APPROVED

 

TOWN OF PELHAM

BOARD OF SELECTMEN MEETING

MINUTES

July 30, 2002

APPROVED Ė August 6, 2002

 

CALL TO ORDER

PLEDGE OF ALLEGAINCE

 

PRESENT:

Mr. Greg Farris, 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. Hal Lynde

††††††††††††††

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

 

MINUTES REVIEW

 

July 23, 2002

 

MOTION:

(Bergeron/Derby) To approve the July 23, 2002 minutes as written.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

 

APPOINTMENTS

 

None.

 

OPEN FORUM

 

Mr. Bob Nelsen, General Manager, Adelphia met with the Selectmen to provide information regarding the upgrade/rebuild of the Town.He said that Adelphia would be moving forward and activating nodes beginning Monday, August 5, 2002He described the added channels people would begin to receive included in the Analog and Digital lineups.He said that as soon as the new system was running, customers would be able to receive two-way internet service.He said the expected completion date for the project was the end of September.

 

Mr. McDevitt wanted to know if the number of subscribers had leveled off and if Mr. Nelsen had an approximate number of households that would subscribe within the next year.Mr. Nelsen said that Adelphia worked with the Town to build the areas of new development.He believed that there would be an increase of customers once the rebuild was complete.

 

Mr. Nelsen said if anyone had any questions to contact him directly by phone at (603) 889-6718 x318, by fax at (603) 881-7132.He informed that the Customer Service number was (800) 429-0848.

 

OLD BUSINESS

 

Municipal Building

 

Mr. Farris said that Bread Loaf had provided a letter directed to sub-contractors and material suppliers which informed that Bread Loaf was seeking letters of interest for the Municipal project.Anyone interested in submitting should send letters of interest and completed qualification forms by August 16, 2002 to Ms. Tina Stevens, Project Estimator, Bread Loaf Corporation, 1293 Route 7 South, Middlebury, VT- phone

(802) 388-9871, fax (802) 388-3815.Mr. Farris said the forms which need to be completed will be available at the Town Hall.He said that the letters of interest and qualification forms were not for any specific part of the project, but would be used as a qualifying application.

 

Mr. Bergeron felt, as he had discussed at past meetings, that the Selectmen should have a discussion regarding construction management and/or general contractor.He wanted to know if the qualifying application was part of phase one, or phase two.Mr. Farris said that Bread Loaf was still working within phase one and that phase two had not yet been decided.Mr. Bergeron wanted to know if Bread Loaf needed payment for gathering the information from the potential sub-contractors and material suppliers.Mr. Gaydos said that the process of gathering information from the potential sub-contractors and material suppliers was included in phase one.He said that bids were not being awarded at this time, Bread Loaf was creating a roster of people qualified to do the necessary work.

 

Mr. Gaydos said that the announcement would be placed within the Lowell Sun, Union Leader, Dodge Reports and Construction Reviews.Mr. Farris said that if the Selectmen wanted to place the ad in any other publications they should let Mr. Gaydos know.

 

Mr. McDevitt informed that the Municipal Building Committee would meet at the Senior Center,Wednesday, July 31, 2002 at 7pm.He said that even though the meeting was not a Selectmen meeting, it had been posted on the chance that three Selectmen would attend the meeting.He noted that the Selectmen would not be taking any action at the meeting.

 

Mr. Gaydos noted that Bread Loaf would be holding a meeting with department heads at 10am Friday, August 2, 2001 at the Town Hall.The meeting will be open to the public.Mr. McDevitt wanted to know if the retention pond would be discussed.Mr. Gaydos said that the engineering firm would be coming in during the afternoon.He said that he would like to discuss the retention pond with the engineering firm.

 

Mr. Gaydos recommended that the Selectmen discuss which direction the Town was interested in heading and make a decision regarding design/construction management so that the phase two portion could move forward, if the Selectmen desired.He said he would be available if any of the Selectmen had questions.He said that the Town went out to bid for the asbestos removal and received three bids.He explained that some of the bids were considerable different when the bid alternatives were reviewed.He said that he needed to know how the Selectmen wanted to proceed regarding the asbestos abatement.He noted that the bid alternates were very specific.There was a brief discussion regarding the areas of Sherburne School that contained asbestos and the fact that there were no funds budgeted to remove all the asbestos.Mr. McDevitt wanted to know if there was a requirement to remove the asbestos in the areas that would not be touched during construction.Mr. Gaydos said that if areas were disturbed, the asbestos would need to be removed and disposed of properly.He said that there were methods of cleaning tile so asbestos would not be disturbed.He said that part of the removal could be done now and part later.He believed that anything outside the basic bid package could be left, as long as it was properly handled.Mr. Bergeron asked if there was any budget within phase one for asbestos removal.Mr. Gaydos answered no.Mr. McDevitt informed that there was a class action suit against Corning Glass, who made similar material as found in certain areas of Sherburne School (i.e. sound proof material in Principalís office).He said that the Town did not have to enter into the suit, but if the Town were able to identify that the products found in the school were made by Corning, a claim could be made.He said he would provide Mr. Gaydos with a copy of the claim form to be filled out.

