APPROVED

 

TOWN OF PELHAM

BOARD OF SELECTMEN MEETING

MINUTES

August 27, 2002

APPROVED – September 3, 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. Tom Gaydos, Town Administrator, members of the press and general public.

 

None.

              

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

 

MINUTES REVIEW

 

August  20, 2002

 

MOTION:

(Lynde/Bergeron) To approve the August 20, 2002 minutes as amended.

 

VOTE:

 

(4 - 0 - 1) The motion carries.  Mr. Farris abstained.

 

The amendments to the minutes were as follows:  The reference to Mr. B was changed to Mr. Bobula.  Page three, fifth paragraph, 7th line the word ‘if’ was changed to the word ‘it’. 

 

OPEN FORUM

 

None.

 

APPOINTMENTS

 

PUBLIC HEARING - to consider the donation of a storage trailer for the Police Department

 

Police Chief Evan Haglund informed that the self-contained storage trailer was 8’x40’ and had helped to alleviate the vehicle over-crowding in back of the Police Department.  He noted that the Fire Department was also able to utilize the trailer He said there was an offer by William-Scottsman to either lease the trailer for $1 with the option to extend, or to purchase the trailer for $6000. 

 

There was no public input.

 

MOTION:

(Derby/McDevitt) To accept the offer to lease the storage trailer for $1 for a period of nine months and extend the term if necessary.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

 

Mr. Lynde asked what the plan was for the trailers at the time the Police Department moved to the Municipal Building.  Mr. Gaydos said that there would be money set aside within the Building and Grounds budget for removal. 

 

OHRV - Raymond Park Discussion

 

Mr. Farris said that there were ongoing problems with OHRVs at Elmer G. Raymond Park, which the Police Chief would like to discuss.  Mr. Gaydos said that the Selectmen had previously discussed the amount of money being spent on improvements at the park and the need for appropriate signage and a plan to address the ATV traffic destructing the property.  He informed that Mr. Bob Tryon worked with the Highway Department and installed clearly visible signage. 

 

Police Chief Evan Haglund and Lieutenant Roark met with the Selectmen to discuss OHRV traffic.  Chief Haglund discussed the problems with OHRV traffic such as noise pollution, unauthorized trespassing, and vandalism to the parks.  He said in the past the Police Department was present either on foot, or on bicycles, which did not work.  He believed the best approach was to work with New Hampshire Fish and Game.  He said that Conservation Officer Dave Walsh informed that Fish and Game would be out in force and have additional patrols through the end of the year.  Chief Haglund said they would like to implement the following solutions: 1) Education; 2) work with Highway Department and Park and Recreation for implementation of signs to help enforce the Town ordinance of no motorized vehicles on Town or private property; 3) communication through publications and the Town Message Board on the Internet.  Chief Haglund said that from April, 2002 to the present there had been seventy-three OHRV related complaints, with forty-five of them being called or walked into the station and twenty-eight were Patrol Officer originated.  He noted that a lot of the violators were coming from outside of Town and the state.   

 

Chief Haglund discussed the fundraiser recently held to obtain an OHRV, which still required a public hearing for acceptance.  He will discuss setting a public hearing with Mr. Gaydos.  He urged citizens to continue contacting the Police Department with their concerns/complaints regarding OHRVs. 

 

Chief Haglund informed that the Police Department had one officer that was a certified OHRV trainer, and two officers that were presently certified to use the OHRV.  He believed that there would be a drastic reduction to offenders once they realized the Police would be frequently patrolling the Town.  He said if the grant was received for the additional officer, it would be an additional duty of the officer to follow through with OHRV patrol. 

 

Lieutenant Roark discussed the difficulty and frustrations with enforcing OHRV complaints.  He said that the quads would allow the officers to access the narrower trail heads to stop OHRV violations. 

 

Mr. Bergeron wanted to know what the fine was for being caught.  Chief Haglund said that first offense fines were usually $100.  He noted that the money came back to the Town if the violation was written on the NH Fish & Game summons form.  Mr. Bergeron asked if the fine could be increased.  Chief Haglund said the fine could be increased to $250 if the violation was in the parks.  He said the amount had been worked out with the court.  He didn’t recall any second offenses being brought to court.  Mr. Bergeron asked if damages could be collected if a violator had done damage and was caught.  Chief Haglund said the violator would be charged criminal mischief and charged for restitution.  Mr. Bergeron asked if the Police Department approach each situation in the same manner.  Chief Haglund said the officers were aware of the importance of the situation, but it was something that would still be reviewed.  Lieutenant Roark said that a frame work for discretion could be created, but there needed to be room for common sense since some of the people were genuinely lost and didn’t realize where they were. 

