SEL20120814

APPROVED

TOWN OF PELHAM

BOARD OF SE= LECTMEN MEETING

MINUTES

August 14, 2012

APPROVED &#= 8211; August 21, 2012=

CALL TO ORDER – approximately 6:30pm

PRESENT:

ABSENT:

Mr. William McDevitt, M= r. Edmund Gleason, Mr. Robert Haverty, Mr. Doug Viger, Mr. Hal Lynde, Town Administrator Tom Gaydos

None.

PLEDGE OF ALLEGIANCE

MINUTES REVIEW

August 7= , 2012

MOTION:

(Haverty/Gleason) To approve the = August 7, 2012 meeting minutes as amended.

VOTE:

(5-0-0) The motion carried.

The Selectmen asked that a notation of the discussion indicating that the Town Administrator didn̵= 7;t receive overtime be included in the meeting minutes. The Recording Secretary will inclu= de wording for the Selectmen to review at their next meeting.

OPEN FORUM

None.

ANNOUNCEMENT

Mr. McDevitt summarized t= he DHHS Press Release re: the Identification of Positive Test Results for West Nile Virus in Manchester, Nashua = & Salem. Symptoms show up within 4-10 days = after being bitten. If a person experiences flu like symptoms, including fever and headache they should con= tact their local medical provider. Contact the State of New Hampshire Department of Health and Human Services with any questions regarding West Nile Virus or Eastern Equine Encephalitis at 1-866-273-6453 during normal business hours; website: www. DHHS.NH.GOV.com Presently there are some towns within New Hampshire in a high risk category, Pelham is in the ‘some risk’ category.

Mr. McDevitt stated that = the Town and Transfer Station Manager Ron Hannon have mutually agreed to sever their employment relationship. As a result, Mr. Gaydos will be presenting the Transfer Budget.

APPOINTMENTS

2013 BUDGET PRESENTATIONS

Library – Corinne Chronopoulos – presentation only, no vote.

2013 Budget request: $235= ,947, constituting a 2.47% increase over last year. 2012 Operating Budget: $230,256.

Salaries – increase (correction for budget) for Library assistants to reflect actual hours working. Other staff

salary i= ncreases show 1% raise based on cost savings from decreased Director salary.

Supplies – decrease= for library cards.

Equipment Repairs – increase for grandfather clock maintenance.

New Equipment – inc= rease for automated library system (data and records)

Expenses – increase= to include Legal expenses.

Specials – money pr= eviously in line item for Adult Large Print Books decreased; line item added for Dig= ital

Resources downloadable books for iPad, Kindle, Nook etc.

Mr. Viger asked if the Li= brary employees were covered under the union. Ms. Chronopoulos replied they were = not part of the union.

Ms. Chronopoulos explaine= d the increase for the automated library system was due to the current systemR= 17;s company no longer providing updates. A new system was selected and would be implemented.

Mr. McDevitt said there h= ad been discussions in the past regarding the Library having no money for legal and were relying on the Selectmen, but in fact the Selectmen shouldn’t be spending money from the Town budget for the Library because it is a separate entity by state law.

Ms. Chronopoulos told the Selectmen that their circulation continued to be very steady they had over 60,000 books out the door each year.

Cemetery – Dave Provencal – presentation only, no vote.= (No one was present from the Ce= metery department to discuss the budget)<= o:p>

The budget was not presen= ted or reviewed.

Mr. McDevitt stated that = the Selectmen had provided the Cemetery Trustees the opportunity to present the= ir budget. He commented that the trustees were separately elected and didn’t report to the Board of Se= lectmen. The Selectmen have no responsibili= ty for the Cemetery or their budget. The Cemetery Trustees were not present.

Transfer Station – Mr. Gaydos

2013 Budget request: $586= ,392, constituting a 2.72% increase over last year. 2012 Operating Budget: $570,837.

Salaries – contract= ual increase;

Supplies – increase= for safety equipment, soaps, batteries oil dry, hornet spray, grease etc.;

Gas, Oil, etc – the= values will change;

Mr. Gaydos suggested keep= ing the Superintendent’s salary as listed.&n= bsp; He noted this year’s budget would be analyzed to see what supp= lies could be purchased to reduce the proposed Supplies line. He said he would come back at a la= ter date, prior to going to the Budget Committee, with some recommendations regarding the budget.

