BOS Minutes 09-27-2005

APPROVED

TOWN OF PELHAM

BOARD OF SE= LECTMEN MEETING

MINUTES

September 27, 2005

APPROVED – October 4, 2005

CALL TO ORDER

PLEDGE OF ALLEGIANCE

PRESENT:

Mr. Victor Danevich, Mr. Harold Lynde, Mr. Jean-Guy Bergeron, Mr. Edmund Gleason, Mr. Tom Domenico, Mr. Tom Gaydos - Town Administrator

Also present:

ABSENT:

Members of the press and general public.

None

MINUTES RE= VIEW

September 20, 2005 – The minutes were reviewed and there was a request to clarify a statement made by Mr. Bergeron during his Selectmen report. = The Recording Secretary will review the audio tape and report back to the Selectmen.

September 21, 2005

MOTION:<= o:p>

(Domenico/Gleason) To approve the September 21, 2005 meeting = minutes as amended.

VOTE:

(3-0-2) The motion carri= ed. Mr. Lynde and Mr. Bergeron absta= ined.

The amendments to the minutes were as follows: The fol= lowing was added after the 1^st paragraph: ‘Dr. Cutler announced that as a first step and with the cooperation = of the SAU, the Town had been able to enter the SAU pre-buy of heating fuel from Fred Fuller at $1.795, which = would represent a sizable savings for the Town in the upcoming year.’; = the following was added to the 7^th paragraph: ‘Mr. Danevich also asked the appointed = Budget Committee representatives, Ms. Mahoney from the PSB and Mr. Gleason from the BOS, to investigate any future opportunities that may be identified during = the budget review process.’

MANIFEST R= EVIEW – week ending September 24, 2005

Payroll – $70,031

Accounts Payables – $44,519

OPEN FORUM=

Ms. Cindy Brunelle, on behalf of the Park & Recrea= tion Advisory Board, met with the Selectmen to seek permission to apply for a st= ate grant that would allow them to mail brochures to residents that provided information regarding non-point-source pollution. The information would focus on fertilizer pollution to Long Pond.

Mr. Gaydos said normally the application would have be= en submitted to the Board in their packets, however the grant is available on a quarterly basis, and the end of the quarter was now. Applying now would give people the opportunity to be informed and find another way to feed their lawns that wouldn’t pollute the pond. He said they were making the application and there was an extremely high likel= ihood that it would be approved. Wh= en approved it would come back before the Selectmen for acceptance.

Mr. Domenico asked if the Town was reaching out to neighboring towns (such as Tyngsboro & Dracut) to inform them as well.<= span style=3D'mso-spacerun:yes'> Ms. Brunelle said part of the grant would cover mailing the brochures to the surrounding towns and to all resid= ents who live on the lake. Mr. Gay= dos said the next step would be for his office to contact the town halls of the other towns to help get the mailing addresses for those who have property on the pond.

There was no objection by the Board. Mr. Danevich asked that Mr. Gaydos= and the Selectmen receive a copy of the final application. Mr. Gaydos requested to be the designated contact for the state. There was no objection.

APPOINTMEN= TS

Interview = Jay Stearns – Conservation Commission

Mr. Jay Stearns met with the Selectmen to discuss his application to be a member of the Conservation Commission. He noted that the catalyst for app= lying was because of what was going on at Stonepost Road and would like to be pro-active in the fu= ture Stonepost. He was interested = in applying (lending) some of his personal knowledge. Mr. Stearns noted that he had a pi= ece of property in Vermont that he had placed in the current use program and was personally managed for wildlife and forestry.

Mr. Danevich asked if Mr. Stearns understood that beca= use he was an abutter to Stonepost, he would have to step down from the Conservati= on Commission during any of the public hearings involving such. Mr. Stearns understood that for any possible conflicts of interest any member would have to step down.

Mr. Lynde asked Mr. Stearns if there was anything in t= he future, based upon his ownership of property in Town, that would bring him = in potential conflict with the Town for items brought before the Conservation Commission. Mr. Stearns said = he didn’t have any other property holdings in New Hampshire and no near/long plans t= o have any other properties.

The Selectmen discussed the term of the appointment. Mr. Stearns said he discussed the = type of appointment with the Conservation Commission (during their last meeting)= and it was suggested that he seek full-time member status versus being an alternate.

