BOARD OF SELECTMAN
TOWN OF FARMINGTON
MONDAY - NOVEMBER 6, 2006
356 Main Street - Farmington, NH
Public Minutes
Selectman Present: Chairman, Paula Proulx, Paul Parker, Gerald McCarthy, Martin Gilman.
Selectman Excused: William Tsiros
Public Present: John Quinn, Sylvia Arcouette, Renee Meyer, John Wieble, Steven Dean, Joan Funk, Charlie King, Rebecca Howard, Victor Lapierre, Yvette Martin and Joel Moulton
Chairman Paula Proulx called the meeting to order at 6:03pm
Public Input:
Renee Meyer questioned the board as to what the status is on the Coast bus shelter that was suppose to be installed. Paul Parker responded that he believes the shelter has been purchased and Paula Proulx stated that she would call Coast to see what the status is.
John Wieble asked the board if the town has a policy on granting commission to agents who might sell town property even though it is not listed with them. Marty Gilman recommended adding a commission to the price that has been set. Gerry McCarthy added that the Economic Development Committee (EDC) should look into this. Paula will bring forth to the EDC this Wednesday morning.
Steven Dean approached the Board and questioned how an interim Town Administrator can have a lawsuit against the town, like Paula does. Paul responded that it is not a typical lawsuit in that it is just being used to question the framework for land use and that unfortunately it is the only way to get such answers with the way the government is set up. Gerry responded that Paula is doing a great job and that the town needs someone to fulfill the Town Administrator duties in the interim of hiring a more permanent candidate.
Joan Funk asked for clarification if Paula is an interim Town Administrator or just a Chairman of the Board who is carrying out the daily duties of the town. Gerry responded that maybe using the word "interim" is not the right word choice but essentially Paula is just carrying out the daily duties of the town. Joan went on to question where the Board is in hiring a new administrator. Gerry responded that is on the night's agenda for the Board to decide what step to take next because the job was offered to Matt Scruton and he withdrew his application last Monday.
Steven Dean addressed the Board as to what is happening with the crosswalk request from the American Legion to the Rec. Dept. Parking Lot. Joel Moulton, Public Works Director, responded that it will be further discussed tonight after the budget review.
John Wieble asked for clarification if Paula is being paid for the work she is doing as interim town administrator. Paul responded no.
Joan Funk questioned the Board on the property she presented last week as to if they had made any decisions. Paula responded that the Board has been extremely busy but she will get it on a future agenda as soon as possible.
Rebecca Howard questioned why Marty is at tonights meeting when it was in the Foster's Daily Democrat that he had resigned. Marty responded that he received so many calls and letters from taxpayers that he decided he needs to complete his term. Paul added that the Board never accepted his letter of resignation so he feels that Board has to take no further action and is glad Marty is back.
Approval of Minutes from 10-30-06 public and non-public:
Paul Parker moved to accept the 10-30-06 public minutes as amended, Gerry McCarthy seconded. Motion passed with Marty Gilman abstaining.
Paul Parker moved to accept the 10-30-06 non-public minutes as amended, Gerry McCarthy seconded. Motion passed with Marty Gilman abstaining.
Draft Budget Reviews
Welfare Department: Yvette Martin, Welfare Director has set up a level funded program for the next fiscal year. She has been utilizing the many resources available to assist residents and is still within 30% of her budget this year. Paul questioned if there are enough funds allocated for fuel assistance and Yvette responded that she is confident that the town is all set. Marty asked if the town as the right to mandate generic drugs if assisting with the cost of them. Yvette answered as long as the doctor gives the okay, yes. Yvette reported that she is putting together a set of welfare guidelines for the Board to consider adopting based on thorough guidelines created by the city of Manchester.
Highway Department: Joel Moulton, Public Works Director proposed the attached budget. He stated it is an aggressive budget with a $370,043 increase but a first draft as well. Joel also reported that he received a check for $259,451.79 from FEMA for flood reimbursements.
1. Electricity line increase due to two new bays.
2. Water increase to cover the water bill he receives now.
3. $2000 in care of trees because there is an abundance of trees that are posing a hazard and need to be removed.
