SEL20070612

APPROVED

TOWN OF PELHAM

BOARD OF S= ELECTMEN MEETING

MINUTES

June 12, 200= 7

APPROVED – June 26, 2007<= o:p>

CALL= TO ORDER

PLED= GE OF ALLEGIANCE

PRESENT:

Mr. Edmund Gleason, Mr= . Victor Danevich, Mr. Harold Lynde, Mr. Robert Haverty,

Mr. Douglas Viger, Town Administrator Tom Gaydos

Also present:

ABSENT:

Members of the press a= nd general public.

None.

MINUTES REVIEW=

May 29, 2007

MOTION:=

(Lynde/Danevich) To approve the May 29, 2007 meeting minut= es as amended.<= /p>

= ;

VOTE:

(4-0-1) The motion carr= ied. Mr. Viger abstained.

The amendments to the mi= nutes were as follows: page 1, under Open Forum, 1^st paragraph –= ; the word ‘over’ was replaced with ‘in’ – ‘…dispersed in four years…’; 2^nd Paragr= aph – the word ‘a’ was replaced with ‘any’ ̵= 1; ‘…candidate, any petitioner may…’; 3^rd paragraph – the words ‘Police Station meeting’ were repl= aced with ‘Fire Department training’; page 4, 3^rd paragr= aph – the word ‘members’ was replaced with ‘objectives’ – ‘…better identify the CIP objectives and…’; 4^th paragraph – the words ‘it up’ were added – ‘…to open it up to contractors…’; page 5, under Article K, 3^rd paragra= ph – ‘requested for 125ft to’ was amended to read ‘…requested for the 125ft. requirement to Long Pond….= 217;; page 6, under Municipal Pest Management – the word ‘since̵= 7; was inserted into – ‘…would become easier since the first year…’; page 9, under Fire Station Planning – the senten= ce reading ‘He said everyone was invited, but only Mr. Haverty…&#= 8217; was amended to read ‘He said everyone was invited to participate in = the conference call with two of the references, but only Mr. Haverty…= 217;; under Park & Recreation Advisory Board - the sentence reading ‘…obtain Mr. McCarthy’s preference to either have a board or not.’ was amended to read ‘…obtain Mr. McCarthy’s preference in writing as to whether or not to have a bo= ard. ‘; page 10 under Selectmen’s Reports – ‘Mr. Gleason said during the Context Sensitive Solution meeting it had been said that t= here was a statement made that there might potentially be federal money availab= le for a functional replacement, Executive Councilor Ray Wieczorek was asked = to quantify/qualify that information.’ was amended to read ‘Mr. Gleason said during the Context Sensitive Solution meeting it had been sta= ted that there might be federal money available for a functional replacement, = Chris Waszczuk of Context Sensitive Solution was asked to quantify/qualify that information.’ there were also minor grammatical amendments made.

Welcome new Selectman Douglas Vig= er / Departure of Selectmen Tom Domenico

Mr. Gleason welcomed new= ly appointed Selectman Douglas Viger. He appointed Mr. Viger to the CIP.= Mr. Gleason expressed his sorrow at the departure of Selectman Tom Domenico.

OPEN FORUM

Mr. Paul McDonough, 7 Mammoth Road, discussed Pelham Veteran’s Memorial Park and the vandalism that occurs. He felt if people became involved= with the community they would have a sense of pride. Mr. Gleason said the Selectmen we= re aware of what were going on and hoped that more people would become involved. Mr. Lynde noted th= at there was a line in the budget for ATV patrols at the Town parks so they could h= ave some control. Mr. Gleason sa= id the Selectmen understood that PVMP was a jewel and would probably look at maki= ng a long-range plan for such.

APPOINTMENTS

Health Officer Website Update: Ma= rlene Demers

Health Officer Marlene D= emers reported that the Health Officer website was up and running. She thanked Mr. Jim Greenwood for= his assistance. She said the web= site was linked to the Town site and the Pelham Fire Department site. She discussed what was currently = on the site and explained the contents would change as the needs/issues of the To= wn changed. She then provided information regarding the links contained on the site which targeted all a= ge groups within the Town. Ms. = Demers said she would work with anyone needing assistance.