MOTION:=

(Domenico/Lynde) To appoint Mr. Jay Stearns to the P= elham Conservation Commission for a term ending on April 1, 2008 (term until April 1, 2008) as a full-t= ime member.

VOTE:

(5-0-0) The motion carried.

Mr. Danevich asked Mr. Gaydos to follow up with Conser= vation Chairman Bob Yarmo to let him know that the Selectmen had appointed Mr. Ste= arns.

Mr. Bill S= canzani, CIP Chairman – Presentation of 2005 Capital Improvement Plan

CIP Chairman Bill Scanzani reviewed the CIP recommenda= tions based upon the work done by the CIP over the past year. He provided an overview of the CIP= and the importance of the recommendations and the (priority) ratings contained within the document. He discu= ssed the CIP recommendation to have a long term bond to lock in the total cost of all Town projects, fund them, and pay for them. Essentially CIP was saying that th= e cost of paying a bond would be less money than what the Town would pay for an in= crease in a project to wait a year. = Mr. Scanzani said the other benefits of doing a single bond is once the Town fu= nds the long-term projects that are known, the tax portion of all CIP projects would start to decrease annually which would clear the way for the School District which had several critical projects that needed funding.

It was noted that CIP and Planning Board had already a= dopted the plan. The CIP would also = be presented to the Budget Committee and the School Board and would also be available on the Town web site (www.p= elhamweb.com).

Mr. Scanzani said the CIP was an extension of the Mast= er Plan (and subcommittee of the Planning Board) which was ruled by State Statute. He discussed the pro= cess of gathering information for the CIP and how the ranking process was done.<= span style=3D'mso-spacerun:yes'> He said the three critical ratings= were: 1) ‘Urgent’ which was only done so if it was needed for public health and safety (there were four items listed in the CIP as urgent); 2) &= #8216;Committed’ which was typically items already funded by the voters; and 3) ‘Necessary’ which is done to maintain the current level of services.

Mr. Gleason asked Mr. Scanzani to reiterate the projec= ts that would be included in the bond recommendation. Mr. Scanzani said the projects inc= luded in the 20.2 million dollar project (based on costs in the CIP) would includ= e: 1) new Central Fire Station; 2) first fire sub-station identified by the committee (Shephard Road area); 3) Cemetery Garage; 4) Senior Center addition/expansion; 5) Town vehicle storage/maintenance garage; 6) new Park & Recreation multi-function building at Raymond Park and basket ball ar= ea (based on the Park & Recreation plan) to replace the current building. This would leave approximately six to seven million dolla= rs for necessary road repairs.

Mr. Lynde questioned how the Town ‘firmed’= up the recommendation, figures and projects presented in the twenty million do= llar bond. Mr. Scanzani said the C= IP realized that the costs would increase before the Town voted on them, but t= hey were looking at the road bond as the variable figure. Mr. Lynde questioned if the costs = could be mitigated by the impact fees (which hadn’t been factored into the costs). Mr. Scanzani said tha= t was correct; impact fees were currently being collected for the new central fire station and sub station (at $.46 SF). He said the Park & Recreation plan would be finished no later th= an this month at which point impact fees could start to be collected. Mr. Lynde asked if the Town could = start collecting on the actual square footage costs once the project (fire statio= n) was committed to. Mr. Scanzan= i said absolutely because there would be a firm cost. Mr. Lynde said there were up to six years (from the point of collection) to utilize impact fees and wanted to k= now when the Town started collecting impact fees for the fire station. Mr. Scanzani said fire station imp= act fees started in early 2002. <= /p>

Mr. Bergeron questioned the time it took other communi= ties to fund their CIP. Mr. Scanza= ni discussed other towns that took time before solving needs and had their projects drastically increase. Mr. Bergeron said the statement had been made that the Town was in trouble and wanted to know if it was just now, or if the Town had ever been in trouble. Mr. Scanzani said wh= at happened was that last year no money was spent on CIP items. Mr. Bergeron asked if Mr. Scanzani agreed that the Town should work the plan based on the rules and therefore should be successful. Mr. Sca= nzani agreed and noted that there was over half a million dollars of impact fees sitting in an account for over four years.= He said the Town had (in the past) collected and spent impact fees on the Elementary School and would continue as the bond was paid off. Mr. Bergeron noted that the Town h= ad a main (fire) station but didn’t have a sub station and impact fees were being collected. He questione= d if there was an option to fund one at a time.= Mr. Scanzani said the Town had the option to fund one at a time, but= it would be the preference of the CIP (based on rising costs) to get them done. He said the impact fees= being collected were not only for the two stations mentioned, but also for a potential third station. Mr. Bergeron asked if Mr. Scanzani agreed that there was a chance (50/50) that = they would get all of it, or take a chance of funding none, and not only funding none, but delaying it if it didn’t pass; he asked if consideration had been given to budgeting smaller amounts.&n= bsp; Mr. Scanzani said CIP, when making recommendations, didn’t loo= k at whether the voters would support items.&nb= sp; He said CIP looked at presenting a plan that would meet the needs and the best plan overall.