 

Mr. Lynde asked if there was a requirement to register the OHRVs.  Lieutenant Roark said the vehicles were required to be registered, but the decal was very small and had no distinguishing characteristics.  He said that other states had license plates, similar to motorcycles and felt that it would be helpful if New Hampshire did too. 

 

Chief Haglund said that there was a movement to increase the age requirement from 12 to 16  years old.  He informed that the percentage of people that caused problems was small.  He said that the Police Department knew quite a few people that were active and supportive of the Town, Police Department and the sport. 

 

Mr.  Farris asked if the officer would be patrolling in uniform.  Lieutenant Roark said that the officer would be wearing a modified uniform, similar to that of the detailed uniform.  Mr. Farris said that now that the signage had been established, he didn’t feel that a warning should be issued, but rather a summons.  Lieutenant Roark agreed in the case of violators at Raymond Park.  Mr. Farris asked how damage would be estimated.  Chief Haglund said that a landscaper would be brought in to do estimates so that the amount could be utilized in court for restitution. 

 

There was further discussion regarding the problems occurring at the parks.  Chief Haglund said that the training course was done in conjunction with the state (Fish and Game) since they issued the certificates under the statute. 

 

Mr. McDevitt wanted to clarify that not all OHRV riders were juveniles.  He also informed that the Town had trouble with inadequate signage.  He asked how the patrols would work.  Chief Haglund said the Police Department would work with Fish and Game to come up with a procedure. 

 

Mr. Bergeron asked what the distance requirements were for signage.  Chief Haglund said that trespassing for landowners was 50ft.  He said that they would indicate 50ft  for placement of signage to Mr. Tryon for any entrance or exit of parks.  There was a discussion regarding what circumstances a violator could be charged.   

 

Mr. Farris asked that people be patient and know that the Police Department was coming up with a plan for OHRV violations.  He also asked that people continue to contact the Police with any reports. 

 

NEW BUSINESS

 

Castle Hill Road Bridge

 

Mr. Don Foss, Highway Road Agent, met with the Selectmen to discuss the proposal for the Castle Hill Road Bridge.

 

Mr. Gaydos informed that he met with representatives from Windham and the engineering firm SEA to determine what needed to be done and the associated costs.  He said that both Pelham and Windham would each pay 10% of the costs and the state would cover 80% of the costs through a reimbursement.  Mr. Gaydos said that the current width of the bridge was not acceptable and responsibility and liability would be shared with Windham.  He said the cost difference was only several thousand per Town.  He explained that during the construction process the bridge would be taken out and traffic detoured.  He noted that the negotiated price for the engineering study was $29,900 and to be split with Windham.  Mr. Farris recalled that the state had already tagged the funds.  Mr. Gaydos said that the Town needed to reserve its place in line.  Mr. Farris wanted to know the amount of time it would take before the Town was reimbursed.  Mr. Gaydos believed that the engineering funds had already been reserved and construction would not begin until the Town had the funds for construction.  Mr. Foss said the engineering had to be approved by the state and had been informed that the construction money would be available in July, 2004.  Mr. Farris asked if Windham appropriated their money.  Mr. Foss answered yes.       

 

Mr. Lynde asked how much the road alignment would be impacted with the widening of the bridge from 16ft to 24ft.  Mr. Foss said the bridge would be placed basically where it had been. 

 

Mr. McDevitt confirmed with Mr. Foss that if any money were requested in 2003, it would be placed into the Capital Reserve Fund.  Mr. Foss said that the Capital Reserve Fund that was currently in place was for Tallant Road and Willow Street bridges and would therefore need a separate warrant article set up.   

 

Mr. Lynde asked if there was an estimate of what the bridge would cost.  Mr. Foss didn’t have the specific paperwork, but believed the amount was approximately $500,000.  Mr. Lynde asked if the additional cost for widening the bridge was for the design or construction and asked what the estimate had been based upon.  Mr. Gaydos said the additional cost would be for the construction and was based upon approximately $150-$200 per square foot for the concrete for the additional width of the bridge.  Mr. Lynde asked if the wall was still an issue.  Mr. Foss said the abutment would be taken down. 

 

There was a brief discussion regarding the type of bridge that would be constructed.  Mr. Lynde wanted to ensure that the Town maintained the same look as what was currently there.   