4. Large increase in Gasoline and Diesel lines due to large price increase.
5. Large increase in engine oil line due to the increase in price. Joel noted that his department purchases the oil for all the town vehicles.
6. New equipment/tool line - Joel would like to purchase pumps for excavations so that he does not have to wait to complete a job untill Dale Sprague is finished with the pumps. The increase also covers purchasing an hydraulic hose press so that the department can service their own hydraulics without the use of outside vendors. And Joel would like to purchase a plate compacter, he reported the cost to be $6859.
7. Culverts and catch basin line as been dramatically increased because Joel would like to fix not mend the many water issues in town. He reported that he gets at least a call a day from taxpayers with water issues.
8. Joel added guardrail line because there are many places in town in need of guardrails for safety purposes.
9. Added sidewalk line so it would have its own line to make the budget more workable.
10. Added line for police detail for roadway work.
11.Winter sand as separate line item this year. Paul questioned if still the town still has a stockpile of sand from the Sarah Greenfield Park. Joel said yes but he wasn't sure if it would be enough.
Gerry questioned if the town was to purchase an excavator would the cost of the rental paid this year would be take off the purchase price. Joel stated that 75-85% of the rental fees would go towards the purchase that would cost approximately $125,000. Gerry asked Joel to look into costs of a lease/purchase. Gerry also questioned if Joel has prioritized what needs to be done and what he would like to do. Joel responded that yes he has and will provide the BOS with such list.
Paul stated that the proposed budget is very aggressive and he applauds Joel for the job he is doing but does he feel the proposed work is doable in a year. Joel said yes the work is very doable and will provide a written proposed work schedule that would utilize this budget. Paul also stated that there is no chain or fencing at the sand/salt basin to keep non-taxpayers out - Joel will look into this. Paul told Joel he received a letter from a citizen of Dodge Cross Road about the conditions there, Joel responded that he is finishing up Bunker St. this week and then will be going to Dodge Cross Road to start work. Charlie King added that the town was granted drain easements on Dodge Cross Road and that Norway Plains did the survey. Paul also asked if Joel had any plans for the sharp
corner on Meaderboro Rd. where there have been frequent accidents. Joel stated he had not included this in his work plan for next year but will certainly do some research into how the area can be made more safe and go from there.
Paul questioned how the road repairs are prioritized. Joel said typically by the number of complaints, water damage, safety issues and trying to keep large repairs at a minimum by fixing issues before they get huge. Paul asked if it would be helpful to Joel to have an outside company create a Road Management Plan to identify and prioritize road work. Joel said sure it would free him up from the paperwork and researching to do actual hands on work. Joel added that before paving is considered the town needs to update the water infrastructure so that they are not throwing away good money.
Marty inquired as to why there is a service contract in the budget for the new garage doors when the already have a one year warranty. Joel replied that the $900 could certainly be pulled out of the budget. Marty also questioned if Joel ever sees his Nextel bill or if he is aware what his plan is. Joel replied he never sees his bill but would like to and nor does he know what his plan is.
Landfill Budget: Joel presented the proposed budget.
1. Pest control line up because of gas prices
2. Increase in tire removal line because of the large number of tires being dumped on the side of the roads.
3. Building maintenance line includes swapping out the heavy garage doors for the old doors that were replaced at the highway department.
4. Landfill stickers up due to gas increase.
5. Lagoon closure line - this was never completed and the NHDES mandates it be done in 2007. Gerry questioned why the town does not burn any longer and Joel replied the materials are shredded and used as a cover for the landfill.
6. $10,000 for landfill slope maintenance so can get some work done to hopefully keep the landfill open as long as possible by completing small projects to keep in the graces of NHDES.
7. Preliminary engineering for transfer station line added so that the town can start preparing for the impending landfill closing in 2010. Attached is a proposal from CMA to start researching a transfer station proposal.
Bridge Budget: Joel has yet to create a budget for the bridges. The bridges needed to be inspected and prioritized and Joel has got all the materials together now to create a proposed budget. Gerry asked Joel for a list of all the bridges the town is responsible for and what has been flagged.
