SEL20120724

APPROVED

TOWN OF PELHAM

BOARD OF SE= LECTMEN MEETING

MINUTES

July 24, 2012

APPROVED &#= 8211; July 31, 2012

CALL TO ORDER – approximately 6:30pm

PRESENT:

ABSENT:

Mr. William McDevitt, M= r. Edmund Gleason, Mr. Hal Lynde, Mr. Robert Haverty, Mr. Doug Viger, Town A= dministrator Tom Gaydos. Also Present Fi= nance Director Cindy Kelley

None

PLEDGE OF ALLEGIANCE

OPEN FORUM

None.

APPOINTMENT(S)

CIP Chairman Peter McNamara and CIP Committee Member Mike Conrad – CIP Presentation

Mr. McNamara stated that = the Capital Improvement Plan (‘CIP’) committee had been meeting wee= kly since early May, 2012. They discovered, shortly after receiving input back from the Department heads, t= hat there appeared to be no department projects planned for the coming year. They knew the Selectmen wanted to = have a CIP in place for the coming budget process, but found out that wouldn’= ;t be possible. The spread sheet= given to the Selectmen was plan in progress.&nbs= p; The committee intended to meet on a continuing basis to develop and attain further documentation. Mr. McNamara felt it was important the Selectmen were aware that the committee decided to raise the ceiling of a capital improvement from $50,000 to $75,0= 00 to more accurately reflect a true capital expenditure.

Mr. McNamara reviewed the= process undertaken by the CIP committee to gather information and make determinatio= ns based on such to draft the schedule. There was a brief discussion regarding the Willow Street Bridge. Mr. Conrad indicated that the stat= e had been requested to review the bridge because if it was listed on the state’s list it would make it easier to obtain funding to fix it. Mr. Gaydos explained that the brid= ge had not been red listed by the state because it structurally met the criteria to not be included. However, it = was substandard due to having too much traffic compared to its size. If it were to be deemed red listed today, the earliest that funding would be available from the state is 2023. It was believed that the bridge won’t meet the red list criteria for at least five to six years. Mr. Gaydos commented by putting $100,000 away each year the Town would never catch up to the amount needed for matching funds; the annual cost for construction was exceeding t= hat amount every year. It was bel= ieved that the construction cost for the bridge would be approximately $1.4 milli= on dollars (to be confirmed by the state). If they wait until 2023, the approximate cost for the bridge would have increa= sed to $2.3 million dollars. Mr. = Gaydos said in the next three to five years if the Town bonded the cost for the br= idge for a ten year period the total cost might be $1.8 million dollars (includi= ng interest). Another unknown wa= s how much of the bridge would have to be increased in size to accommodate water flows; this will be determined in the flood study. He said when firm numbers were rec= eived from the state they would be provided to the CIP committee, along with a possible proposal to bond the work for the bridge.

Mr. Lynde inquired if the= re was a reason for scheduling the animal control building for 2019. He said there was a benefit to the= Town by having it in place at a different location. Mr. McNamara replied the committee= asked the Police Chief for clarification because the original response wasn’= ;t as complete regarding pricing. The Chief provided the committee with a price and indicated it wasn’t a priority and didn’t get into the real estate aspect of the building.<= span style=3D'mso-spacerun:yes'> The status of the building i= s a topic the Selectmen can discuss separately with the Police Chief, possibly = when he presents his warrant articles for 2013.

Mr. McNamara explained th= at there were six categories for items contained in the CIP that indicated the prior= ity rank for each and went on to review the specific definitions.

The CIP committee was congratulated for the hard work bringing the plan forward.

Mr. McDevitt commented th= at a joint meeting had been held with the School Board (and Budget Committee). The importance of the planning pro= cess was emphasized by everybody with the reason being having a plan would stop = the tax rate from going up and down year to year. By scheduling funding for replacem= ents the idea was to help stabilize the tax rate somewhat.

2013 BUDGET REVIEW

Finance Director Cindy Ke= lley came forward.

Conservation Commission – Paul Gagnon

2013 Budget request: $3,0= 47. The Budget is level funded from la= st year.

Senior Cente= r – Sara Landry

2013 Budget request: $99,= 734, constituting a 4.86% increase over last year. 2012 Operating Budget: $94,891.

Salaries – increase= in bus driver hours based on Sen= ior Center’s need= from increased requests for

transpor= tation. (increase in services provided) The employee remains a part time employee even with the additional hours.

Supplies – decrease= in office supplies.

Gas, Oil, etc – inc= rease for additional bus hours.

Equipment Rentals –= increase to copier to show actual costs (portion of cost was taken out of supplies line).

Mr. Viger asked that enro= llment numbers be provided at the time the budget goes to the Budget Committee for review. Ms. S. Landry replied= she had put together a spread sheet showing all the programs, enrollment, as we= ll as attendance counts monthly/yearly.

