APPROVED

 

TOWN OF PELHAM

BOARD OF SELECTMEN MEETING

MINUTES

November 12, 2002

APPROVED – November 19, 2002

 

CALL TO ORDER

PLEDGE OF ALLEGAINCE

 

PRESENT:

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

 

Also present:

 

ABSENT:

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

 

Mr. Greg Farris

              

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

 

MINUTES REVIEW

 

October 9, 2002

 

MOTION:

(Derby/Bergeron) To approve the October 9, 2002 minutes as written.

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

October 22, 2002

 

MOTION:

(Derby/McDevitt) To approve the October 22, 2002 minutes as amended.

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

The amendments to the minutes were as follows:  page 2, last paragraph - the word ‘and’ shall be added (...Coombs’ to be contacted ‘and’ informed...).

 

October 29, 2002

 

MOTION:

(Derby/Bergeron) To approve the October 29, 2002 minutes as written.

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

OPEN FORUM

 

None.

 

APPOINTMENTS

 

None. 

 

OLD BUSINESS

 

Municipal Building

 

Phase I contract

Mr. Gaydos informed that phase one of the contract was not complete because certain portions are still being performed.  He requested that a progress payment be made in accordance with the contract for the amount of $21,500, which would represent payment for completed work (bidding process, construction administration, civil engineering and structural engineering.)  He was not aware of any reason to not honor the request.

 

MOTION:

(McDevitt/Derby) To authorize Mr. Gaydos to sign the progress payment in connection with phase one of the contract for the amount of $21,500 for work completed (bidding process, construction administration, civil engineering and structural engineering).

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

Change of scopes

Mr. Gaydos listed the following items, which were changes in the project’s scope of use: 1) air circulation design change so that air from the detention unit would not be re-circulated throughout the Police Station offices - amount requested for additional materials $6,212.  Mr. McDevitt said that the Police Chief had concerns with the air being circulated from the detention area throughout the building due to unpleasant situations.  Mr. Bergeron confirmed the type of air circulation unit being requested.  Mr. Lynde said that the intake of the air may be of the same source, but the output for the detention area and the Police Station would be separate so that air would not re-circulate.  Mr. Bergeron asked if the heater would be involved.  Mr. Gaydos answered no.  Mr. Bergeron asked the size of the area that was proposed to have the separate air circulation unit.  Mr. Gaydos said he would find out the size of the area.  He said the company currently working on the site was who provided the quote.

 

 2) heat circulator pump repair for main building - amount requested $1,024.  Mr. Gaydos said that since Bread Loaf was being used to handle the issue, the process used for payment request should be the same as other requests.  Mr. McDevitt said it may be appropriate to take the funds, if available, from the Town’s repair budget. 

 

3) duct work cleaning - amount requested $4,774.  Mr. McDevitt noted that the air circulation system was fairly new, and had not been cleaned in the past.  Mr. Gaydos said that new duct work would be installed in certain areas of the building.  Mr. Bergeron asked what method would be used for cleaning the ducts.  Mr. Gaydos understood that during the process, the company would first vacuum the ducts and then wipe them out and disinfect.  Mr. Lynde asked if there was a recommended maintenance cycle so the Town would be able to budget for cleaning in the future.  Mr. Bergeron asked that the filters be reviewed during the cleaning process.  Mr. Gaydos said one problem was that proper filtration had previously not been used, but was being reviewed. 

 

4) underground conduit between Police Station and impound lot - amount requested for installation $1,166.  Mr. Gaydos said that the conduit could be used if there was ever a need to add a telephone, alternate lighting or electrical source.  Mr. McDevitt said that the Police Chief was also interested in video surveillance, which was not originally anticipated.  Mr. Bergeron asked if there would be a fenced area used for protecting evidence.  Mr. McDevitt said the area was fully fenced.  Mr. Lynde noted that building should have sufficient room for storing evidence.  

 

The request being made was for change-orders in the amount of $12,152.  The requested amount excluded cost for the heat circulator pump repair ($1,024), that would be taken from the Town’s repair budget. 

 

MOTION:

(McDevitt/Derby) To approve the change-orders for: 1) air exhaust from retention area, 2) cleaning duct work, 3) underground conduit between Police Station and impound area, which would change the scope in the amount of $12,152.

