APPROVED

 

TOWN OF PELHAM

BOARD OF SELECTMEN MEETING

MINUTES

October 8, 2002

APPROVED – October 15, 2002

 

CALL TO ORDER

PLEDGE OF ALLEGAINCE

 

PRESENT:

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

 

Also present:

 

ABSENT:

members of the press and general public.

 

Mr. Tom Gaydos, Town Administrator

              

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

 

MINUTES REVIEW

 

October 1, 2002

 

MOTION:

(McDevitt/Derby) To approve the October 1, 2002 minutes as amended.

 

VOTE:

 

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

 

The amendments to the minutes were as follows:  page 1, 7th line - the spelling of the name Pinnett will corrected to Pinette; page 3, first large paragraph, 6th line - the word ‘which’ is to be changed to the word ‘whose’ (...did not specify ‘whose’ license....); page 5, last paragraph, 6th line - the word ‘could’ is to be changed to the word ‘should’ (...felt he ‘should’ get an annual renewal); page 6, first large paragraph, 3rd line - the spelling error ‘wit’ will be corrected (...complied ‘with’ during the...); page 8, 3rd paragraph, 2nd line - the date is to be amended from October 29th to October 9th. 

 

OPEN FORUM

 

Mr. Darin Pinnette, 39 Woekel Circle said that the water situation at his property had been discussed during open forum at the previous meeting.  Since the previous meeting, Mr. Gaydos and Mr. Don Foss, Highway Agent had reviewed the site and made a recommendation.  Mr. Pinette said he did not feel that the solution Mr. Foss came up with would alleviate his problem.  He said that he suggested alternate plans to Mr. Foss.  Mr. Pinnette felt the project should be done right the first time, rather than making alterations and needing to come back later and make further corrections.  He discussed the damage done to his home last time he had flooding. 

 

Mr. McDevitt said that the Town relied on Mr. Foss to solve problems.  He was inclined to go along with the solution Mr. Foss proposed.  He said in the event the solution did not work, and there were further complications, then possibly an engineer could be hired to review the area.  Mr. Pinnette wanted to know, since it was a Town issue and a Town road, who would be financial responsible for the water damage if the proposal did not work.  Mr. McDevitt posed a question to Mr. Pinnette of who would be responsible if the Town went with Mr. Pinnette’s proposal.  Mr. Pinnette said the water flow did not affect anyone else except him.  He reiterated his concern with facing the same water problems. 

 

Mr. Lynde visited the site and spoke with Mr. Foss and suggested to him that CLD (Town Engineer) review the situation for a second opinion.  Mr. Bergeron also visited the site and spotted a damming situation.  He suggested having the work done and performing a test to see if the problem was corrected before the ground froze.  Mr. Farris said that he too had reviewed the site and agreed that CLD should review the site, even though he had complete faith in Mr. Foss.

 

Mr. Farris informed that Mr. Foss and Mr. Tom Sommers, CLD would review the site and deal with the situation. 

 

Mr. Derby asked if the former swale worked.  Mr. Pinette said the swale had only been in place for one year and that the winter had been mild.  He said the other issue was the permanent structure (fence) that had been constructed 18” from the road in the drainage culvert.  He said that he had signed a formal complaint on August 27, 2002 and was working with Mr. Roland Soucy, Code Enforcement Officer to have resolved.  Mr. Derby felt that the Fire Chief should also possibly review the site since the Town used the area for water protection.     

 

REQUEST FOR NON-PUBLIC SESSION

 

MOTION:

(Derby/Bergeron) Request for a non-public session per RSA 91-A:3,II, a and e (personnel and labor agreement)

 

ROLL CALL:

 

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

 

The Selectmen entered into non-public session at approximately 6:50pm. 

 

The Selectmen returned to public session at approximately 7:12pm.

 

APPOINTMENTS

 

Discussion of draft technology plan, Victor Danevich

 

Mr. Victor Danevich, volunteer, provided the Selectmen with a draft Technology Plan.  He said that in February, he worked with Mr. Jim Greenwood to take an inventory of the Town’s equipment.  Mr. Farris asked if a summary could be drafted that broke out phases, end results and costs so that the Budget Committee could easily review the project. 

