Others present:  Henry Brackett, Diane L. Guimond, Town Administrator; and Kathy Hendry, Recording Secretary.

Chairman Griswold opened the Work Session at 6:30 p.m.

Selectman Reinhold mentioned that he had spoken to Sue Hooey regarding the pit projects. He asked her what, in relative terms, the commitments were. She said that basically there were 3 “piles”, #1 the smaller of the piles – the finance part. We would assume the responsibility of taking in the funds and writing the checks. Selectman LaCourse commented that we would be the “general contractor”. We would select the Sub-contractors to do the hauling. The person in charge would have a commitment 2 to 4 days full-time for each phase. First; bid specs would need to be generated, next bids would come in and we would go through opening process. Then, with their help review the bids and we would select the sub-contractors under their guidance for that phase. Ann said there would be at least 7 phases over the next several years. She thought there would be a lot of on-site time required to ensure hauling is being tracked properly. Only one phase will be completed THIS calendar year. Selectman Reinhold will meet with Sue over the next few weeks. Frank will take over the full commitment for this project. He feels that it is a Selectman’s responsibility. With the Board’s approval he will utilize Allan Dennis and Caren Rossi as assistants on this project.  

Selectman Reinhold said that #2 the process of the bids. Chairman Griswold stated that per Town policy, the Bid Opening should be done at a Selectman’s Meeting. Once opened, the bids will need to be turned over to Sue for compilation of a spreadsheet to make sure all is included in each bid. Town Administrator, Diane Guimond noted that, although on a much smaller scale, we had done that with the Town Buildings painting project to make sure we were comparing apples to apples.

Selectman Reinhold mentioned that he had not yet been out to the site and would need to see it. The #3 issue: “What to do with the dirt?” Frank will meet with Allan Dennis, Planning & Zoning and compile a list of all possible sites. Then he will submit a memo to the Conservation Commission and any other committee that may have input, and ask them for comments. After all comments have been reviewed, Frank will make a recommendation.

The Board discussed possible uses for materials generated and also where such materials could be stored. Pile #1: No more than 3 acres of good material that should be stockpiled. Pile #2: Lower quality material to be stockpile so that it is accessible for Highway Department use. Chairman Griswold mentioned that he would like to see the soil test results. Frank said he would get them from Sue over the next couple of weeks. Jim Griswold, John LaCourse and Diane Guimond would all like to be included on the site walk. Diane mentioned that Bob Smith will be at the June 23^rd Selectmen’s Meeting Re: C.I.P.

Selectman LaCourse discussed the Oyster River Advisory Committee, and wondered if an applicant had been selected. The Board had not made a recommendation, and as far as Diane knew no one had applied. There was a misinterpretation, the school board is requesting applications be submitted to them and someone from each town would be selected. Applications were due and we have no representation. John LaCourse suggested Alice McKinnon would possibly be a good choice. Chairman Griswold said he would contact Joanne Portalupe to check with the school board to see if she could be accepted.

Selectman Reinhold asked Henry Brackett if he had a revised Mission Statement, as what he had submitted originally was unacceptable. Henry said he would forward a copy to Chairman Griswold. Henry asked the Board for permission to put the documentation from the Long-Range Planning Committee on the Town Crier. The Board gave permission.

A discussion on the status of moving all meetings for July 1st to the Safety Complex brought up some issues as to what would be done with the space at the Town Hall. The Board asked Town Administrator Diane Guimond to draw up a floor plan, including costs, of setting up areas for the IT person, the Cemetery Committee, Welfare, and Supervisors of the Checklist. Chairman Griswold said that we will need to set up an area at the Safety Complex and also put a notice in the Town Crier that all meetings will be moving. Selectman Reinhold advised that the new I.T. person should have as job #1 set up his own office, and job #2 set up an area for Selectmen’s Meetings. Selectman Reinhold said we need to have professional sound and recording equipment including microphones and a podium. We need to be updated and up into get rid of the current portable tape recorder.

Old Business: Town Administrator Diane Guimond advised the Board that the issue of swimming in Wheelwright had not yet been resolved. She had an estimate of $ 12,831 for the new roof at the Town Hall. Durham well has already been renegotiated. Diane also mentioned that there had been some question about benefits. The Board commented that wage and/or benefit changes would be made upon receipt of the completed step-plan.

Approval of Minutes:   Chairman Griswold made a motion to accept minutes from the May 16, 2008 and also the June 3, 2008 Work Sessions. Selectman LaCourse seconded.  Chairman Griswold called for a discussion. There being none, Chairman Griswold called for a vote.  Motion passes. 

There being no further business, meeting was adjourned at 7:55 PM.

Minutes recorded by:

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Kathy Hendry, Recording Secretary

Minutes accepted by:

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W. James Griswold, Chairman

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Frank W. Reinhold, Jr.

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John R. LaCourse

Lee Board of Selectmen