FARMINGTON BOARD OF SELECTMEN’S
MEETING MINUTES
JUNE 9, 2003
(Public Session)
Attendance: Chairman Joan Funk, Barry Elliott, David Hall, Gerald McCarthy & Matthew Scruton
Staff: Ernest M. Creveling, Town Administrator, Paul Charron, CEO, Dale Sprague, Director of Water
& Waste Mgemt., Clark Hackett, Highway Supervisor, TC/TC Kathy Seaver
The meeting convened and was called to order at 6:00 p.m. by Chairman Funk.
Joan asked to make an announcement prior to the approval of previous meeting minutes. She said Beulah Thayer had donated two lovely pictures for Selectmen’s Chambers, one original and signed photograph of Henry Wilson and the other a lovely old pictorial of Farmington’s town landscape. Everyone present viewed the two framed pictures, noting they would make a lovely addition to Chambers’ walls.
Minutes
Barry Elliott motioned to approve the public session meeting minutes from May 12, 2003. David Hall seconded the motion. Matt said on page 5, in the top paragraph, it should say “the amendment to the motion passed”, not “ the motion passed.” Joan Funk motioned to approve the minutes as amended. David Hall seconded the motion and the vote was unanimous.
Public Comment
Chairman Funk asked those present this evening to keep their comments brief due to the length of the agenda. Both Jane and John Wingate came forward and John read a letter they had both drafted to the Selectmen. The letter addressed their complaint about Farmington resident and business owner, Butch Barron spreading what they believe to be sludge on land in Farmington. The letter noted that they had brought this issue to the attention of two Selectmen and the Code Enforcement Officer, as well as asking NH DES about it. John said DES responded to them by providing forms and information concerning possible violations. The letter then accused the Board of Selectmen, the CEO and NH DES of serious under-attention to this matter. They said resident Janet Kalar has also complained about this
to the CEO and the Town Administrator. Wingates’ letter went on to say the Town ordinance concerning the land application of sludge should prevent this action by Barron Bros., noting the essential point is, the material being spread is in fact sludge. It was at this time Chairman Funk read some information from a letter from Town Counsel stating that NH DES has in fact performed analysis of this material and have already determined it not be sludge.
Margaret Russell then asked the Selectmen if they have a policy in place regarding the appointments to boards and committees and the filling of vacancies. She read from policy information she was provided with and said her question is: on May 12th, why was Bob Moholland appointed to the ZBA without a letter of recommendation and why was Bill Tsiros moved up from an alternate on the Planning Board to a full board member without a letter as well. She then wondered if the new appointment policy had indeed been adopted. Ernie said a new policy is being drafted, due to problems with the recommendation process, but this has not been handled immediately due to other much more pressing matters. Margaret said the letters against the appointment of Brad Anderson were utilized not to appoint him to
the Planning Board, yet these new applicants were considered without letters. Barry said the actual committee Chairmen should have been and were in fact, well aware of the vacancies and it was their respective options not to comment on the appointments.
Ed Mullen then came before the Selectmen and said the Foster’s Daily Democrat newspaper is producing additional inserts promoting new readership/subscriptions to their publication and this is being done in the form of free papers which are left all around Town, by the deliverymen, at the homes of non-subscribers,. He said these free papers are left lying around everywhere littering Town and creating trash. He said his question is why isn’t this type of action considered littering and why can’t the newspaper be fined for littering. Ed asked if the Selectmen would permit him to nicely “go after” the Fosters regarding this problem and the Selectmen told Ed to feel free to speak with them. Former Selectman John Fitch said if
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someone were to speak with the carrier, this problem could be easily rectified. Gerry said Ernie should write a strong letter to the Foster’s regarding this issue.