 

Mr. Bergeron asked if Mr. Danevich was suggesting leasing computers.  Mr. Danevich said the questioned to be answered first was what the Town considered the life of a computer to be.  He suggested a technology refresh cycle between 3-5 years.  He explained the types of systems that were currently available and noted that he still had to compare the specifications.  Mr. Bergeron asked if an agreement could be made to replace a system if one failed during the lease period.  He was skeptical that the fair market value at the end of a lease term would be the best option.  Mr. Danevich said if the Town was to purchase equipment there was opportunity to redeploy equipment throughout the Town. 

 

Mr. Farris asked if responsibility and need of personnel could be reviewed when researching systems.  Mr. Danevich said it would not be a problem to review responsibility in connection with systems.  Mr. McDevitt wanted to know if there was a specific time that a PC required maintenance beyond the cost of what it was worth.  Mr. Danevich said there was no consistent, across the board, answer, and believed there was a three to four year window.  He explained policies of some of the companies in the business.  He went on to discuss software that was currently on the market that he felt would benefit the Town. 

 

Mr. Danevich continued review of the draft Technology Plan and how the Town could refresh the equipment so all of the systems could continue to work together.  He encouraged the Selectmen to have department heads and possibly reconvene the Technology Committee for review of the plan and provide commentary.  He said that he drafted the proposal based first upon cost, then performance, and finally meeting needs.  He discussed having a universal format of published documents which would make communications easier. 

 

Mr. Danevich discussed e-mail and the possibility of bringing it in-house.  He noted there were sections in the plan regarding wiring, PTV, Police surveillance cameras and a proposed network design.  Mr. McDevitt said that the Police Chief was concerned with the Police Station having a separate system so that confidential items could not be accessed.  Mr. Danevich said that the Police Station could easily have a separate line, at no additional cost.  Mr. Farris asked if the Police would gain greater protection by having a stand alone system or a network integrated system.  Mr. Danevich said he could argue either way and noted that it would depend upon the implementation of the system. 

 

Mr. Lynde noted that the plan suggested using T1 access versus 2-way cable.  Mr. Danevich discussed the need for reliable connections and noted the problems with the current practice.  He suggested using T1 until Adelphia’s 2-way access upgrade was complete, at which point he would consider migrating systems.  Mr. Farris noted that T1 was more expensive. 

 

Mr. Danevich wanted the Selectmen to understand his credentials.  He said that he was a certified information system security professional (CISSP), which was the highest level of architectural design that a person could receive from an industry standard standpoint.  He preferred to discuss the system security off-line.  He understood the Police Chief’s concerns and was confident that the design could be done to meet and exceed his expectations to separate the department. 

 

Mr. Bergeron felt a timeframe for wiring should be worked out with Breadloaf.  Mr. Danevich said that he had not received response from Mr. Gaydos regarding obtaining an updated schedule.  Mr. Bergeron asked if the work would be put out to bid.  Mr. Farris said that anything that entailed purchasing of fiber would have to go out to bid. 

 

Mr. Farris asked Mr. Danevich to contact Mr. McDevitt for an updated wiring plan.  Mr. Danevich explained the initial work that needed to be done and felt that there were no pressing issues.  Mr. Bergeron wanted to know who would be responsible for having the wiring done on time.  Mr. Lynde said the Selectmen would be responsible.  Mr. Bergeron asked if the Technology Plan would be done by Breadloaf.  Mr. Farris said that the Technology Plan would be done by the Town, with the exception of wiring.  He said once the Town decided the plan, then Breadloaf would provide the opportunity for the Town to begin implementation.  Mr. Bergeron suggesting adding the Technology Plan to the weekly update of the Municipal Building. 

 

Mr. Danevich said to complete the wiring plan, he would need a finalized floor plan.  Mr. McDevitt said that he would obtain a copy of the floor plan.  Mr. Farris suggested that Mr. Danevich meet with Mr. Jim Greenwood and Mr. Dennis DeLaroso (sp?).  Mr. Danevich asked if the draft could be released.  He said that he could pull out any compromising information.  Mr. Farris asked that Mr. Danevich create a summary of the plan for Budget Committee presentation. 

