SEL20110809.mht

APPROVED

TOWN OF PELHAM

BOARD OF SE= LECTMEN MEETING

MINUTES

August 9, 2011

APPROVED &#= 8211; August 16, 2011

CALL TO ORDER – approximately 6:00pm

PRESENT:

ABSENT:

Mr. Edmund Gleason, Mr.= Douglas Viger, Mr. William McDevitt, Mr. Robert Haverty, Town Administrator Tom Gaydos, Town Finance Director Cindy Kelley

Mr. Hal Lynde

REQUEST FOR NON-PUBLIC SESSION

MOTION:

(Viger/Haverty) Request for a non-public session per RSA 91-A:3,II, a (Personnel)

ROLL CALL:

Mr. Gleason-Ye= s; Mr. McDevitt-Yes; Mr. Viger-Yes; Mr. Robert Haverty

It was noted tha= t when the Board returned, after the non-public session, the Board would resume th= eir meeting and address the remaining agenda items. The Board entered into a non-public session at approximately 6:0= 0 pm.

MOTION:

(Haverty/Viger) To seal the minut= es of the non-public session indefinitely.

VOTE:

(4-0-0) The mo= tion carried.

The Board return= ed to public session at approximately 6:40 pm.

PL= EDGE OF ALLEGIANCE

MNUTES REVIEW

August 2= , 2011

MOTION:

(Viger/McDevit= t) To approve the Aug= ust 2, 2011 meeting minutes as amended.

VOTE:

(3-0-1) The mo= tion carried. Mr. Haverty abstai= ned.

OPEN FORUM

Mr. Mike Sherman, 10= 3 Old Bridge Street, came forward and questioned if = all of Willow Street would be paved, or if certain sections (near the bridge) would be milled do= wn similar to what was done on Old Bridge Street. Mr. Gaydos will find out (from the Highway Road Agent) what is planned for Willow Street.

Mr. Sherman told the Selectmen that they were able to get a laser tra= nsit and get some elevations off Old Bridge Street. Elevations and pictures will be forwarded to the Selectmen. M= r. Sherman briefly explained what had been done on site.

APPOINTMENTS

Marie Maruca, Jim Greenwood – Explanation of Electronic Re= cords Management

Marie Maruca, Executive Secretary to the Selectmen and Jim Greenwood, Cable Television Director came forward to provide an explanation of electro= nic records management. Ms. Maruc= a commented that the current manner of file/records retrieval was difficult; there was = no true uniformity in some areas and other areas that require retention of original documents were not fire/disaster safe.&nbs= p; There were archive documents that are stored in boxes and file cabin= ets that take up a lot of space. = Disaster recovery of these documents would be impossible. Ms. Maruca discussed a system that= had been researched (electronic management from Doc Records) that would help so= lve the current problem and provide uniformity, filing/indexing and easy in-hou= se and remote retrieval. This wo= uld increase customer service and maintain confidentiality. Physical space would be increased = by approximately 70% by eliminating filing cabinets and boxes. Having the electronic system would= also help with disaster recovery. = Ms. Maruca listed a few of the Town departments that could benefit by having electronic records, such as Town Clerk/Tax Collector, Assessing, Planning, Selectmen’s Office, Finance Department and Human Resources. All departments/committees would b= e able to keep agendas and meeting minutes electronically. DOC Records provides the ability f= or using a ‘key’ word search for quickly finding documents/files.<= span style=3D'mso-spacerun:yes'> The cost which includes the system, servers, licenses, maintenance/upgrade, installation and training is $16,00= 0. Ms. Maruca said it would be wonder= ful if the system could be done this year, if not, she would like it to be conside= red for the 2012 budget season.

Mr. Gaydos said the topic was raised when trying to locate documents = on the SSLVPN. He explained that= the proposed system, when scanning documents, would automatically find key words and file it accordingly. He s= aid the idea was to put it on the Selectmen’s ‘radar’ and dis= cuss if it was something they wanted to consider as an encumbrance for next year= , or something they wanted to spend this year.&= nbsp; He noted if the Selectmen wanted a more detailed explanation, Ms. Ma= ruca had put together a complete Power Point presentation. In the long run having the proposed system would save a lot of server space.&n= bsp;

Mr. Viger questioned as things were scanned and classified if they wo= uld be saved on a machine, or if it would be added to the Town’s server.<= span style=3D'mso-spacerun:yes'> He wanted to determine how the sys= tem would affect the current infrastructure.&n= bsp; Ms. Maruca said documents were scanned and indexed to the server. There could be unlimited users but= five concurrently; documents could be retrieved directly to the server. Mr. Greenwood said there was an SQL database where everything would be stored by keywords. There is a web based version that = could be accessed through the Town’s SSLVPN.

