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Selectmen Minutes 10/22/2013
Chichester Board of Selectmen
Minutes of Meeting
Tuesday, October 22, 2013

Members Present:  Chairman Jeffrey Jordan, Richard DeBold, Town Administrator Jodi Pinard

Others present:  Donna Chagnon, Lucille Noel, Ann Davis, Philip Hitchcock, Patrick Clarke, Jon Martell, Jim Plunkett, Alan Quimby, Ed Mellette

Appointments:

Department Heads

Highway Department: Jim Plunkett informed the board he received three quotes for winter sand and they were as follows:
Decato  $3 per ton      $4.30 per ton delivered
Plourde $4 per ton      $6.50 per ton delivered
Merrill $5 per ton      $5.25 per ton delivered

Mr. Plunkett stated he would like to move forward with Decato.

Mr. Plunkett informed the board that the Kellys Corner Bridge rubber rail replacement has been completed. The department has been doing work on Durgin Road. During the week of November 4-7 the department will be assisting the fire department with the installation of the dry hydrants on Lane Road and Paradise Lane. They have also received the septic plan for the fire station and once Rymes is contacted the department will also begin work on the driveway at the fire station. Mr. Plunkett informed the board he is working on the budget and working with RAC.

Library:  Lucille Noel informed the board the of some upcoming events at the Library 10/30 Hydro Quebec will be having a presentation; 11/4 AARP will be discussing Affordable Healthcare; 11/9 Book sale; 11/15 the raffle drawing ends; 11/15 is Poetry Night it will be held at the Grange.

On 10/20 the Library had their cleanup day and the dedication was held.

Fire Department: Chief Quimby informed the board that all of the parts are in for the dry hydrant projects. He is working on the budget. Chief Quimby also inquired about the fire truck with the cracked frame. Mrs. Pinard stated that she had not heard back from Greenwood Emergency Vehicles and would follow up in the morning. Chief Quimby asked if we could get this resolved as they had issues with the Loudon fire truck the night before. Also a correction to the meeting minutes that Hooksett agreed to house the truck for 2 months not the entire winter.

Police Department:  Chief Clarke reported that they have power in the new garage and that next year he would like to work on possibly insulating it. Also Chief Clarke would like to thank Bobcat for allowing the department to utilize a piece of machinery at no cost to complete this project.

Emergency Management:  Nothing to Report.

Other Business:

Award of Landscaping Contract for 2014 Season
Mrs. Pinard presented the Landscaping Bids for the 2014 season. They were as follows:

Residential Remedies    $6,200 this is a flat rate and did not include spring clean ups
Saints Lawn Care        $6,875 included spring clean ups
BMC General Contractors $7,525 included spring clean ups

Mrs. Pinard explained to the board that the office did call Residential Remedies for clarification as to if they would complete the spring cleanup if requested as this is an option of the contract not always utilized. They gave the town the price of $40 per hour. Mrs. Pinard informed the even by adding in 10 additional hours for spring clean ups Residential Remedies would still be the lowest bidder at $6,600.

A motion was made by Mr. Jordan and seconded by Mr. DeBold to award the Landscaping Services Contract to Residential Remedies in the amount of $6,200 with the option of utilizing the spring cleanup at $40 per hour not to exceed 10 hours in the amount of $400 if the town chooses. Motion Passes

Award of Town Report Printing Contract
Mrs. Pinard presented the Town Report Printing bids that were received. They were as follows:

R.C. Brayshaw   $2,753  with front color cover
Wharf Industries        $2,812.50       with front/back; inside/outside color covers
Kase Printing           $2,935  with front color cover

Mrs. Pinard recommended Wharf Industries as it will give both front and back color covers inside and out.

A motion was made by Mr. DeBold and seconded by Mr. Jordan to award the Town Report Printing Contract for 2014 to Wharf Industries in the amount of $2,812.50. Motion Passes

MainStay Technologies Contract Renewal
Mrs. Pinard presented two options for the renewal of the contract.
Option 1 – A flat rate contract to include unlimited hours for services calls and access to 24/7 help desk at a rate of $975 per month for a total cost of $11,700

Option 2 – A block of 75 hours for the entire year and once the hours are used the town will then have to pay $125 per hour for any services calls made. This is $866 per month for a total cost of $10,392.

Mrs. Pinard recommended the flat rate as the town has already utilized all of the 75 hours in the current contract and are now paying for any service calls.

Mr. DeBold asked how the service was and inquired about the increase over the current year’s budget.

Mrs. Pinard stated the flat rate was an additional $1,800 over the current contract. She also said there have been customer service issues but they are working on those issues.

Consensus of the board was to discuss this next week when there would be a full board present.

Food Pantry Donation
A motion was made by Mr. Jordan and seconded by Mr. DeBold pursuant to RSA 31:95-n, the Board of Selectmen shall accept and authorize the expenditure of unanticipated funds in the amount of $30.00 received from Dawn Marshall and Blaze Konefal to support the Food Pantry. It shall be the responsibility of the Town of Chichester to maintain an accurate record of all funds, detailing their expenditure, and that such records shall be made available upon request. Motion Passes

Approval of Policy – Posting of Public Meetings and Access to Meeting Minutes Policy
A motion was made by Mr. DeBold and seconded by Mr. Jordan to approve the Posting of Public Meetings and Access to Meeting Minutes Policy as presented on 10/22/13. Motion Passes

Public Input
Ann Davis asked if the board had any names for the Agricultural Commission as they are having a hard time getting a quorum to the meeting to conduct business.

Mr. DeBold stated that he would think about it and try to come up with some names.

Mr. Hitchcock stated he would like to see an active Agriculture Commission in town.

Lucille Noel asked if the board would write up something urging boards and committees to send a representative to the Community Charrette Program Meeting on 11/21 at 7pm located at the Library.

Mr. DeBold asked Mrs. Pinard to draft something and bring it to the next meeting.


Being no further discussion, a motion was made by Mr. DeBold and seconded by Mr. Jordan to adjourn the meeting at 8:10pm.  Motion passes.

Respectfully submitted,
        
Approved 10/29/13

Jodi Pinard, Town Administrator




_____________________________________________________________________________________
Jeffrey Jordan          Richard DeBold  D. Michael Paveglio


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