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

MOTION:

(Bergeron/McDevitt) To expend $1,024 from the Town’s repair budget for the repair of the heat circulator pump in the Sherburne School building.

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

Bids

 

Mr. McDevitt read the awarded bids aloud, excluding the amounts, which would not be made public until after contracts were signed. 

 

Item #8a - doors, frames, hardware - Merrimack Building Supply

Item #8d - aluminum store fronts, glass and glazing - Granite State Glass (Pelham firm did not bid for this                                   item)

Item #8b - overhead doors - Pelham Garage Doors

Item #9a - drywall and metal framing  - Granite State Drywall

 

MOTION:

(McDevitt/Derby) To award the bids as presented.

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

Open House

 

Mr. McDevitt informed that an open house would be held at the Municipal Building, Tuesday, November 19, 2002, 3:30pm.  He said that the public would be taken on a tour of the building to enable review of work in progress. 

 

Driveway entrance

 

Mr. Bergeron discussed the driveway entrance and his observations.  He believed that because of the curvature of the road that larger vehicles (i.e. fire truck, delivery vehicles) would have difficulty turning.  He was also concerned with snow clearing and the possible problems the plows would face getting the snow back enough off the road.  Mr. Bergeron said that he understood that the meeting house foundation was of historic importance.  He suggested that the foundation be certified.  He also suggested that a monument be placed in the center of the foundation that provided a brief history.  He believed the foundation, as it currently was, would inhibit site lines and further believed that removing the foundation and replacing it with a historical marker would be a viable solution. 

 

Mr. Gaydos said that the Fire and Police Department, Highway Foreman and Planning Director all felt that one-way traffic was the preferred road design.  The Selectmen agreed that a one-way traffic flow design was preferred.  Mr. Gaydos said that he would review design options with the Safety Committee and then bring the design to the Building Committee and then back to the Selectmen.  He said he would also have the Building Committee discuss the option of removing the meeting house foundation and replacing with a monument. 

 

Inspections

 

Mr. Gaydos informed the Selectmen that the new Planning Director had experience with construction oversight and had a willingness to help the Town.  He said the Planning Director also held the technical expertise to perform spot checks of the Municipal Complex. 

 

Building Committee meeting

 

Mr. McDevitt informed that the Building Committee would be holding a meeting November 20, 2002 at 7pm.

 

NEW BUSINESS

 

Retirement of call Firefighter/EMT

 

Mr. Gaydos informed that Ms. Maureen McNamara would be assuming new responsibilities and was retiring as a call Firefighter.  Mr. Lynde read Ms. McNamara’s letter of retirement aloud.

 

Mr. McDevitt said that Ms. McNamara was one of the most giving, self-less, dedicated people working in the Town and would be missed.

 

MOTION:

(Bergeron/McDevitt) To regretfully accept Ms. Maureen McNamara’s letter of retirement.

 

VOTE:

(4 - 0 - 0) The motion carries. 

 

Material testing service contract for Pulpit Rock Road project, Sherburne School renovation and Library project

 

Mr. Gaydos said that the Planning Director, Ms. Amy Alexander, had provided a recommendation to hire New England Testing Company to perform the testing work at the school site as well as testing work at Pulpit Rock.  He noted that Mr. Don Foss (Highway Road Agent) concurred with the recommendation.  Mr. Lynde confirmed that the company would test the items that would assure the structural integrity of sub surfaces etc.  Mr. Gaydos answered yes.  He asked for authority to sign the agreement with the company to perform work at the school and Pulpit Rock Road. 

 

Mr. Bergeron asked if the company had already performed tests.  Mr. Gaydos said that the company had performed preliminary tests, to not hold work up.  Mr. Bergeron asked the process taken if a problem with the test occurred.  Mr. Gaydos said if the Planning Director viewed a problem, she would work with the testing company to review the results.  He said that he and Bread Loaf would also be notified.

 

MOTION:

(McDevitt/Bergeron) To authorize Mr. Gaydos to enter into an agreement with New England Testing Company to do materials testing on the Pulpit Rock Road project, and also at the Municipal Center.

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

Mr. Derby wanted to know if the company would be used for other projects.  Mr. Gaydos said that if other agreements were signed, Ms. Alexander would provide recommendations.  He said that the Selectmen could discuss how to proceed further in the future. 