Mr. Domenico said (as the Selectmen Representative to = CIP) they were faced with some difficult discussions, long meetings and hard choices. He said conceptually= (from a financial aspect), he didn’t feel that the plan could be discounted based upon cost increases. He= said the plan would get the Town to the point to be able to collect impact fees = and collect the fair market share of new homeowners, distribute the cost over t= he next twenty years and control them (based on inflationary trends).

Mr. Gleason reluctantly said it looked like the most v= iable solution. He wanted to know h= ow the urgent issues would be reconciled (with the items contained on the bond list). Mr. Scanzani discussed= the items and noted that vehicle replacement was (in his opinion) considered no= rmal maintenance/replacement item.

Mr. Danevich thanked Mr. Scanzani for bringing the CIP= plan.

OTHER BUSI= NESS

Applicatio= n for Homeland Security Grant

Mr. Gaydos said the Homeland Security Grant Review Com= mittee had awarded $3000 to the Pelham Fire Department under the First Responder S= tate Homeland Security Program. He= said the grant that was specifically for the purchase of mobile radio headsets w= hich part of an overall equipment plan the Fire Department had. He said they were asking permissio= n to make final application; when the check comes in, it would be brought to the Selectmen for acceptance.

MOTION:=

(Lynde/Domenico) To accept the grant award (of $3000= for mobile radio headsets under the First Responder State Homeland Security Program).

VOTE:

(5-0-0) The motion carried.

Highway Sa= fety Projects Cost

Mr. Danevich said that as a follow up to receiving fed= eral assistance checks, the Selectmen had asked about the possibility of reallocating some of the money to Highway Department projects that had been= cut earlier in the year as part of the default budget cost constraints. He said that Mr. Gaydos had been t= asked to work with Highway Road Agent Don Foss.

Mr. Gaydos said there were three items that were consi= dered safety issues: 1) Line painting $17,000; 2) Brush cutting on numerous roads $6500; and 3) Tree removal (Currier Road, Ledge Road, Koper Lane, Simpson M= ill Road, Meadow Lane and Armand Drive) $6100.= He said the total request from the ($46,000 grant received) grant wo= uld be $29,600

Mr. Danevich said the money would basically restore se= rvices that were previously cut. Mr. Gaydos said certain projects had been deferred and asked the Board for appr= oval so the work could be ‘lined up’

MOTION:=

(Domenico/Gleason) To have Mr. Gaydos work in conjun= ction with Highway Road Agent Don Foss to ensure that safety line painting, bru= sh cutting and tree removal is completed this fall on the roads indicated in= the packet with a total expenditure estimated at $29,600 (but not to exceed).=

VOTE:

(5-0-0) The motion carried.

Mr. Lynde asked if the roads were all approved by the Town. Mr. Gaydos answered yes= .

Selectmen = Priority List Review

Mr. Danevich said the Selectmen tried to update the Selectmen Priority List quarterly and asked if the Selectmen had any change= s or movement regarding the priority of items contained therein. Mr. Gaydos discussed the items tha= t he was currently working on and said if there was any discussion regarding suc= h, it would be a good time to do so.

Mr. Gleason noted that the Selectmen would have a recommendation regarding the revaluation on October 4, 2005.

Mr. Danevich said he had moved some of the items around based upon completion and went on to review those items. The Selectmen briefly discussed the items contained on the list. = Mr. Danevich said he would compile the input, update and circulate to the Board (and up on the website).