Right-to-Know
Ernie said the Selectmen are aware of the draft policy, which he brought before them a few weeks ago concerning “Right-to-Know”. He said the staff and legal counsel have fully reviewed this and it is now ready for adoption. Ernie said if the policy is adopted tonight, then copies would be distributed to all the Selectmen and to all department heads, boards and committees. Barry Elliott motioned to formally adopt the “Right –to-Know” policy. David Hall seconded the motion and the vote was unanimous. Barry asked if the taking of meeting minutes should be discussed at greater length and Ernie said yes. He said he would like permission from the Board to appoint a secretary to the Conservation Commission and for the ZAMPS committee. He said
this would assist them in getting their meeting minutes to the Town offices in a timely fashion. Barry Elliott motioned to authorize Ernest M. Creveling to hire a minutes secretary for the Conservation Commission and for the ZAMPS committee. Joan Funk seconded the motion and the vote was unanimous. Gerry asked how much the secretary would be paid and Ernie said $10-$12.00 per hour. Gerry asked who would be hired and Ernie said he could advertise the position, noting he offered the work “in house” first, but said the current Town staff are simply too busy already.
Unpaved Road Maintenance Proposal
Clark said upon request of the Selectmen he and Ernie have visited the town of Sandwich, NH to view their unpaved roads. He said their roads are 10’-16’ wide and they utilize Geotextile matt underneath the surface, which was then covered with gravel. He said this process prevents problems with mud and water drainage as well. Clark then referenced the fact he has spoken with UNH Technology Transfer regarding the State D.O.T.’s and federal government’s rules concerning traffic usage and what warrants the paving of gravel roads. He said the feds say 280 trips per day warrant paving and the State says 150-200 trips. Clark said he has itemized the priorities of gravel roads in his proposal and then proceeded to review his breakdown of the needs and costs per road.
David asked how the geotextile matting works and Clark explained the technique and how both he and Ernie felt the difference when riding the roads in Sandwich. Joan asked if this would reduce the need for calcium chloride and Clark said, only whether to use flakes or liquid, but that it would still need to be applied to the roads. Manny Krasner said he had no issue with the small trees slotted for removal for this project and agrees the ditches need clearing, but said the culverts should be pushed back. Clark said the problem with doing this, is the further back they’re pushed, the more successful the drainage, but then the issue is, the trees for removal are usually larger. Manny said Reservoir road is a steep and dangerous hill, but the Selectmen need to know this proposal is only a
“band aid” approach and no matter what, “Mother Nature” will prevail. He said years ago similar work was proposed, but unsuccessfully. Manny said back in 1995 there were plans to pave the gravel roads in Town, but this was never followed through. He said it is his hope these plans would again be considered and implemented. Gerry said these plans were changed to coincide with the Master Plan and Manny said precisely, the Town should have “zigged”, when it in fact “zagged.” He again urged the Board to consider at least paving Reservoir Road hill. Clark said he addresses this issue further along in his proposal (see the attached).
Clark said if the Board of Selectmen vote to approve his proposal, he’d like to earmark the necessary trees for removal, in order to have them included in the annual tree removal performed by an outside contractor. Barry asked if the gravel used would be crushed or screened and Clark said crushed. He said Farmington has stock of crush gravel, but if he runs out, additional gravel can be purchased in small amounts from Pike Industries. Barry asked about the installation of the matting and Clark said it must be overlapped, not wrinkled and laid with the correct side up. Barry suggested that Clark speak with the supplier of the matte, concerning their recommendations for installation. Barry Elliott made a motion for Clark to proceed with his proposal for gravel road maintenance.
David Hall seconded the motion and the vote was unanimous. Clark said the problems with washouts could and would still occur however and paving should eventually be considered. He said the paving of these roads would save the life of the grader, enable the highway crew to devote more time needed for repaving preparation projects and other serious concerns. He said it would mean less material would be required for road maintenance (sand, salt, etc.) and there would also be less wear and tear on the trucks and sanders, etc.