 

Road name approval

 

Mr. Gaydos said that correspondence had been received regarding a road name.  He said that there had been a discrepancy in the name of a subdivision street.  It was the wish of the Gauthier family to record the street name as Gauthier Way.  Mr. Gaydos said the Safety Committee had reviewed the proposed road name and felt that Gauthier Way was acceptable. 

 

MOTION:

(Derby/McDevitt) To accept the road name Gauthier Way as reviewed by the Safety Committee.

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

Miscellaneous Discussion - not listed on agenda

 

Mr. Derby noted that Ms. Helen Munson had submitted a letter requesting no through trucking near her residence on Holstein Drive.  Mr. Gaydos said that that the issue was being dealt with and would be discussed during the next Safety Committee meeting November 20, 2002. 

 

Mr. McDevitt briefly discussed the water district proposal.  He read aloud a letter received from Mayor Bernard A. Streeter of Nashua that contained an invitation to a regional roundtable discussion regarding regional ownership of the drinking water supply.  He said that he was not available for the next scheduled roundtable and asked that someone else represent the Town.  Mr. Bergeron said that he would be attending the meeting.  Mr. Derby noted that Bedford, Londonderry and Windham were also interested in the subject.

 

Mr. Lynde informed that per statutory requirements, every seven years, the Town had to perambulate its boundaries and verify the markers.  There was a brief discussion regarding when the boundaries should be reviewed.  Mr. Gaydos will communicate with the surrounding Towns and arrange a schedule.

 

Mr. Gaydos said that a small portion of the Senior Center roof needed repair/replacement, which he had researched per the direction of the Selectmen.  He said that Thompson Roofing had provided a price of $3000 to do the required work.  He described the work to be done and asked for the authority to move forward and sign the agreement with the company.  He said the money for the roof had been approved through a warrant article during the last Town vote.

 

MOTION:

(McDevitt/Bergeron) To allow the expenditure of $3000 to fix a portion of the Senior Center roof. 

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

Mr. McDevitt asked that the aluminum awning be removed.

 

TOWN ADMINISTRATOR’S REPORT/SELECTMEN’S REPORT

 

Mr. Bergeron informed that November 8, 2002 was the last free pick up of propane tanks.  He said there were 683 20lb propane tanks removed.  He said the arrangement with NRRA for the future would be $1 per 20lb tank, $20 per 30lb, 40lb and 100lb tank.  He noted that Mr. Bruce Mason was always seeking a better deal.  Mr. Bergeron ended by thanking Ms. Maureen McNamara for her service over the past nineteen years. 

 

Mr. Derby had no report.

 

Mr. McDevitt briefly discussed the Budget Committee’s vote.  He said that the Town Buildings had the major reduction, which had items possibly needing reconsideration due to some unresolved issues.  He said the Budget Committee was currently working on the School’s budget.  Mr. McDevitt acknowledged the passing of Mr. Peter Fisher, who served on the Planning Board for a number of years.  Mr. McDevitt said that the Senior Center was still seeking a cook.  He said if anyone was interested they should contact Ms. Sue Hovling at the Senior Center. 

 

Mr. Lynde informed that the Planning Board held a meeting November 4, 2002.  He reviewed the agenda items discussed at the meeting.  He informed that the Technical Group met to discuss the wiring infrastructure.  He said DSL was the favored internet connection. 

 

REQUEST FOR NON-PUBLIC SESSION

 

Mr. McDevitt said that there were two legal issues to be discussed, relative to the Planning Department. 

 

MOTION:

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

 

ROLL CALL:

 

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

 

Mr. Lynde noted that when the Board returned, after the non-public session, the Board would not take any other action publicly, except to seal the minutes of the non-public session and to adjourn the meeting.  The Board entered into a non-public session at approximately 7:50pm.  Mr. Gaydos was also present during the non-public session.

 

The Board returned to public session at approximately 8:07 pm.

 

MOTION:

 

(Bergeron/McDevitt) To seal the minutes of the non-public session indefinitely.

 

VOTE:

 

(4 - 0 - 0) The motion carries.

 

ADJOURNMENT

 

MOTION:

(Bergeron/Derby) To adjourn the meeting.

 

VOTE:

 

(4 - 0 - 0) The motion carries. 

 

The meeting was adjourned at approximately 8:08 pm.

                                                                                          Respectfully submitted,

 

                                                                                          Charity A. L. Willis

                                                                                          Recording Secretary