 

Mr. Farris believed since there would be no harm to the public, that the only areas that should be dealt with were those that would be disturbed.Mr. McDevitt said that the removal of asbestos was the Townís responsibility.He said that Bread Loaf had prepared demolition blueprints/drawings and shared them with RPF (asbestos removal company).He said that Bread Loaf also walked through the building with RPF and compared what would be demolished with the asbestos testing results so the Town would know which areas needed the asbestos removed.Mr. Bergeron asked for confirmation that Bread Loaf created the blueprints within the $484,000.Mr. McDevitt said the blueprints had been created within the $484,000.Mr. Bergeron said he hoped that Bread Loaf would inform the Town if any other items were found.He clarified that the Town would not have to worry about the additional asbestos as long as it was not going to be disturbed.He understood that later on the Town may need to pay more if the asbestos was to be disturbed.

 

Mr. Gaydos said that he would go back to the consultant and verify which items that needed to be removed.His direction from the Selectmen was to review only the items/areas that would be disturbed or required to be removed.He discussed the bid process and asked for direction.Mr. Farris said that traditionally the bids were opened during the Selectmen meetings.He asked that Mr. Gaydos discuss with Mr. Francor (RPF) the items that were necessary to be done.Mr. Gaydos reiterated that there were nine separate bid alternates within each of the bids received.He said he would report back to the Selectmen with a proposal for awarding each of the bids.Mr. Bergeron wanted to clarify that the asbestos removal was a separate issue that had nothing to do with phase two of the project.Mr. Farris said that the asbestos removal was separate and needed to be done before phase two could begin.

 

Mr. Farris informed that there had not been an appeal to the U.S. Supreme Court.He said after quick research, Citizenís Bank had been contacted and invited to meet with the Selectmen to discuss where the Town stood and what needed to be done for financing the Municipal Building.Mr. Gaydos believed that the decision had previously been made, prior to the lawsuit, to move forward with Citizenís Bank to make a public offering.He said that he asked Citizenís Bank what was needed to proceed.He said that he would provide the additional information tomorrow.Mr. Gaydos said that the Selectmen needed to make a decision regarding the term.

 

The Selectmen discussed the options of a ten-year term versus a twenty-year term.Mr. Farris preferred a twenty-year term so that the tax impact would be lower and so that the burden would be spread out for the life of the building to the people who would be using it.He believed that there should be anticipation of what would be coming up with the projected CIP.Mr. Bergeron pointed out that the ten-year term would save approximately one million dollars, even though the tax impact would be greater.Mr. McDevitt discussed the 2001 valuation for total property and noted that the first bill would most likely be calculated in the October 2003 tax rate calculation.He said by October, 2003, there would be two increases in the property valuation.He believed that the ten-year tax rate impact may come close to the predicted number first discussed.Mr. Gaydos discussed the chart created and how the numbers would change with different percentage rates.Mr. Farris asked to see a chart that showed the increase in Town evaluation versus the increase of what was being spent for the last ten years.He was concerned with spending the revenue sources.There was a brief discussion regarding the options.

 

Mr. Gaydos was concerned that other communities that were in similar situations and believed that if the Town was one of the first out it would be beneficial.Mr. Farris said that Mr. Lynde should be involved in the decision.He suggested that Mr. Gaydos contact Mr. Lynde to review the options during the week and schedule an agenda item for the next meeting to make a decision.

NEW BUSINESS

 

Vote on Budgets:Mr. Bob Blanchette, Town Senior Financial Analyst reviewed the requested budgets with the Selectmen.

 

Police - $1,599,611 requested.

 

There was a brief discussion regarding the amount listed for Specials.Mr. Gaydos asked if there were details the Police performed that were charged to the account that were not billed or reimbursed.Police Chief Haglund answered no.Mr. Gaydos confirmed with the Police Chief that there was offsetting revenue.Chief Haglund noted that the amount listed was an average of the past three to four years.

