SEL20120710

APPROVED

TOWN OF PELHAM

BOARD OF SE= LECTMEN MEETING

MINUTES

July 10, 2012

APPROVED &#= 8211; July 31, 2012

CALL TO ORDER – approximately 6:30pm

PRESENT:

ABSENT:

Mr. William McDevitt, M= r. Edmund Gleason, Mr. Doug Viger, Mr. Hal Lynde,

Town Administrator Tom = Gaydos

Mr. Robert Haverty

PLEDGE OF ALLEGIANCE

OPEN FORUM

None.

ANNOUNCEMENTS

Senator Shaheen’s O= ffice Visit – Thursday, July 12, 2012 – Emily Cashman, Special Assistant for Constitue= nt Services of Senator Shaheen’s office will be at Town Hall Conference = room for walk-in constituent services from noon – 2pm Thursday, July 12, 2012.

APPOINTMENT(S)

Cindy Kelley, Finance Director Discussion

Current Status of the Finance Department – Ms. Kelley sta= ted she came on board as Finance Director in 2010, previous to that she was the Finance Director in Deerfield<= /st1:City>, NH. Initially she was asked to analyze= the Town’s bookkeeping practices and through such it indicated while some= of the practices were adequate, there was room for significant improvement. Ms. Kelley discussed the changes s= he implemented and improvements that have occurred with reconciliation being d= one on a monthly basis. Audits ar= e able to be done quicker; the 2011 audit report is expected to be done by the end= of July. In the future, Ms. Kell= ey said the biggest project was to analyze the Town funds, close those that ar= e no longer valid and consolidate those that can be incorporated into the fifteen major funds. Melanson Heath w= ill be asked to initiate the 2012 audit in January, 2013. This audit is expected to be compl= eted smoother and quicker than in the past with the goal of completion being by = the 2013 Town Meeting. Ms. Kelley= felt the relationships between the Finance Department, Treasurer and other departments was one of cooperation and efficiency. The relationship with the TownR= 17;s new auditors lead to improved audit procedures and correction of any indica= ted deficiencies.

Mr. Gleason heard the com= ment that the 2013 audit would be initiated in January and completed by Town Meeting. He asked when the To= wn typically had it done in the past. Ms. Kelley discussed the audit schedule for the past three years and confirmed it would be an improvement over the previous years.

2012 May Revenue & Expense Review –

Expenses - Ms. Kelley said by this time of year the Town should be at approximately 41% of the budget, or under.= She reviewed the status of the departments and commented that overall the departments were in good shape.

Mr. McDevitt questioned i= f there were any items ‘on the horizon’ that would be cause for concern. Ms. Kelley wasn̵= 7;t aware of anything for concern.

Revenues – Mr. Glea= son commented he spoke with the Tax Collector who indicated taxes were coming in very well this year, better than in previous years. Ms. Kelley reviewed the status of = the revenues. Mr. Gleason noted t= hat because the first item under revenues was the property tax, it skewed the numbers at the end. Mr. Gaydo= s said they could show adjusting numbers at the bottom; he said they didn’t = get the money from the state until the very end of the year. Mr. Lynde said when they went to T= own Meeting there was an estimate of what the property tax would be, that numbe= r is adjusted when they set the actual tax rate. He suggested they could insert the number for what they anticipated collecting until the final adjustment was done. Mr. Gleason said they c= ould either insert the estimated revenue based on taxes, or they could do a compilation of everything, excluding the number, and add it in at the botto= m of the column as a separate item. When reviewing the revenues, he would like to see what was projected and how they were performing against that number. At the next review of the revenues, the information will be shown as suggested to determine if it will read better.

Board of Selectmen 2013 Budget Schedule – Ms. Kelley reviewed the proposed budget review schedule.

Mark McCabe, VFW Commander of the VFW John H. Hargreaves Memorial Post 10722, Rita McCabe, Pres= ident of the Ladies Auxiliary and VFW State Commander Greg Lynch to Present the S= tate of New Hampshire VFW Policeman of the Year Awards to Lt. Gary Fisher and Lt. Brian McCarthy

Police Lieutenants Gary F= isher and Brian McCarthy came forward and were recognized and honored for receivi= ng the VFW Post 10722 Police Officer of the Year Award. Commander McCabe stated the Lieute= nants had also won First Place Honors at the VFW’s Police Officer of the Ye= ar Award category at the state level. <= /span>He then read aloud a Citation from the National Commander and Chief of the Veterans of Foreign Wars given to Lieutenant Brian McCarthy in recognition = of his service to the community and nation during his Police career. He also read aloud a Citation from= the VFW Commander in Chief and Adjutant General to Lieutenant Gary Fisher in recognition for his service to the United States during his Poli= ce career.

