FARMINGTON BOARD OF SELECTMEN’S
MEETING MINUTES
SEPTEMBER 8, 2003
(Public Session)
Attendance: Chairman Joan Funk, Matthew Scruton, David Hall & Barry Elliott
Staff: Ernest M. Creveling, Town Administrator, TC/TC Kathy Seaver, Director of Water & Waste
Management Dale Sprague, Highway Supervisor Clark Hackett & TC/TC Kathy Seaver
The meeting convened and was called to order at 6:00 p.m. by Chairman Funk.
Minutes
Barry Elliott made a motion to approve the minutes from August 25th, 2003. Joan noted a correction needed to pg. #3, to include the word “administration” concerning reporting back to the Selectmen after taking classes. Barry Elliott motioned to approve the minutes from August 25, 2003, as amended. Joan Funk seconded the motion and the vote was unanimous.
Joan noted a few spelling corrections needed on the non-public session minutes from August 25th. Barry Elliott motioned to approve the non-public session minutes from August 25, 2003, as amended. Joan Funk seconded the motion and the vote was unanimous.
Public Comment
Resident Steve Dean, Commander of the local American Legion asked the Selectmen for input concerning the Veterans exemption. He said currently the Town offers a $100.00 Veteran’s exemption and at this time he would like to ask the Board of Selectmen to consider increasing the amount. Commander Dean said he noted the list of qualifying wars makes no mention of navy personnel on ships off the coast of Vietnam. He said these vets were in the “theatre of operation”. Kathy Seaver said the qualifying wars are listed by State RSA law and cannot be determined by the Board of Selectmen. Discussion then ensued regarding Vietnam war qualification. Steve asked if Farmington would recognize naval personnel that served between December 1961 and May 1975 and Kathy said all veterans
who served during this period qualify. Steve then asked the Selectmen if they could give him a guesstimate of the increased exemption amount they might consider granting. Joan said the Board is not yet at that point, but would be discussing this further this evening.
Steve asked if the Selectmen might consider increasing the exemption to $250.00. Kathy said to increase the exemption to $500.00 it would have an impact to the tax rate of .56 and a $250.00 exemption would amount to a .28 impact. She said the Town of Bow, NH offers a higher exemption, but Bow is a much wealthier community than Farmington and can afford to bear the brunt. Steve wondered about the ability for a Veterans’ exemption to be retroactive and Kathy said exemptions only apply from the time they leave service. She said the Selectmen could enact an increase of the exemption amount, as a result of petition or they could choose to place their request for an increase on the Town Meeting warrant for 2004. Steve then asked for the Selectmen’s sentiments and all members of
the Board said they are in favor of an increase, but are not sure what amount would be brought forward for vote.
Barry asked when the revaluation would be complete. Ernie said it would be complete by next year. Discussion then ensued regarding the tax billing process. Barry asked when the Selectmen could vote on this and Ernie said anytime between now and the end of January. Barry asked if it would be best to consider the amount during budget season and Ernie agreed that would be best. Barry Elliott made a motion to have an increased Veteran’s exemption placed on next year’s warrant (the amount of the exemption to be determined). David Hall seconded the motion and the vote was unanimous.
500 Boys & Girls’ Club Ball Fields Project
Randy Talon, surveyor for the ball fields’ project, came before the Board of Selectmen to update them on the project. He said those working on the project have asked Pike Industries for another extension. He said as surveyor, he has done probes of the land and has hit considerable ledge. Bob Talon said they came up with a revision to the plan to move the fields away from the ledge and have determined they will now need approximately 1.26 acres of Town owned land, which will allow them to move the fields further from the ledge. He said they are shooting for the date of October 7 for the closing and said they now need a lot line adjustment. Bob said this would be a seven year project if they aren’t able to move the fields, and much more expensive ($120,000 to blast the ledge).
He said if they can obtain the 1.26 acres of Town land they will be able to move the fields by 180’ and the project will be much more reasonable. Bob said if,
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unable to move the fields, the ledge would have to be blasted out, which would leave 18’ of sheer face, which would then require fencing off. He said this all hinges upon Pike’s approval of their request for an extension. Bob said they need time for the lot line adjustment and ensuing Planning Board approval. Brad Anderson said the project has been underway for years and although the original Conservation Commission goals have been somewhat compromised it will be worth it to see the fields available for the youth of the community. Joan asked if Randy Talon needs anything from the Board of Selectmen and he said no, they only wanted to provide an update and to keep the Selectmen “in the loop” as a courtesy to the Town.
Brad said Pike Industries has been very cooperative and it’s understandable that their patience has been tried.