 

Mr. Farris asked Chief Haglund about the opticom system and if he had considered buying the units rather than the entire light bar.Chief Haglund discussed the light bars and said that as they aged, replacing the power supplies for the strobe light was expensive.He said that the light bars being replaced were eight years old, and therefore, he recommended replacing them, rather than fitting the opticom light to it.He said ultimately within three years the whole fleet would be fitted for the opticom light system.

 

Mr. McDevitt made a motion, which was seconded by Mr. Bergeron to reduce the budget $2000 to $1,597,611.Mr. McDevitt didnít feel that point 7, the redman training suit, was not a first priority.Chief Haglund discussed the importance of the personal safety program targeted to the women in the community.He said that the course would allow females to learn self-protection.He believed the small amount of money could be utilized over a long period of time.Chief Haglund noted that the redman suit could be used for straight stick baton training for the patrol officers.

 

MOTION:

(McDevitt/Bergeron) To reduce the proposed Police budget from $1,599,611 to $1,597,611.

 

VOTE:

 

(1 - 3 - 0) The motion failed.

 

MOTION:

(Bergeron/McDevitt) To budget $1,599,611 for the Police Department.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Assessor - $48,611 requested.

 

MOTION:

(McDevitt/Derby) To budget $48,611 for the Assessor.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Budget Committee - $2,397 requested.

 

MOTION:

(Derby/Bergeron) To budget $2,397 for the Budget Committee.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Cable - $44,705 requested.

 

MOTION:

(McDevitt/Bergeron) To budget $44,705 for Cable.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Community Development Department (fka Planning Department) - $181,491 requested.

 

There was a question regarding the budgeted amount for a new computer and stand-alone copier.Mr. Gaydos said that he had not completed the assessment of the department.Mr. Derby suggested setting the budget aside for a week.There was a brief discussion regarding what type of machine would be needed and the fact that if a machine would be leased, it would need to be presented as a warrant article.

 

The Selectmen decided to wait before reviewing the Community Development Department budget.

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Planning Board - $14,875 requested.

 

MOTION:

(McDevitt/Derby) To budget $14,875 for the Planning Board.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Election - $8,850 requested.

 

MOTION:

(Derby/McDevitt) To budget $8,850 for Elections.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Emergency Management - $942 requested.

 

MOTION:

(Derby/McDevitt) To budget $942 for Emergency Management.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Fire Department - $781,719 requested.

 

MOTION:

(Bergeron/McDevitt) To budget $781,719 for the Fire Department.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Health Officer - $4100 requested.

 

MOTION:

(Derby/Bergeron) To budget $4100 for the Health Officer.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Health Services - $42,790 requested.

 

Mr. Derby made a motion to approve the proposed budget.Mr. Bergeron seconded the motion.There was a brief discussion regarding the numbers provided.Mr. Blanchette said that there were three outstanding requests that would not be received until after August.The Selectmen decided to review the proposed budget at the end of August.Mr. Derby withdrew his motion.Mr. Bergeron withdrew his second.

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Highway Department - $647,617

 

MOTION:

(Derby/Bergeron) To budget $647,617 for the Highway Department.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Insurance - $153,645 requested.

 

Mr. McDevitt asked if the increase was due to an increase of people, or cost.Mr. Blanchette said that the increase was mainly due to additional people.

 

MOTION:

(McDevitt/Bergeron) To budget $153,645 for Insurance.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Legal - $75,000 requested.

 

MOTION:

(Derby/Bergeron) To budget $75,000 for Legal.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Park and Recreation - $330,508 requested.

 

There was a question as to whether the additional maintenance person was included in the budget.Mr. Blanchette noted that the additional person was listed under salaries (point one - $19,438 for 40 hrs./39 weeks).There was a discussion regarding the need for additional help.The Selectmen decided there was further discussion needed and held off voting upon the requested budget.†††

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Seniors - $53,010 requested.

 

MOTION:

(Derby/Bergeron) To budget $53,010 for the Seniors.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Interest on TANS - $5000 requested.

 

MOTION:

(McDevitt/Bergeron) To budget $5000 for Interest on TANS.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Tax Collector - $67,867 requested.

 

MOTION:

(Bergeron/McDevitt) To budget $67,867 for the Tax Collector.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Town Clerk - 94,631 requested.