OTHER BUSINESS

Consideration to Re-Name Road behind Current Fire Station (Presently Na= med, “Pelham Common Highw= ay”)

Mr. McDevitt discussed the history of the road behind the existing fire station. He said many years ago that road h= ad been referred to as Pelham= Common Highway in the Town Report warrant; apparently= no one at the Town Meeting objected. He said the name may need to be changed for E911 purposes. He asked if the Selectmen wanted to refer the matter to the Highway Safety Committee.

Mr. Viger and Mr. Gleason= felt the matter should be referred to the Highway Safety Committee.

Mr. Lynde suggested the n= ame ‘Access Road’.

The matter was referred t= o the Highway Safety Committee.

Fire Station Update

Mr. Gaydos stated that th= e site work had begun. The land had = been stripped and the loam was piled up, but had yet to be screened. The Town will be taking possession= of all the unscreened residual loam to be placed in a stock pile on Town prope= rty by the Highway garage. He sai= d each year they will get an estimate of how much loam the Town Departments need a= nd will then screen the loam and distribute accordingly. Mr. Gaydos said when going through= the project process, unforeseen things are found, or have to be dealt with, suc= h as the method that the electric company is using to bring in the power is different than originally envisioned. Because of such, there are additional trees that have to be removed = from the property. He said when th= e site was being prepared for the footings, an old dry well was located that servi= ced the house that was once on the property.&n= bsp; The hole will need to be filled and leveled. These changes have to be reviewed.= Mr. Gaydos said all the changes ha= d to be reviewed. He commented tha= t the well line that serviced the Village Green would need to be lowered because = it worked on gravity and a road would now be on top of it. He said the situation was known in advance, therefore the Construction Manager would handle the situation.

Mr. Gaydos said he would = like a recommendation from the Selectmen of how they wanted to review change orders. He suggested that he = could review them at the Selectmen’s meetings and they could either approve= or not approve the changes as they came up.

Mr. Viger said typically = change orders were items that needed to be dealt with immediately or they could le= ad to delays in other aspects of a project.&n= bsp; He suggested setting a value that they let the Town Administrator handle, while keeping the Selectmen ‘in the loop’. Anything over that set value would= need to be handled sooner, rather than later to help keep progress going.

Mr. Lynde agreed with set= ting a dollar figure and having the Selectmen receive an e-mail to make them aware= of situations.

Mr. Gleason recognized th= at items would arise, but hoped as they got into the building phase those items beca= me less and less. He knew there = was money in the contingency, but having continual small change orders could rapidly use up the contingency. He agreed that items needed to be handled expeditiously so as to not impact the schedule. He would like to ke= ep a good record of the change orders and their rational so they can be discussed with Trident. Mr. Gaydos beli= eved they had worked out a lot of the items before they became change orders, the items coming through were unforeseen.

Mr. McDevitt suggested th= at copies of the change orders be put in a folder available in the conference = room for the Selectmen to review. = There was no objection to having Mr. Gaydos review the change orders and let the Selectmen know if there are problems that arise. The project budget status spreadsh= eet will be updated weekly.

Roundabout Update:

Mr. McDevitt said a meeti= ng was conducted with the Department of Transportation (‘DOT’) at which Planning Director Jeff Gowan, Mr. Gleason and Mr. Gaydos were present.

Mr. Gaydos said the DOT l= istened to the Town’s concerns and thoughts and understood that a decision was needed. He said the state tho= ught the plan originally proposed by Mr. Gowan was a good one. The state didn’t want to int= roduce anything new that would cause a problem with keeping the utilities on time. Mr. Gaydos then reviewe= d the action items and provided a status update for each. On the ground construction was not anticipated until mid-late 2013; project completion is anticipated in 2014.

Charges to Municipal Agreement – Mr. Gaydos said a draft = copy of the agreement had been circulated for review. The Selectmen didn’t object = to the proposed change. Mr. Gaydos s= tated he would have Attorney Ratigan (Town Counsel) finish the agreement.

Flood Study RFP Status

Mr. Gaydos informed the F= lood Study RFP had been completed and e-mailed to several companies that were previously discussed by Planning Director Jeff Gowan. He also submitted an e-mail into an engineering association website requesting the RFP be posted on their websi= te as well.

Board of Selectmen Vacation Schedule

Mr. McDevitt asked that t= he Selectmen let the office know if they had scheduled time they would not be available.

Action Item Review

The Selectmen reviewed th= e Action Item list and updated the items as necessary. Mr. McDevitt asked that if the Sel= ectmen have any additions to the list, they should e-mail them to Mr. Gaydos.

SELECTMEN’S / TOWN ADMINISTRATOR REPORTS

Mr. Gleason stated on beh= alf of the Gleason family, Pappathan family and Bertini family, he expressed their gratitude for the outpouring of prayers and good wishes relative to the rec= ent accident.

