SEL20101214.mht

APPROVED

TOWN OF PELHAM

BOARD OF SE= LECTMEN MEETING

MINUTES

December 14, 2010

APPROVED &#= 8211; January 4, 2011<= /p>

CALL TO ORDER – approximately 5:30pm

PRESENT:

Mr. Douglas Viger, Mr. = Edmund Gleason, Mr. William McDevitt, Mr. Robert Haverty, Mr. Harold Lynde, Town= Administrator Tom Gaydos

ABSENT:

None.

PLEDGE OF ALLEGIANCE

APPOINTMENT

Laurette Guay – Recognition – Retirement after 25 ye= ars of Service to the Town of Pelh= am

Ms. Guay was not able to = be present; the Selectmen took no action.

OPEN FORUM

None.

OTHER BUSINESS:

Revised 2011 Operating Budget

Mr. Gaydos stated with the Supervisor’s contract change, there were some changes to the Operating Budget to include New Hampshire Retirement, various insurances, considering= of Workman’s Comp. and Unemployment Comp. The total was $110,925.

Mr. Gleason informed that= the Budget Committee had approved a final Operating Budget and with the additio= n of the $110,925 the new number would be $12,339,320. This number should be moved forwar= d for reconsideration. Mr. Gleason = asked the Selectmen to approve the number as the current Town budget for 2011, wh= ich was inclusive of the raises for the Supervisors. He said he directed Mr. Gaydos to = modify the default budget because the numbers were contractual and should be inclu= ded in such. The new default budg= et would be $11,908,550 up from 11,797,625.&n= bsp;

MOTION:

(McDevitt/Have= rty) To reconsider the following budgets: Cable, Fire, Highway, Park & Recreation, Planning Department, Police Department, Seniors, (also Transf= er Station).<= /p>

VOTE:

(5-0-0) The motion carried.

Mr. Gleason reviewed the = new budget numbers for each department as follows:

Cable was previously $87,= 780 and was amended to $90,925.

Fire Department was previ= ously $1,756,616 and was amen= ded to $1,764,569.

Highway Department was pr= eviously $1,198,070 and was amended to $1,203,915.

Planning Department was previously $259,970 and was amended to $269,428.

Police Department was pre= viously $2,283,019 and was amended to $2,324,518.

Seniors was previously $7= 0,953 and was amended to $75,090.

Park & Recreation was previously $172,360 and was amended to $180,841.

Transfer Station was prev= iously $511,814 and was amended to $522,334.

Insurance was previously $1,878,902 and was amended to $1,881,633.

The aggregate increase of= all departments was $110,925. The= new Operating Budget for the Town with the inclusion of the changes was $12,339,320.

MOTION:

(Lynde/Haverty= ) To approve a revised Operating Budget of $12,339,320 which is $110,925 incre= ase over the prior approved budget by the Selectmen consisting of the stated changes to Cable, Fire, Highway, Park & Recreation, Planning, Police, Seniors, Transfer Station and Insurance; and to also reflect the change in the default budget.

VOTE:

(5-0-0) The mo= tion carried.

Senior Center= Holiday Schedule

The Selectmen received an= e-mail from the Senior Center Director Sue Hovling requesting to close down the Senior Center for eleven days between December 24, 2010 and January 3, 2011.

MOTION:

(McDevitt/Glea= son) To accept Senior Center Director Sue Hovling’s recommendation to close= the Senior = Center for the period of time ou= tlined in her memo, = December 24, 2010 through January 3, 2011. =

VOTE:

(5-0-0) The mo= tion carried.

DISCUSSION

Mr. Gaydos stated at Than= ksgiving time there was a meeting with <= em>Berard-Martel Architects. A le= tter was received from Trident Corp. outlining their role in the Fire Station project. They had the goal to= take a facility design concept confirmation / redesign acceptable to the Board of Selectmen based on the Berard-Martel facility design and to budget such as presented at the previous Board meeting.&n= bsp; They will work to ensure it meets all the restrictive covenants. The budget is $3.7 million but understand it would be favorable if the number was less than that. Trident would like to provide suff= icient data on cost to allow the Selectmen and the Budget Committee to state their approval in time to schedule for the March, 2011 Town Meeting. Mr. Gaydos outlined Trident’= s next steps in the process. He said= if the Board approved, they would review their assessment for services they wo= uld be rendering and the associated costs.&nbs= p;

Mr. Gleason questioned if Berard-Martel was appraised of Trident’s involvement. Mr. Gaydos answered yes. Mr. Gleason asked if Trident’= ;s prices were in the numbers the Selectmen saw. Mr. Gaydos said the prices weren&#= 8217;t in the prices from Berard-Martel, but they were included in the prices subsequently provided by Trident. Mr. Gleason asked if the $3.7 million included some cost for Trident. Mr. Gaydos answered = no; there were costs being reviewed based on Berard-Martel’s estimates th= at may have contained some overages. He said there had been some confusion regarding what they would be d= oing for the building and what would be bought for the building. Mr. Viger confirmed that the $3.7m= illion would include Trident’s Services; the number had not increased even though the services were now included.&nbs= p; Mr. Gaydos said the number would not increase, it included all of Trident’s services, all the furniture/fixtures, all architectures work and construction.

Mr. Lynde wanted to know = what the associated costs would be for Trident’s support and going to Town Mee= ting in the event the article didn’t pass. Mr. Gaydos believed the price was = approximately $18,000 (through Town Meeting). That number would have to be approved.

Mr. McDevitt asked what r= isk there was in not hiring Trident. He wasn’t against spending the money, but wasn’t convinced that it would be money well spent.