David said if the Selectmen were to look at the possibility of considering paving more of the roads in Town, then they would need to know the estimated costs. Matt agreed, saying these figures should be
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presented for revisions to the Capital Improvement Plan (CIP). Gerry said he’s not comfortable considering paving more of the Towns’ roads until he is sure this would really be the answer. He said he
feels it conflicts with the Town’s Master Plan and the sentiments of a large percentage of the community. Gerry said if the Board of Selectmen is going to consider this, then the Master Plan should be revised first.
Joan asked why the original 10-year paving plan wasn’t followed through with and Clark said between previous Administrators and the voters voting down proposals, the paving program wasn’t implemented.
Barry said the CIP and Master Plans are slated for review and renewal at this very time. Ed Mullen said safety is an issue on Reservoir Road, as Clark noted and paving of at least the hill should be considered. He then suggested holding a public hearing to notify people and to inform those who would be affected by such plans. Ed asked Clark if the geotextile matte is used for regular road preparation prior to paving and Clark said, not usually. He said it is primarily used for wet, swampy areas where water is a problem. Ernie asked if it is used for boggy areas, then wouldn’t it be sufficient for road preparation to pave and Clark said yes, along with other sub-grade preparation.
Jane Wingate said it was her that suggested Farmington review the gravel roads in the town of Sandwich. She agreed the roads are narrower and less traveled, but her question is: couldn’t Farmington maintain their gravel roads just as well as Sandwich, but simply wider? She said the Selectmen should consider this.
Intersection of Rte # 11 & Rte # 153
Ernie said he has no new information regarding the redesign of the intersection. Gerry said he’s afraid the project isn’t proceeding as promised. Ernie said he spoke with the State approximately four weeks ago and the project is “still a go”. He said he has received no word, to date, regarding the new governors’ budget cuts.
E 911
Paul Charron said the draft ordinance toward the final implementation of E 911 has been revised and all the enforcement provisions have been removed, upon advice from Town counsel. He said the important issue is to keep the project on schedule. Paul said if it is to be ready by August, as the state proposes, the Selectmen need to address the adoption of this ordinance as soon as possible, inclusive of scheduling a public hearing. He said if the Selectmen are comfortable with this new version, they could proceed with the scheduling of a public hearing. Gerry expressed his concern about the membership of the E 911 Commission, being mainly comprised of residents versus non-residents such as the Town Administrator, the CEO and the Chief of Police. Barry Elliot made a motion to post the E 911
ordinance and to schedule a public hearing for June 23, 2003. David Hall seconded the motion and the vote was unanimous.
Fire Dept. Hall Rental Income
Ernie said Chief Goslin is on vacation and he would reschedule him to come before the Board. Gerry said he had some questions to pose to the Fire Chief and Joan asked that Gerry wait until Ky could be present
Junkyard Policy
Paul Charron said the junkyard licensing ordinance addresses and can control the extent of a junkyard operation, by limiting the size of the junkyard to a parcel or a portion of a property owner’s parcel. He said the State is now offering an educational program to train and to educate folks on the environmental impact of junkyards. Joan asked Paul about renewing a violator’s license. Paul then explained how clean up requires licensing as well, in order to ensure that clean up is properly done in accordance with “best management practices” and to ensure the safety of people, animals and the environment. David asked Paul if he recommends fines be charged to violators. Paul said going to court and issuing fines is historically not successful, but issuing a violator’s license can assist in the process. He said there is no way to collect fines or issue cleanup licensing at this time. Gerry asked who would inspect the cleanup and Paul said he would perform the inspections himself,
in conjunction with the Fire Chief and the State. Gerry asked if the local garages in Town are inspected by the Town’s CEO and Paul said no, the NHDES and the federal government strictly inspect them. Gerry asked why the State doesn’t perform junkyard inspections and Paul said they do not have adequate staffing for this and simply couldn’t keep up with it. David said he recalls the Fire Chief saying he doesn’t have the authority to inspect junkyards and Paul said he includes the Fire Chief for emergency access inspection. Barry Elliott made a motion to post the junkyard policy/ordinance and to schedule a public hearing for June 23, 2003. Joan Funk seconded the motion. TC/TC Kathy Seaver said prior to one particular property’s cleanup, it has been done at the expense of the
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Town, the property owner who began his cleanup is now continuing to collect even more junk so the property is now just as bad as it used to be. She said the property owner has since declared bankruptcy, so the Town will only receive approximately $600.00 per month, when in fact $15,000 has been owed since 1996. She said junkyard cleanup is very costly. Ernie said with an ordinance for policy and procedure, which has more “teeth” than the state law, it should probably go before Town Meeting. Paul said Towns can enforce stricter law than the state, just not less than the state. Ernie said he would need to check further into this and clarify. Paul Charron said Town counsel recommends this ordinance. Jane Wingate asked what constitutes a junkyard and Paul said more
than one unregistered vehicle, trash and rubbish. Jane asked if there are clear-cut guidelines. Joan asked if perhaps the Board should wait. Ernie said they could still hold a public hearing. The vote was unanimous. Discussion ensued regarding having a public hearing for this issue on June 23rd also.