Mr. Lynde reported that t= he first summer concert on the Village Green had been the best attended concert they ever had; there were approximately 300 people in attendance. The next concert would be held July 11, 2012 a= t 6pm.

Mr. Gaydos and Mr. McDevi= tt had no reports.

REQUEST FOR NON-PUBLIC SESSION

MOTION:

(Lynde/Gleason) Request for a non-public session per RSA 91-A:3,II, a,c,d & e (Person= nel; Matters which, if discussed publicly, would affect adversely the reputati= on of any person; Consideration of acquisition, sale or lease of property; Consideration or negotiation of pending claims or litigation)

ROLL CALL:

Mr. McDevitt-Y= es; Mr. Gleason-Yes; Mr. Lynde-Yes; Mr. Robert Haverty-Yes;

Mr. Viger-Yes<= /p>

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 8:10 pm.

The Board return= ed to public session at approximately 8:44 pm.

MOTION:

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

VOTE:

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

ADJOURNMENT

MOTION:

(Lynde/Viger) To adjourn the meeting.

VOTE:

(4-0-0) The motion carried.

The meeting was adjourned at approximately = 8:44 pm.

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

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

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

BOARD OF SELECTMEN ACTION ITEMS

March 29, 2011=

<= ![if !supportLists]>·         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)(8/30/11 – still in progress); 1/17/12 – still in court. As of 7/10/12 on-going legal issues – postponed until October, 2012.

May 10, 2011=

·<= span style=3D'font:7.0pt "Times New Roman"'>      =    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 quest= ion whether there could be signs that stay up at Raymond Park – this is in the process of being addressed)(8//30/11 – agenda item scheduled) / 10/25/11 – research still being conducted and signs to be designed; 1/17/12 – ongoing project – an Eagle Scout project will possibl= y be brought forward to put up kiosk. July 10, 2012 &= #8211; Park & Recreation Director waiting for a Boy Scout to come forward with a project.

May 2= 4, 2011

·         Mr. Gaydos to review the legal ramifications of changing the road classificatio= n in the Gumpas Pond area; 7/1012 Mr. Gaydos to check status with Ms. Waters.

·         Mr. Gaydos to obtain the Police Chief’s opinion regarding the trespass situation in the Gumpas Pond area, given that there was shooting and fires occurring. 7/10/= 12 Mr. Gaydos to check status with Ms. Waters.

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)(8/30/11 – contracts returned – Town will approach Comcast with two required follow up letters of agreement) / 10/25/11- Mr. Gaydos to ask Mr. Greenwood to follow up; 1/17/12 follow up needed for written agreement.

August = 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)(8/30/11 – correspondence received from State – Mr. Gaydos to work with Police Chief Roark to compile accident statistics) / 10/25/11 – Mr. Gaydos said Chief Roark was heading this up – the same type of study = is being done at the Sherburne Road intersection.; 1/17/12 – still worki= ng with intersection (with state) in conjunction with Sherburne Road.

August = 16, 2011

·         Mr. Gaydos to research if there is legislation pertaining to dam water releases= for a future agenda item (8/30/11 –Mr. Gaydos working on response regarding dam water releases and hope= d it would also address the flood ordinance Mr. Gowan was working on)/ 10/25/11 – Mr. Gaydos said there was wording, but it didn’t have suffici= ent ‘teeth’ – an agenda item will be scheduled for Selectmen discussion; 1/17/12 – at a standstill between what the state is willi= ng to do and what the Town would like them to do. Mr. Gaydos felt the flood study wo= uld aid in an outcome. =

September 27, 2011=

·         Mr. Gaydos to create policy for acquiring property due to non-payment of taxes. 1/17/12 an agenda item will be scheduled for the pol= icy adoption.

Februar= y 14, 2012

·         Schedule Hinds Lane conservation land status follow up meeting for two months – April, 2012

March 2= 0, 2012

·         Mr. Gaydos to confirm that the Police Grant = has been executed.

April= 10, 2012

·         Install a street sign at Lox Lane (private way off Hinds Lane)= ;

·         Mr. Gaydos to contact people in Londonderry regarding the flood study and work with= Mr. Gowan to coordinate.

April 2= 4, 2012

·         Addition to Department of Transportation lis= t of questions – if the 6-8 parking spaces on Main Street will be replaced (for the Congregational Church);

·         The Selectmen will compile a list of importa= nt items for Mr. Haverty (BOS School Rep.) to discuss with School Board;

·         Planning Director to review water supply regulation and well ordinance documents and return comments to the Selectme= n;

June 5,= 2012

·         Mr. Gaydos to provide a breakdown of the fire station soft costs