Mr. Haverty questioned who would do the initial load of information o= nto the proposed system and if they were prepared for that type of work to be done. Ms. Maruca said when fi= rst implementing the system they would start with new items; as time allows, th= ey could start inputting the current and archive files. She commented that a great resource would be to have high school students utilize community service hours to in= put the archives. Mr. Greenwood n= oted that existing documents could simply be added to the archive.

Mr. Gleason believed a presentation along with cost analysis should be done to better understand the ramifications. He said loading all the data would= be a lot of work. Mr. Gaydos said = part of the next step is the implementation and asking each department where they needed to start. He discussed= how the Selectmen’s office would approach input. Mr. Gleason said as part of the an= alysis they needed to determine the objectives.&n= bsp; He asked that further information be put together for the Board to review.

2012 Town Budget Discussions:

Town Finance Director Cindy Kelley came forward for the budget discussion. The Selectmen were provided with budget information for the departments being discussed.

Library (Bob Rice) to present only, no vote – Pelham Public Library Director Bob Rice= came forward with the proposed budget, which was level funded, to answer any questions. Mr. Viger apprecia= ted the Library budget being given to the Selectmen. Mr. Gleason echoed Mr. Viger’= ;s comments. He appreciated the courtesy extended by the Library Trustees.= He said they would have his support at the Budget Committee. There was a typographical error ma= de in the default budget that would be corrected. Mr. McDevitt asked if any warrant articles would be presented. = Mr. Rice stated the Trustees had not discussed or voted on any warrant articles= . He said the Trustees had discussed= quiet study space and were thinking of doing something with the Molly Hobbs room, which would be funded with money the Library already had in place. No decisions had been made yet.

Mr. Viger asked if new computers and equipment were included in the Town-wide technology plan. Mr= . Rice said a plan was in place and noted that they updated their computers in 2010. The computer listed in = the budget would be to replace one that had been moved and re-tasked.

Mr. Gleason reiterated the Selectmen’s appreciation for having = the opportunity to see the Library’s proposed budget. He said it would facilitate their = task in reviewing all the Town’s budgets.= He asked that their gratitude be expressed to the Trustees.

Emergency Management – Fire Chief James Midgley came forward to review the proposed budget.<= span style=3D'mso-spacerun:yes'> He said there were some significant increases from last year. He discussed the need for cistern location flags that would allow the departme= nt to locate those cisterns easier. The Town has seventy-two cisterns.&= nbsp; Location flags cost approximately $32 each. Chief Midgley explained the need f= or repairing a cistern that had a deteriorated seam which was leaking. He said it was a problem that would continue to occur in Town, but couldn’t specify when it would occur.<= span style=3D'mso-spacerun:yes'> He noted that the current budget h= ad enough to cover the cost, however the down side was in the event of an inci= dent they wouldn’t have enough money and would need to seek funding elsewhere. Mr. Gleason asked = if there was a possibility for another cistern to fail in the next year. Chief Midgley couldn’t answe= r, but commented it was fairly rare for cisterns to fail. He said they were reaching the poi= nt where the tanks (that were 10-12 years old) would start to flux and have th= eir seals give way. Mr. Gaydos questioned if the current budget could absorb the cost for the cistern repair. Chief Midgley said the current budget contained $3188; they wouldn’t be able to cover both t= he cistern repair and the cistern location flags. Mr. Gaydos said another option was= to over expend the line knowing they had savings in another line.

Mr. Gleason noted that the 2011 operating budget was $6501. The 2012 request was $14,943. The bulk of the increase was due t= o cistern maintenance and repair, which was appropriate to have in the Emergency Management budget.

Mr. Gaydos questioned how the Board wanted to proceed regarding the cisterns. He noted they had t= he FEMA Fund to fall back on if there was a disaster.