 

Mr. McDevitt thanked Mr. Danevich for the work that went into creating the Technology Plan.  Mr. Farris also thanked Mr. Danevich for his work, over and above what volunteers normally did. 

 

Planning Board Chair - Victor Danevich - Discussion

 

Planning Board Chair, Victor Danevich provided the Selectmen with a memo, per RSA 674:54 in connection with the Planning Board’s public hearing regarding the Municipal Building Complex.  He said the memo summarized the discussion and requested that the Selectmen consider the items listed. 

 

Mr. Danevich said a request had been brought to the Planning Board regarding Christmas tree vendors, which in the Town Administrator’s interpretation, no longer fell under an itinerant license, but rather under site plan review.  He asked if the change was the Selectmen’s intent.  He was concerned with the ripple effect and noted that the site plan regulations don’t contain provisions for fee structure, review, how to approve or how to license Christmas tree vendors.  He said that when a site plan was granted, it would go with the parcel.  He said that the Community Development Director, Dave Brouillet was seeking Counsel’s advice.  After a brief discussion it was decided that the Selectmen would review further and discuss at their next meeting. 

 

Mr. Danevich said that a $15,000 line item had been added to the Planning Board budget, which needed to be reviewed by the Selectmen and the Budget Committee.  He explained that the previous Planning Director was performing most of the legal duties and review over the past two years and the Planning Board was at a point that nearly every application needed legal review for conformance.  He said that Mr. Gaydos supplied a recent invoice which provided tangible numbers for where the $15,000 amount came from.  He said that the legal fees were paid 100% by the applicant and there would not be an increase in the fees charged. 

 

Mr. Farris asked if the legal opinion being requested exposed the Town to litigation.  Mr. Danevich said that he had not seen it happen.  There was a brief discussion regarding the Planning Board using counsel outside Town Counsel.  

 

Mr. McDevitt discussed the fee structure and wanted to know if fees would be raised.  Mr. Danevich said that there was a surplus of money currently in an account to handle the legal review.  Mr. Farris said the Selectmen would discuss with Mr. Gaydos the best way to handle the budget.  Mr. McDevitt said that Mr. Gaydos was researching a way to decrease the legal budget, but had yet to provide an answer.     

 

Mr. Lynde asked who determined that legal review was needed.  Mr. Danevich said that the legal review was a continuation of a conversation had in March, 2002 with the previous Planning Director.  He said that the additional money was not for defending law suits, but rather specific to individual application review. 

 

Opening of Bids, Pulpit Rock Road

 

Mr. Farris opened the bids for construction of Pulpit Rock Road over New Meadow Brook, which included pre-cast concrete box culvert and new road improvements. 

 

The bids were as follows: 

 

Northeast Mechanics - $79,455

Coleman Construction - $72,300

Advanced Excavating - $69,000

 

Mr. Farris informed that the bids would be forwarded to Mr. Don Foss, Highway Road Agent who would review and come back to the Selectmen with a recommendation. 

 

OLD BUSINESS

 

Ground Breaking Ceremony Date

 

Mr. McDevitt recommended October 20, 2002 at 2pm.  He said Pelham Community Spirit would help with the refreshments.  He informed that Breadloaf will provide gold-painted shovels and hard hats.  He said that Mr. Gaydos was preparing a special ceremony for the purchase of the school.  Mr. McDevitt discussed the area that the ceremony could take place. 

 

There was a consensus from the Selectmen to hold the Municipal Building ground breaking ceremony October 20, 2002 at 2pm. 

 

Municipal Building

 

Approve removal of walk-in freezer

 

Mr. Farris said the Selectmen had received a bid to remove the walk-in freezer.  He said that the freezer was discussed during the Planning Board meeting and one member of the board felt it should not be removed.  He said that he had spoken with some people in the industry who cautioned if the freezer was turned off there would be potential for leakage. 