Mr. Gaydos stated he had = spoken with Allied Waste about some of the problems the Town had experienced and w= ould discuss further how to address the cost per ton being hauled. He believed if the cost could be m= arked down the operations would be better and costs more predictable.

Mr. Gleason reviewed the = department’s operating budget from past years: 2011-$528,587 / 2012- $546,000 (increased= to 570,000 after Budget Committee review) / 2013-$570,000. He asked if the numbers being presented were representative of what it took to run the transfer station.<= span style=3D'mso-spacerun:yes'> Mr. Gaydos said they would be meet= ing with the various vendors to confirm the numbers. He believed there was a projection= that the facility would be getting a lot more trash. Mr. Gleason asked how the revenues= were doing. Mr. Gaydos said the re= venues didn’t reflect the actual. He said the previous company wrote the Town a check, when they switched compan= ies, that new company was handling several other items at the facility and would apply a credit to the Town’s account so the revenue wasn’t seen. Mr. Gaydos said they wo= uld need to make decisions regarding what was more profitable and how they want= ed to proceed. He would like to = go back to the system of having a check sent to the Town. Mr. Gleason said it seemed as thou= gh the budget was going in the wrong direction because costs were rising in operation. Mr. McDevitt said = it wouldn’t be unusual to revisit some of the numbers as long as they we= re received prior to the budget going to vote by the Budget Committee. He said the numbers could be placeholders until the Selectmen got a better grasp on what they should be. Mr. Gleason wanted to mak= e sure the proposed budget represented the actual cost to run the transfer station= in an efficient manner. Mr. Gayd= os stated he was speaking to vendors about the methods being used; his goal was to get the budget down to where it was last year.=

Mr. Viger asked Mr. Gaydo= s if he was confident about having a handle on the current contracts in relation to= the vendors to handle the day-to-day operations. Mr. Gaydos answered yes. He said a daily list was being mad= e for who to call and what was being paid to each vendor; they were reviewing the procedures. He was confident = they were on the right track and noted the budget was conservative. As he received more information the Selectmen would be updated. He believed the outcome of some of meetings he had set up would have a positive impact on the budget.

Budget Review

Police Department –

Police Chief Joseph Roark= came forward for the discussion.

Mr. Gaydos said at a prev= ious meeting it was suggested by Mr. Gleason that he come up with a plan to see if FEMA money could be used to purchase equipment this year so the same dollar wasn’t spent twice. Mr. Gleason explained when there w= as a natural disaster, the departments expend money and resources in responding = to those disasters. The Town then submitted bills to the federal government in the amount of money expended; = the Town then got reimbursed with some percentage of that money. He said the FEMA money was money c= oming back to the Town as a reimbursement. Mr. Gaydos said the Selectmen had chosen to keep the FEMA money in reserve to draw on when disasters occur. Mr. Lynde said when the Town had natural disasters, if the state requests that certain things be declared a national disaster, then FEMA is willing to reimburse costs for trying to address those issues. The Town would then submit a claim for how much they spent and a reimbursement is formulated; the state Department of Revenue reviews that money as something that doesn’t have to go back and cover those expenses, but the purpose was for it to go back to the departments that had to use their expenses.

Mr. Gaydos said the curre= nt balance of the Town’s FEMA Fund account being held was approximately $204,000. Town meeting approv= ed $32,560 to be used for the purchase of an ambulance. At the last meeting with the Fire = Chief, the Selectmen agreed to repair cisterns for approximately $3,500 for work t= o be done now. Reducing those items leaves approximately $167,940.

Mr. Lynde asked if the Fl= ood Study money was going to come out of the FEMA funds. Mr. McDevitt answered yes. Mr. Gaydos said $25,000 would go t= oward the flood study.

Mr. Gaydos proposed the f= ollowing:

1.&n= bsp; Place $30,000 aside for Emergency Management Repair (for items such as cisterns);

2.&n= bsp; $44,270 for Police cruiser computers on a 5-year le= ase ($8,854 per year) – the first three years could be funded from the FE= MA Fund. The Town will be turnin= g over the cruisers in year four and the lease cost could be absorbed in that price for the last two lease years. $26,562 would be charged from the FEMA account during the three year= s. These (computer and camera) costs = will be included in the actual cost of the next generation of leased cruisers;

3.&n= bsp; $52,205 for Police cruiser cameras on a 5-year lease ($10,441 per year) – the first three years could be funded from the F= EMA Fund and subsequent years rolled in to the cruiser lease cost. $31,323 would be charged from the = FEMA account during the three years;

4.&n= bsp; $24,205 for portable radios on a 5-year lease at a = cost of $4,841 per year.