Mr. Danevich asked if th= ere were any problems with the way Ms. Demers’ contact phone number was liste= d on the site. Ms. Demers said th= ere were some problems during daytime hours with calls being transferred. Mr. Gaydos suggested opening up a separate department on the telephone tree that would have its own answering machine.

Mr. = Haverty thanked Ms. Demers for her efforts and appreciated the work.

Mr. Gaydos asked if all = the links on the website were government links.&nbs= p; Ms. Demers discussed the links and how they were sponsored. She had sent e-mails requesting permission to link additional sites. Mr. Gaydos asked if t= he sites were monitored to make sure they were compatible with what Ms. Demer= s was working on. Ms. Demers said = she had reviewed different sites to see what might be appropriate to meet the needs. She said in the upcom= ing year she would like to (request funds) do an assessment of the Town to be = able to target the communities needs. Mr. Gleason said the assessment would be appropriate under the Heal= th Budget and could be presented to the Budget Committee that way.

Mr. Viger asked if the c= ontents of the links were primarily factual information. He was concerned with outside pro= cedures not being in sync with how the Town was proceeding with situations. Cable Coordinator Jim Greenwood s= aid the links regarding West Nile, Lyme Disease= and Mosquito spraying were from the Fire Department site. Mr. Viger wanted to make sure tha= t the two departments were staying in sync.&nbs= p;

Mr. Gleason asked if the= website would provide information to residents on how to contact Ms. Demers if the= y had questions. Ms. Demers said h= er contact information was contained at the bottom of the site; she welcomed = any questions/comments because the site was made for the residents.

Ms. = Demers was congratulated and commended for the work she was doing.

Pelham Forestry Committee: Deb Wa= ters

Forestry Committee membe= r Deb Waters and Forestry Committee member/Conservation Commission Chairman Paul Gagnon met with the Selectmen to discuss the Forestry budget. Ms. Waters said the bills and some estimates had been itemized. She said bids were put out for Gumpas Pond and Little Island Pond but were rej= ected because they weren’t good. She said they decided to do the site work that was felt would enhan= ce the property and bids.

Information was provided= to the Selectmen. Mr. Gagnon discus= sed the Muldoon harvesting project and the money brought in from such. He said Pelham Veteran’s Me= morial Park (‘PVMP’) would be done in the fall. He said the two projects would gr= oss $39,000 and would end up being a net profit to the Town. Mr. Lynde noted that there were e= xpenses that were not included in the figure (such as tree planting). Ms. Waters discussed the bid pack= ages (that were put together by Baystate Forestry) which were currently out for bid. She noted that when the= deed was signed for the Cutter Conservation Area it was agreed to put up a sign within six months; therefore that item was moved up. She said other pending items woul= d be moved up if some of the items came in for less than the specified amount o= n the bids. There was further disc= ussion regarding the items included in the bids and importance of such.

Mr. Danevich asked if th= e bids were already out. Ms. Waters= said they were. Mr. Danevich aske= d that the defined policy for RFPs be followed and said they should be included u= p on the website. He said he didn’t recall the Board ever delegating their right to award contrac= t and wanted to ensure that once the Forestry Committee made a recommendation, it would come back to the Selectmen to be awarded. Mr. Danevich said he reviewed the= bid and saw that there was an item for raking and hiking the trails at a cost = of $60 per hour and questioned if it was money well spent. Ms. Waters said she didn’t = know all the details but knew that a lot of consideration went into the bids be= cause it was a public park. Mr. Da= nevich said he would reject that item if it came before him. Ms. Waters said she would inquire= about the item.

