SEL20070821

APPROVED

TOWN OF PELHAM

BOARD OF SE= LECTMEN MEETING

MINUTES

August 21, 20= 07

APPROVED – August 28, 2008

CALL = TO ORDER

PLEDG= E OF ALLEGIANCE

PRESENT:

Mr. Edmund Gleason, Mr.= Victor Danevich, Mr. Harold Lynde (arrived after the meeting commenced), Mr. Rob= ert Haverty, Mr. Douglas Viger, Town Administrator Tom Gaydos, Finance Director Janet Gallant

Also present:

ABSENT:

Members of the press and general public.

None.

MINUTES REVIEW<= /p>

August 7, 2007=

MOTION:<= o:p>

(Danevich/Haverty) To approve the August 7, 2007 meeting min= utes as written.

VOTE:

(4-0-0) The motion carri= ed.

Mr. Lynde arrived.

OPEN FORUM

None.=

BUDGET REVIEW (Finance Director Janet Gallant came forward to discuss budget requests):

Fire Departme= nt – Fire Chief Michael Walker and Fire Department Office Manager Maureen McNamara met with the Selectmen to review the proposed 2008 budget. Mr. Gleason began by = noting that the Fire Department’s budget had increased basically because of additional firefighters and contractual obligations. The Selectmen reviewed the budget.= Chief Walker said significant redu= ctions had been made and the Fire Department would not be advancing and would try = to hold the line and continue. T= hey would start strategic planning September 12, 2007 and providing periodic reports to the Selectmen. Mr. Gleason asked if Fire Departme= nt could provide services as usual and provide safety and protection to the citizens with the budget being put forward. Chief Walker said yes and commented further that there would be no expansion of services. He said it would be tight.

Emergency Man= agement – Fire Chief Michael Walker and Officer Manager Maureen McNamara discussed the proposed Emergency Management budget with the Selectmen. There was a significant reduction = in supplies through a Memorandum of Understanding with Southern New Hampshire Hospital. They wanted to move forward with emergency operation equipment.

Town Buildings – Financial Director Janet Gallant reviewed the increased in the budget which were due to utilities and items that were put into the budget = by different departments that would need the Selectmen to prioritize.

OTHER BUSINESS

Fire Impact Fees: Appropriations for Additional Services for Fire Station Design<= /o:p>

Mr. Gaydos said Trident Corporation had been working w= ith him, Fire Chief Walker and Mr. Haverty; a Request for Qualifications had be= en issued and through the process eight-ten firms responded and three were selected to interview. From t= he top firm a confirmation of adequate facilities meeting was conducted. The objective was to ask the Board= to vote to enter into a contract with that company. The company is Sumner Davis of Portsmouth, NH. Sumner Davis’ quote for the = entire project is $235,000 plus reimbursable items; this quote was in excess of $1= 00,000 less than anyone else’s quote. Mr. Gaydos said they were suggesting a phased approach where the Town could terminate costs should the project be a ‘non-starter’ at = the first milestone (Budget Committee presentation). To date, Trident had been paid $18= ,205 (which includes a $5000 retainer) which was appropriated from the Fire Impa= ct fees. The law firm Morris, Ro= ssi & Hayes had been engaged. They specialize in construction contracts and have a reputation of working proactively with their clients. Mr. Gaydos said Mr. Mike Morris, Jr. who is a partner at Morris, Rossi & Ha= yes will work with him and Trident; the estimate for work through the Budget Committee presentation is approximately $4500. The recommendation was to have the Selectmen authorize an agreement with Sumner Davis and appropriate, from Fi= re Impact fees, a total of $27,800 to bring the architectural services through Budget Committee presentation. He asked that an additional $6500 be added to the amount because it would anticipate Trident’s cost. The appropriation request was $34,300. There is approximately $500,000 remaining in the Fire Impact fee account.&= nbsp;

There was further discussion regarding the process. Mr. Gleason noted that any expendi= ture of the money, on behalf of the project, would be applicable to the new fire station and was appropriate. =

MOTION:=

(Danevich/Lynde) To authorize an expenditure of $34,= 300 from the Fire Station Impact fees.

VOTE:

(5-0-0) The motion carried.

Mr. Gleason clarified that the project could still pro= ceed if the Budget Committee didn’t vote favorably. Mr. Gaydos said that was correct; everything was done in a phased approach.&= nbsp; Mr. Gleason said there was no liability beyond the Budget Committee. Mr. Gaydos said th= at was correct. He asked the Selectm= en to make a motion to authorize Trident to move forward with signing the agreeme= nt Sumner Davis that was prepared by Morris, Rossi & Hayes.

MOTION:=

(Haverty/Danevich) To authorize Mr. Gaydos to sign (= as the Selectmen’s designated agent) the agreement with Sumner Davis.

VOTE:

(5-0-0) The motion carried.

Fire Communication Needs

Mr. Gaydos said the Selectmen were aware of the communication program and had heard the need for it. He said the question was what was = needed to finish it. He said if the project was finished this year, there would be a lot of benefits to it. He circulated a list of all the co= sts (with notations providing the status of the items). The project was approximately $24,= 500 short in the need to finish the project.&n= bsp; He said he previously spoke to the Board about the FEMA funds that h= ad been received for emergencies; the balance is $94,800.