 

Mr. Lynde made a motion to give authorization to proceed with the proposed design of the Castle Hill Road Bridge.  Mr. Bergeron seconded the motion.  Mr. Farris asked if the bid process would occur, or if the people for the job had already been selected.  Mr. Gaydos said that the Town had followed the state’s procedure and selected an engineer.  He said the final approved design would then go out to bid.  Mr. Lynde noted that Mr. Derby was part of a committee that had selected the engineering firm.  There was further discussion regarding the two designs for the bridge.  Mr. Foss said that he preferred that the bridge not have any metal showing. 

 

MOTION:

(Lynde/Bergeron) To give authorization to proceed with the proposed design of the Castle Hill Road Bridge which would be 24ft. wide and would remain basically in the same place as the existing bridge.

 

VOTE:

 

(5 - 0 - 0) The motion carries. 

    

Tallant Road Bridge Replacement

 

Mr. Don Foss, Highway Road Agent, met with the Selectmen to discuss the replacement of the Tallant Road Bridge.  He informed that the construction would be ‘stage’ construction so that one lane of traffic would be left open at all times.  He said there were two alternate bridge types that were made for stage constructions.  Mr. Gaydos said that the requested amount was $37,100.  Mr. Foss said the money would come from the established fund.  Mr. Gaydos reminded the Selectmen that the Town would receive 80% of the money back from the state. 

 

Mr. Lynde asked if the construction of the bridge would be staggered with the construction of the Castle Hill Bridge.  Mr. Gaydos said that there may be savings with the cost if the Town were able to hire one crew to work on both bridges.  There was a brief discussion regarding how the money would be raised and appropriated.  The Selectmen discussed the wording of the warrant article.  Mr. McDevitt read the warrant article aloud. 

 

MOTION:

(Lynde/Derby) To provide authorization to proceed with the design of the Tallant Road Bridge for the amount of $37,100. 

 

VOTE:

 

(5 - 0 - 0) The motion carries. 

 

Mr. Foss noted that the bridge would be 28ft. wide, per the state’s recommendation. 

 

(see below for additional New Business items)

 

OLD BUSINESS

 

Raymond Park seeding

 

Mr. Farris said that he had spoken with Mr. William Hayes, who requested the authorization to expend $1500 for the seeding of the slope leading to the wetland at Raymond Park.  He said that the reason for the seeding was to hold the slope so the dirt would not run off into the wetland.  Mr. Bergeron asked how large the area was.  Mr. Farris said it was approximately 200ft. long and 15ft. to the wetland.  Mr. Bergeron asked what would happen to the area if nothing were done.  Mr. Farris said that the slope would wash into the wetland and the Town would possibly have to do wetland mitigation. 

 

Mr. Lynde asked how the requested amounts were broken out.  Mr. Farris said Mr. Hayes informed that Gove Environmental would be providing a recommendation for the seed.  He said after the slope was seeded, then Mr. Hayes would come back with a recommendation for the wetland.  Mr. Farris said that Mr. Hayes wanted to have Mr. Gove review the area before coming before the Selectmen with a request for the wetland.  He said Mr. Hayes was currently only requesting the seed for the slope.

 

MOTION:

(McDevitt/Lynde) To authorized the expenditure of up to $1500 for the placement of seed mix at the wetland mitigation area at Elmer G. Raymond Park.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

 

Municipal Building

 

Mr. McDevitt noted that the Municipal Building Committee held a meeting and discussed the following items: 1) Library exterior - the committee agreed to certain changes; 2) roof and its life expectancy; 3) possible expansion of the village green, which had costs involved and might not be as beneficial as originally thought - the committee voted against an expansion of the village green; 4) deed restrictions in connection with the parking - the committee agreed that the parking would be located on the South side of the library; 5) stone walls on the Mills property - the committee asked that any removal of the stone wall would be reserved for future use; 6) sidewalk being extended, which would be taken care of; 7) depth of the Library courtyard, which was not a major issue and had not been resolved; 8) entrance pavilions - the committee felt the current design was fine - the architect agreed; 9) bid alternate for front of Sherburne School (stone wall configuration) - Ms. Jan Becker of Bread Loaf felt that the current design had enough going across the front of the building so that it would not need to be re-bid; 10) question raised regarding how to deal with interior design issues - to be discussed later; 11) road going around the Library - if Library was to be expanded in the future, it would occur to the right of the building and the road would go through the expansion area. 

 

Mr. Lynde asked if the stone wall in front of the school was separate.  Mr. McDevitt said that Ms. Becker specifically addressed the wall along Marsh Road.  He said that when the driveway was put in along the South side of the school building there was a portion of stone wall that would need to be removed.  He reiterated that the stones removed would be retained for future use. 