Mr. Gagnon requested clarification about the bid selection process. Mr. Danevich explained the current policy. Mr. Gleason suggeste= d that the policy be re-issued to all departments. He said typically the departments= come to the Selectmen with a recommendation.&n= bsp; Mr. Gagnon asked how often the Selectmen wanted them to come back.<= span style=3D'mso-spacerun:yes'> He wanted to know how much money = they were authorized to spend. Mr. Gleason reviewed the warrant article which granted up to $35,000 from the Forestry Trust Fund for the purpose of land stewardship and stipulated tha= t all expenditures were to be approved by the Board of Selectmen. Mr. Gaydos said normally most dep= artment heads described on paper what they wanted to do and it was circulated to t= he Selectmen to be signed off on with invoices. He said if there were questions, = they would be asked to attend a meeting.

Mr. Lynde questioned if = the application of herbicides for PVMP was contained in the Park & Recreation budget.<= span style=3D'mso-spacerun:yes'> Ms. Waters said it was part of the Forestry Plan. She said ther= e was some discussion regarding such and there were only two people certified to= do it. She said it was decided = to have Mr. Dan Cyr do the work.

National Grid Update: John Upham<= o:p>

Mr. Gleason said Mr. Uph= am had a scheduling conflict and was not able to attend the meeting. The discussion would be rescheduled.

Police Department Reorganization:= Chief Joseph Roark

Police Chief Joseph Roark provided the Selectmen with information regarding his proposal for reorgan= izing the department.

Mr. Gleason asked Chief = Roark how his first weeks as Chief had gone. Chief Roark felt it was going great. He said some programs were up tha= t had been dormant for awhile. He = said the department was building momentum and statistically they were up. He said he received feedback from citizens and felt the communication had a positive effect. He discussed the success of the r= ecent Bike Rodeo.

Chief Roark reviewed the information provided to the Selectmen.&nb= sp; He said the department currently had a 19 Police Officer Complement= and discussed how it was broken up. Currently the Captain position was vacant. Chief Roark’s proposal was = to keep the same number of officers, but have two Lieutenants; one of which (after being evaluated) would later be promoted to Captain. There would be a dedicated patrol Lieutenant and an administrative Lieutenant which would have cost advantag= es (during the first year) as well as efficiency improvements. The disadvantage was that during = the first couple years the succession plan would not be in place; however, in the long-term Chief Roark felt it was important to evaluate the Lieutenants pr= ior to making an appointment to Captain. He discussed the shift rotation of the officers that he felt would = work under his proposal. He creat= ed a cost-comparison chart for review. <= /span>

Mr. Gleason said the pro= posal seemed to be a structural reorganization for the efficiency of the department. Chief Roark said= it was for efficiency and cost savings. Mr. Gleason asked if the Lieutenant slots would be filled through a normal recruitment process. = Chief Roark said it would be an in-house process and would use an impartial assessment center and noted he hadn’t finalized the process, but wou= ld move quickly to do so. There= was brief discussion regarding the cost savings with the re-organization.

Mr. Viger asked what wou= ld happen to the Lieutenant positions once an officer was promoted to Captain. Chief Roark said one Lieutenant p= osition would be eliminated; he wouldn’t attempt to grow the department.

Mr. Haverty complemented= the Chief on the package provided. He asked if the Lieutenant positions would cross-train. Chief Roark believed there would = be a significant bleed (cross-training) between the positions; he planned to have the Lieut= enants work closely together. He sa= id over a period of time through osmosis they should understand each other’s position.

Mr. = Lynde said it was a good presentation and he would support it.

Mr. Gleason asked when t= he Chief wanted to implement the re-organization.&= nbsp; Chief Roark said he would like 4-6 weeks to work with other officer= s and Mr. Gaydos to put a process together.&nbs= p;

Mr. Haverty asked if the= costs associated with identifying candidates for Lieutenant had been built into = the budget. Chief Roark said he = would cut into other budgetary allotments to get it done.