Mr. Gleason thanked Chief Midgley for reviewing the proposed budget.<= span style=3D'mso-spacerun:yes'>

Cemetery – The = 2011 budget was $142,643. The prop= osed 2012 budget is $143,742. The Selectmen were provided with the budget for their information.

Mr. Gleason said based upon the input the Selectmen had received, the 2011 operating budget was $12,494,060.&nbs= p; The 2012 budget (to date) is $12,435,707; showing an overall decreas= e of $58,353 from the last year (most of which being from adjustments to retirement). Mr. Gleason felt= the Selectmen should decide how they would proceed regarding the fire station at their next meeting; if they would have the station in the operating budget = or have a warrant article. He as= ked if numbers would be available at the next meeting to be able to formulate the budget. Mr. Gaydos answered yes. Mr. Gleason questioned i= f they had legal input as to how a warrant would be structured. Mr. Gaydos said the Selectmen woul= d have that information in advance of the meeting.

Mr. McDevitt felt it was useful to clarify for the public that the Selectmen’s prior discussion had been about using a portion of the fu= nd balance (surplus) to offset the cost of the fire station. He requested that Mr. Gaydos and t= he Finance Director could provide a ‘best guess’ estimate what the fund balance would be. He pre= ferred a realistic/slightly conservative estimate. Mr. Gleason asked Mr. Gaydos to ha= ve a complete definition of the fund balance for the benefit of the public.

OTHER BUSINESS

Department Priority Lists for Additional Budget Requests

Mr. Gleason explained that the department heads were asked to bring forward specific items they would like considered by the Selectmen for this year’s operating budget that would facilitate their duties and responsibilities.

Police Department – Police Chief Joseph Roark came forward to discuss three items previously presented. 1) Replacement of = the patrol SUV $31,160 (lease/finance over a three year period) – the 2006 Ford Expedition would be decommissioned and put into a secondary administra= tive role. The replacement vehicle= would be a new Chevy Tahoe allowing the department to have three four-wheel drive vehicles available for extreme weather situations.

2) Replacement of mobile vehicle radios $27,999 – the current radios are 12-15 years old. Motorola will no longer provide replacement parts. The request is to replace nine mob= ile radios assigned to the primary first responder (marked) vehicles. The administrative cars would use = the old radios and the remaining radios would be used for parts to extend their lifespan. <= /p>

3) Replacement of 14 mobile radios assigned to patrol officers $27,72= 0 – the current radios are 11 years old and are no longer being backed by Motorola. The proposal is to purchase 14 new radios, taking the old radios and placing them into surplus stock for administrators, lieutenants, detectives, prosecutor and the Chief= .

Chief Roark said the three items discussed would all come due sooner = or later and would need to be replaced.

Mr. Viger questioned if the Tahoe would come fully equipped. Chief Roark said it would come ful= ly equipped, some items would be transferred from the existing vehicle. It was noted that the cost of the = Tahoe with a new radio installed would be $35,550.

Mr. Gaydos confirmed that the proposed operating budget didn’t include anything for the Tahoe. Chief Roark said the three items being discussed were not listed in = the operating budget. =

Mr. Gleason asked the Chief how he would prioritize the requested items. Chief Roark said he li= sted the items in order of importance. There was a brief discussion how the vehicles would be rotated if the Tahoe were purchased. =

Fire Department – Fire Chief James Midgley came forward to discuss two items.

1) Paramedic to attend Paramedic School – He s= aid when he started in the department there were eight paramedics and now the department was down to five. = One would be ready in approximately one year.&= nbsp; If the request to have a paramedic attend school is approved, that person wouldn’t be ready for approximately 24 months. The Chief’s goal is to have = two paramedics per shift.

Mr. McDevitt what would happen in the event the Town paid for training and the person decided to leave Town. Chief Midgley stated the tuition wouldn’t be paid in one lump sum. He also noted there was a provision in the contract requiring a minimum of two years service if the T= own pays for school, or the person would have to pay the Town back.

2) Repair of Engine 1 (1997 Spartan) – Chief Midgley said the vehicle had body rot and he wanted to get ahead of it before it got under s= eams and under areas that would continue to deteriorate. Engine 1 isn’t scheduled for replacement until approximately 2018.