Hardship Abatement & Tax Deferral
Kathy said she’s available for any questions the Selectmen might have. She said her biggest concern is that the new Board of Selectmen not grants abatements without the appropriate consideration. Kathy said previous Administration had used the Town’s welfare guidelines, as criteria for eligibility. Barry sought confirmation that this is within the letter of State law. Ernie said yes. Kathy said there are many more than usual, due to recent large tax increase. She said many of the applicants are ineligible, if the Board reviews all the applicable information. Matt asked for Kathy’s recommendation. She said there is only one applicant that is truly eligible. Kathy said there is a July 1st deadline for notification to the taxpayer and
she needs the Board’s decisions as soon as possible. Matthew Scruton motioned to approve the abatement request for $14.00 and to deny the other two requests, with letters notifying the property owners of the decision, based upon the elderly exemption state law RSA72:39a guidelines. Joan Funk seconded the motion. Discussion ensued. Barry asked if anyone knows what repercussions there would be. Kathy said there should be none, particularly if the taxes decrease, as projected. Gerry asked about the State limits for the elderly exemption. Kathy said she’s looking tonight only to adopt the state limit for hardship abatement, because it’s less than the Town of Farmington’s exemption limit. She then explained the difference between exemptions, deferrals and abatements. Gerry expressed concern about the intent. Kathy said as soon as the revaluations are complete, there will be petitioners
seeking revision of the exemption limits, which makes sense anyway. The vote was four in favor and one opposed. The motion passed.
Kathy asked the Selectmen about the number of unsigned warrants awaiting a quorum of their signatures. She said she needs more than two signatures now that there is a Board of five members, but only two come in regularly to sign them. She said she now has warrants going back to April. Kathy said both Joan and Gerry are signing, and years ago she was told there was no time at the meetings for the signing of the warrants. Barry said the signing of warrants during the meetings would work best for him.
Planner’s Contract
Ernie said back in November and December of last year. The Planning Board and ZBA Chairmen, the CEO and himself met with planner, Mike Garrepy regarding the preparation of a Town ordinance and site and plan reviews. Mike has sent the basic contract, in which he worked the terms with Town Counsel to set forth his conditions. He said basically there would be two different rates, one for site review and one for regulation review. Paul said the developer review cost is passed on to the developer and the regulation is paid for through appropriations. Joan expressed her concern about a recent phone call involving a single sub-division, which for some reason required a planners’ review. She said it was a simple one-lot sub-division and was uncomplicated, noting the CEO and the Planning
Board should have been able to handle it. Joan said she feels not all applications should necessarily require review by the planner and could be handled “in house.” Barry said originally he wasn’t sure if he supported hiring a planner, but after working with him, he now feels he is an asset to the Town. He said the problem now is how to develop criteria and this is something that definitely needs to be looked further into. Barry said sometimes the planner might be too literal in his interpretations. Gerry said nowadays Farmington needs not only a lawyer, but a planner as well, noting the Planning Board members simply are not qualified enough. Ernie said what’s unclear is the Planning Board needs to establish criteria for smaller scale plans. CEO Paul Charron explained the breakout of the planner’s time for review, both for personal and Planning Board meeting attendance. Barry asked what the intent of the
fees currently being charged is, wondering at what point Farmington would have to pay for a planning department or if the applicant/property owner would have to support the costs.