Mr. Gleason had no objec= tion authorizing the Chief to do the re-organization for efficiency and cost efficiencies.<= span style=3D'mso-spacerun:yes'> He said the Chief would be coming= back with a plan for interviews etc. The Selectmen discussed what direction to provide. Mr. Danevich was also in favor of= the proposal. Mr. Viger had some concern with creating new titles. Mr. Gleason said there had been Lieutenants in the past; they were contained/defined in the union contract.&= nbsp; He felt this was an ideal situation to demonstrate to the Town that= they were concerned with the way they were operating.

MOTION:=

(Lynde/Haverty) To authorize the Police Chief to pr= oceed with the proposed department reorganization as presented and dated June 11, 2007.

= ;

VOTE:

(5-0-0) The motion carr= ied.

The = Chief was thanked for everything he was doing for the Town.

Jim Greenwood: PTV Policy Review and CTAC Commit= tee Discussion

Mr. Jim Greenwood, Cable Coordinator for the Town, said he had redone the PTV Policy based upon the recommendations provided. The Selectmen reviewed the revised policy.&nb= sp; They discussed the retention of electronic media, specifically video tapes and the length of time it would be stored and if after that time it = would be destroyed. Mr. Danevich w= as tasked with drafting language regarding electronic media (tape and DVD) retention. The language woul= d be provided at the next meeting for review.&= nbsp;

Mr. Greenwood then discu= ssed the CTAC Committee which was active in the past. He wanted to know if the Selectmen wanted the committee to continue. <= /span>He said having a committee would be helpful when discussing the renewal of the cable contract; it should be in place by October, 2008. He said at present the department= seemed to be running fine. Mr. Lynde didn’t feel anything should be done at this point in time but should appoint people by the middle of next year.

Mr. Haverty asked if the= re was an RSA requirement to have a committee. Mr. Greenwood answered no. Mr. Lynde discussed the reason the committee was formed. Mr. Greenwood said he would need = some help when the contract was ending. = He said legal should be contacted for advice sometime in the summer of 2008.<= span style=3D'mso-spacerun:yes'> Mr. Lynde noted that any legal ex= pense should be discussed for the upcoming budget.

OTHER BUSINESS=

Department Vehicle Replacement

Mr. Gaydos thought the B= oard had discussed placing emergency vehicles in the appropriate operating budget.<= span style=3D'mso-spacerun:yes'> He believed there were other vehi= cles from different departments that should be discussed. Mr. Gleason said the CIP set the threshold at $50,000 and that the Budget Committee had written their By-La= ws such that they consider emergency vehicles to be police cars and set the limit = at the cost of a police car. Mr= . Viger said the threshold was set at an amount so the Budget Committee wouldnR= 17;t have to keep adjusting it. H= e said it wasn’t specific to police cruisers. He believed a plan should be done= for all vehicles, not just emergency vehicles. Mr. Lynde agreed that it would be nice to have a plan knowing which vehicles had to be replaced each year.&nb= sp; Mr. Gleason was concerned that both the Highway and Transfer depart= ments were in need of trucks that were not contained in the CIP. Mr. Gaydos said the Selectmen wou= ld need to determine what to put in the operating budget and what would be a warra= nt article. He said, for consis= tency, he asked the departments to put everything in their operating budgets and = it would be up to the Selectmen to shift items out and decide how they would = deal with it. Mr. Lynde felt if a= n item was part of a normal replacement plan, it should be in the budget. Mr. Viger said an inventory shoul= d be established. Mr. Gleason sai= d a plan that supported the operating budget should be created. He said all the departments should create a plan similar to that of the police department. Mr. Gaydos was asked to have depa= rtments put plans in place.

PVMP Restroom Bids=

Mr. Gaydos said the Comm= ittee (consisting of Park & Recreation Director Darren McCarthy, Building Inspector Rola= nd Soucy, Mr. Gaydos, Lou Longo) met, reviewed the bids and made comments regarding such. He provided = a summary of the three bids received. = Based on the information received, the Committee recommended Rempro (Steve Robid= oux) at a price of $38,200.

