APPROVED

TOWN OF PELHAM

BOARD OF SELECTMEN MEETING

MINUTES

September 17, 2002

APPROVED – September 24, 2002

CALL TO ORDER

PLEDGE OF ALLEGAINCE

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

MINUTES REVIEW

There was a consensus from the Selectmen to defer the minutes review to the next scheduled meeting.

OPEN FORUM

None.

APPOINTMENTS

Public Hearing - To consider the donation of an ATV for the Police Department

Police Chief, Evan Haglund and Lieutenant Joseph Roark met with the Selectmen regarding the donation of an ATV for the Police Department.  Chief Haglund discussed the problems with ATV violators.  He said that through the cooperation of the Pelham Police Relief Association, a raffle was run, which allowed the purchase of an OHRV.  He said the intention was to donate the machine to the Police Department.  He said they were proud to be able to obtain the $5000 machine without any cost to the taxpayers and hoped the Selectmen would allow the machine to be donated. 

There was no public input.

Mr. Derby asked if the machine would have a radio.  Chief Haglund said the Officers would use their portable radios. 

Mr. Bergeron asked of any lights or additional enhancements would be made to the machine.  Lieutenant Roark said that decals would be added and blue lighting would be added.  He didn’t believe that any other additions would be added.  He noted that the officers that would be using the machine would have to pass a class before getting on the machine.  Chief Haglund informed that ten citations had been given to violators over the past weekend on trails from Hudson going toward Raymond Park.  He said the violators had been informed that the area in Pelham was off limits. 

Mr. Farris thanked the Police Relief Association for their work and dedication. 

Chief Haglund thanked the Police Relief Association for the donation of the OHRV. 

Interview for Forestry Committee

Mr. Paul Gagnon met with the Selectmen to discuss his application to be a member of the Forestry Committee.  He informed that he had lived in Town for twenty-one years and recently had more time to be able to donate and felt becoming a member of the Forestry Committee would enable him to learn more about the issues in Town.  Mr. Farris asked if Mr. Gagnon owned any land in Town that may cause a conflict with being a member of the Forestry Committee.  Mr. Gagnon said the only land he owned in Town was the one-acre parcel that contained his home.  He said he had no other interest or ownership of land in Town. 

OLD BUSINESS

Municipal Building

Mr. Gaydos provided a brief summary of meeting he had during the past week.  He said that he met with Bread Loaf Construction to review in detail the Town’s rights contained in the Bread Loaf contract which was signed.  He said that Bread Loaf provided a schedule and was intending to have substantial completion by June 26, 2003, which would be the date that the Town could begin occupying the new building.  He said any remaining items at that time would be ‘punch list’ items and were part of the agreement reviewed.  Mr. Gaydos said that he and Mr. Francor’s group would be reviewing Sherburne School now that the asbestos removal had been completed.  He said that he would be attending a pre-construction meeting with Bread Loaf’s project manager to review the process and a checklist of items to be worked on.  He said they would meet each Thursday to stay on top of what was being done and continue review of the entire process.

Mr. Gaydos explained the process in which Bread Loaf would be paid.  He said that once a month a requisition would be drawn one week in advance of payment being made so that the Selectmen had the opportunity to review the items and ask any questions. 

Mr. Gaydos said that Bread Loaf would be coming on Monday to review the bids for the excavation, land clearing and foundation work.  He said the bids would be reviewed in detail and invited the Selectmen to attend.  He was hopeful that the bids could be awarded at the next Selectmen’s meeting. 

He mentioned the possibility of holding a ground-breaking ceremony once the area for the Library was cleared. 

Mr. Farris asked if the bidders would be allowed to attend the meeting when the bids would be opened.  Mr. Gaydos said bidders could attend the opening of the bids meeting, which would be held on September 23, 2002 at 10am.  He did not believe that the public would be allowed to speak.  Mr. Farris asked that the information be provided to the Selectmen prior to the Selectmen’s meeting on Tuesday. 

Mr. Bergeron discussed the possibility of having a subcommittee report to the Municipal Building Committee.  Mr. Farris believed that the subcommittee’s jurisdiction should be discussed.  Mr. Gaydos believed that the quality of items and work was the concern, which he felt would be addressed during the weekly meetings.  There was a brief discussion regarding how the Town could ensure that the spec items were being implemented into the building. 

