APPROVED

TOWN OF PELHAM

BOARD OF SELECTMEN MEETING

MINUTES

January 7, 2003

APPROVED – January 21, 2003

CALL TO ORDER

PLEDGE OF ALLEGAINCE

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

MINUTES REVIEW

December 17, 2002

The amendments to the minutes were as follows: spelling of the name ‘Singelakis’ shall be corrected.  page 4, 3rd line the word ‘not’ shall replace the word ‘no’.

OPEN FORUM

Attorney Edward Richards of Nashua, NH, appeared on behalf of Robin Road, LLC and Irene Drive, LLC, which were two subdivisions developed by Mr. Thomas Mahoney.  He said that three roads (Robin Road, Irene Drive and Honey Lane) from within the subdivision would be included on the Town warrant.  He said that he had been working with the Planning Director and believed that the roads would be brought into compliance for acceptance this year.  Attorney Richards wanted to inform the Selectmen that he would be available to answer any questions regarding the roads.  Mr. Farris said that the warrant article could be changed up to the date of Town meeting.  He said if the Planning Director and the Highway Road Agent concurred that the roads met Town standards, the warrant could be amended at the Town meeting. 

Attorney Richards wanted the opportunity to explain why Honey Lane should not be taken off the warrant.  He said that the final hot top had been done in the fall of 2002.  Mr. Lynde said that the Planning Board reviewed a list of roads brought forward for consideration.  He said that they did not want to include roads with the top binder coat that had not over wintered.  He said the concern with Honey Lane was that the drainage design would work properly, which could not be reviewed until spring.  Attorney Richards said that a maintenance bond would be held for at least another year, which should cover any issues. 

Mr. Lynde informed that the Planning Board would be discussing the roads at their January 20, 2003 meeting.  Mr. McDevitt noted that the Board of Selectmen relied heavily upon the Planning Department, Planning Board and Highway Road Agent’s opinion.  He said if the Planning Board did not approve, he would be reluctant to approve.  Mr. Lynde believed the intent of the Planning Board was to make a recommendation to the Selectmen on January 20, 2003.  

Non-Public session per RSA 91-A:3II (a) (b)

REQUEST FOR NON-PUBLIC SESSION

The Board entered into a non-public session at approximately 6:50 pm.  Also present was Mr. Gaydos.

The Board returned to public session at approximately 9:10 pm.

NEW BUSINESS

Raymond Park request

Mr. William Hayes met with the Selectmen to request the addendum for parking at Raymond Park be signed.  He said that the addendum contained language that it would become null and void if the warrant article (for the withdrawal of $17,000 from the Raymond Park Trust Fund for parking) failed at Town meeting.  He explained further how the money withdrawn would be spent at the fields. 

Mr. Hayes informed that the Town had been notified it was awarded a $46,500 Land and Water Conservation Fund Grant, which would be matched by other non-tax dollars.  He asked that the necessary paperwork be signed to accept the grant.  

Mr. McDevitt thanked Mr. Hayes for his work on the grant. 

Mr. Hayes asked if he could contact the Town Forester regarding the work to be done for the parking area at Raymond Park.  The Selectmen were in agreement to have Mr. Hayes contact the Town Forester. 

Mr. Farris informed that Mr. Gaydos was working toward a resolution to have the final lot line shot (at the Coombs Junkyard area).  Mr. Hayes said the logging would be approximately 20ft. from where the line was thought to be.  Mr. Farris noted that the last piece of the old trolley line had been located and would be given to the Historical Society. 

* see below for additional New Business items.

OLD BUSINESS

Municipal Building:

Scope changes & approvals - Mr. Gaydos said that there was additional wiring/cabling that was being requested for television receptacles.  He said that there would be six installed on the Police side, and three on the municipal side.  He explained what the receptacles could be used for.  Mr. Farris was concerned with the additional costs for cable television.  Mr. Gaydos said the request being brought forward was solely for the wiring, not for cable television access.  Mr. McDevitt said that further explanation would be needed. 

Mr. Gaydos said that additional phone and data conduit in the Town offices was being requested, which would cost $1,317

Mr. Gaydos informed that it was initially thought that the entryway for employees and the entry into the Police station’s secured area would re-use the doors that were in place.  He said the belief was if the doors were repaired, they would probably need to be replaced soon.  Mr. Gaydos said the replacement cost for the two sets of doors would be $4,998.  Mr. Farris agreed with the necessity for the doors, but believed it should have been noted during the initial review of the budget.  Mr. McDevitt agreed.

Mr. Gaydos noted that there was unforeseen structural work to be done to the window headers in the Planning Department area, which would cost $3,708.  There was a brief discussion regarding the window headers and work that was performed in the past.  Mr. Bergeron asked if the cost was for patching the area, or if it would cover complete removal.  Mr. Farris believed the cost was to bring the windows to code.  Mr. Bergeron said that he had discussed the outside walls in the same area of the building and hoped that they would be addressed.  He asked when the next public walk-through would be held.  Mr. Farris said that Building/Code Officer Roland Soucy was working diligently to ensure that the old section of the building was being brought up to code. 

Mr. Gaydos said that a progress payment for phase I was due to be paid to Bread Loaf in the amount of $17,500.  He asked that the Selectmen sign the manifest.  Mr. Gaydos said that the progress payment for phase II in the amount of $710,128 was also due and asked the Selectmen to sign the manifest. 