Chief Midgley informed the Selectmen that shortly before attending the meeting the department’s second ambulance was put out of service indefinitely due to an electrical issue.&n= bsp; They can’t shut down the heating/air conditioning system. The wiring is being overheated and= the circuits have been disconnected.

Planning Department – Planning Director Jeff Gowan came forward to discuss two items.

1)Replacement of Code Enforcement vehicle – The Crown Victoria being used had significant repairs this year and an indication that it wouldn’t pass inspection without replacing two front fenders. A price to purchase a new Ford Foc= us had been obtained - $13,519 and would come with a 3-year/36K bumper to bumper w= arranty and a 5-year/60K drive train warranty.&nbs= p; Mr. Gowan indicated how the budget would change and the cost savings= of purchasing the proposed vehicle. Mr. Gaydos commented that the current vehicle wouldn’t pass inspection and believed Mr. Gowan came up with the least cost solution to the problem.

2)Potential warrant article funding placeholder $10,000-$25,000 ̵= 1; Mr. Gowan discussed the recent discussion regarding flooding of Beaver Brook. A study committee has = been formed. The Army Corps of Eng= ineers is conducting a study of the Merrimack River and it is hoped that Beaver Brook will be included, although there is no guaranty. If Beaver Brook is = to be included, matching funding may be required. As an alternative, thought had bee= n given to Pelham conducting its own study. Mr. Gowan said an RFP had not been done.

Mr. Viger suggested conducting more research to find out what a real number would be. Mr. McDevitt= felt they should move forward and contact people that could provide a preliminary estimate for what shou= ld be budgeted. He discussed reason= s he felt it might be better for the Town to conduct its own study. Mr. Gleason believed the request s= hould be a warrant article. He ques= tioned what could be done with a study to affect change if it were to be commissio= ned. Also, he wanted to know if the Town would forsake the ability to leverage government funding by doing its own study. Mr. McDevitt said part= of the study would be to identify those items not under the Town’s contr= ol and to determine whether Beaver Brook floods. He outlined the action items that = should be contained within any study that was done.

Mr. Gleason wanted to make sure if they went to the voters they would= be seeking a logical solution to the problem.

Highway Department – Mr. Gaydos reviewed the items submitted by the Highway Road Agent.

1) Replacement truck; 2) 4x4 backhoe. Mr. McDevitt questioned if the cos= t for a used backhoe could be obtained. Mr. Gaydos said that option could be researched.

Mr. Gleason commented that the Selectmen had listened to requests for vehicles from various departments. He questioned if those vehicles would be contained in the CIP if it = were resurrected. Mr. Gaydos belie= ved the Planning and Highway vehicles would be. He didn’t know if the Police vehicle would be in the CIP. =

Mr. Viger said the Town was spending hundreds of thousands of dollars= in the past five years for vehicles. He said as each department head controlled the vehicles in their own fleet they weren’t being reviewed in the ‘big picture’ to= get a Town-wide replacement plan. It was Mr. Gleason’s impression that Mr. Gaydos was putting together a <= span style=3D'mso-spacerun:yes'> list of all the vehicles so they co= uld make a determination of repair items.

Mr. Gleason discussed how the Selectmen would proceed regarding the budgets and voting.

Mr. Viger asked if there had been any correspondence with the School = as to what they might be seeking. Mr. Haverty didn’t believe they planned on coming forward with any warrant articles. He said there may be other issues and would provide a report at the next Selectmen’s meeting.

Announcement of Public Hearing on September 6, 2011 regarding Amendment to the Junkyard Ordinance

Mr. Gleason announced there would be a public hearing on September 6, 2011 regarding the Amendment to the Junkyard Ordinance.&n= bsp;

ACTION ITEM REVIEW

The Selectmen and Mr. Gaydos reviewed the action item list. Completed item(s) were removed.

TOWN ADMIN= ISTRATOR / SELECTMEN REPORTS

Mr. McDevitt, Mr= . Viger and Mr. Gaydos had no reports.