Highway Department Projects
Crosswalk from American Legion to Rec. Dept.: Joel stated his department can handle putting in the crosswalk but also brought forward a proposal (attached) for $3250 for an outside contractor to do this project so that Joel's crew can start work on Dodge Cross Road before the winter weather arrives. Paul questioned where Joel proposes the $3250 come from. Paula stated that as of 11-1-06 there is $9163.83 in the paving line. Paul suggested getting a few more quotes for this project. Gerry asked if it would be cheaper to pay his crew overtime and have the crosswalk done on a Saturday. Joel will check the numbers and report back to the Board.
Cocheco Watershed Coalition Grants: Joel is working with Laurie Chase on applying for grants to help pay for some of the work that needs to be done with the many water issues in town.
Update on Project Schedule: Joel reported that they have completed the drainage updates on Bunker Street and will be paving this week. From there the crew will be moving on to Dodge Cross Rd. and that is the last project on the list for this year. Victor LaPierre commended Joel for the work he and his crew have been doing and are greatful that they are moving onto Dodge Cross Road where the work as been needed for many years.
Henry Wilson Playground: Joel is working with the Playground committee to dismantle the existing playground and just as a note, the town agreed to pick-up the cost of throwing away all the tires.
Loring and Perkins Ave Discussion: Joel met with Sylvia Arcouette and based on the deeds and paperwork she provided he found that there was some differences in the deeds and the drawings. He suggested getting a copy of the deeds from Strafford County Registry. Sylvia offered to go
pick the deeds up and provide them to Joel. Joel stated that the town might need to put up guardrails to keep traffic off the proposed sewer.
Paul Parker moved for a short recess, Marty Gilman seconded. Motion passed.
Meeting recessed at 8:24pm
Meeting reconvened at 8:45pm
Update on Water/Wastewater Issues
Town Policy: Dale Sprague located the town policy on limits on elevation when considering hook-ups to town water and wastewater (copy attached). Dale suggested that when the BOS relooks at this policy they consider adding well #6 elevations that he drafted on the bottom of the policy. Paula stated that Dale is volunteering to go to Planning Board meetings when there are permits being looked at that would involve this policy. Charlie King stated that the Planning Board utilizes the recommendations of the TRC whenever they are supplied and would appreciate Dale's presence. Charlie also asked for a copy of the policy so that he can distribute it to Planning Board members at the next work session.
Wright-Pierce: Reports will be in on Wednesday from Wright-Pierce as to capacity limitations to give the BOS a better idea on what they might want to consider for policy.
Fuel Storage Tank Security: Paula reported that Dale wanted to know if the town would like to install fences around the fuel storage tanks in response to receipt thievery of fuel. Dale provided a quote form Fences Inc. for $1400 to put a fence up. Marty added that lights are also going in. Joel added that he and Dale had spoke about using the fencing that was donated by the 500 Boys and Girls Club but not sure if it was usable or not. Joel will speak to Dale about this.
Power Vent: Paula brought forth a proposal from Dale to do away with the power vent and go to a conventional chimney. He has one quote for $2120 from Masonry Unlimited (attached) and is currently waiting for two more.
Town Planner
Paula reported that Strafford Regional Planning does not currently have anyone who could fill an interim position but could possibly help with site plan reviews. She also has a reply from Municipal Resources Inc. in which they could have someone at $65/hour from New Durham and that Clay Mitchell did respond to her inquiries with questions and a rate of $55/hr.
Paula met with Paul Esswein, Charlie King, Dennis Roseberry and Doreen Hayden last week to discuss the office plan for who will do what in the interim of no full time planner. This meeting brought forth that an outside contractor would be needed at the TRC meetings once a month, the Planning Board meeting two times a month and to review Planning Board status reports. Ideally an interim person would be needed for 3-4 hours a day, Monday through Thursday. Currently Dennis Roseberry is responsible to be the final say in interpreting zoning ordinances but can seek
town attorney assistance when needed. Also a Plan Review Process List was created that identifies each step of a site plan and who the contact person is for each step, plus a revised zoning review procedure form was created to make everyone's jobs a little easier and a better paper trail for all site plans.