Regional Water District

Mr. Bergeron said that he had received, and provided copies, of the revised Memorandum of Understanding (MOU), which would allow Nashua a majority vote based upon their number of customers.  Mr. Gaydos further explained how the compromise was reached and the MOU was revised.  He said that when a vote was taken, Nashua would now have to be on the positive side of the vote for it to pass.  Mr. Bergeron said that the other towns had agreed with the changes so far.  He said that the next meeting would be held January 10, 2003.  He ended by saying that he had received a copy of the charter and would provide copies to the Selectmen for review.  Mr. Gaydos said that Nashua was seeking a vote of support for the changes made to the MOU.

Town Report

Mr. Gaydos asked if the Selectmen’s report was separate from the Town Administrator’s report.  Mr. Lynde said that historically the Town Administrator composed the Selectmen’s report, which summarized what had occurred during the past year. 

NEW BUSINESS CON’T.....

Carry over Warrant Articles

Mr. Gaydos provided a list of warrant articles that had been carried over from previous years.  The Selectmen reviewed the list and decided which items needed more research, which items should be carried and which items should be returned to the General Fund. 

Mr. Gaydos then handed out a non-money warrant article for the lease of the Library to the Historical Society.  He said that the lease-agreement would be crafted and completed prior to the deliberative session.  The Selectmen did not object to the draft wording of the warrant article. 

Mr. Lynde suggested inserting an explanation of the warrant article within the Town Report. 

Mr. Gaydos explained that the Selectmen could lease the building for a period of one year, which could be extended at Town Meeting.       

Set date for Town Meeting (Feb. 1 - Feb. 8)

There was a brief discussion and the Selectmen set February 3, 2003 as the date for Town meeting.  The time will be at 7:00pm, the location will be Memorial School.  Mr. McDevitt suggested contacting the Moderator and discussing the date, time and location.     

Computer Tech Committee financial request

Mr. Gaydos said there had been an opportunity to purchase certain items at a lowered cost.  Mr. Jim Greenwood purchased the item at the discounted cost.  Mr. Gaydos requested that the Town purchase the item from Mr. Greenwood.  He believed that the Tech Committee should create a ‘shopping list’ so when items were found at a fraction of the cost, they could be procured.  Mr. Farris acknowledged that a service agreement could be purchased for most items.  Mr. Gaydos said that the Tech Committee had requested an open purchase order for items contained on the ‘shopping list’.  He said the funds could be encumbered from the computer/equipment budget from the prior year.  Mr. Lynde said that a priority list (in a CIP form) had been created within the Technology Plan and could be used.  Mr. Farris asked that the purchases be from the ‘need’ list.  Mr. Gaydos agreed that a purchase should not be made unless it was a priority item. 

Miscellaneous

Mr. Gaydos said that the Town had placed money into a separate account, which was not really in conformance with the state statutes.  The account has accumulated approximately $170,000, which Mr. Gaydos believed should be in the General Fund.  He said the plan was to purchase the Planning Board’s furniture from the fund, but it would need to be appropriated from the fund to do so.  Mr. Farris confirmed that the money would be raised and appropriated, but the offset would be the funds from the account being moved into the General Fund. 

Mr. Gaydos said that some minimal wiring had been funded for the Municipal Building.  He said that he would put information together and provide to the Selectmen at the special meeting to be held on Thursday.  He said that he would also provide the wording for the Spring Street, Gaston Street, Campbell Road and Andover Street bonds on Thursday for review.  Mr. McDevitt believed the wording had been determined, but the numbers would need to be reconsidered and amended.  Mr. Gaydos said the public hearing regarding the roads would be held January 14, 2003.  There was a brief discussion regarding the amount provided to residents of Spring Street for improvements.  Since the number had changed, it was believed that the residents should be informed. 

Hiring of Police/Fire Department Dispatcher

It was noted that the background checks had been completed and the candidate came highly recommended by both the Fire and Police Chiefs. 

Mr. Farris asked that the Selectmen provide Mr. Gaydos with comment and feedback regarding the guidelines that should be set up for Department Heads to hire employees so that a policy may be drafted. 

Adelphia cost structure

Mr. Bergeron said that he received inquiries regarding Adelphia’s rising costs to subscribers.  Mr. Gaydos recommended that a representative from Adelphia meet with the Selectmen and discuss the fees.  He was under the impression that Adelphia’s fees were based upon the market rate. 

TOWN ADMINISTRATOR’S REPORT/SELECTMEN’S REPORT

Mr. Bergeron read aloud a letter from the Department of Environmental Services - Waste Management Division, which stated they were in receipt of the completed grant application package (for the used oil collection center) submitted by the Town.  After review, the application was approved and $2500 would be awarded in approximately 30 days. 

Mr. Lynde reviewed the items discussed at the January 6, 2003 Planning Board meeting.  He noted that a joint meeting with the Planning Board and the Selectmen had been scheduled for January 20, 2003 - 7:30pm

Mr. Derby commended the Highway Department for the job they did during the recent snow storm.  He reminded residents that they should not park on the streets.  Mr. Farris reminded that snow from driveways should not be pushed out into the street.  Mr. Derby informed that Mr. Gaydos had contacted the state regarding the traffic in the Town center. 

Mr. McDevitt had no report. 

Mr. Farris also commended the Highway Department for a job well done removing snow.  He noted that the Selectmen would be holding a meeting on Thursday, January 9, 2003, which would be primarily non-pubic to discuss union contracts. 

ADJOURNMENT

The meeting was adjourned at approximately 11:10 pm.

                                                                                          Respectfully submitted,

                                                                                          Charity A. L. Willis

                                                                                          Recording Secretary