 

The Selectmen discussed the front of the Library and the proposed parking that would be located at the rear of the building.  Mr. Lynde suggested adding separators in the parking lot so that shade trees could be planted.  Mr. Farris said that anything could be done in the parking lot, as long as there was money to do so.    Mr. Bergeron asked for confirmation that there would be no parking in front of the Library.  Mr. Farris said there would be no parking in front of the Library.  Mr. Lynde asked if the deed restriction would be moot if an additional building were built closer to Marsh Road.  Mr. McDevitt said that the plain language of the restriction said that there could be no parking in front of the nearest building to Marsh Road.  He said his interpretation was that the restriction did not contemplate a build-out from back to front, which he felt expanded the intent of the restriction.  There was a brief discussion regarding the deed restriction.  Mr. Bergeron reviewed the Municipal Building proposal sent to Pelham residents and confirmed that there would be a road in front of the Library, and not any parking. 

 

Bread Loaf Phase II Contract

 

Mr. Bergeron said that he had received a phone call from Mr. Illick, which he reported upon during the previous meeting.  He said that he requested the design specs and had yet to receive a copy.  Mr. Gaydos said that Bread Loaf had indicated they would be mailing the specs.  He said that he received the scope of work and would follow up regarding obtaining the design specs.  Mr. Bergeron said that he received the potential trades bid list and wanted to know if the list was partial.  Mr. Gaydos said he understood that the list was complete.  He proceeded to review the list and the number of companies that had submitted a qualification form for each of the specific jobs.  Mr. Farris was surprised that more local people had not submitted.  Mr. Gaydos said that anyone who had submitted a form was listed.  He said that Bread Loaf was interested in sending the jobs out.  Mr. Bergeron clarified his understanding with the Selectmen that if Bread Loaf was given the authority to put the specs out to bid, it would still be under phase one of the project.  Mr. Farris answered yes. 

 

Mr. McDevitt felt the Selectmen should sign the agreement with Bread Loaf for the next phase.  He believed that once the bids went out the Town was taking the steps into the second phase and it would be difficult to get out.  He said he would rather make a definite decision, rather than slide into the second phase.  He recalled Town Council saying if the Town was really unhappy with phase one, the agreement for phase two did not have to be signed.  He had not heard that anyone was unhappy thus far with phase one.  He believed that waiting to move forward with phase two may be damaging to the project.  He said that Bread Loaf was chosen because they had design-build capabilities.  Mr. McDevitt said that by suggesting to sign the phase two contract, he was not suggesting that the Town ignore the oversight issues, which could be a decision made later. 

 

Mr. Lynde asked what the role of the inspectors would be.  Mr. Gaydos said that he spoke with the inspectors, who would be happy to do whatever the Selectmen wanted them to.  He said the inspector’s saw their role as being similar to what they did for other projects in Town and did not view themselves as resident inspectors. 

 

Mr. Bergeron reviewed a few items for completeness.  He asked if the deed had been finalized.  Mr. Gaydos said the deed had been delivered and would be recorded on the first of September.  Mr. Farris discussed the possibility of having a ceremony to accept the dollar from the School District.  Mr. Bergeron asked if the drainage on the property was settled.  Mr. Farris said that Mr. Paul Zarnowski, Health Officer had met with the Selectmen and was satisfied with the septic system.  He said that the proposed drainage swale would not be installed.  Mr. Bergeron asked if the issues with the DES had been settled.  Mr. Farris was unsure.  Mr. Lynde reviewed the Building Committee’s notes which stated that they had submitted permits to the appropriate agencies.  Mr. Farris said that they had not heard any negative feedback or refusals of the requests.  Mr. Bergeron asked if a revised plan would be submitted to the Building Committee.  Mr. McDevitt said that the changes being made were minor, and the Building Committee was happy with the plan.  Mr. Farris believed what Bread Loaf had presented at the last Building Committee meeting was very close to what was originally presented.  He was happy with the plan. 

 

Mr. Bergeron asked if the road to the Police Station was finalized.  Mr. McDevitt said the Building Committee believed that the road was the best possible solution.  Mr. Farris said that the road was as such due to the Fire Department needing access. 