Paul suggested bringing Mr. Mitchell and the gentleman from New Durham that Municipal Resources knows of for an interview. Charlie recommended forwarding a copy of what the proposed duties of a planner would be before the afore mentioned interview.
Paul questioned if Charlie felt that the interpretations of the codes and ordinances would automatically fall on Dennis Roseberry. Charlie responded that Dennis was the only logical choice and that he agreed to take on the responsibilities in the interim as long as he could fall back on town council if need be. Paul would like to check with legal to see if Dennis needs to be appointed in the interim.
Correspondence
Letter from J. Fitzpatrick: Dale received a letter from J.Fitzpatrick requesting he be reimbursed $42.99 for a refrigerator filter he had to replace when the water was not usable. Marty Gilman moved to dismiss the claim, Gerry McCarthy seconded. Motion passed with all in favor.
PSNH Request: Taxpayer, Nancy Boyd would like to purchase a street light from PSNH for her property at 58 Dodge Cross Rd. The light would not cost the town anything, where as, Ms. Boyd would be responsible for all bills, but PSNH wants the town's approval to put the light in. Gerry McCarthy moved to give the okay to PSNH to put the light in, Paul Parker seconded. Motion passed with all in favor.
Letter from Michelle Langa, Superintendent of Schools: This letter was a request from Ms. Langa for the BOS to consider spraying for mosquitoes. Paul Parker responded that Ms. Lee keeps a very watchful eye on this issue and is confident that she will keep the BOS informed if the need arises for such spraying.
Other Business
Cost of Living Adjustment (COLA): Paula asked the board to come up with a COLA so that Pam could generate a personnel budget. Paula reported that the state COLA is 3.3%. Gerry asked for this to be put off until next Monday's meeting so he has time to look up a few items.
Personnel Benefits: Last week the BOS questioned the different levels of the cost of the different insurance plans for town personnel. Pam informed Paula that the difference is in the single, and family plans and in the life insurance there are a variety of factors including age and salary.
Copier: The copier in Kathy Seaver's office has been replaced and the Rec. Dept. is interested in her old one. An email was sent out to dept. heads to see if there is interest in the Rec. Dept.'s old copier. So far there has been no interest, Paula will send out another email but Kim Brackett suggested if no other dept. wants it maybe the town could donate the copier to the 500 Boys and Girls Club.
Gerry moved to donate the old Recreation Dept. copier to the 500 Boys and Girls Club if no other department needs it, Paul Parker seconded. Motion passed.
LEOP Review Meeting: Gerry motioned to make the LEOP Review Meeting at the Governor's Inn on Wednesday, November 15, 2006 from 4-7pm mandatory for department heads and or an authoritative representative, Marty Gilman seconded. Motion passed with all in favor.
Office Space: Deb, the Emergency Management Director requested space in the accessor's office to set-up the materials for the Emergency Management Plan and a key for the building in case of an emergency. The BOS agreed to give her a desk and filing cabinet space to fit her needs.
Town Secretary Work Area: Currently Megan Taylor, Town Secretary, has a black board in front of her area to block the cold coming in when the door is opening. Paul stated that it is unsightly and would like to purchase some safety glass partitions that would sit upon her desk. Paula will seek out quotes for the partitions.
Paul Parker moved to go in non-public session under RSA 91:A.b.a.2 paragraph a and b, Marty seconded. Roll call - Marty Gilman (yes), Paula Proulx (yes), Paul Parker (yes) and Gerry McCarthy (yes).
Moved into non-public session at 10:14pm.
Gerry McCarthy moved to come out of non-public session, Marty Gilman seconded. Roll Call- Marty Gilman (yes), Paula Proulx (yes), Paul Parker (yes) and Gerry McCarthy (yes).
Marty Gilman motioned to adjourn, Paul Parker seconded. Motion passed with all in favor.
Meeting adjourned at 11:17pm
Respectfully submitted,
Brandy Sanger
Recording Secretary
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Chairman, Paula Proulx Vice-Chairman, Paul Parker
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Martin Gilman Gerald McCarthy
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William Tsiros
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