Mr. Viger asked if the pr= oposed costs would replace all the computers, or just the three that were noted to= be currently off-line. Mr. Gaydo= s said it would replace all the computers.

Mr. Gleason asked if ther= e was any FEMA money outstanding or if the Town had received all monies. Mr. Gaydos said there was nothing outstanding yet to be received.

Mr. Gaydos asked that the Selectmen consider approving the proposal so the Police Chief could order t= he equipment and obtain the equipment. Mr. Gleason felt there was a bad situation for the Town to have non-operational equipment and it was up to the Selectmen to address it immediately. He felt the prop= osal was a reasonable approach and a prudent expenditure.

Mr. Haverty agreed with M= r. Gleason and made a motion to approve the proposal. There was a brief discussion regar= ding the numbers contained in the proposal and how they were calculated for the lease.

Mr. Lynde understood that= $30,000 would remain as a further source of funds for cistern repair.

MOTION:

(Haverty/Gleason) Effective immediately, to accept Mr. Gaydos’ and the Police Chief’s recommendation to lease the computers for cruisers for over a five year period of which the first three will be charged against the FEMA account. To lease the cruis= er cameras for a five year period of which the first three will be charged against the FEMA account. To lease portable radios for five years at a total of $4,841 per year all of which would come out of the FEMA account.

VOTE:

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

The Selectmen then review= ed the Police budget. Mr. Gleason no= ted that the adjusted budget growth number should be corrected to read an incre= ase $8,276.

Mr. Gaydos said the Dues = line under Expenses would decrease by $2,000 (for the CAC) because it was already included in the Human Services budget.&nbs= p;

Chief Roark discussed a n= ew Konica copier for the department had had the features and capacity the department needed. The cost w= ould be $10,807 which included a three-year service contract. The question was if the cost shoul= d be paid as a lump sum, or paid over a period of time. Mr. Gaydos discussed the lease, wh= ich would cost $767 over three years; if leased over five years the payment wou= ld be less, but the interest would cost $1,278 (this would be a $500 increase = to add two years to the lease). = The bottom line number would be increased by $3,073 totaling $48,163.

Mr. Gleason recommended a= llowing the Chief to change his budget to allow the copier to be included. Chief Roark told the Selectmen tha= t line 390-10 for dash cam service contract ($2,540) could be deleted if they were purchased using FEMA (they would be under warranty). Mr. Haverty suggested that the cop= ier be purchased outright, rather than leasing.&n= bsp; Mr. Gleason asked if there were any benefits to the Town by leasing. Mr. Gaydos said the three-year maintenance agreement would remain in place. He said his recommendation to the = Chief was to keep the budget down. = The Selectmen discussed how they preferred the copier to be included.

MOTION:

(Haverty/Gleas= on) To add $10,807 to the Police budget under new equipment for a new photo copier.<= /p>

VOTE:

(4-1-0) The motion carried. Mr. McDevitt voted no.

Chief Roark thanked the S= electmen for their support. He explain= ed how the new equipment would make all the cruisers uniform and laid out identical which helps with maintenance, familiarity and efficiency.

Fire Department –

Fire Chief James Midgley = came forward for the discussion.

The Selectmen reviewed th= e Fire Department budget. Chief Midg= ley discussed the fact that they had significant issues in the previous years w= ith their cardiac monitors for the ambulances.= At that time the Selectmen advised him that the Budget Committee had agreed to replace already existing equipment (that was approved by the Town voters) within the budget rather than having a warrant article. He said in the current budget they= added the replacement of two cardiac monitors and were looking to use a new compa= ny because their current equipment is no longer going to be supported and with= in one year they won’t be able to get replacement parts.

The miscellaneous special= s line reflected items that had previously been co-mingled in the salaries line and had been moved. Training was = broken out into salaries and course cost and relocated to another section in the budget.

The Selectmen then review= ed each department’s budget alphabetically beginning with the Assessor.