 

Mr. Bergeron said he would feel more comfortable moving into phase two once all of phase one was completed, everyone was happy, and all questions were answered.  He felt it was important to have a subcommittee, made up of a few contractors that had not bid , help the Building Committee review the specs.  Mr. Farris said that Mr. Gaydos had a conversation regarding granting authorization to Bread Loaf to bid the site, foundation and structural work.  He said that Mr. Gaydos had spoken with Mr. Illick of Bread Loaf and been told that Mr. Illick was not overly concerned if the Selectmen did not vote upon phase two this week.  Mr. Gaydos said that Bread Loaf was anxious to put the bids out because people were currently scheduling work before the snow.  Mr. Farris said that if the bids were put out the Town could use it as a tool when the numbers came back to see if Bread Loaf was true to their word regarding costs.  Mr. Lynde noted that the MEP bids came in below the mark.  He felt the issue was if the Town should move forward with design/build or a general contractor.  He said he was in favor with moving forward with design/build.  Mr. Lynde said that copies of all documents should be available at Town Hall for anyone to view.  Mr. Bergeron was in favor of sending the bids out, since it was part of phase one.  There was a brief discussion regarding the concerns with entering into phase two at this point.  It was noted that the Town had a contract with Bread Loaf that stipulated the price of the project shall not exceed a certain amount. 

 

MOTION:

(McDevitt/Lynde) To authorize Mr. Gaydos to sign the phase two contract with Bread Loaf Corporation.

 

VOTE:

 

(3 - 2 - 0) The motion carries.  Mr. Farris and Mr. Bergeron voted no.

 

Mr. Farris asked that Mr. Gaydos notify Mr. Illick of the Selectmen’s decision. 

 

Mr. McDevitt made a motion to allow Bread Loaf to send out the bids for site, foundation and structural work, with the Library site work being separated out.  Mr. Lynde seconded the motion. 

 

Mr. Gaydos said through independent conversations, he had discussed lighting, electrical, and sprinklers through the park area.  Mr. Farris didn’t believe that the items were included in the plan.  Mr. Gaydos asked if the items should be bid alternates.  Mr. Farris believed that the Building Committee should review the requests and somehow prioritize them in the event there was money left over.  Mr. Lynde suggested putting the bid specs out with options, such as a spec for a package site work, as well as a spec for just the Library site work.  He believed the sprinklers should be added to the bid specs sent out.  Mr. McDevitt believed that water and electricity to the green, but not further than that.  Mr. Gaydos would discuss the items with Bread Loaf. 

 

Mr. Bergeron suggested that Mr. Gaydos review options for an overseer of the project.  Mr. Farris agreed that an independent clerk of the works should be reviewed.  Mr. Gaydos said he would pursue and answer for the Selectmen. 

 

Mr. Lynde asked if the site work included the removal of the trees.  Mr. Gaydos said it did.  Mr. McDevitt said that after the discussion with Mr. Dan Cyr at the last meeting, Ms. Becker questioned what Mr. Cyr’s role would be.  He believed it would be better if Mr. Cyr marked the few trees that would remain.  He said that Bread Loaf planned on clearing the area and removing all the trees.  Mr. Farris believed the revenue from the trees was to be used to offset the cost of the site work.  Mr. Gaydos said that the plan was to take any trees that were salable and stockpile them for removal for the Town’s benefit. 

 

Mr. Farris asked who would own loam if there was an excess amount on the property.  Mr. Gaydos said the Town would own it.  Mr. Farris said he did not want to set up a swap, similar to what happened at the new school.  Mr. Gaydos said if the Town were to set up a swap, the decision would be made at the Selectmen’s meeting.  Mr. Farris preferred to not set up any swap situations. 

 

Mr. McDevitt discussed the trees and asked that Mr. Cyr mark the trees to be kept standing and mark the trees to be sold, forgetting about the rest.  Mr. Lynde noted that the architect should be present for consult at the time the trees were being marked.  Mr. Gaydos asked if Mr. Cyr would be viewed as a consultant.  Mr. Lynde answered yes. 

 

MOTION:

(McDevitt/Lynde) To allow Bread Loaf to send out the bids for site, foundation and structural work.  The Library site work shall be separated out. 

 

VOTE:

 

(5 - 0 - 0) The motion carries.

 

Mr. McDevitt said that he asked the Building Committee what they felt their role should be.  He said the Building Committee believed they should remain involved and voice any concerns with the remaining property.  He asked if there were any objections to the Building Committee reviewing the other issues with the property.  There were no objections made by the Selectmen.  Mr. McDevitt brought up the computer plan that had begun in the past and wanted to ensure it did not fall between the cracks.  Mr. Gaydos suggested adding an agenda item for a later meeting.  Mr. Farris suggested that Mr. Gaydos discuss the issue with Mr. Lynde, Mr. Jim Greenwood and Mr. Victor Danevich.  Mr. Gaydos said that in the wiring plan a central/main server would be addressed. 

 

Review of budges and warrant articles

 

Mr. Bob Blanchette, Senior Financial Analyst, met with the Selectmen and reviewed the budgets.