 

Mr. McDevitt said that the removal of the freezer was not included in the Breadloaf estimate.  He said that he had contacted the Fire Chief and asked if the freezer could be used in the event of an emergency.  The Fire Chief said that the freezer in the new elementary school was designed to handle emergencies.  Mr. McDevitt said the recommendation was to authorize the additional expense of $2118 to remove the walk-in freezer.  He said the space would be used to enlarge a conference room. 

 

MOTION:

 

(Lynde/McDevitt) To approve the removal of the walk-in freezer for the cost of $2118.

 

VOTE:

 

(5 - 0 - 0) The motion carries.

 

Walk-through for public

 

Mr. McDevitt said that Breadloaf would be setting up a periodic walk-though to review the building.  He informed that Breadloaf also wanted to set up monthly tours for the public and would get back to him with additional information. 

 

Auditorium

 

Mr. Derby asked if further review should be given to the auditorium and the fold-down tables.  He believed the tables could be removed and turned into display cases.  He said the basketball backboards also needed to be taken down. 

 

There was a brief discussion regarding what could be done in the auditorium and the fact that it should be discussed at a future meeting. 

 

NEW BUSINESS

 

Senior Center

 

Mr. McDevitt informed that the cook at the Senior Center was out ill.  He announced that the Senior Center was seeking an experienced cook.  The candidate would need to be available Tuesday - Friday from 8am - 2pm.  Anyone interested should contact Sue Hovling at 635-3800.

 

Tax deed

 

Mr. McDevitt said that a request had been received to buy back a tax deed that the Town took.  He said that RSA 80:89 covered repurchasing deeds.  The Selectmen discussed the issue.  Mr. Farris said that it would have to be discussed and placed on the agenda for the next meeting. 

 

St. Patrick’s blue bus

 

Mr. Farris said that St. Patrick’s had previously offered the use of their bus to the Senior Center.  Mr. McDevitt informed that the Counsel on Aging voted unanimously that they had no interest in the bus. 

 

TOWN ADMINISTRATOR’S REPORT/SELECTMEN’S REPORT

 

Mr. Bergeron said that Clean Harbors were scheduled to work at the Transfer Station on September 30, 2002, but due to equipment malfunction they did not show up on that date.  He said that Clean Harbors would now come on October 28, 2002 to re-clean the incinerator building.  He said that Mr. Bruce Mason would be on vacation the week ending October 19, 2002 and Mr. Larry Neskey would be in responsible charge.  Mr. Farris said he understood that the incinerator cleaning would be at no charge.  Mr. Bergeron said that once the clean-up was complete, an application could be filed to receive a percentage of the overall closure costs back. 

 

Mr. Lynde informed that the Planning Board met October 7, 2002.  He said a public hearing was held regarding the Municipal Building.  He then reviewed the agenda and discussed what hearings were held. 

 

Mr. Derby had no formal report.  He felt that Ms. Jan Becker of Breadloaf did a very good presentation of the Municipal Building during the Planning Board public hearing. 

 

Mr. McDevitt said that an e-mail had been received from a resident regarding OHRV trails.  He said the resident understood that certain areas were prohibited and wanted to know if the Town wanted to encourage use in other areas.  He felt the e-mail should be forwarded to the Park and Recreation Department.  Mr. McDevitt said that someone was attempting to steal the fence at Raymond Park.  He said that Mr. Bob Tryon, Director of Park and Recreation had been in contact with the Police Department.  Mr. McDevitt said that Ms. Deb Waters informed that the land purchase off Dutton Road was in the process of being concluded. 

 

Mr. Farris informed that the weekly Breadloaf meeting would be held Thursday morning. 

 

A gentleman in the public asked who he needed to speak with to dig out a farm pond.  There was a brief discussion, and it was recommended that the gentleman contact the Conservation Commission and the NHDES for a dredge and fill permit. 

 

ADJOURNMENT

 

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

 

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

 

The meeting was adjourned at approximately 8:55 pm.

 

                                                                                          Respectfully submitted,

 

                                                                                          Charity A. L. Willis

                                                                                          Recording Secretary