Lieutenant James Midgley provided a summary of what wa= s done and noted the microwave system was the last component to get the program on line. This would enable all t= heir equipment to be linked. Lt. M= idgley said they were looking to appropriate $24,500 plus approximately $1000 for = a phone line conditioning charge; there would also be an FCC charge to license the microwave system. The total w= as $26,000.

Mr. Gleason asked if it was possible to raise the Poli= ce tower. Lt. Midgley said the structural engineering diagrams were reviewed and the tower could not be raised. Mr. Gleason asked how long the implementation would last for them. Lt. Midgley said it would last forever. He said if for some = reason they wanted to put an antenna up to service the infrastructure the equipment could be moved.

There was further discussion regarding the project and= how it would address the ‘dead’ spots in Town and enhance service.<= span style=3D'mso-spacerun:yes'> Mr. Lynde asked if the recurring c= osts were included in the budget presented earlier. Lt. Midgley answered yes.

MOTION:=

(Danevich/Haverty) To allow the expenditure of an am= ount not to exceed $26,000; money to be transferred out of the four designated Fema Grants.

VOTE:

(4-1-0) The motion carried. Mr. Vig= er voted no.

National Grid: Rev= iew Tree Trimming Plans

Mr. Gaydos said the tree trimming program would be exp= anding based upon its success. He sa= id National Grid’s representative was asked to speak with the Conservati= on Commission because some of the property being reviewed was conservation land. He said if the project = was expanded now the Town would see fewer outages. Mr. Danevich said the plan would be scanned and added to the Selectmen’s website.

$5000 requ= est for Merrimack Valley Regional Water District

Mr. Gaydos said he was appointed to represent the Selectmen. He attended a meet= ing on August 16, 2007<= /st1:date> and asked why the words ‘dues’ had replaced the words ‘le= gal fees’. He said it was explained that any fees the Town paid would be reimbursed whether they were called ‘dues’, ‘fees’ or ‘contributions’. = He said there was also a discussion regarding the background of Pennichuck and went on to read a loud a portion of the August 16, 2007 meeting minutes. Mr. Gaydos recommended releasing t= he money that was appropriated at the 2006 Town Meeting.

MOTION:=

(Danevich/Lynde) To issue a check in the amount of $= 5000 (to Merrimack Valley Regional Water District).

VOTE:

(5-0-0) The motion carried.

TOWN ADMINISTRATOR / SELECTMEN’S REPORTS

Mr. Lynde announced that = the next concert on the Village Green would be the East Coast Jazz Band to be held August 21, 2007. The next concert 50’s & 60’s music would be August 29, 2007. He also reported that Old Home Day was scheduled for September 8, 2007. Mr. Lynde asked if a separate asse= ssment was done for the utilities when the revaluation was done. Mr. Gaydos said yes.

Mr. Danevich said the Town received the ‘go ahead’ to start the MAAP project which is a st= ate initiative project that would take the Town from a two-stage car registrati= on process to a real time working with the state. He asked that Mr. Gaydos be the de= signated agent on behalf of the Town of Pelham to sign the form and start the process.&nb= sp; He provided a summary of the project.

=

MOTION:=

(Danevich/Haverty) To designate Mr. Gaydos as the OIT Technical Agreement Designated Agent.&nb= sp;

=

VOTE:

(5-0-0) The motion carried.

Mr. H= averty and Mr. Gaydos had no report.

Mr. Viger said the final = meeting to accept the CIP documentation will be August 27, 2007.&nb= sp; After that date presentations of the CIP will be scheduled. He ended by noting he went to Cooperstown, NH with a group of Pelham boys called the Granite State Sluggers who represent= ed the Town. He said they had a grea= t time and represented the Town very well.

Mr. Gleason said a Context Sensitive Solutions meeting was held last week. The Department of Transportation h= ad agreed to do a flier that would be put in the Pelham/Windham News informing= of the September 13= , 2007 information session to be conducted at Sherburne Hall. There will be an afternoon session= held from 2:30pm- 5pm= and an evening session from 6:30pm= to 9pm.

REQUEST FOR NON-PUBLIC S= ESSION

MOTION:=

(Viger/Danevich) Request for a non-public session pe= r RSA 91-A:3,II,a (Consideration or negotiation of pending claims or litigation= )

=

ROLL CALL:<= /b>

Mr. Gleason-Yes; Mr. Lynde-Yes; Mr. Danevich-Yes; Mr. 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, exc= ept to possibly seal the minutes of the non-public session and to adjourn the meeting. The Board entered in= to a non-public session at approximately 9:53 pm. Also present = was Mr. Gaydos.

The Board returned to pu= blic session at approximately 10= :35 pm.

=

MOTION:=

(Lynde/Haverty) To seal the minutes of the non-public session indefinitely.

=

VOTE:

(5-0-0) The motion carried.

ADJOURNMENT

MOTION:<= o:p>

(Lynde/Haverty) To adjourn the meeting.

=

VOTE:

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

The meeting was adjourne= d at approximately 10:35 pm.

   &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;    Respectfully submitted,

   &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;    Charity A. L. Willis

   &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;    Recording Secretary