Mr. Danevich discussed t= he bids and noted that all three bidders came in under the amount not to be exceeded. Two of the three b= idders were able to meet the specified time frame.&nb= sp; Mr. Gaydos confirmed the fact.&nbs= p; Mr. Danevich also noted that two of the three bidders had the appropriate materials. Mr. G= aydos confirmed the fact; one was using a material that was not preferred. Mr. Danevich confirmed that the b= idders had a thorough understanding of the RFP.&= nbsp; Mr. Gaydos said Mr. McCarthy met with the individual bidders at the= site and felt that Mr. Robidoux had the best understanding and would use better materials. Mr. Danevich aske= d that the RFP had been published. = Mr. Gaydos answered yes. Mr. Dan= evich noted that the three bidders were from Pelham. Mr. Gaydos said others had been t= o the site but indicated they wouldn’t have been able to meet the deadline. The Selectmen disc= ussed the bids. Mr. Danevich and M= r. Haverty were in favor of the recommendation to award the bid to Rempro.

Mr. Gleason asked if all= three contractors provided the necessary insurance. Mr. Gaydos said one bidder (Mr. P= lumber) didn’t include the insurance but indicated it would be available if = they were awarded the bid. Mr. Gl= eason asked if the contract called for the insurance to be submitted. Mr. Gaydos said it insurance was a requirement for the bid to be received.&n= bsp;

Mr. Lynde said he would = honor the recommendation. Mr. Gleason = asked if the recommendation was unanimous. Mr. Gaydos answered yes and went on to read the recommendations aloud.

Mr. Gus Messineo (owner = of Mr. Plumber), who was seated with the public, stepped forward to offer clarifi= cation. He said he was the low bidder. He pointed out that Mr. Walter Ko= sik was on the third bidder’s form as key personnel only one name was mentioned. He also noted tha= t there was no drawing in the specifications asked for and insurance was only to be turned in to the awarded bidder.

= ;

MOTION:

(Danevich/Haverty) To award the business to Rempro = for $38,200 based on meeting the RFP qualifications to the fullest extent.

= ;

VOTE:<= /p>

(5-0-0) The motion carried.

APPOINTMENTS CONT…

Interview Trustee of Trust Fund Candidate: Lou Longo

Mr. Lou Longo, Clark Circle, said he heard of the opening and offered to fill the position.= The position being filled was that of Laura Domenico expiring in 2009. Mr. Gleason asked Mr. = Longo about his qualifications for the position. Mr. Longo said he received information from the Selectmen’s o= ffice and discussed his schooling and work experience. He said when he read about the po= sition he felt the number one thing was integrity. Mr. Longo was thanked for his volunteerism.

= ;

MOTION:

(Lynde/Haverty) To appoint Mr. Lou Longo to fulfill= the remaining term of Laura Domenico as Trustee of the Trust Funds for the T= own of Pelham expiring March, 2009.

= ;

VOTE:<= /p>

(5-0-0) The motion carried.

Mr. Longo, being the Selectmen’s Representative to the Salem Chamber of Commerce, then provided the Selectmen with a brief summary of recent meetings and events.= He said he would continue to prov= ide updates whenever asked.

TOWN ADMINISTRATOR REPORT / SELECTMEN REPORTS

Mr. Gaydos informed the = Selectmen that property owners along Route 38 had signed and submitted a petition to= form a Village District in that area. He said they would then have their own governmental agency which could apply = for grants from DES to extend the water lines down Route 38. He said they would not be a Town = entity and would still need to appear before the Budget Committee. He said the petitioners defined t= he boundary of the district as beginning at the intersection of Route 38 and = Old Bridge Street North= and Atwood Road then proceeding south along Route 38 to the intersection of Highland Avenue and Willow Street encompassing several= lots that were listed. Mr. Gaydos= said they requested that the Selectmen call a meeting of the voters domiciled in that district to vote on the petition and take other actions necessary in = the event the vote is favorable to the petition. He said the Selectmen would be responsible for holding the first meeting to allow their vote and then aft= er that, all expenses would be the responsibility of the Water District.