Routes 11 & 153 Intersection Redesign
N/A
E 911
Ernie said the revised maps from the State were received today. He said the changes have been made, but the maps haven’t been reviewed yet. He added, if they don’t get moving on this, the implementation won’t be until next year. Ernie said he’s not sure if the Selectmen are comfortable approving the maps tonight or if they would like to have another meeting in this regard. Barry asked if a public hearing is necessary. Ernie said Town Counsel hasn’t returned his call, but the Board of Selectmen already had one public hearing regarding street name changes. Barry said yes, but that hearing wasn’t about the actual physical address changes. Ernie said that’s the problem and is why he contacted Town Counsel. Discussion then ensued
regarding the problem with implementation by the year’s end, if the Selectmen want to have another public hearing. Ernie said there is still a lot of work left to perform. He said they could post a public hearing, as required, to provide an opportunity for the public to view the new maps. The Selectmen agreed enough time has passed and as long as any future changes could still be made after the approval of the maps, then perhaps the Board should move forward with it this evening. Ernie said the State has provided literature, driveway stake flags, approval letters, etc. to mail to townspeople. Matthew Scruton motioned to approve the newly revised E 911 maps from the State. Joan Funk seconded the motion. Barry said he’s frustrated to have to approve the maps so suddenly, saying he can just see problems “on the horizon.” He said he doesn’t like the idea of having to rush through this process. The vote was three in favor and one opposed. The motion passed.
Main Street School Building Railings
Ernie said he originally had obtained only two estimates for railings for the front of the Municipal Office building. He said he now has a third bid. He said he considered having the Highway dept. perform the work, but noted they don’t necessarily have the ability or the time to do the work. Ernie said currently there are liability issues concerning public safety without any railings. He said the third and lowest bid he’s not real comfortable with. He said after discussion with the bidder, he learned this is not really his area of expertise. Joan asked if this is Milton Fabrication’s expertise and Ernie said yes and gave the example of the New Durham Town Office building railing, which they made and installed. Barry Elliott made a motion to approve of the
exterior railing bid from Milton Fabrication, in the amount of $4,400.00. David Hall seconded the motion and the vote was unanimous.
TC/TC Office Reconstruction
Kathy Seaver then presented her proposal for reconstructive work to her office. She said the C.I.P. committee felt the $2,500 down payment could be given to the contractor now, with the work beginning now and to be complete by January 2004 and the remaining balance due, payable upon approval of next year’s budget. She said the bulk of the work would be performed at the contractor’s home and the installation could be done over weekends, so there would be no interference with her office’s business operation. Ernie said the Selectmen could approve this, if they wish, but asked if they would wait until after he obtains the estimates for a municipal building sign for out in front of the building. Barry said he’s not comfortable appropriating $5,000 without a design and a
breakdown of the costs for labor and materials. Matt said the quote is from last December, wondering if it is still valid and Kathy said yes, she checked and the contractor has said the price stands. Joan said the Selectmen would get back to Kathy after the next scheduled Selectmen’s meeting.
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Resident John Law asked about the Rte #153 & 11 intersection redesign and Ernie said the project is moving along and would be going out to bid by the end of this year. John then asked if there was any fear of State funding cuts to the project and Ernie said no.
Water/Wastewater Dept.
Dale said, as the Selectmen know there have been issues concerning septage disposal. He said he has provided the Board with information concerning where other communities dispose of their septage and what the cost is. He said the average disposal cost is $70.00 per 1,000 gallons, noting the difference being, the higher cost is for disposal at wastewater plants to cover the cost of treatment, versus Farmington’s minimal charge for mere disposal in the Town’s septage lagoons. Dale said he doesn’t feel Farmington should charge $70.00, but should definitely charge more than the current $15.00 per 2,000 gallons. He said in fairness to the local hauler, who’s the focal point of this debate: he disposes of 400,000 gallons a year, versus the small amounts of the other area
haulers. Dale added that the local hauler also performs free service to his department and is providing community service at no charge to Farmington. He then spoke about the possibility of a keyless entry. He said as far as illegal septage disposal from outside of Town, this is still a problem. Dale suggested increasing the amount of specific information on the septic disposal permits. He said it won’t solve the problem of illegal dumping, but it could help get a better handle on it. Dale said the amount of septage recorded as received is not necessarily above what Farmington should be disposing of. according to the size of the community. Joan asked him for his recommendation for the permit charge and Dale said the Board could consider charging $40.00 per 1,000 gallons versus the current $15.00 per 2,000. He asked that the Selectmen consider placing the money into a Special Revenue fund, set aside for Capital Improvements and
maintenance. He said the increase wouldn’t necessarily solve the problem of outside waste however.
Barry discussed the thought that increased disposal costs would also help to offset the future cost for the Wastewater Treatment plant upgrade. Dale said a good permit system and keyless gate entry could also help to “watchdog” the process. Dale asked the Selectmen if he could obtain pricing for a keyless entry system. He said the Board seems interested in increasing the price, which he could begin to implement now and which could help to offset the cost of the system. Barry said he believes the Selectmen should hold a public hearing to glean public comment from the hauler(s). Ernie said concerning the fund accounts, basically the Town has a water account and a wastewater account. He said to establish a Special Revenue fund the Board may need to bring it before the voters at
Town Meeting, saying he would check to confirm this.