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He said this should be the first decision when the Planning Board develops a fee schedule. He said most fees charged now are for the planner’s costs and are all charged to the applicant. Barry said the Planning Board really needs to decide. Joan said notification needs to be addressed too, because applicants aren’t necessarily always privy to the charges or their amount(s). Paul said at this point everyone is equal, due to there being no formally established policy at this time. He said the staff couldn’t determine. Gerry said he couldn’t believe the Planning Board has the authority to set the fees without the Selectmen and without Town Meeting vote. Paul said NH state law permits this and Ernie said that legal counsel concurs with this.
Margaret Russell said the Selectmen do need to make a decision, agreeing that fees are important and noting some/many people in Town will never subdivide, build or develop in Town and they should not have to absorb planning costs as part of their taxes. Joan agreed. Margaret said a planner is integral and protects neighboring property owners to subdivisions, etc. Barry asked what type of funds does the Town of Farmington have to work with to pay a planner. He said if a moratorium is put into effect, to prevent further subdivisions, ample funds would be needed to assist through this process. Ernie said $10,000 has been allotted to the Planning Board and there is another $10,000 in Capital Reserves for the updating of the Master Plan. Discussion then ensued regarding the calling of a
Special Town Meeting.
Margaret Russell then supplied a letter sent to Barry Elliott the requesting of Board and Committee Chairpersons for letters of recommendation pertaining to applicants to boards and commissions. Matthew Scruton made a motion to enter into an agreement and accept the contract with Planner, Michael Garrepy. Gerald McCarthy seconded the motion and the vote was unanimous.
Chairman Funk recommended a five-minute recess. The time was 8:18 p.m. The meeting reconvened at 8:33 p.m.
Building Permits on Private Roads
CEO, Paul Charron said he spoke with an attorney for NHMA who said state law provides for the Selectmen “to drive the train”, so to speak. He said the attorney suggested not going permit to permit, but instead road to road. Paul said the Selectmen are the overseers of public safety and to look after the best interest of the Town. He said the Board needs to look at the road on which a building permit applies, and then make a decision. Paul said there are 12 applications for building permits already reviewed by the Planning Board. David Hall asked about the status of E 911 for emergency status, concerning location of properties. Paul said roads will get names and properties will receive location addresses. Barry Elliott motioned to approve the building permit
application for Healey, Tax Map R 13, Lot 11. Joan Funk seconded the motion since the application is for a replacement home. Discussion then ensued regarding the fact that a private road agreement must be signed prior to beginning construction. Gerry said his understanding is all aspects of construction need to be considered, including road standards. Barry explained his interpretation of the new state law, as the Selectmen have the authority to issue building permits on private roads. He said this is the first time the Town will have the opportunity to address inappropriate or insufficient road standards for permits which were issued years ago, by now being able to prevent further construction. He said the Planning Board has been working on road standards for some time now. Barry said the issuing of any other permits before the Selectmen tonight would be premature. David then read the state law and Barry asked for
Ernie’s opinion. Ernie said he’s not sure how prevention of a building permit on a private road, with homes already on it would work, particularly as it pertains to improvement of road standards. He said some permits are for lots already in existing subdivisions and then the road standards could then perhaps be enforced.