 

There was a brief discussion regarding the salary for the Town Clerk/Tax Collector salary and noted that the increase in salary was included in the Selectmenís budget.Mr. Farris asked that Mr. Gaydos research the legal ease needed to draft a warrant article to combine the two positions.Mr. Gaydos said that the Town had various options and asked for the opportunity to discuss them with the Selectmen.

 

MOTION:

(Derby/Bergeron) To budget $94,631 for the Town Clerk.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Transfer Station - $444,201 requested.

 

MOTION:

(Derby/Bergeron) To budget $444,201 for the Transfer Station.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Treasurer - $7400 requested.

 

MOTION:

(McDevitt/Derby) To budget $7400 for the Treasurer.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Trust Funds - $2040 requested.

 

MOTION:

(Derby/Bergeron) To budget $2040 for Trust Funds.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Zoning Board of Adjustment - $3,185 requested.

 

MOTION:

(Derby/Bergeron) To budget $3185 for the Zoning Board of Adjustment.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

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Mr. Blanchette noted that the following budgets had yet to be reviewed by the Selectmen: Community Development Department, Conservation, Debt Service - Interest/Principal on the long term note, Health Services, Human Services, Park & Recreation, Retirement, Selectmen/Buildings & Grounds, and Town Celebration.

 

Mr. Farris asked that Mr. Blanchette provide the following information: 1) overall bottom line; 2) what increased from last year broken down into -salaries, passed warrant articles and general increases; 3) total revenue.

 

Mr. Farris asked Mr. Gaydos to add an agenda item to vote on warrant articles in two weeks.Mr. McDevitt asked that the Selectmen have the opportunity to review all the warrant articles at the next meeting, prior to voting.

 

Public Access Television

 

Mr. Bergeron discussed the Government public access channel.He said that a rebroadcast of a lengthy Selectmen meeting had cut-off before it was shown in its entirety.He also said that taped meetings appeared to be broadcast more than a week after the meeting had occurred.He felt some residents may be confused, especially when viewing the live Selectmen meetings, which were held weekly.Mr. Bergeron continued discussing his concerns and noted that some of the cameras were focused better than others.Mr. Gaydos said that he addressed the cut-off meeting with Mr. Jim Greenwood, who indicated that there had been an error in programming.He said that he asked Mr. Greenwood to review and report back about the possibility of showing the current meeting within the week it was conducted.He noted that Mr. Greenwood was in the process of preparing his plans for the new building.Mr. Farris said that there was also a problem with the audio and suggested that steps be taken to correct the difficulties.

 

TOWN ADMINISTRATORíS REPORT/SELECTMENíS REPORT

 

Mr. Gaydos discussed the EPA mandate storm water drainage systems (GPS/GIS data integration) bid opened on June 14, 2002.He said after review it was realized that what was asked for was only a part of what was needed to come into compliance with the EPA mandate.He requested that the Selectmen allow him to reject all the bids and allow him to come back with a revised bid, which would address the up front needs (negotiation of EPA permit) and would then follow through in successive periods scheduling GPS.

 

MOTION:

(McDevitt/Bergeron) To reject all the bids received for the EPA mandate storm water drainage systems and allow Mr. Gaydos to initiate the permitting process with the EPA.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

 

Mr. Bergeron informed that Mr. Bruce Mason and Mr. Harry Cutter attended a DES Municipal Electronics Collection workshop.He said that Clean Harbors has contracted for a fixed fee of $9500 to clean the incinerator building on August 11 & 12, 2002.

 

Mr. Derby had no report.

 

Mr. McDevitt said that he attended a meeting of the Elmer G. Raymond Memorial Park Advisory Committee in which the primary discussion was regarding new ball field construction, wetland mitigation and further plans for the park.

 

Mr. Farris had no report.He reiterated that if any residents had questions regarding Adelphia, they should direct their concerns to Mr. Bob Nelsen, Adelphiaís General Manager.

 

REQUEST FOR NON-PUBLIC SESSION

 

Mr. McDevitt said that he had two code enforcement issues that had been brought to him by citizens.He said that he also had two questions relative to junkyard issues that he would save to the end of the non-public session.Mr. Farris said that Mr. Bergeron could step down if he chose during the junkyard inquiries of Mr. McDevitt.

 

MOTION:

(McDevitt/Bergeron) Request for a non-public session per RSA 91-A:3,II, c & e (matters which, if discussed in public, would likely affect adversely the reputation of any person; legal).

 

ROLL CALL:

 

Mr. Farris-Yes; 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 9:22pm.Mr. Gaydos was also present during the non-public session.†††

 

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