The Selectmen agreed to hold a public hearing regarding both E 911 and septage disposal. Matt said he feels Farmington should have a standard disposal rate, with everyone on “ a level playing field”. He said perhaps the Town should consider paying the hauler for the services he has provided for free in the past. Dale said this hauler has even helped on what are now the current septage lagoons. Barry said he believes the homeowner should obtain the permits, and then the hauler won’t have to collect the disposal fee. Dale said the reason the local hauler was first given the key to the lagoon was because of emergency winter hauling. He said if he takes the key away, then Farmington would have to pay a Town of Farmington employee two hours of an on call fee and overtime
rates, which would be much more costly. Dale said another issue he wants to discuss with the Board tonight is about utilizing the high school as the emergency shelter for the Town. He said the new generator should be able to handle the whole school, based upon one year of their electric bills/service. Dale asked if he could put out to bid the cost to have a professional electrical design and the cost to hook up this generator for next year’s budget. David expressed his concern about cooperation from the SAU#61. He said Brian doesn’t get back to him. Both Ernie and Dale said they would visit Brian soon to discuss this and the pending VPN system on the computers.
New Business
Drainage on Route 153
Ernie said Ralph Sanders of the NH D.O.T. has been working on the design of a drainage system plan for Route 153 by Betty Mros’ house. He said the underground drainage system would have three catch basins and has been designed to connect the existing outlet and plans are to install this all before October.
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Building Permits on Private Roads
Ernie said the CEO could not be present this evening, but there are three building permits for private roads. He said two are on Lancelot Shores (Tax Map R 6, lots 23, 24 & 230) and one is on Pound Road (Tax Map R36, lot 006). Barry said area communities are denying building permits on private roads. Matt said the Planning Board has forwarded these applications to the Selectmen with their approval. Matthew Scruton made a motion to authorize the three building permits, as presented: Gordon & Terry Mooney, owners of Tax Map R06, lots 23 & 24, Asya & Vitalis Scher, owners of Tax Map R 06, lot 230 and Thomas Cox and Christina Claus, owners of Tax Map R 36, lot 006. Joan Funk seconded the motion and the vote was: David-yes, Joan-yes, Matthew-yes and Barry-no.
The motion passed.
Other Business
Ernie said the Police Dept. would be holding a bike auction within the next three weeks. He said there is a serious problem with the bridge on Watson Corner Road. Clark Hackett said the State bridge inspectors found cracks in the bridge foundation and Bob Barry of the NH D.O.T. requested last Friday that either the entire bridge be closed or at least the east side of the bridge. He said the east side has now been closed off. Clark then said the State is looking at mid to late October before they can begin repairs to the bridge. Joan asked about the Elm Street retaining wall and Ernie said he hadn’t heard anything yet.
The Board recessed at 7:50 p.m. The meeting reconvened at 8:00 p.m.
Matt expressed his concern about the safety of municipal employees as a result of having read a recent threatening letter from William Dexter Miller (only one of many letters received), wondering if Farmington should be taking measures to protect the Town’s employees. Ernie said the appropriate steps are being taken and all correspondence is forwarded to legal counsel. Ernie said September 15th would be the posting of the Special Town Meeting (September 30th, 2003) and the preceding public hearing (September 25th, 2003). He then read the draft wording of the warrant, which would be placed in the newspapers.
Joan Funk motioned to enter non-public session. David Hall seconded the motion and the vote was unanimous. The public session adjourned at 8:07 p.m. Public session then reconvened at 8:38 p.m.
Ernie said he had a few other items to discuss with the Board. He said he has added one more section to the alarm system specifications and the bid is the same as the bid Fire Chief Goslin had already received. He said with the Board’s permission he will put this new RFP out to bid. It was decided that the specifications should note; installation of the system is to be by January 1, 2004.
Ernie said a draft of the RFP for Economic Development and Planning has been provided to the Selectmen for their review. He said these RFP’s would be presented to the Economic Development Commission (FEDC) at their next meeting, for their approval and then their recommendation to the Board would follow. Barry stressed the need to strengthen Farmington’s vitality. He said he spoke to George Meyers and George is interested to meet with the FEDC. He said he also has an idea for an individual to fill the position.
Ernie said he has received an application from Teresa Mills to fill the position of part-time minutes secretary. He asked for the Board’s permission to hire her. The Selectmen asked if she could assist with other committees and Ernie said he would check with her.
David Hall motioned to adjourn. Joan Funk seconded the motion and the vote was unanimous. The meeting adjourned at 8:45 p.m.
Respectively submitted,
Lynn C. Seaboyer
Admin. Asst.
APPROVED
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Joan A. Funk, Chairman Barry Elliott
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__________________________ ____________________________
David Hall Gerald McCarthy
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Matthew Scruton
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