 

Selectmen - $291,215 requested. Mr. Blanchette noted that the budget had been revised August 26, 2002.  The Selectmen discussed the items contained within the budget.  There was a discussion regarding the plan to have a centralized copy center, with each department having a convenient copier.  Mr. McDevitt wanted to know if the convenient copiers would be contained in each department’s budget.  Mr. Gaydos said there would be an item in the Buildings and Grounds budget to get the plan off the ground.  The Selectmen discussed point seven - $4500 budgeted for computer wiring.  Mr. Gaydos informed that telephone and computer wiring was not included in the Bread Loaf contract.  Mr. McDevitt believed that within the money for the Municipal Building, $15,000 was set aside for such wirings.  He said he would research and let Mr. Gaydos know.  He believed that the line item could be removed from the budget.  Mr. McDevitt suggested discussing the issue with Ms. Jan Becker of Bread Loaf when she met with the Selectmen.   

 

There was a brief discussion regarding the amount needed for GASB compliance.  Mr. Gaydos said that he was not sure of everything involved.  Mr. Farris said the budget could be voted upon and the issue could be visited under reconsideration.   

 

Mr. Lynde made a motion to vote upon the budget, minus the $4500 for the wiring.  Mr. McDevitt seconded the motion.

 

MOTION:

(Lynde/McDevitt) To budget $286,715 for the Selectmen.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Buildings and Grounds -Mr. Gaydos discussed the electricity and heating of Sherburne School.  He said he asked Bread Loaf who would be responsible for the electric and heat during construction and the winter.  He said the school had funds in their budget to cover costs until January 1, 2003.  He said that he made a deal with the school and if the funds ran out before January 1, 2003, the Town would pick up the costs at that time.  Mr. Farris wanted to know what amount the Schools had budgeted for Sherburne School for electrical and heat for their 2002-2003.  Mr. Gaydos said that the Schools had approximately $10,000 remaining for electricity.  He said he did not discuss the fuel/oil amount for heat.  He said he would go back to the School and find out what amounts had been budgeted.  He said he would also find out from Bread Loaf if they would be responsible for electric and heat during construction. 

 

Mr. Gaydos said that meetings were not complete with the Department Heads regarding the phone system.  He said there were three options under the FCC regulations - 1) Centrex (administered through CTC), 2) regular commercial through Verizon, or 3) T1 line (not recommended) (would need Centrex lines for back up.  He said that Mr. Blanchette had met with CTC who had come up with two options, both involved a contract.  He said that the Town was currently in a contract until 2006, but that it would be broken by moving the lines to the new building.  He said the first option was for expanded service with a total cost of $20,000 (with the expansion fee being waived) and the second option was for a limited service with a termination cost and moving fee.  He went on to discuss the monthly costs.  Mr. Gaydos said the final proposal had not been received, but believed that the amount listed for each of the departments would be adequate.  Mr. McDevitt asked if a PBX switch would work.  Mr. Gaydos said that the amount budgeted was solely for the wiring and hardware.  He said that once the wiring was done, any service could be implemented.  Mr. Gaydos discussed the services provided by Centrex or another company. 

 

Mr. Farris asked the Selectmen if they preferred to have the amount for the phone system in the budget, or a warrant article.  Mr. Gaydos said that if any of the items didn’t pass, there would be no sense in moving.  He discussed the types of options that the telephone services provided.  There was further discussion by the Selectmen as to what the budgeted amount would cover. 

 

The Selectmen then reviewed the budgeted amount for upgrading the existing Police/Fire station building once the Police Department moved out.  There was a discussion regarding the requested amount and if all the items were necessities.  There was a suggestion to take the bottom end of most of the numbers (taking out $14,000), since there was still a question as to what would be happening in the Town center, even though a decision had not yet been made.  Mr. Farris noted that the number could be addressed during reconsideration. There was further discussion regarding what the budgeted amount should be. 

 

Mr. McDevitt made a motion to support $30,000 as a cost to reconfigure the Police side of the Police/Fire building for Fire Department use.  Mr. Farris noted that under point five - equipment and repairs would have $40,500 remaining.  Mr. McDevitt realized that a motion was not needed.  He said his opinion was that the request should be a warrant article to provide the public with the opportunity to decide if they wanted to proceed with reconfiguring the building. 

