

TOWN ADMINISTRATORíS REPORT/SELECTMENíS REPORT

 

Mr. Gaydos said that Park and Recreation had selected an individual to offer summer employment.He said the background check had been completed.He questioned if the Selectmen would like the Recreation Director to make a presentation.There was a brief discussion, which lead to the following motion:††

 

MOTION:

(McDevitt/Bergeron) To authorize the hiring of Mr. Jeffrey Adams as part-time seasonal (summer) help at Veterans Memorial Park.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

 

Mr. Gaydos said that in accordance with E-911, he would like to prepare a list of all the roads that were recommended to be renamed, along with the proposed name.He said that the final presentation would be made at a public hearing.Mr. McDevitt suggested that the hearing be held after Labor Day.Mr. Gaydos agreed with Mr. McDevitt that the public hearing would be held after Labor Day since the project would take some time to pull together.He said there were at least twenty roads that would be affected.

 

Mr. Bergeron noted that Mr. Larry Neskey and Mr. Steve Belcher would attend a DES sponsored seminar promoting recycling within communities.He said that the used oil grant application had been filled out and the process would take approximately 6-8 weeks.He wished the Fire Chief well with his surgery.

 

Mr. Derby said the Highway Department was currently working on their summer repaving.

 

Mr. McDevitt said a closing for the Wolven property (on Jericho Road) would be held Thursday, 10am at Town Counselís office.He said that 2pm, Monday there would be a meeting with members of the Budget Committee and the Selectmenís Representative and the Town Administrator to provide a friendly update on the budgets.

 

Mr. Lynde said that the Planning Board had held a meeting that he was unable to attend.He had been advised that the Planning Board was going to postpone their discussion regarding cul-de-sac lengths.He said the Planning Board held a discussion and decided the item would not be carried forward to the next scheduled meeting.He believed that the Planning Board should reconsider their decision based on new information by Fire Chief Fisher that fire hose could not pump water through a hose over 1000ft.†† He asked that Mr. Gaydos follow up on the issue.Mr. Gaydos said he was working with the safety management committee and would be making a presentation.

 

REQUEST FOR NON-PUBLIC SESSION

 

MOTION:

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

 

ROLL CALL:

 

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

 

Mr. Lynde 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 7:47pm.

 

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