Human Services – Dawn Holdsworth

2013 Budget request: $86,480. The Budget is level = funded from last year.

Ms. Holdsworth described = the various assistance provided to residents.&= nbsp;

Health Officer – Cindy Kelley

2013 Budget request: $43,766. The Budget is level = funded from last year.

Health Services – Cindy Kelley

2013 Budget request: $47,= 735 constituting a 3.24% increase over last year. 2012 Operating Budget: $46,235.

Expenses – increase= of $1500 for Salvation Army, who sent a letter requesting the increase.

The Selectmen asked that information be provided indicating how many referrals were made to the organizations in the last twelve months.&n= bsp;

Insurance –

2013 Budget request: $1,8= 31,084; this is a placeholder number. The actual number will be received late in the year.

ANNOUNCEMENT

Location of Primary and Presidential Elections

MOTION:

(Lynde/Gleason) September 11, 2012 Primar= y Election will be held at Pelham Memorial
School.

VOTE:

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

-------------------------= -----------------------------------------------

MOTION:

(Lynde/Gleason) November 6, 2012 Presidential Electi= on will be held at Pelham High School.



School.

VOTE:

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

OTHER BUSINESS

Fire Station Update

Mr. Gaydos provided the S= electmen with an update for the Fire Station project.

1)&n= bsp;      Pennichuck tapped into the main water line on Marsh Road = and ran it next to the north exit driveway to include installation of a fire hydran= t;

2)&n= bsp;      Footings were poured for the Administration area; <= /p>
3)&n= bsp;      Insulated concrete structure has started to be delivered to the site along with the interior rebar;

4)&n= bsp;      Drainage swales have been completed to finish grade – loam has been applied to the south side swale;

5)&n= bsp;      Project on track to have binder pavement applied in five weeks;

6)&n= bsp;      Loam pile is scheduled to be moved July 25, 2012 – loam = for the site has been screened and moved to the back of the lot;

7)&n= bsp;      Fire Station facts website has updated information.

Up to date information re= garding the project is available for public review at the Town Hall. The project cost summary provided = by Eckman would be included in that information.

State Municipal Roundabout Agreement

Mr. Gaydos said copies of= the State Municipal Roundabout Agreement had been provided to the Selectmen for approval. Mr. McDevitt stated= the Selectmen and Town Counsel had the opportunity to review the agreement.    The agreement lays out= the Town’s and State’s understanding of the project; it was not an agreement for work to be done.

MOTION:

(Gleason/Lynde) To approve the Municipal Agreement for Pelham / State Project: Pelham 144= 91 / Federal Project: X-A000(415)/

VOTE:

(5-0-0) The motion carried.

The agreement was circula= ted for the Selectmen to sign.

SELECTMEN’S = / TOWN ADMINISTRATOR REPORTS

Mr. Gaydos told the Selec= tmen that the Library would like to do some improvements in terms of moving some walls. Last Thursday the Libr= ary Trustee submitted paperwork. = Mr. Gaydos had several questions and would meet with the Building Inspector to follow up on those questions. He wanted to ensure there were no unintended consequences from doing any of the proposed work.

The Towns 2012/2013 heati= ng oil price has been locked in at $3.08 per gallon versus $3.229 from last year.<= span style=3D'mso-spacerun:yes'>

Mr. Haverty had no report= . Mr. Viger noted that the Budget Committee would begin the budget review process in September.

Mr. Lynde reminded the pu= blic that the next concert on the Village Green would be held July 25^{th
at 6pm. The next concert will be held August 8, 2012.<=
span
style=3D'mso-spacerun:yes'>}

Mr. Gleason and Mr. McDev= itt had no reports.

Mr. Gaydos recalled a dis= cussion regarding signs placed on Town property.&n= bsp; He said when organizations came in and provided services (i.e. food, amusement) the money would go to that organization. From time to time there are commer= cial entities that wanted to come in, but would donate all of their profits to a community service/charity. Mr. Gaydos asked how the Board felt about having a generic sign for use on Town property that Pelham Community Spirit could use to insert the name of comme= rcial organizations who donated all their profits to a charity. Personally, Mr. McDevitt didn̵= 7;t want to allow commercial signs. Mr. Lynde agreed. There was no fu= rther comment.

REQUEST FOR NON-PUBLIC SESSION

MOTION:

(Gleason/Lynde) Request for a non-public session per RSA 91-A:3,II, a &e (Personnel; 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

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 8:05 pm.

The Board return= ed to public session at approximately 8:31 pm.

MOTION:

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

VOTE:

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

ADJOURNMENT

MOTION:

(Haverty/Lynde) To adjourn the meeting.

VOTE:

(5-0-0) The motion carried.

The meeting was adjourned at approximately = 8:31 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 m= eeting 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. Gay= dos 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

July 17= , 2012

·         Selectmen to revisit the PUC order/Pennichuck Water to see what the repayment obligation (for legal fees) was to the Town= .