Barry said, “Okay, then who is going to set the road standards?” Ernie said this is a point well taken and the Planning Board can further develop and put standards into place, but the tougher question is when construction already exists on a private road, what to do then? Barry said the responsibility for emergency access is an important consideration too. Paul said the Town needs to be careful about the development of road standards, due to ending up being forced to adopt roads. He said building permits should not drive the process. He said by determining the issuance of building permits by the road and not by the permit application itself is the way to go. Paul said a Lancelot Shore property owner spoke up about how the Lancelot Shores Assoc. (LSA) is now addressing the
issues of their roads. Paul said part of the consideration in the process, is the Master Plan. Then another property owner spoke up about having bought waterfront property, which he’s now being told he couldn’t yet build on. Matt said he agrees with the policy to allow building permits on private roads, which already have existing homes. Gerry expressed
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his concern about liability to the Town of Farmington. Ernie said that’s why the “hold harmless” agreements must be signed. Gerry said tonight is the first time he’s heard about the Selectmen having such authority. Paul reviewed the Planning Boards’ recommendations to the Selectmen. He said concerning those applications for Lancelot Shores, he has provided an individual summary for these. Paul said there would be a meeting with the LSA Chairman this week and he would bring back the Associations’ plans to the Planning Board for their July 1st meeting. The vote was four in favor and one opposed. The motion passed.
Application # 2: Tax Map R18, Lot 10/Cardinal. Gerald McCarthy made a motion to approve this application. Joan Funk seconded the motion. Barry said in reviewing permit applications this way, the Board would be setting precedence. Discussion then ensued regarding the process. Gerry said his only reason for approving this particular application is because he knows where it is. He said he wouldn’t approve of anything, without knowing where and without reviewing the site. The vote was four in favor and one opposed. The motion passed.
Application # 3: Tax Map R 44, Lot 29/Delpozzo. Discussion ensued regarding the fact the lot is within the paved portion of Yonder Ridge Development. Paul said Tax Map R 44, Lot 30 is not being granted a building permit, preliminarily. Joan Funk motioned to approve the building permits for Tax Maps R 44-Lot 16, R 44 Lot 59, R 52-25 & R 44-15/all for Houston Homes. Matthew Scruton seconded the motion and the vote was four in favor and one opposed. The motion passed.
Joan Funk then motioned to table the remaining building permit applications Tax Map R 6, Lot 141, R 6, Lot 158, R 6, Lot 96, R 4, Lot 10 and R 6, Lot 83, not yet approved by the Planning Board, until further input is received from them. David Hall seconded the motion. Discussion then ensued. A new property owner of a waterfront lot on Lancelot Shores said he doesn’t see/hear fairness in the decision of the Selectmen this evening. Gerry said tonight’s approvals are based upon Planning Board recommendations, based upon their expertise. Matt said he doesn’t see why the Board of Selectmen should delay a decision based merely upon road standards. Joan asked if it is possible if all concerns are addressed, that at tomorrow night’s meeting between Paul Charron
and the LSA, a phone poll of votes from the Selectmen could be taken? Discussion then ensued regarding the full docket for the Planning Board the night of their June 17th, meeting and why the decision is being held off until the July 1st meeting. The vote was four in favor and one opposed. The motion passed.
SEA Consultants Contract Amendment
Jim Bolduc, engineer for SEA Consultants was introduced to the Board of Selectmen. He told the Selectmen the Planning Board had issues with the original contract and asked for an amendment regarding site plan review. David asked about the $750.00 per acre charge established by SEA Consultants. Jim Bolduc said after research they found $750.00 to be a reasonable estimate for sight unseen, but upon review the actual amount of the charge would be calculated. Jim said some specific considerations that SEA Consultants Engineers would review, address issues of downstream drainage, traffic impact, etc. He said this amendment includes subdivision sites versus only single-family sites. Jim said the Town’s planner and the Planning Board would determine which site plans would require further
review by SEA Consultants and before any review by their engineers, SEA would provide a written estimate. Discussion then ensued regarding escrow. Barry said this would become a cumbersome process, noting he hopes the Planning Board would use common sense before deciding what would go before the engineers. He said he’s afraid of the Planning Boards’ “knee-jerk” reactions. Barry said the rates seem steep. David asked if someone/applicant has already paid to have their engineer review the plan, then why should another engineer have to review it yet again. Paul said peer review is needed and he himself, as the CEO, as well as the Planning Board members, are not qualified. Paul said mistakes are made by engineers and occur regularly and then a town ends up stuck with the problems that result. Jim Bolduc spoke about the times when engineering consultants are most valuable. Gerry said this is a protective
measure for Farmington and he has no problem with the rates. He said the Planning Board needs to be given the ability to have these services at their disposal. Gerald McCarthy made a motion to approve of the amended contract with SEA Consultants. David Hall seconded the motion and the vote was unanimous.