Mr. Lynde asked if it wo= uld require a Town Meeting. Mr. = Gaydos answered no, they would be required to hold their own Town Meeting. He said RSA 52 outlined the steps= . Mr. Gleason said he would like a = package given to the Selectmen that outlined the ramifications of RSA 52 and if th= ere would be any future obligations of the Town (especially with Pennichuck water). Mr. Gaydos said they= would like to set up their own Village District; the Town was not obligated to s= pend any money. He said the prima= ry reason they were setting it up was to be eligible for state and federal grants. Mr. Gaydos sai= d he would put a package together. Mr. Haverty wanted to know if there were any terms for dissolving the Village District and what would happen to the infrastructure that was in place. Mr. Gaydos felt it would be prope= r to put together a package describing how everything would work.

Mr. = Viger had no report.

Mr. Haverty reported tha= t Trident (Owner’s Project Manager) was scheduled to meet with the Fire Chief = and said he would also attend the meeting.&nb= sp; He said they were expecting a report on the validity of the plan wi= thin two weeks. He then informed = that the CIP was meeting with the School Board on June 13, 2007. He ended by asking the Selectmen = if they would like to proceed with a State of the Town address. He said the address would provide residents with a summary of what was going on in Town. There was a brief discussion how = the information would be disseminated. The Selectmen asked Mr. Haverty to proceed and report back with fur= ther details.

Mr. Danevich informed th= at the Strawberry Festival would be held June 23, 2007 at the Senior Center from 10am-2pm. He encouraged everyone to attend.=

Mr. Lynde informed that = the first concert on the Village Green would be held June 20, 2007 at 6pm with the Pelham Memorial Jazz Band.

Mr. Gleason said he met = with the Council on Aging and they expressed a safety concern with traffic on the c= orner of Nashua Road and Windham Road. In recognition of the concern, Mr. Gleason asked that the Highway Safety Committee review and see if there we= re any temporary measures that could be taken to alleviate the concern. Mr. Gleason ended by reminding re= sidents that a meeting was scheduled (at the PUC Concord) regarding PennichuckR= 17;s proposed 20% increase. He no= ted that the Low and Moderate Income Property Relief Program was still in affe= ct until the end of June; applications are available in the Selectmen’s office.

REQUEST FOR NON-PUBLIC = SESSION

MOTION:

(Danevich/Lynde) Request for a non-public session p= er RSA 91-A:3,II,a (Personnel)

= ;

ROLL CALL:=

Mr. Gleason-Yes; Mr. Danevich-Yes; Mr. Lynde-Yes; M= r. Haverty-Yes; Mr. Viger-Yes

Mr. Gleason noted that when the Board returned, after= the non-public session, the Board would not take any other action publicly, ex= cept to possibly seal the minutes of the non-public session and to adjourn the meeting. The Board entered i= nto a non-public session at approximately 9:17 pm. Also present= was Mr. Gaydos.

The Board returned to p= ublic session at approximately 9= :37 pm.

= ;

MOTION:

(Danevich/Haverty) To seal the minutes of the non-p= ublic session indefinitely.

= ;

VOTE:<= /p>

(5-0-0) The motion carried.

ADJOURNMENT

MOTION:=

(Danevich/Haverty) To adjourn the meeting.

= ;

VOTE:

(5-0-0) The motion carr= ied.

The meeting was adjourn= ed at approximately 9:37 pm.

&nb= sp; = ; &= nbsp; &nb= sp; = ; &= nbsp; &nb= sp; = ; Respectfully submitted,

&nb= sp; = ; &= nbsp; &nb= sp; = ; &= nbsp; &nb= sp; = ; Charity A. L. Willis

&nb= sp; = ; &= nbsp; &nb= sp; = ; &= nbsp; &nb= sp; = ; Recording Secretary