Mr. Bergeron asked, with the renovation, which parts of the building would remain and wanted to know of the remaining parts that had work done, which would be covered in the warranty.  Mr. Gaydos discussed the areas that would have work performed, and did not believe that there would be areas that Bread Loaf would work partially in.  Mr. Bergeron wanted to know what areas had been excluded from the renovations.  Mr. Farris said that six classrooms had been excluded.  Mr. Gaydos believed that the only construction in the gymnasium would be an added sprinkler system under the stage area.  Mr. Bergeron asked which items would be excluded.  Mr. Gaydos read aloud a letter provided by Bread Loaf that listed the general exclusions.  He said that per the agreement, Bread Loaf will notify the Town on January 15, 2003 what the contingency would be.  Mr. Farris believed that a list of priorities should be created for any contingency monies.  He felt the Selectmen should discuss the issue of contingencies.  Mr. Bergeron agreed that the Selectmen should discuss when a full board was present. 

Mr. Derby discussed the spec items and believed that the Town’s Inspectors and/or an independent professional could review the items to ensure quality.  Mr. Gaydos noted that he had a book of specifications, but there were a few remaining spec items that were not listed as yet, but would be received soon.  There was a brief discussion regarding the creation of the sub-committee and how weekly meetings should alleviate issues before they arose.   

Additional Old Business

Mr. Farris asked that the Selectmen review the timeline provided by Mr. Gaydos so that the items listed could be discussed at future meetings. 

NEW BUSINESS

Disposal of propane tanks - Transfer Station

Mr. Gaydos said that Superintendent Bruce Mason had informed him of a change with the disposal of propane tanks.  He said an increase in parameters had been received from the company that handled the Town’s disposal of propane tanks.  He said that money needed to be appropriated to spend it, even though the money would be recaptured.  He said the line item (point #8) for disposal  in the Transfer Station’s budget would need to be increased from $400 to $2000 (a $1600 difference).  He said he would also like to increase the projection for revenue by $1600.  He discussed the fee structure now associated with the propane tank disposal.  There was a brief discussion regarding the tanks and how long the additional fees would be in place.  Mr. Farris suggested setting a deadline for accepting the propane tanks.   

Mr. Farris noted that the amount would be offset revenue of $1600.

Street Renaming

Mr. Gaydos said the plan was to meet with the Safety Committee and residents to get input.  He said after the initial meeting, a package would be created and presented to the Selectmen for their public hearing, where residents would have an additional opportunity to voice their opinions/concerns.  Mr. Farris noted that the meetings would be posted. 

Senior Center - roof and ramp

Mr. Gaydos discussed the need for a new roof and a cover over the handicap ramp at the Senior Center.  He said that he was having trouble obtaining the specifications so the job could be put out to bid.  He asked the Selectmen for guidance and wanted to know if he could speak with a couple local roofing companies to have the job done before the snow began to fly. 

There was a brief discussion and the Selectmen felt the items needed to be fixed as soon as possible.    

TOWN ADMINISTRATOR’S REPORT/SELECTMEN’S REPORT

Mr. Bergeron informed that while going on a fire call with Engine 6, Engine 6 broke down.  It appears that the wiring was to blame, and it has been fixed and it is back in service.  He then informed that the overhead door at the Transfer building was in.  He said that Pelham Fuel had agreed to the $1.50 disposal fee/per 20 pound propane tanks.  He reported that the front gate of the Transfer Station had been run into.  Mr. Bergeron ended by informing that the lead testing of the old incinerator building came back with high levels.  He said that the building would be cleaned again and retested so that the Town could obtain the closure money back from DES. 

Mr. Derby informed that the Highway Department had been very busy after the wind storm, with fallen branches and such.  He commended them on a job well done. 

Mr. Farris announced that the Library needed circulation desk substitutes.  He said if anyone had questions they should call 635-7581.  He also noted that the Library would hold an open house on September 21, 2002 between 12 noon - 2pm.  Mr. Farris read aloud a letter of appreciation submitted by a parent that thanked the Town for the activities during the summer camp.  Mr. Farris also read aloud a letter of appreciation submitted to the Police Department for their excellent work and diligence relative to a residential burglary and subsequent arrest of the perpetrator.  Mr. Farris ended by informing there had been a temporary halt with the Adelphia upgrade.  He said the contract negotiation had also been on hold until Adelphia creates a reorganization plan. 

REQUEST FOR NON-PUBLIC SESSION

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 7:56pm.  Mr. Gaydos was also present during the non-public session.   

The Board returned to public session at approximately 9:35 pm.

ADJOURNMENT

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

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

The meeting was adjourned at approximately 9:35 pm.

                                                                                          Respectfully submitted,

                                                                                          Charity A. L. Willis

                                                                                          Recording Secretary