Mr. Haverty repo= rted there had been five responses to the RFP for construction management companies. There was a meetin= g of the sub-committee to short list the companies; four companies were chosen.<= span style=3D'mso-spacerun:yes'> A meeting with each of the compani= es would be held Au= gust 10, 2011 to identify who the preferred company would be. Mr. Gaydos conducted a telephone s= urvey and was told that the Town couldn’t go wrong with any of the five companies; they are all great companies.&n= bsp;

Mr. Gleason had = no formal report. He thanked Mr. William Hayes, Ms. Karen Genoter and the Historical Society for the information provided on the bridges.

ADJOURNMENT

MOTION:

(McDevitt/Viger) To adjourn the meeting.

VOTE:

(4-0-0) The motion carried.

The meeting was = adjourned at approximately 8:27 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

BOARD OF SELECTMEN ACTION ITEMS

March 22, 2011=

· Mr. Gowan to advise Selectmen whether the CIP will be instituted; ~~Mr. McDevitt will contact Planning Director Gowan re: Planning Board’s intentions for (reforming)~~ CIP (Planning Board to make final decision- Selectmen resolved 4/12/11- left open for further resolution by Mr. Gowan; 5/10/11 Mr. Gaydos to follow up with Mr. Gowan re: status)(6/7/11 Mr. McDevitt said the Chairman of the Planning Board would s= et the CIP on the shelf for the time being because there was no public interest – after discussion with Selectmen, he said he would go back to Planni= ng and ask that they reconsider) (7/5/11 – Mr. McDevitt to ask the PB on 7/7/11 their plans for CIP and if they would reconsider reinstituting the committee)(8/2/11 Mr. Gaydos spoke with department heads to put together th= eir own CIP)(8/9/11 – Mr. Gaydos believed they had a complete list of all= the equipment in Town. Ms. Kelley= will circulate that list to the departments requesting they advise what conditio= n it was in);

March 29, 2011=

· Mr. Gaydos to provide schedule for 2^{nd<=
/sup>
egress at Muldoon; presentation of plan (4/12/11 – plan to be received 4/13/11 Mr. Gay=
dos will
request Highway Safety Committee recommendation; 5/10/11 Mr. Gaydos said when he received=
the
easement agreement and the deed is drawn up – that paperwork will be
forwarded to Mr. Phil Currier for review/approval)(6/7/11 – Mr. Gaydos
said they were awaiting Mr. Currier’s comments on the easement deed /=
Mr.
McDevitt said the Planning Board was awaiting information from Selectmen as=
to
the traffic flow at the Muldoon Park property line / Highway Safety Committ=
ee
recommended both egresses be two-way traffic, and during the winter to close
the Nashua Road access)(6/21/11 – Mr. Gaydos provided an update that =
the
access would be the full 50ft. and the Little League would be able to move
their fence out 8ft)(7/5/11 – Mr. Gaydos to set a public hearing R=
11;
additional information to be provided to the Highway Safety Committee and
Planning Board)(8/2/11 – Mr. Gaydos said the plan had been received.<=
span
style=3D'mso-spacerun:yes'> The RFP was put out. Prior to bids being accepted a pre=
-bid
meeting would be held and have the DES permit reviewed. Mr. Gaydos will discuss with the
Planning Director the possibility of having the Planning Board sit in on a
public meeting held by the Selectmen)(8/9/11 – A mandatory pre-bid
meeting date will be set and advertised – a joint meeting will be
scheduled with the Planning Board);}

· Mr. Gaydos to speak with Police Chief regard= ing schedule for enacting Pawn Broker Ordinance (4/12/11 – Mr. Gaydos informed that the Police Chief was doing a lot of work with policies in acc= ordance with being a certified agency, once completed he will work with Legal on the Pawn Broker Ordinance)(4/26/11 Police Chief rewriting the ordinance -upon completion will be reviewed with Mr. Gaydos then given to Selectmen)(7/5/11 – Police Chief has been working to replace and officer – this i= tem will be scheduled soon)(8/9/11 – The Police Chief is ready to meet wi= th the Selectmen and agenda item will be scheduled with the Chairman);

· Planning Board to make recommendation to Selectmen regarding Article #14 (portion of Mulberry Lane, portion of Sheph= ard Road and all of Lannan Drive)(8/2/11 this will stay on the list to remain on the Selectmen’s radar, Mr. Gaydos to follow up with Mr. Gowan regardi= ng status)(8/9/11 waiting for the contractors to complete work so the Planning Board will be ready);