In reference to the Emerg= ency Management budget, Mr. Gaydos asked if the Selectmen wanted to keep $3,500 = in the Equipment Repairs – cistern maintenance line. The Fire Department was given $3,5= 00 from the FEMA account to repair cisterns that were currently broken. Mr. Gleason noted there were two different lines, one for cistern maintenance and one for cistern repairs. It was his impression that the cis= tern maintenance money would stay in the budget.

The Health Services budge= t had a request to increase the budget by $4,940 for St. Joseph’s Meals on Wheels. Mr. Gaydos explained that the incr= ease was due to the number of services they were providing in Town and was also directly related to the county funding cuts. He said the service was a lot more= than just bringing meals, it was also daily contact with people. There are 95 Pelham residents affected. Mr. Lynde said prio= r to voting he’d like a back up sheet showing the basis for the request. Mr. Gaydos will see about providin= g back up prior to the Selectmen voting.

The Selectmen discussed t= he Planning Department budget; there were two budgets submitted, one with a le= ase vehicle (for code enforcement) and one without the lease vehicle. Currently the budget (without the = lease vehicle) totaled: $305,593. T= he budget containing the lease vehicle totaled: $308,398.

Mr. Viger commented that = the Budget Committee has agreed to put replacement vehicles (that had an existi= ng Town approval) into the budget. He said the proposed vehicle in the Planning budget didn’t technically f= all under that because the vehicle currently being used was handed down from the Police Department. The voters= never had an opportunity to vote regarding that item. He recommended leaving the vehicle= out of the budget.

There was a brief discuss= ion how to proceed. Mr. Lynde recomme= nded leaving the vehicle in the budget. The Selectmen will consider the Planning budget containing the lease vehicle with a total request of $308,398.&= nbsp;

The Selectmen continued t= heir review of the submitted budgets. Town Buildings will receive a new budget sheet showing an increase of $880 associated with telephone and cable rates.=

Update budget sheets will= be provided to the Selectmen prior to their vote on the budget.

OTHER BUSINESS

Fire Station Update

Mr. Gaydos provided a sta= tus update regarding the new fire station.&nbs= p; Insulated walls for the apparatus bay were being done. Engineers have informed what will = be needed for footings with regard to the SCBA tanks; those footings are being poured. The 4inch concrete sl= ab on grade is being poured for the administrative area. Soils are being compacted in the a= reas that will be paved prior to winter. The foundation and form for the communications tower has come in and will be installed; the tower itself will be installed at a later time. Propane tanks for the emergency generator are due for delivery. Those tanks will be filled as part of the costs. During the winter the construction company will be using the heat, but will pay for it.

Roundabout Update

Mr. Gaydos informed that = conduit was being installed. The Town= has signed, and the state has accepted, the maintenance agreement. He said there had been a lot of di= scussion regarding who would be responsible for what; the agreement is very clear.

Mr. Gleason stated commun= ication had been received from the project manager that they were out on bid. The bid process had to go to the Governor’s Council for approval before bids could be awarded. He said in all probability there w= ould be a pre-construction meeting would be held and the Town would be advised of such.

Mr. Viger asked if it had= been determined who was responsible for moving the water (the state or Pennichuck). Mr. Gleason said= as of the last meeting, they didn’t have resolution. He said it was an issue between the state and Pennichuck and didn’t believe there was an impact to Pelham. Mr. Viger questioned = if the issue would delay the work or the start of the project. Mr. Gleason believed the schedule = had enough latitude.

SELECTMEN’S = / TOWN ADMINISTRATOR REPORTS

Mr. Gaydos reiterated the= alarm of the increase in the number of batches testing positive for West Nile Virus. He said at this time l= ast year there were more batches tested, but had more than doubled the positive tests conducted this year. He= felt people should take precautions with themselves and their children

The Selectmen had no reports.

REQUEST FOR NON-PUBLIC SESSION

MOTION:

(Gleason/Lynde) Request for a non-public session per RSA 91-A:3,II, a&c (Personnel, M= atters which, if discussed publicly, would affect adversely the reputation of any person)

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 8:43 pm.

The Board return= ed to public session at approximately 9:14 pm.

MOTION:

(Haverty/Gleason) To seal the min= utes of the non-public session indefinitely.

VOTE:

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

ADJOURNMENT

MOTION:

(Haverty/Gleason) To adjourn the meeting.

VOTE:

(5-0-0) The motion carried.

The meeting was adjourned at approximately = 9:14 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

July 17= , 2012

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