Mr. Viger said the Town h= ad a great relationship with Berard-Martel, but had no one working on their benefit. He said in the event= the project was overrun, there was no one to ensure the project would be delive= red as specified on the plan.

Mr. Haverty believed that= the value was the project management between now and March vote. They would make sure that the deliverables were delivered on time; they would be representing the Town. Mr. McDevitt said it made a lot of= sense post-passage, but questioned the time in between now and Town Meeting. Mr. Gaydos discussed some of the i= tems they were working on now was to pull apart all the components of Berard-Martel’s estimates.

Mr. Lynde questioned the = approach being taken by Berard-Martel. Mr. Gaydos said the question was if a construction manager would be used and pr= ovide a price not to exceed/guaranteed maximum price and be the contractor. Or if= the Town would bid out the individual components and manage it itself.

Mr. Gleason felt it was d= esirable for the Selectmen to set a course and express its preference. His objective was to get the lowest price they could get. He beli= eved the Selectmen had to set the tone and whether the price was the objective or meeting the department’s requirements within the $3.7 million. He felt they had to be careful to = make sure they were putting forth the most financially responsible building they could put forth that would meet the approval of the voters without having the appeara= nce of being excessive.

Mr. Viger felt price was = of the essence. He said it was impor= tant to find out what they could/could not incorporate based on the impact fees = that had been collected. He = said they had to hold true to a number that would hopefully be less than the $3.7 million. He said he hoped tha= t if the Chief deemed items to be important to change/add that they were brought= up to the Selectmen’s attention. Mr. Lynde said there seemed to be a couple rooms that may not be operative as they should be. = He believed the Chief was working diligently, but the Selectmen needed to revi= ew so as to not put together a building that didn’t function as it should.

There was further discuss= ion how the Selectmen wanted to proceed. The Selectmen wanted it to be clear that they felt $3.7 million was a high side target number. They wanted the message to be they were trying to come in with the best fire sta= tion they could at the best price possible.&nbs= p; Mr. Gaydos said Trident understood what the goal was.

Mr. Gaydos reviewed the p= roposed fees. Mr. Gleason asked if the total number would be reflected in the $3.7 million. Mr. Gaydos answered yes. Mr. Lynde said the critical deadli= ne was the end of January and felt as a minimum they should try to fund $11,000 for December and January with the contingency of doing February once they got to that point. Mr. Gaydos agreed because they would have all the information they needed for February because there was no reason to continue work until they received the March vote. Mr. Gleason asked who would repres= ent the fire station at the Deliberative Session. Mr. Gaydos said Trident would atte= nd the meeting (which was included in the price).=

Mr. McDevitt asked if the= re was a reasonably good feeling from the Budget Committee that they would accept the plan at the last moment. Mr. Gleason didn’t know the answer; he believed there were some that woul= d be supportive and some that would take a hard stand. He felt the Selectmen should go fo= rward even if the Budget Committee didn’t support it. He said he would contact them.

The Selectmen then discus= sed what, if any payment they would consider paying Trident. Mr. Lynde made a motion to award T= rident $11,000 for the months of December and January. Mr. Haverty seconded the motion for discussion. Mr. Gaydos said t= he cost for December, January and February would total $17,000. Mr. Haverty would rather go with t= he proposed $17,000 if it was needed, rather than trying to revisit the issue = in January because of the tight timeline.&nbs= p; Mr. McDevitt and Mr. Gleason didn’t object. Mr. Lynde rescinded his motion; Mr. Haverty rescinded his second. The following motion was then= made.

MOTION:

(Lynde/Gleason= ) To authorize entering into a contractual relationship with Trident for a val= ue up to $17,000 to cover services for December, January and February as necessary to support the fire station project.

VOTE:

(5-0-0) The motion carried.

SELECTMEN / TOWN ADMINISTRATOR REPORTS

Mr. Gleason informed that= the Senior Center project was moving forward rapidly and asked everyone to review the work. He believed everything was proceed= ing as planned and the Seniors were happy with the facility. Mr. Gaydos noted that Roland Soucy= would put discussed changes in writing. &nb= sp; Mr. Soucy would also find out who the manufacturer of the automatic = door was in the event one was installed at Town Hall. The doors required regular mainten= ance and it made sense to have the same company install it.

Mr. Gaydos said on Mammoth Road just south of Coombs Auto Salvage Yard there was a dark area at which duplexes (condex ownership) were constructed. One of the owners complained about the darkness and asked if the Town would put a street light in; however the owner had the light installed on t= heir own. The owner was now asking= if the Town would be willing to pay for the street light that had an approxima= te cost of $12 per month. Mr. Ly= nde discussed street lights and noted that the original intent of street lights= was to mark roads/intersections, not driveways. After a brief discussion, the Sele= ctmen were not in favor of the request. =

REQUEST FOR NON-PUBLIC SESSION

MOTION:

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

ROLL CALL:

Mr. Viger-Yes;= Mr. Gleason-Yes; Mr. McDevitt-Yes; Mr. Haverty-Yes; Mr. Lynde-Yes

It was noted tha= t when the Board returned, after the non-public session, the Board would not take = any other action publicly, except to possibly seal the minutes of the non-public session and to adjourn the meeting. The Board entered into a non-public session at approximately 7:20 pm.

The Board returned to public session at approximately 9:04 pm.

MOTION:

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

VOTE:

(5-0-0) The mo= tion carried.

ADJOURNMENT

MOTION:

(Lynde/Haverty= ) To adjourn the meeting.

VOTE:

(5-0-0) The motion carried.

The meeting was adjourned at approximately 9:04 pm.

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

= &nb= sp; = &nb= sp; = &nb= sp; = Charity A. Landry Willis

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