 

The Selectmen continued reviewing the Buildings and Grounds budget.  Mr. Gaydos reviewed the request for copy machines, custodial services, lawn care and other items continued within the budget.  Mr. Farris suggested that any backup information Mr. Gaydos could provide the Budget Committee would be appreciated.  Mr. Gaydos also discussed the possibility of hiring a full-time employee for repairs.  Mr. Blanchette noted that Mr. Bob Tryon, Park and Recreation removed the part-time employee request previously included in his budget.  There was a discussion regarding the work to be done and if one person would be able to handle the work.  Mr. Farris asked that Mr. Tryon come back and discuss Park and Recreation’s budget (including backup information for extras) at the next meeting. 

 

Mr. McDevitt asked for backup information in connection with the copying and custodial items. 

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Mr. Lynde stepped away.

 

Health Services - $42,920 requested.

 

MOTION:

(Derby/McDevitt) To budget $42,920 for Health Services

 

VOTE:

 

(4 - 0 - 0) The motion carries.  Mr. Lynde had stepped away.

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Principal on long-term debt - $382,383 requested.

 

MOTION:

(McDevitt/Derby) To budget $382,383 for Principal on long term debt..

 

VOTE:

 

(4 - 0 - 0) The motion carries.  Mr. Lynde had stepped away.

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Town Celebrations - Mr. McDevitt said that material had been provided and it was unclear if the committee would be able to get the tents at no charge they would not need the rental amount listed.  He believed that the $1500 for recreation activities was a holdover from two or three years ago for rides.  He said that Community Spirit took the recreation activities over and reduced the cost.  Mr. McDevitt said he would like to discuss the issue with Mr. Tryon at the next meeting.  He suggested substituting half the amount for opening ceremonies for the Municipal Building.  Mr. Farris said the Town Celebration budget would be reviewed at the next meeting. 

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Mr. Lynde returned to the Board.

 

Retirement - $208,021 requested.

 

MOTION:

(Derby/Lynde) To budget $208,021 for Retirement.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

---------------------------------------------------------------------------------------------------------------------------------------Community Development Department - $178,491 requested.

 

MOTION:

(Derby/Lynde) To budget $178,491 for Community Development.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Human Services - $20,025 requested.  Mr. Gaydos said he would prefer to wait.  Mr. McDevitt suggesting moving the number listed and have Mr. Gaydos come back for reconsideration at a later date with an updated number. 

 

MOTION:

(Derby/McDevitt) To budget $20,025 for Human Services.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Warrant Articles

 

Health Insurance - $375,000.  Mr. Blanchette said that there had been a 27.5% increase at the beginning of the year.  Mr. Blanchette had provided the Selectmen with a spreadsheet that gave a breakdown of costs.  The Selectmen reviewed the spreadsheet. 

 

MOTION:

(Derby/Lynde) To approve the warrant article for $375,000 for Health Insurance.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Compensated absence fund - $35,000.

 

MOTION:

(Derby/Lynde) To approve the warrant article for $35,000 for the Compensated absence fund.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Highway Tractor with rotary boom - $52,400.

 

Mr. Bergeron made a motion to approve the warrant article.  There was no second, therefore the warrant article was not approved by the Selectmen. 

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Highway Grant - $212,378.  Mr. Farris suggested approving last year’s number and amending the figure during reconsideration. 

 

MOTION:

(McDevitt/Lynde) To approve the warrant article for $212,378 for the Highway Grant.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Bridge Capital Reserve Fund - Tallant Road Bridge - $75,000 to be placed into the fund and $57,000 to be withdrawn for construction of the Tallant Road Bridge.  Mr. McDevitt asked that a plan be provided of where the Town would go in 2004. 

 

MOTION:

(Derby/McDevitt) To approve the warrant article to raise $75,000 for placement in the Bridge Capital Reserve Fund.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

 

Mr. Farris read the request and noted that there appeared to be a discrepancy with the wording.

 

MOTION:

(Derby/Bergeron) To approve the warrant article for $57,000 for construction on Tallant Road Bridge.

 

VOTE:

 

(0 - 5 - 0) The motion failed.

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Highway/Transfer Secretary - Mr. McDevitt asked if Mr. Gaydos had a recommendation for the position.  Mr. Gaydos said there was no doubt that the departments needed the help.  He said he was still reviewing job descriptions with some departments.  Mr. McDevitt said he would feed more comfortable addressing the position next year after Mr. Gaydos had a chance to review further. 

 

There was no motion made.  The warrant article was not approved by the Selectmen.

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Highway Laborer/Operator - $12,645.  Mr. Farris believed the position was currently part-time and would be made full-time. 

 

MOTION:

(Lynde/Bergeron) To approve the warrant article for $12,645 for a Highway Laborer/Operator.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Ambulance Capital Reserve Fund - $10,000.