Parks & Recreation
Ernie said he is acting on behalf of Parks and Recreation Director, Kerry Mucher in speaking to the Selectmen tonight. He said the two downstairs entrances at the old Town Hall have no light switches. She put the electrical work out to bid and wishes to recommend the award of the electrical contract to Langis
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Electric. He said Kerry notes they’re a local contractor and have donated a great deal of time and money to the Parks and Recreation department. Barry Elliott made a motion to approve awarding the electrical work/bid to Langis Electric. David Hall seconded the motion. Matt asked if there are two competent bidders, why wouldn’t Farmington select the lowest bidder, noting he thought this was the whole reason behind the bid process. Joan said LaClair Electric is also a contributor to Town benefit. Ernie said the Town does try to spread its business around and LaClair Electric was the primary contractor for all the work at the Municipal Offices building. The vote was three in favor, one opposed (Matt felt award should go to lowest bidder) and one
abstained (Gerry’s brother-in-law is Langis Electric: conflict of interest). The motion passed. Gerald McCarthy motioned to give Kerry Mucher permission to spend the $800.00 remaining from the discontinued Nute Ridge Half Marathon budget, on the Senior Nights in the Park program. Joan Funk seconded the motion and the vote was unanimous.
Utilities Acceptance on Private Roads
Dale told the Selectmen policy is needed to ensure that approved private development for water/sewer designs meet sufficient standards in preparation for request that the Town take them over. Barry said his big question is, where the development occurs. Dale said he’s not looking at it with that broad a perspective. He said his concern is when a development project is begun in Town, the Town needs to make sure that certain criteria are followed, in the event of the request to accept their utilities. He said peer review, standard construction practices, oversight, passing performance testing and the establishment of an escrow account are just a few. Gerry wondered why this would be in the Town’s best interest to adopt a policy in preparation to accept outside systems. Dale
said as the Director of Water, he’s responsible for water quality and as long as “he’s” supplying the water to their free-flowing taps, then it’s imperative preliminary guidelines be met. Dale said the benefit is the Town can then pass on the expense to the particular association/development. He said maintenance on collection systems is minimal, but waste collection/processing is very expensive. Dale said at some point, the associations/development’s pump stations will fail and the Town will be asked to take them over. He said he wants the assurance of adequate construction and maintenance, etc. Dale said he feels it would be easier/cleaner to merely take them over. Barry said then there are the problems of private road maintenance and the problems could go on and on from there. Barry said he just assume the Town owns all the water lines. Joan asked if Dale needs an answer tonight and Dale
said no. Barry recommended the addition of “performed by a licensed surveyor” to item # 6 regarding the “as builts” in the draft of the acceptance policy. Dale said he’s not sure how the Selectmen wish to proceed with this but it is something, which needs to be addressed. Joan agreed the Board needs to have some workshops to handle issues such as this.
Generator Bids
Dale said he received bids for the new generator and he recommends accepting the bid from Southworth-Milton. He said the bid process did in fact trim some money off from the original estimated prices, but the problem with the lowest bidder is, they are out of Miami, FL and transportation is an issue. He said Southworth-Milton is also offering a two-year warranty versus all the other bidders only offering one year. Dale said the price of $29,325 represents $7,331.25 as the actual cost to Farmington with the state grant of 75% covering the remaining cost. Gerald McCarthy motioned to award the bid for the new generator to Southworth-Milton at a cost of $29,325. Joan Funk seconded the motion and the vote was unanimous.