· Mr. Gaydos to put timeline together for Cast= le Hill Road (6/7/11 easement being completed that would allow the Crawfords to access their property)(7/5/11 – Mr. Gaydos stated the project was mov= ing forward, there were other issues to get out of the way prior to addressing = this)(8/2/11 Mr. Gaydos is working with Attorney Solomon and will have a timeline quickl= y)(8/9/11 – Mr. Gaydos continuing to work with Attorney Solomon- associated correspondence will be provided to the Selectmen);

· Future discussion regarding sidewalk from Se= nior Center to roundabout (4/12/11 – to be added as an action item on the agenda for the next Department of Transportation meeting to determine cost savings) (6/7/11 – the Town to decide if they still want the sidewalk – a meeting should be scheduled with DOT to find out if May date is s= till viable)(8/2/11 previous consensus of the Board to not put the sidewalk)(8/9= /11 Meeting to be held 8/10/11 and will discuss the Selectmen’s decision regarding sidewalks)

April 26, 2011

·= ; = Mr. Gaydos to review vendor list and identify which items should be discussed. (5/10/11 – Mr. Gaydos created a list and was fu= rther breaking it out because some vendors supply more than one item) (7/5/11 Mr. Gaydo= s said the Town was spending a lot of time concentrating on a law suit – this wi= ll then be addressed)(8/2/11 Mr. Gaydos to provide status of the items.= Mr. Gleason said after budgets were completed he would add this as an agenda item in September for discussion)

May 10, 2011=

· Mr. McDevitt researching appropriate signage= for Raymond Park (where parcels are located and what names were allowed per dee= ds) (6/7/11 Mr. McDev= itt said research was completed and would like to discuss with the Board after the meeting of 6/28/= 11)(7/5/11 – M= r. McDevitt said a discussion should be scheduled regarding the names at Raymond Park. Information is available to educate the Selectmen. A discussion will be scheduled for= July 19, 2011)(= 8/2/11 Mr. McDev= itt said the Board had received a draft of the naming requirements of the park, which ra= ised additional questions. The Sel= ectmen will schedule a discussion at a later time)(8/9/11 – there is a question whe= ther there could be signs that stay up at Raymond Park – this is in the process of being addressed)

May 2= 4, 2011

·= ; = Mr. Gaydos to contact the Congregational Church to find out how long they would allow the Town to use their property (7/5/11 – Mr. Gaydos said he would continue to = follow up. They previously had an agreement and didn’t believe that would change.)(8/2/11 Mr. Gaydos said he ow= es Mr. Currier some materials)(8/9/11 – Mr. Gaydos is pulling together the plans from several years ago of = what was intended to be built in the event they were to build something behind t= he fire station – information to be provided to Mr. Currier)

July = 5, 2011

·= ; = Mr. Gaydos to request from Comcast something in writing indicating there will b= e no additional charge for moving cable to new fire station location (8/2/11 Mr. Gaydos said there were several issues he would deal with all at once when Comcast returned the signed contract);

·= ; = To ensure a side letter is received from Comcast for the free internet service= for the school (8/2/1= 1 this item included with the above)(8/9/11 Mr. Gaydos awaiting response from Comcast).

July = 26, 2011

·= ; = Mr. Gaydos to provide Selectmen with backup information regarding the Ambulance Capital Reserve Fund (warrant article and RSA) and the Selectmen’s authority (8/2/11 wording that initially appeared to be straight forward isn’t – further review is needed)(8/9/11 – Mr. Gaydos to = meet with Mr. Gleason to see if they come to the same conclusion regarding the information / Mr. Gleason said the information was ambiguous. He didn’t think they could s= olve it unless they went back and pulled warrants to do an analysis of what was spe= nt);

·= ; = Mr. Gleason will provide the Selectmen copy of the wording from the Ambulance Capital Reserve warrant (8/2/11 still being reviewed);

Augus= t 2, 2011

·= ; = Ob= tain status regarding Young’s Crossing and the flashing sign on Route 38/Gage Hill Road/Ledge Road intersection and from Police Chief. (8/9/11 Mr. Gaydos had a discussion with Police Chief= Roark regarding the flashing light and there may be less expensive alternatives.<= span style=3D'mso-spacerun:yes'> The Chief has requested a meeting = with the DOT district for Pelham)