 

MOTION:

(Lynde/Bergeron) To approve the warrant article for $10,000 to be placed in the Ambulance Capital Reserve Fund.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Fire Breathing Apparatus - $52,000.

 

MOTION:

(Derby/Bergeron) To approve the warrant article for $52,000 for a Fire Breathing Apparatus.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Two Crown Victoria Police Vehicles - $61,400.

 

MOTION:

(Lynde/McDevitt) To approve the warrant article for $61,400 for two Crown Victoria Police vehicles.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Cemetery Garage - $92,350.  There was a brief  discussion regarding the requested building and the need to do something on the site.

 

Mr. Bergeron made a motion to approve the warrant article.  There was no second.  The warrant article was not approved by the Selectmen.  Mr. McDevitt noted that he was not against the warrant article, but that he would like to have written details.  

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Police Grant Officer - $143,708.  Mr. Lynde discussed the wording and believed that it may need to be amended.  It was requested to amend the wording to properly indicate the exact amount (or maximum possible amount) for 2003.

 

MOTION:

(Lynde/McDevitt) To approve a warrant article for $143,708 for a Police Grant Officer, which includes correction and amendments to the number to be raised and appropriated not to exceed.

 

VOTE:

 

(3 - 2 - 0) The motion carries.  Mr. Farris and Mr. McDevitt voted no. 

 

MOTION:

(Lynde/Bergeron) To reconsider the warrant article for a Police Grant Officer.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

 

MOTION:

(Lynde/McDevitt) To postpone any further action until a corrected warrant article has been received.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

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Re-evaluation Capital Reserve Fund - $140,000.  Mr. Gaydos said that he had spoken with persons in the industry and believed the Town would be looking at approximately $425,000.  He said the cost was approximately $90 per parcel, with 4700 parcels.  He said he would like to review and put together a memo providing considerations.  He said the Town was not due until 2006.  Mr. McDevitt believed that some money should be put aside each year, but did not support the $140,000. 

 

MOTION:

(Derby/McDevitt) To approve the warrant article for $140,000 for the Re-evaluation Capital Reserve Fund.

 

VOTE:

 

(0 - 5 - 0) The motion failed.

 

MOTION:

(Derby/McDevitt) To amend the Re-evaluation Capital Reserve Fund figure to $112,000.

 

VOTE:

 

(2 - 3 - 0) The motion failed.  Mr. Farris, Mr. Lynde and Mr. Bergeron voted no.

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NEW BUSINESS Continued....

 

Part-time Transfer Station Appointment

 

Mr. Gaydos said that Mr. Bruce Mason, Superintendent of the Transfer Station recommended Mr. Earnest Trepanier for the available position.  All references have been reviewed.

 

MOTION:

(Lynde/Bergeron) To hire Mr. Earnest Trepanier as a part-time recycling attendant at the Transfer Station, effective August 28, 2002.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

 

 

Request for qualifications for General Storm Water Permit

 

Mr. Gaydos informed that the Town sent out a request and had not accepted any of the bids received because they were for GIS mapping.  He said the approach to the situation would be changed and a request for qualifications would be sent out. 

 

TOWN ADMINISTRATOR’S REPORT/SELECTMEN’S REPORT

 

Mr. Gaydos informed that the auction for the note would take place at noon, August 28, 2002 and the Town would then know what the interest rate would be. 

 

Mr. Bergeron said that Superintendent Bruce Mason, Transfer Station informed that due to the state ban on burning, the brush pile would remain closed. 

 

Mr. Lynde informed that Old Home Day would be held September 7, 2002.

 

Mr. Derby asked that an agenda be added to meet with the DOT and discuss the Town center.  Mr. Lynde believed that there had been a discussion regarding adding stop signs. 

 

Mr. McDevitt said he received a phone call from a resident of a private road (that was plowed last year) who wanted to know the Town’s position this year.  He told the resident that the Selectmen had not yet discussed the situation.  Mr. Farris asked that Mr. Gaydos speak with Mr. Don Foss, Highway Road Agent to get recommendations.  Mr. McDevitt requested that an updated (from July 10, 2002) Budget Status Memo be handed out for Selectmen review. 

 

Mr. Farris informed that the Adelphia changeover was still in progress.  He informed that the Planning Board and the CIP would be holding a joint hearing September 5, 2002.

 

ADJOURNMENT

 

MOTION:           (Bergeron/Derby) To adjourn the meeting.

 

VOTE:                 (5 - 0 - 0) The motion carries. 

 

The meeting was adjourned at approximately 11:53 pm.

 

                                                                                          Respectfully submitted,

 

                                                                                          Charity A. L. Willis

                                                                                          Recording Secretary