Wright Pierce Contract
Gerry said he had a question regarding the aerators for the Wastewater Treatment Plant. Dale said the original contract cost includes two new aerators. He said the new proposal is to do an alternate bid, but he really needs the oxygen in the ditches from the months of December through May. Dale said he’s trying to be conservative. Gerry asked if there are standards, which require Dale to comply and Dale said no, but his plant is simply not at the appropriate functioning capability. Barry asked about on site supervision and Dale said this is covered under a separate contract. Discussion then ensued regarding contingencies. Dale said he had Wright Pierce fax over a tabulation of their estimates versus their actual costs and their chart show they are within 5% of actual costs.
Dale said due to how close they are in their estimates; he doesn’t feel a lot of additional expense would be incurred in contingencies. Gerry said he has a problem with the aerators, wondering if it’s really necessary to have them, wondering if Dale would be able to continue to use them when the plant is rebuilt. Ernie asked Dale for the consequences if some of these upgrades aren’t performed and Dale said if the intake load is increased, as a result of moderate growth, then the plant may not be able to handle it and maintain a good effluent. He said this would mean “not passing muster” with
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NH DES. Dale said he could ask Wright Pierce for an actual breakout of the cost of the aerators. Barry asked for estimated cost for a new wastewater facility and Dale said it would be in the neighborhood of $4-5 million dollars. He said the Town needs to keep its ability to accept a variety of businesses when considering a future plant rebuild. David said this portion of the upgrade of 1.3 million dollars would be covered 20-30% by the state, wondering if perhaps the Town could bring this before the voters, as a “full boat” project years down the road. Barry asked for the amount in Capital Reserve and Dale said he thinks it’s approximately $500,000, but he isn’t sure. Barry said in looking at the long-term picture it is important and there are so few users; the
impact of this type of project puts a great burden on the user. He said there needs to be a balance of the cost somehow. Barry said for example, many businesses on Rte # 11, not currently on the public water supply should be made to connect to Town service. Barry Elliott made a motion to approve the contract with Wright Pierce for the wastewater treatment plant project. Joan Funk seconded the motion. Matt asked if the funding of this project would be discussed further and Dale said yes, by all means. The vote was unanimous.
Water/Sewer Abatements
Turner abatement-Barry Elliott motioned to grant the water/sewer abatement for Turner. Joan Funk seconded the motion and the vote was unanimous.
Wallace abatement- Dale said he doesn’t feel this abatement should be granted. Barry Elliott motioned to deny the water/sewer abatement for Wallace. Matthew Scruton seconded the motion and the vote was unanimous.
Advent Christian Church-Gerald McCarthy motioned to grant the water/sewer abatement for the Advent Christian Church. David Hall seconded the motion and the vote was unanimous.
Other Business as May Come Before the Board
Ernie said Health Officer, Deborah Lee has brought to his attention a $5,000 grant for the purchase of new radios and a repeater, noting submission for the grant is due by this Friday.
TC/TC Kathy Seaver came before the Board expressing the need for improvements to her office both inside and outside of her service counter. She said she’s been having trouble getting bids, but Francis Marcoux is willing to perform the work. Joan asked if there are funds available and Ernie said approximately $3,000 remains from the municipal office project. Kathy said she doesn’t want to put a “band aid” on this problem, but Francis has quoted $5,000. She said the counter windows would need to be moved too, noting the other contractors she spoke with aren’t interested in such a small job. Ernie said at the next meeting he would report exactly how much money is available. He agreed if the front counter isn’t safe, the problem should be addressed.
Matthew Scruton made a motion to authorize Town Administrator, Ernest M. Creveling to sign manifests under $100.00. Gerald McCarthy seconded the motion and the vote was unanimous.
The meeting adjourned.
Respectfully submitted,
Lynn C. Seaboyer
Admin. Asst.
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