Town Annex= Building Disposition

Mr. Danevich said there were approximately twelve code= (life safety related) issues that had to be discussed. Mr. Gaydos said after the last mee= ting, it was his ambition to have pricing on various heating options. He said he was a little too ambiti= ous; there were several issues that came into play such as the duct work, and ot= her issues. He said he would like= to defer until later. Mr. Gaydos= then reviewed the outstanding items, some of which were labor (some of the individuals with CERT were willing to donate labor); the items were as foll= ows: 1) rear door replacement; 2) second egress (door); 3) floor drain to be cap= ped; 3) combustible material in the oil room to be removed; 4) emergency lightin= g in television room; 5) exit sign= to be illuminated; 6) fire alarm system to be repaired; 7) missing ceiling tiles = to be replaced; 8) carpet/curtain materials on wall not fire rated; 9) 2^n=
d floor rear stairway to be maintained; 10) furnace replacement. He was hopeful to provide the Sele= ctmen with an ‘amount not to exceed’ and ‘plan of attack’ next week.

There was no objection by the Selectmen to have Mr. Ga= ydos use voluntary labor where possible (as a minimum effort) to maintain the To= wn building to a minimum code safety. <= /span>

Warrant Ar= ticle Discussion

Mr. Danevich said this agenda item was a ‘place holder’ until a list of warrant articles was put together. He asked that warrant articles be submitted to Mr. Gaydos.

Month End = Budget Review

Mr. Gaydos said most of the budgets were operating whe= re they should be. He provided a= brief summary/status of the budgets to the Selectmen.

Codificati= on Project

Mr. Danevich explained that the Selectmen would contin= ue their review of the Town’s ordinances for inconsistencies. The Selectmen reviewed items #32 -= #104. Mr. Danevich said the Selectmen had taken no formal action other than to make the decisions; the document would= be turned back over to Mr. Gaydos to have it updated with the firm. At some time in the future the upd= ated document would be received and there would be a formal public hearing proce= ss to formally readopt the documents at that date.

TOWN ADMIN= ISTRATOR / SELECTMEN REPORTS

Mr. Gaydos thanked the Pelham Garden Group for spottin= g a tree that as it matures would be out of balance with the rest of the planti= ngs in the area. The group was requesting the Selectmen’s permission/approval to relocate the tree a= nd replace it with a shrub (to be done on Thursday). There was no objection by the Boar= d.

Mr. Domenico had no report.

Mr. Bergeron said he received a call from Ms. Sue Hovl= ing at the Senior Center regarding a bus she wanted to be looked at; also invited = was Mr. Gaydos and Woody. He and = Woody got underneath the vehicle and reviewed it. He said Ms. Hovling had called aga= in for him to review another vehicle; all the specifications would be reviewed by himself, Mr. Gaydos and Woody.

Mr. Lynde had no report.

Mr. Gleason informed that the budget process was under way. He said the Town was wel= l represented by Ms. Janet Gallant and publicly recognized her commitment, dedication and professionalism throughout the budget process.

Mr. Danevich said he would like the Selectmen to ‘tighten’ up the process/procedure regarding the use of Town property. He said he would li= ke to work with Mr. Gaydos to draft a process/procedure to be proposed at a later date. There was no objection.=

REQUEST FOR NON-PUBLIC SESSION

MOTION:=

(Lynde/Bergeron) Request for a non-public session pe= r RSA 91-A:3,II, a (personnel)

ROLL CALL:<= /b>

Mr. Danevich-Yes; Mr. Lynde-Yes; Mr. Bergeron-Yes; M= r. Gleason-Yes; Mr. Domenico-Yes

Mr. Danevich noted that when the Board returned, after= the non-public session, the Board would not take any other action publicly, exc= ept to possibly seal the minutes of the non-public session and to adjourn the n= on-public meeting. The Board entered in= to a non-public session at approximately 9:20 pm. Also present = was Mr. Gaydos, however he excused himself during the discussion regarding his review.

The Board returned to public session at approximately = 10:45pm.

MOTION:=

(Bergeron/Lynde) To seal the minutes of the non-publ= ic session.

VOTE:

(5-0-0) The motion carried.

ADJOURNMEN= T

MOTION:<= o:p>

(Bergeron/Lynde) To adjourn the meeting.

VOTE:

(5-0-0) The motion carri= ed.

The meeting was adjourned at approximately 10:45 pm.

&nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; Respe= ctfully submitted,

&nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; Chari= ty A. L. Willis

&nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; &= nbsp; &nbs= p; Recor= ding Secretary